Page TOWN OF PENETANGUISHENE DOWNTOWN IMPROVEMENT COMMITTEE AGENDA Wednesday, March 1, 2017 8:30 AM - COMMITTEE ROOM, TOWNHALL 1. CALL TO ORDER 2. DECLARATION OF PECUNIARY INTEREST 3. ADOPTION OF MINUTES 3-6 i) Minutes of the Downtown Improvement Committee held on February 1, 2017. THAT the minutes of the Downtown Improvement Committee Meeting of February 1, 2017 be approved as presented. 4. BUSINESS ARISING FROM THE MINUTES 7-10 i) Promotional Video - Draft Report 11-13 ii) Terms of Reference - Downtown Improvement Committee 5. SPECIAL EVENTS AND TOURISM i) Update from the Recreation and Community Services Department 6. DOWNTOWN REVITALIZATION AND STREETSCAPING i) Update from the Director of Public Works on Main Street Reconstruction ii) Update from Huronia Historical Parks 7. BUSINESS RETENTION AND EXPANSION i) Update from North Simcoe Community Futures Development Corporation 8. ITEMS FOR DISCUSSION 9. QUESTIONS & INQUIRIES 10. NEXT MEETING 11. ADJOURNMENT Page 1 of 13
Page Town of Penetanguishene Downtown Improvement Committee Agenda Page 2 of 13
DOWNTOWN IMPROVEMENT COMMITTEE COMMITTEE ROOM, TOWNHALL, FEBRUARY 1, 2017, 8:30 AM MINUTES Present: Councillor Mike Lauder, Chair Betty Crompton, Vice Chair Dorothy Coombs Dale Forget Maureen Reid Michelle Laurin Christine Johnston Also Present: Director of Planning and Community Development, Andrea Betty North Simcoe Community Futures Development Corporation, Lois Irvine Director of Parks and Community Services, Sherry Desjardin Manager, Construction Services, Huronia Historical Parks, Bob Archibald 1. CALL TO ORDER 2. DECLARATION OF PECUNIARY INTEREST 3. ADOPTION OF MINUTES a) Minutes of the Downtown Improvement Committee meeting held on November 2, 2016. Moved by Member Reid and Seconded by Member Coombs That the minutes of the Downtown Improvement Committee meeting held on Wednesday November 2, 2016 be approved as circulated. CARRIED b) Minutes of the Downtown Improvement Committee meeting held on Wednesday, January 11, 2017. Moved by Member Reid and Seconded by Member Coombs Minutes of the Downtown Improvement Committee held on Februa... Page 3 of 13
THAT the minutes of the Downtown Improvement Committee meeting held on Wednesday, January 11, 2017 be approved. CARRIED 4. BUSINESS ARISING FROM THE MINUTES 5. SPECIAL EVENTS AND TOURISM a) Update from the Recreation and Community Services Department The Director of Recreation and Community Services provided the Committee was an update on the planned events. Noted Winterama event opening will be at Discovery Harbour and that Council had approved the creation of a Toboggan hill on Owen Street on Sunday, February 19, 2017 from 11 a.m. until 3 p.m. The Committee was provided an update on March MUDness and that the Town was looking for sponsors and volunteers for the event. The Committee heard that Urban Slide was returning to the Town on July 28th and 29th and that the event would take place on Owen Street. This years event would be two days. b) Update from Discovery Harbour Bob Archibald from Huronia Historical Parks spoke about the Skate Trail at Discovery Harbour noting that the first weekend has approximately 1,000 people attend. He noted the various activities on site such as fireworks on Friday nights, performers, food trucks, etc. He also noted that Breakfast Television may be coming to the site. 6. DOWNTOWN REVITALIZATION AND STREETSCAPING a) Canada 150th Celebrations The Committee generally discussed the Canada 150th decorations including the purchase of banners for Main Street and the Town Minutes of the Downtown Improvement Committee held on Februa... Page 4 of 13
Dock and free giveaways such as pins. It was noted that the Town was currently recruiting volunteers for the Decorating Working Group and that input on the decorations would be forthcoming once the group was established in March. 7. BUSINESS RETENTION AND EXPANSION a) Update from North Simcoe Community Futures Development Corporation Lois Irvine provided the Committee with an update from the North Simcoe Community Futures Development Corporation (NSCFDC) regarding speakers and workshops available. 8. ITEMS FOR DISCUSSION a) Downtown Improvement Committee 2017 Workplan The Committee discussed the revised draft Workplan for 2017 and specifically the communication strategy. The Committee questioned the type of communications the public and businesses are looking for from the Town (i.e. newsletters, emails, social media, etc.) and the staff member responsible at the Town for communications. Staff responded that communications were handled primarily by the Corporate Services Department and supported by the individual departments for specific communication needs. Staff indicated that Council had requested staff to report on engagement strategies and that the Corporate Services Department would be investigating this further. The Committee inquired whether a representative from the Corporate Services Department attend a meeting to aid the Committee in understanding their role in communications. b) Promotional Video for the Town of Penetanguishene The Committee viewed a video of another communities promotion of their Town. The video highlighted the various businesses in the Town and overall promoted the community. The Committee discussed the ability of the Town to create one in 2017. Staff noted that there was limited budget to prepare a video at the estimated cost and that other sources of funding (i.e. grants) could also be investigate. The Committee was very supportive of the concept and made a recommendation to Council to authorize the creation video. Moved by Member Maureen Reid and Seconded by Member Lois Irvine Minutes of the Downtown Improvement Committee held on Februa... Page 5 of 13
