Terms of Reference

Birthday Committee             Terms of Reference                 Draft Only GH Aug 2011

 

Board-to-Board Brief

 

1.         Background:

 

The Preeceville 100th Birthday Committee has been tasked by the Preeceville Town Council through the Preeceville EDC/Tourism Board to organize the Homecoming programming for July 6^th and 7^th 2012 and all the activities leading up to the Birthday. Our goal is to be successful and leave a legacy. Membership is through various community organizations, volunteers and citizens. We are going to have monthly meetings to review our performance indicator document. This comprehensive task list will track meeting objectives which include everything from tracking invitations, ordering supplies, marketing and all construction time lines. In addition, monthly meetings will be held with various groups to track their progress in specific events. This will ensure they have adequate volunteers, financing and allotted commitment time from the town works department. We are also going to track the leadership capabilities and success of all groups including our own. This will ensure that we have vision, energy and talent in our community leaders. We have intentions to bring in a professional dance group. We also have various artisans and local performers.  Our project intends to look at Preeceville in 1912, where we have been in 100 years and how it relates to Saskatchewan as a whole. We currently have a yearly volunteer recognition awards program which we are going to expand and host an event that recognizes volunteers over the last 100 years. Details are still in the works for this project.  We are also going to track the leadership capabilities and success of all groups including our own. This will ensure that we have vision, energy and talent in our community leaders. This will include workshops and forums on leadership. “Preeceville, which is proud to be located in Saskatchewan” has a very good story to tell and upon telling this we will instill a vast sense of pride in its citizens both past and present.

 

 

2.         Mission:

 

            To organize the Homecoming programming for July 6^th and 7^th 2012 and all the activities leading up to the Birthday. Our goal is to be successful and leave a legacy. Proactive and collaboration using “best practices” must insure our birthday is relevant, consistent with a return on investment to the rate payers, communities and government.

 

 Collect information for analysis.

 Review and improve relationship within the Community

 

Outcomes for our event:



Short Term. The primary activity is a successful event that leaves a legacy for many years to come. The birthday project is a comprehensive communication and programming aimed at past and present citizens of Preeceville that will culminate with conversations about the event, history and culture around the town of Preeceville reaching 100 years. This conversation by all the citizens and organizations is to increase their awareness of the milestone of reaching 100 years, the history, culture and all the activities pertaining around the 2 day event. Even if people are unable to attend they will be able to participate online and through other media to feel civic pride in their hometown. We are trying to involve all citizens and communities regardless of disabilities which include physical, cultural and geographical. We want to put on an event which instills civic pride for the quality of life, culture and recreational opportunities in the area. Outcomes are to involve as many people as possible in the planning, execution and attendance by the public. Secondary outcome is the participation and involvement by all community organizations in the area.



Long Term: We are hoping to encompass everyone past and present to participate at some level regardless circumstances. We are anticipating 2500 for the event with an additional 2500 participating through other avenues. We have because of our Old Home Week program which is in its 3rd year running approximately 20 organizations that have already bought into the Old Home Week celebrations of 2012 all of which have a vested interest in promotion of their organizations through this event. Other partners are; Mushers Rendezvous, Rough Rider Snowmobile Club, Lions/Lioness Club, Wildlife Federation, Preeceville School, Hospital, Senior Club Communities In Bloom and others. All are contributing at some level for this event. These core service groups are what make up our community. -“Preeceville is all about quality of life”. Part of the communities’ long term plan is about recreation and cultural activities. These will be supported long term through our community budget which is already substantial in relation to most communities.

 

 

3.             Purpose:  For Committee Members

 

·         To be knowledgeable and comfortable in the role.

·         To maintain personal contact.

·         To discuss concerns of mutual interest or issues of common concern.

·         To discuss the effectiveness of the communication plan.

·         To insure communications to the public is always positive and relevant.

·          

 

4.         Committee Guidelines

 

            General

 

Each member of the Birthday Committee including the chairperson must.

-   Act honestly and in good faith with a view to the best interest of each jurisdiction and;

-   Exercise the care, diligence and skill that a reasonably prudent person would exercise in comparable circumstances.

 

Conflict of Interest

 

-          Members must disclose, at their first opportunity, any situations where a real, potential or apparent conflict of interest may arise with respect to private and corporate interests.

-          

 

 

5.         Resources:

 

•  RM and Town Office’s

• Town Works Department

• Grants

 

•  Newspapers, what are other community doing that’s working.

    

 Suggestions for committee:

• Review how the committee is set up and why
• Review how the budget is set up and why
•  Review what our powers are and are not
•  Review the role of the chair and the support of
•  Review the Terms of Reference in relation to all the above

 

What would our community like to see this committee do?

What should we call ourselves, what powers would we have and after our discussions should all parties supported this type of document?

For the purpose of initiating the process, this document has been prepared. It outlines key areas for which discussion takes place today and in the year to come.

 All details will need to be established.