MINUTES
2009
2009-2-23
Meeting No. 3
__________________________________________________________
Attendance
Members
Jeanne Bowman Samuel Carr Javaid Khan Chuan Li Mitch Reiss Willie Reiss CouncilCouncillor Alex
Chiu Councillor
Carolina Moretti GuestsDennis Flaherty, Manager
Strategic Communications Perry Chan |
Staff
Todd Bailey, Operations (Milne) Wendy Lucas, Assistant to Councillor Moretti Steve Matunin, Supervisor, Operations Joanne Olson, Special Events Coordinator and Assistant
to Councillor Kanapathi Cynthia
Taylor-Huff, Assistant to
Councillor Chiu Bev Shugg Barbeito, Committee Clerk Regrets
Jaswant Dhanjal May Fung Antonette DiNovo Adam Poon Rob Hincks, Operations Anna Rose, Corporate Communications Matt Vetere, Financial Analyst Bob Walter, Operations Councillor Logan
Kanapathi |
The third meeting of the 2009 Markham Canada Day Committee convened at 6:08
p.m. with Councillor Carolina Moretti in the Chair.
1. WELCOME
Councillor Carolina Moretti advised Committee members that May Fung has resigned from the Committee due to health reasons. She will assist with activities on Canada Day as she is able.
2. ADOPTION OF THE MINUTES OF THE JANUARY 19, 2009 MEETING
THE MARKHAM CANADA DAY COMMITTEE RECOMMENDS:
That the minutes of the Markham Canada Day Committee meeting held on January 19, 2009, be adopted as distributed.
CARRIED
3. 2009 BUDGET
Joanne Olson advised that the budget now has a small unfavourable balance.
4. PLANNING FOR
a) Canada Day Identifier
Councillor Moretti welcomed Dennis Flaherty, Manager Strategic Communications for the Town of Markham. Mr. Flaherty advised that the sub-committee of Cynthia Taylor-Huff, Wendy Lucas, Joanne Olson and Anna Rose had worked with Town of Markham Corporate Communications staff and a new design had been developed for the Committee’s consideration. The new design is round and as such lends itself well to a number of different formats such as letterhead, t-shirts and promotional buttons. The design is easily identifiable and the message is presented clearly.
It was
Moved by Willie Reiss
Seconded by Cynthia Taylor-Huff
That the design presented by Dennis Flaherty be used as an “identifier” for Canada Day events, to be used in all ads and on promotional pieces to boost recognition of Canada Day events.
CARRIED
Councillor Moretti thanked Mr. Flaherty and the sub-committee for their work.
Councillor Chiu will discuss with the Town of Markham Solicitor the possibility of procuring a patent for the design.
b) Timelines
Councillor Moretti’s office will prepare the timelines document and present it for review at the next meeting.
c)
Preview to
Cynthia Taylor-Huff reported that she is working with Markville Mall staff to make arrangements to hold the Preview to Canada Day event at Markville Mall on Saturday, June 13 from 1 – 2 PM. She is hiring a variety of entertainment for the celebrations. Committee members were asked to email Cynthia Taylor-Huff with name suggestions for this event.
d)
Sponsorship
Councillor Carolina Moretti
and Councillor Alex Chiu are working on obtaining sponsorships for the Canada
Day Event 2009. Sponsorships may be on a smaller scale this year due to the
status of the economy.
e)
Advertising/Posters/Invitations
Wendy Lucas advised that the Canada Day ad for the Spring
Recreation Guide has been updated to reflect that entertainment starts at 3 PM.
She will now ensure the new Canada Day identifier is added and will work with
Corporate Communications staff to add a notice advising the public that there
is no parking available at Milne Park and that the public is encouraged
to park at Markville Mall and take free transit provided from there.
Wendy Lucas also reported that the Office of the Consular
General of the United States has been invited to attend the 2009 Canada
Day events.
f) Mayor’s Seniors Luncheon
Cynthia Taylor-Huff will follow up with Le Parc hotel to confirm it as the location of the Mayors Senior Luncheon.
g) Parade
It was reported that Town of Markham staff will need to know in advance how many flatbeds are needed for parade floats. Further discussion was deferred to the next meeting.
h) Parking
Steve Matunin will work with a small sub-committee to develop plans for parking arrangements, including access for children’s performers.
i)
Food Vendors
Samuel Carr and Adam Poon will coordinate plans for Food Vendors. Chuan Li reported for Adam Poon that he is considering a ``Taste of the World`` experience and encourages Committee members to recommend restaurants or community groups that might be interested in taking part and selling their food specialties during the Canada Day events at Milne Park. It is important to have the diversity of Markham’s population reflected in the food vendors available for the Canada Day event.
