Community Development Committee Agenda

for the meeting to be held on Tuesday, September 16th, 2014 in the Council Chambers from 4-5pm

1) DECLARATION OF PECUNIARY/CONFLICT OF INTEREST AND GENERAL NATURE

THEREOF - now or anytime during the meeting 2) REGISTRATION OF PUBLIC WISHING TO SPEAK – with the secretary

3) PLEASE TURN OFF ALL CELL PHONES AND PAGERS

4) If there is an addendum, in accordance with Section 15.2.4 (of Striking Report) does the

committee wish to approve this addendum?

TO BE DISCUSSED 125388 Received from Jasmin Ralph, Economic Development Coordinator

Addressed to Community Development Committee Date September 2, 2014 Topic 2015 Community Development Budget SUMMARY Draft 2015 Community Development Committee Budget is attached for discussion COMMENT The following are items that have been modified in the budget from 2014: General Budget 2014 Proposed 2015 Refresh of the Municipal Website $3,000 $0 Downtown Initiatives Retail Recruitment $7,000 $2,856 Façade Improvement Program $13,000 $20,600 Tourism Initiatives Rent for Chamber of Commerce $20,000 $18,500 TODS Signage $306 $400 Social Media Awareness Campaign $0 $1,200 The major proposed change to the 2015 Community Development Committee Budget is the change to the Façade Improvement Fund for 2015. Based on the decision made by the Community Development Committee in May 2014 (Item #125256) to top up the Façade Improvement Program funding levels, the 2015 budget line was modified to reflect that change and return funding levels to 2011 amounts. The additional funding in 2014 has been completely utilized at this date. In order to make up for a portion of the shortfall, the retail recruitment budget has been reduced by $4,500.

The Tourism Initiatives Budget has two proposed changes, a small increase to the TODS signage rental, and an addition of $1,200 for a Social Media Awareness campaign regarding the tourism assets in Town. The rent for the Chamber of Commerce space was reduced by

Community Development Committee – September 16th, 2014 – Page 2

$1,500 due to the sub-lease of space pursuant to Item #124457 from the October 8th, 2013 meeting of the Community Development Committee. The Community Development Committee's excess Industrial Park Sign capital fund current balance is: $26,986. Projects that still remain connected to this fund but have not been withdrawn include additional Site Certified Program expenses including a Stage 2 Archaeological Assessment and an Environmental Site Assessment; as well as the hotel feasibility study expense of $1,500.

RECOMMENDATION THAT the Community Development Committee Budget be accepted and forwarded to sub-committees for the development of work plans. Bring Forward. COMMITTEE DECISION

125389 Received from Ralph Shaw

Addressed to Community Development Committee Date September 2nd, 2014 Topic Carleton Place P10 High Resolution LED Digital Billboard Proposal SUMMARY Ralph Shaw, with Ambrotek Corporation has submitted the attached proposal to the Town to replace the community organization signs with advertising billboards. COMMENT The proposal details plans to install billboard signs at four locations:

• Townline Road near Bytown Lumber • Townline Road near St. Gregory’s Elementary School • Franktown Road near Nelson Street • McNeely Avenue and Highway 7

Based on the proposal, the Town would be required to provide a 10 year lease on the four proposed locations, renewable for an additional 20 years. The Town would receive 10% of air time per month for providing the sites. Other content would include advertisements, welcoming messages, and other information. Data could be collected from the signs, including an accurate count of cars, bikes and people that pass the billboard, with time stamps. This information would be provided to the Town. STAFF RECOMMENDATION THAT the proponents approach the effected community organizations to gain support. Bring Forward. COMMITTEE DECISION

Community Development Committee – September 16th, 2014 – Page 3

125390 Received from Jasmin Ralph, Economic Development Coordinator Addressed to Community Development Committee Date September 3rd, 2014 Topic Action Reports

SUMMARY Action Reports from Sub-Committees attached.

