2
HERITAGE TORONTO
MINUTES (approved September 19, 2012)
A meeting of the Heritage Toronto Board was held on Wednesday August 22, 2012 at St. Lawrence Hall,
157 King St. E., 3rd Floor
PRESENT: Alexandria Pike, Chair Jeffrey Clayman Ross Fair Daniel Farmer Patrick Forster Tyler Greenleaf
Andrew Himel Deborah Lechter Kate Marshall
Barbara McPhail Tanzeel Merchant Marta O'Brien
Peter Ortved Brent Pearlman Allan Penning
Elizabeth Philbert Mark Warrack Darren Wasylucha
REGRETS: John Belyea J. Alan Burton Paul Litt Don Loucks Kevin Plummer Karen Sun Councillor Gary Crawford Councillor Sarah Doucette
ALSO PRESENT: Karen Carter, Executive Director
Karen Czaniecki, Administrator
Gary Miedema, Chief Historian & Associate Director
Alex Pike, Chair, called the meeting to order at 6:15 pm
CONFLICT OF INTEREST
No conflict of interest was declared for the meeting on August 22, 2012.
CONFIRMATION OF MINUTES
HT12-28 ADOPTION OF MINUTES
Marta O'Brien moved, seconded by Patrick Forster that the minutes of the meeting of the Board of Heritage Toronto on June 20, 2012, be adopted as circulated.
(carried)
CHAIR'S REPORT
1.1 Update on Executive Committee Meetings
Alex Pike informed the Board that a report regarding the Special Achievement award was brought to the Executive Committee. She requested that the Board move In Camera to hold this discussion as the award is confidential.
HT12-29 MOTION TO MOVE IN CAMERA
Jeffrey Clayman moved, seconded by Barbara McPhail that the Heritage Toronto Board hold their discussion of the Confidential Special Achievement Award In Camera.
(carried)
A full discussion was held and the Board moved out of In Camera for the vote.
HT12-30 2012 SPECIAL ACHIEVEMENT AWARD
Mark Warrack moved, seconded by Patrick Forster, that the Board of Heritage Toronto accept the Executive Committee recommendation to not proceed with the Special Achievement Award in 2012.
(carried)
COMMITTEE AND STAFF REPORTS
2. Audit and Finance Committee
2.1 INFORMATION: Operational report from Committee meeting on August 15, 2012
Daniel Farmer, Chair, Audit and Finance Committee distributed financial statements to the Board. These statements were for information only. Mr. Farmer noted that we have reached a very significant goal to diversify our funding base. Heritage Toronto has now received grant funding from two additional levels of government. Sponsor goals for the Kilbourn Awards also are being met and exceeded. Karen Carter explained how Heritage Toronto will use the diversity of our funding base to leverage an increase in our private sector funding and the effect this will have on expanding our programming scope.
At their meeting, the Finance Committee decided that financial reports would be given from each of the income generating committee chairs – membership, fundraising and plaques markers.
Barbara McPhail, Plaques and Markers chair, advised that plaque production is on track to meet its budgeted revenue goals. Deborah Lechter, Membership chair, expects membership to overshoot the budget revenue. Allan Penning, Fundraising chair, said that additional sponsorship asks for Kilbourn Awards event have seen favourable results and the committee intends to work on general asks for the organization.
This report was received for information and discussion.
3 PROGRAMMING COMMITTEE
3.1 ACTION: 2012 Heritage Toronto Award Recipients
Patrick Forster, Programming Committee chair, informed the Board that the 2012 award juries have completed their work and the Programming Committee is prepared to bring their recommendations to the Board. Mr. Forster thanked Tanzeel Merchant who took on role to lead the jury process this year. As the award recipients are confidential, the Board discussion moved In Camera.
HT12-31 IN CAMERA
Ross Fair moved, seconded by Tyler Greenleaf that the Heritage Toronto Board move In Camera to discuss the recommendations from the juries for the 2012 Heritage Toronto Awards.
(carried)
A full discussion was held and the Board moved out of In Camera for the vote.
The Board first considered a recommendation to defer a nomination.
HT12-32 DEFERRAL OF NOMINATION FOR HERITAGE TORONTO AWARD
Patrick Forster moved seconded by Tanzeel Merchant that the Heritage Toronto Board, on recommendation of the William Greer Architectural Conservation and Craftsmanship jury and the Programming Committee, approve that a project nominated in the Architectural Conservation and Craftsmanship category for the 2012 Awards be deferred for consideration for the 2013 Awards, due to the fact that the jury was not able to arrange a site visit.
Further, if the recommendation is not approved, the Board requests that the jury reconvene as soon as possible to consider that nomination for the 2012 awards.
