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11 23 2015 Heritage Committee Agenda The Township of Oro-Medonte Heritage Committee Agenda Neufeld Room Monday, November 23, 2015 6:00 p.m. Page 1.Adoption of Agenda: a) Motion to Adopt Agenda 2.Disclosure of Pecuniary Interest: 3.Adoption of Minutes of Previous Meeting: 2 - 5a) Minutes of Heritage Committee meeting held on Monday, October 26, 2015. 4.Deputations: None. 5.Reports of Municipal Officers: 6 - 31a) Shawn Binns, Director, Recreation & Community Services re: Minutes of Oro African Methodist Episcopal Church Steering Committee meetings held on September 15, October 5, October 19 and November 9, 2015. 32 - 33 b) Shawn Binns, Director, Recreation & Community Services, October 28, 2015 Council Meeting Motion No. C151028-10 re: 804 Line 2 North. 34 - 57 c) Shawn Binns, Director, Recreation & Community Services, correspondence dated November 12, 2015 re: Doors Open Ontario. 58 - 73 d) Shawn Binns, Director, Recreation & Community Services, correspondence from Community Heritage Ontario (CHO) re: 2016 Membership Renewal Form and CHO Quarterly Publication, Fall, 2015. 6.Reports of Members of Council: 74 a) Mayor H.S. Hughes re: Historical Items. 75 b) Councillor Jermey re: Recognition Correspondence. 7.Next Meeting Date: To be Confirmed. 8.Adjournment: a) Motion to Adjourn. Page 1 of 75 3.a) Minutes of Heritage Committee meeting held on Monday, O... Page 2 of 75 3.a) Minutes of Heritage Committee meeting held on Monday, O... Page 3 of 75 3.a) Minutes of Heritage Committee meeting held on Monday, O... Page 4 of 75 3.a) Minutes of Heritage Committee meeting held on Monday, O... Page 5 of 75 5.a) Shawn Binns, Director, Recreation & Community Services ... Page 6 of 75 5.a) Shawn Binns, Director, Recreation & Community Services ... Page 7 of 75 5.a) Shawn Binns, Director, Recreation & Community Services ... Page 8 of 75 5.a) Shawn Binns, Director, Recreation & Community Services ... Page 9 of 75 5.a) Shawn Binns, Director, Recreation & Community Services ... SutherlandSullivan Page 10 of 75 5.a) Shawn Binns, Director, Recreation & Community Services ... 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Page 35 of 75 5.c) Shawn Binns, Director, Recreation & Community Services,... Page 36 of 75 5.c) Shawn Binns, Director, Recreation & Community Services,... Page 37 of 75 5.c) Shawn Binns, Director, Recreation & Community Services,... {ŷğƩĻƚƓŅğĭĻĬƚƚƉ{ŷğƩĻƚƓƷǞźƷƷĻƩ{ŷğƩĻƚƓĻƒğźƌ{ŷğƩĻƚƓƦƩźƓƷaƚƩĻ{ŷğƩźƓŭ{ĻƩǝźĭĻƭ April May: June: July: August: Page 38 of 75 5.c) Shawn Binns, Director, Recreation & Community Services,... September: October Page 39 of 75 5.c) Shawn Binns, Director, Recreation & Community Services,... Page 40 of 75 5.c) Shawn Binns, Director, Recreation & Community Services,... Doors Open Ontario 2016 Information and Guidelines www.doorsopenontario.on.ca|www.heritagetrust.on.ca Page 41 of 75 5.c) Shawn Binns, Director, Recreation & Community Services,... Doors Open Ontario 2016 Information and Guidelines The information contained in this document provides communities that are considering participating in Doors Open Ontario 2016witha comprehensive summary of the entry criteria, program requirements and timelines. It also highlights the role the Ontario Heritage Trust plays in coordinating the provincewide program and supporting the participating communities. Before deciding to participate in Doors Registration form Open Ontario and completing the , please read this document in its entirety. This document serves as the agreement to register with the program. th Celebrating its 15anniversary in 2016,Doors Open Ontario is a provincewide celebration of community heritage. Designed to create access, awareness and excitement about our heritage, Doors Open Ontario provides residents and visitors with a unique opportunity to explore and enjoy the sometimes hidden and always interesting places and spaces in Ontario cities, towns and villages –and all free of charge! 1.Doors Openoverview Successful Doors Open events have charmed crowds since the first Doors Open Day (La journée portes ouvertes) took place in France in 1984. The idea soon spread to neighbouring European countries and all 48 signatory states of the European Cultural Convention now participate in European Heritage Days. The City of Toronto launched the first Doors Open program in North America in 2000. The success of Doors Open Toronto motivated the Ontario Heritage Trust to launch a provincewideinitiative –the first of its kind in Canada –in 2002. In the 14-year historyof the program, community participation has increased dramatically. In total, heritage enthusiasts have made oversixmillion visits to 626different Doors Open Ontario events!The program has inspired the development of similar provincewide programs across Canada. th Entering its 15year, Doors Open Ontario continues to be a cultural phenomenon.It has helped communities to redefine and celebrate their heritage, strengthen and encourage local partnerships, bolster local volunteer bases and stimulate tourism and local economies. DoorsOpen Ontario has matured into a vibrant, significant program that continues to support communities and build civic pride. 