CENTRAL LIBRARY AND CENTENNIAL GALLERY
DATE: Saturday, December 9, 1967
TIME: 2:00 p.m.
PURPOSE: To officially open and dedicate a Municipal building, and to bring to the attention of the citizens of Oakville and district the progressive attitude of the municipality in providing for the needs of its citizenry, as evidenced in the new building.
It has been decided by an appropriate designated Committee of the Town that such a function should be held and that the maximum of favourable publicity and attention be attracted and planned on. The following therefore is a suggested plan to put forward this purpose and to provoke discussion and decisions from members of the Committee.
* Hon. Wm. Davis Minister of Education – NOT AVAILABLE
Mayor and Members of Council
Danish Consul General (special request)
Members and wives of all Boards and Commissions
Members and wives of Centennial Celebrations Committee
Members and wives of Centennial Project Committee
Members and wives of other committees
ACTION - all Boards, Commissions & Committees for up-to-date list of members.
* Committee to decide on alternate Official Guest. Immediate action necessary. Please proceed.
Presidents and wives of all Service Clubs and fraternal groups
Members of the judiciary
Members of Press, Radio and T.V.
Municipal Department Heads and Deputies, and wives
ACTION - R. J. Cooksley
500 invitations will be printed. 50 invitations will be turned over to the Library Board for their own use. Invitation to read as follows:
The Mayor and Members of Council and the Public Library Board of the Corporation of the Town of Oakville cordially invite you to attend the Official Opening and Dedication of The Central Library and the Centennial Gallery on Saturday, December 9, 1967 at 2:00 p.m. at the Site - Navy Street and Lakeshore Road Oakville, Ontario
SUGGESTED PROGRAM: Regardless of the fact that this ceremony must have a solemn aspect, this is indeed a joyous occasion and therefore must reflect both. Therefore the program must be varied, short and concise.
ACTION - Contractor and Architect
The area immediately surrounding the building must be in the best possible shape. Any advance work that can be completed, such as landscaping, etc., between this date and the day of the opening should be completed.
Other areas - under construction - must be secure and closed to the general public.
Flags and bunting could be used sparingly where advantageous.
Because of the uncertainty of weather conditions it is recommended that all ceremonies be held in-doors. This will present many problems due to expected number of guests. With planning this can be overcome.
ACTION - Sgt. Southward, Murray Walker.
PARKING Special spaces (3) should be reserved immediately in front of (Navy Street) building for cars of official guests. Possibly an arrangement could be made with our Police Dept. to close Navy Street for the period of the Ceremony, similar to the occasion of the Sod Turning. The Municipal Lot east of the Legion Hall should be closed to the public and reserved for our invited guests. We should also request the Police Department to favour the invitations of our guests who may be parked on public streets. Invitations will be left on the dashboard of the car.
ACTION - R.J. Cooksley - to H. Dyson.
PUBLIC ADDRESS SYSTEM An efficient P.A. system should be installed in the building so that everyone might hear – if unable to actually see, the ceremony. The system should have portability of microphones so that voices may be heard from each location of the program.
ACTION - Wm. Bateman
FLORAL ARRANGEMENTS Small corsages for Library staff on duty should be prepared. Additional flowers in suitable arrangement should be strategically placed throughout the building.
ACTION - M.J. Cooksley, Contractor, Architect.
NEWS RELEASE A special release should be prepared, in cooperation with contractor and architect, including photos, for distribution to Press.
ACTION - Committee
MASTER OF CEREMONIES A detailed step-by-step procedure will be prepared for the M.C. - covering every phase of ceremony. Some thought should be given to selecting an M.C. Names suggested have been: George Atkins, Bill Walker, Mrs. J. Caine, J. Cornwall, D. Pullen, R. Forsey. Once decision reached on M.C. - contact will be made and position discussed.
ACTION - Architect
PROGRAM OR PUBLICITY PAMPHLET Some thought should be given to the production of a pamphlet that could combine both a program and floor plan layout of the building. This would serve as a tour (guide) outline for visitors following the ceremony. The Architect should prepare a floor plan sketch of each floor in such a size so that a photo may be taken for printing purposes. Explanation by simple code of each room should be included.