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220610 Tillsonburg 150 Ad Hoc Committee MinutesTillsonburg 150 Ad-Hoc Committee Minutes, June 10, 2022 Page 1 of 5 The Corporation of the Town of Tillsonburg Tillsonburg 150 Ad Hoc Committee June 10, 2022 4:30 p.m. Council Chambers MINUTES Present: Chair Joan Weston, Aleksandra Webber, Courtney Booth, Christine Wade Absent with Regrets: Rosemary Dean, Deputy Mayor Dave Beres Staff Also Present: Patty Phelps- Culture and Heritage Manager/Curator Gina Armand - Records & Legislative Coordinator 1. Call to Order The meeting was called to order at 4:30pm by Chair Joan Weston 2. Adoption of Agenda Resolution #1 Moved by: Christine Webber Seconded by: Courtney Booth THAT the Agenda as prepared for the Tillsonburg 150 Ad-Hoc Committee Meeting of June 10, 2022, be adopted. Carried Tillsonburg 150 Ad Hoc Committee Minutes, June 10, 2022 Page 2 of 5 3. Minutes of the Previous Meeting May 17, 2022 Committee Minutes – 5.4 paragraph 7- should read “Broadway” not Broadway St and “Plaques” not posters. 4. Disclosures of Pecuniary Interest and the General Nature Thereof No disclosures of pecuniary interest were declared 5. General Business and Reports 5.1. Bentley’s Members were advised that the commemorative quilt for the 150 event is in the store. Bentleys is all setup and volunteers have been selling souvenirs in the shop on Saturdays The Committee’s Chair was volunteering in the store from 1-3pm on Saturday and advised the other members of the details. Members discussed having more volunteers for Thursday nights. Aleksandra Webber and Chair, Joan Weston, will be volunteering to cover the pop up shop on Thursday June 16 and June 23, 2022 from 4:00pm – 6:00pm. 5.2. Tillsonburg 150 Events Review & Implementation Committee Members were updated on the success in the sales of the souvenirs. As of this meeting the inventory is as follows:  54 camping mugs left in inventory  Approximately 1 dozen beer glasses sold to date  10 wine coolers sold to date  8 journals sold to date  3 key chains sold to date Christmas ornaments should arrive on Monday June 13, 2022. Tillsonburg 150 Ad Hoc Committee Minutes, June 10, 2022 Page 3 of 5 Discussion on how many ornaments to be given out to volunteers/sponsors. It was suggested to give out between 3-5 ornaments. To be discussed next meeting. Committee Members are having a hard time reaching St. Johns Ambulance for confirmation of attendance on July 1. Applications have been sent in as early as March 2022. Chair and Members will follow up again ASAP. Tents are purchased and available for the event. Tents were also donated by the Town Centre and St. John’s Church. The Town Centre tent will be picked up before Thursday June 30. Generators will need to be picked up and gas purchased. Button Maker and extra supplies have been ordered. Museum Curator advised members that all the necessary supplies have been ordered. 20 volunteers have been recruited. Committee has enough volunteers for the event. Volunteers will be needed for next day removal and loading of items. Members discussed the inquiries of extension cords and electrical, will verify with Crystal Palace. Mini Golf and Cornwall will need to be picked up from the Crystal Palace. The train will not be operational for the event. Members to keep an eye on weather, should the Community Centre need to be booked and approved by Council at the June 27 th Council Meeting. There will be a write-up in the newspaper about the Time Capsule Event. Members will add one item to Time Capsule. Members discussed ideas on how to better advertise the Time Capsule Event. Adding posters to Churches and news bulletins in Senior’s Homes was suggested. Tillsonburg 150 Ad Hoc Committee Minutes, June 10, 2022 Page 4 of 5 Security booked by Committee. The Kinsmen will pay half the invoice for security. Fire truck has been confirmed. In case of emergency, they will need to leave. Chair will try to reach out to the Indigenous Community to issue an invite to the event. Possibly to provide teachings on culture ie: song & dance, Smudging, and more. Committee Members will inquire to the Communications Officer, regarding an “Interactive Schedule” 5.2.1. Review Draft Schedule The Tillsonburg 150 Event Schedule is now online, on our website and Facebook pages. The Fun Fair will be running longer due to the cancellation of the parade. Communications Officer to add a new event “Avondale Historical Display Magic Show will be 4:15-5:00pm. Beer tent hours will be 5-10pm. Advertisements to be brought to schools for Dunk Tank Event recruitment. Members would like to have a donation box for the Dunk Tank, with proceeds going to a young lady of Tillsonburg in need of life altering surgeries in the USA. Liaison will inquire to see if this is a possibility. 5.2.2. Next meeting date Members concluded the meeting by adding a revised committee meeting date on June 20, 2022 at 4:30pm. 6. Next Meeting June 20, 2022 at 4:30pm 7. Adjournment Tillsonburg 150 Ad Hoc Committee Minutes, June 10, 2022 Page 5 of 5 Resolution #2 Moved by: Courtney Booth Seconded by: Aleksandra Webber THAT the June 10, 2022 Tillsonburg 150 Ad-Hoc Committee Meeting be adjourned at 5:19pm. Carried.