TOWNSHIP OF SOUTH FRONTENAC HERITAGE COMMITTEE MEETING AGENDA
TIME: 6:30 PM, DATE: Thursday, May 2, 2019 PLACE: Council Chambers.
1. Call to Order a) Claire Dodds, Director of Development Services will call the meeting to order and call for nominations for Chair and Vice Chair. 2. Declaration of pecuniary interest and the general nature thereof 3. Approval of Minutes a) November 26, 2018 3 - 4
4. Business Arising from the Minutes 5. New Business a) Review of Heritage Committee Terms of Reference 5 - 8 b) Establishing Priorities - Facilitated discussion on priorities setting for 9 the South Frontenac Heritage Committee
6. Upcoming Heritage Events a) Re-Imagining Places of Faith Workshop - June 1, 2019 9:00 am to 10 - 11 4:00 pm b) Ontario Heritage Conference 2019 - https://www.ontarioheritageconference.ca 7. Heritage Resources a) Ontario Heritage Toolkit - http://www.mtc.gov.on.ca/en/heritage/heritage_toolkit.shtml b) Ontario Heritage Trust - https://www.heritagetrust.on.ca c) Autumn 2018 Heritage Matters - http://fliphtml5.com/qnqes/wtfm d) Community Heritage Ontario - https://www.communityheritageontario.ca 8. Information Items a) Dan Petoran, Acting Director, Central Production and Verification 12 - 13 Services Branch, Ministry of Government and Consumer Services, re: Municipal Heritage Committees - Letter of Authority
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9. Next Meeting: to be determined a) Typically have met the fourth Monday every 2 months - meeting cycle to be determined. 10. Adjournment:
Page 2 of 13 Heritage Committee November 26, 2018 Time: 6:30 PM Location: Council Chambers
Present: Wilma Kenny, Chair, Councillor Brad Barbeau, Linda Caird, Michael Gemmell, David Jefferies, Mark Millar, Pat Barr
Staff: Claire Dodds, Director of Development Services, Angela Maddocks, Deputy Clerk
1. Call to Order a) The Chair called the meeting to order at 6:30 pm.
2. Declaration of pecuniary interest and the general nature thereof a) There were no declarations of pecuniary interest.
3. Approval of Minutes a) July 23, 2018 Minutes
Resolution No. 2018-HC-11/26-01 Moved by David Jefferies Seconded by Brad Barbeau THAT the minutes of the July 23, 2018 Heritage Committee meeting be approved. Carried
4. Business Arising from the Minutes a) Update on Ranked Priority Initiatives
Wilma Kenny will continue to work on developing the handout for distribution to the public. She will send the complete draft version to committee members for review.
Mike Gemmell has researched forms from across Canada, all having their own slant on basic information. The City of Ajax has a good example to use as a guideline and he agreed to meet with Brad Barbeau and draft a form suitable for South Frontenac that will include information on heritage designation processes.
Claire Dodds noted the accessibility component to consider when creating forms. b) Community Foundation Grants
David Jefferies committed to looking into the grant in the spring of 2019. c) Distribution of Heritage Tool Kits
Heritage Tool Kits were given to Pat Barr for the Bedford Heritage Society and to David Jefferies for the Portland District and Area Heritage Society. Two copies will remain at the municipal office and a copy kept on file for public access at the Sydenham Library.
Page 3 of 13 Heritage Committee November 26, 2018
5. New Business a) Update on Smiths Falls Annual Heritage Symposium
Claire Dodds reviewed her presentation with regard to the village of Brussels, Ontario in Huron County that had been a topic at the symposium in Smiths Falls. The presentation provided highlights on the various ways in which that community guided the upgrading and development of buildings with historical significance. The committee members who had attended the symposium with Ms. Dodds felt it had been very informative and interesting.
Claire Dodds reviewed the resources/websites/ publications available to committee members. There is funding allocated in the 2019 budget for some publications and memberships. b) Committee Appointments
Existing council members were reminded about the application process for re- apply. There will be advertising on the website and in the Frontenac News regarding all committee appointments. c) Pat Barr noted the upcoming "Heritage House Tour" where homes are decorated for the Christmas season by professionals. The cost is $30.00 per ticket and there is more information available in local newspapers.
6. Next Meeting a) The Director of Development Services will schedule meetings for 2019 once the new committee appointments are confirmed by Council early in the New Year.
