Thursday, October 06, 2016

Transcription

1 Agenda Brampton Sports Hall of Fame Committee Committee of the Council of The Corporation of the City of Brampton Thursday, October 06, :00 p.m. Regular Meeting Council Committee Room 4 th Floor, City Hall Members: Dean McLeod (Chair) Stephen Clarke (Vice-Chair) Carmen Araujo (Treasurer) Ron Noonan, Curator Norman Da Costa Don Doan Ken Giles Elizabeth Harris-Solomon Sindy Maguire Glenn McClelland Harnek Singh Rai Mario Russo Gurmit Singh City Councillor Doug Whillans Wards 2 and 6 City Councillor Jeff Bowman Wards 3 and 4 City Councillor Gurpreet Dhillon Wards 9 and 10 For inquiries about this agenda, or to make arrangements for accessibility accommodations for persons attending (some advance notice may be required), please contact: Sonya Pacheco, Legislative Coordinator Telephone (905) , TTY (905) , cityclerksoffice@brampton.ca Note: Some meeting information may also be available in alternate formats, upon request

2 Agenda Brampton Sports Hall of Fame Committee Note: Please ensure all cell phones, personal digital assistants (PDAs) and other electronic devices are turned off or placed on non-audible mode during the meeting. 1. Approval of Agenda 2. Declarations of Interest under the Municipal Conflict of Interest Act 3. Previous Minutes 3.1. Minutes Brampton Sports Hall of Fame Committee September 8, 2016 The minutes are pending consideration by the Community and Public Services Committee on October 5, 2016 and the recommendations are pending approval by Council on October 12, The minutes are provided for Committee s information. 4. Delegation/Presentations 5. Reports 5.1. Report from Don Doan, Chair, Constitution Sub-Committee, re: Proposed Changes to the Brampton Sports Hall of Fame Constitution Draft #4. 6. Sub-Committees 6.1. Discussion, re: Sub-Committee Membership and Participation. 7. Other/New Business 7.1. Discussion at the request of Supa Meikle, Coordinator, Sport Services, Community Services, re: Brampton Sports Hall of Fame Strategic Plan and Net Steps. 8. Correspondence Page 2 of 3

3 9. Information Items Agenda Brampton Sports Hall of Fame Committee 9.1. News Items Future / Potential Inductees Ken Giles 10. Question Period 11. Public Question Period 15 Minute Limit (regarding any decision made at this meeting) 12. Closed Session 13. Adjournment Net Meeting: November 3, Page 3 of 3

4 3.1-1 Minutes Brampton Sports Hall of Fame Committee Committee of the Council of The Corporation of the City of Brampton Thursday, September 08, 2016 Members Present: Members Absent: Dean McLeod, Chair Stephen Clarke, Vice-Chair Carmen Araujo, Treasurer Ron Noonan, Curator Don Doan Ken Giles Elizabeth Harris-Solomon Sindy Maguire Harnek Singh Rai Mario Russo City Councillor D. Whillans Wards 2 and 6 City Councillor J. Bowman Wards 3 and 4 Norman Da Costa (regrets) Glenn McClelland (regrets) Gurmit Singh City Councillor G. Dhillon Wards 9 and 10 (other municipal business) Staff Present: Michelle McCollum, Interim Director, Recreation and Culture, Community Services Supa D.A. Meikle, Recreation Coordinator, Sports Services, Community Services Sonya Pacheco, Legislative Coordinator, City Clerk s Office Page 1 of 5

5 3.1-2 Minutes Brampton Sports Hall of Fame Committee The meeting was called to order at 7:04 p.m. and adjourned at 8:22 p.m. 1. Approval of Agenda The following motion was considered. SHF That the agenda for the Brampton Sports Hall of Fame Committee Meeting of September 8, 2016 be approved, as amended, to add the following item: 4.1. Verbal Advisory from M. McCollum, Interim Director, Recreation and Culture, Community Services, re: Changes to the City s Organizational Structure. Carried 2. Declarations of Interest under the Municipal Conflict of Interest Act nil 3. Previous Minutes 3.1. Minutes Brampton Sports Hall of Fame Committee June 23, 2016 The minutes were considered by the Community and Public Services Committee on September 7, 2016 and the recommendations were pending approval by Council on September 14, The minutes were provided for Committee s information. 4. Delegation/Presentations 4.1. Verbal Advisory from M. McCollum, Interim Director, Recreation and Culture, Community Services, re: Changes to the City s Organizational Structure. M. McCollum, Interim Director, Recreation and Culture, Community Services, provided Committee with an overview of the changes to the City s organizational structure. Ms. McCollum eplained the staffing changes within the Recreation and Culture Division and outlined her role as Interim Director. Committee discussion took place regarding the mandate of this Committee and the status of the Brampton Sports Hall of Fame Strategic Plan. The following motion was considered Page 2 of 5

