MINUTES

2007 MARKHAM CANADA DAY COMMITTEE

2007-05-14

Meeting No. 4

__________________________________________________________

 

Attendance

 

Members

Jeanne Bowman

Javaid Khan

Shahid Mahmood

Mitch Reiss

Samuel Carr

 

Council

Councillor Carolina Moretti

Councillor Alex Chiu

 

Regrets

James Bush

Sam Sahoy

Councillor Logan Kanapathi

Steve Matunin, Supervisor, Operations

 

Staff

Bob Walter, Operations

Rob Hincks, Operations

Todd Bailey, Operations (Milne)

Matt Vetere, Financial Analyst

Joanne Olson, Councillor’s Assistant

Olivia Bella, Event Mgmt & Outdoor Sport Coordinator

Wendy Lucas, Assistant to Councillor Moretti

Sandra Sealy, Assistant to Councillor Kanapathi

Cynthia Taylor-Huff, Assistant to Councillor Chiu

Bev Shugg Barbeito, Committee Clerk

 

Absent

Everest D’Souza

Antoinette DiNova

 

The fourth meeting of the 2007 Markham Canada Day Committee convened at 6:00 p.m. with Councillor Carolina Moretti in the Chair. 

 

1.         ADOPTION OF THE MINUTES OF THE APRIL 16, 2007 MEETING

 

THE MARKHAM CANADA DAY COMMITTEE RECOMMENDS:

 

That the minutes of the Markham Canada Day Committee meeting held on April 16, 2007, be adopted with corrections to show that staff member Rob Hincks attended the meeting, and the following correction in italics:

 

 

e)            Parade -

 

Olivia Bella advised that EMS would like to participate in this year’s parade; she will advise EMS that the Committee welcomed their participation. Other suggestions for participants included Laidlaw, Budget Towing and the Mayor’s Youth Task Force. Antoinette DiNova and Joanne Olson will contact these organizations to determine their interest.

 

CARRIED

 

2.         2007 BUDGET

Mr. Matt Vetere distributed a document entitled Town of Markham Canada Day 2007 Preliminary Budget as at May 14, 2007 for the committee’s review. There have been no significant changes since the last report.

 

Matt Vetere will provide details of the budget assigned for the Mayor’s (Senior’s) Luncheon to Cynthia Taylor-Huff.

 

3.         COMMITTEE REPORTS

a)             Food Vendors – Joanne Olson reported that Sam Sahoy is working to confirm vendors. Javaid Khan reported that two vendors are confirmed and applications have been sent to other vendors who participated last year. He will assist Sam Sahoy in following up by mid-June with vendors to confirm their intentions.

 

b)             Sponsorship – Councillor Moretti informed the Committee that sponsorship letters will be sent to organizations this week.

 

c)             Advertising/Posters/Invitations – It was reported that the postcards have been printed and last year’s list will be used for their distribution.

 

Wendy Lucas reported that posters to attract entrants in the Markham Canada Day Poster Contest have been posted. Few entries have been received to date; it was agreed to also accept entries from Grade 5 students.

 

         It was reported that advertising is usually placed in June on the “Town page” of the local newspaper “Markham Economist & Sun”. Olivia Bella will contact the Town of Markham Corporate Communication department to request that a staff member attend the committee’s next meeting to offer advice about this advertising. If this is not possible, then a separate meeting with a Corporate Communication staff member will be arranged with some Committee members, so they in turn may report back to the full Committee.

 

         Cynthia Taylor-Huff reported that she and Wendy Lucas are finalizing the VIP list for invitations; they will work with Councillor Moretti to further refine the list. Invitees will be invited to three events: the media launch, the Mayor’s (Senior’s) Luncheon, and the Flag Raising Ceremony.

 

 

        

d)             Mayor’s Seniors Luncheon – Cynthia Taylor-Huff advised that the menu is close to being finalized. Tony Murphy will serve as host of the event and entertainment (singers) have been confirmed.

 

e)             Parade – Joanne Olson reported that she will confirm the list of parade participants in the next week. Rob Hincks advised that he has had verbal commitment about participation from Laidlaw (Education Services) and Budget Towing.