2.Registration criteria The following criteria must be met for a community to register an event in the Doors Open Ontario 2016program: formation of an organizing committee; the committee should consist of a range of community partners, including (but notlimited to) the heritage sector, cultural Doors Open Ontario is a program of the Ontario Heritage TrustPage 2of 16 Page 42 of 75 5.c) Shawn Binns, Director, Recreation & Community Services,... sector, tourism sector, municipal sector, corporate sector and community volunteers appointment of one lead contact by the local Doors Open organizing committee to co-ordinate, manage and act as liaison between the Ontario Heritage Trust and the participating community/community cluster selection of thesingle-day or two-day date(s)for your Doors Open event,to be April 16,2016and October 23,2016 held between minimum of 10 sites ato be open for public access on the date(s) chosen for yourevent participating sites must be of historical, architectural, natural or cultural significance free admission to each participating sitemust be to the public;sites that are normally open should consider opening an additional part of the property or arranging a special event or activity thesupport of Doors Open Ontario and the Ontario Heritage Trustmust be acknowledged in all promotionaland publicity materials produced for the local event Registration form $1,695 submission of the and the ($1,500 + HST)registration December 18, 2015 fee by Q: What does your $1,695 registration fee pay for? A: Registration fees offset approximately 25 per cent of the costs incurred by the Trust to deliver Doors Open Ontario. These costs include: printing of the Doors Open Ontario brochure and other hardcopy promotional materials (combined volume of approximately 1.3million units) provincewide distribution of the brochure through local community newspapers(in 2013, our surveys indicated that 58 per cent of respondents had received a copy of the brochure) production and distribution of other Doors Open Ontario promotional materials event descriptions and site listings on the Doors Open Ontario website promotion of the event through social media channels Doors Open Ontario site signs promoting Doors Open Ontario events in advertisements Doors Open Ontario media releases (which result in approximately900 news articles per year) access to Trust staff and expertise to support the creation of a successful event Doors Open Ontario is a program of the Ontario Heritage TrustPage 3of 16 Page 43 of 75 5.c) Shawn Binns, Director, Recreation & Community Services,... 3.Where to start Your community’s Doors Open Ontario event can be as simple or ambitious as you wish. Whether your community features 10properties or over 100, your event should: promote pride in your community’s heritage draw visitors from other areas of Ontario, Canadaand abroad build a legacy by integrating heritage and culture into community planning and events generate economic and business opportunities at the community level through programming and heritage tourism packages, and in some cases, the development and sale of related merchandise foster strategic alliances among a range of community partners create opportunities for sustainable community tourism development and partnerships In many cases, Doors Open events can be linked with existing festivals, attractions and tours in the region to maximize tourism opportunities. Linking to an existing festival or event also allows organizers to use the expertise and skills of the existing volunteer base. 3.1Establishing an Organizing Committee Each community must form a Doors Open organizing committee, usually consisting of representatives from municipal or regional heritage, tourism, arts and culture units, Municipal Heritage Advisory Committees (formerly called LACACs), Architectural Conservancy of Ontario branches, heritage/historical organizations, tourism organizations, arts councils, chambers of commerce and business associations. Event co-ordination will vary depending on the size and scope of the community event. In some communities, an event coordinator may need to be appointed while in others, the role may be assumed by a volunteer or staff member from aparticipating organizationor municipality. Most communities have opted to co-ordinate events by committee. Specific people are charged with the tasks of identifying properties, interpretive/educational programming, marketing/promotion, event management and volunteer recruitment. One lead contact must be appointed by the local Doors Open organizing committee to co-ordinate, manage and act as liaison between the Ontario Heritage Trustand the participating community/community cluster. The name and contact information of the lead contact may be made available by the Trustto other organizers, stakeholders or members of the media for the purposes of supporting or promoting Doors Open Ontario. Thecommittee determines the date(s) of their community Doors Open event, and the hours that sites will be open. Eventstypically run for a single day or twodays during a weekend, with sites open from 10 a.m. to 4 p.m. Doors Open Ontario is a program of the Ontario Heritage TrustPage 4of 16 Page 44 of 75 5.c) Shawn Binns, Director, Recreation & Community Services,... April 16,2016and October 23,2016 Events must be held between.Spreading Doors Open Ontario events over a six-month season allows your community to choose the most appropriate date for your region. 