MINUTES

2007 MARKHAM CANADA DAY COMMITTEE

2007-11-19

Meeting No. 8

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Attendance

Members Jeanne Bowman Samuel Carr Antoinette DiNova Javaid Khan Mitch Reiss Sam Sahoy Council Councillor Carolina Moretti Councillor Alex Chiu Regrets Councillor Logan Kanapathi Marjorie Rebane, Manager, Corporate Communications Guest Lisa Cheskes

Staff Steve Matunin, Supervisor, Operations Bob Walter, Operations Rob Hincks, Operations Todd Bailey, Operations (Milne) Matt Vetere, Financial Analyst Joanne Olson, Special Events Assistant 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 eighth meeting of the 2007 Markham Canada Day Committee convened at 6:05 p.m. with Councillor Carolina Moretti in the Chair.

Councillor Carolina Moretti warmly welcomed back all committee members to begin planning for the 2008 Markham Canada Day events.

1. ADOPTION OF THE MINUTES OF THE JULY 16, 2007 MEETING

THE MARKHAM CANADA DAY COMMITTEE RECOMMENDS:

That the minutes of the Markham Canada Day Committee meeting held on July 16, 2007, be adopted as distributed.

CARRIED

2. 2007 BUDGET

Mr. Matt Vetere distributed a document entitled Town of Markham Canada Day 2007 Final Budget as at November 16, 2007 for the committee’s review. He reported that there is an approximate $2000 surplus, which will be carried forward for the Town of Markham Canada Day 2008 budget.

l) PLANNING FOR CANADA DAY 2008

a) Theme – all committee members were asked to think about possible themes, and to bring suggestions to the next meeting.

b) Timetables – This item will be discussed at the next meeting.

c) Media Launch – This event will be portrayed as a “preview to Canada Day”; Sandra Sealy will coordinate this event.

d) Food Vendors –Sam Sahoy will coordinate these plans. Javaid Khan will consider assisting Mr. Savoy.

e) Sponsorship – Councillor Moretti reported that she and Councillor Chiu will work on obtaining the main sponsors and other sponsorships for the Canada Day Event 2008.

f) Advertising/Posters/Invitations – Wendy Lucas will coordinate the plans for advertising, postcards, invitations, etc.

g) Mayor’s Seniors Luncheon – Cynthia Taylor-Huff and Steve Matunin will coordinate plans for the luncheon.

h) Parade – Antoinette DiNovo will coordinate planning for the 2008 parade.

i) Fireworks - Steve Matunin will coordinate plans for the fireworks display and the accompanying music.

j) Parking – Rob Hincks and Todd Bailey will coordinate these plans.

k) Transit Arrangements – Joanne Olson will coordinate these arrangements. Steve Matunin will liaise with York Region Transit staff to identify arrangements that will minimize concerns with bus queues at the end of events at Milne Park.

l) Stage & Sound – Samuel Carr will coordinate these arrangements and work to find ways to expand the reach of sound from the stage throughout Milne Park.

m) Entertainment – Joanne Olson and Mitch Reiss will coordinate the selection of an appropriate mix of entertainment.

n) Children’s Activities – Jeanne Bowman reported that many of the children’s activities, e.g. the magician, the clown, the jumping castle, face painting and toothbrush art, have been reserved. Ms. Bowman welcomes suggestions for new activities.

o) Signage – Bob Walter will handle requests for, and coordinate the professional appearance of, signage for Canada Day events.

p) Security – Joanne Olson will obtain quotes and coordinate the security plans for the Mayor’s Seniors Luncheon and for Milne Park.

q) Radio Station Participation – Councillor Moretti and Mitch Reiss will draft and send requests to radio stations to encourage participation in the Markham Canada Day 2008 events.

r) Heritage Grant – Joanne Olson is now assigned to this role. She will work with Olivia Bella to complete the final report due to Heritage Canada for the 2007 grant and will begin the process of submitting the 2008 grant application.

s) Volunteers – Javaid Khan will work with Councillor Kanapathi, Antoinette DiNova, Cynthia Taylor-Huff and Jeanne Bowman in recruiting volunteers for the Canada Day 2008 events.

t) Membership – James Bush has submitted a letter of resignation; on behalf of the committee, Wendy Lucas will prepare and send a letter of thanks for his contributions to Canada Day events. The Town of Markham has advertised for volunteers to join Town committees. As part of this process, Lisa Cheskes attended this meeting as a guest to observe committee proceedings. When applications are received, it would be appropriate for the Committee to add two new members.

4. OTHER BUSINESS

a) Canada Day Shirts – Committee members were encouraged to keep their shirts; new members will be issued shirts prior to the 2008 events. Sponsors will be asked to provide t-shirts for volunteers.

b) Poster Contest - The poster contest was very popular; for 2008, it will be promoted to students in Grade 5 and above. Antoinette DiNova and a new committee member will coordinate plans for the contest. Wendy Lucas will provide contact information for the school board.

c) Certificates of Appreciation - Councillor Moretti distributed certificates of appreciation to members of the Markham Canada Day 2007 committee.

d) Planning – Flow charts and lists of duties related to planning for Markham Canada Day activities will be developed by those planning the activity.

e) New activities – Committee members were asked to think of new ideas and new activities. Mitch Reiss will develop a proposal relating to having buskers as part of the Markham Canada Day 2008 events.

5. DATE FOR NEXT MEETING

The next scheduled meeting of the Markham Canada Day Committee is January 21, 2007 at 6:00 PM to discuss possible themes, and develop timelines for the 2008 event.

6. ADJOURNMENT

The eighth meeting of the 2007 Markham Canada Day Committee adjourned at 6:50 p.m.