MINUTES

2008 MARKHAM CANADA DAY COMMITTEE

2008-4-28

Meeting No. 4

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Attendance

Members Jeanne Bowman Antoinette DiNova Mitch Reiss Willie Reiss Council Councillor Alex Chiu Councillor Carolina Moretti Councillor Logan Kanapathi Staff Bob Walter, Operations Rob Hincks, Operations Joanne Olson, Special Events Assistant Wendy Lucas, Assistant to Councillor Moretti Bev Shugg Barbeito, Committee Clerk

Regrets Samuel Carr Javaid Khan Ken Mack Cynthia Taylor-Huff, Assistant to Councillor Chiu Sandra Sealy, Assistant to Councillor Burke Todd Bailey, Operations (Milne) Matt Vetere, Financial Analyst Steve Matunin, Supervisor, Operations Marjorie Rebane, Manager, Corporate Communications Absent

The fourth meeting of the 2008 Markham Canada Day Committee convened at 6:05 p.m. with Councillor Carolina Moretti in the Chair. New member Willie Reiss was welcomed to the Committee by Councillor Moretti. New member Ken Mack will be advised of attendance guidelines.

1. ADOPTION OF THE MINUTES OF THE FEBRUARY 4, 2008 MEETING

THE MARKHAM CANADA DAY COMMITTEE RECOMMENDS:

That the minutes of the Markham Canada Day Committee meeting held on March 17, 2008, be adopted as distributed.

CARRIED

2. 2008 BUDGET

Joanne Olson reported on behalf of. Matt Vetere that there have been no changes to the previous report entitled Town of Markham Canada Day 2008 Preliminary Budget as at March 17, 2008. All members were requested to review costs for their budget items, and to advise the Chair of any additional budget funds required so that a final budget might be presented at the next meeting.

3. PLANNING FOR CANADA DAY 2008

a) Theme

Town of Markham Corporate Communications staff are in the process of developing a template to facilitate recognition of the Canada Day events by residents from year to year.

b) Timelines

This item will be discussed further at the next meeting.

c) Media Launch

This Preview Event to Town of Markham Canada Day events has been scheduled for June 24, 2008 at 12:30 PM. Mayor Scarpitti is scheduled to attend. Invitations will be sent to an inclusive list of media and Canada Day sponsors. Entertainment has not yet been confirmed; suggestions for entertainment should be directed to Sandra Sealy who is coordinating this event.

d) Food Vendors

Sam Sahoy has resigned from the Canada Day Committed and Samuel Carr has assumed responsibility for coordinating this aspect of Canada Day plans. No report was available for this meeting; Joanne Olson will follow up with Samuel Carr for a status report.

Antoinette DiNova reported that Tim Horton’s is not in a position to be a vendor but that Starbuck’s might be. It was agreed that Ms. DiNova will contact Starbuck’s to propose its participation as a food vendor, and will report back at the next meeting.

Councillor Moretti reported that Longo’s is considering having a small booth to sell healthy foods; Longo’s will advise Councillor Moretti soon of its decision.

e) Sponsorship

Councillor Moretti reported that Bell Canada will once again be the main sponsor for the Town of Markham Canada Day events. Councillor Moretti and Councillor Chiu will continue to work to attract other sponsors.

Councillor Moretti will arrange to have the sponsorship template distributed to committee members.

f) Advertising/Posters/Invitations

Wendy Lucas distributed and reviewed the Markham Canada Day postcard; for future printings, it was agreed to consider indicating that the fireworks display begins at dusk, rather than 9:30 PM. 10,000 postcards have been printed and will be distributed as in previous years; Jeanne Bowman volunteered to distribute the postcards at the Main Street Farmers Market.

f) Advertising/Posters/Invitations (continued)

Drafts of posters for the Seniors Luncheon and Milne Park Party and Fireworks were also distributed and reviewed; Town of Markham Corporate Communications will be asked to include this year’s theme “One Family, One Markham, One Canada”. It was reported that Town of Markham Corporate Communications will arrange to hire a photographer for the Canada Day events.