3.2Selecting properties The range of suitable Doors Open Ontario heritage sites includes: commercial buildings, places of worship, cemeteries, inns, schools, factories, theatres, boats, gardens, museums, fire halls, railway stations, lighthouses, sports complexes, observation towers, private galleries, civic buildings, lookouts, jails, industrial sites and private homes. Event coordinators are also encouraged to incorporate natural heritage sites and trail systems into their events, where possible. The 2016 theme of medical science and innovation will emphasize medical sites and sites associated with medical heritage to recognize and interpret significant people, places and events highlighting Ontario’s contributions to medical science and innovation. Potential Doors Open sites can include places that tell the story of medical science innovators, leaders and educators;discoveries and inventions relatedto pharmaceuticals, apparatus and procedures, development of public health care policy and legislation, professional associations and advocacy groups. When a theme is implemented, it will influence the types of sites chosen. It is the responsibility of the local organizing committees to identify appropriate properties and establish contact with their owners. To help with future site selection and planning, listed beloware the interpretive themes for Doors Open Ontario for the next threeyears: YearInterpretive themeKey commemorations th 2016 Medical science and 50anniversary of universal health insurance innovationin Ontario 2017 Identity: Knowing Canada’s sesquicentennial ourselves th Trust’s 50anniversary th 2018 Equality and a fair society100anniversary of the end of the First World War Women’s suffrage To facilitate a greater number of multi-site visits per participant, wheneverpossible, three or more sites should be clustered together within walking distance or a short driving distance. A property may have a disappointing visitor turnout if it is difficult to find, isisolatedor is a long distance from most of the other participating sites. Doors Open Ontario is a program of the Ontario Heritage TrustPage 5of 16 Page 45 of 75 5.c) Shawn Binns, Director, Recreation & Community Services,... 3.3Developing events/activities/exhibits Doors Open Ontario is an ideal vehicle for organizing special events or activities in your community. Organizers might want to consider guided walks and tours, concerts, exhibitions, book readings, craft displays, lectures or talks, re-enactments and special children’s activities. Guided walks and tours are popular. Organizers may use them to illustrate the work of an architect, aspecial period in time orthehistory of a district. Properties can also be used as the setting for a historical lecture, art exhibition or musical concert. Re- enactments also attract crowds –consider recreating a famous battle, sporting event or court case that occurred at a property. 3.4Interpreting properties Visitors must receive information about the historical, cultural, natural or architectural significance of all participating Doors Open Ontario properties. Information may be provided by any convenient means such as flyers, interpretive panels, multimedia shows, lectures, exhibitions and informal tours or through discussions with the volunteers. Photocopies of existing information brochures or handouts may be sufficient. The Trustprovides a template for a basic Property Interpretation Flyeras part of the resource materials available to participating communities. 4.Managing your event 4.1Staff/volunteers Community organizing committees are responsible for ensuring that each property provides sufficient volunteers and/or staff at each open site to manage visitors adequately. Volunteers and/or staff: ensure public safety (crowd and queue control) provide information to the public (direct visitors to entryways, exits and washrooms; answer questions; provide directions to other Doors Open sites in the community;etc.) guide tours and provide interpretive materials/experiences protect the site (act as security attendants –security attendants should not be responsible for providing public information as it distracts their attention) ensure that each site is identifiable from the street through highly visible signs The Trustprovides a detailed tip sheet offering suggestions for Recruiting and Managing Volunteersas part of the resource materials available to participating communities. Doors Open Ontario is a program of the Ontario Heritage TrustPage 6of 16 Page 46 of 75 5.c) Shawn Binns, Director, Recreation & Community Services,... 4.2Visitors The number of visitors each property attracts varies greatly. Properties/events near other Doors Open activities will attract more visitors than isolated properties. Weather andother unforeseen circumstances can also have an impact on visitor turnout. Well-timed dissemination of promotional information to area residents and media is critical to raising local/regional awareness of your event. During your event, it is also important to post signs that indicate the locations of Doors Open properties to visitors. Highly visible directional signs are useful for ensuringthat visitors know how to get to the properties.The yellow Doors Open Ontario signs –providedby the Ontario Heritage Trust –can be used to fulfil these objectives. A representativeat each property should develop a method of tracking the number of Attendance figures need to be recorded for submission to the visitors to the site. organizing committee . The organizingcommittee is required to include these numbers in the evaluation form that must be submitted to the Trustwithin one monthof the end of their event.Providing final visitor numbers to the Trust is an essential step invalidating the success of the program and demonstratingthe need for future funding. The Trusttip sheets–Developing a Promotion and Publicity Plan,Participating in Doors Open Ontario –A Site Organizer’s Guideand Helpful Hints –101 Pieces of Advice from Past Events (a compilation of tips from community organizers)–provide suggestions to boost visitor turnout. These tip sheets are included in the resource materials available through the Doors OpenOntario website. 