MINUTES

2007 MARKHAM CANADA DAY COMMITTEE

2007-06-11

Meeting No. 5

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Attendance

Members Jeanne Bowman James Bush Javaid Khan Mitch Reiss Sam Sahoy Samuel Carr Council Councillor Carolina Moretti Councillor Alex Chiu Regrets Councillor Logan Kanapathi

Staff Steve Matunin, Supervisor, Operations Bob Walter, Operations Rob Hincks, Operations Todd Bailey, Operations (Milne) Matt Vetere, Financial Analyst Marjorie Rebane, Manager, Corporate Communications Joanne Olson, Councillor’s Assistant 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 Antoinette DiNova Shahid Mahmood

The fifth 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 MAY 14, 2007 MEETING

THE MARKHAM CANADA DAY COMMITTEE RECOMMENDS:

That the minutes of the Markham Canada Day Committee meeting held on May 14, 2007, be adopted a distributed.

CARRIED

2. 2007 BUDGET

Mr. Matt Vetere distributed a document entitled Town of Markham Canada Day 2007 Preliminary Budget as at June 11, 2007 for the committee’s review. There have been no changes since the last report.

3. COMMITTEE REPORTS

a) Food Vendors – Councillor Carolina Moretti welcomed Sam Sahoy to the meeting. Mr. Sahoy reported that 6 or 7 vendors have been confirmed, a good start to matching the 15 vendors at last year’s event. Confirmed vendors will sell ice cream, hot dogs and hamburgers, popcorn, and neon lights. Sam Savoy and Javaid Khan would welcome suggestions from committee members for additional vendors and will continue efforts to confirm more.

b) Sponsorship – Councillor Moretti reported that sponsorship letters were sent to organizations recently. Bell Canada has been confirmed as a principal sponsor with a donation of $10,000. MAM Greenpark Group has made a donation of $500. Councillor Moretti and Councillor Chiu will continue efforts to persuade other organizations to sponsor Canada Day events.

c) Advertising/Posters/Invitations – Wendy Lucas reported that a number of entries had been received in the poster contest. The winner will receive a $50 gift certificate valid at Markville Mall and the six runners-up will each receive movie passes from Cineplex Odeon; all contestants will receive a Swim Pass and a card thanking them for participating. At the Media Launch for the Canada Day events, the names of the winner and runners-up will be announced and the winning poster displayed. All posters will be displayed at Milne Park on Canada Day. Bob Walter will ensure the posters are mounted.

It was agreed that a sub-committee would meet to review the posters and to select the winner and six runners-up. Members of the sub-committee are: Wendy Lucas, Mitch Reiss, Javaid Khan and Sandra Sealy.

At its wrap up meeting, the Committee will consider establishing criteria for next year’s poster contest, and using the winning poster as a promotion for next year’s event if it fits with the event theme.

Marjorie Rebane, Manager Corporate Communications, reported that as much space as possible will be reserved to promote the Canada Day events on the “Town page” in the June 14^th, 21^st and 28^th editions of the local newspaper “Markham Economist & Sun”. In addition, a communication service announcement has been prepared and will be sent to local media to ensure the Town’s event is included in all Canada Day event listings.

A draft communication release for the Media Launch event will be reviewed with Councillor Moretti. Mayor Scarpitti and Councillor Moretti will serve as emcees of the Media Launch.

Mayor’s Seniors Luncheon – Cynthia Taylor-Huff circulated a copy of the VIP invitation and reported that these have been sent to invitees. Acceptances are already being received. It was noted that “Children’s Activities” should be added to the chronological list of events included with the invitation.

Closer to the event, Corporate Communications staff will meet with Councillor Moretti to determine who will speak at the Canada Day events: the media launch, the Mayor’s (Senior’s) Luncheon, and the Flag Raising Ceremony. Corporate Communications will make available pictures of last year’s event to Bob Walter for decorating at the Senior’s Luncheon.

Plans are close to being finalized and registration details have been sent to Seniors Centres et al. Corporate Communications will arrange to hire a photographer for the event. It was agreed that it would be appropriate to give entertainers and sponsors an official certificate of thanks for their participation.

A “Survey of Canada”, trivia questions developed by Mitch Reiss for seniors to pass time when travelling to the Seniors’ Luncheon, was circulated for review. It was suggested to give mugs as prizes: possibly from the Waste Management department. Mitch Reiss will also bring mug samples to the next meeting for committee consideration.

The Committee agreed that it would be appropriate to invite “Miss Markham”, Bianca Mondino, to attend the lunch to meet and greet the seniors.

d) Parade – Joanne Olson reported that everything is in order. The Town Crier will start the parade and there will be twenty-one floats. She suggested that Mayor Scarpitti and the poster contest winner take part in the Flag Raising ceremony. She will share a master list of parade participants with Corporate Communications.

e) Entertainment – Joanne Olson reported that there would be a multicultural mix of entertainment groups; arrangements almost complete. She also requested committee members to advise her if any cheques would be needed prior to July 1^st to pay for services associated with Canada Day activities.

f) Children’s Activities – Jeanne Bowman reported that she has identified toothbrush painting, and the committee will consider adding a petting zoo, as children’s activities for the 2009 Canada Day event. She will request flags and pins from Olivia Bella.

g) Security – Olivia Bella has received confirmation from York Region Police regarding security during the event, and will provide a list of officers to Joanne Olson.

h) Volunteers – Joanne Olson advised that all those who had volunteered have been confirmed. Steve Matunin distributed golf shirts to Committee members; who were asked to wear them to the Media Launch.

i) Media Launch – Sandra Sealy reported that the media launch has been re-scheduled to Tuesday, June 19^th from 1:00 – 1:30 PM in the Great Hall. Invitations have been sent and acceptances are being received. A group of flag dancers will perform during the media launch. Light refreshments will be served.

j) Red Bull Participation – It is not within Town policy to invite the Red Bull MET (Mobile Energy Team) program to participate. It is appropriate to have radio stations Z103 and Jewel 98.5 as part of the activities; Councillor Carolyn Moretti and Mitch Reiss will discuss the details.

4. OTHER BUSINESS

a) Fireworks - Steve Matunin reported that all plans are in place and the contract has been signed.

b) Stage & Sound – Samuel Carr reported that plans are in place.

c) Heritage Grant request - Olivia Bella reported that the Town has received $3,000 as a result of the approval of its grant application.

d) Signage – All sign requests must be submitted to Bob Walter by June 18, 2007.

e) Maps – Bob Walter is creating a map of Milne Park, similar to that created for the Children’s Fest; the map will be ready for Canada Day.

f) Taste of Asia – The Committee’s booth will be staffed by summer students.

5. DATE FOR NEXT MEETING

The next scheduled meeting of the Markham Canada Day Committee is June 25, 2007; all details for the Canada Day celebrations will be finalized.

6. ADJOURNMENT

The fifth meeting of the 2007 Markham Canada Day Committee adjourned at 7:15 p.m.