7. Adjournment a) Resolution
Resolution No. 2018-HC-11/26-02 Moved by Mike Gemmell Seconded by Pat Barr THAT the meeting be adjourned at 7:45 pm. Carried
Page 4 of 13 Approved by Council May 1, 2018
South Frontenac Heritage Committee (SFHC) TERMS OF REFERENCE
PURPOSE
To advise and assist Council on matters relating to Part IV (conservation of properties of architectural and / or cultural heritage value or interest) and Part V (identification of a potential Heritage Conservation District) of the Ontario Heritage Act. Specifically, a Heritage Committee would be engaged: o during the heritage designation process for individual properties and for districts; o on applications to alter heritage designated properties; o on applications to demolish or remove heritage designated properties; o on applications to repeal designation by-law of a heritage designated property. To identify properties and features which have architectural and / or cultural heritage value or interests. To assist with the registration of properties which have been identified as having architectural and / or cultural heritage value or interests. To assist and advise Council on the research, education/training, promotion and celebration of the heritage of South Frontenac and the area’s rural traditions and values. To initiate programs such as interpretive plaques showcasing heritage locations and features, historical walking tours, Doors Open events and similar celebrations of heritage which contribute to the overall sense of place and appeal of South Frontenac as a place to live and visit. To explore financial assistance programs related to the conservation of heritage properties and features. To assist and advise Council on changes to Official Plan policies and Zoning By-law regulations related to heritage matters. To assist and advise Council on proposals for adaptive reuse of properties and features having architectural and / or cultural heritage value or interests. To facilitate and assist with communication with local and regional heritage interests and the exchange of ideas and expertise through cooperation, partnership and consultation. To prepare an Annual Work Plan and Budget estimates for Council’s consideration. To carry out other assigned duties and responsibilities identified by Council related to heritage matters.
Reporting Structure
The committee reports regularly to the Development Services Committee through the Director of Development Services by means of distribution of minutes and periodic reports and recommendations.
Page 5 of 13 Approved by Council May 1, 2018
Composition
Committee positions are advertised at the beginning of each council term or as vacancies occur. Council shall appoint one councilor and a minimum of 4 members of the public. The Committee shall have a maximum size of 9 members, including the Council representative but not including the Mayor who shall sit on the Committee as an ex officio, voting member. The Director of Development Services shall sit on the committee as staff resource and a non-voting member. The committee selects a Chair and Vice Chair annually at its first meeting of the calendar year. The Chair and Vice Chair positions must be community members. Vacancies on the Heritage Committee will be advertised and filled as soon as possible. In appointing committee members, Council will seek individuals who have one or more of the following skills sets: o a demonstrated interest in heritage conservation and an ability to work with Council; o an understanding of heritage conservation approaches; o a knowledge of historical research; o a knowledge of heritage construction trades; o an expertise in architectural history; o a knowledge of land use planning; o an understanding of municipal procedures; and, o other related skills. The term of office for members of the committee shall be as per the Township’s Procedural Bylaw The Director of Development Services will be responsible for screening applicants for the Heritage Committee and making recommendations to Council on the best candidates. Meeting Frequency
The committee will meet routinely at a minimum of 6 times per year or at the call of the Chair. Quorum: A quorum is considered a majority of the voting members. Meetings are held in Council Chamber’s or at a location as arranged by the Chair. All meetings of the Heritage Committee shall be open to the public.
Decision Making/Authority
The committee follows Councils procedures for conducting meetings and making decisions as a group. The Municipal Conflict of Interest Act applies to the all members of the committee. The committee will strive for consensus on all items, however if voting is necessary; all members of the committee shall have a vote, a simple majority will decide an issue, questions resulting in a tie vote will be defeated. Page 6 of 13 Approved by Council May 1, 2018
The Committee Chair may seek direction from the Director of Development Services or Senior Staff to assist with the decision making process. The Committee is to operate within the bounds of these terms of reference and the approved work plan and budget set by Council. The Committee may identify properties and features determined as having architectural and / or cultural heritage value or interests to be included on an inventory of properties of architectural and / or cultural heritage value or interest without the consent of the property owner. The inventory is different from the full designation under Part IV of the Ontario Heritage Act. The Committee may only consider applications for the designation of properties under Part IV of the Ontario Heritage Act which have the support of the property owner or as requested by Council
Meeting Agendas
The Director of Development Services, or designate, will prepare an agenda in consultation with Heritage Committee Chair based on previous agenda items, the draft minutes, Township/Council priorities and input from the Committee members. Agendas will be published electronically and distributed by email generally three business days before the meeting. Agendas and reports will be available on screen at the meeting. Meeting Minutes
Written minutes of all meetings shall be prepared by the Director of Development Services using the Township’s standard minute template. Minutes will be provided to the committee for discussion and approval at the next committee meeting and distributed to Council after they have been passed by the committee.