4.3Finances and funding 4.3.1Budgeting Doors Open Ontario communities will require their own event management plan and strategy. Organizing committees should set a budget, identify required resources and secure funding or sponsors to cover community costs. Event management strategies will vary depending on the size of the community event, but some basic budget components to consider are outlined below. Participating communities/community clusters are required to pay a registration $1,695 fee of ($1,500 + HST)to demonstrate their commitment to the Doors Open Ontario initiative. Registered communities will be able to take advantage of the Trust’s provincewidepromotional campaign, including: advertising, representation in the English and French versions of the Doors Open Ontario brochureand on the Doors Open Ontario website, media coverage and Doors Open Ontario property identification signs. (SeeSection 6for specifics.) The December 18, 2015 deadline for registration and payment of the fee is . The organizing committee assumes responsibility for all community event-related expenses –although costs may be shared between partners and sites. Expenses might be incurred for items such as: brochures and maps listing all sites, Doors Open Ontario is a program of the Ontario Heritage TrustPage 7of 16 Page 47 of 75 5.c) Shawn Binns, Director, Recreation & Community Services,... interpretive materials, local launch events, volunteer/staffing, cleaning, local marketing and promotion and the rental of portable washrooms or access barriers. free Admission to the main attraction at each participating property must be to the public. Sites that normally open free of charge should either open an additional part of the property or arrange a special activity.Additional programming components can be offered for a fee. This might include special lectures or readings, sale of merchandise and refreshments or fundraising events for the restoration of a building. 4.3.2Sponsorship Participating communities may seek sponsorship to assist with the coordination, promotion or implementation of their community event. Sponsorship of community Doors Open Ontario events couldinclude services-in-kind, media coverage, financial support, or other resources,as required. Local sponsors of community Doors Open Ontario events may be recognized in community materials/events/products, including: community launch event community map/brochure listing sites interpretive flyers/brochures local site signs promotional items or products (T-shirts, posters, tote-bags) community website or page on other regional/community website advertising in community newspapers and other print media advertising in community broadcast media (radio/television) acknowledgment in releases to area media outlets The Ontario Heritage Trustsecures sponsorship for the provincial program. Provincial sponsors will be acknowledged in the Trust’s provincewidemarketing and promotional materials, including the Doors Open Ontario brochureand Doors Open Ontario website. Local community sponsors can also be recognized on a community’s event page on the Doors Open Ontario website. 4.3.3Funding opportunities Given the growing public interest in architecture, culture and heritage, Doors Open Ontario is designed to maximize regional tourism opportunities and encourage Ontarians and visitors to travel and experience heritage tours and events throughout the province. Doors Open Ontario events provide opportunities to build new community cultural and heritage tourism opportunities, products and packages. It also assists participating communities in attracting visitors. Because of this, some community events mayqualify for funding support from government agencies or departments. Organizing committees may wishto applyto one or more of these granting bodies for funding support. Doors Open Ontario is a program of the Ontario Heritage TrustPage 8of 16 Page 48 of 75 5.c) Shawn Binns, Director, Recreation & Community Services,... The Trustprovides a tip sheet listing Potential Funding Sources for Community DoorsOpen Ontario Eventsas part of the resource materials available to participating communities. 