MINUTES

2010 MARKHAM CANADA DAY COMMITTEE

2010-06-21

Meeting No. 6

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Attendance

Members Jeanne Bowman Jaswant Dhanjal Antonette DiNovo Daisy Jiang Peter Still Council Councillor Carolina Moretti (Chair) Councillor Alex Chiu Staff Olivia Bella, Event Management & Outdoor Sports Coordinator Enzo Greco, Museum Public Programs Coordinator Rob Hincks, Operations Morgan Jones, Operations Richard Wilson Wendy Lucas, Assistant to Councillor Moretti Steve Matunin, Supervisor, Operations Prashanth Srichandramohan, Assistant to Councillor Kanapathi Cynthia Taylor-Huff, Assistant to Councillor Chiu Matt Vetere, Financial Analyst Pamela Cook, Committee Clerk

Regrets Leon Liu Irene Tse Shervin Mohabbati Mike Hyatt, Operations Todd Bailey, Operations (Milne) Jon Styles, Operations Bob Walter, Operations Councillor Logan Kanapathi

The sixth meeting of the 2010 Markham Canada Day Committee convened at 6:22 p.m. with Councillor Moretti in the Chair. The Chair introduced Pamela Cook, Committee Clerk for the meeting

1. ADOPTION OF THE MINUTES OF THE JUNE 7TH, 2010 MEETING

Following clarification that parking in the park is prohibited, except with a parking pass, it was

Moved by Councillor Chiu
Seconded by Rob Hincks

That the minutes of the Markham Canada Day Committee meeting held on June 7, 2010, be adopted.

CARRIED

2. PLANNING FOR CANADA DAY 2010

a) Preview to Canada Day (Media Launch)

Councillor Moretti reminded committee members to wear their Canada Day polo shirts tomorrow for the media launch at 12:30 pm in the Great Hall of the Markham Civic Centre. The Chair also thanked Wendy Lucas for all her efforts for this event. The Markham video has been approved for the launch and will be shown at the Seniors’ Luncheon.

b) Food Vendors

Richard Wilson indicated there is room for five more vendors. Passes are available for vendors to pick at Reception. The police are still determining what they will sell; the committee suggested that it be something other than hot dogs. Rob Hincks requested that as soon as the list is confirmed it be forwarded to him to prepare signage.

c) Mayor’s Seniors Luncheon

Cynthia Taylor-Huff reported that 47 letters have been prepared, signed by Councillor Moretti and will be sent out to invite a select group of Markham seniors to the Mayor’s Seniors’ Luncheon. The Chair asked that as many Canada Day Committee members as possible attend, so that they can be introduced to the guests.

d) Parade

Antonette DiNovo and Peter Still distributed the draft 2010 Canada Day Peoples Parade Line Up for receipt. They are still looking for four cars, and Antonette is working on BMW and Ford. Two flatbeds are firmed up and a generator is available for one. The streets are permitted and a York Regional Police motorcyle is confirmed. The Governor Generals cavalry invoice for eight horses when we were budgeted for four, has been rectified and forwarded to Finance.

The only Olympian who has confirmed is Bill Carruthers. In response to a query, the Chair suggested that the Mayor’s Chief of Staff be contacted directly to arrange for the Mayor’s Olympic torch to be used. They will require clear information on who will pick up and return the torch and it would be the Mayor’s preference that Bill Carruthers be the torch bearer.

e) Children’s Activities

Jeanne Bowman will contact the performers for the children’s activities to make sure they know that car passes will be available at the Milne Park entrance. Rob Hincks assured Jeanne all supplies will be delivered as well. The parking pass for the Varley Art Gallery staff will be identified by the Gallery, not to a specifically named individual.

f) Stage & Sound

Richard Wilson indicated that the requests for sound checks prior to each performance has been declined, but can be reviewed one half hour prior to the first performance if necessary. Generator requirements were discussed and it was agreed that Rob Hincks would e-mail the information to Matt Vetere tomorrow.

g) Entertainment

Enzo Greco provided Matt with an invoice from the Governor General Horse Guard for $1,500. There was a discussion about the request for a tent for up to eight people for Suzie McNeil. The cost could exceed $600. The VIP tent will not work as it is being used during the time her group will require shelter. Councillor Chiu suggested a trailer, and it was agreed that Enzo would work with Richard to determine the best solution.

