3rd
MEETING
TOWN
OF
York
Room,
MINUTES
Attendance:
Jeanne
Bowman
Ivy Lee
Adam Poon
Sam Sahoy
Naeem Siddiqi
Charlene Woron
Deputy
Mayor F. Scarpitti
Staff:
Steve
Matunin, Supervisor, Operations
Rob Hinks, Working Foreperson (Milne)
Joanne
Olson, Council Assistant
Olivia
Bella, Event Management & Outdoor Sport Coordinator
Matt Vetere, Financial Analyst
The
1. ADOPTION OF AGENDA
O. Bella
advised that Roger Burrell, Acting Marketing and Sales Coordinator, has been
asked to co-ordinate all work related to Advertising, Posters, and Invitations,
and that she would attend in his absence, if necessary.
Moved by
Seconded by
O. Bella
That the
Agenda, as presented, be adopted.
CARRIED
2. MINUTES
OF MARCH 20, 2006 MEETING
J. Bowman
the minutes of the March 20th meeting be
amended, as follows:
Pg. 4 – delete following sentence in
last paragraph on page “Ms. Bowman was requested to give the list of names of
the childrens’ area volunteers to
Pg. 5 – amend first line in first
paragraph to read “ten (10) volunteers”, rather than “fifteen (15)
volunteers”.
Pg. 5 – amend second line in first
paragraph to read “$1,400.00”, rather than $1,000.00.
Moved by J.
Bowman
Seconded by
That the
Minutes of the Canada Day Committee meeting held on March 20, 2006, as amended,
be adopted.
CARRIED
3. BUSINESS
ARISING FROM MINUTES OF LAST MEETING
Entertainment – J. Olson reported that due to
budget concerns, the Philippine Heritage Band will not be involved this
year. She noted that an MC has not been
determined at this time.
Branding – O. Bella reported that Roger
Burrell is working on the poster for the Seniors Luncheon, and will have it for
the next meeting. It was agreed at this
time, that an additional meeting of the Committee should be scheduled for Monday,
May 1st.
T-Shirts –As Regional Councillor Jim Jones
was not in attendance to provide information regarding t-shirts, O. Bella was
requested to speak to him regarding contact names, pricing/quotes, quality of
material, and report back to Committee.
Charitable
Receipts: Donation/Sponsorship - M. Vetere provided the following
information relating to charitable receipts:
“Donation – means a financial
contribution, cash, property, or items such as art, furniture, equipment,
materials of historical interest where no benefit is given to the donor. The donor will simply have their name placed
in a “thank you” letter with all other donors.
Their name will be typed using normal font with no corporate logos or
fonts.
No address or phone number will be placed with the name or mentioned
anywhere - simply a thank you to the company.
This type of donor can receive a tax receipt for the donation.
Sponsorship – when a business financially supports an activity in
return for which the organizer promotes the business. The sponsor will receive advertisement on
banners or other media on Canada Day.
Their logo, address, phone number can all be placed with their
mentioning. This type of sponsor can’t
receive a tax receipt for the sponsorship.”
4. CONFIRMATION
OF CO-CHAIR FOR 2006
It was
noted that E. D’Souza had volunteered to be Co-Chair
for 2006, but due to the fact that both he and Councillor K. Usman were not in
attendance, this item was deferred.
5. 2006
BUDGET
To be discussed later.
6. COMMITTEE
REPORTS:
a) Food Vendors – S. Sahoy reported that a site had not been confirmed at this
time. S. Matunin presented Committee
with a site map and discussion followed regarding the pros and cons of various
vendor locations. Items raised included: proximity of booths to stage; use of
generators; size and number of booths; possibility of staking and labelling
each booth location; and vendor vehicle limitations. It was agreed that Deputy Mayor Scarpitti
should be involved in the choosing of the site, and the matter be further discussed
at the May 1st meeting.
b) Sponsorships –
Committee asked if packages would be available for sponsors, and staff advised
that Carolina Moretti of the Strategic Services Department is preparing a
generic sponsorship package that may be available at the next meeting. O. Bella will contact N. Siddiqi
regarding this.
M. Vetere reviewed the list of sponsors and expected
revenue. Deputy Mayor F. Scarpitti and N.
Siddiqi will work together to explore additional
avenues of funding.
c) Advertising/Posters/Invitations
– The
importance of finalizing the poster design and getting them out was emphasized.
d) Mayor’s
Seniors Luncheon – C. Woron reported that a
meeting had been held with Merlyn and J. Olson on March 31 to discuss details
of the menu. Two entrée choices were
suggested, including salad. A slab cake,
½ chocolate and ½ white, was also discussed.
Tea, coffee, plates, and cutlery will be supplied by Merlyn. There was some discussion regarding possible
ways to identify people requiring “vegetarian” meals, and suggestions included:
use of balloons; post it notes; and place-cards on tables.
S. Matunin will take care of pop and water for
the event, and they will be handed out by volunteers. Leftover refreshments will be taken to
Tables and chairs are provided by staff, and it
was suggested that sixty-five (65) tables would be sufficient this year. S.
Matunin noted that round table cloths were purchased last year from Signature,
but it was suggested that J. Olson contact Merlyn to see if he would be able to
supply ½ red and ½ white cloths this year and report back to C. Woron.
Committee discussed flower requirements, and it
was noted that Parks staff will provide a floral centrepiece for every table,
and S. Matunin advised that arrangements will be made to bring in some floral
barrels to decorate the arena, and also the stage, if possible. Committee was advised that the normal routine
is to give away the centrepieces by some little game at the end of the
meal. S. Matunin will bring in a sample
pot to the next meeting.
