06 24 2013 Heritage Committee Agenda_ _ . .,-.- ' ' . . .,,-4. .
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Proud Heritage, Exciting Future
TOWNSHIP OF ORO- MEDONTE
HERITAGE COMMITTEE MEETING AGENDA
COUNCIL CHAMBERS
Monday, June 24, 2013
TIME: 6:00 p.m.
1. ADOPTION OF AGENDA
a) Motion to Adopt the Agenda.
2. DISCLOSURE OF PECUNIARY INTEREST
3. ADOPTION OF MINUTES OF PREVIOUS MEETING:
a) Minutes of the Heritage Committee meeting held on Monday, June 10, 2013.
4. DEPUTATIONS:
None.
5. COMMUNICATIONS:
a) Councillors Crawford and Coutanche, Shawn Binns, Director of Recreation
and Community Services, re: Work Plan and Structure.
b) Shawn Binns, Director of Recreation and Community Services, re: POL -PR-
2007, Public Use of the Oro African Church NHS.
6. NEXT MEETING DATE
To be determined by the Heritage Committee.
7. ADJOURNMENT
a) Motion to Adjourn.
Page 1 of 13
3a) Minutes of the Heritage Committee meeting held on Mo...
Proud Heritage, Exciting FirIlir1
THE TOWNSHIP OF ORO- MEDONTE
HERITAGE COMMITTEE
MEETING MINUTES
Carley Community Hall
396 Warminster Sideroad
Monday, June 10, 2013 TIME: 6:05 p.m.
Present: Councillor John Crawford, Chair Councillor Mel Coutanche, Vice Chair
Mayor H.S. Hughes (arrived at 6:49 p.m.) Leah Burton
Suzanne Busby Tim Crawford
Ruth Fountain Wayne Lintack
Bruce Malcom Dorothy Moore
Kayla Thibeault (arrived at 6:13 p.m
Regrets: Murray Cayley
Staff:
Shawn Binns, Director of Recreation and Community Services; Janette Teeter,
Deputy Clerk; Justin Hodgkinson, Community Recreation Coordinator; Marie
Brissette, Committee Coordinator
1. ADOPTION OF AGENDA
a) Motion to Adopt the Agenda.
Motion No. HC130610 -1
Moved by Fountain, Seconded by Crawfor
It is recommended that the agenda for the Heritage Committee meeting of Monday, June
10, 2013 be received and adopted.
Carried.
2. DISCLOSURE OF PECUNIARY INTEREST
None declared.
3. DEPUTATIONS:
None.
Page 1 of 3
Page 2 of 13
3a) Minutes of the Heritage Committee meeting held on Mo...
Heritage Committee Meeting Minutes — June 10, 2013
4. COMMUNICATIONS:
a) Councillor Crawford, re: Introduction of Members.
Motion No. HC130610 -2
Moved by Crawford, Seconded by Lintack
It is recommended that the verbal information presented by Councillor Crawford, re:
Introduction of Members be received.
b) Marie Brissette, Committee Coordinator, re:
• Township's Procedural By -Law;
• Township's Remuneration By -Law;
• Confidentiality Agreement;
• By -Laws to Establish a Heritage Committee;
• Heritage Committee Appointee Acknowledgem
Motion No. HC130610 -3
Moved by Busby, Seconded by Burton
It is recommended that correspondence presented by Marie Brissette, Committee
Coordinator, and Shawn Binns, Director of Recreation and Community Services, re:
• Township's Procedural By -Law;
• Township's Remuneration By -Law;
• Confidentiality Agreement
• By -Laws to Establish a Heritage Committee;
• Heritage Committee Appointee Acknowledgement
be received.
c) Councillors Crawford and Coutanche, Shawn Binns, Director of Recreation and
Community Services, re: History of Oro - Medonte History Committee.
Motion No. HC130610 -4
Moved by Fountain, Seconded by Lintack
Carried.
Carried.
It is recommended that the verbal information presented by Shawn Binns, Director of
Recreation and Community Services and Tim Crawford, re: History of Oro - Medonte History
Committee be received.
Carried.
Page 2 of 3
Page 3 of 13
3a) Minutes of the Heritage Committee meeting held on Mo...
Heritage Committee Meeting Minutes — June 10, 2013
d) Ontario Heritage Act.
Motion No. HC130610 -5
Moved by Malcom, Seconded by Busby
It is recommended that information presented by Shawn Binns, Director of Recreation and
Community Services, re: Ontario Heritage Act be received.
e) Councillors Crawford and Coutanche, Shawn Binns, Director of Recreation and
Community Services, re: Work Plan and Structure.
Motion No. HC130610 -6
Moved by Busby, Seconded by Burton
Carried.
It is recommended that the information presented by Councillors Crawford and Coutanche,
Shawn Binns, Director of Recreation and Community Services and Committee Members, re:
Work Plan and Structure be received.
5. NEXT MEETING DAT
Monday, June 24, 2013 at 6:00 p.m. in the Cou cil Chambers.
6. ADJOURNMENT
a) Motion to Adjourn.
Motion No. HC130610 -7
Moved by Busby, Seconded by Burton
It is recommended that we do now adjourn at 8:07 p.m.
Carried.
Carried.
Councillor Crawford, Chair Marie Brissette, Committee Coordinator
Page 3 of 3
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5a) Councillors Crawford and Coutanche, Shawn Binns, Dir...
