thursday, december 01, 2016 - brampton hall of fame... · agenda brampton sports hall of fame...
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Thursday, December 01, 2016
7:00 p.m. – Regular Meeting
Council Committee Room
4th
Floor, City Hall
Members: Dean McLeod (Chair)
Stephen Clarke (Vice-Chair)
Carmen Araujo (Treasurer) Ron Noonan, Curator Norman Da Costa
Don Doan Ken Giles
Elizabeth Harris-Solomon Sindy Maguire Glenn McClelland
Harnek Singh Rai Mario Russo
Gurmit Singh City Councillor Doug Whillans – Wards 2 and 6 City Councillor Jeff Bowman – Wards 3 and 4
City Councillor Gurpreet Dhillon – Wards 9 and 10
For inquiries about this agenda, or to make arrangements for accessibility accommodations for persons attending (some advance notice may be required), please contact:
Sonya Pacheco, Legislative Coordinator Telephone (905) 874-2178, TTY (905) 874-2130, [email protected]
Note: Some meeting information may also be available in alternate formats, upon request
Agenda
Brampton Sports Hall of Fame Committee
Committee of the Council of The Corporation of the City of Brampton
Agenda Brampton Sports Hall of Fame Committee
2016 12 01 Page 2 of 3
Please ensure all cell phones, personal digital assistants (PDAs) and other electronic
devices are turned off or placed on non-audible mode during the meeting.
1. Approval of Agenda
2. Declarations of Interest under the Municipal Conflict of Interest Act
3. Previous Minutes
3.1. Minutes – Brampton Sports Hall of Fame Committee – October 6, 2016
The minutes were considered by the Community and Public Services Committee
on November 2, 2016 and the recommendations were approved by Council on November 9, 2016. The minutes are provided for Committee’s information.
4. Delegation/Presentations
5. Reports
6. Sub-Committees
6.1. Minutes – Events Sub-Committee – October 27, 2016
6.2. Events Sub-Committee – Review and Updates to the Draft Brampton Sports
Hall of Fame Committee Strategic Plan.
6.3. Minutes – Constitution Sub-Committee – November 13, 2016
6.4. Update – Marketing Sub-Committee
To be distributed at the meeting
6.5. Update – Financial Sub-Committee
To be distributed at the meeting
Agenda Brampton Sports Hall of Fame Committee
2016 12 01 Page 3 of 3
6.6. Update – Nomination Sub-Committee
To be distributed at the meeting
6.7. Update – Building Sub-Committee
To be distributed at the meeting
7. Other/New Business
7.1. Discussion at the request of Dean McLeod, Chair, re: Duplication of Sub-Committee Roles and Responsibilities.
7.2. Discussion at the request of Dean McLeod, Chair, re: “Reaching Out to High
Level Athletes”.
8. Correspondence
9. Information Items
9.1. News Items – Future / Potential Inductees – Ken Giles
9.2. Brampton Sports Hall of Fame Committee – 2017 Schedule of Meetings
10. Question Period
11. Public Question Period
15 Minute Limit (regarding any decision made at this meeting)
12. Closed Session
13. Adjournment
Next Meeting: January 19, 2017
2016 10 06 Page 1 of 5
Thursday, October 06, 2016
Members Present: Dean McLeod, Chair Stephen Clarke, Vice-Chair Carmen Araujo, Treasurer Norman Da Costa Ken Giles Elizabeth Harris-Solomon Sindy Maguire Glenn McClelland Harnek Singh Rai Mario Russo Gurmit Singh City Councillor G. Dhillon – Wards 9 and 10
Members Absent: Ron Noonan, Curator Don Doan City Councillor D. Whillans – Wards 2 and 6 City Councillor J. Bowman – Wards 3 and 4
Staff Present: Supa D.A. Meikle, Coordinator, Sport Services, Community Services
Sonya Pacheco, Legislative Coordinator, City Clerk’s Office
Minutes
Brampton Sports Hall of Fame Committee
Committee of the Council of
The Corporation of the City of Brampton
3.1-1
Minutes Brampton Sports Hall of Fame Committee
2016 10 06 Page 2 of 5
The meeting was called to order at 7:04 p.m. and adjourned at 8:16 p.m.
1. Approval of Agenda
The following motion was considered. SHF042-2016 That the agenda for the Brampton Sports Hall of Fame Committee
Meeting of October 6, 2016 be approved as printed and circulated.
Carried 2. Declarations of Interest under the Municipal Conflict of Interest Act – nil 3. Previous Minutes 3.1. Minutes – Brampton Sports Hall of Fame Committee – September 8, 2016
The minutes were considered by the Community and Public Services Committee on October 5, 2016 and the recommendations were pending approval by Council on October 12, 2016. The minutes were provided for Committee’s information.
4. Delegation/Presentations – nil 5. Reports 5.1. Report from Don Doan, Chair, Constitution Sub-Committee, re: Proposed Changes
to the Brampton Sports Hall of Fame Constitution – Draft #4.
