City of Port Moody Minutes Centennial Steering Committee Minutes of the regular meeting of the Centennial Steering Committee held on Wednesday, June 27, 2012 in the Brovold Room. Present Absent In Attendance Councillor Gerry Nuttall, Chair Wayne Axford Diane Champion-Smith (arrived at 7:12pm) Natalie Forster John Grasty Ann Kitching Jan Jasienczyk Linda Martin David Spence Nigel Lark Robert Simons Diana Dilworth, Vice-Chair (Regrets) Melissa Hyndes (Regrets) Craig Townsend Cliff Van Alstyne (Regrets) Lynne Williams (Regrets) Devin Jain, Manager of Cultural Services Dorothy Ng, Committee Coordinator 1. Call to Order Call to Order 1.1 Councillor Nuttall called the meeting to order at 7:06pm. 2. Approval of Previous Minutes Minutes 2.1 Moved, seconded and CARRIED THAT the minutes of the Centennial Steering Committee meeting held Wednesday, April 25, 2012 be adopted as amended: item 3.4.1, second paragraph, change the launch date from January 2012 to January 2013. 3. Unfinished Business Centennial Steering Committee - 1 - June 27, 2012
4. Subcommittee Reports Kick Off Event 4.1 Natalie Forster reported that while she has made multiple attempts to contact the Penguin Plunge organizer to call a meeting to discuss the kick-off event, she has not received any response. Living Heritage Project 4.2 Linda Martin reported that the subcommittee has met with Lynne Russell from the Library and Rebecca Clark and Jim Millar from the Heritage Society. Ms. Martin noted that there will be three components to the Living Heritage Project: 1) Heritage Tours; 2) Listening Stations; and 3) Human Library and Afternoon Tea. The Human Library and Afternoon Tea will be held in the Library and Galleria on March 2, 2013. Visitors will be able to check out a Living Book (a person whose life experience embodies various aspect of Port Moody s History) for a one-on-one or small group conversation. Robert Simons reported that the Heritage Tours will take place during Heritage Week, from February 17 to 24, 2013. The concept is to give a tour of 10 to 12 local heritage facilities with costumed interpreters, and possibly musical entertainment as budget and space permits. Tickets will range up to $20. The scale of this project will depend on the level of grant funding available. Mr. Simons noted that the Listening Stations will make archival audio recordings available at listening stations to the public at various locations and times, including the Human Library Afternoon Tea. The recordings will provide over 30 years of oral history, and will be complimented by historical photographs. Special Council Meeting 4.3 Councillor Diana Dilworth was not present. John Grasty reported that the subcommittee is working with the Arts Centre Society on the Special Council Meeting to be held on Sunday, April 7, 2013 in the afternoon. The event will be a re-creation of the inaugural Council meeting, followed by a reception. Council will arrive in period costume, possibly by horse and buggy. They will debate historical bylaws and receive historical delegations. Descendents of former members of Council and Freedom of the City recipients will be invited to the reception that follows. David Spence noted that a church as a long term lease of one of the locations for Sunday mornings. Mr. Grasty noted that staff is conducting further research for this event. Centennial Steering Committee - 2 - June 27, 2012
Youth Council Meeting 4.4 Councillor Nuttall noted that this event will be held in collaboration with the School District, which means that no update will be available until September 2012. Parade 4.5 Councillor Nuttall noted that the Parade subcommittee will have their first meeting with the volunteers on July 9, 2012. The Parade will begin at City Hall and end at Rocky Point Park. The subcommittee will report back at the next meeting. Community Picnic 4.6 Ann Kitching reported that the subcommittee has met a few times, once at Rocky Point Park to get a feel for how the event will look. Ms. Kitching noted that entertainment will be the biggest component of the event, and that the following entertainers are being considered: Simon Fraser Pipe Band ABRA Cadabra Wall Street Band The Pits Charlotte Diamond Tony Profit Ms. Kitching noted that the total cost is estimated at $12,050 for all of the above, and that Abracadabra will supply the sound and lighting equipment and technicians for the full day for a small additional fee. Moved, seconded and CARRIED THAT the City engage the Wall Street Band, Charlotte Diamond, ABRA Cadabra, The Pits, and Tony Profit for the Community Picnic for $12,050. The subcommittee will provide staff with contact information for all the entertainers. Ms. Kitching noted that the subcommittee has or will approach the three food outlets at Rocky Point Park to do something special for the Picnic. Pajo s and Rocky Point Kayak have expressed interest in participating. Councillor Nuttall noted that the Musqueam Nation may be interested in doing a salmon barbeque. Ms. Kitching noted that they will require ten sani-stations and St. Johns Ambulance to be on standby. The children s games will be held in front of Pajo s due to the suitability of the terrain. The subcommittee would like to end the day either with fireworks or a bonfire. The subcommittee will also request that the Rocky Point Boat Launch be closed for the day, as trailer traffic would be incompatible with the family event. Ms. Kitching requested input for the name of the Centennial Steering Committee - 3 - June 27, 2012
Community Picnic, as the subcommittee decided that the event is no longer accurately described by the term picnic. The Committee suggested that the event name should include the word Centennial and should be a day rather than a picnic. Ms. Kitching noted that the event shall be temporarily referred to as Port Moody Centennial Community Day at Rocky Point, and that the subcommittee will report back at the next meeting. Civic Treasures 4.7 Cliff Van Alstyne was not present to report on this project. Ioco Ghost Town Days 4.8 Robert Simons noted that the Heritage Society is looking at putting together a two day event for 2013, but that they are currently concentrating their efforts on the 2012 event. Natalie Forster noted that the Youth Focus Committee would like to have a miniature fright night at the Ioco Ghost town Days in 2013. Councillor Nuttall suggested that a delegation from the Ioco Ghost Town Days attend the September Youth Focus Committee meeting and report back at the September meeting. Fireworks 4.9 Councillor Nuttall noted that Fireworks will be on August 17, 2013, at the conclusion of the Community Picnic. Councillor Nuttall noted that a Fireworks display would require a minimum of $32,000, and that budgets will have to be adjusted to allow this to happen. Councillor Nuttall will work with staff to develop a request for proposal, as well as investigate whether the Fire Department will be recertifying their members for Fireworks display. Modular Train Display Community Block Parties 4.10 Staff will report back at a future meeting once contact with participants has been made. 4.11 Jan Jasienczyk met with Joyelle Brandt and provided an overview of what the block parties will entail. Block parties will be organized by an organizer within each neighbourhood, and host between 20 to 50 people. The City would provide the organizer with a kit that would include a PDF flyer for printing and distribution, a city permit with instructions for notification, and funds or supplies for the party depending on available budgets. Ms. Jasienczyk noted that advertising for party organizers in the spring could be placed in newspapers or at the Recreation Centre. Ms. Jasienczyk also noted that anyone with information on existing block party organizers can be passed on to her for follow up. Centennial Steering Committee - 4 - June 27, 2012
John Grasty suggested contacting community associations, DPACs, newcomer s welcome wagons, Block Watches. Natalie Forster will provide contact information for the block party organizer in Pleasantside. Garage Door Mural Mania 4.12 Councillor Nuttall noted that the Garage Door Mural project has not attracted any participants. Moved, seconded and CARRIED THAT the Garage Door Mural Mania initiative be abandoned and budget kept for contingency for other events. Youth Poet Laureate 4.13 Linda Martin reported that Lynne Russell and Maryn Ashdown are working with School District 43 on the initiative, and that Melissa Hyndes recommended that the contest be introduced in September 2012, with the final decision made in April 2013 during poetry month. Centennial Wall Hanging Marketing and Sponsorship Subcommittee 4.14 Ann Kitching noted that the Centennial Wall Hanging is progressing nicely, and that they will be receiving the protective glass in three separate panels. Ms. Kitching noted that Flavelle will be donated clear cedar for the display structure. The wall hanging is expected to be completed mid-year. 4.15 Nigel Lark reported that the subcommittee has met to establish criteria for the use of the Centennial logo, which is to be used by events sanctioned by the Centennial Steering Committee that