Sub Committees
Sub-committees for South Frontenac Heritage Committee may be established, as necessary, for a limited time and for a specific purpose. Sub- committees will report back to the next full committee meeting.
Meeting Attendance & Compensation
The Committee Chair will sign off on attendance list and provide it to the Director of Development Services for authorization for remuneration. Committee and subcommittee members (excluding councilors and staff) will be compensated in accordance with Township policies All members are paid for their mileage to attend the Heritage Committee meetings.
Page 7 of 13 Approved by Council May 1, 2018
Delegations to Committees
Delegations by groups or individuals may be made to the committee and will follow the following process;
Delegations will be received by the Committee and will be limited to a maximum ten minute presentation, unless otherwise approved by the Committee, and are considered in the following order: o Those persons the Committee has requested to appear o Citizens, organizations or their representatives who have notified the Chair or Director of Development Services in advance of the Agenda being set with their desire to appear. The Chair or Director of Development Services may request that the delegation presentation be moved to a different meeting date if the meeting agenda is full.
Communication between the Committee and Township
The Committee Chair will communicate directly to the Director of Development Services who will bring any requests for information or concerns to the appropriate Township staff. The Director of Development Services will: o attend each Heritage Committee meeting and will invite other Township Staff if required; o bring matters of importance to the attention of the Heritage Committee; o share information of importance with the Heritage Committee; o make recommendations to Heritage Committee based on Township Staff direction; and o advise the Committee of any Council direction.
Budget Process
The development of the Heritage Committee budget will be a joint effort between the Committee and Township Staff along with direction from Council. The Heritage Committee Budget will be based on an annual work plan prepared by the Committee and approved by Council.
Note: Council makes the final decision on Budget items submitted
Review
The committee at the first meeting of each year will review these terms of reference. Recommendations for change will be forwarded to Council for approval.
Page 8 of 13 Heritage Committee Ranked Priorities
Committeee members were asked to rank the following topics on a scale of 1 - 3, with 1 representing their top priority and 3 being being their lowest priority.
Results were received from seven committee members and are shown to the right of the issue. An Average response has been calculated and is shown to the left of the issue. It is interesting to note that no topic had a universal rating. This demonstrates the diversity of the interests in the group. Based on the averages there are 5 top priorities: compile a listing of interesting homes, become more educated, promote the role of committee, develop process and pursue designations, and prepare for Doors open AVG Compile a listing of interesting homes 1.4 1 1 2 2 1 2 1 Become more educated about our own role and how to 1.5 procced, e.g. obtain tool kit for members 1 1 1 2 2 2 General promotion of the role of the Committee to public 1.7 2 1 1 2 2 3 1 Develop forms and processes 1.7 2 1 1 2 2 1 3 Pursue designating properties as per legislated mandate 1.7 1 1 2 2 1 3 Prepare for "Doors Open 2019" 1.7 1 3 1 1 1 3 2 Establish the committee as a resource center, so that people 1.8 seek out our input / expertise 2 2 2 1 3 1 Gather more details from existing sources i.e. 1880 maps 1.8 1 2 1 2 3 2 Interview long term residents about the "built" history 1.9 1 3 2 1 1 3 2 Monthly newspaper feature - "Historic Homes of Frontenac" 1.9 2 2 3 1 1 3 1 Photo catalogue the unique features of homes 2.0 3 2 2 2 2 2 1 Gather Fire Map information 2.0 1 2 2 1 3 3 2 Compile an on-line history of our built environment 2.0 2 2 2 1 2 3 2 Gather "Stories of your Home" 2.1 1 3 3 1 2 3 2 Organize historic home tours 2.3 1 3 3 2 2 3 2 Change Community Improvement Program (CIP) for 2.4 Harrowsmith to offer "sensitive alternatives" 2 ?? 2 2 3 3 Host Story telling events 2.7 3 3 3 2 2 3 3 other…
other…
other…
Page 9 of 13 Hello Heritage and/or Historical Groups in the Kingston area
We are very excited about the workshop we are organizing in cooperation with an ecumenical team and with the assistance of The National Trust and Faith & the Common Good. It will be taking place on June 1st at the Spire at Sydenham Street United Church, 82 Sydenham Street, Kingston, ON. Attached is a notice with more details. We would appreciate it if you could circulate the notice to your members and encourage them to attend this event. Thank you so much.