Samuel Carr will
contact Joanne Olson for information on guidelines, logistics, contracts etc.
There will be no changes to pricing for the 2009 event. Food vendors should be
advised that they will need to provide their own generators if they need power.
j) Stage & Sound
Councillor Moretti also welcomed Perry Chan of , to participate in a discussion of Stage and Sound requirements for Canada Day events. Mr. Chan proposed that the Committee consider using a larger stage – 32’ x 40’ – to allow more room and therefore, offer more safety, for performers. The cost will be less expensive than a smaller stage. The Committee accepted this recommendation.
The 2008 plans were reviewed. It was agreed that having speakers placed throughout the park and having music linked with the fireworks were both well received. Two more speakers will be added for the 2009 event. Mr. Chan will contact Red Boss to coordinate details of the fireworks display. Mr. Chan requested that the power generators be delivered early in the morning on Canada Day and volunteered to have his staff install any Markham banners on the stage as part of its set up. Steve Matunin will arrange for timely delivery of the generators and banners.
It had been previously suggested that the Committee consider adding laser to the music and fireworks display. Given the current state of the economy, the Committee will not pursue the suggestion at this time.
A list of performers will be provided to Mr. Chan two weeks prior to Canada Day.
Councillor Moretti and Councillor Chiu will contact Mr. Chan regarding sponsors.
k)
Entertainment
Mitch Reiss reported that he is coordinating the selection of local groups and other diverse entertainment. Doo Doo the Clown will again be part of the Canada Day 2009 entertainment and he is willing to emcee as required. Councillor Moretti will develop a schedule for emcee responsibilities.
Mitch Reiss will advise Committee members organizing the parade of any entertainers scheduled to be both in the parade and entertainers on stage, and will coordinate with Cynthia Taylor-Huff arrangements for any entertainers performing at both the Seniors Mayor’s luncheon and on stage at Milne Park.
l)
Children’s Activities
Jeanne Bowman advised she will submit invoices to Joanne Olson for many of the children’s activities, and will work with her to obtain necessary supplies.
Jeanne Bowman reported that she has a quote from a company able to offer a Jumping Castle; it will set up and take down the jumping castle and offer substantial liability insurance. Jeanne Bowman will work with Joanne Olson to investigate the feasibility of offering an activity similar to this.
m)
Signage
Committee
members were reminded to provide as much notice as possible for any new signs
that are needed.
n) Security
Joanne Olson reported that the arrangements will be the same those from the 2008 event,
Steve Matunin will coordinate necessary arrangements with York Region.
o)
Radio Station Participation
Willie Reiss advised that the Committee needs to develop a media kit to distribute to potential media sponsors. The kit would include information about the Canada Day events and facilities, advertising materials from last year or mock ups of this year’s materials, pictures of last year’s event, and information about how their sponsorship would be used. Councillor Moretti and Joanne Olson will gather the information needed for the media kit.
p) Heritage Grant
The Town of Markham’s application for the Federal Government Heritage Grant has been submitted.
q) Volunteers
Committee members were requested to submit requests for volunteers to Joanne Olson as she is now working with Councillor Kanapathi, who has been instrumental in recruiting volunteers in past years. Initial requests include 20 volunteers for children’s activities, plus others to assist with stage entertainment and the Mayor’s Luncheon.
5.
OTHER
BUSINESS
a)
Canada Day Preview Event for Town Staff
This item will be added to the agenda for the next meeting.
b)
Recycling
Town of Markham staff need to ensure that an adequate number of recycling bins are available at Milne Park for the Canada Day events.
6.
DATE FOR
NEXT MEETING
The next meeting
of the Markham Canada Day Committee is scheduled for Monday, March 23, 2009 at
6:00 PM in the York Room at the Markham Civic Centre.
Committee members were asked to email regrets
to either Wendy Lucas or Councillor Moretti if they are unable to attend a
meeting.
7. ADJOURNMENT
The second meeting of the 2009 Markham Canada Day Committee adjourned at 7:30 PM.