Enzo reviewed the contract for Suzie McNeil, and in order to ensure all the equipment is available, will forward a copy to Richard Wilson asap. Councillor Morietti and Enzo will work with Vince at Longos to acquire the refreshments / food for the Suzie McNeil group and the VIP tent. The Chair further commented that it is expected that a refrigerated truck will be on site.

Enzo confirmed that the drums have been donated. There is a full line up of entertainment. The Chair suggested a flatbed near the stage and wireless mikes be provided to help fill any down time or gaps. Enzo will forward the list of entertainers to Morgan as soon as possible.

i) Volunteers

Prashant Srichandramohan reported that he has contacted over 20 volunteers and it was confirmed that the bussing will be starting at 10:30 a.m. to get people on site. An additional six volunteers are being contacted. The Canada Day shirts for the volunteers are ready and will be sent to Rob Hincks for distribution. Antonette DiNovo request two additional volunteers and instructed that they meet under the parade sign at 2 p.m.

j) Transit Arrangements

Olivia Bella reported more detailed information on the transit arrangement will be provided closer to the event.

Sgt. Chang, York Regional Police has been asked to provide the location of their officers, who are currently scheduled from 3 p.m. until 11:30 p.m. Following a discussion regarding liability / safety, it was agreed that the two officers in the park will be contracted until midnight.

k) Security

Olivia Bella reported overnight security has been requested. The Chair indicated that they should have access to both a car and a phone. It was agreed that they would be provided Rob Hinck’s phone number, and he theirs. The police officers should report to Rob as well for direction and placement.

l) Budget

Matt Vetere tabled the preliminary budget for the Canada Day events. The addition of at least one more sponsorship could add up to $15,000. The Heritage grant of $12,750 has been approved and we are hoping for an additional $7,500 from Bell. The $1,500 invoice from the Governor Generals Horse Guard has to be added to costs, as well as the final payment to Suzie McNeil group. Councillors Chiu and Moretti will meet to discuss additional sponsorship; and Richard commented he may know one additional sponsor as well. The Chair will followup with CIBC, and Matt agreed to provide Councillors Chiu and Moretti with up-to-date budget information.

Moved by Morgan Jones,

Seconded by Peter Still,

THAT the 2010 Markham Canada Day Committee approve the Canada Day budget as it stands, but that it will be monitored as invoices and additional sponsors come in.

CARRIED

m) Signage

Morgan Jones reported that EMS have requested additional signs. Signs will be posted regarding parking on even sides of the road. Councillor Moretti will send out letters to those homes affected by the parade route to outline parking restrictions. Morgan confirmed that the advance signs were posted today.

q) Miscellaneous

· Contact Numbers – The Chair requested that committee members forward their contact information to Wendy Lucas as soon as possible

· Photographer – Olivia Bella confirmed that photographers have been booked

· Golf Carts –Councillor Moretti confirmed that golf carts are booked and ready to go

· Tents – the VIP tent is booked, and as discussed above, the team is still working on one for Suzie McNeil. An information tent with signage is being set up to assist with lost and found and other issues.

· Speaking Notes are being worked on. Cynthia Taylor-Huff is preparing the notes for the Seniors’ Luncheon and Wendy Lucas is preparing the notes for the onstage VIPs. Enzo Greco will get the template and will prepare introductory background notes on the entertainers. The Chair requested that each entertainer be on a separate page.

Miscellaneous Cont’d

· Passes – Rob asked that committee members get their parking passes from him at the end of the meeting. Enzo will provide Rob a list of the schedule and names of groups entertaining so that they can request passes when they enter if necessary. The Chair requested that they identify themselves as entertainers to the volunteers at the gates and that they restrict themselves to no more than two vehicles.

3. NEW BUSINESS

a) Speed Bumps

At the suggestion of Councillor Chiu, Rob Hincks indicated the speed bumps at the park entrance will be removed before the event to make it easier for the buses transporting people. .

4. DATES OF FUTURE MEETINGS

The next meeting of the Markham Canada Day Committee is scheduled for Monday, June 28, 2010 at 6:00 PM in the YORK ROOM at the Markham Civic Centre.

5. ADJOURNMENT

On a motion from Councillor Chiu

Seconded by Matt Vetere,

THAT the fifth meeting of the 2010 Markham Canada Day Committee be adjourned; the time being at 7:20 p.m.

CARRIED.