MINUTES
2010 MARKHAM
CANADA DAY COMMITTEE
2010-02-22
Meeting No. 2
__________________________________________________________
Attendance
Members
Antonette DiNovo Daisy Jiang Shervin Mohabbati Leon Liu Peter Still Irene Tse Council
Councillor
Carolina Moretti Councillor Alex
Chiu Councillor Logan
Kanapathi Staff
Olivia Bella, Event Management & Outdoor Sports Coordinator Rob Hincks, Operations Wendy Lucas, Assistant to Councillor Moretti Steve Matunin, Supervisor, Operations Joanne Olson,
Special Events Assistant Prashanth
Srichandramohan, Assistant to Councillor Kanapathi Matt Vetere,
Financial Analyst Bob Walter, Operations Bev Shugg Barbeito, Committee
Clerk |
Regrets
Jeanne Bowman Jaswant Dhanjal Mitch Reiss Willie Reiss Richard Wilson Todd Bailey, Operations (Milne) Anna Rose,
Corporate Communications Cynthia
Taylor-Huff, Assistant to Councillor
Chiu |
The second meeting of the 2010 Markham Canada Day Committee convened at
6:05 p.m. with Councillor Carolina Moretti in the Chair.
1. WELCOME
Councillor
Moretti asked Committee members to email regrets and agenda
items to either Wendy Lucas or erself.
2. ADOPTION
OF THE MINUTES OF THE JANUARY
25, 2010 MEETING
THE
That the minutes
of the
c)
Food Vendors
Irene Tse reported that
eighteen food vendors were confirmed for the 2009 Canada Day event. All
available space was used and some felt that the location of the stalls was too
far away from the main stage. Irene Tse will meet with Rob Hincks to discuss the logistics of locating the food vendors.
CARRIED
3. PLANNING FOR CANADA DAY 2010
a)
Preview to Canada Day (Media Launch)
Wendy Lucas reported
that the Preview to Canada Day event will be held on Tuesday June 22, 2010 from
12:30 – 1:30 pm in the Great Hall of the Markham Civic Centre. Canada Day sponsors
and dignitaries will be invited.
b)
Food Vendors
Irene Tse reported that
she is working with Richard Wilson to confirm food vendors for the 2010 Canada
Day event. She distributed and discussed two options for locating the food
vendors at Milne Park. It was agreed that she may move forward with Option #2.
Irene Tse presented
options for the amount of fees to be paid by food vendors, including
- maintaining 2009
rates of $175 for those who reserve and pay by May 31
- increasing the rate
to $200 for those who reserve and pay after May 31
- location to be
assigned on a first come, first served basis or increasing the price to $200
for a prime location
Joanne Olson will
investigate whether the fees charged food vendors need to comply with the Town
of Markham Fees Bylaw. If yes, food vendor locations will be assigned on a
first come, first served basis and those who pay first will be able to select
the prime locations. If no, the price will be increased to $200 for a prime
location.
Irene Tse and Richard
Wilson will meet with Rob Hincks to
discuss the logistics of locating the food vendors east of the location used
for past Canada Day events.
It was suggested that
sending typed confirmations of their selected location to the food vendors
might decrease conflicts during set up on Canada Day.
c) Mayor’s
Seniors Luncheon
It was reported
that the luncheon will once again be held at Le Parc hotel. More than 600
seniors will be treated to lunch and entertainment.
d)
Parade
In 2009
there were thirty parade entries; Antonette DiNovo reported that a letter is being
sent to last year's parade groups to determine their desire to participate
again. She is also looking for new ideas. One suggestion was to include more
music in the parade. Another was to use the Olympic theme - invite athletes, torch
bearers and the final Markham torch bearer to participate. Olivia Bella will
ask Dennis Flaherty, Manager Strategic Communications, for the list of torch
runners. Mayor Scarpitti has the torch and the Committee could explore the possibility
of Canada Day attendees having their picture taken with the torch.