4.4Promotion and publicity Organizing committees should develop a Promotion and Publicity Plan for their community event. It should facilitate decisions and ensure that everyone in your organization is working together to achieve the same goals. In addition, a good plan will ensure that your Doors Open event reflects a positive community image. As part of the resource materials available to participating communities, the Trust provides a tip sheet for developing a Promotion and Publicity Planas well as a template for writing a Media Releasefor Doors Open Ontario community events. The Trustalso provides electronic versions of its own logo for use in local promotional materials. As part of the Trust’s provincewideDoors Open Ontario Promotion and Publicity Plan, each participating community/community cluster will have their local event promoted in the English and French versionsof the Doors Open brochureand on the Doors Open Ontario website. These high-quality marketing tactics are designed to promote the overall program and create brand recognition of Doors Open Ontario across the province. (See Section 6for more details about the role of the Ontario Heritage Trustin provincewidepromotion, media relations and branding of the Doors Open Ontario program.) must Acknowledgement of Doors Open Ontario and the Ontario Heritage Trust’s support be included in all community marketing and promotional materials, including any Doors Open Ontario-related websites/pages and the community map/brochure of participating sites. The Ontario Heritage Trustlogo must be displayed in a prominent position on all materials produced. The logo must be at a minimum height of¾ of an inch. Alternatively, you may list Doors Open Ontario and the Ontario Heritage Trustas supporting partners on the main/cover pages of all materials. The Doors Open Ontario website URL must (www.doorsopenontario.on.ca)also be promoted in all community marketing and promotional materials. 4.5Health, safety and security Each participating Doors Open Ontario site must ensure that health, safety and security issues are addressed in accordance with legal requirements.Public safety and security are of utmost importance. Doors Open organizing committees should confirm and discuss this requirement with each site prior to the event. In opening any property to the public, the possibility that personal injury, safety, theft, loss or damage may occur must be considered. Each site must take measures to protect personal belongings, collections or the property itself from theft or vandalism. Sites should be equipped to provide the following: barrier-free access wherever possible (full or partial access) Doors Open Ontario is a program of the Ontario Heritage TrustPage 9of 16 Page 49 of 75 5.c) Shawn Binns, Director, Recreation & Community Services,... information about nearby parking (either street or lot parking) a procedure for crowd control and line-ups (barricades, marked entry/exit, etc.) information about washroom availability (on or adjacent to the site) security against theft/destruction of property (attendants, cameras, cordoned off areas, etc.) health and safety provisions (first aid, fire exits, etc.) The Ontario Heritage Trustwill not assume responsibility for any accidents, injuries, loss or theft of items that occur during community Doors Open Ontario events. The Trustoffers suggestions concerning safety and security issues for Doors Open Ontario community events in the Site Organizer’s Guidetip sheet provided in the resource materials available to participating communities. 4.6Public liability and property insurance Each community organizing committee must ensure that all participating sites and properties have adequate public liability and property insurance. There are, however, no consistent approaches across the province due to the diverse range of organizations, levels of government and volunteers involved in managing Doors Open Ontario community events. For community Doors Open events that are led by a municipality, the public liability insurance held by these bodies may cover the participating sites. Communitieswill need to verify the coverage provided by their lead organization, and if none is provided, additional coverage may need to be obtained. Consult your insurance carrier. Some participating sites, such as commercial, federal, provincial and municipal buildings, may have their own public liability insurance if they are normally open to the public. In addition, each participating site must ensure that they have adequate property insurance to open their site to the public. The onus is on the property owner to verify whether their existing insurance coverage is adequate, or whether they will require additional coverage. As circumstances may vary from carrier to carrier, it is important that each site worksdirectly with their insurance provider to determine whether adequate coverage is in place. Some Doors Open Ontario committees ask each of the sites participating in their event to sign an agreement confirming that the site is insured for public liability, damage and theft and that committee members will not assume any responsibility for any accidents, injuries, damage or loss that may occur during their Doors Open Ontario community event. 4.7Building tourism partnerships Organizing committees from participating communities should be willing to partner with community tourism operators to provide new tourism products and packages. Examples of potential package items include: overnight accommodation and meals Doors Open Ontario is a program of the Ontario Heritage TrustPage 10of 16 Page 50 of 75 5.c) Shawn Binns, Director, Recreation & Community Services,... entertainment (shows, concerts, amusement parks, guided tours, etc.) transport (cruises, train tours, helicopter rides, etc.) outdoor activities (horseback riding, canoeing, hiking, rock climbing, etc.) local sites and events (festivals, markets, galleries, museums, etc.) 5. Evaluating your event The first step toward building on the success of the Doors Open Ontario program at both the provincial and community level is to evaluate it. Good information on performance is important to any