THAT the Downtown Improvement Committee recommends to Council the creation of a Promotional Video for the Town of Penetanguishene; AND THAT the cost for creation of a Promotional Video for the Town of Penetanguishene not exceed $5,000; AND FINALLY THAT the Downtown Improvement Committee would seek alternative sources of funding (i.e. grants) to offset the anticipated costs. CARRIED 9. QUESTIONS & INQUIRIES 10. NEXT MEETING a) The next meeting of the Downtown Improvement Committee is scheduled for Wednesday, March 1, 2017. 11. ADJOURNMENT CHAIR RECORDING SECRETARY Minutes of the Downtown Improvement Committee held on Februa... Page 6 of 13
Questions: 1. Who is the target audience? a. Target audience is North Simcoe residents primarily as a shop local video; however, the video would be shared on social media and therefore may reach a wider audience. 2. What is the main message? a. The main message is that Penetanguishene is a great place to live, work, learn and play. 3. What is the strategic problem you are trying to solve? a. We are trying to promote Penetanguishene as a place to live and visit. Highlight all the good things going on in Town (i.e. business, events, culture, recreation). 4. What would be the desired mood or tone: fun, serious, energetic, sober? a. Fun and feel good. To the music of Justin Timberlake s Can t Stop this Feeling 5. What are the key facts or messages to be embedded in the story? a. Key facts are that the Town has a wealth of things to do and see. 6. If your brand were a person, what would that person look like? a. Welcoming, multi-cultural and small town charm. 7. 7. What three adjectives would best describe your brand? a. Welcoming, charming and friendly. 8. What is the ONE thing you would want people to remember about Penetanguishene Downtown? a. The many small businesses and services in Town. Promotional Video - Draft Report Page 7 of 13
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The Corporation of The Town of Penetanguishene Committee of the Whole Report COMMITTEE: COMMITTEE CHAIR: SUBJECT: Planning and Development Services Councillor Debbie Levy Promotional Video Report PD-17-14 REPORT HIGHLIGHTS The Downtown Improvement Committee discussed at the February 1, 2017 meeting the creation of a promotional video for the Town; The Committee has been investigating the creation of the video including approaching Georgian College for assistance and funding opportunities to offset the anticipated costs; As a result of those discussion, the Downtown Improvement Committee recommends that Council approve the creation of a video as detailed in this report; RECOMMENDATION THAT a promotional video be prepared for the Town of Penetanguishene to be managed by the Downtown Improvement Committee; BACKGROUND At the February 1, 2017 meeting of the Downtown Improvement Committee a video was shown of a small town in which the community came together to promote their town with specific focus on the businesses and services available. The video (https://vimeo.com/181082976) utilized the song Can t Stop the Feeling by Justin Timberlake, which was a popular song in 2016 and for which no copyright exists. An estimated cost for production of the video was $5,000 which would be allotted from the Community Development budget. The Committee discussed possible funding opportunities and a partnership with Georgian College. The purpose of this report is to describe the project, including funding and partnership opportunities and to receive approval from Council to prepare the video. ANALYSIS Firstly, and perhaps the most exciting opportunity was a call staff held with Paul Koidis, Associate Dean of Design and Visual Arts at Georgian College. Staff outlined the proposed video including timing, quality, and purpose. Paul was very receptive and is preparing a brief (Attachment #1) and then would approach students at a graduate level to prepare the video for the Town. This would result in little cost to the Town to prepare the video. Promotional Video - Draft Report Page 9 of 13
The Corporation of The Town of Penetanguishene Committee of the Whole Report Secondly, RT07 will open grant applications on April 1 st for video production in which RT07 would provide 50% of the funds (link to application http://rto7.ca/public/resources/partnership-program). The total Community Development operating budget for printing and public relations is $4,000, for which the estimated costs would not cover. However, should the video be created at no cost or little cost to the Town, then there would be no impacts to the Community Development budget in 2017. FINANCIAL IMPLICATIONS The public relations operating budget within Community Development is $500 and the printing operating budget is $3,500. Between these two operating budgets sufficient funds exist to assist in creation of the promotional video. RISK MANAGEMENT The Town would undertake the required risk management mitigation measures, such as waivers for image use, to create the video. Should students of Georgian College prepare the video then appropriate insurance coverage would be required. COMMUNICATION & MARKETING None as a result of this report. If Council endorses the creation of the video, a communication plan would be developed by staff to provide appropriate communications with residents as well as necessary marketing and promotional materials. RELEVANT BACKGROUND REPORT(S) Not applicable. SUSTAINABILITY STRATEGIC GOALS & OBJECTIVES Prepared by: Reviewed by: COW Meeting Date: Council Meeting Date: A. Betty, MCIP, RPP ATTACHMENTS #1 Promotional Video Brief Questions Electronic File Location: S:\Administration\D18 Community Improvement Projects\Downtown Improvement Committee\Promotional Video\PD 17-14 RE Promotional Video.docx Promotional Video - Draft Report Page 10 of 13