A written submission with recommendations from Don Doan, Chair, Constitution Sub-Committee, was circulated and considered by Committee. The following motion was considered.
SHF043-2016 1. That the report from Don Doan, Chair, Constitution Sub-Committee,
to the Brampton Sports Hall of Fame Committee Meeting of October 6, 2016, re: Proposed Changes to the Brampton Sports Hall of Fame Constitution – Draft #4 be received; and,
3.1-2
Minutes Brampton Sports Hall of Fame Committee
2016 10 06 Page 3 of 5
2. That Dean McLeod, Chair, Don Doan, Constitution Sub-Committee Chair, Supa Meikle, Coordinator, Sport Services, Community Services, and other interested Committee members meet as a Constitution Sub-Committee to review the proposed changes to the Constitution, as outlined in Draft #4 appended to the agenda, and report back to the next Committee meeting.
Carried
6. Sub-Committees 6.1. Discussion, re: Sub-Committee Membership and Participation.
Dean McLeod, Chair, advised that the sub-committee memberships need to be revisited, and requested that Committee members indicate which of the following committees they would like to participate on over the next year:
Marketing Sub-Committee
Events Sub-Committee
Nomination Sub-Committee
Constitution Sub-Committee
Finance Sub-Committee
Building Sub-Committee At the request of the Chair, the current sub-committee chairs/co-chairs provided an overview of the mandate, responsibilities, meeting frequency and member expectations for their respective committees. A sign-up sheet was then circulated to members to indicate their selections. There was Committee consensus that the current sub-committee chairs/co-chairs continue in their positions. It was noted that the position of Building Sub-Committee Chair remains vacant at this time. Committee discussions included the following:
The need to identify and utilize City resources available to the Committee, and its sub-committees (e.g. assistance with event planning)
The need for all sub-committees to review the goals and timelines outlined in the draft Brampton Sports Hall of Fame Committee Strategic Plan, and identify budget requirements
Participation by non-committee members on various sub-committees o There was Committee consensus that the Nominations Sub-
Committee be comprised of Committee members only
The need for Committee members to participate and assist with the preparation of the nominations booklets
3.1-3
Minutes Brampton Sports Hall of Fame Committee
2016 10 06 Page 4 of 5
The need to engage Brampton’s multi-cultural community and promote the Brampton Sports Hall of Fame through ethnic media and other opportunities
o It was suggested that the Marketing Sub-Committee assume responsibility for this task
Suggestion that Committee members select/participate on sub-committees based on their strengths and ability to contribute
The need to review sub-committee memberships to determine if there is sufficient participation to fulfill the mandate
7. Other/New Business 7.1. Discussion at the request of Supa Meikle, Coordinator, Sport Services, Community
Services, re: Brampton Sports Hall of Fame Strategic Plan and Next Steps.
Supa Meikle, Coordinator, Sport Services, Community Services, highlighted the need to review the various goals and timelines outlined within the draft Brampton Sports Hall of Fame Strategic Plan. Mr. Meikle requested that the sub-committees review their respective goals and provide a status update at a future Committee meeting, including any necessary adjustments to the timelines. In addition, Mr. Meikle advised that Council Member representatives on this Committee will provide support to the sub-committees, as needed.
8. Correspondence – nil 9. Information Items 9.1. News Items – Future / Potential Inductees – Ken Giles
Dean McLeod, Chair, advised Committee of the need to find current mailing addresses for a number of Brampton Sports Hall of Fame Inductees, and indicated that he would provide Committee members with a copy of the inductee list to review and provide updates. In addition, Mr. McLeod shared information he retrieved from an online search of “prominent Brampton athletes”, and requested that Ken Giles, Committee member, use this information to create a comprehensive list of Brampton athletes. Mr. McLeod indicated that he would provide Committee members with a copy of this information.
3.1-4
Minutes Brampton Sports Hall of Fame Committee
2016 10 06 Page 5 of 5
Mr. Giles provided information to Committee regarding the accomplishments and progress of various Brampton athletes in sports including hockey, lacrosse, football, sledge hockey, basketball, softball, soccer and track and field. Mr. McLeod advised Committee of the need to have a future discussion on inducting individuals before they reach the end of their athletic career and updating inductee biographies.
10. Question Period – nil 11. Public Question Period – nil 12. Closed Session – nil 13. Adjournment
The following motion was considered. SHF044-2016 That the Brampton Sports Hall of Fame Committee do now adjourn to
meet again on Thursday, November 3, 2016 at 7:00 p.m.
Carried
__________________________________________
Dean McLeod, Chair
3.1-5
Brampton Sports Hall of Fame Event Sub-Committee Meeting Minutes
Page 1 of 3
Meeting Date: October 27, 2016
Attendees: Elizabeth Harris-Solomon (Co-Chair) Sindy Maguire (Co-Chair) Carmen Araujo Stephen Clarke Dean McLeod Discussion Items
1. Strategic Plan
Review of updated plan from 2016.