Tourism Initiatives Noteworthy 125362 125363 125364 (See Note)

Community Programming Initiatives No Report Community Enrichment Grants No Report 125383

125384 Downtown Initiatives No Report Industrial Initiatives No Report Auditorium Committee No Report Canada Day No Report

Post meeting note regarding the following decision on item 125364: After review with the Treasurer and Communications Coordinator it has become evident that due to the nature of the fund (i.e. ongoing maintenance) there will be a need for the remaining funds to December 2014 and the funds should not be repurposed. STAFF RECOMMENDATION THAT the plaque for the International Cairn project be funded out of the Community Development Committee remaining capital budget for Industrial Park Signs; and THAT Committee endorse the remainder of Committee’s decisions. COMMITTEE DECISION

Item Description 2014 Total 2015 Proposed

1. Staffing and Administration $141,240 - Promotions and Economic Development staff salary and benefits $141,240 $141,240

$18,000 – Community Grants

$30,000 – Total Funding

$20,000 – Total $4,500 – Recreation Guide

$5,740 – General Advertising

$7,000 – Organization, promotion, promotional items

($7,000) – Fundraising and cost recovery

8. Promotional Items $5,000 – Carleton Place bags, postcards, pens that are distributed for events $5,000 5,000

9. Sister City Initiative is self-funded $0 $010. CP Town Hall Website Refresh of municipal website $3,000 $0TOTAL $223,449 220,449.00

Item 2014 Description 2013 Total 2014 Proposed Business Carleton Place Site hosting $1,000 Profile generator: $1,695Data: $1,200Google map: $295Full Mobile browsing that displays profile generator pages: $500

$4,690 $4,690

$1,500 - Economic Development events/Meetings $1,500 $1,500

TOTAL $11,000 $11,000

Item 2013 Description 2014 Total 2015 Proposed1. BIA $13,300 – Grant in lieu of taxes $13,300 $13,300

($3,000) – Contribution from BIA $10,000 – Total $2,500 – Staffing costs for summer student BIA $3,000 – Printing retail recruitment packages $4,500 – Advertising in local entrepreneurial magazines

3. Façade Improvement $13,000 - Façade improvement program $13,000 $20,600 4. Murals $10,000 – Mural Painting $10,000 $10,000

TOTAL $43,300 $46,756

$20,000

$24,209

$0

$3,000

$1,810

$3,000

$1,810

Industrial Initiatives

3. Canada Day $20,000 ($10,000) – Fundraising

4. Community Advertising $24,209 $10,000 – Municipal Matters

$4,500 – Annual Review

7. Wine’d Around Downtown

$2,000 - People First

Promotions and Economic Development Proposed 2015 Budget - DRAFT

2. Community Enrichment Grants $30,000 $10,000 – Waiving rental fees

$30,000

$0

Industrial Initiatives $3000 - Trade shows - Advanced Manufacturing Sector team and attendance at tradeshows - To be leveraged with EDOP

$1,810 - Advertising and Promotion

Downtown Initiatives

$2,856

$0

2. Retail Recruitment and Attraction $7,000

$2,625 – Fund for waiving building fees 5. Waive Fees $0

Item 2013 Description 2014 Total 2015 Proposed$19,880 – Hosting of information center and special events

$4,500 – Information/Visitor guide development and coordination$3,500 – Information/Visitor guide distribution$500 – Information/Visitor guide postage$2,500 – external communication including Lanark County Tourism, OHTO $600 – Tourism group membership fees, includes Lanark County, OHTO, Ottawa Tourism

2. Rent for Chamber of Commerce $20,000 - Rent for Chamber of Commerce at Coleman Street location $20,000 $18,500

$600 – Rent for sign on Highway 7$400 TODS (2014 - $306)

$3,400 – Replacement and repair for existing signs

Contribution toward Booth rental at travel and vacation show with LCT lead

Information presence at Carleton Place Spring Home Show, Bridge Street Bazaar and Lambs Down Park, presence at events in surrounding communities

5. CP Bags $2,500 – CP Bags solely for tourism use, to be used to promote Carleton Place among visitors $0 $0

6. Digital Marketing Activities Digitial Marketing Activities $1,000 $1,000

$250 – Beckwith Beaver$800 – Festival and Events Guide$175 – Mississippi Bells $775 – Print materials