It was suggested that free-standing flags could
be brought in and placed around the arena, and S. Matunin advised that this
could be discussed with Bernie McDermott, Facility Coordinator at Milliken. Balloons will also be used for decorations.
C. Woron suggested that a local school could be
contacted to assist in the decorations and would follow up with her volley-ball
league on this.
The need to have a stage was queried, but
Committee was advised that the staging is “gratis” at Milliken Mills Arena, and
that a raised platform is really necessary so that everyone in the arena will
be able to see the MC, any speakers, Members of Committee, the introduction of
athletes, and any entertainment presented.
It was noted that registration for the Seniors
Luncheon must be done between June 1 and June 27, and some allowance is made
for last minute attendees.
J. Olson advised that volunteers assigned to
food serving will be expected to remain to assist in the clean-up, so that the
time commitment would be approximately
e) Parade
– J. Olson requested members to let her know of any children that would be
interested in decorating their bikes and taking part in the parade. All participants will receive free swim
passes prior to the start of the parade.
It was hoped that the Fire Department’s mascot, “Sparky” would be
available.
To date, parade participants are:
·
Governor General's Horse Guards Band
·
·
Veterans
·
Cadets
·
Athletes,
and
·
One
VIVA bus
·
fire
truck
f) Fireworks/Permit
– S. Matunin advised that all arrangements have been made.
g) Parking
– S. Matunin advised that parking arrangements have been made. B. Walter is arranging for the security
fencing and lights, but once vendors are determined, changes may be made. Last year the road was closed off in the
vendor area and generally the set-up was excellent, even though a few concerns were
raised by residents. It was suggested
that all ads placed have information regarding the availability of the shuttle
bus from the Mall to the Park to help lessen traffic in and out of the Park.
h) Transit
Arrangements – This item was deferred.
i) Stage
& Sound – Committee discussed the requirements for the entertainment
stage, sound equipment, and lighting, and two quotes were presented and
considered, with costs ranging from $11,000 to $13,000. Issues raised included: the weight of the
larger stage and concern re possible damage to park roads and grass; level of
land; electrical needs and compatibility; sound system output and number of
speakers, and additional sponsorship requirements. Staff advised that two additional tents are
also required.
Deputy Mayor F. Scarpitti, Adam Poon and S.
Matunin will meet further on this. It
was agreed that a visit should be made to the site before a final decision is
made.
j) Children’s
Activities – J. Bowman advised that the Childrens’ Area will be open from
Only ten volunteers will be needed, plus James
Bush, if he is able to assist with the jumping castle. A map showing the location of the tables will
be forwarded to S. Matunin, and O. Bella will be contacted regarding the list
of supplies required, including flags and stick-on tatoos. The “Childrens’ Area” sign is being looked
after by B. Walter, along with the schedule listing the childrens’
events.
k) T-Shirts
(Cont’d) - The matter of t-shirts supplied by
l) Entertainment
– J. Olson reported that she is trying to get a number of small bands and small
groups, due to the set-up times required for the larger groups. Committee discussed bands that had been hired
in the last couple of years, and Deputy Mayor F. Scarpitti advised that he will
review his files from previous years and report back. He noted that the larger stage that has been
quoted is deeper and would accommodate performers setting up, while another
performer is on stage.
J. Olson advised that she is looking into childrens’ acts, such as Doug Barr, or Dan the Music Man.
It was noted that an MC has not been determined at this time, but J.
Olson advised that she is trying to contact Jennifer Valentyne
of CITY TV to see if she is available for not only the Park event, but also for
the Seniors’ Luncheon.. It was suggested
that she also be requested to perform during both. If she is unavailable, Lloyd Robertson would
be contacted.
m) Balloons
– The matter of purchasing balloons was raised, both for the Childrens’
Area and for the Seniors’ Luncheon location. Following some discussion, including:
balloons that could be tied to young childrens
strollers; using air or helium, and number of volunteers required to fill them,
C. Woron advised that she would work with J. Bowman
and look into acquiring all the balloons.
n) Signage
– This matter was deferred.
o) Security
– Committee directed O. Bella to confirm: five (5) police with vehicles,
including one sergeant; four (4) By-law Enforcement Officers for crowd control
at night and held in loading buses; and four (4) officers on bicycles, and they
are to be advised that S. Matunin will be the contact.
p) Volunteers
– J. Olson advised that all persons who volunteered last year will be
contacted, and if interested, will be assigned specific duties at specific
times. This year everyone will have a
special duty. Members were asked to
contact J. Olson with the names of any persons interested in volunteering this
year.
7. OTHER
a) Heritage Grant
Request – No new information was reported.
b) Media Launch – J. Olson noted that the Media Launch is
scheduled for Wednesday, June 21 at
It was noted that the theme this year is “Celebrate Olympians”. It had been thought that they would ride on
the VIVA bus during the parade, but it was suggested that the horse and open
carriage may be more appropriate.
Deputy Mayor F. Scarpitti will discuss contacting our recent local
Olympians, such as Gillian Apps, with Barbara Nanninga of the Mayor’s Office,
and J. Olson will also speak with Regional Councillor J. Jones with respect to
their involvement in the Media Launch.
9. DATES
OF FUTURE MEETINGS
The
following future meeting dates were confirmed:
MAY 1 (newly scheduled)
May 15
May 29
June 12
June 26
The Media
Launch will be held on Wednesday, June 21 at
10. ADJOURNMENT
The meeting adjourned at