S 14( 1 ) Municipal Free~om of Information and ProtectIon ofPrivacy Act

Jennifer Allan

From Rosemary McConkey

Sent Thursday January OS 2012 11 58 AM

To clerksoshawaca

Cc Beckett Martyn Douglas Karen Weigel Nina Pulla Paul Ayotte Luigia Catherine Foy Catherine Beacock Susan Sutton Angie Burghardt Joanne Terry Johnston Szekely Reka

Subject 2012 Local Look Back project

Attachments DDSB support letter pdf draft Oshawa LOCAL LOOK BACK pdf Draft Oshawa LOCAL LOOK BACK copyjpg

This is a request to include the following on the upcoming Oshawatommunity Services Committee agenda I would be pleased to attend and speak to the committee to answer any questions

Regarding the launch of the 2012 Loca1 Look Back project please note that

1~ Last month the Directors of both the Durham District School Board and Durham Catholic School Board gave their approval to the project

2 In the past several weeks a majority of Durham Region municipalities have endorsed in principle or are considering participating in the project

3 In order to move to the next stage and make the project a reality the following specifics are requested of your local council as soon as possible

1 a commitment to host a U(insert municipalitys name) Local Look Back event finale in the municipal council chamber sometime in May 2012

2 name the date and time in May decided on by council members for the u(insert municipalitys name) Local Look Back event finale and post it on the municipalitys web site with details about the essayspeech competition

3 name one or two council members as the municipalitys point to person(s) for the Local Look Back project who will respond to media questionsinterviews and emcee the event finale

4 decide how many members of council will be involved in the U(insert municipalitys name) Local Look Back event finale in May ie whether all members of council will be participating or a minimum of th(ee council members will be listening and help to adjudicate the student speeches

5 decide on the number of student speeches to be presented in total 6 prepare and issue a predetermined number of (insert municipalitys name) Certificates of

Participation to present to representatives of the top participating schools at the May event

7 determine the prize to be awarded the student who has presented the best essayspeech overall (example a one year family membership at one of the municipalitys community centres) (note prizes will vary between Durham municipalities Each municipality will promote the prize it will be awarding the competition winner on its website and in any media releases and flyers distributed to the schools andor libraries (Note the decision

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about naming the winner will be reserved and the winners name will be made public a short time following the May event finale (and possibly be invited to repeat their speech to Durham Region Council in June) although the top participating schools may be recognized at the May event finale as in 6) above (that is those schools that submitted the greatest number of high quality essays) Selection of the overall winning student will be made by a minimum of 3 members of council who listened to the speeches and any other adjudicator(s) council may want to involve in the judging)

8 after the May 1st submission deadline issue formal invitations with RSVP request to the May event finale in the municipal council chamber to the students who have been selected to represent their school and include invitations to the selected students families teachers and principal local school board superintendentstrustees as well as issue a Media Release in advance

9 encourage any interested local heritagelibrarycommunity groups to assist in whatever capacity the municipal council may consider beneficial ex displays of local heritage memorabilia andor offering refreshments

10 design and print flyers that incorporate the municipalitys logo and other information specific to the municipality (such as the prize being awarded and the municipalitys address and event finale date) into the standard flyer format Example as draft mock up attached here in both pdf and jpeg format

I will help facilitate any of the above and coordinate what needs to get done to help make the first year ofthis project a great success regards and Happy New Year Rosemary McConkey

S 14(1) Municipal Freedom of Information and Protection ofPrivacy Act

(Le how many of the schools in your community with grade 7 and 8 students will be represented based on one student per school being pre-selected to present their speeches to their council members) example Uxbridge Brock may agree to one representative from each of their schools with grades 7 and 8 students however Oshawa or Pickering may want to indicate the top 12 or 15 schools (note for the total number of elementary schools in your municipality check the wwwlocallookbackcom website)

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400 Taunton Road East Whitby Ontario

L1R2K6 Telephone (905) 666-5500

Fax (905) 666middot6474 wwwdumameduooca

Mission Statement Students wili be prepared to

embrace challenges and inspired to create opportunities

for IIeir futures

December 5 2011

Dear Rosemary

middotOn behalf of the Durham District School Board I would like to confirm our support for the Local Loollt Back essayspeech competition The combination of history and literacy development through this contest provides an excellent educational opportunity for our students

The Board looks f()rward to working with you and with local municipalities on this innovative project

Please contact my office if you require additional information

Yours truly

Martyn Beckett Director of Education

MBkdd

cc Luigia Ayotte Superintendent of EducationProgram Services Staff Development

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Jennifer Allan S 14(1) Municipal Free~om of Information and ProtectIon

From R McConkey of Privacy Act

Sent Thursday January 12 2012 11 52 AM

To Melissa Pringle clerks

Cc John Aker Roger Bouma Bob Chapman Tito-Dante Marimpietri Nancy Diamond Amy England John Henry John Neal Nester Pidwerbecki Doug Sanders Bruce Wood

Subject Work Plan for Local Look Back

Attachments 2012 Oshawa Local Look Back Detailed Work Planpdf draft Oshawa LOCAL LOOK BACKpdf

Please find attached the 2012 City of Oshawa Local Look Back Detailed Work Plan for your review and staff discussion purposes prior to being included on the Community Services meeting agenda next Thursday Jan 19th

In it youll see the time commitment for members of Council is only approximately one and a half hours and Jve calculated staff work involves approximate1y four hours for one person from the end of January to May

I hope itwill help with everyones better understanding ofthe Oshawa Local Look Back project and meet with staff and Council approval

