5th
MEETING
TOWN
OF
York
Room,
MINUTES
Attendance:
James Bush
Jeanne
Bowman
Everest
D’Souza
Javaid Khan
Adam Poon
Sam Sahoy
Charlene
Woron
Deputy
Mayor F. Scarpitti
Councillor
Khalid Usman
Staff:
Bob Walter, Manager, Street Services
Steve
Matunin, Supervisor, Operations
Rob Hinks,
Working Foreperson (Milne)
Joanne
Olson, Council Assistant
Olivia
Bella, Event Management & Outdoor Sport Coordinator
Matt
Vetere, Financial Analyst
Lilian Pagnanelli,
Committee Clerk
The Canada
Day Committee meeting convened at
1. ADOPTION
OF AGENDA
Moved by J. Bush
Seconded by J. Bowman
That the agenda, as presented, be adopted.
CARRIED
2. MINUTES
OF MAY 1, 2006 MEETING
Moved by J. Khan
Seconded by E. D’Sousa
That the Minutes of the Canada Day Committee meeting held on
CARRIED
3. BUSINESS
ARISING FROM MINUTES OF LAST MEETING
a) Entertainer for Seniors’ Luncheon –
E. D’Souza reported that he contacted Arthur Betreo and unfortunately the
singer/entertainer has already been booked for July 1st.
b) Security – O. Bella advised that the
Police officers and the officers on bicycles are to be followed up. Councillor K. Usman indicated that he would
contact Wayne Khalinski of the York Regional Police within this week. Subsequently, O. Bella will send a follow-up
e-mail confirming the security arrangements.
4. CONFIRMATION
OF CHAIR FOR 2006
Moved by Deputy Mayor F. Scarpitti
Seconded by J. Khan
That the appointment of Councillor K. Usman as Committee Chair for 2006
be confirmed.
CARRIED
5. 2006
BUDGET
The Committee was provided with a
copy of the financial statement as at
A discussion took place regarding
the current deficit, the shortage of revenues through sponsorships from private
industry, and the need to approach more sponsors. Councillor Usman requested staff to provide
him with 3 or 4 sponsorship packages.
6. COMMITTEE
REPORTS:
a) Food Vendors – S. Sahoy reported that he
submitted two cheques from vendors, and noted his concern about too many ice
cream vendors. Councillor Usman
commented that 4 ice cream vendors would be sufficient, and also noted that
Kisko would be again providing free ice cream for children.
J, Khan asked regarding the
possibility of placing an advertisement in the Town Page for food vendors and
other goods. B. Walters advised that
there is a By-law against selling financial services and other goods. B. Walter agreed that the details of the
by-law will be provided to S. Sahoy.
The committee discussed the vendors’ layout and the flow of traffic and made a comparison with other events held, i.e. Children’s Festival. Following a general discussion on the matter, staff was requested to present a layout for review and discussion at the next meeting.
b) Sponsorships – Deputy Mayor Scarpitti noted the
urgency to raise more revenues and indicated that sponsorship packages will be
sent out with a letter to prospective sponsors.
c) Advertising/Posters/Invitations – O. Bella advised that the poster
presented to the committee last week is now posted in the website. Ms. Bella reiterated the distribution
locations, i.e.
Councillor Usman advised that a letter of invitation would again be sent to MP’s, MPP’s, Minister of Citizenship, Police and Fire Chiefs of York Region for 2006. Councillor Usman indicated that he will review the 2005 letter and forward the revised letter, along with other names to be added to the list. O. Bella agreed to process the work as soon as the revised letter and list of invited guests are forwarded to her.
d) Mayor and Members of Council Seniors
Luncheon – C. Woron
mentioned that balloons with Canadian Flags are available with a minimum order
of 300 pieces. She noted that $371.37 is
the total cost for balloons which includes:
300 pieces of balloons for the centre tables, two balloon pillars for
the stage, helium rental, and extra balloon decorations for the food stations.
The question with respect to entertainment was discussed. J. Olson indicated that she will contact the following entertainers and report back to the next meeting: Syd Simpkins, Tony Murphy, the Suburbanaires, and Jim Tracy. E. D’Souza indicated that he will contact another entertainer and present a report at the next meeting.
e) Parade – J. Olson confirmed the following parade
participants:
·
Town
Crier
·
Markville
Chev Olds
·
Communities
In Bloom
·
Governor General's Horse Guards Band
·
Veterans
·
Air
Cadets
·
Athletes,
and
·
One
VIVA bus
·
Fire
Department
·
Wagons
·
Town
Hybrid Cars
·
Chinese
Folk Dance
·
Army
Cadets
·
Sandra
Amodeo
J. Olson noted that she is waiting to hear from
the YMCA, Patricia Christianson, the Jazz Festival, the Lion Dancers, the
Seventh Day Adventist, the Scarborough Pipe Bands, and the Markham Concert
Band. Patricia Christianson’s daughter would like to be in the parade, so we
could either put her with the other children or on a float.
