MINUTES
2008
2008-6-16
Meeting No. 6
__________________________________________________________
Attendance
Members
Jeanne Bowman Mitch Reiss Willie Reiss CouncilCouncillor Logan
Kanapathi Councillor
Carolina Moretti Regrets
Councillor Alex
Chiu Guest
May Fung |
Staff
Todd Bailey, Operations (Milne) Rob Hincks, Operations Wendy Lucas, Assistant to Councillor Moretti Steve Matunin, Supervisor, Operations Joanne Olson, Special Events Assistant Murat Parnakoglu, Assistant to Councillor Kanapathi Sandra Sealy, Assistant to Councillor Burke Cynthia
Taylor-Huff, Assistant to
Councillor Chiu Matt Vetere, Financial Analyst Bob Walter, Operations Bev Shugg Barbeito, Committee Clerk Absent Samuel Carr Javaid Khan Antonette DiNovo |
The sixth meeting of the 2008 Markham Canada Day Committee convened at 6:10
p.m. with Councillor Carolina Moretti in the Chair.
Councillor
Moretti introduced May Fung. May has applied to be a member of the committee
for 2009, so was invited to observe a committee meeting. Committee members
introduced themselves and their roles in planning Canada Day events.
Councillor Moretti advised that the three Councillors on the Committee will not be able to attend the next meeting scheduled for June 23, 2008. It was agreed that Councillor Moretti will prepare a list of items she wishes to have confirmed or clarified during that meeting, and that Joanne Olson will chair the meeting. Committee members may contact Councillor Moretti in the meantime if they need advice or assistance.
1. ADOPTION OF THE MINUTES OF THE MAY 26, 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 did not identify any concerns with timelines relating to their planning roles.
b) Media Launch
The Preview
Event to the Town of
Sandra Sealy reported that
- The flags will be removed from the Canada Room and used to decorate the Great Hall.
- There would not be enough time to create large photographs of last year’s Media Launch to decorate the Great Hall; Mitch Reiss will send Sandra Sealy some pictures from last year. Bob Walter is able to make banners for the Great Hall if some pictures are provided to him in digital format; Sandra Sealy will arrange this.
- During the event, the Filipino youth group will perform a medley of songs from the musical “Hairspray”. The group includes a keyboard player; there will be no concern in providing access to an electrical outlet for this instrument.
- Other entertainment includes Doo Doo the Clown.
- Markham Daycare children will not be able to attend this event; however, members of “Dreams” will attend.
The agenda for the event should be finalized with Corporate Communications by mid-week; it will then be distributed to an inclusive list of media and inserted in the Town paper. Councillor Moretti requested that speaking notes be provided to her, and that Corporate Communications arrange to have the Mayor and/or Councillors quoted where appropriate.
It was
agreed that a nice addition for the event would be to have signs in the Great
Hall acknowledging the two main sponsors:
c)
Food Vendors
No update was available regarding food vendors. Since the report at the last meeting had only indicated that a small number of food vendors had been confirmed, Councillor Moretti’s office will follow up with Samuel Carr to determine the current status.
d)
Advertising/Posters/Invitations
Wendy Lucas reported that the posters and postcards have been distributed as in previous years; they were also distributed recently at the Unionville Festival and will be distributed at the upcoming Markham Village Music Festival. Murat Parnakoglu asked for an additional quantity to distribute on behalf of Councillor Kanapathi. May Fung agreed to distribute some to family and friends.
e) Mayor’s Seniors Luncheon
Le Parc has been confirmed as the venue of this event. The flags will be removed from the Canada Room and used to decorate the venue. Committee members attending this event were asked to wear their Canada Day golf shirt.
Cynthia Taylor-Huff reported that
-
signs acknowledging the two main sponsors,
- a group of volunteers will greet seniors at both doors, hand them small Canadian flags, and direct them to tables – this should help ensure a smooth start to the event
- Seniors Awards winners, Veterans and Dignitaries will be directed to tables reserved for them
- Letters will be sent to the Seniors Awards winners; Cynthia Taylor-Huff will work with Councillor Moretti to finalize the letter
- the same slide show presentation as last year will be run to provide entertainment during the luncheon
- Room bouquets and table centrepieces will be ordered; committee members were asked to advise Cynthia Taylor-Huff of fun ways that the table centrepieces could be given away at the end of the luncheon
- the Filipino youth group is helping to set up for the luncheon and will be providing entertainment; the group may not stay to help clean up following the luncheon, so committee help would be appreciated
- a message will be sent to the Mayor, Councillors and Town staff encouraging them to volunteer to help at the luncheon; Cynthia Taylor-Huff will work with Councillor Moretti to finalize the message
There may be an issue with water and pop; Cynthia Taylor-Huff will follow up with Councillor Moretti about this.
