9th
MEETING (WRAP-UP)
CANADA
DAY COMMITTEE
TOWN
OF MARKHAM
York
Room, Markham Civic Centre
September 19, 2005 – 6:00 P.M.
MINUTES
ATTENDANCE
Members: Regrets:
Deputy Mayor Frank Scarpitti Councillor Erin Shapero
Councillor Khalid Usman Jeanne Bowman
Javaid Khan Sam
Sahoy
Ivy Lee Shannon
Walter
Adam Poon Everest
DiSouza
James Bush Tara
Willis
Staff:
Bob Walter, Manager, Street Operations
Steve Matunin, Supervisor, Urban Forestry
Joanne Olson, Assistant to Councillors
Rob Hincks, Working Foreperson – Milne Park
Olivia Bella, Event Management &
Outdoor Sport Coordinator
Carolina Moretti, Community Partnership Coordinator
Lilian Pagnanelli, Committee Clerk
The Canada Day Committee
meeting convened at 6:10
p.m. with Councillor Khalid Usman in the Chair.
1.
APPROVAL OF THE AGENDA
The agenda was approved as presented.
2. CONFIRMATION OF MINUTES
OF JUNE 27,
2005
The minutes of the meeting held on June 27, 2005 were received as presented.
3.
BUDGET REPORT
Joanne Olson reported that the Canada Day Committee’s budget is currently in a deficit position of $3,988, however, when the sponsorship cheques from Bell and Brian Roman (approx. $14,869) are accounted for, and the payment of invoice from York Region Transit of approximately $6,800 has been paid, the committee’s budget will be in a surplus position of $3,660.
The brief financial report was received as presented.
4.
DISCUSSION OF EVENTS – JULY 1, 2005
a)
Canada Day Post Event Report
(Olivia Bella)
Olivia Bella highlighted some of her feedback from the 2005 Canada
Day Celebration:
·
Seniors’ Luncheon - the event
went very well. The seniors were happy
and thankful for the event. The food was
delicious but it was hard to distinguish between the vegetarian and chicken
pasta.
·
Milne Park Celebration – there were fewer people in attendance this year.
Since Canada Day fell on a Friday, it was felt that many residents took
advantage of the long weekend and went out of Town.
·
Park Security – the event had
great presence from York Regional Police on bicycle patrol, paid duty officers,
and four Markham By-law Officers.
·
V.I.P. Tent – there was a
shortage of food at this location and it was felt that some food left over from
the Seniors’ Luncheon could have been brought to feed more people at the V.I.P.
Tent.
·
Major Sponsorship Banner – it
was felt that miscommunication between two parties caused the delay in hanging
the major sponsorship banner.
Olivia Bella presented for consideration some suggestions for 2006:
·
2006 Canada Day Committee – a
committee be formed/organized as soon as possible with the initial meeting to
start in February.
·
Production Schedule – be
developed by the 2006 Canada Day
Committee which would provide details
and listings of events throughout the day.
Distribution of this schedule to include registration center, gate
house, committee members and organizers of events.
·
Information Centre – be erected
at Milne Park (location to be determined by the committee) to serve as a
communication center for volunteers, sponsors, entertainers, vendors, event
organizers and the general public.
·
Pre-Canada Day Inspection – be
carried out prior to Canada Day to ensure that all necessary work has been
accomplished.
·
2006 Canada Day Seniors’
Posters – be designed, developed and approved by the committee as early as
possible, to ensure that distribution to various seniors’ homes happens 2 to 3
months in advance.
·
2006 Canada Day Events – that a
notice of events be inserted in the Spring 2006 issue of the Parks and
Recreation Guide, and a ¼ page advertisement be provided to the Marketing
Design Group by March 2006.
·
Invitations to Seniors’
Luncheon – that an open letter of invitation be included in all senior citizens
newsletters, and a small ad be given to the Senior Program Coordinator for
inclusion in the Seniors Page.
·
Milne Park Staff Contact – that a list be developed showing names of staff
members on duty with cell phone numbers and walkie-talkies for communication
purposes.
b)
Canada Day Review and Suggestions for Next Year (Jeanne Bowman)
Jeanne Bowman submitted a written report expressing her appreciation
to her Sub-Committee Co-Chair and some members and volunteers of the committee
for their work and support at the Children’s Activity area. Ms. Bowman provided a detailed description of
several events of the day. She also
provided feedback and suggestions for next year. Ms. Bowman gave notice that she is unable to
volunteer her services for next year, however, she will be pleased to help the
next volunteer for the Children’s Activity area. Ms. Bowman expressed a special thanks to
Councillor Usman for his help, support and enthusiasm.
c)
Funding for Tower Lights,
Barricades and Staging.
Steve Matunin proposed that the Town of Markham investigate
the possibility of purchasing a 500-foot metal barricade for use (not only for
Canada Day) for Town events.
The Committee requested Mr. Matunin to develop a business case,
outlining his proposal and submit a report through the Finance and
Administrative Committee. Mr. Matunin
was requested to provide Councillor Usman with a copy of his report.
Carolina Moretti also submitted a proposal regarding the
purchase of a portable stage, as follows:
·
Looking at
the purchase of an SL100 model stage
·
Would need
approximately $150,000.00 dollars plus additional operating costs and any
extra’s such as lighting/ extension to the stage etc.
·
Who would
take ownership ( Parks/Roads Dept.)
·
Operating
costs would include 2 staff for 150 days at $20.00 per hour.
·
The
working days would be eight hours each
·
The total
cost of the labour would be approx.
$48,000.00
·
A truck
would be needed to move the stage ( purchase a truck)
·
Cost to
setup and take down, storage facility, travel time, gas costs
·
Priority
for allocating the stage for rentals, factoring the multi-request for use
Business Case
·
Number of
event tours
·
Number of
community events
§
Would need
to implement a policy with an outline of a fee structure that would go through
the Finance and Administrative Committee
·
Rental to
other municipalities / BIA’s/ Cost Value
·
Time it
would take to make a return on the investment
d)
Volunteers
A feedback
session occurred regarding the volunteers.
Several suggestions/comments were provided:
·
Assignment of volunteers to a specific
area only
·
Development of a database
containing volunteer information
·
Development of standard
training and procedures for volunteers
·
Lack of communication with
volunteers
·
Need to assign a person
responsible for volunteers
·
Need more employees to
volunteer
·
Attract more sponsors and
volunteers
·
Ensure all volunteers get a
Certificate of Appreciation
e)
Role of Parking Control Staff
Several members commented on the
role of parking control staff at Milne Park. It was suggested that for 2006, one member of
staff be assigned for supervising parking and security staff at the Park. It was further proposed that an assistant
supervisor be assigned to take over in the absence of the supervisor.
f)
Advertising/Entertainment
Several members provided feedback on the topic of advertising:
·
Role of Corporate Communications
·
More signage at Milne Park
·
Bigger Flags outlining area
where the event is being held
·
Provide more direction inside
the Park
·
Bigger Flags leading the way to
the event location
·
Core committee to start in
early new year
·
Look/research events held by
neighbouring cities
·
Find a local major celebrity
for 2006
5.
ADJOURNMENT
The meeting adjourned at 7:40 p.m.