Report RPF 2007 - 76

DEPARTMENT: Recreation, Parks and Facilities

DATE PREPARED: November 15, 2007

COUNCIL MEETING DATE: December 11, 2007

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REPORT NO. RPF2007 - 76
SUBJECT: Winter Lights re: Meeting Notes, November 7 and 15, 2007
[ ] Approved
[ ] Approved with Amendments
[ ] Other
Resolution #

INTRODUCTION /BACKGROUND
The purpose of this report is to advise Council on the summary of the planning meetings held on November 7 & 15, 2007.

DISCUSSION / ANALYSIS

The purpose of November 7th meeting was to finalize much of the details for the residential lighting contest as well as the new community lights displays.

The purpose of this November 15thmeeting was to finalize much of the details for an opening event for the 2007 event.

There was consensus that a combined Blooms/Lights committee would make sense in 2008. Refer to the meeting summaries for additional information.

INTERDEPARTMENTAL IMPLICATIONS

n/a

FINANCIAL/STAFFING/LEGAL IMPLICATIONS

n/a

CONCLUSION

This report is to serve as an update of information regarding the discussions taking place within the Committee

RECOMMENDATION

That Report No. 2007–76, Winter Lights re: Meeting Notes, November 7 and 15, 2007, be received as information.

ATTACHMENTS

Winter Lights Meeting Notes – November 7, 2007

Winter Lights Meeting Notes – November 15, 2007

Prepared by:Approved by:

Mary-Lou Ambrose-LittleBetteanne M. Cadman

Director of RecreationClerk-Administrator CMC, CMO

Parks and Facilities

Winter Lights Meeting

Wednesday, November 7, 2007

ThamesValleyMuseumSchool

12 Noon

Attendance: Cindy Colford, Mary Beth Start, Donna Peters, Dorie Girard,

Mary-Lou Ambrose-Littleand Councillor Larry Martin

Guests: Nellie Baker, Ian Heikoop and Martin Wylie

Welcome

Review of the Summary of the October 10thMeeting

Mary-Lou Ambrose-Little reported that the summary should have shown Dorie Girard as chair and Donna Peters as Vice Chair.

Business arising from the Minutes of October 10th

  • High School Project - is coming along well. Friday, November 9th, the students and display sponsors will meet at the high school at 1:20 PM to select a display.
  • Ian Heikoop indicated the RehobothChristianSchool might be a better partner for the Community in Blooms due to difference in philosophy.
  • Light UP the Night Ballots - to be changed to a three fold pamphlet due to increased sponsors & event information to include.
  • Celebrity Judges – Mary-Lou Ambrose-Little reported that two volunteers have responded and follow up contact will be necessary. A ten person judging panel would be ideal.
  • Bus Tour registration update - Mary Beth Start inquired about the size of the buses and how many? Langs can provide addition buses if required with advanced notice. Mary Beth has been in contact with the local Tim Horton’s store to sponsor refreshments.
  • Community Events Calendar - was presented and if other events should be added contact Mary-Lou Ambrose-Little at the Township.
  • Otterville Christmas Tree – Donna Peters reported that Mr. Cope has offered to donate a large tree. Dorie Girard will be following up with the Otterville Fire Department to determine their involvement. Three locations were discussed to display the Christmas tree, with the Township property being the preferred location. Dorie Girard will be writing a letter to Council for the November 13th meeting requesting permission.
  • Cindy Colford will include information on the Winter Lights program in her newsletter, as well as submit it to the School Board to distribute to our local schools at no cost to the committee.

November 16thvisit to Ingersoll

  • Donna Peters & Dorie Girard will attend the event and report back.
  • It was further discussed that it will be critical in the future to get the BIA more involved and on board with the event. Perhaps a Midnight Madness would be possible on December 10th?

Sponsors for the 2007 events - Chamber, BIA and realtors

  • At the recent Chamber meeting, $500.00 was approved for a Winter Lights display. Otterfalls Esthetics and Dorie Girard Real Estate will also sponsors $250.00 displays
  • 104.7 Heart FM is also interested in becoming key sponsors in exchange for advertising the event and exposure in the community. The value of the advertising package presented is $4,800.00. The consensus was that this opportunity is worth consideration provided the funds are available through the Oxford Small Business office grant application. Refer to the handout for the proposal details.

Motion: “To agree to 104.7Heart FM becoming the title sponsor for the 2007 event with the committee to provide a Winter Light display (constructed by NDHS) at no charge and $500.00 will be paid for radio spots, pending the OCSBO application beingsuccessful.”

Motion: Cindy Colford

Seconded: Mary Beth Start

Carried

  • Returning sponsors are all of last year’s businesses. -- $100.00 received to date and place in the care of the Township.
  • OCSBO grant presentation in this afternoon in Ingersoll. Mary-Lou Ambrose-Little will be asking for $1,400.00 toward the costs of running the event.

Committee Recruitment – committee members, high school students and other volunteers, Curries and Oxford Centre residents

Several new people are interested but are unable to attend daytime meetings.

Other Business

  • Martin Wylie commented that the committee needs to get the business community more involved to get buy in. We have to explain the benefits and the fact that the event provides more “bang for their buck.”
  • There was consensus that it would be important to combine the Blooms/Lights programs as one committee, commencing 2008.
  • Martin Wylie and Ian Heikoop both would like to stay informed and receive the summaries from the meetings.
  • General discussions took place about the new parkette and the possibility of utilizing the area as part of the Winter Lights program.
  • The development of a lights exchange programs was mentioned as well the having a mascot for next years event.