9. Tourism Photos $250 – Building image bank of tourism photos (2015 included in 'Social Media') $250 $0

10. Social Media Awareness CampaignPromotion of local tourism assets ("Did you Know" Campaign) $0 $1,200

$64,036 $63,580

Grand total $341,785 $341,785

Tourism Initiatives

1. Grant – Chamber of Commerce $33,480 $33,480

$2,000 – Tourism Center Operating Costs

The Community Development Committee's excess Industrial Park Sign capital fund current balance is: $26,986 . Projects that still remain connected to this fund include the Site Certified Program expenses as well as the hotel feasibility study expense of $1,500.

3. Sign Maintenance $4,306 $4,400

4. Consumer Shows and event presence $3,000 $3,000

8. Advertising $2,000 $2,000

TOTAL

Present: Mayor LeBlanc, Jackie Kavanagh, Cathie McOrmond, Councillor Strike, Petra Graber, Ina Jackson, Marie White, MJ Lancaster, Robyn Arsenault, Jennifer Irwin 125360 Received from Communications Coordinator

Addressed to Tourism Sub-Committee Date September 2, 2014 Topic Upcoming Events

SUMMARY Opportunity for committee members to report on status of upcoming events. See attached file. STAFF RECOMMENDATION For Information Purposes. Bring Forward COMMITTEE DECISION For Information Purposes. Bring Forward

125361 Received from Communications Coordinator

Addressed to Tourism Sub-Committee Date September 2, 2014 Topic LCT Signage Partnership

SUMMARY Lanark County Tourism proposed a tourism signage partnership at the beginning of 2014. The Committee decided that to set aside $250 from the advertising budget line to partner on production in 2014. There is consideration for the remainder of the purchase will be requested in 2015 (Item #125040) Since the initial consideration the focus has moved away from the ‘Top 10 Attractions’ concept to that of an outdoor kiosk/information centre with maps, brochures and guides. The Committee expressed an interest in ordering additional signs for other locations around Town. There is currently $500 in the Social Media/TODS budget line that was not used in 2014. The first two years of the downtown TODS contract were paid for upfront meaning no payment was required this year. The Committee can repurpose this $500 to cover cost of sign installation and/or additional location signage. There is $500 also remaining in the Consumer Show budget line. Interested groups/locations can be approached for cost sharing partnership in 2015 to expand the availability of these signs. STAFF RECOMMENDATION THAT the Committee repurpose $500 from the Social Media/TODS budget line and $500 from Consumer Shows to assist with installation costs and the ordering of additional signage for the Information Centre, Market Square and Museum.

Tourism Sub-Committee Agenda

Held in the Morris Room Tuesday, September 2nd, 2014, at 9:00am

COMMITTEE DECISION THAT the Committee repurpose $500 from the Social Media/TODS budget line and $500 from Consumer Shows to assist with installation costs and the ordering of additional signage for the Information Centre, Market Square and Museum.

125362 Received from Communications Coordinator

Addressed to Tourism Sub-Committee Date September 2, 2014 Topic Committee Direction 2015

SUMMARY The Carleton Place Tourism Sub-Committee is comprised of a variety of invested stakeholders within the tourism sector of Town. In the past it has been the focus of the Committee to provide both internal and external tourism support to residents and visitors through a variety of means including the Annual Information Guide, attendance at local and external trade shows, through online communications and through print advertising. In 2015, the goals of the Committee will be:

• to continue the production and dissemination of the Information Guide • continue to collaborate on the promotion of local festivals/events/assets

both internally and externally • Expansion of the outdoor information kiosk availability through

partnership with local assets/groups • ‘Development’ of a weekend long festival expanding on the popular ‘Free

Comic Book Day’ event with different community groups/organizations planning different activities to compliment the BIA event.

