MINUTES
2008
2008-5-26
Meeting No. 5
__________________________________________________________
Attendance
Members
Jeanne Bowman Samuel Carr Javaid Khan Antonette DiNovo Willie Reiss CouncilCouncillor Alex
Chiu Councillor
Carolina Moretti Staff
Rob Hincks, Operations Wendy Lucas, Assistant to Councillor Moretti Steve Matunin, Supervisor, Operations Joanne Olson, Special Events Assistant Murat Parnakoglu, Assistant to Councillor Kanapathi Matt Vetere, Financial Analyst Bob Walter, Operations Bev Shugg Barbeito, Committee Clerk |
Regrets
Mitch Reiss Todd Bailey, Operations (Milne) Cynthia
Taylor-Huff, Assistant to
Councillor Chiu Sandra Sealy, Assistant to Councillor Burke Marjorie Rebane,
Manager,
Corporate Communications Councillor Logan
Kanapathi Absent |
The fifth meeting of the 2008 Markham Canada Day Committee convened at 6:05 p.m. with Councillor Carolina Moretti in the Chair.
1. ADOPTION OF THE MINUTES OF THE APRIL 28, 2008 MEETING
THE
That
the minutes of the
CARRIED
2. 2008 BUDGET
Mr. Matt Vetere
distributed a document entitled Town of
3. PLANNING FOR
a) Timelines
Committee members were advised that if there were any concerns they should contact Wendy Lucas in Councillor Moretti’s office rather than waiting to raise them at a future meeting.
b) Media Launch
Wendy
Lucas reported on behalf of Sandra Sealy that the Preview Event to the Town of
Invitations will be sent to an inclusive list of media, Canada Day sponsors and dignitaries.
It was
suggested that Mayor Scarpitti be asked to encourage the Town of
It was suggested that photographs of last year’s Media Launch would be used to decorate the Great Hall.
c)
Food Vendors
Samuel Carr reported that three food vendors have been confirmed. He was asked to follow up quickly to confirm other potential food vendors. Joanne Olson will provide information on vendors from previous years. Longo’s has expressed an interest in having a small booth to sell healthy foods; Joanne Olson will follow up to determine its participation.
Committee members were asked to advise Samuel
Carr if they have ideas of potential food vendors or know of any food vendors
that might be interested in participating.
Antonette DiNovo
reported that Starbuck’s will provide ten 50-cup urns of coffee, as well as
sugar and creamers, for distribution to Canada Day attendees at
It was noted that for 2009, Food Vendor
agreements will need to be reviewed and revised so that clauses in the
agreement support environmentally friendly initiatives, including but not
limited to, recycling.
d)
Advertising/Posters/Invitations
Wendy Lucas reported
that the posters and postcards have been distributed as in previous years to
community centres, public libraries, Information Markham, the Varley Art
Gallery, and the Markham Museum. Jeanne Bowman has also distributed the
postcards at the Main Street Farmers Market. Rob Hincks will also arrange to
have postcards distributed at
The Town of
e) Mayor’s Seniors Luncheon
Le Parc has been confirmed as the venue of this event. A taste test of the menu has been conducted. A test run for the event will be held the last week of May.
Tables will be reserved for veterans and seniors award winners, and they will be acknowledged during the luncheon.
f) Parade
Antonette DiNovo reported
that nineteen entries have confirmed their participation in the parade. Some Town
of
c) Stage & Sound
The contract for the stage and sound has been awarded to Perry Chan, Network Productions. A copy of the contract will be forwarded to Willie Reiss so that he may work out logistical details with Perry Chan.
h)
Entertainment
Willie Reiss
reported that Mitch Reiss has the entertainment plans in hand. Mitch Reiss will
return to
i) Security
Joanne Olson reported that the same security plans, as those made last year, have been arranged.
j) Radio Station Participation
Councillor
Moretti reported that Bell Canada, the major sponsor for Canada Day events, is
comfortable with Rogers Communications also participating as a sponsor,
provided there is no conflict with
It was agreed that Willie Reiss will draft a media sponsorship package for Councillor Moretti to review with the intention to have this ready and approved for the planning related to Canada Day 2009. Councillor Moretti and Wendy Lucas will work with Willie Reiss to identify the benefits available to sponsors, so this information might be incorporated into the draft sponsorship package. Willie Reiss agreed to draft a bulletin for local radio stations to include in their calendar of community events.
k) Volunteers
Javaid Khan will
work with Murat Parnakoglu, Assistant to Councillor Logan Kanapathi, to confirm
the plans for Councillor Kanapathi to recruit approximately 40 volunteers for
the Canada Day events: 20 for Children’s Activities, 4-8 to assist in the tents
and park, 6 to ride on the buses, as well as a few to serve as last minute
replacements. Volunteers may also be needed to assist with recycling efforts at
4. COMPLETED ITEMS
a) Theme
The theme has been finalized for the 2008 Canada Day events.
b)
Sponsorship
Councillor Moretti and Councillor Chiu continue to work to attract other sponsors; they are very close to meeting the Sponsorship target.
c) Transit Arrangements
Joanne Olson has reserved the same number of vehicles as last year.
d)
Children’s Activities
Jeanne Bowman
reported that all children’s activities have been confirmed.
5. OTHER BUSINESS
a) Payments
Joanne Olson advised Committee members that requests for cheques must be submitted to Joanne Olson by mid-June, in order to have them issued by Canada Day.
b) T-shirts
Joanne Olson will order an additional quantity of t-shirts for volunteers from the sponsor.
Committee members were asked to determine whether they still have their Canada Day t-shirt from last year and to advise Wendy Lucas if they do not.
c) Fireworks
Steve Matunin reported that the arrangements have been made and the permits are being submitted to the Town for approval.
d) First Aid
Joanne Olson
reported that
e) Miscellaneous
Joanne Olson will arrange to have emergency cards made in two sizes: 8 ½ x 11” and pocket size. She will also arrange to have Parking Passes available for vendors and performers.
f) Information Booth
g) Ken Mack
Ken Mack
has resigned from the Committee. However, he has asked the Clerk’s Office to
remain on the Committee distribution list to receive minutes. The Committee was
advised that minutes will be distributed to him when they have been passed by
Town of
6.
DATE FOR
NEXT MEETING
The date of the next scheduled meeting of the Markham Canada Day Committee is
June 16, 2008, at 6:00 PM, in the Canada Room. (note different location)
7. ADJOURNMENT
The fifth meeting of the 2008 Markham Canada Day Committee adjourned at 7:05 p.m.