Action

  1. Everyone to continue to recruit members for the committee.
  2. All members continue to look new event sponsors.
  3. Small sub-committee to meet at Time Hortons Thursday, November 15th at 10:00 A.M. re: Opening Ceremonies on December 10th at the high school.
  4. Move toward a combined Blooms & Lights Committee for 2008.

DATES

Friday, December 7th; Deadline for bus reservations at the Norwich & DistrictMuseum – Remind all guests to bring one unwrapped children’s toy or non perishable foods items for the Salvation Army. This is their admission to the bus.

Monday, December 10th; Deadline for Categories entries & The Kick-off /Opening Ceremonies at the Norwich & DistrictHigh School

Wednesday, December 12th; All category judging; Kid’s Choice & People Choice Judging Night (Judges & Family Judging buses)

Thursday, December 13th; Additional Family Tour buses, if required.

Next Meeting

Wednesday, December 5, 2007

12 Noon

Township Office – Council Chambers

Winter Lights Meeting

Thursday, November 15, 2007

Sub-Committee Meeting

Tim Hortons Norwich

10:00 AM

Attendance: Holley Dayman, Karan Barton, Mary Beth Start, Donna Peters, Dorie Girard and Mary-Lou Ambrose-Little

Regrets:Cindy Colford, Councillor Larry Martin and Jennifer Cutting

Guests: Holley Dayman and Tara Bowes, Norwich Gazette

Welcome and Introductions for new members: Holley Dayman – Norwich Gazette, Karan Barton – Insideout Designs, Norwich; Jennifer Cutting – TDC Arts, Otterville

Light Display Update

Selection

On Friday, November 9th, the students and display sponsors met and four displays were selected. All the students were nervous and excited at the same time. Everyone very pleased with the outcome.

Display Storage

Several options discussed Public Works, Parks & Recreation, and Mel Smith’s Barn in Otterville and the High School Barn. The High School will be the first option to look into and to be approached by Donna Peters.

Supplies & Materials

Karan Barton will be looking after sourcing out the materials required for the project. We will try to keep all purchases as local as possible.

Maintenance Fee

It was discussed whether a maintenance fee of $50.00 or $100.00 will be charged for each display. This will apply to all current and future sponsors. This is covering any repairs or light replacement costs.

Motion: “To charge a $50.00 per year maintenance fee for all sponsors of light displays for the Winter Light s Program.”

Moved: Dorie Girard

Seconded: Mary Beth Start

Carried

Annual Set-up and dissembling

With the assistance of a few husbands, committee members and the high school students it was felt that these tasks could be completed.

Location selection for displays

With in perimeters, the sponsors can select their location _ must be either on Main Street in Otterville or Norwich or somewhere visible on Hwy. # 59 which will cover the entire township.

AnnualHigh School Partnership

Jeff Overeem is in favour of continuing the partnership with Winter Lights as this gives his students a good community development experience and real experience going for concept to design.

Light Up the Night Revised Ballot

A revised draft was presented and minor changes made. Donna Peters will do the final copy for Ruth at Bowes Publishing to complete a final design, as recommended by the Gazette staff. Holley Dayman felt that Ruth would be able to clean up the flyer and make it less busy.

Kick-off/Opening ceremonies

The main flyers to advertise the event and bus tour was reviewed and a couple of logos added. Donna Peters will print flyers for public school distribution and Cindy Colford is creating a separate ad for the ThamesValleySchoolMuseum newsletter.

Other Business

  • Request for Christmas tree to be set up at the Township Offices in Otterville is approved.
  • Bus Tour registration update - Mary Beth Start is doing the bus registration and will let Mary-Lou Ambrose-Little know if we required additional buses for the two nights. Still awaiting an answer from Tim Hortons for refreshments – hot chocolate and apple cider discussed.
  • Mary-Lou will be adding more events to the Calendar and will bring to the next meeting.
  • Holley Dayman will take care of the Advertising for the Gazette, first advertisement to go out in next week’s paper.
  • Scripts for Heart FM advertisements have been completed; however, Mary-Lou will be sure to update them with the new sponsors. Bearrs Barbering & Hairstyling and Oxford Small Business Support Centre.
  • Donna Peters will create certificates of appreciation for the students that designed the displays.
  • Holley Dayman will approach Godfathers Pizza to donate pizzas for the Grade 10 Tech class.
  • There is a buzz about the displays. Already have interested sponsors for next year.
  • Jennifer Cutting will be sponsoring a coloring contest for the kids. Will be distributed during the Santa clause parades as well as through the public schools. Holley Dayman offered to approach the Norwich Optimist for some prizes (scholarships books). Donna will check with TDC Arts.

Action

  1. Everyone to continue to recruit members for the committee.
  2. All members continue to look new event sponsors for 2008/09.
  3. Move toward a combined Blooms & Lights Committee for 2008.

DATES

Friday, December 7th; Deadline for bus reservations at the Norwich & DistrictMuseum – Remind all guests to bring one unwrapped children’s toy or non perishable foods items for the Salvation Army. This is their admission to the bus.

Monday, December 10th; Deadline for Categories – ballots can be dropped off at the Gazette and the Township.

Wednesday, December 12th; Kick Off/ Grand Opening Ceremonies before the buses leave the museum, All category judging; Kid’s Choice & People Choice Judging Night (Judges & Family Judging buses)

Thursday, December 13th; Additional Family Tour buses, if required.

Next Meeting

Wednesday, December 5, 2007

12 Noon

Township Office – Council Chambers

Lunch to be provided

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