MINUTES
2007 MARKHAM
CANADA DAY COMMITTEE
2007-04-16
Meeting No.
3
_________________________________________________________
Attendance
Members
James Bush Jeanne Bowman Antoinette DiNova Javaid Khan Mitch Reiss Samuel Carr CouncilCouncillor
Carolina Moretti Councillor Alex
Chiu Councillor Logan
Kanapathi Regrets
Sam Sahoy |
Staff
Steve Matunin, Supervisor, Operations Bob Walter, Operations Todd Bailey, Operations (Milne) Matt Vetere, Financial Analyst Joanne Olson, Assistant to Councillor Virgilio Olivia Bella, Event Mgmt & Outdoor Sport Coordinator Wendy Lucas, Assistant to Councillor Moretti Sandra Sealy, Assistant to Councillor Kanapathi Cynthia
Taylor-Huff, Assistant to
Councillor Chiu Bev Shugg Barbeito, Committee Clerk Absent Everest D’Souza Shahid Mahmood |
The third meeting of the 2007 Markham Canada Day Committee convened at 6:05 p.m. with Councillor Carolina Moretti in the Chair.
1.
WELCOME
Javaid Khan was welcomed to the Committee by Councillor Moretti.
2. ADOPTION OF THE MINUTES
OF THE MARCH 19, 2007 MEETING
THE MARKHAM CANADA DAY COMMITTEE RECOMMENDS:
That the minutes of the Markham Canada Day Committee meeting held on March 19, 2007, be adopted with corrections to show member James Bush attended by teleconference and that Samuel Carr attended as a volunteer.
CARRIED
3. 2007 BUDGET
Mr. Matt Vetere distributed a document entitled Town of Markham Canada Day 2007 Preliminary Budget as at April 16, 2007 for the committee’s review. There have been no significant changes since the last report.
It is known that some items will cost more than last year. All members were encouraged to review costs for their budget items, and to advise Matt Vetere of any additional budget funds required so that he might make revisions and present a final budget at the next meeting.
4. COMMITTEE REPORTS
a) Food Vendors – Joanne Olson reported that Sam Sahoy is ill but wishes to continue his work with this Committee. Javaid Khan will assist Sam Sahoy in coordinating the details of this aspect of the festival with Todd Bailey.
b) Sponsorship – Councillor Moretti informed the Committee that a sponsorship request has been sent to Bell Canada and that letters to other organizations will be sent this week. Councillor Moretti and Councillor Chiu have a goal to fundraise a total of $25,000.
c) Advertising/Posters/Invitations – Wendy Lucas reported that posters to attract entrants in the Markham Canada Day Poster Contest have been posted at community centres and libraries; ads have been placed on the Markham Libraries web site and the Markham Youth web site. Mitch Reiss volunteered to distribute copies to the Mayor’s Youth Task Force so the poster could, in turn, be distributed at local schools. Cadillac Fairview has advised that the $50 gift certificate valid at Markville Mall is ready for pickup; the movie passes have already been received from Cineplex Odeon.
Wendy Lucas advised that 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. Olivia Bella reported that advertising is usually placed in June on the “Town page” of the local newspaper “Markham Economist & Sun”. An ad was placed in the “Toronto Star” last year but the high cost may be prohibitive for this year. Olivia Bella will follow up and report back to the Committee.
d) Mayor’s Seniors Luncheon – Cynthia Taylor-Huff advised that Le Parc Markham has been confirmed as the site for the luncheon. A site visit was arranged to inspect all aspects of the venue. Le Parc will provide linens, tables and chairs. The menu is still to be determined. Tony Murphy will serve as host of the event; more entertainment is still to be confirmed. It was suggested that the Town could request flags and pins from the local Member of Parliament’s office; Cynthia Taylor-Huff will investigate this possibility. Mitch Reiss volunteered to assist with planning the luncheon.
e) Parade - Antoinette DiNova has been contacting a list of last year’s parade participants to confirm their participation. Of 28 participants, only 5 have confirmed their participation for this year. Others have indicated they are unsure; Antoinette DiNova will continue to follow up with them. Joanne Olson will schedule the parade sequence once participant information is finalized.
Olivia Bella advised that EMS would like to participate in this year’s parade; she will advise EMS that the Committee welcomed their participation. Other suggestions for participants included Laidlaw, Budget Touring and the Mayor’s Youth Task Force. Antoinette DiNova and Joanne Olson will contact these organizations to determine their interest.
f) Fireworks – Steve Matunin reported that a conference call will be arranged with Michael Biancaniello of Red Boss Fireworks to discuss a contingency plan outlining proposed responses to various situations, e.g. inclement weather.
g) Transit Arrangements – Joanne Olson reported that ten buses have been reserved with York Region Transit; final details will be determined closer to the event.
h) Stage & Sound – Samuel Carr reported that there would be no problems with sound at Le Parc (venue for the Mayor’s Senior Luncheon) or additional lighting to brighten the room. He will coordinate the use of projectors during the luncheon with Cynthia Taylor-Huff, and coordinate requirements for the evening shows with Joanne Olson.
i) Entertainment – Joanne Olson reported that arrangements for the entertainment are almost complete. Tents are still to be ordered; staff mentioned the possibility that, rather than spending funds on rentals, a tent would be purchased to replace a worn one owned by the Town. Such a purchase would benefit not only the Canada Day Committee plans but plans for other Town events as well.
j) Signage – Councillor Carolina Moretti strongly encouraged all members to submit requests for new signage as soon as possible to Bob Walter, and not to assume that he would know requirements from previous years. Cynthia Taylor-Huff will discuss signage needs for the luncheon at Le Parc; Joanne Olson will discuss signage needs for the tents.
k) Security – Olivia
Bella reported that plans are in place; she will bring written confirmation
from Brian Miller to the next meeting.
l) Volunteers –
Joanne Olson advised there is a list of 18 new volunteers. She will confirm
their participation and assign half to assist with the Mayor’s Seniors Luncheon
and half to assist at Milne Park. One volunteer in particular will sing “O
Canada” at the Media Launch and the Flag Raising ceremony, and will later
assist at Milne Park. It was suggested that the Committee send an invitation to
Town staff to participate as volunteers.
m)
Children’s activities - Jeanne Bowman
requested enough flags and pins be ordered so she can distribute them to
children taking part in activities.
n) Media Launch – Thursday, June 21st is being considered as the date of the media launch but this has not yet been finalized. Councillor Moretti encouraged staff to select a date that would fit with the Mayor’s schedule and the schedules of as many Councillors as possible. Mitch Reiss and Antoinette DiNova will coordinate suggestions for the Media Launch with Sandra Sealy.
4. OTHER
BUSINESS
a)Maps of Milne Park
Bob Walter reviewed maps of Milne Park following the meeting.
b) Prizes
Olivia Bella displayed a draft of a Swim Pass that will be awarded as prizes for children taking part in bicycle decorating. The Committee agreed that that the pass should also be awarded to each entrant in the poster contest.
c)Emcee
Harry James has been approached to serve as emcee.
d) Radio Station Involvement
Mitch Reiss suggested having a radio station be part of the activities. He will provide more information at the next meeting so the committee can consider the proposal.
5. DATE FOR NEXT MEETING
The next scheduled meeting of
Markham Canada Day Committee is May 14, 2007.
6. ADJOURNMENT
The third meeting of the 2007 Markham Canada Day Committee adjourned at 7:10 p.m.