Doors Open Whitby Advisory Committee Minutes March 15, :00 pm Meeting Room 2, 405 Dundas Street West Whitby Central Library

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1 March 15, :00 pm Meeting Room 2, 405 Dundas Street West Whitby Central Library Present: Also Present: Regrets: Kirstyn Allam Sue Green Heather Kearney Jennifer Maddigan Joyce Marshall Rick McDonnell Pamela McPherson Pavel Zeman Sarah Ferencz, Library Archivist Olex Wlasenko, Station Gallery Representative Stephen Ashton, Staff Liaison, Planner II, Downtown Development Jonathan Gilston, Committee Secretary Sue Pitchforth 1. Disclosures of Interest 1.1 There were no disclosures of interest. 2. Approval of Previous Minutes 2.1 Minutes - February 16, 2016 Moved By Sue Green That the Doors Open Whitby Advisory Committee minutes of February 16, 2016 be approved. Carried 3. Presentations/Deputations 3.1 There were no presentations or deputations. 4. General Business and Reports

2 4.1 Site Application Update Stephen Ashton advised that the site applications are currently pending submission. 4.2 Doors Open Ontario Website Update Stephen Ashton provided an update regarding the Doors Open Ontario website and the images uploaded for the Doors Open Whitby event. 4.3 Site & Activity Updates Discussion ensued regarding the Doors Open event site and activity updates. Jennifer Maddigan and Pamela McPherson volunteered to coordinate the activities at the Centennial Building during the Doors Open event. Olex Wlasenko advised that he would create a hand-out for the public who visit the art panels in Downtown Whitby. Pavel Zeman advised that he would speak with the choir director at St. John's Evangelist Church to inquire whether organ music could be played at the church during the event. 4.4 Brochure Update Stephen Ashton provided an update regarding the event brochure, including: the completion of textual edits; the design elements currently being reviewed by the brochure designer; the new event map; and the timeline for finalization and distribution. Discussion ensued regarding the brochure distribution list and assigning members to distribute the event brochures. 4.5 Our Homes Magazine Update Rick McDonnell advised that there is currently no specified publication date for the next edition of Our Homes magazine. He further advised that the magazine cover will showcase one of the private homes on the event tour. 4.6 Social Media/Website Update Page 2 of 5

3 Heather Kearney advised that she has communicated with the Town's Social Media Coordinator regarding social media posts for the Doors Open event. Discussion ensued regarding: Twitter posts by the Whitby Public Library advertising the Doors Open event; the possibility of an online contest for the event; and ideas for the online contest prizes, the name of the contest and conditions for winning. 4.7 Friday Evening Soiree Stephen Ashton provided information regarding the Friday Evening Soiree. Jennifer Maddigan volunteered to coordinate the invitations and responses for the Soiree. Rick McDonnell advised that he and Sue Pitchforth would confirm the homes the participants will be visiting during the Soiree. Stephen Ashton advised that he would investigate whether alcohol could be served during the Soiree. 4.8 Volunteers - LACAC, Vintage Whitby The Committee members in attendance volunteered for the sites that they would be located at during the Doors Open event. 4.9 Signs - Inventory Status 5. Correspondence Rick McDonnell presented a large map of the Doors Open event sites to assist in determining locations for the event signs. Rick McDonnell and Pamela McPherson volunteered to install the signs before, and retrieve them following, the event. 5.1 Christopher Harris, Town Clerk Re: Boards and Advisory Committees Code of Conduct Jonathan Gilston provided information regarding the Boards and Advisory Committees Code of Conduct and advised if any Committee member had questions with respect to the Code to contact him. Page 3 of 5

4 6. Council Update 6.1 A Council designate has not yet been assigned to the Committee, therefore, there was no Council update. 7. Other Business 7.1 Rick McDonnell provided an update regarding the showcase display at the Whitby Central Library and exhibiting photographs to promote and advertise the Doors Open event. He advised that the display will be setup at the beginning of April Rick McDonnell inquired whether the Committee was interested in creating a certificate of appreciation for site owners that participate during the Doors Open event. 8. Next Meeting Discussion ensued regarding the certificate's creation and issuance to site owners. Heather Kearney volunteered to design the certificate. Stephen Ashton advised that he will investigate whether there are available funds within the Committee's budget to purchase frames for the certificates. 8.1 Tuesday April 19, :00 p.m. Meeting Room 2, Whitby Central Library 405 Dundas Street West 9. Adjournment 9.1 Motion to Adjourn Moved By Pamela McPherson That the meeting adjourn. Carried The meeting ended at 3:27 p.m. Page 4 of 5

5 J. Gilston, Committee Secretary Rick McDonnell, Vice-Chair Page 5 of 5