ORDER OF PROCEEDINGS SPECIAL PERTH TOWN COUNCIL 1:00 PM, Thursday, February 27, 2014 To be a sustainable Community that respects both its Heritage and Natural Environment, while enabling a balanced lifestyle by means of a vibrant economy. a) Third Meeting in 2014 - Call To Order 1:00 PM.: b) Disclosure of Pecuniary Interest and General Nature Thereof: c) Staff Reports: 1. Report 2014-Council-3.1: Collaborative Agreement between the Town and the Hall of Remembrance Shellee Evans Report Attached (+Letter of Collaboration) d) Next Meeting: Tuesday, March 25, 2014 e) Questions From The Media: f) Adjournment:
2014-Council-3.1 REPORT Date Presented: February 27, 2014 To: From: Subject: Mayor and Members of Council Shellee Evans, Director of Community Services Collaborative Agreement between the Town and the Hall of Remembrance For Information Only Delegation Presentation Attachment X Recommendation: BE IT RESOLVED THAT THE COUNCIL OF THE TOWN OF PERTH PASS BY-LAW NO. 42XX, BEING A BY-LAW TO AUTHORIZE THE MAYOR AND CLERK TO COMPLETE A LETTER OF COLLABORATION WITH THE ROYAL CANADIAN LEGION BRANCH 244 HALL OF REMEMBRANCE FOR THE PURPOSE OF AN ONTARIO TRILLIUM FOUNDATION GRANT APPLICATION TO HIRE A PROJECT CONSULTANT TO ASSIST WITH THE ORGANIZATION OF THE PERTH 200 TH ANNIVERSARY, AS PRESENTED IN REPORT 2014-COUNCIL-3.1. Executive Summary: The Town is working with the Royal Canadian Legion Hall of Remembrance to submit a collaborative Grant Application to the Ontario Trillium Foundation to hire a project consultant in the amount of $74,880 to support the coordination and planning of the Perth 200 th Anniversary Celebrations. Strategic Plan Comments: Sector 6 Quality of Life: Strategic Initiative (SI) #4: To explore alternate partnership and financing options for collaborative community facilities. Background/Discussion: Council authorized the Perth 200 th Anniversary Panel to submit a Grant Application to the Ontario Trillium Foundation by Motion #10-211, reads as follows: AS RECOMMENDED BY THE COMMITTEE OF THE WHOLE, BE IT RESOLVED THAT THE COUNCIL OF THE TOWN OF PERTH ACKNOWLEDGE THE 200TH ANNIVERSARY ADVISORY PANEL S INTENT TO MAKE AN APPLICATION TO THE ONTARIO TRILLIUM FOUNDATION FOR FUNDING FOR THE TOWN S 200TH ANNIVERSARY, AS PRESENTED IN COW REPORT 2010-12.2.
The deadline for applications is March 1 st, 2014. As part of the application, we are required to submit a Letter of Collaboration with our partner agency. The Town and the Hall of Remembrance wish to partner on this grant application. Options: Option 1: Recommended: Authorize the Mayor and Clerk to complete the Letter of Collaboration with the Royal Canadian Legion Hall of Remembrance for the purpose of submitting an Ontario Trillium Grant Application to hire a project consultant to assist with the organization of the Perth 200 th Anniversary. The organization of the Perth 200 th Anniversary is a significant task. The Panel is seeking assistance by hiring a project consultant to support the many planned events and activities. The Perth 200 th Anniversary celebration will contribute significant dollars to the Perth and area economy. Option 2: Not Recommended: Do not sign the Letter of Collaboration. The Town is not eligible to apply to the Ontario Trillium Foundation without a collaborative partner. Financial Considerations: The grant application is 100% funded application. The partners are requesting a grant in the amount of $74,880 to cover the cost of hiring a consultant over a two (2) year period. The current balance in the Town s Perth 200 th Anniversary Reserve is $21,352.39. The Collaborative Agreement cites that the Town will be contributing $19,500 of the reserve for various portions of the Anniversary. Applicable Policy/Legislation: The Mayor and Clerk are the signing authorities for the Town of Perth. Others Consulted: Ted Moss, President Royal Canadian Legion Branch 244, and; Perth 200 th Anniversary Advisory Panel. Respectfully submitted, Approved by, Shellee Evans, Director of Community Services Lauren Walton, Acting CAO
Perth-Upon-Tay Branch 244 Corporation of the Town of Perth Royal Canadian Legion 200 th Anniversary Advisory Panel Hall of Remembrance 80 Gore Street East 26 Beckwith Street East Perth, ON Perth, ON K7H 1H9 K7H 1B5 February 13, 2014 Ontario Trillium Foundation 800 Bay Street 5 th Floor Toronto, ON M5S 3A9 Dear Sir/Madam, RE: Letter of Collaboration With reference to a funding application to be submitted for the March 1, 2014 intake, this letter serves as evidence of the collaboration between the Town of Perth 200 th Anniversary Advisory Panel (the Panel) and the Royal Canadian Legion Branch 244 Hall of Remembrance (the Legion). The purpose of the application is to assist with engaging the services of a consultant on a contract basis to work with the Panel and the Legion in the lead-up to our 200 th anniversary. Perth was founded in 1816 as a military settlement and has grown and changed over the 200 years which is represented in The Town of Perth s brand Heritage Perth and tag line Aged to Perfection! The Town of Perth is preparing to celebrate the 200 th Anniversary of the Perth Military Settlement in 2016. After the War of 1812, Perth was designed to direct people to an unsettled interior and this was accomplished through government sponsored military settlement and assisted immigration. This bicentennial anniversary commemorates a significant milestone in our community s history. The rationale for this celebration is to highlight the anniversary and to acknowledge the foundation of our municipality. Tourism and heritage represent cornerstones of our marketing strategy. The opportunity to attract increased numbers of tourists to Perth during 2016 will result in an economic stimulus for 1