6 3.1-3 Minutes Brampton Sports Hall of Fame Committee SHF That the verbal advisory from M. McCollum, Interim Director, Recreation and Culture, Community Services, to the Brampton Sports Hall of Fame Committee Meeting of September 8, 2016, re: Changes to the City s Organizational Structure be received. Carried 5. Reports nil 6. Sub-Committees nil 7. Other/New Business 7.1. Discussion at the request of Dean McLeod, Chair, re: Review of Nomination and Election Timelines. Committee discussion took place with respect to the timelines outlined in the Brampton Sports Hall of Fame Constitution relating to the nomination and election processes. Discussions included: Issues and concerns with the current December 15 deadline for submitting nomination forms o Impact of this deadline on the induction ceremony planning process o Suggestion that this deadline be changed to June 15 in time for the 2018 induction process Challenges were highlighted regarding the suggestion to stagger this change over a two-year period Clarification regarding the nomination process and notification timelines Indication that various amendments to the Constitution are required and will take time to process o A suggestion was made to amend the nomination and election process timelines in advance of all other amendments, to ensure sufficient notification of the changes is communicated to the public Confirmation that the current timelines will remain in place for the 2017 induction process Suggestion that the election of inductees be held in September, and promotional activities occur between November and April Timeline for providing nomination packages to members for review Communication/announcement of the election results Page 3 of 5

7 3.1-4 Minutes Brampton Sports Hall of Fame Committee The following motion was considered. SHF That the Brampton Sports Hall of Fame Constitution be amended to: a. provide that the deadline to submit nomination forms for induction into the Brampton Sports Hall of Fame be changed from December 15 to June 15; b. require that the election meeting to consider nominees for induction into the Brampton Sports Hall of Fame be held a minimum of si months prior to the induction ceremony event; and, 2. That the above noted amendments be effective immediately, commencing with the 2018 Induction process. Carried 8. Correspondence nil 9. Information Items 9.1. News Items Future / Potential Inductees Ken Giles Ken Giles, Committee Member, highlighted the achievements of numerous Brampton athletes who participated in various sporting events and championships worldwide, including the 2016 Summer Olympics in Rio de Janeiro, Brazil. Committee discussion took place regarding the provisions in the Brampton Sports Hall of Fame Constitution relating to Committee s discretion to induct Olympic medalists into the Brampton Sports Hall of Fame. 10. Question Period 1. Committee Members asked questions of staff regarding the protocol for presenting a key to the City to a person(s), including the criteria, selection process, and event planning. M. McCollum, Interim Director, Recreation and Culture, Community Services, advised that she would review this protocol with the Festivals and Special Events Office Page 4 of 5

8 3.1-5 Minutes Brampton Sports Hall of Fame Committee 2. In response to a question from Sindy Maguire, Committee Member, regarding possible changes to sub-committee memberships, Dean McLeod, Chair, advised that this matter, including member participation, will be discussed at the net meeting. 11. Public Question Period nil 12. Closed Session nil 13. Adjournment The following motion was considered. SHF That the Brampton Sports Hall of Fame Committee do now adjourn to meet again on Thursday, October 6, 2016 at 7:00 p.m. Carried Dean McLeod, Chair Page 5 of 5

9 BRAMPTON SPORTS HALL OF FAME PROPOSED CHANGES TO CONSTITUTION: SEPTEMBER 8 TH, 2016: DRAFT #4 CONSTITUTION COMMITTEE REFERENCE EPLANATION OF PROPOSED CHANGES TO CONSTITUTION SECTION Cover Page Dean Feb. 5/15 The title The Corporation of the City of Brampton Sports Hall of Fame now reads Brampton Sports Hall of Fame. 1.2 (new line) Erica Feb. 5/15 Inclusion of Vision Statement: Add a new 1.2 The Sports Hall of Fame is committed to become Canada s most diversified Sports Hall of Fame. (re-number the original # s to after changes below) 1.4 Housekeeping: Clerks Binder Sept. 10/ (continued) Shirley Gannon verbal update: April 16/ (new line) Housekeeping: Clerks Binder Sept. 10/15 Add (the Committee) after The Hall of Fame Committee ; add to the end of this sentence: As such, the Sports Hall of Fame will follow City Council Procedure By-law , as amended regarding the procedures to be followed for all meetings. Add to the end of the new sentence in 1.4: Furthermore, the Sports Hall of Fame must abide by all procurement rules and protocols pertaining to the City s Purchasing By-laws. The Sports Hall of Fame operates as a non-profit organization. 2.1 Repetition of 1.4 Delete eisting sentence and re-number to after changes below. 2.2 Clerks Binder Sept. 10/15 (Composition) Change sentence to read: Committee composition is as outlined in the Council-approved Terms of Reference : 1st bullet: Change to read minimum of one Member of Council ; add new 2nd bullet: one Curator of the Sports Hall of Fame ; amend net bullet up to 12 Members at Large. 2.3 Clerks Binder Sept. Grammar remove their. It now reads or until successors are appointed. 10/15 (Term/ office) 2.4 Clerks Binder Sept. 10/15 (Established by) 2.5 Clerks Binder Sept. 10/15 (Meetings) 2.6 Clerks Binder Sept. 10/15 (Epand Reports to ); suggested wording from Clerk in Nov Change the opening sentence to read: The citizen appointments shall be in accordance with the Citizen-Based Advisory Committee Guidelines and Appointment Procedures, as established by Council Resolution, Council By-law and Governing Constitution, with a view to recommending applicants who will provide: Delete eisting sentence and bullets and replace with: Applicants shall meet all requirements as outlined in the Citizen-Based Advisory Committee Guidelines and Appointment Procedure. Amend to read: The Committee shall report to the Community and Public Services Committee, a Committee of Council, through staff report.

