MINUTES

2008 MARKHAM CANADA DAY COMMITTEE

2008-6-23

Meeting No. 7

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Attendance

Members Jeanne Bowman Samuel Carr Antonette DiNovo Mitch Reiss Willie Reiss Council Regrets Javaid Khan Matt Vetere, Financial Analyst Councillor Alex Chiu Councillor Logan Kanapathi Councillor Carolina Moretti

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 Bob Walter, Operations Bev Shugg Barbeito, Committee Clerk Guest May Fung

The seventh meeting of the 2008 Markham Canada Day Committee convened at 6:10 p.m. with Joanne Olson in the Chair. Councillor Moretti, Councillor Chiu and Councillor Kanapathi sent their regrets because they were requested to attend a special meeting called by the Mayor.

1. ADOPTION OF THE MINUTES OF THE JUNE 16, 2008 MEETING

THE MARKHAM CANADA DAY COMMITTEE RECOMMENDS:

That the minutes of the Markham Canada Day Committee meeting held on June 16, 2008, be adopted as distributed.

CARRIED

2. PLANNING FOR CANADA DAY 2008

a) Media Launch

Sandra Sealy reported that all plans are in place for the Preview Event to the Town of Markham Canada Day events, scheduled for June 24, 2008 at 12:30 PM.

b) Food Vendors

Samuel Carr reported that seven food vendors had signed their contract and paid the associated fee; four others are planning to do so. Samuel Carr was given parking passes to distribute to the food vendors so they might gain entrance to Milne Park.

Rob Hincks will set the vendor booths in position.

c) Mayor’s Seniors Luncheon

Cynthia Taylor-Huff reported that

- Steve Matunin will pick up and deliver the flags to Le Parc

- Letters have been sent to the Seniors Awards winners to invite them to the luncheon; there has been good response

- Room bouquets and table centrepieces have been ordered; committee members were asked to advise Cynthia Taylor-Huff by email of fun ways that the table centrepieces could be given away at the end of the luncheon

- Registration for the luncheon is not as high as in previous years; this may be due to a change in how registration took place. Cynthia Taylor-Huff will order food for the same number as attended last year.

- a message will be sent to the Mayor, Councillors and Town staff encouraging them to volunteer to help at the luncheon

- seven transit buses will be used to transport seniors to the luncheon; Joanne Olson will assign the buses at the end of the week

- the room at Le Parc will be available as of 9 AM; Committee members wishing to help with set up would be welcome, even though the Filipino youth group providing entertainment is also helping to set up for the luncheon

- signs acknowledging the two main sponsors, Bell Canada and Le Parc, are ready and will be placed in a prominent position

- it is hoped the same slide show presentation as last year will be run to provide entertainment during the luncheon; Cynthia Taylor-Huff will follow up with Network Communications

- the water and pop issue should be resolved by the end of the week; Cynthia Taylor-Huff will follow up with Councillor Moretti about this.

Joanne Olson will bring a number of items to Le Parc: flags to be handed out to seniors, the laptop and projector, cookies for Jeanne Bowman to distribute later at Milne Park, and payment for the Filipino youth group.

d) Parade

Antonette DiNovo reported that twenty-five entries have confirmed their participation in the parade. However, Mercedes has withdrawn its participation and another vehicle provider will be needed. She will check and confirm whether a generator is needed to power any of the floats. Antonette DiNovo will follow up with Town of Markham Councillors to determine whether they will be participating.

Bob Walter will drop off to Antonette DiNovo a number of items: Canada pins, supplies for Jeanne Bowman’s children’s activities, parade signs, the “Communities in Bloom” tent, and the Parade Information.

e) Children’s Activities

Jeanne Bowman reported that all plans for the children’s activities are in place. She requires twelve tables, twelve chairs and two picnic tables. Volunteer May Fung will supervise the Jumping Castle. Entertainers and volunteers for the children’s activities may eat in the Entertainment tent before 6 PM, and in the VIP tent after 6 PM.

Murat Parnakoglu will have the volunteers complete a sign-in sheet so that Jeanne Bowman has the names of the volunteers.

f) Stage & Sound

Willie Reiss reported all logistical details have been finalized.

g) Entertainment

Mitch Reiss reported that

- entertainment will start at 3 PM; the entertainment program has been finalized

- Murat Parnakoglu will provide the name of the dance group recommended by Councillor Kanapathi and advise the group that it is scheduled to perform at 7 PM

- the Governor General’s Horse Guards’ Band will entertain from 3:30-4:30 PM, then remain for the flag raising at 5 PM

- the Folk Rock Fiddles includes a four-piece band and a singer. Permission was given for $50 to be paid for the drum kit for this group.

h) Fireworks

The permits have been obtained and all plans have been finalized.

i) Volunteers

Murat Parnakoglu is in the process of confirming the participation of the volunteers (age 14 and older) provided by Javaid Khan and Councillor Kanapathi. Approximately 30 volunteers are needed for the Canada Day events: 20 for Children’s Activities, and up to 10 others for various tasks.

j) Transit Arrangements

The final number will be confirmed by Joanne Olson by the end of the week; seven buses will likely be reserved.

k) Security

The security plans are in place. Paid duty officers have been reserved, although there may be none available to patrol on bikes. Overnight security staff has been arranged for Milne Park during the nights of June 30 and July 1, 2008.

l) Flag Raising

Cadets will take part in the flag raising ceremony. It is not possible to use the Smoke House; it is too heavy for the moist ground in the area and is too long to be turned around the flag pole. The fire truck will be on site at Le Parc and the parade.

3. COMPLETED ITEMS

a) Theme

The theme has been finalized for the 2008 Canada Day events.

b) Budget

The budget has been finalized.

c) Sponsorship

Councillor Moretti and Councillor Chiu have met the Sponsorship target.

d) Advertising/Posters/Invitations

These plans have been completed for the 2008 Canada Day events.

e) 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.

4. OTHER BUSINESS

None was identified.

5. DATE FOR NEXT MEETING

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

Monday, September 22, 2008 at 6:00 PM, in the York Room.

6. ADJOURNMENT

The seventh meeting of the 2008 Markham Canada Day Committee adjourned at 7:10 p.m.