Updated plan to be provided to BSHOF Committee Meeting. 2. Critical Path/Budget Preparation
Sindy and Elizabeth to review responsibilities from 2016 and make recommendation to the subcommittee on where City staff can assume the area or provide additional support
a critical path will be created once subcommittee finalizes and a meeting with City staff has occurred
review of the budget submitted in June as a reminder of previous discussions 3. Master of Ceremonies
sub-committee is interested in once again securing Pat Bolland for 2017
Sindy to follow-up with Pat on availability
Recommendation: That the contract for the Master of Ceremonies services for the 2017 Brampton Sports Hall of Fame Induction Ceremony be awarded to Pat Bolland, in an amount that is within the approved budget.
4. Keynote Speaker
there is still value in having a high profile and professional speaker enhance the event
sub-committee will secure a keynote speaker for 2017 for a maximum $5,000 plus tax, plus up to $400 in expenses
reviewed list of potential speakers and will pursue availability on candidates identified and bring to November BSHOF meeting
Recommendation: That a keynote speaker be selected within the established
budget for the 2017 Sports Hall of Fame Induction Ceremony.
6.1-1
Brampton Sports Hall of Fame Event Sub-Committee Meeting Minutes
Page 2 of 3
5. Entertainment
As per previous discussion post event, no live entertainment will be booked this year
background music provide by The Rose will be used
6. VIP and Special Invites
depending on who the inductees are each year there may be interest from high profile individuals to attend the event in support of the inductee
a complimentary ticket may be provided to such individuals as their presence may aid in the event exposure
VIP tickets will be determine on a case by case basis by the sub-committee to a maximum amount listed within the approved budget
this past summer Brampton had athletes participating in the Olympics and Para Olympics we would like to honour them by inviting them to the ceremony
inviting the individuals out is also away of building a relationship with them
Recommendation: That complimentary tickets be offered to VIP’s within the designated budget for the 2017 Brampton Sports Hall of Fame Induction Ceremony to increase the prestige of the event.
That complimentary tickets be offered to all 2016 Olympic and
Para Olympic medalists from Brampton or those who have had a portion of their sporting career tied to City for the 2017 Brampton Sports Hall of Fame Induction Ceremony.
7. Ticket Sales
A shorter period of time for ticket sales creates a focused urgency therefore tickets will only begin to be on sale in March
we need a cut off tickets 1 week before for catering numbers to ensure a quality event
those requesting tickets after the window has closed will be reviewed on a case by case bases by the Event Sub-committee Chairs, Chair of the Sports Hall of Fame and City Staff
communication of the 1 week deadline will be added to the information sent out to all members of the sports hall of fame and posted on the website
sub-committee agrees to continue with the same ticket rate for 2017 as 2016 ($55)
discontinue the early bird ticket price of $45
Recommendation: That the ticket prices for the 2017 Brampton Sports Hall of Fame Induction Ceremony remain at the 2016 rate of $55.00.
6.1-2
Brampton Sports Hall of Fame Event Sub-Committee Meeting Minutes
Page 3 of 3
8. Sponsorship
sponsorship would help off-set event costs which would allow us to create enhancements to the induction ceremony while maintaining a reasonable ticket price for the public
identified sponsorship opportunities include but not limited to: keynote speaker, inductee videos, dinner, and overall event
request finance sub-committee to create sponsorship levels/packages and help secure funding
pursue the development of an event program to assist with revenue opportunities
9. Event Enhancements
With the addition of sponsorship the committee will look at further investigating a media wall and other event enhancements
based on post event information provided by the Rose the sub-committee believes a reconfiguration of the table set-up and utilization of the hall will permit the opportunity for reserve seating
reserved seating would open the door of opportunity for sponsorship, larger group involvements form Brampton Sport Alliance Members
10. Next Steps
Event sub-committee chairs along with Supa Meikle will coordinate a meeting with the City of Brampton Events staff responsible for assisting with the event
meeting should help define roles and responsibilities for staff and the committee
Dean identified another two individuals who are interested in volunteering with the Brampton Sports Hall of Fame
Sub-committee members will reach out to the individuals to share information on the opportunities available and their interest in volunteering
the next meeting of the event sub-committee will take place the week of November 21 Report submitted by: Elizabeth Harris-Solomon, Co-Chair Report submitted: November 1, 2016
6.1-3
Approved at BSHOF on [date]; at City Council on [date] Page 1
Vision
Become Canada’s Most Diversified Sports Hall of Fame
Mission
Honour, Preserve and Showcase Brampton’s Outstanding Sports Achievements
Value Statements
The BSHOF is devoted to tracking and recognizing the athletes and builders who exemplify the history of sporting excellence. The BSHOF is committed to preserving and celebrating the legacy and achievements of sport. Known for its expertise, this diverse group of individuals advocate for the enshrinement of Brampton’s sporting achievements.