(2 yes, 15 no, 1 abstain)
(not carried)
Mr. Merchant will contact the jury and arrange for it to reconvene.
HT12-33 APPROVAL OF 2012 HERITAGE TORONTO AWARD RECIPIENTS
Patrick Forster moved, seconded by Tanzeel Merchant that the Heritage Toronto Board accept the recommendations for recipients of the 2012 Heritage Toronto Awards from the following Juries – Book, Media and Community Heritage and that the names of all finalists be kept confidential until their announcement on October 9.
(carried)
3.2 INFORMATION: Minutes from Programming Committee meeting – August 15, 2012
Patrick Forster presented the minutes from the August 15, 2012 meeting of the Programming Committee. Mr. Forster reminded the Board that the Kilbourn Memorial Lecture and Heritage Toronto Awards event will be held this year on October 9th at Koerner Hall. The emcee is Mary Ito, CBC Radio host and the Speaker is Chief Bryan LaForme, Mississaugas of the New Credit, First Nation. The theme is A Layered City: 200 Years of the Mississaugas and Toronto. Mr. Forster also reminded Board members that their attendance at this event is very important as they are hosts. It is also important for Board members to sell tickets.
The minutes from the meeting were received for information and discussion.
4 PLAQUES AND MARKERS COMMITTEE
4.1 INFORMATION: Update on Committee Activities
Barbara McPhail, Plaques and Markers Committee chair presented the report updating the Board on plaques and markers activities with a project summary. This report was received for discussion and information.
5 CONSERVATION AND EDUCATION COMMITTEE
5.1 INFORMATION: Notes from Conservation Committee meeting - July 10, 2012
Tyler Greenleaf presented the notes from the Conservation Committee meeting on July 10, on behalf of Paul Litt. In addition to the minutes, Mr. Greenleaf informed the Board that Gary Miedema has been asked to sit on the Heritage Preservation Panel selection committee. Also, as part of the Official Plan review, Heritage Toronto has received notification of an open house to learn about and discuss heritage aspects of the Official Plan. This open house is on September 10th. Background documents have been forwarded via email. Please submit any comments to Dr. Miedema.
The notes on the meeting were received for information and discussion.
6 FUND DEVELOPMENT COMMITTEE
6.2 INFORMATION: Notes from Fund Development Committee meeting – July 10, 2012
Allan Penning, Fund Development Committee chair presented the notes from the committee meeting held on July 10th. Mr. Penning emphasized that the Kilbourn Awards event creates an opportunity to generate more prospects for Heritage Toronto. He emphasized the importance of a personal aspect to promoting the organization and its events, encouraging Board members to let people know they are on the Board. Please let Allan or Karen Carter know of potential prospects, either organizations or individuals.
The notes on the meeting were received for information and discussion.
7 MEMBERSHIP COMMITTEE
7.1 INFORMATION: Notes from Membership Committee meeting – July 18, 2012
Deborah Lechter, Membership Committee chair presented the notes from the committee meeting on July 18th.
The notes were received for information and discussion. During discussion of ideas presented in the report it was suggested that the committee consider if there would be a value to offering a longer term membership.
8 MARKETING/COMMUNICATIONS COMMITTEE
8.1 INFORMATION: Notes from Communications Committee meeting – August 8, 2012
Kate Marshall, Marketing/Communications Committee chair presented the notes from the committee meeting on August 8th. At this time the focus for marketing and communications is the Kilbourn Awards event. Board members are encouraged to sell 10 tickets each. Ms Marshall suggested that there is an enormous potential for public relations with a First Nations speaker and a great venue and recommends bringing on a freelance publicist to handle the communications plan for the event. Ms Marshall and Ms Carter informed the Board of the individual they have spoken with and the maximum expense to Heritage Toronto. Ms Carter said this additional expense is being considered because sponsorship for the event is higher than had been budgeted.
Ms Marshall also informed the Board of a new strategy for having Marketing/Communication committee members assist directly on other committees.
HT12-34 APPROVAL OF EXPENSE TO HIRE A MEDIA EXPERT FOR KILBOURN/AWARDS
Allan Penning moved, seconded by Brent Pearlman that the Heritage Toronto Board approve retaining an external public relations specialist to create and manage a communications plan for the 2012 William Kilbourn Memorial Lecture and Heritage Toronto Awards event at $2500.
(carried)
The notes from the committee meeting were received for information and discussion.
9 OTHER BUSINESS
There was no other business tabled.
ADJOURNMENT
The meeting adjourned at 7:55 pm
Alex Pike, Chair
KC/