 

Councillor Moretti suggested that the parade would be enhanced if members of local sport teams, wearing team jerseys, were to participate. Olivia Bella volunteered to email this suggestion to user groups of Markham’s sport fields to encourage interest. If necessary, a float could be provided for interested groups.

 

f)               Entertainment – Joanne Olson reported that arrangements for the entertainment are well in hand, with one group remaining to be contacted. Participation of all groups will be re-confirmed and then contracts for them will be arranged. Plans for entertainment remain within budget guidelines.

 

g)             Fireworks – Councillor Moretti reported on behalf of Steve Matunin. Committee members discussed options of proposed responses to inclement weather, e.g. cancel the fireworks display altogether, schedule a “rain date” of July 2nd, postpone fireworks to Labour Day, or have a more extensive display next year by augmenting those plans with unused fireworks from this year. The consensus of the Committee was to have a more extensive display next year.

 

h)      Security – Olivia Bella reported that plans are in place for overnight security at Milne Park. She is waiting for confirmation from York Region Police regarding security during the event and will advise Councillor Moretti if this has not been received by the first week of June. Golf carts for staff use have been arranged with Angus Glen Golf Cub.

 

i)       Volunteers – Councillor Moretti reported that Councillor Kanapathi will forward ten names of potential volunteers. Joanne Olson advised that she will assign volunteers to work with Committee members, who require assistance to manage their part of the Canada Day events.  T-shirts for volunteers and golf shirts for Committee members have been ordered by Steve Matunin.

 

j)              Media Launch – Sandra Sealy reported that the media launch is scheduled for Wednesday, June 20th from 10:30 – 11:00 AM. This date fits with the Mayor’s schedule; Councillor Moretti encouraged Committee members to attend and Canada Day sponsors and dignitaries will also be invited. A group of flag dancers has been invited to perform during the media launch and Joanne Olson will make arrangements for the singing of “O Canada”. Light refreshments will be served.

 

 

4.         OTHER BUSINESS

 

a)Radio Station Involvement - Mitch Reiss proposed having two radio stations be part of the activities: Z103 would appeal to the teenage and young adult audience while Jewel 98.5 would appeal to an older audience. He is waiting for confirmation about their participation. Committee consensus was that the Canada Day event would benefit from their participation, and Mitch Reiss was thanked for his suggestion. Joanne Olson will ensure the radio stations are thanked during the opening ceremonies.

 

Mitch Reiss also suggested the Red Bull MET (Mobile Energy Team) program be invited to participate. The teams consist of mostly college students who attend events, in specially designed Red Bull "Racers" detailed with the Red Bull logo, to promote Red Bull, an energy drink. Following discussion, Committee consensus was that participation by Red Bull might be seen as controversial by the community. It was decided to determine whether other companies might be available and/or willing to participate and discuss the matter further at the next meeting. Councillor Moretti will also discuss the proposal with other Council members.

 

b)            Stage & Sound – Samuel Carr reported that plans are in place. He will coordinate requirements for the evening shows with Joanne Olson.

 

c)      Children’s activities - Jeanne Bowman advised she has created a layout for placement of the children’s activities. She will request flags from Joanne Olson and pins from Antoinette DiNova so she can distribute them to children taking part in the activities.

 

d)      Bus Ride – Mitch Reiss will email a list of questions to Cynthia Taylor-Huff.

 

e)      Taste of Asia – Sam Carr reported that the Committee would be welcome to advertise Canada Day events at the Taste of Asia event on June 23 and 24, 2007. It was agreed the Committee would host a booth and distribute the Canada Day postcards at the event. Volunteers will be needed to staff the booth; Jeanne Bowman volunteered to do so on June 24th and Councillor Moretti will coordinate other volunteers with Bob Walter, Rob Hincks, Todd Bailey and Steve Matunin. Signage created for the booth will be incorporated into signage plans for Canada Day events.

 

f)       Other Promotion – Rob Hincks will coordinate with Wendy Lucas the distribution of Canada Day postcards at Milne Park beginning May 24th.

 

5.         DATE FOR NEXT MEETING

The next scheduled meeting of the Markham Canada Day Committee is June 11, 2007.

 

6.         ADJOURNMENT

The fourth meeting of the 2007 Markham Canada Day Committee adjourned at 7:00 p.m.