Regards Rosemary

S 14(1) Municipal Freedom of Information and Protection ofPrivacy Act

011212012

2012 Oshawa Local Look Back Detailed Work Plan

One evening in May on a day and time to be decided by Council to listen to students give their 5 minute speeches meet and greet them their families and any special guests

Members of council can determine how they would like the event Emceed choosing whatever number or combination of members of Council members they prefer -and decide in advance how many speeches they are comfortable listening to As I suggested in my previous email around 15 students should be invited to present their essays as speeches There is no guarantee that every school will be participating and submitting an essay (one per school) although it would be nice if they did However as there will need to be a cut off with the number of essays selected and presented as speeches it is reasonable to say that a good cut off number is half the total number of schools I will be posting all essays received (one per school) on the wwwlocallookbackcom website so no student should feel left out The day after the speeches Council members will choose one winner ( day after so no one will feel uncomfortable on the day of the event) (Optional speak on radio to newspaper and with constituents when opportunities arise)

Before the end ofJanuaryearly February launch bull Approve flyer content (with any desired modification(s) to the generic one attached

(note I can forward flyer in a format easy to make changes) bull Arrange for flyer display on any appropriate public facility bulletin boards

(Note if I havent found a company to sponsor printing by the end January print approx 150 copies I can pick up amp distribute flyers to schools using the boards delivery system)

In time for launch bull Place competition information with link to the wwwJocaJlookbackcom on City website bull Issue press release about the City of Oshawa Local Look Back competition

(Optional invite library board members and heritage associations to bring pictures or any historical displays to event Also optional arrange for refreshments)

After May 1st bull Issue formal invitations with RSVPs by email to trustees any special guests Council

considers appropriate and to the selected students (as suggested above that would be around 15 students (Optional follow up attendance with confirmationreminder) (Note it might be better to overbook since if 15 are invited maybe approx 12 will actually be able to attend) (Also note I will provide school email addresses to staff)

bull Print appox 15 Certificates of Participation with school name signed by Mayor to be presented at the event to schools whose students are presenting their essays as speeches (Note sample clip art attached)

bull Issue press release announcing winners name and email winning essay to n~wspaper bull Issue prize to winning student by arranging for pick up of membership community centre

passes or whatever Council determines the prize will be

2012 Oshawa Local Look Back Detailed Work Plan

One evening in May on a day and time to be decided by Council to listen to students give their 5 minute speeches meet and greet them their families and any special guests

Members of council can determine how they would like the event Emceed choosing whatever number or combination of members of Council members they prefer -and decide in advance how many speeches they are comfortable listening to As I suggested in my previous email around 15 students should be invited to present their essays as speeches There is no guarantee that every school will be participating and submitting an essay (one per school) although it would be nice if they did However as there will need to be a cut off with the number of essays selected and presented as speeches it is reasonable to say that a good cut off number is half the total number of schools I will be posting all essays received (one per school) on the wwwlocallookbackcom website so no student should feel left out The day after the speeches Council members will choose one winner ( day after so no one will feel uncomfortable on the day of the event) (Optional speak on radio to newspaper and with constituents when opportunities arise)

Before the end ofJanuaryearly February launch bull Approve flyer content (with any desired modification(s) to the generic one attached

(note I can forward flyer in a format easy to make changes) bull Arrange for flyer display on any appropriate public facility bulletin boards

(Note if I havent found a company to sponsor printing by the end January print approx 150 copies I can pick up amp distribute flyers to schools using the boards delivery system)

In time for launch bull Place competition information with link to the wwwJocaJlookbackcom on City website bull Issue press release about the City of Oshawa Local Look Back competition

(Optional invite library board members and heritage associations to bring pictures or any historical displays to event Also optional arrange for refreshments)

After May 1st bull Issue formal invitations with RSVPs by email to trustees any special guests Council

considers appropriate and to the selected students (as suggested above that would be around 15 students (Optional follow up attendance with confirmationreminder) (Note it might be better to overbook since if 15 are invited maybe approx 12 will actually be able to attend) (Also note I will provide school email addresses to staff)

bull Print appox 15 Certificates of Participation with school name signed by Mayor to be presented at the event to schools whose students are presenting their essays as speeches (Note sample clip art attached)

bull Issue press release announcing winners name and email winning essay to n~wspaper bull Issue prize to winning student by arranging for pick up of membership community centre

passes or whatever Council determines the prize will be

A-AX I BROCK I CLARINGTON I OSHAWA I PICKERING I SCUGOG I UXBRIDGE I WHITBY

Open to rade 7 amp Students in Durham Region

An Award will be given to the student with the essayspeech that best captures the early history or recent past of his or her school as well

as the development of the community when the school was founded

Winning essays will be published on the City of Oshawa website and in the Oshawa This Week newspaper

FOR RULES amp MORE DETAILS VISIT

wwwlocallookbackcom email Questionstolocaliookbackamailcom

~ wrtte CI 500 woro( essCltJ o(escri-bL~ tVte ori-gtVS of tJ0ur SCVtooL ClVo( WVtClt tJ0ur coVVtVVtuVtttJ WClS Lt~e CIt tVte ttVVte kjour SCVtooL WClS butLt

essay submission deadline May 1st 2012 Students selected to represent their school will present their essayspeeches to the

City of Oshawa Council at a special public meeting in Council Chambers at 50 Centre St S Oshawa on Thursday May 17th at 7 pm

Win a free membership to a City of Oshawa community centre

5

-Osha a