10 5.1-2 CONSTITUTION COMMITTEE REFERENCE SECTION 2.7 Clerks Binder Sept. 10/15 (Supported by) 2.8 Clerks Binder Sept. 10/15 (Supported by) 2.9 Clerk s List of Sub- Committees EPLANATION OF PROPOSED CHANGES TO CONSTITUTION Add a period after assigned; then the net sentence to read Subject matter epertise shall be provided by the Public Services Department. Delete reference to Secretary from remaining tet. Delete sentence and bullet and replace with: Meeting Management support will be provided by the City Clerk s Office. Amend to read: The Committee shall appoint a Chair, Vice-Chair, Treasurer and Curator. Sub- Committees and Chairs will be appointed as follows: Event Chair, Marketing Chair, Nomination Chair, Constitution Chair, Financial Chair, Building Chair and any additional Sub-Committees and Chairs (i.e. Community Outreach) as deemed necessary by the Committee from amongst its Members. 3.1 Clerks In the 1st sentence capitalize Members and change participation from one to two Sub- Committees; Add a second sentence to read All Members are responsible to attend at least 80% of all scheduled Sub-Committee meetings and to come prepared to actively participate and contribute towards the completion of the objectives and tasks as outlined in the action plan. Add a third sentence to read Members must be available to take on etra duties as requested by the Chair or designate Member appointee. In the second paragraph delete the word successful. Add a third paragraph to read It is the responsibility of the Chair or designate Member appointee to schedule and book all Sub-Committee meetings and to notify all Members (including Council Members), City Clerk s Office and Public Services Department representatives of all Sub-Committee meetings. Chairs or designate Member appointees are responsible to chair all meetings and ensure that all Members are actively participating and contributing towards a collaborative effort. Chairs shall appoint a designate Member appointee to take notes and attendance. If unable to attend a meeting, a Chair must appoint a designate Member appointee to chair the meeting in the Chair s absence. Chairs are responsible for championing the completion of all objectives as identified in the Sub-Committee s action plan. 3.2 Chair Duties: Dean /don tweaks Amend second bullet to read indicate when quorum has been achieved at a meeting; Amend 3 rd bullet to read as outlined in City Council Procedure By-law as amended; Add a new third bullet to read attend any Sub-Committee meetings as the Chair deems necessary;

11 Add a new fourth bullet to read be one of the signing officers for: all cheque requisitions or purchase orders being submitted to the Treasurer ; all Committee bank accounts; 3.3 Vice-Chair: Stephen Amend 1 st bullet to read: fulfill all duties of the Chair in the absence of the Chair ; 2 nd bullet: amend order after Vice-Chair to read Treasurer, Curator, Event Chair or the Marketing Chair. CONSTITUTION COMMITTEE REFERENCE EPLANATION OF PROPOSED CHANGES TO CONSTITUTION SECTION 3.4 April 16/15; June 4/15 Minutes Re-write all duties of the Treasurer to read as follows: 1 st bullet: work in conjunction with designated City Treasury staff to monitor all Sports Hall of Fame funds and submit timely revenue and ependiture requests; Treasury staff will summarize monthly revenues and epenses and provide an accurate and up-to-date statement of account of the Sports Hall of Fame dedicated City bank (trust) account to the Treasurer ; 2 nd bullet: provide this statement of account at all Committee meetings ; 3 rd bullet: work in conjunction with the designated City Treasury staff, to initiate all bill payments; ensuring that the signature of the Treasurer and that of the Chair is secured on all cheque requisitions or purchase orders being submitted to the Treasurer ; 4 th bullet: be responsible for submitting all revenues received by the Sports Hall of Fame to the Treasury staff to facilitate an accurate and up-to-date statement of account ; 5 th bullet: provide to the Committee an up-to-date statement of investment account at intervals to be determined by the Committee relative to investment strategies performed by the City s Director of Investments, Risk Management and Service Planning, Financial and Information Services. 6 th bullet: work in conjunction with the City s Director of Investments, Risk Management and Service Planning, Financial and Information Services Department, who is authorized to invest the Sports Hall of Fame funds in accordance with the Eligible Investments, Sector Allocation, Credit Rating and Duration criteria permitted by the City s Investment Policy, with the overall goals of minimizing investment risk and maimizing investment returns. The City s Director is also authorized to re-invest any accumulated funds within the investment portfolio; 7 th bullet: work with the Financial Chair to determine an annual budget request. 3.5 &3.6 Housekeeping The Curator position moves to 3.5 and the Event Chair moves to Ron - Curator Eisting 3 rd bullet: amend to read provide a written report at all Committee meetings. Add a new 1 st bullet to read establish a Curator s Committee to assist in overseeing all aspects of the planning and operation of the actual Hall of Fame; Add a new 2 nd bullet to read recruit members from the Committee and any other residents or