J. Olson noted that Ms. Teen Markham wished to participate (part of the Sandra Amodeo group), and that the Veterans would be riding in the float. She further advised that the Olympians are not available to attend.
Adam Poon advised that he would
contact the Mercedes Benz to determine whether they wish to participate. Mr. Poon will provide an update on this
matter at the next meeting.
B. Walter advised that the road
closure document is to be signed by the Town Clerk.
f)
Parking – S.
Matunin proposed that the entrance towards
g) Transit Arrangements – J. Olson
reported that 6 buses would be used for transporting the seniors to and from
the luncheon and from 6:00pm and additional 4 buses would be used for
transporting the public from Markville Mall to Milne Park (and vice versa) for
the evening event.
h) Stage & Sound – Photos of the stage were
circulated to members for perusal. B.
Walters noted his concern that the stage extends forward. J. Olson noted that this is the stage/size
that was used for the “Taste of Asia” event, and would provide the cellular
phone number of the contact person.
J. Khan suggested a sports stage
used by the City of
S. Matunin advised that the quote
received from Signature includes the sound, lighting, stage and tent.
i)
Children’s Activities – J. Bowman inquired if the issue regarding reimbursement of supplies
to the Shapiro’s had been settled. The
Chair (K. Usman) agreed that the Shapero’s be reimbursed for the supplies
provided.
O. Bella reported on the matter
regarding placing an ad in the Stouffville newspaper. Corporate Corporations advised that there is
cost involved in this request.
With regard to the volunteers in the
Children’s Activities, J. Olson reported that Pastor Brian Gilroy Parish would
provide a list of volunteers. J. Olson further noted that the volunteers will
be contacted as soon as she receives the list.
j)
Entertainment
– J. Olson confirmed the participation of the following entertainers:
a.
MC
from CHUM Radio Tom Jokic
b.
Hawaiian
Dancers
c.
Sandra
Amodeo Dance Group,
d.
Markham
Filipino/Canadian Group
e.
Viva
Dance Group
f.
Tamil
Dance Group
g.
Chinese
Folk Dance
h.
Flamenco
Dance Group
J. Olson is waiting for a response from the Lion Dancers, and will be contacting other performers such as: Dan the Music Man, Santina, Big Band (for before and after the fireworks).
k) Signage – members were advised to submit their request
for signage to B. Walter by the deadline date of June 16th.
l)
Security –
O. Bella noted the security personnel as follows: five (5) police with vehicles, including one
sergeant; four (4) By-law Enforcement Officers (for crowd control at night and
held in loading buses), and four (4) officers on bicycles.
J. Olson requested for the name of the honour guard for the flag raising ceremony so that the time and location could be forwarded to him.
m) Volunteers – J. Olson advised that she is in
the process of creating a list of volunteers and a schedule of itinerary for
the day. A core of volunteers per activity were mentioned as follows:
Ø
Children’s
activities - 10
Ø
Balloon/Table
Decorations – 10
Ø
Buses
for seniors – 12 (1 committee member and 1 volunteer)
Adam Poon volunteered his own
children to help J. Olson with creating a volunteer list (data base), as well
as telephone canvassing of volunteers.
7. OTHER
a) Heritage Grant
Request – No new information was reported.
b) Media
Launch – is scheduled for Wednesday, June 21 at
O. Bella reported that the T.L.C. Daycare Centre declined the participation of children in the Media Launch, and that Corporate Communications has invited all members of the media.
Councillor Usman suggested to invite other
daycare centres in the area. J. Olson
suggested the participation of the
Councillor Usman advised that with
the Media Launch fast approaching, that a member of the Corporate
Communications be requested to attend the next meeting of the
d)
Radio Station Involvement
A. Poon advised that a certain radio
station has shown an interest in sponsoring a live interactive telecast of the
Canada Day event. Following a question
and answer period, Councillor Usman provided some suggestions and requested A.
Poon to discuss the matter further with the interested party and bring back a
concrete proposal at the next meeting.
e)
Expansion of
Deputy Mayor Scarpitti voiced his
concern regarding the enormous amount of extra work being assigned to staff on
this committee. In order to relieve
staff so that the load is spread out for 2007, he proposed that an additional
number of new members be appointed in the Fall.
9. DATES
OF FUTURE MEETINGS
The
following future meeting dates were confirmed:
May 29
June 12
June 21 - Media Launch
June 26
10. ADJOURNMENT
The meeting adjourned at