MINUTES

2007 MARKHAM CANADA DAY COMMITTEE

2007-03-19

Meeting No. 2

_________________________________________________________

 

Attendance

 

Members

James Bush

Jeanne Bowman (by teleconference)

Shahid Mahmood

 

Council

Councillor Carolina Moretti

Councillor Alex Chiu

 

Regrets

Mitch Reiss

Councillor Logan Kanapathi

Cynthia Taylor-Huff, Asst to Councillor Chiu

 

Staff

Steve Matunin, Supervisor, Operations

Bob Walter, Operations

Todd Bailey, Operations (Milne)

Samuel Carr

Matt Vetere, Financial Analyst

Joanne Olson

Olivia Bella, Event Mgmt & Outdoor Sport Coordinator

Wendy Lucas, Assistant to Councillor Moretti

Sandra Sealy, Assistant to Councillor Kanapathi

Bev Shugg Barbeito, Committee Clerk

Absent

Antoinette DiNovo

Everest D’Souza

Sam Sahoy

 

 

The second meeting of the 2007 Markham Canada Day Committee convened at 6:05 p.m. with Councillor Carolina Moretti in the Chair. 

 

1.         ADOPTION OF THE MINUTES OF THE FEBRUARY 19, 2007 MEETING

 

THE MARKHAM CANADA DAY COMMITTEE RECOMMENDS:

 

That the minutes of the Markham Canada Day Committee meeting held on February 19, 2007, be adopted with Councillor Moretti’s name corrected to read Councillor Carolina Moretti.

CARRIED

 

2.         2007 BUDGET

Mr. Matt Vetere distributed a document entitled Town of Markham Canada Day 2007 Preliminary Budget as at March 19, 2007 for the committee’s review. There have been no significant changes since the last report.

 

3.         COMMITTEE REPORTS

a)            Sponsorship – Given that the 2007 budget for the Markham Canada Day event is $75,000 and the Town contributes $50,000, Councillor Moretti and Councillor Chiu will endeavour to fundraise the balance of $25,000. They have meetings planned in the coming weeks with potential sponsors and will report back to the committee. Wendy Lucas and Cynthia Taylor-Huff will assist in drafting a letter to be sent to potential sponsors.

 

b)            Advertising/Posters/Invitations – Wendy Lucas reported that she and Mitch Reiss had finalized the poster to attract entrants in the Markham Canada Day Poster Contest for students in grades 6 through 12; the winner will receive from Cadillac Fairview a $50 gift certificate valid at Markville Mall and six finalists will each receive movie passes courtesy of Cineplex Odeon.

 

The draft poster was circulated to committee members for review. Wendy Lucas will verify with Marketing Corporate Communications whether the word “Markham’s” might be added so that the poster reads “Markham’s Canada Day Poster Contest”. Committee members discussed the size of posters to be submitted; the consensus was to accept 11” x 17” posters created freehand or digitally.

 

The intention is to place the poster in a number of venues and distribute the poster widely this week. The deadline of May 24, 2007 will allow time for judging the entries, naming the winner, and including the winner in the Markham Canada Day kick-off event.

 

         The committee was advised that advertising is usually placed in the local newspaper “Markham Economist & Sun” in June. A half-page ad will appear in the 2007 Recreation Culture Summer Guide, due to be distributed to town residents at the end of April. A representative from the Town’s Corporate Communications department will be invited to attend meetings to advise the committee on advertising matters.

 

Wendy Lucas circulated two possible drafts for the Markham Canada Day postcard. The committee agreed on using the picture of the little girl and including the theme “Celebrate Our Youth”. A map of Milne Park and information about the free shuttle buses has been added; information about the Seniors’ Luncheon has been deleted.

 

         Posters of seniors will be used again for the Seniors’ Luncheon; Wendy Lucas will advise them that the Town is using their picture again.

 

c)            Food Vendors – Joanne Olson will contact Sam Sahoy. He and Todd Bailey will coordinate the details of this aspect of the festival.

 

d)            Mayor’s Seniors Luncheon – The Luncheon will be held at Le Parc Markham. Cynthia Taylor-Huff will arrange a site visit to inspect all aspects of the venue, review decorating and other needs, discus the menu, et al. James Bush, who has volunteered to assist in arranging with the luncheon arrangements, will be advised of the site visit date. Samuel Carr will also be invited to attend the site visit to review the stage and set up requirements. Staff should also determine where signs are to be placed and requirements needed to hang them, e.g. whether a skyjack will be needed and whether there will a trained person on hand to operate it if needed.