• expand online communications including: Redevelopment of the Visitor Tab on the carletonplace.ca site ‘Did You Know’ Awareness Facebook Campaign of local tourism

assets STAFF RECOMMENDATION That the Committee focus on the following goals in 2015:

• to continue the production and dissemination of the Information Guide • continue to collaborate on the promotion of local festivals/events/assets

both internally and externally • Expansion of the outdoor information kiosk availability through

partnership with local assets/groups • ‘Development’ of a weekend long festival expanding on the popular ‘Free

Comic Book Day’ event with different community groups/organizations planning different activities to compliment the BIA event.

• expand online communications including: Redevelopment of the Visitor Tab on the carletonplace.ca site ‘Did You Know’ Awareness Facebook Campaign of local tourism

assets

COMMITTEE DECISION That the Committee focus on the following goals in 2015:

• to continue the production and dissemination of the Information Guide • continue to collaborate on the promotion of local festivals/events/assets

both internally and externally • Expansion of the outdoor information kiosk availability through

partnership with local assets/groups • ‘Development’ of a weekend long festival expanding on the popular ‘Free

Comic Book Day’ event with different community groups/organizations planning different activities to compliment the BIA event.

• Expansion of promotion of waterfront, fitting with the “Meet me on the Mississippi” theme

• Expand online communications including: Redevelopment of the Visitor Tab on the carletonplace.ca site ‘Did You Know’ Awareness Facebook Campaign of local tourism

assets 125363 Received from Communications Coordinator

Addressed to Tourism Sub-Committee Date September 2, 2014 Topic Committee Budget 2015

SUMMARY See attached document ‘Tourism Initiatives 2015 Budget Submission’ for a line by line listing of funds being requested for the Tourism Sub-Committee during the 2015 Annual Budget Consideration Discussion. STAFF RECOMMENDATION THAT the Committee approve and submit the attached 2015 Budget for submission in the 2015 Budget deliberation.

COMMITTEE DECISION THAT the Committee approve and submit the attached 2015 Budget for submission in the 2015 Budget deliberation.

125364 Received from Communications Coordinator

Addressed to Tourism Sub-Committee Date September 2, 2014 Topic LCT Festival and Events Guide

SUMMARY In past years Carleton Place has reserved the back cover of the Lanark County Festival and Events Guide at a cost of $1600. STAFF RECOMMENDATION THAT the Committee allocate the remainder of the 2014 advertising budget line to securing the back cover again in 2015 with the shortfall of $100 to come out of the remaining budget from the Consumer Shows budget line. COMMITTEE DECISION THAT the Committee allocate the remainder of the 2014 advertising budget line to securing the back cover again in 2015 with the shortfall of $100 to come out of the remaining budget from the Consumer Shows budget line. Bring Forward.

AND THAT the Committee repurpose a maximum of $1300 from the 2014 sign maintenance budget for a plaque for the International Cairn. Post meeting note: After review with the Treasurer and Communications Coordinator it has become evident that due to the nature of the fund (i.e. ongoing maintenance) there will be a need for the remaining funds to December 2014 and the funds should not be repurposed. STAFF RECOMMENDATION THAT the plaque for the International Cairn project be funded out of the Community Development Committee remaining capital budget for Industrial Park Signs.

Tourism Initiatives

Item Description 2014 Allocation 2015 Request

1. Grant – Chamber of Commerce $19,880 – Hosting of information center and special

events

$33,480 $53,480

$2,000 – Tourism Center Operating Costs

$4,500 – Information/Visitor guide development and

coordination

$3,500 – Information/Visitor guide distribution

$500 – Information/Visitor guide postage

$2,500 – external communication including Lanark

County Tourism, OHTO

$600 – Tourism group membership fees, includes Lanark

County, OHTO, Ottawa Tourism

2. Rent for Chamber of Commerce $20,000 - Rent for Chamber of Commerce at Coleman

Street location

$20,000

3. Sign Maintenance $600 – Rent for sign on Highway 7 $4,000 $4,400

$3,400 – Replacement and repair for existing signs

$400 - TODS

4. Consumer Shows & Event Presence Contribution towards Booth Rental at Travel and

Vacation Show with LCT lead

Information presence at Carleton Place Spring

Home Show, Bridge Street Bazaar and Lambs

Down Park Festival

Information presence at events in surrounding

communities (ex. Puppets UP)