6.2-1
Approved at BSHOF on [date]; at City Council on [date] Page 2
Strategic Directions In the next 4 years, the Brampton Sport Hall of Fame (BSHOF) Committee intends to focus on the following six strategic directions:
Create a comprehensive marketing plan to increase awareness and promote involvement in and support of the BSHOF Expand and improve the Brampton Sports Hall of Fame Create a comprehensive strategy to increase nominations The BSHOF Committee strives to include diversified and passionate members who are committed to achieving its goals Create a comprehensive, long-term financial plan to support all of the strategic priorities of the BSHOF Revitalize the BSHOF induction ceremony to become Brampton’s ‘Sport Event of the Year’
6.2-2
Approved at BSHOF on [date]; at City Council on [date] Page 3
Goals and Timelines
Strategic Direction #1 Create a comprehensive marketing plan to increase awareness and promote involvement in and support of the BSHOF
Goal Timeline By September 2015, the BSHOF will have a yearly calendar listing of promotional opportunities to attend which will increase the profile of the organization in the community.
July – Dec 2015
By January 2016, the BSHOF will secure the professional services of a Marketing Consultant $$ to assist in the creation of a comprehensive marketing plan.
May 2015 – Jan 2016
By June 2016, the BSHOF will have a comprehensive marketing plan $$ to help direct and prioritize the work.
Jan – Sept 2016
Strategic Direction #2 Expand and improve the Brampton Sports Hall of Fame
Goal Timeline The BSHOF will explore the feasibility and cost of expanding the current Hall at the Powerade Centre by first completing a conceptual design $$
Feb – Dec 2015
By February 2016, the BSHOF will have researched other SHOFs and identified desirable elements and features to be included in the new and improved BSHOF
Sept 2015 – Feb 2016
By October 2016, the BSHOF will investigate other location opportunities to determine best location for the Hall.
Feb – Oct 2016
Strategic Direction #3 Create a comprehensive strategy to increase nominations
Goal Timeline The BSHOF will research Brampton athletes to identify potential nominees from the broadest variety of sports possible
Sept 2016 - ongoing
Identify and create a network of sport organizations who can supply recommendations on potential candidates
Oct 2015 – Mar 2016
Ensure nomination packages and process leads to the receipt of complete submissions
ongoing
6.2-3
Approved at BSHOF on [date]; at City Council on [date] Page 4
Strategic Direction #4 The BSHOF Committee strives to include diversified and passionate members who are committed to achieving its goals
Goal Timeline Identify sub-committees and the mandates required to support the Strategic Plan and other priorities
Sept 2015 - ongoing
In early 2019, provide the Committee of Council Selection Committee with recommendations on what skills and knowledge are desirable in the candidates seeking to be chosen to be part of the BSHOF
Oct 2018 – Jan 2019
Strategic Direction #5 Create a comprehensive, long-term financial plan to support all of the strategic priorities of the BSHOF
Goal Timeline By March 2016, the BSHOF will clarify which fundraising activities cannot be participated in, brainstorm and prioritize all desired fundraising and funding activities it wishes to pursue in order to create new funding streams in an effort to support its goals in balance with the City’s financial support
Sept 2015 – Mar 2016
By June 2016, and on an annual basis after that, the BSHOF will identify the budget required to support goals and action steps identified in the Strategic Plan and submit them to the City for the following year’s budget consideration.
City has moved to 3 year budget cycle
By November 2016, the BSHOF will create and implement a Sponsorship and Partnership Strategy
Feb – Nov 2016
By September 2017, the BSHOF will develop and implement a strategy to guide its efforts in securing grants
Feb – Dec 2017
Strategic Direction #6 Revitalize the BSHOF induction ceremony to become Brampton’s ‘Sport Event of the Year’
Goal Timeline By June 2015, the BSHOF will have solicited feedback from attendees at the 2015 ceremony and committee members
May – June 2015
By November 2015, The BSHOF will have conducted research from other ceremonies and collected feedback from attendees as well as Sport Brampton.
July – Nov 2015
By December 2015, The BSHOF will have created an event plan for the ceremony and banquet.
Oct 2015 – June 2016
6.2-4
Approved at BSHOF on [date]; at City Council on [date] Page 5
Action Plans
In the Fall of 2015, the Brampton Sport Hall of Fame (BSHOF) completed and approved the following action plans for the first 2 years of their 4 year term. The action plans detail how the key Strategic Directions will be achieved. The BSHOF is committed to revisiting the Strategic Directions in approximately 2 years to continue the action planning process.
6.2-5
Approved at BSHOF on [date]; at City Council on [date] Page 6
Strategic Direction #1 Create a comprehensive marketing plan to increase
awareness and promote involvement in and support of the BSHOF
Goal #1
By February 2016, the BSHOF will have a yearly calendar listing of promotional opportunities to attend which will increase the profile of the organization in the community.