12 ratepayers of the City of Brampton; Add a new 6 th bullet to read work with the Financial Chair to determine an annual budget request based on current and projected operating and capital epenses of the actual Hall of Fame. 3.6 Liz/Cindy-Event Chair 2 nd bullet: amend typo to read the City of Brampton; 3 rd bullet: delete event fundraising Add new 4 th bullet: liaise with all Chairs and other appointees in 2.9 above to promote the Event and to initiate a plan to obtain support for any sponsorship initiatives of the Event Chair; Amend last bullet by deleting to and amend report to read written report ; Add a new last bullet to read provide a written post-event evaluation report at the first Committee meeting following the Event; Add a new bullet to read work with the Financial Chair to determine an annual budget request; 3.7 Mario/Norm- Marketing Chair 3.8 Stephen- Nomination Chair Add: The Marketing Chair shall: - establish a Marketing Committee to assist in overseeing all aspects of planning and implementation of the marketing plan to increase community profile, encourage nominations and promote the Annual Induction Awards Ceremony (the Event); - recruit members from the Committee and any other residents or ratepayers of the City of Brampton; - coordinate and attend community events to promote the Sports Hall of Fame; - initiate and engage with designated support staff to define general roles and responsibilities, including, but not limited to the establishment of various timelines for critical planning items (i.e. print ads, media releases, announcements, promotional opportunities, etc); - create an annual marketing budget request and submit same to the Financial Chair for inclusion in the annual budget request to the Public Services Department; - liaise with media outlets to increase community news coverage and interest; - appoint a primary public relations person from the sub-committee who shall serve in assisting where appropriate to handle all media inquiries; - provide a written report at all Committee meetings (where applicable); - provide a post-evaluation report at the Committee meeting following the Event. Amend title: Nomination Chair Amend only bullet to read establish an annual Nomination Review Committee comprised of a minimum of three Members and the Public Services Department representative to assist ; Add 2 nd bullet: recruit members from the Committee and any other residents or ratepayers of the

13 5.1-5 City of Brampton; Add 3 rd bullet: call a meeting of the Nomination Review Committee immediately after the Event to strategize the receipt of new nominations; Add a 4 th bullet: meet with the Public Services Department representative within four weeks of the close of nominations under 7.3 below and they shall prepare a complete list of all nominations received from the City Clerk s Office: Add a 5 th bullet: call a meeting of the Nomination Review Committee within four weeks following the preparation of the complete list of all nominations received, to review and discuss the list of all nominations received, and to develop a finalized list of nominees going forward for discussion at the annual Election Meeting (including World, I.I.A.F. and Olympic medal winners who were not nominated in the regular election process). Such review of the nomination forms received must ensure that all Nomination Forms brought forward to the annual Election Meeting are eligible for consideration and properly completed as per the approved criteria; Add a 6 th bullet: oversee regular monitoring of the Athlete and Builder bank lists to champion the timely submission of new Nomination Forms on behalf of nominees worthy of consideration for induction into the Sports Hall of Fame. 3.9 Don-Constitution Chair The Constitution Chair shall: - establish a Constitution Committee to assist in all aspects of soliciting, researching, tracking, coordinating and documenting all potential changes to the current constitution; - recruit members from the Committee and any other residents or ratepayers of the City of Brampton; - oversee the preparation of a written annual report (and all follow-up reports) to the Committee that brings forward all proposed changes to the current constitution as discussed at Committee meetings throughout the year; - liaise with the Public Services Department representative to assist in providing written content for all constitution reports to Council through Community and Public Services Committee Mario/Glenn-Financial Chair The Financial Chair shall: - establish a Financial Committee to assist with all financial aspects of the Committee; as such the Financial Committee is responsible for preparing an annual budget request through input received from various Committee Chairs and the Treasurer ; such budget request will be based upon the previous years budget and modified to reflect the newly

14 5.1-6 identified priorities of the Committee; Such request will be submitted at the first Committee meeting following the Event for general discussion and endorsement of the Committee. The final Committee-approved budget request will be submitted to the Public Services Department representative no later than the last business day in June for consideration in the City s annual budget process. - recruit members from the Committee and any other residents or ratepayers of the City of Brampton - work with the Committee to eamine financial requirements to meet all short and long term goals; - meet regularly to be current and provide Members with details relative to the Committee s financial mandate through the provision of a written report at all Committee meetings (where applicable) Ron-Building Chair The Building Chair shall: - establish a Building Committee to assist with all aspects pertaining to the various options relative to the epansion of the eisting Sports Hall of Fame and/or the construction of a new Sports Hall of Fame to meet the identified short term and long term needs; - recruit members from the Committee and any other residents or ratepayers of the City of Brampton; - eplore, discuss, strategize and prioritize the various options regarding the epansion of the eisting building and/or construction of a new building which would fulfill the mandate of the Brampton Sports Hall of Fame; - eamine and prioritize both the long term and short term building needs of the Brampton Sports Hall of Fame; - present various written proposals to the Committee regarding the epansion of the eisting building and/or construction of a new building; - be a member of the Financial Committee and prepare and submit to the Financial Chair in a timely manner both a Capital and Operating Budget relative to any projects identified by the Building Committee Don-Additional Chairs The Additional Chairs shall: - establish a Committee pertaining to the specific chair appointment; - recruit members from the Committee and any other residents or ratepayers of the City of Brampton - oversee and lead the tasks relating to the specific chair appointment and subsequent