Perth s accommodations providers, restaurants and the retail sector. This anniversary celebration will also allow us to engage our local residents in remembering our military beginnings, particularly through the Hall of Remembrance. The purpose and objectives of the Hall of Remembrance are to provide a source of education and promote the remembrance of the servicemen and women of Canada s Armed Forces. The Hall of Remembrance preserves and displays the military artifacts that form a part of our history. The 200 th Anniversary celebration provides an excellent opportunity for the Hall of Remembrance to expand their reach to previously untargeted groups. Both the Panel and the Legion recognize the importance to our community and are planning significant events to celebrate this important anniversary. The events will: i. Provide an opportunity to educate our local residents as well as visitors about the history of early settlement in this area; ii. Enhance the knowledge of the contributions made by the military to our life and culture from the early 1800 s to today; iii. Bring to life the heritage of our community (known as Heritage Perth) in a very hands-on and experiential way; iv. Increase the level of tourism in the Town of Perth to provide positive benefits to our retail, accommodations and services sectors; v. Provide enhanced opportunities for our local festivals, events, theatre groups, musicians and artisans to promote their services to a larger audience; vi. Engage local residents in the life of our community through this celebration; vii. Form an enhanced collaboration between the Royal Canadian Legion Branch 244 and the Town of Perth; viii. Provide opportunities for Legion members to share their knowledge with local residents and visitors including school groups; ix. Create new opportunities for Legion members to connect with our community and provide opportunities for learning; x. Increase the volunteer opportunities in the Town of Perth particularly in the areas of arts and culture; and xi. Increase the awareness of the wide variety of events, festivals, recreation and leisure activities within the Town of Perth. Both the Panel and the Legion agree that the Town of Perth will be the Lead Applicant, taking the lead for the management of the project and for the administration of the granting agreement with the Ontario Trillium Foundation (OTF). The Town of Perth will be the recipient of any grant funds received and will be responsible for the required reporting with OTF. Fiscal responsibility will be the responsibility of the Town of Perth. The Town of Perth through the Community Services Department and in consultation with the Legion will advertise for the contract consultant. The interview team will be composed of the Community Services 2
Director of the Town of Perth, the Curator of the Hall of Remembrance and one Councillor from the Town of Perth who is a member of the Panel. The Town of Perth will sign a contract with the successful applicant and will manage the project throughout the duration. Quarterly meetings will be held with representation from the Panel and the Legion to review the progress of the project and make whatever adjustments to the consultant s duties are required. The Legion agrees to make a cash contribution of $1,250.00 to the project. In addition, the Legion will provide in-kind support to the project in terms of volunteer hours to conduct tours at the Hall of Remembrance, make lunches for school visitors, carry out community outreach to contact school groups and meet with groups at the Old Burying Ground to highlight the graves of our veterans from the war of 1812. It is estimated that a total of 400 hours of volunteer time will be donated to these tasks by Legion volunteers during the term of the project. The Legion will promote the Town of Perth 200 th Anniversary on their website (www.hallofremembrance.ca). They also will provide the venue for the Polar Bear Plunge fundraiser on January 1, 2015 at no charge. The Town of Perth agrees to make a cash contribution of $19,500.00 from reserves to the Perth 200 th Anniversary. In addition, the Panel is conducting a variety of fundraisers including the selling of souvenirs, hosting fundraising dances and BBQs which together are expected to provide a profit of $55,500.00. Volunteers from the Panel will form a number of working groups to support the work of the contract consultant. We expect that 400 volunteer hours will be contributed by the working groups over the term of the project, particularly in the areas of planning three signature events in Perth, raising sponsorship funding and preparing an extensive marketing campaign. The Town of Perth is also contributing $38,000.00 in cash towards the purchase of trees and banners to celebrate the 200 th Anniversary. In addition the Town of Perth will promote the Perth 200 th Anniversary on their website www.perth.ca. We look forward to combining our resources and working together on this collaboration for the Perth 200 th Anniversary to ensure a positive outcome and a successful year of celebrations. Signed: Signed: John Fenik Ted Moss Mayor President Town of Perth Royal Canadian Legion Branch 244 Hall of Remembrance Lauren Walton Clerk Town of Perth 3