MINUTES

2007 MARKHAM CANADA DAY COMMITTEE

2007-06-25

Meeting No. 6

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Attendance

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

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 James Bush Everest D’Souza Shahid Mahmood

The sixth meeting of the 2007 Markham Canada Day Committee convened at 6:00 p.m. with Councillor Carolina Moretti in the Chair.

1. ADOPTION OF THE MINUTES OF THE JUNE 11, 2007 MEETING

THE MARKHAM CANADA DAY COMMITTEE RECOMMENDS:

That the minutes of the Markham Canada Day Committee meeting held on June11, 2007, be adopted as distributed with one correction in italics:

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 2008 Canada Day event.

CARRIED

2. 2007 BUDGET

Mr. Matt Vetere reported that the Canada Day Event budget has been adjusted to reflect the additional $1,000 received as part of the Heritage Grant and the $10,000 sponsorship from Bell Canada. He also reported that Revenues are meeting Expenses, therefore the budget is balanced.

3. COMMITTEE REPORTS

a) Media Launch – Sandra Sealy reported that the media launch was extremely successful: there was a large turnout and the flag dancers were very entertaining. Pictures of the event were circulated among the committee members. Councillor Carolina Moretti thanked Sandra Sealy and the team that helped her for making the event a success, and thanked Marjorie Rebane for her communications expertise.

It was suggested that the committee consider portraying next year’s event as a “preview to Canada Day” rather than a media launch.

l) Food Vendors –Sam Sahoy reported that nine vendors have been confirmed, with two more possible vendors; compared to15 vendors at last year’s event. The Milne Park concession stand operator will not have the stand open for the Canada Day event this year.

Committee members discussed whether to offer a discount to a school group wishing to sell sno-cones as a fund raising event; unfortunately a discount cannot be offered in order to maintain a consistent policy for all vendors. Committee members voted to waive the customary amount of $25 charged community groups for a Mississauga-based government sponsored service organization. The committee will try to attract a similar Markham-based group for next year’s event.

m) Sponsorship – Councillor Moretti reported that she and Councillor Chiu have raised $24,000; they will continue efforts to bring the total sponsorship to $25,000.

d) Advertising/Posters/Invitations –

The Grand Prize winner of the $50.00 Markville Mall certificate and complimentary swim pass was William Yan from E.T. Crowle Public School. He attended the Canada Day Media Launch on June 19th where he received his prize and was congratulated by the Mayor and Council members. William took part in the parade and was announced as winner at the Canada Day opening ceremonies.

Winners of 2 Cineplex Odeon movie passes and a complimentary swim pass were the following finalists:

Noam Sussman, Thornlea High School

Rohail Sultan, Coppard Glen Public School

Sylvia Chan, Unionville High School

Calvin Chan, Stonebridge Public School

Anmoldeep Rupra, Ellen Fairclough Public School

Eva Fok, Unionville High School

Thishani Kanagaratja, Ellen Fairclough Public School

The finalists were invited to the Canada Day Launch & Canada Day Opening ceremony but all gave regrets.

All participants received complimentary swim passes.

Wendy Lucas reported that all posters entered in the poster contest would be framed – winning posters would be framed in red; others, in black - and displayed at Milne Park on Canada Day.

Postcards advertising the event have been distributed at several locations including Town parks, local supermarkets, and the Main St. Farmers Market.

The main banner has been put in place at Milne Park. Bob Walter will create banners for the sponsors and signage for the park entrance. All sign requests must be submitted to Bob Walter by June 27, 2007.

Olivia Bella displayed a paper Canadian flag; it was suggested that the flags be used strategically in clusters around the park entrance and committee information booth. She also has a supply of small flags; it was suggested that these be handed out at the Mayors (Seniors) Luncheon and during the parade.

Dignitaries have responded favourably to invitations to the Canada Day events. Joanne Olson will coordinate planning the participation in the parade of those dignitaries.

e) Mayor’s Seniors Luncheon – Cynthia Taylor-Huff reported that all arrangements have been finalized. The Town Crier will open the luncheon and grace will be said. Registrations have already been received from 432 seniors; that number is expected to increase before the registration closes on June 27.

f) Parade – Joanne Olson reported that the parade order has been set. Parade Marshals will be used to ensure the parade arrives at Milne Park on time. Joanne Olson will coordinate, with Parks staff, plans to direct floats to appropriate places upon arrival at Milne Park.

g) Fireworks - Steve Matunin reported that all plans are in place; the fireworks display will be set to music. Parks staff will make available a radio system for Samuel Carr and his staff for the purpose of managing the show production.

h) Parking – All arrangements have been finalized.

i) Transit Arrangements – Joanne Olson reported that volunteers, preferably committee members, are required to accompany seniors on the buses taking them to the Mayor’s (Seniors) Luncheon. Councillor Logan Kanapathi will provide names of additional volunteers to Joanne Olson.

j) Stage & Sound – Samuel Carr reported that plans are in place for both the Mayor’s (Seniors) Luncheon at Le Parc Hotel and the Canada Day events at Milne Park. Joanne Olson will provide Samuel Carr with a schedule for the day’s events. Samuel Carr requested that dance groups provide CDs, not MP3s, of their music. Olivia Bella will arrange to send the podium to Milne Park.

k) Entertainment – Joanne Olson reported that there would be nineteen groups offering a multicultural mix of entertainment; all arrangements have been confirmed.

l) Children’s Activities – Jeanne Bowman reported that she has identified “food-gluing” as another children’s activity for the 2008 Canada Day event. She was assured that backup support for the Jumping Castle would be made available.

m) Security – Olivia Bella will make arrangements to hire an EMS ambulance and two attendants for four hours during the Mayors (Seniors) Luncheon, at a cost of $135 per hour. Other security plans for Milne Park are in place.

n) Volunteers – Joanne Olson advised that all those who had volunteered have been confirmed. A tent will be set up to provide refreshments for VIPs and Volunteers. Eighteen volunteers will be assigned to assist with the Children’s Activities. Many have volunteered to assist with the Mayor’s (Seniors) Lunch but some will reassigned to duties at Milne Park. Joanne Olson will provide Cynthia Taylor-Huff with a list the volunteers assigned to assist at the luncheon.

o) Radio Station Participation – Radio station Z103 is not able to participate; Jewel 98.5 will notify the Town by June 27 whether it is able to participate. Space will be made available as needed. To ensure availability, requests for participation should be sent to radio stations early in the year, e.g. January or February.

4. OTHER BUSINESS

a) On behalf of the Councillor Co-chairs, Councillor Carolina Moretti thanked all committee members for their efforts in making the Media Launch a success and for their efforts in planning the Canada Day events.

5. DATE FOR NEXT MEETING

The next scheduled meeting of the Markham Canada Day Committee is July 16, 2007 to discuss the results of the 2007 Canada Day celebrations, and consider ideas for the 2008 event.

6. ADJOURNMENT

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