15 5.1-7 objectives as identified in the sub-committee s action plan; - provide a written report to the Committee specific to the defined task in a timely manner; - add a new bullet to read work with the Financial Chair to determine an annual budget request if applicable; above Delete 4.1 and re-number to Grammar Change 2 nd sentence to read: Any recommendation for an amendment to this constitution requires approval by a majority of the Committee Members present. 5.2 Clerks Change sentence to read Any decision of the Committee requires approval by a majority of the Committee Members present. 5.3 Clerks Binder Sept. Change sentence to read A quorum representing a majority of the Committee must be present at a Committee meeting. 6.1 Various meetings TBC: Nomination Sub-Committee to review eligibility criteria to ensure consistency. (Review other Cities constitutions if required) 5 th line: change he or she to read that person. 6.2 Housekeeping Update 2 nd sentence to read: In the year 2015, eligibility has been advanced to 1975 and, thereafter, will be advanced in five year increments every fifth year (i.e. in 2020, 2025, etc.) Feb.5/15 TBC: Nomination Sub-Committee to review eligibility criteria to ensure consistency (review other Cities constitutions) st bullet: change he or she to read that athlete or builder ; 6.4 last bullet: replace with the approval of to read by ; rd bullet: change his or her to read his/her (Continued from above) TBC: Consideration to add a provision to include a nominee s pre-brampton successes and achievements) 7.1 December 3 meeting Delete balance of sentence after the brackets. 7.2 March 3 meeting Add a new second paragraph to read To assist a nominator in properly completing a nomination form, the Nomination Committee will provide a sample nomination form. 7.3 September 8 meeting First sentence revise wording: a Nomination Form must be received by the City Clerk s Office, 1 st floor City Hall, by 4:30 pm on June 15; Second sentence: change date to read June 15.

16 Housekeeping; October Delete 7.4 and re-number to read /15: Clerk s 7.6 Clerk s Change Secretary to Chair. 7.7 Clerk s First sentence change Nominations to Nomination ; Amend 3 rd sentence to read Prior to the public announcement of successful nominees in 10.1 below, the Chair shall advise the nominators in writing of those nominees who were not elected for Induction after five consecutive years of consideration; such written notification to be limited to indicate that the nominee did not receive the required number of votes, or did not meet the technical criteria, as outlined in the constitution, and to remind the nominator to consider resubmitting a new Nomination form in a future year Clerk s 8.1 The second sentence becomes 8.2; change Secretary to City Clerk s Office, through the annual distribution of the Schedule of Meetings document ; delete balance of eisting sentence after Election Meeting. 8.2 now becomes 8.3: change three months to si months. 8.3 October 1/15: Clerk s Delete the first sentence; The second sentence was amended and moved to become a fourth bullet in 3.8. Note: the old 8.3 was deleted and/or moved, and the old 8.2 became the new Housekeeping 2 nd line: Change athletes to nominees for consistency. 8.7 Housekeeping Change candidates to nominees and candidate to nominee for consistency. 8.8 Housekeeping Change candidates to nominees for consistency Housekeeping 3 rd bullet: Change inductees to nominees for consistency October 1/15 meeting All bullets: Change Secretary to read Public Services Department representative ; 3 rd bullet: Capitalize Members October 1/15 meeting Most bullets and 1 st sentence: Change Secretary to read Public Services Department representative ; In first sentence; Change Nominations to read Nomination and add designate before Member appointee ; 3 rd bullet: change his or her to read his/her ; 8 th bullet: 2 nd sentence; Change The Nominations Chair or his/her designate to read The Nomination Chair or designate Member appointee.

17 Housekeeping 5 th bullet: the first two sub-bullets to begin in small case Housekeeping 8 th bullet: change Nominations to read Nomination and (or his/her designate) to read or a designate Member appointee for consistency Housekeeping Last bullet: Change candidate to nominee for consistency Housekeeping Change ; to, 8.14 October 1/15 meeting Change Secretary to read Public Services Department representative 8.15 Housekeeping After the comma change to read nor shall a Member discuss the vote of any other Member(s) at any time October 1/15 meeting Amend eisting wording to read: The election results will be publicly announced in advance of the Event by the Public Services Department representative and Marketing Chair Housekeeping At the end of the title add (the Event); Replace the first seven words with The Event 11.2 Clerk s Change sentence to read The Event will be organized in a manner appropriate for presenting such prestigious awards Event Funding Amend first sentence to read: The Event will be funded through an annual grant provided from the City of Brampton Public Services Department, and such grant will be requested as per 3.10 above. Delete all bullets and tet.

