MINUTES

2008 MARKHAM CANADA DAY COMMITTEE

2008-3-17

Meeting No. 3

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Attendance

Members Samuel Carr Jeanne Bowman Javaid Khan Mitch Reiss Willie Reiss Council Regrets Councillor Alex Chiu Councillor Carolina Moretti Councillor Logan Kanapathi Antoinette DiNova Ken Mack Sam Sahoy Wendy Lucas, Assistant to Councillor Moretti Cynthia Taylor-Huff, Assistant to Councillor Chiu

Staff Steve Matunin, Supervisor, Operations Bob Walter, Operations Rob Hincks, Operations Todd Bailey, Operations (Milne) Matt Vetere, Financial Analyst Joanne Olson, Special Events Assistant Sandra Sealy, Assistant to Councillor Burke Marjorie Rebane, Manager, Corporate Communications Bev Shugg Barbeito, Committee Clerk Absent

The third meeting of the 2008 Markham Canada Day Committee convened at 6:10 p.m. with Joanne Olson in the Chair. New member Willie Reiss was welcomed to the Committee.

1. ADOPTION OF THE MINUTES OF THE FEBRUARY 4, 2008 MEETING

THE MARKHAM CANADA DAY COMMITTEE RECOMMENDS:

That the minutes of the Markham Canada Day Committee meeting held on February 4, 2008, be adopted as distributed.

CARRIED

2. 2008 BUDGET

Mr. Matt Vetere distributed a document entitled Town of Markham Canada Day 2008 Preliminary Budget as at March 17, 2008 for the committee’s review. No changes to the previous report had been reported.

3. PLANNING FOR CANADA DAY 2008

a) Theme

Marjorie Rebane Manager Corporate Communications, Joanne Olson and others will discuss ideas so that Town of Markham Corporate Communications staff might develop a theme and tagline for use in conjunction with the Town of Markham corporate logo to identify Canada Day events. This would facilitate recognition of the Canada Day events by residents and would reduce costs by allowing the use of event materials and signs from year to year.

b) Timelines

The only imminent deadline involves having the theme branding ready to meet the print deadline for the Town of Markham Summer Recreation Guide.

c) Media Launch

This will be characterized as a Preview Event to Town of Markham Canada Day events. It was reported that June 24, 2008 appears to be the best date for the event. Town of Markham staff and an inclusive list of media will be invited to attend. A variety of entertainment will be planned to include youth, seniors and Town of Markham staff.

d) Food Vendors

In past years, there have been 12 – 18 food vendors; Joanne Olson will provide a list of past vendors and the Food Vendor application form to Samuel Carr.

e) Sponsorship

It was reported that the Committee is waiting for confirmation that Bell Canada will once again be the main sponsor. It was suggested that Rogers be approached, should Bell Canada not wish to participate as main sponsor.

This item will be discussed further at the next meeting.

f) Advertising/Posters/Invitations

Marjorie Rebane, Manager Corporate Communications, will coordinate plans with Wendy Lucas to have the Canada Day event ad ready for the print deadline for the Town of Markham Summer Recreation Guide.

g) Mayor’s Seniors Luncheon

Le Parc has been confirmed as the venue of this event. Further updates will be provided at the next meeting.

h) Parade

It was reported that Antoinette DiNova has received many enquiries about participating in the parade. In previous years, most participants were volunteers; only two participants were paid.

It was suggested to include more music in the parade. Possibilities to consider include the Filipino Heritage Band and the Governor General’s Horse Guards’ Band. It was also suggested to consider sponsorship of floats and bands in order to afford those that charge for participation.

i) Transit Arrangements

Joanne Olson will reserve the same number of vehicles as last year (8 for the Luncheon; 4 additional for the evening).

j) Stage & Sound

Joanne Olson will confirm with Councillor Moretti whether the contract for the stage has been awarded.

k) Entertainment

Mitch Reiss reported that the entertainment line up will be almost the same as that of last year, with only one or two new acts. Other potential new initiatives include musical and circus entertainment for children, and roaming entertainers throughout the park (other than the children’s area).

l) Children’s Activities

Jeanne Bowman reported that all children’s activities have been confirmed and invoices submitted. Twenty volunteers will be needed for the children’s activities. Supplies will be arranged with Joanne Olson. Parking passes will be required to be available at the gate for the entertainers providing the children’s activities. It was reported that new rules to limit the Town of Markham’s liability may prevent the use of a “jumping castle”.

m) Security

Security will be required for two nights. Joanne Olson will obtain price quotes and report further at the next meeting.

n) Radio Station Participation

It was reported that a media sponsorship proposal will be completed and submitted for approval to Councillor Moretti prior to distribution to radio stations in the Greater Toronto Area. The proposal should advise potential media sponsors what the Committee can provide them (e.g. signage, local media coverage) and what will be expected of them. Town of Markham Corporate Communications is able to produce required Public Service Announcements but would appreciate assistance from Committee members in producing the media sponsorship package.

o) Volunteers

Javaid Khan reported that volunteers will be required for the Children’s Activities and the buses; Councillor Logan Kanapathi will be asked to recruit volunteers again this year. Cynthia Taylor-Huff is arranging for volunteers to assist with the Mayor’s Luncheon.

4. OTHER BUSINESS

a) Hydro Connection

Operations staff will investigate the feasibility of renting a second portable tower to provide light toward the bus side of the Milne Park parking lot.

5. DATE FOR NEXT MEETING

The date of the next scheduled meeting of the Markham Canada Day Committee is

April 28, 2008, at 6:00 PM, in the York Room.

6. ADJOURNMENT

The third meeting of the 2008 Markham Canada Day Committee adjourned at 7:15 p.m.