MINUTES

2006 MARKHAM CANADA DAY COMMITTEE

2006-07-10

Meeting No. 9

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Attendance

Members James Bush Jeanne Bowman Ivy Lee Sam Sahoy Charlene Woron Joanne Olson

Staff Steve Matunin, Supervisor, Operations Rob Hincks, Working Foreperson (Milne) Matt Vetere, Financial Analyst Olivia Bella, Event Mgmt & Outdoor Sport Coordinator Carolina Moretti, Community Partnership Coordinator Virginia Steffler, Committee Clerk

The ninth meeting of the 2006 Markham Canada Day Committee convened at 6:12 p.m. with Ms. Joanne Olson presiding.

1. ADOPTION OF THE AGENDA

With no quorum, adoption of the agenda was tabled.

2. ADOPTION OF MINUTES OF THE JUNE 12, 2006 MEETING

With no quorum, adoption of the minutes of the June 12, 2006 meeting and the June 26, 2006 meeting was tabled.

3. 2006 BUDGET

Mr. Matt Vetere distributed a document entitled Town of Markham Canada Day 2006 Final Budget as at July 10, 2006 for the committee’s review.

4. COMMITTEE REPORTS

a) Food Vendors - Mr. Sam Sahoy submitted a report and highlighted concerns (appendix a). The committee discussed whether vendor fees should be raised to cover entertainment costs and agreed that the issue should be brought forth for the 2007 Canada Day Committee. Mr. Sahoy reported that the food vendors made money and would return next year.

b) Community Booths – Ms. Joanne Olson reported that one booth was expected however four showed up unannounced. The committee agreed that extra tables should be available next year for community booths.

c) Sponsorship – The committee discussed distribution of a sponsorship package in October/November 2006, timed to coincide with the Town of Markham’s sponsorship planning for 2007. A suggestion was made to ask Mr. Samuel Carr for assistance in recruiting sponsors for the staging for next year.

Advertising/Posters/Invitations - Ms. Carolina Moretti reported that the promotional postcards were a successful advertising method and noted that future cards should be un-dated. Discussion followed that the invitation letters also were successful; the parade was double the size over last year and parade floats were full. The committee recommended that invitation letters and postcards be repeated next year.

d) Mayor’s Seniors Luncheon - Ms. Charlene Woron reported that the seniors’ luncheon was a success. She made a few comments and the committee discussed suggestions:

- more music CD’s for next years event for background music

- food catering for baked goods should indicate that it is nut-free

- make balloon columns sturdier and provide more balloons next year

- flowers were a success – no change suggested

- serving water and pop only was successful; however begin to distribute drinks earlier than 11:30. A suggestion was made to deliver water/pop via students using carts, placing 8 bottles per table

- recycling bins should be more prominent (at buffet stations) and waste management staff should be involved in next year’s event

- some volunteers meeting and greeting seniors’ should be multi-lingual

- signage should be posted on all doors to direct seniors toward the luncheon

- the Milliken Mills location worked well, however, it was warm and the sound quality was not optimal, so a new location for the senior’s luncheon next year could be investigated, including LeParc Markham or Crystal Fountain Banquet Hall.

- The seniors sing-along did not take place - the committee discussed how to ensure this takes place next year

e) Parade - Ms. Joanne Olson presented a report from Mr. Bob Walter (appendix b), with comments and suggestions relating to the seniors’ luncheon, parade and the Milne Park show.

f) Parking – Mr. Steve Matunin informed the committee that parking plans went well, however he recommended hiring paid duty officers to enforce parking next year rather than by-law officers. The committee then discussed the interruption to the event caused by rain prior to the fireworks show. The committee agreed that a back-up rain plan for the event should be planned for next year.

g) Transit Arrangements – Ms. Joanne Olson reported that the shuttle buses worked well and that this should remain in the plan for next year.

h) Stage & Sound – Ms. Joanne Olson presented Mr. Samuel Carr’s report (appendix c). The committee discussed the need to improve the power supply to cover food vendors’ needs as well as staging, and to improve lighting for next year.

i) Children’s activities - Ms. Jeanne Bowman submitted a report (appendix d). She said the children’s events were a success and that the temporary disruption of the castle deflating was quickly fixed. She has held on to the signage from the event for next year.

j) Entertainment – Ms. Joanne Olson noted that the entertainment had been a success, however one of the acts went well over the allotted time. The committee agreed that entertainment should be ended at 9:45 and a music CD put on prior to the fireworks to allow for set up until 10 pm.

k) Signage – Ms. Joanne Olson read Mr. Bob Walter’s report (appendix b)

l) Security – Mr. Steve Matunin reported that the security went well, and that police on the bikes was a good method. He again suggested hiring paid duty officers rather than by-law officers next year.

m) Volunteers –The committee agreed that the luncheon volunteers had done a very good job and Ms. Jeanne Bowman noted that the children’s volunteers worked well too. A suggestion was made to appoint a “floor captain” volunteer to coordinate the seniors’ luncheon volunteers next year.

5. OTHER BUSINESS

The committee discussed whether its size should be increased to ensure a quorum and how to recruit new members beyond the standard advertising. Ms. Ivy Lee and Mr. James Bush confirmed they would return to the committee next year. Ms. Ivy Lee agreed to pursue getting new applicants to the committee.

Ms. Joanne Olson will send survey results to Olivia Bella for tabulation.

The committee recommended that the committee next year negotiate a three-year contract with the fireworks company.

On behalf of Bell, Ms. Carolina Moretti thanked Mr. Steve Matunin and his group of volunteers and students. She thanked one student in particular, Todd, and said Bell had been very impressed with his service.

6. DATE FOR NEXT MEETING

The committee agreed to adjourn until after the Council election in November 2006. Mr. Matunin noted that a sub-committee should meet in December 2006 to begin some detail planning and the committee agreed that a plan to integrate sponsorship should begin very soon.

ADJOURNMENT

The ninth meeting of the 2006 Markham Canada Day Committee adjourned at 7:28 p.m.

Attachments: See PDF document – Comments from Staff & Ctte.