Task Jan Feb Mar Apr May June
Identify promotional opportunities in the community
X
Create a yearly calendar with the promotional opportunities
X
Present the calendar to SHOF committee.
X
Determine and create print promotional pieces for use at events.
X X
Attend promotional opportunities X X X
X *year round
Report on attended opportunities X X X
X *year round
Update and revise yearly calendar for the following year
Jan 2017
Who
BSHOF - Marketing Sub-Committee to create list of opportunities.
Nominations, Marketing and Event Sub-
Committees to attend promotional events
Cost Time
CITY - Alicia Land, Corporate Communications
Supa Meikle, Recreation Coordinator, Sport Services-To assist with opportunity
identification and facilitation into city facilities
Minimal – printing/ promotion costs
Approximately 2 months to create the plan. Ongoing to execute.
6.2-6
Approved at BSHOF on [date]; at City Council on [date] Page 7
Goal #2 By February 2016, the BSHOF will have a comprehensive marketing plan for the 2016 induction ceremony and community awareness to help direct and prioritize the work.
Task Jan Feb Mar Apr May June
Marketing Sub-committee to meet and work with Corporate Communications Staff
X X
Marketing sub-committee to create marketing plan and proposed budget
X
Present proposed plan to SHOF Committee for approval
X
Implement marketing plan X X X X
Provide final report on induction ceremony marketing tactics and summary of recommendations for next year
X
Prepare Budget Request for Marketing Plan Implementation
X
Who
BSHOF - Marketing Sub-Committee Cost Time
CITY - Alicia Land, Corporate Communications
Supa Meikle, Recreation Coordinator, Sport Services
Tbd Approximately 5 months
Goal #3 By February 2016, the BSHOF will have a comprehensive marketing plan for the 2017 induction ceremony and community awareness to help direct and prioritize the work.
Task Dec Jan Feb Mar Apr May
Marketing Sub-committee to meet and work with Corporate Communications Staff
X X
Marketing sub-committee to create marketing plan and proposed budget
X X
Present proposed plan to SHOF Committee for approval
X
Implement marketing plan X X X X
Provide final report on induction ceremony marketing tactics and summary of recommendations for next year
June X
Prepare Budget Request for Marketing Plan Implementation
June X
Who
BSHOF - Marketing Sub-Committee Cost Time
CITY - Alicia Land, Corporate Communications
Supa Meikle, Recreation Coordinator, Sport Services
Tbd Approximately 5 months
6.2-7
Approved at BSHOF on [date]; at City Council on [date] Page 8
Goal #4 By January 2017, the BSHOF will secure the professional services of a Marketing Consultant to assist in the creation of a comprehensive marketing plan.
Task June July/Aug Sept Oct Nov Dec
Sub-committee creates list of identified improvement areas
X
Identify Process for bid X X
Identify budget X
Identify potential marketing consultant candidates
X
Create terms of reference X
Present terms of reference to SHOF Committee for Approval
X
Work with Purchasing to complete an request for quotation or proposal process
X X
Evaluate proposals and select a successful proposal
X
Get SHOF Committee and Council approvals
X
Award Bid X
Who
BSHOF - Marketing Sub-Committee Cost Time
CITY - Alicia Land, Corporate Communications
Supa Meikle, Recreation Coordinator, Sport Services
Erica MacDonald?
tbd Approximately 7 months
Goal #5 By June 2017, the BSHOF will have a comprehensive marketing plan to help direct and prioritize the work.
Task Jan Feb Mar Apr May June
Marketing Sub-committee to meet and work with Marketing Consultant
X
Marketing Consultant drafts marketing plan
X X
Marketing sub-committee to review marketing plan and proposed budget
X X
Present final proposed plan to SHOF Committee for approval
X
Prepare Budget Request for Marketing Plan Implementation
X X
Who
BSHOF - Marketing Sub-Committee Cost Time
6.2-8
Approved at BSHOF on [date]; at City Council on [date] Page 9
CITY - Consultant Tbd Approximately 5 months
Strategic Direction #2
Expand and improve the Brampton Sport Hall of Fame
Goal #1 The BSHOF will explore the feasibility and cost of expanding the
current Hall at the Powerade Centre by first completing a conceptual design
Task Feb 2015 June
Clarify strategic priority alignment
with City and & Recreation &
Culture priorities by meeting with
the Director of Recreation (Dean)
x
Meet with Interior Design to
discuss concepts and design
options
x
Interior design to provide
preliminary ideas for presentation
to Committee x
Review design concepts for
feedback with BSHOF Committee
member; clarify what features
should be present
x
Take feedback back to Interior
Design to update concept and
provide new layout and cost
estimates
Interior Design to updated and
develop detailed plans, to included
magnitude of scope costing
estimates
Receive new design, plans and
costing; review at BSHOF
Committee
Who
BSHOF - Building Sub-Committee
(new committee to be added to Constitution)
Cost Time
6.2-9
Approved at BSHOF on [date]; at City Council on [date] Page 10
CITY - Supa Meikle Staff Resource, Facilitator
Interior Design Staff Design and Costing Guidance
In house Not estimated yet
6.2-10
Approved at BSHOF on [date]; at City Council on [date] Page 11
Goal #2 By February 2016, the BSHOF will have researched other SHOFs and identified desirable elements and features to be included in the new and improved BSHOF
Task
Visit other Sport Hall of Fames in other communities in person or on-line
x
Identify key features, layouts and ideas which should be considered for the future BSHOF; identify cost of construction, improvement if possible
x
Present recommendations to BSHOF Committee and get approvals
x
In combination with Goal #3, after reviewing all design and location options, recommend the preferred option to Council, requesting their assistance in funding the design, construction and opening of a new and expanded Hall
x
Who
BSHOF - Building Sub-Committee
Cost Time
CITY - Supa Meikle Staff Resource, Facilitator
In house Not estimated yet
Goal #3 By October 2016, the BSHOF will investigate other location
opportunities to determine best location for the Hall.