$3000 $3000

5. Digital Marketing $1,550

(included TODS

signage and

tourism photos)

$1000

6. Advertising External Promotion (Print Material, Signage, Festival &

Events Guide, etc)

$2000 $2000

7. Social Media Awareness Campaign Promotion of local tourism assets (‘Did You Know’

Campaign)

$0 $1200

Present: Mayor Leblanc, Councillor Flynn, Councillor Probert, Joanne Henderson, Manager of Recreation and Culture, Jessica Smith, Community Programmer 1) DECLARATION OF PECUNIARY INTEREST - now or anytime during the meeting 2) REGISTRATION OF PUBLIC WISHING TO SPEAK - with the secretary 3) PLEASE TURN OFF ALL CELL PHONES AND PAGERS 4) If there is an addendum, in accordance with Section 15.2.4 (of Striking Report) does the

committee wish to approve this addendum? TO BE DISCUSSED 125383 Received from Joanne Henderson, Manager of Recreation and Culture

Addressed to Community Enrichment Program Sub-Committee Date August 27, 2014 Topic Community Enrichment Grant Applications

SUMMARY Staff have completed a breakdown of recent Community Enrichment Grant Applications and they are attached. COMMENT The committee should note that two applications are for events at the beginning of June, meaning the decisions are time sensitive. STAFF RECOMMENDATION To be discussed.

COMMITTEE DECISION

THAT the attached requests be approved or declined, as per the committee’s decision. 125384 Received from Joanne Henderson, Manager of Recreation and Culture

Addressed to Community Enrichment Program Sub-Committee Date August 27, 2014 Topic Rogers Media Request

SUMMARY Staff received a request from Roger’s Media to take part in the Carleton Place Hospital Radiothon by purchasing airtime. COMMENT The committee should note that the Community Enrichment Program currently supports the hospital through four separate applications yearly. STAFF RECOMMENDATION To be discussed.

COMMITTEE DECISION

THAT the Community Enrichment Program should not support the Radiothon as it already supports the hospital.

Community Enrichment Program Sub-Committee Action Report

for the August 27th, 2014 meeting held in the Carambeck Community Centre Meeting Room at 9:00 a.m.

Name Event Project Date

Amount Requested

Notes Amount Recommended

Lanark Autism Support Group

Walk for Autism

August 23rd, 2014

$500.00 Requesting in kind support for the rental of recycling cans, garbage bins, tents,

tables and two porta

$500.00 *inkind support

Carleton Place BIA

BIA Maskeraid Parade

25-Oct-14 $1,900.00 Requesting in kind support for the rental of barricades and garbage cans, as well

as the delivery and pick up of barricades. Also

$500.00 *inkind support

Carleton Place BIA

BIA Santa Claus Parade

29-Nov-14 $2,100.00 Requesting in kind support of barricades and staff

delivery, as well as financial support to cover additional marching bands

$750.00 in kind + up to $1000.00

to assist in funding a

marching band

Carleton Place Chamber

Business Awards of

Excellence Gala

24-Oct-14 $1,000.00 Requesting in kind support to cover the rental of the

Town Hall Auditorium including clean up

$1000.00 *rental &

cleaning fees

Carleton Place Farmers Market

Sing Off & Pie Eating Contest

August & September

2014

$355.95 Requesting in kind support to cover the rental of the Market Square Parking lot

for the Sing-Off Competition & Pie Eating

Contest

$355.95

Lanark County Therapeautic

Riding Program

Para-Equestrian

Team Training

May to October,

2014

$1,000.00 Requesting financial support to cover the fees of training for two riders to compete in the Para-Equestrian competition.

$0.00

Total Funding Requested

$6,855.95 Total Funding Approved $4,105.95

Total Funding Available

$10,188.51 Total Funding Remaining

$6,082.56

* Indicates that amount could change depending on

staffing needs for in kind support

Funding and Facility Approvals- August 2014Community Enrichment Program