Toant f ed _
Proud Heritage, Exciting Future
Name:
Item Number /Name:
Meeting Date:
Motion No.:
Type of Meeting:
Working Notes
Councillors Crawford and Coutanche, Shawn Binns, Director of
Recreation and Community Services
6e) Work Plan and Structure
06 10 2013
HC130610 -6
X
Council
Committee of Adjustment
Special Council
Accessibility Advisory Committee
Recreational Technical Support Group
Heritage Committee
• The Committee reviewed:
Strengths
- fresh, new ideas, common goal and varying backgrounds of members;
- already defined assets (i.e. books published, designated properties);
- strong staff support;
- history within the Township is deep, huge knowledge base;
- established community groups (i.e. various Women's' Institutes);
- available communication tools (i.e. Twitter, Facebook, Township's website);
- links to other municipalities /archives;
- many established families can contribute;
- Oro - African Church is nationally recognized;
- strong relationship with the business community.
Weaknesses
- budget;
- not having (yet) a sound register of the heritage infrastructure;
- possible resistance from property owners;
- artifacts, photos and documents requiring to be properly preserved;
6/21/13
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5a) Councillors Crawford and Coutanche, Shawn Binns, Dir...
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Proud Heritage, Exciting Future
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Working Notes
- mapping of archeologists sites and integration with the Planning Division recommended;
- lack of documentation of what is in the hands of private collectors;
- difficulties acquiring grants;
- no education plan (yet).
Opportunities
- War of 1812;
- anniversary of Champlain;
- 2019 anniversary of Oro Black Settlement;
- 200 years of Grey Simcoe Foresters;
- Sir Sam Steele;
- generations continuity;
- booth at Fall Fair;
- 5 acres surrounding the Oro African Church;
- interpretive signage on the Rail Trail;
- recognize what we have (i.e. train);
- tap into Federal funding for Oro African Church.
Threats
- development pressure;
- information disappears with people;
- lack of action or public appreciation;
- legislation;
- accessibility regulations making heritage sites inaccessible;
- schools not including local history into their curriculums;
- must be careful not to become overwhelmed, allocate appropriate timelines.
6/21/13
Page 6 of 13
5a) Councillors Crawford and Coutanche, Shawn Binns, Dir...
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Page 7 of 13
5a) Councillors Crawford and Coutanche, Shawn Binns, Dir...
Community resources
Identify people to knowledge keepers
African Church - Opening for the public
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5a) Councillors Crawford and Coutanche, Shawn Binns, Dir...
Page 9 of 13
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Heritage
Committee to
Prepare a presentation create, staff
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Development of Township Archives Gather all lists, documents
Approach
universitiies /colt
Research storage requirements eges
Heritage
Committee to
Write all encompassing policy Draft policy create, staff
Have Clerk review the policy
Page 10 of 13
5a) Councillors Crawford and Coutanche, Shawn Binns, Dir...
1
Heritage
Promotional campaign to private and residential Committee to
collectors Development of message create, staff
Thank you letters to providers
Education for Heritage Committee members Presentation from the Ministry
Adverstise in Timely Topics, Messenger,
Publish books on E- Readers website and social media
Educate the public regarding the Heritage
Committee
Reward for student's papers on local history Go to the school and propose an award
IProvide students with a mentor from the
Heritage Committee
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Page 11 of 13
5b) Shawn Binns, Director of Recreation and Community Se...
The Township of Oro - Medonte
Policy
Public Use of the Oro African Church NHS
Section
Parks and
Recreation
Subject
Public Use of the
Oro African Church NHS
Page 1 of 2
Policy
# POL -PR -007
Enacted By Council:
May 17, 2006
Purpose
To establish a policy for public use of the Oro African Church NHS.
Policy
The Oro - Medonte History Association shall manage the Oro African Church NHS on behalf of
the Township of Oro - Medonte. The following guidelines will be used to determine use of the
National Historic Site by the public.
1. Conditions of Use:
a) A History Association member will be responsible for opening and closing the
Church for pre- booked tours and during normal hours of operation.
b) The maximum number of persons allowed in the Church building at any one
time is 20.
c) No open flame articles are allowed on site.
d) The raised platform at the front of the Church is not to be used for events and is
off limits to the general public.
e) All donations for the site will be accepted by a member of the History
Association and deposited with the Township Treasurer. All cheques are to be
made payable to the Township of Oro - Medonte (African Church).
f) Information pamphlets, as developed for visitor information, interpretation and
further contacts will be made available.
2. General Public Access:
a) General public access to the building will be through established hours of
operation.
b) Visitors will be asked to sign a Visitor Log Book.
c) Any request for public access to the church building outside the established hours
of operation must be pre- booked at least two weeks in advance through the Parks
and Recreation Department of the Township.
d) The Corporation of the Township of Oro - Medonte will endeavor to have the Oro
African Church accessible to the public, during the summer months, in conjunction
with the Oro - Medonte History Association's availability.
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5b) Shawn Binns, Director of Recreation and Community Se...
POL -PR -07 Page 2
3. Special Events:
Special events such as the Oro African Church Anniversary Service, Doors Open
Ontario events, etc. will be organized by the History Association in conjunction with
Township Council and staff.
4. Events by Organizations /General Public:
a) Any event must reflect the history and spirit of the site.
b) Any request for use of the site for events by organizations /general public must
be pre- booked at least two weeks in advance through the Parks and Recreation
Department of the Township.
c) Church Services - All Church services are to be held outside the building. All
items brought to the site for the service must be removed the same day.
d) School Tours /Historical tours — All tours will be organized and conducted by the
Oro - Medonte History Association.
e) Extra seating or washroom facilities will not be provided by the Township.
f) The organizer of a group tour or event must sign a standard waiver of liability.
g) Large groups may be subject to a deposit for cleanup and damages.
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