Task
Alternate locations will be brainstormed and short listed
x
City will be asked to identify potential alternate locations
x
Visits to the sites will be made to assess their suitability x
Recommendations on potential locations will be present to SHOF Committee for approvals
x
In combination with Goal #2 after reviewing all design and location options, recommend the preferred option to Council, requesting their assistance in funding the design, construction and opening of a new and expanded Hall
x
Who
BSHOF - Building Sub-Committee
Cost Time
CITY - Supa Meikle Staff Resource, Facilitator
In house Not estimated yet
6.2-11
Approved at BSHOF on [date]; at City Council on [date] Page 12
Strategic Direction #3
Create a comprehensive strategy to increase nominations
Goal #1 The BSHOF will research Brampton athletes to identify potential nominees from the broadest variety of sports possible
Task Sept By 2017
Form committee by asking individuals who have great reach into sporting community to help identify athletes
x
Continuously maintain and grow candidate list on a weekly basis
Review previous year’s lists on a quarterly basis
Create an electronic database to capture all candidate lists x
Who
BSHOF - Nomination Sub-Committee
Cost Time
CITY - na In house Database creation
may require a budget
Ongoing
Goal #2 Identify and create a network of sport organizations who can supply recommendations on potential candidates
Task
Solicit annual input/ recommended candidates from existing sport organizations e.g. BSA
x
Identify other sport organizations and networking opportunities which can generate more leads
x
Identify how more sport organization contacts can be identified by leveraging the SHOF website, the Recreation Guide and the City’s website and any other media or local resources
x
Who
BSHOF - Nomination Sub-Committee
Cost Time
CITY - na In house Ongoing
6.2-12
Approved at BSHOF on [date]; at City Council on [date] Page 13
Goal #3 Ensure nomination packages and process leads to the receipt of complete submissions
Task Oct Dec
Review packages and forms annually to improve them and address past issues
x
Clarify City Clerk’s role with regards to receipt and acknowledgement of completed nomination packages
x
Review nominations received and communicate with nominators to ensure completion and quality of submission
x
Who
BSHOF - Nomination Sub-Committee
Cost Time
CITY - City Clerk’s Office? In house Ongoing
6.2-13
Approved at BSHOF on [date]; at City Council on [date] Page 14
Strategic Direction #4
The BSHOF Committee strives to include diversified and passionate members who are committed to achieving its goals
Goal #1 Identify sub-committees and the mandates required to support the Strategic Plan and other priorities
Task Sept – Oct
Nov Jan Sept to Dec
2016-2019
Develop clearly defined and written job descriptions and expectations/ mandates for each sub-committee
x
Update constitution x
Get Council approval of the Constitution x
Ensure all Sub-committees are formed and provided with clear mandates and job descriptions
x
Periodically review sub-committee structure, mandates and job descriptions to ensure clarity and ongoing usefulness
x
Who
BSHOF - SHOF or Ad Hoc Sub-committee Cost Time
CITY - Erica McDonald Staff Resource, Facilitator
In house Ongoing
Goal #2 In early 2019, provide the Committee of Council Selection Committee with recommendations on what skills and knowledge are desirable in the candidates seeking to be chosen to be part of the BSHOF
Task Oct – Dec 2018
Jan 2019
Review the values identified in the Strategic Plan and identify additional core values and skills necessary to be a successful contributing Committee member
x
Deliver the list with recommendations to the Selection Committee
x
Who
BSHOF - SHOF or Ad Hoc Sub-committee Cost Time
6.2-14
Approved at BSHOF on [date]; at City Council on [date] Page 15
CITY - Erica McDonald Staff Resource, Facilitator
In house Ongoing
Strategic Direction #5
Create a comprehensive, long-term financial plan to support all of the strategic priorities of the BSHOF
Goal #1 By March 2016, the BSHOF will clarify which fundraising activities cannot be participated in and will brainstorm and prioritize all desired fundraising and funding activities it wishes to pursue in order to create new funding streams in an effort to support its goals in balance with the City’s financial support
Task
Form the Financial Sub-committee and identify any outside resources/invites
x
Develop a comprehensive list of opportunities which can be undertaken; verify if they can be done according to any municipal restrictions
x
Develop a short list of recommended activities and seek SHOF and Council endorsement
x
Outline the actions steps required to achieve each endorsed initiative; assign leads who will report back into the Financial Sub-Com on a pre-determined and regular basis
x
Implement the Sponsorship/ Partnership and the Grant Making Strategies (see Goals # 3 and 4)
x
Who
BSHOF - Financial Sub-committee Cost Time
CITY - Erica McDonald Staff Resource, Facilitator
In house Ongoing
6.2-15
Approved at BSHOF on [date]; at City Council on [date] Page 16
Goal #2 By June 2016, and on an annual basis after that, the BSHOF will identify the budget required to support goals and action steps identified in the Strategic Plan and submit them to the City for the following year’s budget consideration.