 

e)            Parade - Joanne Olson will forward a list of parade participants to Sandra Sealy and Antoinette DiNovo to contact and confirm their participation.

 

f)              Fireworks – Mr. Steve Matunin will arrange a meeting with Michael Biancaniello of Red Boss Fireworks to develop a contingency plan outlining proposed responses to various situations, e.g. inclement weather. They will also discuss the possibility of either having music synchronized to the fireworks, or having music appropriate to the fireworks but not synchronized to it. The Certificate of Insurance Liability has been submitted.

 

g)            Parking – The committee was reminded that last year’s parking plans worked very well. Plans call for having volunteers take the free shuttle buses to the park; entertainers may pick up parking passes at the gate. Paid duty officers will enforce parking plans.

 

h)            Transit Arrangements – Joanne Olson reported that she would reserve nine shuttle buses now and confirm the number closer to the event. The price has remained the same as last year.

 

i)              Stage & Sound – Samuel Carr reported that the stage would be set up as it was last year. The sound quality was acceptable but there were difficulties with lighting due to rain. A rain cover will be in place this year to ease this problem.  Steve Matunin and Samuel Carr will meet at the park site to review needs for power. In some cases, it may be necessary to have the provider of the tents also provide appropriate lights for use in the tents. A generator light will be provided to assist staff who are taking down the tents after the event.

 

j)              Children’s activities - Jeanne Bowman investigated other possible activities and has been able to confirm activities sponsored by the Fred Varley Gallery. She does not recommend including the mime featured by “Communities in Bloom” or the use of mascots, because of the high cost involved.

 

Jeanne Bowman will give her requirements to Todd Bailey and for supplies to Olivia Bella.

 

         Jeanne Bowman will give her list of 17 volunteers to Joanne Olson so they may be contacted about their interest in volunteering again. The volunteers will be given t-shirts when they arrive at the park.

 

k)            Entertainment – Ms. Joanne Olson reported that there would be seven or eight diverse acts, mainly singers and dancers. There will be one large band at the end of the show – for performances before and after the fireworks.

 

Entertainment for the Seniors’ Luncheon has not yet been determined. Staff are hoping to recommend entertainment that would engage the seniors.

 

l)              Signage – Councillor Carolina Moretti encouraged all members to submit requests for new signage as soon as possible to Mr. Bob Walter. James Bush will submit a request regarding the maximum number of children permitted to enter the Jumping Castle at one time.

 

The committee also needs to consider extra signage for the Seniors’ Luncheon at Le Parc. New banners will be created. Hanging banners will also be used. Sandra Sealy will check with Markham Corporate Communications to determine if there are any pictures of last year’s event that would be suitable. Other possibilities include staging a photo shoot of older adults or having older adults submit pictures of themselves in their youth, in keeping with this year’s event theme.

 

m)     Security – Olivia Bella reported that she has made requests to hire paid duty officers, Auxiliary Police and St. John’s Ambulance first-aid staff; she is waiting for confirmation of the arrangements. She will advise Mathew Vetere of the associated costs so they might be incorporated into the budget.

 

n)            Volunteers – Volunteers are needed for the Seniors’ Luncheon and the Children’s activities. Joanne Olson will provide Antoinette DiNovo with a list of volunteers from last year; she will contact them to determine if they are interested in volunteering their time for this year’s event. Councillor Kanapathi might be able to provide the names of Boy Scouts if some of last year’s volunteers choose not to volunteer again.

 

The committee briefly discussed the possibility of having a separate tent for volunteers and providing food for them. Staff will investigate these options and report back to the committee.

 

o)            Heritage Grant Request – The grant application has been submitted; the Town should receive notice in June whether its application was successful.

 

p)            Media Launch – No report was available. The date of the media launch should be reported at the next meeting; the date should be scheduled to take place between June 11th and 25th.

 

 

 

4.         OTHER BUSINESS

 

a)            Future Meetings

The Committee agreed to meet as follows: April 16; May 14; June 11; June 25.

 

b)            Emcee 

This subject will be discussed at the next meeting.

 

c)Maps of Milne Park

Bob Walter will bring maps to the next meeting.

  

d)            Horse and Wagon

It was agreed the parade should once again include the horse and wagon featuring Town Councillors and children. It may be possible to ask sports organizations and youth groups to identify children who would be interested in taking part. Councillor Moretti will also speak with John Hawco to encourage the children in his parade to take part.

 

 

5.         DATE FOR NEXT MEETING

The next scheduled meeting of Markham Canada Day Committee is April 16, 2007.

 

 

6.         ADJOURNMENT

The second meeting of the 2007 Markham Canada Day Committee adjourned at 7:45 p.m.