7th MEETING

CANADA DAY COMMITTEE

 

TOWN OF MARKHAM

York Room, Markham Civic Centre

June 20, 2005 – 6:00 P.M.

 

MINUTES

 

ATTENDANCE

 

Members:                                                       Regrets

Councillor Khalid Usman                                  Deputy Mayor Frank Scarpitti                         

Councillor Erin Shapero                                    Laurie Burns

Jeanne Bowman                                               Tara Willis       

Shannon Walter                                                                       

Ivy Lee                                                                                                

Adam Poon                                                     

Sam Sahoy                              

Everest D’Souza

James Bush

Javaid Khan

 

Staff

 

Rob Hincks, Working Foreperson – Milne Park

Joanne Olson, Assistant to Councillors

Olivia Bella, Event Management & Outdoor Sport Coordinator

Bob Walter, Manager, Street Operations

Carolina Moretti, Community Partnership Coordinator

Lilian Pagnanelli, Committee Clerk

Maida Dalmacio, Finance Department

Steve Matunin, Supervisor of Parks & Maintenance

 

The meeting was called to order with Javaid Khan in the Chair.

 

1.                  APPROVAL OF THE AGENDA

 

Moved by Shannon Walter

Seconded by Adam Poon

 

That the agenda be approved as presented.

 

Sam Sahoy asked permission to leave the meeting early and requested Item 7(l) to be considered first.

 

The presiding Chair welcomed to the meeting, Ms. Maida Dalmacio, Student Intern, Finance Department.

 

 

2.                  ADOPTION OF MINUTES OF JUNE 13, 2005

 

Moved by Shannon Walter

Seconded by Joanne Olson

 

That the minutes of the 6th meeting held on June 13, 2005, be adopted as amended.

 

By deleting Laurie Burns’ name from the “Regrets” column, as she was present at the meeting. 

 

                 CARRIED

 

3.                  BUSINESS ARISING FROM THE MINUTES OF JUNE 13, 2005

 

a)      Re-wording of Agenda Items:- Joanne Olson advised as follows:

·        Agenda Item 5 was changed from “Discussion of Media Launch” to “Comments re Media Launch”.

·        Agenda Item 7(e) was changed from “Master of Ceremonies” to “Flag Raising & Opening Ceremonies.”

 

b)      Park Security Personnel - Joanne Olson advised that she received the list of names of the Police Officers and that individual cheques will be issued for payment.  Olivia Bella reported that the use of the Town of Markham By-law Officers as park security personnel is being considered.  Additional information pertaining to the number of By-law officers available to work on Canada Day (from 4:00 p.m. to midnight) will be reported at the next meeting.  [Olivia Bella]

 

A discussion took place stemming from concerns expressed by Bob and Steve regarding extra security personnel to guard the fence, as well as for crowd control at the end of the event.  Javaid Khan advised that he would investigate the possibility of a private security company that could provide “burly looking security guards” at a rate of $12 to $14 an hour per person.  A report will be presented at the next meeting. [Javaid Khan]  

 

With respect to the Bike Patrols - Councillor Usman was requested to follow-up with York Regional Police regarding the status of 2 Police Officers on Bikes (free of charge).  [Councillor Usman]

 

 

4.                  UPDATE OF PROPOSED 2005 BUDGET [Joanne Olson]

 

Maida Dalmacio inquired about the status of the Canada Day grant from Heritage Canada.  Olivia Bella reported that in a letter received from Heritage Canada, it was communicated that the Town of Markham Canada Day Committee has been granted $2,000.00.  Olivia further reported that there was no notification as to when the cheque is going to be disbursed.  Olivia will present a status report at the next meeting.  [Olivia Bella]

 

Councillor Usman reported that the Town of Markham Council approved an additional budget in the amount of $5,000.00 for Canada Day.  [Deputy Mayor Scarpetti]

 

Joanne again reminded everyone to submit invoices from vendors that require payment.  [All members]

 

 

5.                  COMMENTS RE MEDIA LAUNCH – JUNE 20, 2005, 2:00 P.M.

 

The floor was opened for comments and suggestions regarding the Media Launch, held at 2:00 p.m. on- June 20, 2005:

 

·        The timing was not preferable.  It was noted that some Councillors and the Mayor were unable to attend due to a General Committee meeting.  It was also noted that the date of the Media Launch was rearranged to suit the Mayor’s timetable.