program, particularly those in a nichearea –such as heritage tourism. In the Community Resource materials, the Trustprovides each participating community with a series of evaluation forms to facilitate analysis of local events. These include: Visitor Survey –an evaluation of a visitor’s Doors Open Ontario experience Site Organizer’s Evaluation Form –an evaluation of a site organizer’s experience of participating in a Doors Open Ontario event Community Organizer’s Evaluation Form –an evaluation of a community organizing committee’s experience of participating in Doors Open Ontario and working with the Ontario Heritage Trust The Trustprovides templates for the evaluation forms as part of the resource materials available to participating communities. Organizing committees are responsible for one month submitting the Community Organizer’s Evaluation Formto the Trustwithin ofthe conclusion of their event. 6.Role of the Ontario Heritage Trust The Ontario Heritage Trustco-ordinates the provincewideprogram and works with corporate sponsors, heritage and tourism groups, the media (print, television and radio) and other funding organizations to provide participating Doors Open Ontario communities with the following: overall program co-ordination and administration provincewidepromotion, media relations and branding (see details in Section 6.1 below) community resource materials, including tip sheets on topics such as recruiting and managing volunteers, securing sponsorship and funding, developing a promotion and publicity plan, and managing health, safety and security issues; as well as templates for property interpretation materials, media releases, visitor surveys and site organizer’s evaluation forms colourful bilingual Doors Open Ontario property identification signsfor each participating site regional information sessions across the province involving key regional/community stakeholders, property owners and partners (as required) French translation of community event information for the Doors Open Ontario lure brochure, website and other provincial marketing materials Doors Open Ontario is a program of the Ontario Heritage TrustPage 11of 16 Page 51 of 75 5.c) Shawn Binns, Director, Recreation & Community Services,... 6.1Provincewidepromotion, media relations and branding Promotion in the Doors Open Ontario brochure Each participating community/community cluster will have their local event promoted in the Doors Open Ontario lure brochure. The brochure, produced in English and French, is designed as a tourism “lure” pieceto raise the profile of the program and direct readers to the Doors Open Ontario website for more detailed information about each eventand participating sites.Each participating community will have its event name, one photo date and featured in the brochure–so choose your photo carefully! Your chosen photoshould be estheticallypleasing and representative of your community or thespecific theme that you have chosen for yourevent.People may decide whether to visit your event basedon thisphoto alone, so it is best to feature an image that will prompt an immediate interest or resonate with readers for its beauty. Since the selected image will also be featured as the background image for your event page on the Doors Open Ontario website, itis also important that it be a high-resolution file (at least 300 dpi) with a landscape (horizontal)orientation –i.e., its width should be greater than its height. In 2016, the Trustestimates that approximately 1.3million printed units, composed of brochures and other hardcopy promotional materials,will be printed and distributed throughout Ontario, Canada and abroad. The majority of these unitswill be distributed as inserts in local newspapers within participating communities. Other distribution outlets will include1-800-ONTARIO call centres, Ontario Travel Information Centres, Government Information Centres, community outletsandsponsor/partner venues. Community organizers must submit their chosenimagefor the brochure to the Trust by January 29,2016 . All images must be submitted through the Doors Open Ontario website usingthe username and password provided following your registration. Doors Open Ontario website (www.doorsopenontario.on.ca) Each community/community cluster will be givenan event page on the Doors Open Ontario website that features a full listing of participating sites. Your Doors Open Ontario event page is a critical resource for your event, as it will be the first –and, in some cases, the only –place that prospective visitors go to collect detailed information about your event. Yourevent page will contain theevent date, general contact information, background information about your community, instructions on how someone can become a volunteer and,most importantly, a listing for each participating site that includes the site name and address, the dates and hours it will be open, a photo gallery, a map and a written description of the site’s significance. All site listings must be completed online and submitted via the Doors Open Ontario Site Listing Form website. Registered community organizers will have access to the through their login to the website.The Ontario Heritage Trust reserves the right to edit the submitted information for content, styleand length. The Trust assumes no liability for errors or omissions. Photos associated with each site must also be submitted via the Doors Open Ontario is a program of the