18 SUB-COMMITTEE MEMBERSHIP FOR THE TERM ENDING NOVEMBER 30, 2018 (or until successors are named) 6.1 Committee Members: Please sign up for the sub-committee(s) of your choice. SUB-COMMITTEE /PROJECT Carmen Araujo Stephen Clarke Norman Da Costa Don Doan Ken Giles Elizabeth Harris- Solomon Sindy Maguire Glenn McClelland Dean McLeod Ron Noonan Harnek Singh Rai Mario Russo Gurmit Singh Marketing Sub-Committee Events Sub-Committee Nomination Sub-Committee Constitution Sub-Committee Financial Sub-Committee Building Sub-Committee 2016/09/27

19 7.1-1 Vision Become Canada s Most Diversified Sports Hall of Fame Mission Honour, Preserve and Showcase Brampton s Outstanding Sports Achievements Value Statements The BSHOF is devoted to tracking and recognizing the athletes and builders who eemplify the history of sporting ecellence. The BSHOF is committed to preserving and celebrating the legacy and achievements of sport. Known for its epertise, this diverse group of individuals advocate for the enshrinement of Brampton s sporting achievements. 27/09/16

20 7.1-2 Strategic Directions In the net 4 years, the Brampton Sport Hall of Fame Committee intends to focus on the following si strategic directions: Create a comprehensive marketing plan to increase awareness and promote involvement in and support of the BSHOF Epand and improve the Brampton Sports Hall of Fame Create a comprehensive strategy to increase nominations The BSHOF Committee strives to include diversified and passionate members who are committed to achieving its goals Create a comprehensive, long-term financial plan to support all of the strategic priorities of the BSHOF Revitalize the BSHOF induction ceremony to become Brampton s Sport Event of the Year 27/09/16

21 7.1-3 Goals and Timelines Strategic Direction #1 Create a comprehensive marketing plan to increase awareness and promote involvement in and support of the BSHOF Goal By January 2016, the BSHOF will secure the professional services of a Marketing Consultant to assist in the creation of a comprehensive marketing plan. By June 2016, the BSHOF will have a comprehensive marketing plan to help direct and prioritize the work. By September 2015, the BSHOF will have a yearly calendar listing promotional opportunities to attend which will increase the profile of the organization in the community. Timeline May 2015 Jan 2016 Jan Sept 2016 July Dec 2015 Strategic Direction #2 Epand and improve the Brampton Sports Hall of Fame Goal Timeline The BSHOF will eplore the feasibility and cost of epanding the current Hall at the Powerade Centre by first completing a conceptual design By February 2016, the BSHOF will have researched other SHOFs and identified desirable elements and features to be included in the new and improved BSHOF By October 2016, the BSHOF will investigate other location opportunities to determine best location for the Hall. Feb Dec 2015 Sept 2015 Feb 2016 Feb Oct 2016 Strategic Direction #3 Create a comprehensive strategy to increase nominations Goal Timeline The BSHOF will research Brampton athletes to identify potential nominees from the broadest variety of sports possible Identify and create a network of sport organizations who can supply recommendations on potential candidates Ensure nomination packages and process leads to the receipt of complete submissions Sept ongoing Oct 2015 Mar 2016 ongoing 27/09/16

22 7.1-4 Strategic Direction #4 The BSHOF Committee strives to include diversified and passionate members who are committed to achieving its goals Goal In early 2019, provide the Committee of Council Selection Committee with recommendations on what skills and knowledge are desirable in the candidates seeking to be chosen to be part of the BSHOF Identify sub-committees and the mandates required to support the Strategic Plan and other priorities Timeline Oct 2018 Jan 2019 Sept ongoing Strategic Direction #5 Create a comprehensive, long-term financial plan to support all of the strategic priorities of the BSHOF Goal By March 2016, the BSHOF will develop a fundraising, sponsorship/ partnership and endowment strategy to create new funding streams in an effort to support its goals in balance with the City s financial support. By December 2015, and on an annual basis after that, the BSHOF will identify the budget required to support goals and action steps identified in the Strategic Plan and submit them to the City for the following year s budget consideration. By November 2016, the BSHOF will create and implement a Sponsorship and Partnership Strategy By September 2017,the BSHOF will develop and implement a granting strategy. Timeline Sept 2015 Mar 2016 First year Sept to Dec 2015 Subsequent years To be completed by Sept Feb Nov 2016 Feb Dec 2017 Strategic Direction #6 Revitalize the BSHOF induction ceremony to become Brampton s Sport Event of the Year Goal Timeline By June 2015, the BSHOF will have solicited feedback from attendees at the 2015 ceremony and committee members. By December 2015, the BSHOF will have created an event plan for the ceremony and banquet. By December 2015, the BSHOF will have created an event plan for the ceremony and banquet. May June 2015 July Dec 2015 Oct 2015 June /09/16

23 7.1-5 Action Plans In the Spring of 2015, the Brampton Sport Hall of Fame (BSHOF) completed and approved the following action plans for the first 2 years of their 4 year term. The action plans detail how the key Strategic Directions will be achieved. The BSHOF is committed to revisiting the Strategic Directions in approimately 2 years to continue the action planning process. 27/09/16