Task Jan – May 2016
March - May
June July Dec March to July each year
All sub-committees to identify next year projects and to estimate budget needs
x x
R&C staff to work with the sub-committee to clarify estimates and priorities
x x
Financial subcommittee to assist with clarifications, presentations or justifications – present written budget request support to staff
x x
R&C staff to submit BSHOF proposal to the annual operational budget cycle
x x
Budget is passed; budget support is clarified x
Who
BSHOF - Financial Sub-Committee
to coordinate process and submission; All sub-committees to submit requests
Cost Time
CITY - Erica McDonald Staff Resource, Facilitator
In house Ongoing
6.2-16
Approved at BSHOF on [date]; at City Council on [date] Page 17
Goal #3 By November 2016, the BSHOF will create and implement a Sponsorship and Partnership Strategy
Task
The City’s sponsorship strategy is introduced as a guide
x
All BSHOF properties which can be sponsored are identified and assigned a value
x
Determine sponsorship goals and impact on future budget
x
Determine if this can be undertaken by the Committee, sub-committee, volunteer or contracted out to a professional company to undertake
x
Present recommendations on what can be sponsored, financial targets and how/who to secure sponsorships to SHOF and Council for endorsement
x
Develop the Sponsorship Strategy (or decide if an outside consultant is required)
x
Receive endorsement from SHOF and Council for Strategy
x
Implement Strategy x
Who
BSHOF - Financial Sub-Committee or
Ad Hoc Sub-Committee Cost Time
CITY - Erica McDonald Staff Resource, Facilitator
Potential cost associated with
outside consultant/ service
To be determined
6.2-17
Approved at BSHOF on [date]; at City Council on [date] Page 18
Goal #4 By September 2017, the BSHOF will develop and implement a strategy to guide its efforts in securing grants
Task
Assigned to a sub-committee to develop
x
Granting agencies and programs are identified
x
Determine how these grant opportunities can support SHOF priorities
x
Develop a granting strategy by identifying which grants will be pursued, when and by whom. Clarify the City’s role.
x
Present Granting Strategy to Council for endorsement
x
Assign to the appropriate Sub-committee to implement
x
Who
BSHOF - Financial Sub-Committee or
Ad Hoc Sub-Committee Cost Time
CITY - Erica McDonald Staff Resource, Facilitator
In House To be determined
6.2-18
Approved at BSHOF on [date]; at City Council on [date] Page 19
Strategic Direction #6
Revitalize the BSHOF induction ceremony to become Brampton's 'Sport Event of the Year'
Goal #1 By June 2017, the BSHOF will have solicited feedback from attendees at the 2017 ceremony and committee members.
Task May June
Create survey for attendees to complete at 2017 ceremony. x
Post survey on website. x Event sub-committee to meet and discuss their feedback and survey results.
X X
Provide report and solicit feedback of SHOF committee.
X
Who Cost Time
BSHOF - Event Sub-committee Create report
CITY - City of Brampton Staff Create survey and summary of results
Supa Meikle
Staff Resource, Facilitator
In House Some photocopying,
printing
4 hours
Goal #2 By May 2017, the BSHOF will have conducted research from other ceremonies and collected feedback from attendees as well as Sport Brampton.
Task Nov Dec Jan Feb Mar Apr
Review other SHOF ceremonies as well as other City of Brampton ceremonies.
X
Review event with City Events Team (FSEO)
X
Create survey to get feedback from Brampton Sports Affiliates (BSA)
X X
Request speaking opportunity at BSA meeting
X X
Summarize data collected and subcommittee to meet and discuss results.