g) Mayor’s Seniors Luncheon

Le Parc has been confirmed as the venue of this event. A taste test of the menu has been conducted and the results were very favourable. The menu includes rolls, Caesar salad, vegetable and meat lasagne, and cake. A Filipino youth group will provide entertainment and will assist with serving, set up and clean up functions. Tables will be reserved for veterans and seniors award winners, and they will be acknowledged during the luncheon. Further updates will be provided at the next meeting.

h) Parade

Antoinette DiNova reported that fourteen entries have confirmed their participation in the parade. Many Members of Parliament and Members of Provincial Parliament have also confirmed their participation in the parade. Ms. DiNova is working with them to confirm whether or not they will be providing their own transportation. Ms. DiNova also reported that the Hawaiian dance group has not yet confirmed its participation; Joanne Olson has sent an email to follow up with the group about this.

It was agreed that Councillor Moretti’s office will send an email to other Town of Markham councillors to remind them to reserve time to attend the Canada Day events.

i) Transit Arrangements

Joanne Olson has reserved the same number of vehicles as last year.

j) Stage & Sound

The contract for the stage has been awarded to Perry Chan. Extra speakers will be provided to extend sound from the stage into the park. It was agreed that Mitch Reiss may coordinate special needs for entertainers with Perry Chan; Wendy Lucas will provide the contact information to Mitch Reiss.

k) Entertainment

Mitch Reiss reported that there might be enough budget left to hire one additional band. He also asked the committee to consider having entertainment start at noon rather than later in the day. It was agreed that this might be an excellent way to attract people to the park earlier in the day and will be considered for 2009 Canada Day events.

l) Children’s Activities

Jeanne Bowman reported that all children’s activities have been confirmed. Councillor Kanapathi will recruit twenty volunteers to assist with the children’s activities. Water supply for crafts activities will be arranged with Rob Hincks.

m) Security

Joanne Olson will report further at the next meeting.

n) Radio Station Participation

It was agreed that Willie Reiss will draft a media sponsorship package for Councillor Moretti to review with the intention to have this ready and approved for the next meeting. Councillor Moretti’s office will provide Willie Reiss with benefits available to sponsors, so this information might be incorporated into the draft sponsorship package.

The Committee discussed the possibility of approaching Rogers Communications about participating as a sponsor. It was agreed that the Town of Markham would not want to offend Bell Canada, the major sponsor for Canada Day events. Councillor Moretti and Councillor Chiu will discuss this matter with Bell Canada representatives.

o) Volunteers

Councillor Logan Kanapathi has agreed to recruit volunteers again this year for the Children’s Activities. Cynthia Taylor-Huff is arranging for volunteers to assist with the Mayor’s Seniors Luncheon. Mitch Reiss advised that one or two volunteers might be needed to assist with entertainment activities. All committee members were asked to advise the Chair if volunteers are needed to assist with their activities on Canada Day.

4. OTHER BUSINESS

a) New Fire Safety House

Councillor Alex Chiu reported that a new fire safety house will be ready on Canada Day. Councillor Chiu was congratulated for conducting all the fundraising for this project.

b) T-shirts

Joanne Olson will check the number of t-shirts left from last year and advise Councillor Moretti if additional quantities are needed from the sponsor.

c) Farco Entertainment

It was reported that Doo Doo the International Clown might be available to entertain on Canada Day, but the cost might be prohibitive. Mitch Reiss will check the budget and contact the company to determine if alternatives are available within the Committee’s budget.

d) Ice Cream Sponsor

Joanne Olson reported that an ice cream company had proposed to provide ice cream to the Town of Markham to sell on Canada Day as a fundraising event. Before responding, it was agreed to have Samuel Carr confirm whether there are already ice cream companies that have been confirmed as Food Vendors on Canada Day.

5. DATE FOR NEXT MEETING

The date of the next scheduled meeting of the Markham Canada Day Committee is

May 26, 2008, at 6:00 PM, in the York Room.

6. ADJOURNMENT

The fourth meeting of the 2008 Markham Canada Day Committee adjourned at 7:05 p.m.