MINUTES

MARKHAM SANTA CLAUS PARADE COMMITTEE

ROTARY CLUB OF MARKHAM SUNRISE INC.

Planning Board Room, Markham Civic Centre

October 6, 2010

__________________________________________________________

Attendance

Jim Sandiford, Rotary Club of Markham Sunrise Inc. - Chair

Joel Lustig, Treasurer

Morgan Jones, Supervisor, Operations

Peter Cusimano, Rotary Club of Markham Sunrise Inc.

Enzo Greco, Public Program Supervisor

Olivia Bella, Event Management Assistant

Christine Matthews, Markham BIA, Event Co-ordinator & Community Liaison

Alida Tari, Committee Coordinator

Regrets:

Andy Taylor, Commissioner Corporate Services

Bob Hincks, Supervisor, Operations

Bob Walter, District Manager, Operations

Dennis Flaherty, Director, Communications & Community Relations

Councillor Caroline Moretti

Councillor John Webster

Jon Styles, Supervisor Operations

The meeting convened at 4:05 PM with Jim Sandiford in the Chair.

1. MINUTES OF MEETING HELD MAY 27, 2010

Moved by Peter Cusimano

Seconded by Morgan Jones

That the minutes of the Markham Santa Claus Parade Committee meeting held on

September 8, 2010, be adopted.

CARRIED

2. ITEMS FOR DISCUSSION

a) Meeting with York Region Police

Mr. Jim Sandiford advised that last week they had a meeting with York Region Police and Town staff to discuss the road closure for the parade. The road closure will be the same as the 2009. Ms. Olivia Bella will be handling the follow-up items from that meeting.

The following items need to be finalized at the wrap-up meeting with York Region Police:

· How to coordinate Highway 7 and Main Street Markham

· How to mitigate the impact for residents that live on the streets that will be closed

· Require three paid police officers

· Need the cell phone numbers of the police officers

Ms. Bella advised that Markham Village Community Centre requires a letter outlining the request for use of their parking lot and that will also be used to notify the Markham Skating Club.

Ms. Christine Matthews advised that once the road closure letter is finalized she will forward it to the businesses on Main Street from Highway 7 north to 144 Main Street, Markham.

It was noted that the residential area that will receive the road closure letters needs to be identified. Ms. Bella suggested that the letters be delivered by postal walk. She confirmed that the road closure will be advertised in the Markham Economist and Sun on the Markham page.

b) Selection of Bands for Parade

Mr. Sandiford advised that the bands have all been confirmed.

c) Santa Claus Float, Markham

Mr. Peter Cusimano e-mailed the Committee members a picture of last year’s float.

Randy Barber is confirmed to be Santa Claus and Ms. Matthews will try to arrange a back-up Santa if required.

d) Sponsorships

Mr. Sandiford will follow up with Angus Glen with respect to providing bleachers for their staff and potential donation.

Mr. Enzo Greco confirmed that he will contact McDonald’s to try and have Ronald McDonald participate in the parade.

Mr. Dennis Flaherty will contact Mr. Sandiford directly and confirm the amount that Honda will donate towards the parade.

e) Waivers for Parade Participants

The waivers have been approved by the Town of Markham.

Mr. Joel Lustig will confirm whether the drivers are required to sign the waivers once they have produced proof of their insurance.

f) Driver Training

The mandatory driver training is scheduled for Monday November 22, 2010 at the Markham Civic Centre, Canada Room from 7:00 PM to 9:00 PM.

g) Awards Ceremony

The Committee agreed that the awards ceremonies will be held at the Council meeting in January 2011.

h) Festival of Lights

Ms. Matthews advised that the final decision regarding whether the Festival of Lights will take place this year will be made at the October 20, 2010 Board meeting and she will report back to this Committee.

It was suggested that the website be updated with “Stay tuned” regarding the Festival of Lights.

i) Volunteers

It was suggested that the role of the volunteers needs to be identified prior to recruiting them.

j)Grand Marshall

Mr. Sandiford confirmed that Chief Armand Le Barge has agreed to be the Grand Marshall. He advised that he has requested the RCMP to participate.

Mr. Sandiford indicated that the veterans have requested to attend and salute Chief Armand Le Barge. There was discussion regarding the intended number of veterans that will attend and where they should be situated at Washington Street or Centre Street.

k) Subcommittees

There was no discussion

3. OTHER BUSINESS

Banner

Ms. Matthews confirmed that she will look after the banner.

Event Advertising

Ms. Matthews will confirm the cost to advertise in SNAP.

Washroom

The following was confirmed:

· Olivia Bella to order 6 portable washrooms from Nature’s call

· Two portable washrooms to be located at the Museum grounds and Enzo Greco will be the contact for the location of the washrooms

· Four portable washrooms to be located on Robinson Street behind Tangerine Gecko (placed on the Town land)

4. DATE OF NEXT MEETING

The next meeting of the Markham Santa Claus Parade Committee is scheduled for Wednesday October 27, 2010 at 4:00 PM in the Planning Boardroom.

ADJOURNMENT

The Chair thanked everyone for their ideas and the meeting adjourned at 5:05 PM.