Ontario Heritage TrustPage 12of 16 Page 52 of 75 5.c) Shawn Binns, Director, Recreation & Community Services,... website(captions can be submitted by email under separate cover). Community organizers can submit as many photos as they wishfor any given site, but a primary image must be identified. These photos will be used to compilea slideshowfor each site, with the primary image appearing as the default image next to the site description. The first10 site submissionsfor your event–including full site descriptions and photos– February 26,2016 must be completed by . This deadline will ensure that all participating events are well represented on the website whenthe season launches and Doors Open Ontario promotional products aredistributed in April 2016.Community organizers can one month continue to submit new site listings for additional sites up toprior to their event. It is strongly recommended that community organizers submit listings via the Doors all Open Ontario website for participating sites. If certain sites are not included on the Doors Open Ontario website, prospective visitors will not gain an accurate impression of the associated event. Available in English and French, the Doors Open Ontario website is an importanttool for promoting the program across Ontario, Canada and abroad. During the 2015 season, there were nearly158,000 visitors to the Doors Open Ontario website, representing over 555,000 page views. Media relations The Trustwill develop and implement an integrated media plan promoting Doors Open Ontario events. Over the past 14years,DoorsOpen Ontario has garnered extensive media coverage (print, internet and broadcast) throughout the province. Last year’s coverage included 850 print and broadcast news stories, with an audience of over 20million and a publicity value of nearly $760,000. Site signs Colourful bilingual property identification signsin both English and French will be provided to each community. These signs will draw attention to each site’s participation in the program and aid in brand recognition of Doors Open Ontario.You will be contacted by a Trust representative in March 2016to determine how many signs you will require for your event.Signs are ordered online through the Doors Open Ontario website only. The Trust orders signs for the season based on totals sent by each community, so select the numbers of signs you’ll need wisely. 7. Event cancellation If an event has to be cancelled due to unforeseen or unavoidable circumstances, local event organizers will assume all responsibility for notifying the public, negotiating unfulfilled contracts and providing reimbursements,where necessary. If the cancellation occurs later than March 1, 2016(after the Doors Open Ontario brochure has been sent to print), there will be no refund of the registration fee. If an event is in danger of being Doors Open Ontario is a program of the Ontario Heritage TrustPage 13of 16 Page 53 of 75 5.c) Shawn Binns, Director, Recreation & Community Services,... cancelled, it is highly recommended that it be scaled back in size rather than cancelled completely. Significant efforts should always be made to avoid cancellation, as it is impossible to notify all prospective visitorsadequately.Event organizers should contact an Ontario Heritage Trust representative to discuss options prior to cancelling an event. The Trust would be pleased to discuss with communities the estimated financial value of its Doors Open Ontario program coordination, marketing and related services that support each community event. Doors Open Ontario is a program of the Ontario Heritage TrustPage 14of 16 Page 54 of 75 5.c) Shawn Binns, Director, Recreation & Community Services,... 8.Submission requirements and deadlines Registration form and registration fee A completed Registration form must be received by the Trustwith payment of the $1,695December 18,2015(Email, fax or mailtheform –signature registration fee by . required) Doors Open Ontario featured event photo Theimage you have chosen to appear in the Doors Open Ontario brochure and as the background imagefor your Doors Open Ontario website event page must besubmitted January 29,2016(Submissions must be completed via the Doors Open Ontario by . website.) Site listing form (first 10 sites) each of your first 10 sites An online site listing form for must be completed and February 26,2016(All submitted by .At least one image for each site must be included. contentmust be completed via the Doors Open Ontario website.) Supplementary event/community information Each community is also required to submit supplementary event information by February 26,2016 . This information should be broken down into three separate categories:General information, Community information,and how someone can Become a volunteer.Note: Communities can change/update this information at any point during the season, up to one month prior to their event. Site listing form (all remaining sites) alladditional sites Site listing formsfor participating in your event maybe submitted one month via the Doors Open Ontario website up to prior to your event. At least one (All content must be completed via the Doors image for each site must be included. Open Ontario website.) Community Organizer’s Evaluation Form A completed Community Organizer’s Evaluation Form must be submitted to the Trust one month within of the conclusion of your event. Additional information–such as media clippings, photographs, copies of promotional material,and copies of visitor or Email, fax or mail theform site organizer’s surveys –may be included with this form. () Ordering signsand brochures You will be contacted by a Trust representative in March 2016to determine how many signs and brochures you will require for your event.