MINUTES

 

 MARKHAM SANTA CLAUSE PARADE COMMITTEE

ROTARY CLUB OF MARKHAM SUNRISE INC.

CMR Room, Markham Village Community Centre

Meeting No. 1

 

October 2, 2008

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Attendance

 

Councillor Carolina Moretti

Councillor John Webster

Jim Sandiford, Rotary Club

Peter Cusimano, Rotary Club

Joe Cusimano, Rotary Club

Susan Peterson, Rotary Club

Phil Howes, BIA

Rob Hincks, Operations

Joanne Olson, Special Events Assistant

Anna Rose, Manager, Community Relations

Kitty Bavington, Committee Clerk

 

The first meeting of the 2008 Markham Santa Clause Parade Committee convened at 3:10 p.m. with Jim Sandiford in the Chair.

 

1.      GRAND MARSHALL

 

Suggestions were made that a Markham Olympian, past or present, or, the oldest and youngest (possibly form the same family) be the Grand Marshall(s). Joanne will contact some possible athletes and see if there is an interest.

 

2.      ADVERTISING

 

The Theme this year is “Christmas in the Eyes of a Child”. Jim reported that a Rotary member has the graphics from last year, and will update them for 2008. Last year’s advertising cost $2,000. Anna agreed to check into the possibility of placing the ad on the Markham page of the Economist and Sun newspaper. Jim was asked to send the graphics to all the members for viewing.

 

It was agreed that the parade and the events of the BIA’s Santa Day should merge for a “Santa Festival”. The BIA has moved the Festival of Lights from the traditional Friday evening, to Saturday evening, for this purpose. The road closures and advertising could be coordinated for the benefit of both groups. Phil will work with Peter and Jim as a subcommittee to coordinate BIA and Rotary projects.

 

3.      BUDGET

 

Jim Sandiford advised that the 2008 grant for the Town is $16,500, and this year’s budget is approximately $20,000. Expenses are negotiated as they occur, and receipts will be presented at the end of the event. An example of an expense is – a good Marching Bands will cost $1,500. Many items and services are donated. Last year’s event cost $19,013. Jim will e-mail the 2007 actual costs to the members.

 

There are not too many sponsors, but some funds are raised with a $100 entrance fee per float.

 

4.      ROAD CLOSURES

 

The Police donate their time, and there is no cost. In the past, volunteers and Town staff have helped out to monitor the barricades. The Highway 7 locations are particularly important. Peter and Phil will coordinate the set-up and take-down of the barricades. Only Main Street will stay closed after the parade. It was noted that the north end, at 16th Avenue, can be problematic, and that this section should be closed off at the same time as the rest of the route. Joanne will prepare the Special Event request for the road closures.

 

5.      MUSEUM

 

Anna has looked after the museum items, and booked a room for the post-parade function. It was suggested that the awards for floats be presented prior to the parade. Jim advised that the judging will be done by computer this year and should go smoother.

 

6.      MARKHAM ARENA

 

The committee discussed the logistics of parking and circulation for “drop-off” traffic. The arena parking lot is available as there are no tournaments or events planned that day.

 

7.      SAFETY MEETING FOR DRIVERS OF FLOATS

 

The insurance for float drivers was a big issue in 2007. Joanne was requested to book a room in the Civic Centre for training, one evening during the week preceding the parade, and will also check on whether the parade is covered by the Town’s umbrella insurance, similar to the Canada Day events.

 

Waivers will be sent out with float applications. Float owners are responsible for the conduct of the people on their floats.

8.      TOWN’S FLOAT

 

Joanne confirmed that Bob Walter and Parks staff will prepare the Town float for the Council members.

 

9.      OTHER BUSINESS

 

BBQ and Hot Chocolate:

This is a popular part of the event for children, and it will continue this year.

 

Clean-up:

Roads staff picks up the garbage containers following the parade, but cannot get to the containers in the section where the roads will remain closed for festival events (Main Street). For these areas, Rob suggested that a couple of large bins can be placed (i.e. at the Bank of Nova Scotia and the BIA office) and volunteers can empty the cans into the bins, as required. 

 

The primary issue is getting the litter into the garbage cans. Jim advised that in the past, a donation has been made to “Centre for Dreams” and their people will clean/sweep up after the parade.

 

Santa Clause – Float and Festival Events:

Volunteers are needed to assemble the Santa Clause float, which is done just prior to the parade.

 

Phil enquired if Santa would like to participate in Festival events following the parade. Jim will check and advise.

 

Parade Start Time:

The traditional start time of 10:00 a.m. was discussed. The BIA considered that a later start time would be better for the timing of events during the day, and help keep the participants in the area. The Festival of Lights will start at dusk this year, and should wrap up a little earlier than usual – around 9:00 p.m. Jim advised that the time cannot be changed at this point, as the bands have been booked and will  be going on to other parades following this one. Rogers TV has also booked this time slot for the parade.

 

10.    NEXT MEETING 

 

The next meeting of the Markham Santa Clause Parade Committee will be held on Thursday, November 6, 2008, at 3:00 p.m., in the York Room of the Civic Centre.

 

 

11.    ADJOURNMENT

 

The meeting adjourned at 4:00 pm.