THE CORPORATION OF THE TOWN OF PENETANGUISHENE SCHEDULE D3 Downtown Improvement Committee Downtown Improvement Committee Membership Council representative from the Planning & Development Services Section or alternate (designated by the Mayor and ratified by Council) to serve as Chair Eight members of the public (designated by the Mayor and ratified by Council) one of which to be elected by the members as Vice Chair representing the following sectors: 1 representative of Main Street and/or Small Business 1 representative of Village Square Mall 1 representative of Tourism and/or Marinas 1 representative of Finance, Real Estate or Development sector 1 representative of Francophone community 1 representative of local Service Clubs 1 representative of Aboriginal and/or Métis community 1 representative of the Decorating Working Group Staff Resources - Senior Planner Additional Resources (non-voting): - Southern Georgian Bay Chamber of Commerce representative (designated by the Chamber) - North Simcoe Community Futures Development Corporation (designated by NSCFDC) - Tourism Partnership representative - Youth representative Committee Mandate The Downtown Improvement Committee is an advisory committee reporting to the Planning & Development Section Committee of Council. The mandate for Downtown Improvement Committee is to maintain and increase the commercial/tourism tax base in the Downtown Improvement Area of the Town of Penetanguishene through: The establishment and maintenance of a positive environment conducive to maintaining and attracting commercial/tourism investment. The identification, development, promotion and delivery of projects, programs, partnerships, initiatives and activities that support the Downtown Improvement Area. The promotion of sustainable economic growth and development consistent with the Severn Sound Sustainability Plan. The promotion and development of employment and/or mixed use lands within the Downtown Improvement Area in accordance with the Town s Growth Management Strategy, Penetanguishene Official Plan/Zoning By-law and the proposed Joint Urban Node for Penetanguishene-Midland. The retention and expansion of existing businesses through appropriate economic development, business service and labour force development partnerships. Terms of Reference - Downtown Improvement Committee Page 11 of 13
Chair and Vice Chair The appointed member of Council shall Chair the Committee. The Chair acts as the Presiding Officer at the meetings and presents any reports or recommendations flowing from the Committee at the respective Section and/or Council meeting. In the absence of the Chair at the Section or Council meetings, the Section/Council Chair presents and speaks to the matters. The Vice Chair shall be elected annually from the community members on the Committee. The Vice Chair serves as Chair at the meetings in the absence of the Chair. The Vice Chair also acts as the Fundraising Coordinator for the Committee. Committee Members All members of the Downtown Improvement Committee are expected to: Attend and participate at the meetings; Provide advice and assistance to the Town staff on the implementation of the annual work plan; Participate in and promote fundraising activities; Identify, bring forward and assist with new opportunities and partnerships for downtown revitalization. Delegated Authority The Downtown Improvement Committee has no delegated authority and is an advisory body only. The Committee shall fulfill its mandate, including the organization of fundraising activities and partnerships, through reports and recommendations to Council via the Planning & Development Services Section. Meeting Schedule Regular meetings will be held on the 1 st Wednesday of January, March, April, May, June, September October and November at 8:30 a.m. in the Townhall. Special meetings may be scheduled at the call of the Senior Planner. Special meetings or site visits to assist the Downtown Improvement Committee in becoming aware and knowledgeable of downtown improvement related activities as well as plan fundraising and partnerships within the Town may be scheduled on the 1 st Wednesday of February, July, August or December at the call of the Senior Planner in consultation with the Chair. Changes in Meeting Schedule The Senior Planner may revise the regular meeting schedule in consultation with the Chair. Terms of Reference - Downtown Improvement Committee Page 12 of 13
Meeting Location The Meetings shall be held in the Committee Room or the Council Chambers in the Townhall, or other such location which may be designated by the Senior Planner from time to time for such purpose taking into regard access related issues. Agendas Agendas shall be made available a minimum of twenty-four hours in advance of the meeting to the Members and on the Town Website. The Senior Planner shall determine the content of the agendas. Quorum Quorum shall consist of five (5) members of the Committee. Agent of the Municipality In carrying out its Mandate, the Downtown Improvement Committee may act as an agent of the Town of Penetanguishene while acting bona fide within the limits of the authority of the Town. No member shall incur any personal liability by reason of their participation on the Downtown Improvement Committee acting within the scope of its mandate. Nothing in the Mandate of the Downtown Improvement Committee authorizes or empowers the Committee to incur any debt, liability or obligation for which the Town may become liable without having previously obtained the consent of Council. Terms of Reference - Downtown Improvement Committee Page 13 of 13