thursday, december 01, 2016 - brampton hall of fame... · agenda brampton sports hall of fame...

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

mailto:[email protected]

Agenda Brampton Sports Hall of Fame Committee

2016 12 01 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


Agenda Brampton Sports Hall of Fame Committee

2016 12 01 of 3

6.6. Update – Nomination Sub-Committee


6.7. Update – Building Sub-Committee


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


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


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


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


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


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


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


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


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


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


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


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


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.


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


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


June X

Who




Tbd Approximately 5 months

6.2-7


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




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.


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


X X

Who


6.2-8


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


CITY - Supa Meikle Staff Resource, Facilitator

Interior Design Staff Design and Costing Guidance

In house Not estimated yet

6.2-10


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


Cost Time



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


Cost Time



6.2-11



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


Cost Time

CITY - na In house Ongoing

6.2-12


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


Cost Time

CITY - City Clerk’s Office? In house Ongoing

6.2-13



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



In house Ongoing


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


In house Ongoing

6.2-15


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


In house Ongoing

6.2-16


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


Potential cost associated with

outside consultant/ service

To be determined

6.2-17


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


In House To be determined

6.2-18



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


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


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


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


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

mailto:[email protected]

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

thursday, december 01, 2016 - brampton hall of fame... · agenda brampton sports hall of fame...

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