24 7.1-6 Strategic Direction #1 Create a comprehensive marketing plan to increase awareness and promote involvement in and support of the BSHOF Goal #1 By January 2016, the BSHOF will secure the professional services of a Marketing Consultant to assist in the creation of a comprehensive marketing plan. Task May June July Aug Sept Oct to Jan 2016 Sub-committee creates list of identified improvement areas Identify Process for bid Identify budget Identify potential marketing consultant candidates Create terms of reference Present terms of reference to SHOF Committee for Approval Work with Purchasing to complete an request for quotation or proposal process Evaluate proposals and select a successful proposal Get SHOF Committee and Council approvals Award Bid Who Marketing Sub-Committee & Supa Time/Cost Approimately 7 months. Budget for Consultant 27/09/16

25 7.1-7 Goal #2 By June 2016, the BSHOF will have a comprehensive marketing plan to help direct and prioritize the work. Task Jan 2016 Feb - Apr Mar - Apr May - June Sept Marketing Sub-committee to meet with Marketing Consultant Marketing Consultant draft marketing plan Marketing sub-committee to review marketing plan and proposed budget June Present final proposed plan to SHOF Committee for approval Get Council Approval Prepare Budget Request for Marketing Plan Implementation Who Marketing sub-committee and consultant Time/Cost Approimately 5 months. Cost of Marketing Consultant to be determined. Goal #3 By September 2015, the BSHOF will have a yearly calendar listing promotional opportunities to attend which will increase the profile of the organization in the community. Task July Aug Sept Oct Nov Dec Identify promotional opportunities in the community Create a yearly calendar with the promotional opportunities Present list of attendees to SHOF committee. Determine and create print promotional pieces for use at events. Attend promotional opportunities Report on attended opportunities Update and revise yearly calendar June for the following year 2016 Who Marketing sub-committee to create list of opportunities. Nominations, Marketing and Event subcommittees to attend promotional events. Time/Cost *year round *year round Approimately 2 months to create the plan. Minimal cost to attend most promotional opportunities. 27/09/16

26 7.1-8 Strategic Direction #2 Epand and improve the Brampton Sport Hall of Fame Goal #1 The BSHOF will eplore the feasibility and cost of epanding the current Hall at the Powerade Centre by first completing a conceptual design Task Feb 2015 June Aug Sept Dec Dean to clarify strategic priority alignment with City and & Recreation & Culture priorities by meeting with the Director of Recreation Meet with interior design to discuss concepts and design options Interior design to provide preliminary ideas for presentation to Committee Present design concepts for feedback and fine tuning by Committee as a whole; solicit member s thoughts on the permanent location preference; solicit input from members on look and feel of the new Hall; clarify what features should be present Take feedback back to interior design to update concept and provide new layout and cost estimates Updated and detailed plans for interior design with magnitude of scope costing estimates Receive new design and ratify at SHOF Committee Report with recommendations prepared for Council review and approval; design costs submitted for 2016 budget support Who Ron, Dean, Supa, Interior Design Time/Cost NA 27/09/16

27 7.1-9 Goal #2 By February 2016, the BSHOF will have researched other SHOFs and identified desirable elements and features to be included in the new and improved BSHOF Task Sept Oct - Nov Dec Jan 2016 Feb Form an Hall Development Subcommittee Visit other Sport Hall of Fames in other communities Identify key features and order of magnitude costs for inclusion in the BSHOF Present recommendations to SHOF Committee and get approvals Present recommendations and seek approvals from City Council Who Hall Sub-committee Time/Cost Time and travel costs Goal #3 By October 2016, the BSHOF will investigate other location opportunities to determine best location for the Hall. Task Feb 2016 Mar June Alternate locations will be brainstormed and short listed City will be asked to identify potential alternate locations Visits to the sites will be made to assess their suitability Recommendations on potential locations will be present to SHOF Committee for approvals Present recommendations to City Council Who Sept Time/Cost Oct 27/09/16

28 Strategic Direction #3 Create a comprehensive strategy to increase nominations Goal #1 The BSHOF will research Brampton athletes to identify potential nominees from the broadest variety of sports possible Task Sept By 2017 Set up committee by asking individuals who have great reach into sporting community to help identify athletes Continuously maintain and grow candidate list on a weekly basis Review previous year s lists on a quarterly basis Create an electronic database to capture all candidate lists Who Nomination Sub-Committee Time/Cost ongoing Goal #2 Identify and create a network of sport organizations who can supply recommendations on potential candidates Task Oct Nov - Dec Solicit annual input/ recommended candidates from eisting sport organizations e.g. BSA Identify other sport organizations and networking opportunities which can generate more leads Identify how more sport organization contacts can be identified by leveraging the SHOF website, the Recreation Guide and the City s website and any other media or local resources Jan Mar 2016 Who Nomination Sub-Committee Time/Cost time 27/09/16

29 Goal #3 Ensure nomination packages and process leads to the receipt of complete submissions Task Oct Dec Review packages and forms annually to improve them and address past issues Review nominations received and communicate with nominators to ensure completion and quality of submission Who Nomination Sub-Committee Time/Cost ongoing 27/09/16