celebrate the Centennial, contributes to community building, and not for profit. Mr. Lark noted that the City already has an application form for use of the City logo, and that this form will be adapted for the Centennial logo. It has yet to be determined whether the applications will have to be approved by the Centennial Steering Committee or by Council. Mr. Lark noted that a list of vendors to the City have been generated to identify potential sponsors. Staff will further refine this list to remove vendors that would not be appropriate sponsors. Once the subcommittee finalizes the criteria for outside organizations putting on Centennial events, a form will be created to give organizers event guidelines. Merchandising 4.16 John Grasty reported that the subcommittee will be looking for a business to partner with the City to produce and sell Centennial merchandise. Centennial Steering Committee - 5 - June 27, 2012
5. New Business Ad-Hoc Committee Events Pages 11-15 5.1 5.5.1 CPR: Heritage Society Robert Simons Councillor Nuttall noted that CPR has not committed to the event yet. 5.5.2 Heritage House Tours: Heritage Society Robert Simons (Part of Living Heritage Project) This was discussed under item 4.2. 5.5.3 Celebration of Wood: Port Moody Arts Centre Ann Kitching noted that this event is currently being discussed. 5.5.4 Yarilo Centennial Concert: Yarilo Music David Spence David Spence noted that the event is still being considered. 5.5.5 Special Council Meeting: Councillor Diana Dilworth This was discussed under item 4.3. 5.5.6 Picnic: Ann Kitching This was discussed under item 4.6. 5.5.7 Wall Hanging: Community Ann Kitching This was discussed under item 4.14. 5.5.8 Aboriginal Days: Councillor Gerry Nuttall Councillor Nuttall noted that he and staff have spoken with representatives from the Squamish and Musqueam Nations, both of which are interested in participating. Councillor Nuttall noted that the Tsleil-Waututh have not responded to repeated invitations, and the Kwikwetlem Nation failed to show up for a scheduled meeting. Invitations will be extended to these nations again. The subcommittee will meet with the Squamish and Musqueam representatives again at the end of July to discuss their ideas for the celebration. Councillor Nuttall noted that the $25,000 for a piece of First Nations public art was approved by Council on June 26, 2012, and that First Nations will be asked for their input in the drafting of a call for artists. 5.5.9 Time Capsule: Port Moody Heritage Commission Cliff Van Alstyne Mr. Jain noted that the Heritage Commission has resolved to add the Time Capsule project in their Centennial Steering Committee - 6 - June 27, 2012
2013 work plan. Mr. Simons suggested that it may be necessary to get a more solid commitment, as Commission members are appointed annually and continuity is not guaranteed. Councillor Nuttall noted that he will discuss the issue with Councillor Royer, and will look into the possibility of having Council assign the project by resolution. 5.5.10 Historical Play: Organization TBD Councillor Nuttall noted that this project is contingent upon grant funding, and that there will be no updates until grant funding can be confirmed. Community Planning Volunteers 5.2 Councillor Nuttall noted that there are several new volunteers signing up every week who can be assigned to subcommittees and perhaps even to external events. The Committee discussed the need to screen and interview volunteers to ensure that their talents are put to good use. Jan Jasienczyk volunteered to interview all volunteers who have not already been assigned to a subcommittee. Wayne Axford and Natalie Forster will meet with Ms. Jasienczyk at in the second half of July to develop a template for interviewing the volunteers. Councillor Nuttall will send an e-mail to the volunteers to acknowledge their applications and let them know that they will be contacted in the second half of July. 6. Information Councillor Nuttall noted that the Past and Present Photo project will be on the next agenda. Councillor Nuttall reminded subcommittees that all event templates much be received by Devin Jain before the end of the first week of July. Mr. Jain will send a copy of the event template to Nigel Lark. The next meeting will be held on July 25, 2012. Diane Champion Smith and Wayne Axford send their regrets in advance. Centennial Steering Committee - 7 - June 27, 2012
7. Adjournment Councillor Nuttall adjourned the meeting at 9:05pm. Councillor Gerry Nuttall, Chair Dorothy Ng, Committee Coordinator Centennial Steering Committee - 8 - June 27, 2012