Penny Sharman, Executive Director Frontenac Heritage Foundation PO Box 27 Kingston, ON K7L 4V6 613-766-2599
Check out our website at: www.frontenacheritage.ca
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Re-Imagining Places of Faith June 1, 2019 9 a.m. to 4 p.m. The Spire at Sydenham Street United Church 82 Sydenham Street, Kingston, ON
A Workshop for Eastern Ontario in Kingston, ON Workshop organized by Frontenac Heritage Foundation in cooperation with an ecumenical team and with the assistance of The National Trust and Faith & the Common Good.
Places of faith anchor and shape our communities. Yet many congregations are facing declining attendance and insufficient funding to maintain and operate their historic buildings. These important community assets are in a period of transition, and the Eastern Ontario area is no exception.
Join us at this unique event where local faith groups, heritage and community organizations will share their experience, concerns, creative solutions and hope to the challenges confronting places of faith in Eastern Ontario in an interactive and engaging format.
Cost: $25.00 per person Lunch and refreshments will be provided.
To register online, visit https://www.eventbrite.ca/e/re-imagining-places-of-faith- tickets-57529514326 . For those who wish to register by mail or for more information: Contact Penny Sharman [email protected] 613-766-2599
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Ministry of Government and Ministère des Services Consumer Services gouvernementaux et des Services aux consommateurs
ServiceOntario ServiceOntario
Central Production and Verification Direction des services centraux de Services Branch production et de vérification
20 Dundas St. West, 4th Floor 20 rue Dundas Ouest, 4e étage Toronto ON M5G 2C2 Toronto ON M5G 2C2
Telephone: (416) 314-4879 Téléphone: (416) 314-4879 Facsimile: (416) 314-4899 Télécopieur: (416) 314-4899
March 21, 2019
Mr. Bertrand Duclos, Heritage Outreach Consultant Program Planning and Delivery Unit c/o Culture Services Unit Ministry of Tourism, Culture and Sport 401 Bay Street, Suite 1700 Toronto, ON M7A OA7
Dear Mr. Duclos:
In reply to your recent request made on behalf of Municipal Heritage Committees and their assistants, permission is hereby granted to examine closed parcel registers, copies of documents originally registered in paper and copies of plans in the registry office in the Province of Ontario subject to the terms and conditions set out therein.
You represent and warrant that the above-named organization is a non-profit organization, and, the information obtained will be used only for research of a non-commercial historical nature.
Permission to investigate land registry office records does not include the supply of copies of records, for which, you must pay the requisite photocopy charge. Also, please be advised that a statutory fee is required to access current parcel registers and documents through the automated system.
Land registration documents and records you access may be subject to copyright, license and other rights and interests. You may not further use, reproduce, post, modify or distribute any records without first seeking the appropriate consents or licenses.
A search of the historical abstract index records must not be done during peak periods of operations. You should consult with the on-site Operations Manager who will identify those peak periods.
Solicitors and title searchers and other land professionals who must make a title search in order to complete a land transaction, must be given priority with respect to the records. Where title records being searched are required by such persons, those books must be given up upon request.
In order to limit the demands on the land registry office staff, the number of records to be viewed, copied or produced in one day may be limited at the discretion of the Operations Manager. All individuals, using this Letter of Authority, must identify themselves to the Land Registry Office
Page 12 of 13 Operations Manager, present a copy of this letter and make known to the staff the particular project on which they are working. Use of this permission letter by you, any representatives or members of your organization is evidence of agreement to these terms by those persons.
Through a copy of this letter, I am advising the Operations Manager that I have approved your request as noted above. Please contact the Operations Manager in the land registry office to arrange convenient dates and times. This authorization will be in effect up to March 31, 2020 and is subject to revocation in the sole discretion of the Ministry.
Yours sincerely,
Dan Petoran A/Director Central Production and Verification Services Branch
Cc: Michelle Gittens, Director, Central Retail Offices Branch Mathieu Roy, Director, North Retail Offices Branch Tara Meagher, Director, West Retail Offices Branch Christine Levin, Director, East Retail Offices Branch
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