Communities and Bloom Committee

TOWN OF MARKHAM

Council Chambers, May 3, 2006 at 7:00 p.m.

MINUTES

ATTENDANCE

Present Staff

Richard Jarrell, Chair Shanon Elliott, Project Manager, CIB

Regional Councillor Jack Heath Cathy Joyce, Manager, Marketing and

Elizabeth Hutchison Community and Fire Services Commission

Sandy Khan Paul Ingham, General Manager, Operations

Barbara Nanninga, Mayor’s Office

Joanne Olson, Council Assistant

Lilian Pagnanelli, Committee Clerk

Julie Wilson, CIB Program Assistant

Jackie Ward, CIB Program Assistant

1. CALL TO ORDER

Committee Chair Richard Jarrell called the meeting to order at 7:05 p.m.

2. APPROVAL OF THE MINUTES OF May 3, 2006

That the minutes of the first meeting of the Communities in Bloom Committee held on May 3, 2006 be adopted as presented.

3. INTRODUCTION

The Chair welcomed and introduced the following staff/members present:

· Cathy Joyce, Manager, Marketing and Community Partnerships Community and Fire Services Commission.

· Paul Ingham, General Manager, Operations

· Jackie Ward, CIB Program Assistant (Summer Student)

4. REPORT FROM PROGRAM COORDINATOR

Shanon Elliott presented the current CIB Event Planning Matrix and provided a detailed summary of each event and activity. She described the guidelines of the 2006 Markham Blooms Garden Recognition Program that she is currently working on. Ms. Elliott then discussed the Youth Week Kick-Off event being held on Sunday, May 7^th from 11:00 a.m. to 4:30 p.m. at the Markville Shopping Centre. CIB Program Assistant Jackie Ward will be staffing the Information Booth. Ms. Elliott opened the invitation to all members to attend. Also, anyone wishing to provide their assistance was encouraged to volunteer. Joanne Olson

agreed to help. Ms. Elliott further advised that she will be meeting with Members of Council before the Kick Off.

5. REPORTS FROM SUB-COMMITTEES

a) School Outreach

Elizabeth Hutchison reported that with the assistance of Mary Ann Burton and Dorothy Peverley, a total of 71 schools were contacted by telephone, fax and e-mail regarding the school outreach initiatives. Ms. Hutchison that the deadline for input from schools is June 1^st and so far, the response doesn’t look very promising. A listing of 10 schools identified as possible candidates for the contest were named in the report. Ms. Hutchison also reported that a total of 24 schools participated in the 20-Minute Makeover held on Friday, April 21st. Ms. Hutchison welcomed any suggestion or discussion from members.

b) Business Outreach

No new information was presented.

c) Judges Tour

Barbara Nanninga and Joanne Olson presented the 2^nd Draft of the CIB National Competition Judges Tour, Sunday July 23^rd to Tuesday, July 25^th. The following suggestions were made:

Day 1

· Dinner at Angus Glen – need volunteer to do flowers for welcoming of judges.

· Barbara Nanninga and Shannon Elliott to work together to fine tune the route, and to review detail of each activity to ensure that the task is assigned to a volunteer to make it happen.

Day 2

· Dinner at IL Pastino has been booked

Day 3

· Lunch at Hilton Empire Court was proposed instead of First Markham Place.

· Regional Councillor Jack Heath expressed his concern that the Chinese citizens of Markham are not integrated, and suggested to check out Chinese restaurants outside the First Markham Place. He will forward names of restaurants to Barbara Nanninga.

· Include visit to Beaupre Park (mostly south asian residents).

d) Special Events

Sandy Khan presented the following report from the sub-committee:

CIB/Main St Milliken Mills Launch - the combined launch of two events will take place on Saturday May 13 from 10am - 12 noon (rain or shine). Venue: Logos Baptist Church parking lot - 133 Old Kennedy Rd. Entertainment has been arranged - fire truck, face painter, "balloon" clown, singers, DJ. Mayor and Councillors are attending. The Opening ceremony is at 10:45 am. Speakers to the event will be announced later. Invitations were mailed out to area residents, businesses, VIP guests. Flyers have been distributed to Town Community Centres, libraries etc. Free pancake breakfast for first 500 people. There will be Garden and waste management booths. CIB committee members are requested to wear CIB T-shirts Please let Sandy know if you'll be attending (volunteering) at the event.

Unionville Festival Parade - CIB float in parade on Saturday, June 3^rd 10am, Main St Unionville Several Councillors, CIB committee members and their children will be on the float. Town's Parks Department is decorating the float with CIB banner and flowers. CIB committee members are requested to wear CIB T-shirts. Committee volunteers and their children to be on the float are requested to please RSVP to Sandy with numbers.

Judges Tour - this event will take place on Monday evening, July 24, in Main St Unionville. Activities and events will be circulated later.

e) Communications

Catherine Harrison submitted the following sub-committee report:

Communications Accomplishments:

- Copies of an eight-page Communities in Bloom insert distributed with the Economist & Sun on April 22^nd were distributed to members. It was noted that this insert did not go in The Liberal and the committee is looking at placing an Ad on the May 8^th issue of the Liberal (prior to the Launch Event). 500 extra copies of the insert have been printed for handing out at events. A PDF version is being developed so that they can create their own handouts and post on Website

- CIB Brochures distributed to ~80,000 Markham (Thornhill) households through Markham Recreation Guide.

- CIB/OHA Tulip Article in Village Voice - April/May Edition (copies t/b distributed)

- CIB Launch invitations distributed, Posters at Town facilities, ads on Town Page

- CIB featured in Earth Day activities at Markham (A-Channel (aired twice withCIB Tshirts!) and Rogers)

- Markham Business Magazine distributed (w/full-page Ad and full-page article)

- CIB Street Banners hung at Unionville and Markham for two weeks in April

- New panels inserted in display booth - brighter look! J

The subcommittee is making great strides in assembling new CIB photo library - keep those pictures coming!

Communications Upcoming Activities:

- Ed Law translating into Chinese a CIB message to be printed on coloured cards and distributed at Pacific Mall & First Markham Place (booth is being booked)

- CIB brochures going out to 1,000 households with Safe-Streets door-drop

- CIB Article in June Village Voice (and will be in July as well)

- News Release/Media advisory to go out next week prior to Launch

- Looking at publishing an Editors Review in Main Street magazines & advertising in Thornhill Post

- Looking at advertising in Toronto Star - York Region Edition - full page in July

- Looking at ethnic advertising in a variety of different languages

- First of our post-banners have been ordered and will be up on Town Centre Blvd by the end of May

- Community Profile Book – being redesigned to standard size (lower costs). Bigger pictures/less text. Majority of text will go into Municipal Information Form which will be much more comprehensive than last year. Shannon Walter is dedicated to this project

f) Community Outreach

No new information was presented.

6. OTHER BUSINESS

a) New Initiative – Increased Community Participation

CIB Program Assistant Julie Wilson discussed some new initiatives with a goal to increase community/volunteer participation in the program. Examples given were:

- developing bi-weekly electronic newsletter

- creating and maintaining a database of volunteer list

- developing inexpensive ways to promote the program

- creating a visible program identifier, i.e. pin, etc.

- getting sponsorships

7. ADJOURNMENT

The Communities in Bloom Committee adjourned at 8:10 p.m.

NEXT MEETING: Wednesday, June 7, 2006, 7:00 P.M., Council Chambers