Joanne
Olson is retiring at the end of April but will continue to help Committee
members finalize Canada Day arrangements via email etc.
f) Children’s Activities
The
children’s activities for Canada Day 2010 have already been reserved with
little or no cost increase. The map where the children place pins to indicate where
their families originated is ready and will be brought to the next meeting.
g) Stage
& Sound
No report was available
but it is expected that the sound and stage logistics are well in hand.
h)
Media/Radio Station Participation
Willie Reiss is working
with Dennis Flaherty regarding distribution of the letter developed to solicit
participation by radio stations.
i)
Entertainment
A report on plans for entertainment
was not available. It is expected that entertainment will start at 2:30 - 3:00
pm. It was suggested that a karaoke contest could be held prior to the scheduled
entertainment. It was also suggested that it would be ideal to attract people to
the park before 8:00 pm; The Committee will need to promote a reason for people
to come early. Councillor Moretti will discuss ideas with Mitch Reiss.
k) Volunteers
Prashant
Srichandramohan reported there are 141 white t-shirts of various sizes, plus an
additional box of t-shirts, available for volunteers and 154 red t-shirts of
various sizes available for sale to the public. He will order golf shirts for
new Committee members in April or May.
l)
Transit Arrangements
Joanne Olson has begun coordinating
the arrangements, similar to those in previous years. The Committee discussed the
number and timing of buses required. The cost of buses is expensive but there is
demand for their use since there is no parking allowed at Milne Park except by VIPs
and entertainers.
m) Security
Olivia Bella has been
making arrangements for the same number of paid duty officers as last year; it
was suggested that this be increased due to the large crowds anticipated. Bylaw
enforcement officers will be a valuable resource to enforce parking regulations
in the areas around the park. Footnotes on Canada Day ads and announcements
from the stage will let attendees know that cars parked illegally will be ticketed.
A visual police presence and additional lighting could help with crowd control.
n)
Budget
The document entitled Town
of Markham Canada Day 2010 Approved Budget as at February 22, 2010 was distributed for review. Matt
Vetere reported that the 2009 event incurred a deficit which has increased the
projected 2010 deficit. Additional costs could further increase the projected
deficit. It may be that Councillors will need to redouble efforts to secure sponsorships
and that Town of Markham Council may need to increase the allocation for Canada
Day events.
p) Advertising/Posters/Invitations
No additional information
was reported.
q)
Sponsorship
Councillor Carolina
Moretti reported that letters have been sent to previous sponsors to determine
their interest in sponsorship for the 2010 Canada Day Events. To date, $10,000 sponsorship
funds have been secured. Leon Liu expressed his interest in assisting, stating
he is comfortable with making cold calls to local businesses.
r) Heritage
Grant
Joanne Olson reported
that, on behalf of the Town, she has asked for an increased grant amount. The
Town is usually notified in May or early June about whether it will receive the
Heritage Grant.
s)
Signage
Committee members were
reminded that Bob Walter would appreciate as much notice as possible for any
new signs that are needed. Bob Walter will re-brand existing signs and will secure
flags for the flagpoles at the park entrance.
t)
Miscellaneous
· Bob
Walter, Olivia Bella, Dave Peretta, Anna Rose and Dave Vincent met with the Fire
Commissioner regarding parking control and traffic concerns, e.g. park
attendees blocking roads such that emergency vehicles are unable to access
them. It was suggested that large signs be posted advising parking is allowed
only on one side of the street; information about this would need to be included
in Canada Day advertising.
· Antonette
DiNova asked about vehicles for politicians taking part in the Canada Day
Parade. It was suggested they could provide their own vehicle or ride on the
Town of Markham float. Inviting local businesses to sponsor parade vehicles or
floats would also tie in with Leon's efforts.
3. DATES OF FUTURE
MEETINGS
The meeting scheduled for March 22, 2010 has been
cancelled.
The next meeting of the Markham Canada Day
Committee is scheduled for Monday, April 26, 2010 at 6:00 PM in the York Room
at the Markham Civic Centre.
Subsequent meetings will be held
at 6:00 PM as follows - please note the meeting room:
Monday May 10, 2010 in the Canada
Room
Monday May 17, 2010 in the Canada
Room
Monday June 07, 2010 in the York
Room
Monday June 21, 2010 in the
Canada Room
Monday June 28, 2010 in the York
Room
4. ADJOURNMENT
The second meeting of the 2010 Markham Canada
Day Committee adjourned at 7:40 PM.