(See the section on Site signs at section 6 above.) Doors Open Ontario is a program of the Ontario Heritage TrustPage 15of 16 Page 55 of 75 5.c) Shawn Binns, Director, Recreation & Community Services,... 9.Contact information Doors Open Ontario Ontario Heritage Trust 10 Adelaide Street East Toronto, OntarioM5C 1J3 Telephone: 416-325-5000 Fax: 416-325-5071 Email: doorsopenontario@heritagetrust.on.ca Website: www.doorsopenontario.on.ca Please note: Information provided in the online community Resource Centre is password protected. Registration form To obtain a password, communities must complete a and submit it with payment of the $1,695 registration fee by December 18,2015. Registered participants will receive their user login and password information by the end of the first week of January 2016, after which time they will be able to access the online Resource Centre at www.doorsopenontario.on.ca. Doors Open Ontario is a program of the Ontario Heritage TrustPage 16of 16 Page 56 of 75 Print form 5.c) Shawn Binns, Director, Recreation & Community Services,... Doors Open Ontario 2016 Registration form By signing this registration form, I confirm the Organizing Committee for our community/cluster has reviewed Information and Guidelines 2016 the Doors Open Ontario document and wishes to hold a Doors Open $1,695 registration fee Ontario event in 2016. I/we have enclosed payment of the ($1,500 + HST) to demonstrate our commitment to the Doors Open Ontario initiative. I/we confirm that our event will conform to the entry criteria and requirements of the program, including acknowledging Doors Open Ontario and the Ontario Heritage Trust as a supporting partner in all event marketing materials. I/we agree to ensure all required information is submitted by the deadlines stipulated. I/we will also ensure that each property involved in the event is covered by an adequate amount of public liability and property insurance. I/we agree that the Ontario Heritage Trust will not be held responsible for any property damage or public liability claims associated with our Doors Open Ontario event. Please note: This document can be filled out onscreen and printed. Community/Cluster name (This is the event name that will appear on the Doors Open Ontario website and in other Trust marketing products.) Date of event Lead contact (will be shared with Last name First name the public) Title (will be shared with the public on request) Organization (will be shared with the public on request) Lead contact address not (will be Mailing address shared with the public) City/Town Postal code Telephone number (will be shared with the public on request) Email (will be shared with the public on request) Secondary contact (will be kept Last name First name private) Secondary contact email (will be kept private) Key contact information for the lead contact (name, title, organization, telephone and email) will be shared with the general public when requested. By submitting this document, I agree that the lead contact will act as the liaison between the Trust and our community/community cluster. My name and contact information may be made available by the Trust to other organizers, individuals from the community looking for additional program information or members of the media. SignedDated Please complete, print and sign the registration form and mail with payment of the $1,695 registration fee to December 18, 2015 the Ontario Heritage Trust no later than . Make cheque payable to Ontario Heritage Trust. Ontario Heritage Trust | 10 Adelaide Street East | Toronto, Ontario M5C 1J3 Telephone: 416-314-3586 | Fax: 416-325-5071 | Email: doorsopenontario@heritagetrust.on.ca Page 57 of 75 www.heritagetrust.on.ca | www.doorsopenontario.on.ca | @ONheritage | #DOontario 5.d) Shawn Binns, Director, Recreation & Community Services,... Page 58 of 75 5.d) Shawn Binns, Director, Recreation & Community Services,... Page 59 of 75 5.d) Shawn Binns, Director, Recreation & Community Services,... Page 60 of 75 5.d) Shawn Binns, Director, Recreation & Community Services,... Page 61 of 75 5.d) Shawn Binns, Director, Recreation & Community Services,... Page 62 of 75 5.d) Shawn Binns, Director, Recreation & Community Services,... Page 63 of 75 5.d) Shawn Binns, Director, Recreation & Community Services,... Page 64 of 75 5.d) Shawn Binns, Director, Recreation & Community Services,... Page 65 of 75 5.d) Shawn Binns, Director, Recreation & Community Services,... Page 66 of 75 5.d) Shawn Binns, Director, Recreation & Community Services,... Page 67 of 75 5.d) Shawn Binns, Director, Recreation & Community Services,... Page 68 of 75 5.d) Shawn Binns, Director, Recreation & Community Services,... Page 69 of 75 5.d) Shawn Binns, Director, Recreation & Community Services,... Page 70 of 75 5.d) Shawn Binns, Director, Recreation & Community Services,... Page 71 of 75 5.d) Shawn Binns, Director, Recreation & Community Services,... Page 72 of 75 5.d) Shawn Binns, Director, Recreation & Community Services,... Page 73 of 75 6.a) Mayor H.S. Hughes re: Historical Items. Page 74 of 75 6.b) Councillor Jermey re: Recognition Correspondence. Page 75 of 75