Christy Chrus called for nominations for the position of Chair of the Doors Open Whitby Advisory Committee.

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1 February 16, :00 pm Meeting Room 2, 405 Dundas Street West Whitby Central Library Present: Also Present: Kirstyn Allam Sue Green Jennifer Maddigan Rick McDonnell Sue Pitchforth Pavel Zeman Sarah Ferencz, Library Archivist Olex Wlasenko, Station Gallery Representative Christy Chrus, Principal Planner, Downtowns & Cultural Heritage Jonathan Gilston, Committee Secretary Regrets: Heather Kearney Joyce Marshall Pamela McPherson The meeting began at 2:01 p.m. 1. Appointment of Chair and Vice-Chair 1.1 The Committee was advised that the appointment for the Chair and Vice-Chair of the Doors Open Whitby Advisory Committee would take place at this time. Christy Chrus called for nominations for the position of Chair of the Sue Green nominated Sue Pitchforth for the position of Chair of the Sue Pitchforth accepted the nomination. There were no further nominations and the nominations were closed. Christy Chrus called for nominations for the position of Vice-Chair of the

2 Sue Green nominated Rick McDonnell for the position of Vice-Chair of the Rick McDonnell accepted the nomination. There were no further nominations and the nominations were closed. Moved By Sue Green That Sue Pitchforth be appointed Chair of the Doors Open Whitby Advisory Committee for a term ending on December 31, Moved By Sue Green That Rick McDonnell be appointed Vice-Chair of the Doors Open Whitby Advisory Committee for a term ending on December 31, Sue Pitchforth assumed the Chair. 2. Disclosures of Interest 2.1 There were no disclosures of interest. 3. Presentations/Deputations 3.1 There were no presentations or deputations. 4. General Business and Reports 4.1 New Committee Update Sue Pitchforth officially welcomed everyone to the first Doors Open Whitby Advisory Committee meeting. Discussion ensued regarding the required number for quorum. 4.2 Documents/Insurance Update Discussion ensued regarding the site packages for the property owners. Pavel Zeman and Rick McDonnell advised that they would help circulate Page 2 of 5

3 the packages to the event participants. Christy Chrus advised that Stephen Ashton would circulate packages to the commercial property participants. Further discussion ensued regarding the insurance for the event. 4.3 Doors Open Ontario Photo Selection & Information Update Sue Pitchforth advised that the official photo for Doors Open Whitby, a photograph of Trafalgar Castle, was posted to the Doors Open Whitby website. 4.4 Site & Activity Updates Discussion ensued regarding each of the sites and their activities, including: the guided tour and miniature showcase at the Lynde House; tours and a potential art show at the Hatch House; behind-the-scenes tours at the Whitby Central Library; the Vintage Whitby display, Camp X presentation and Paranormal Seekers at the Centennial Building; guided tours at Trafalgar Castle; highlighting the streetscape and façade grant program at the Dundas Street West properties; the local artist showcase at the Whitby Chamber of Commerce; tours of the residential properties on King Street; a guide tour, with coffee and hot chocolate, at St. John's Catholic Church; the quilt display at All Saints' Anglican Church; the 9th Annual Durham College Exhibition at the Station Gallery; and the slide presentation and guided tours at Ontario Shores. Sue Pitchforth advised that she would inquire whether Lynn Philip Hodgson from Camp X would bring artifacts to showcase during the presentation at the Centennial Building. 4.5 Library Display Sue Pitchforth and Jennifer Maddigan advised that they would work on a Doors Open Whitby display for the Whitby Central Library's display box. 4.6 Photos/Write Ups - Brochure Update Discussion ensued regarding the selected photos for the Doors Open Whitby brochure and the extra space available in the brochure for Page 3 of 5

4 advertisements. Sue Pitchforth advised that she would follow-up with Joyce Marshall whether Rotary Sunrise would like to place an advertisement in the event's brochure. Jennifer Maddigan advised that she would investigate whether The Brock House would like to be a sponsor for the event. 4.7 Downtown Whitby/Brooklin Magazine Discussion ensued regarding the publication time for the Downtown Whitby and Brooklin Magazines. 4.8 Our Homes Magazine Update Sue Pitchforth advised that a photoshoot took place on February 12, 2016 at the three residential properties on King Street for Our Homes magazine. She further advised that copies of the magazine will be available at the King Street properties for residents to view. 4.9 Social Media/Website Update Christy Chrus advised that Stephen Ashton spoke with the Town's Corporate Communications regarding the available means to promote the Doors Open Whitby event on social media and the Town's website Friday Evening Soiree - Centennial Building Sue Pitchforth provided information regarding the Friday Evening Soiree before the Doors Open event Volunteers - LACAC, Vintage Whitby Sue Pitchforth advised that once documentation has been received from the property sites, the number of required volunteers will be determined Signs - Inventory Status 5. Correspondence Christy Chrus advised that an inventory of event signs is still required. 5.1 There was no correspondence. 6. Council Update Page 4 of 5

5 6.1 A Council designate has not yet been assigned to the Committee, therefore, there was no Council update. 7. Other Business 7.1 Christy Chrus advised that a Welcome poster for each of the Downtown Whitby businesses will be created for the event. She requested assistance in the coordination and distribution of the posters. 7.3 Sue Pitchforth invited the Committee to suggest presentations from organizations and businesses supporting or participating in the Doors Open event. 7.4 Christy Chrus recommended the creation of a Committee member contact list for communication purposes. 8. Next Meeting 8.1 Tuesday March 15, :00 p.m. Meeting Room 2, Whitby Central Library 405 Dundas Street West 9. Adjournment 9.1 Motion to Adjourn Moved By Jennifer Maddigan That the meeting adjourn. The meeting ended at 3:09 p.m. J. Gilston, Committee Secretary Sue Pitchforth, Committee Chair Page 5 of 5