f) Parade
No update was available regarding planning for the parade. However, Antonette DiNovo had reported at the last meeting that nineteen entries have confirmed their participation in the parade. Councillor Moretti’s office will follow up with Antonette DiNovo prior to the next meeting to ensure all plans are in place.
Bob Walter will construct an Information Booth where parade participants may go to get information about the parade line-up.
g) Stage & Sound
Willie Reiss reported that Perry Chan, Network Productions, has finalized logistical details with Rob Hincks. Locations of microphones et al will be provided by Mitch Reiss. On the day of the event, the intent is to use the emergency cards which have the cell phone numbers to allow Perry Chan, Rob Hincks and Willie Reiss to keep in touch and resolve problems quickly.
h)
Entertainment
Mitch Reiss reported that
- the entertainment will start earlier than in past years at 3 PM.
- most entertainers will perform in 20 minute time slots
-
there are three new acts this year: Doo Doo the
clown, a Jazz Rock quartet and the Folk Rock Fiddles
-
Doo Doo the clown is one the greatest clown acts
and should draw a large crowd. He has offered to perform three ½ hour shows and
walk through the park performing balloon tricks etc, for an excellent price.
-
the Hawaiian Dance Group/Belly Dancers have not
yet confirmed their participation and have been removed from the entertainment
list. Joanne Olson will notify the group that it has not been included in the
program.
Mitch Reiss, Joanne Olson, and Councillor Moretti will meet immediately following the meeting to finalize the timing details of the participation of the Governor General’s Horse Guards’ Band.
Mitch Reiss, Joanne Olson, and Councillor Moretti will meet immediately following the meeting to finalize the entertainment program, so that Mitch Reiss may, in turn, provide the program list to Perry Chan.
Mitch Reiss will provide Joanne Olson with a list of the entertainers and their costs, so that she can arrange to have cheques to pay the entertainers on Canada Day.
Joanne Olson
will work with Corporate Communications staff to revise the Canada Day ad so
that the ad indicates in bold that entertainment is starting earlier.
i) Radio Station Participation
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.
j) Volunteers
Murat Parnakoglu and Councillor Logan Kanapathi confirmed that approximately 40 volunteers will be recruited 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. Mitch Reiss requested up to three volunteers to help with staging tasks. Cynthia Taylor-Huff and Steve Matunin are recruiting volunteers to assist with the Mayor’s Seniors Luncheon.
4. OTHER BUSINESS
a)
Cultural
Committee members were briefly advised
about the cultural access pass and the Race Relations Committee recommendation
that it be given to new immigrants as part of the Canada Day celebrations
“Citizenship Ceremony”. This has merit and will be considered for the planning
of Canada Day 2009.
b) Heritage Grant
The grant has been received.
c) 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.
d) Committee shirts
Committee members were asked to determine whether they still have their Canada Day golf shirt from last year and to advise Wendy Lucas if they do not.
e) Signage
Bob Walter requested that all requests for signs be submitted soon so that the signs might be completed by June 25th.
f) VIP Tent
Longo’s will provide food in the VIP tent.
g) Fireworks
The permits have been approved.
h) First Aid
Joanne Olson reported that
i) Miscellaneous
- Joanne Olson will arrange to have emergency cards made in two sizes: 8 ½ x 11” and pocket size. Committee members were requested to provide their cell phone numbers for this purpose.
-
- CISCO will be participating.
- Joanne Olson has reserved six buses.
5.
DATE FOR
NEXT MEETING
The date of the next scheduled meeting of the Markham Canada Day Committee is
June 23, 2008, at 6:00 PM, in the York Room.
A follow up meeting has been scheduled for
Monday, August 25, 2008 at 6:00 PM, in the York Room.
6. ADJOURNMENT
The sixth meeting of the 2008 Markham Canada Day Committee adjourned at 7:10 p.m.