30 Strategic Direction #4 The BSHOF Committee strives to include diversified and passionate members who are committed to achieving its goals Goal #1 In early 2019, provide the Committee of Council Selection Committee with recommendations on what skills and knowledge are desirable in the candidates seeking to be chosen to be part of the BSHOF Task Oct Dec 2018 Review the values identified in the Strategic Plan and identify additional core values and skills necessary to be a successful contributing Committee member Deliver the list to the Selection Committee Jan 2019 Who SHOF Committee or Ad Hoc Committee Time/Cost time Goal #2 Identify sub-committees and the mandates required to support the Strategic Plan and other priorities Task Sept Oct Write up clearly defined job descriptions and epectations/mandates for each sub-committee Update constitution Get Council approval of the Constitution Ensure all Sub-committees are formed and provided with clear mandates and job descriptions Periodically review sub-committee structure, mandates and job descriptions to ensure clarity and ongoing usefulness Nov Dec Sept to Dec Who SHOF or Ad Hoc Sub-committee Time/Cost Time; ongoing 27/09/16

31 Strategic Direction #5 Create a comprehensive, long-term financial plan to support all of the strategic priorities of the BSHOF Goal #1 Task Form the Financial Subcommittee and identify any outside resources/invites Develop a comprehensive list of opportunities which can be undertaken; verify if they can be done according to any municipal restrictions Develop a short list of recommended activities and seek SHOF and Council endorsement Outline the actions steps required to achieve each endorsed initiative; assign leads who will report back into the Financial Sub-Com on a predetermined and regular basis Implement the Sponsorship/ Partnership and the Grant Making Strategies (see Goals # 3 and 4) By March 2016, the BSHOF will develop a fundraising, sponsorship/ partnership and endowment strategy to create new funding streams in an effort to support its goals in balance with the City s financial support. Sept 2015 Oct - Nov Jan - Feb 2016 Who Financial Sub-committee Time/Cost Committee time Mar 27/09/16

32 Goal #2 By December 2015, and on an annual basis after that, the BSHOF will identify the budget required to support goals and action steps identified in the Strategic Plan and submit them to the City for the following year s budget consideration. Task Aug - Sept All sub-committees to identify 2016 projects and to estimate budget needs R&C staff to work with the subcommittee to clarify estimates and priorities and to submit requests Financial subcommittee to assist with any further clarifications, presentations or justifications Budget is passed; budget support is clarified Who Financial Sub-committee to coordinate process and submission; all sub-committees to submit requests Sept - Oct Nov - Dec Time/Cost Dec Meeting time May to Sept each year 27/09/16

33 Goal #3 Task Assigned to a sub-committee to develop; the City s sponsorship strategy is introduced as a guide All BSHOF properties which can be sponsored are identified and assigned a value Determine sponsorship goals and impact on future budget asks Determine if this can be undertaken by the Committee, sub-committee, volunteer or contracted out to a professional company to undertake Present recommendations on what can be sponsored, financial targets and how/who to secure sponsorships to SHOF and Council for endorsement Develop the Sponsorship Strategy (delayed if an outside consultant must be procured) Receive endorsement from SHOF and Council for Strategy Implement Strategy Who By November 2016, the BSHOF will create and implement a Sponsorship and Partnership Strategy Feb 2016 Financial Sub-committee or Ad hoc sub-committee Mar Apr May - Aug Time/Cost Sept - Oct Nov Potential cost related to securing outside sponsorship services 27/09/16

34 Goal #4 Task Assigned to a sub-committee to develop Granting agencies and programs are identified Determine how these grant opportunities can support SHOF priorities Develop a granting strategy by identifying which grants will be pursued, when and by whom. Clarify the City s role. Present Granting Strategy to Council for endorsement Assign to the appropriate Subcommittee to implement Who By September 2017, the BSHOF will develop and implement a granting strategy. Feb 2017 Financial Sub-committee or Ad hoc sub-committee Mar Apr May - June Time/Cost Sept Several planning meetings and grant writing time 27/09/16

35 Goal #1 Strategic Direction #6 Revitalize the BSHOF induction ceremony to become Brampton's 'Sport Event of the Year' By June 2015, the BSHOF will have solicited feedback from attendees at the 2015 ceremony and committee members. Task May June Create survey for attendees to complete at 2015 ceremony. Post survey on website. Event sub-committee to meet and discuss their feedback and survey results. Provide report and solicit feedback of SHOF committee. Who Liz to create online survey and summary of results. Supa to post on website. Event Sub-committee to create survey questions and provide their feedback. Time/Cost Approimately 4 hours. No cost or minimal cost of photocopying. Goal #2 Task Review other SHOF ceremonies as well as other City of Brampton ceremonies. Review event with City Events Team Create Survey to get feedback from Brampton Sports affiliates Summarize data collected and subcommittee to meet and discuss results. Present findings and recommendations to SHOF committee. By November 2015, the BSHOF will have conducted research from other ceremonies and collected feedback from attendees as well as Sport Brampton. July 2016 Aug Sept Oct Who Events Sub-committee Time/Cost Approimately 8 hours. No cost or minimal cost of photocopying. 27/09/16

36 Goal #3 Task Event sub-committee to meet and review all research. Create an event plan and evaluation process. Present plan to SHOF committee for approval. Implement plan. By December 2015, The BSHOF will have created an event plan for the ceremony and banquet. Oct 2015 Nov Dec Jan 2016 May June Review plan each June and make adjustment for the future as needed. Who Event Sub-committee Time/Cost Approimately 10 hours. No cost. 27/09/16

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