X X
Present findings and recommendations to SHOF committee.
X
6.2-19
Approved at BSHOF on [date]; at City Council on [date] Page 20
Who Cost Time
BSHOF - Events Sub-Committee
Create survey and summary of results Attend BSA meeting
Identify other City of Brampton Ceremonies and attend for evaluation
None 10-20 hours
CITY - Kimberley Marquis, Events Specialist, Festivals & Special Events
Supa Meikle, Recreation Coordinator, Sport Services
In House
tbd
Goal #3 By January 2017, the BSHOF will have created an event plan for the induction ceremony.
Task Nov-Jan Feb Mar Apr May June
Event sub-committee to meet and review all research.
X
Create an event plan and evaluation process.
X
Present a summary to BSHOF committee for approval.
X
Implement plan. X X X X
Review plan each June with FSEO events team and make recommendations for future adjustments
X
Present recommendations to BSHOF for approvals in June
X
Who
Cost
Time
BSHOF - Events Sub-Committee Create critical path with task breakdown
Implement plan Provide recommendations for future
None 15 hours
CITY - Kimberley Marquis, Events Specialist, Festivals & Special Events
Supa Meikle, Recreation Coordinator, Sport Services
In House tbd
6.2-20
MINUTES OF THE BRAMPTON SPORTS HALL OF FAME “CONSTITUTION” SUB-COMMITTEE
DATE: Sunday, November 13, 2016
TO: Sonya Pacheco
FROM: Don Doan, Chair, Constitution Sub-Committee
Don Doan, Chair, Constitution Sub-Committee held a conference call with Constitution Sub-Committee
member Ken Giles on Sunday, November 13, 2016 to discuss the next steps of moving forward the
proposed constitution changes (as presented in the Committee meeting Agenda of the October 6, 2016)
to approval.
It was agreed that Don would set up a meeting with Supa Meikle and Dean McLeod (the sub-committee
of the sub-committee) to review all proposed changes and bring back a recommendation to the
Brampton Sports Hall of Fame Committee for consideration at the next Committee meeting scheduled
for December 1, 2016. This meeting is scheduled for Friday, November 25, 2016.
Respectfully submitted,
Don Doan, Chair, Constitution Sub-Committee
cc. Ken Giles, sub-committee member
6.3
1
Brampton Sports Hall of Fame Committee
2017 Schedule of Meetings
Meeting Dates
January 19, 2017
February 2, 2017
March 2, 2017
April 6, 2017
May 9, 2017 – Induction Ceremony (no regular meeting scheduled)
June 1, 2017
(no meetings in July/August)
September 7, 2017
October 5, 2017
November 2, 2017
December 7, 2017
All meetings commence at 7:00 p.m. and are held in the Council Committee Room (4th Floor, City Hall) unless otherwise noted on the agenda. Members: If you are unable to attend a meeting, please contact
Sonya Pacheco, Legislative Coordinator, at (905) 874-2178 or [email protected] at your earliest convenience.
9.2
The Brampton Sports Hall of Fame Marketing Sub-committee held its meeting at
the Flower City on Wednesday, Nov. 23/16.
In attendance: Mario Russo (Co-Chair), Norman Da Costa (Co-Chair), Glenn
McClelland, Harnek Rai. Absent without apologies: Gurmit Singh.
______________________________________________________________________
We discussed a number of items that needed to be tackled in the short term and also pondered what our committee’s main objective was: Are we promoting the Hall or the event itself?
We decided we should direct 80 percent our energy in focusing on the Hall and 20 percent on the event itself since it sells itself and, secondly, because we cannot accommodate significantly more numbers at the Rose Theatre.
Glenn mentioned that the majority of his friends with deep sports roots in the city hadn’t even heard that the hall existed. The other members were also of the same opinion. The crying shame is the City’s various sporting bodies aren’t aware of the Hall. Only a handful even knows where it is located.
We felt that as a group and with the help of the City’s sporting arm we should make a bold approach to engage with every sports association affiliated with the City. We need a City sports consultant to act as the conduit. Most importantly we need clarification from the City as to what we can engage in?
It’s upsetting that the Hall’s website has been a bust. How and when we can get it running should be a top priority.
One of our pet peeves is that the BSHOF committee doesn’t do any follow ups. There are and have been a list of unresolved issues that are allowed to slide down the cracks. The website is a prime example.
Glen suggested we invest in “Save the date” magnetic fridge cards that can be distributed at the farmers’ market, etc. to publicize the main event. Harnek has agreed to publicize both the hall and the event on radio and the various Punjabi newspapers. Only needs advance notice and the green light to go ahead.
As a group we aren’t in favour of a paid consultant as recommended by the BSHOF Strategic Plan without a clear direction as to his/her role and benefits. We need input from the committee but as a group we strongly feel we could use our own expertise to fill this position.
Norman Da Costa
Co-Chair, Marketing Sub-Committee
6.4