·        For the 2006 Canada Day Media Launch, it was recommended that a day when there are no meetings involving Members of Council be determined.

·        Set the 2006 Media Launch at the June 27, 2005 meeting.

·        The 2005 Media Launch was not “large enough”. In contrast, the 2006 Media Launch should be more dynamic with a Power Point presentation in the Council Chambers.

·        The venue of the Media Launch was small.

·        Invitations to the Media Launch should be distributed earlier in 2006.

·         “I was disappointed”

·        Leaders of various ethnic groups should be invited in 2006.

·        “I was thrilled”

·        Better choice of Veterans presentations.

·        Make the event more exciting and inviting.

·        Invite representatives of the “Toronto Star” and the “Toronto Sun” newspapers.

·        Bring forward these suggestions to the Chair.  [Councillor K. Usman]

 

 

4.                  DISCUSSION OF EVENTS

 

l)    Food Vendors [Sam Sahoy]

 

      Sam Sahoy provided an update on the status of the vendors and confirmed that only 13 vendors have signed contracts.  He advised that 3 vendors from the African Carribean Association may be joining.  He noted that there are 6 ice cream vendors who joined this year. 

 

With respect to the parking lot set-up, Sam Sahoy requested that vendors be kept in the front portion of the parking lot.  Sam advised that he is preparing a schematic plan and will co-ordinate with Steve Mutunin and Rob Hincks regarding the allocation of space, parking passes, and distribution and placement of vendors.  [Sam Sahoy, Steve Matunin, Rob Hincks]

 

 

a)   Heritage Grant Request  [Tina Murphy/Olivia Bella]

                    

Olivia Bella reiterated that Heritage Canada has approved a grant of $2,000.00.  A status report will be presented at the next meeting with respect to the cheque.

 

 

b)      Senior’s Luncheon [Laurie Burns/Erin Shapero]

 

Joanne Olson advised that she has not received an update from Laurie Burns regarding the status of the main entrees.  Councillor Shapero was requested to discuss the matter with Merlyn and report back at the next meeting.

 

The set-up at Milliken Mills Community Centre with respect to the tables, chairs, 4 food stations, and troughs for the ice and soft drinks were discussed.  Bob Walter confirmed that Bernie McDermott would be responsible for the set-up and Laurie Burns was to provide Bernie with the plan.  [Laurie Burns/Bob Walter] 

 

 

c)      Fireworks & Permit [Steve Matunin]

 

Steve Matunin confirmed that the Fireworks are ready to go. Steve and Rob Hincks again expressed concerns regarding the safety of people crossing the fence and the importance of security presence in this area.  (Steve Matunin/Rob Hincks)

 

 

d)      Parking at Milne Park [Steve Matunin/Rob Hincks]

 

Steve Matunin reported that everything is ready to go, including the lamp posts.

 

 

e)   Flag Raising and Opening Ceremonies (Joanne Olson)

 

·        Opening Ceremonies Chairs for Vets - Joanne Olson indicated that benches/chairs are set-up for the veterans.  The Governor General Horse Guard Band will be playing “God Save the Queen” followed by “O’Canada”. [Steve Matunin/Rob Hincks]

 

·        Flag Raising Set-Up – Joanne Olson requested that 2 sets of chairs be set-up.  It was agreed that 25 chairs be set-up on each stage area with the Choir on one stage and the V.I.P. guest on the other stage.  [Steve Matunin/Rob Hincks]

 

·        V.I.P. Tent – Joanne Olson confirmed that Susan Watt of Thornhill would be responsible for watching the tent.  It was confirmed that the performers are not allowed in the tent.  Steve Matunin was requested to ensure that the performers are provided with a trough with bottles of drinking water. [Steve Matunin] Joanne further advised that Longo Supermarket will be donating food/refreshments for 100 people.  Steve was also requested to ensure that the food is picked-up at Longo’s at 3:00 p.m. on June 30th.  [Steve Matunin]

Councillor Usman was requested to ensure that Longo Supermarket is acknowledged for its donation of food.  [Councillor K. Usman].  It was agreed that the Longo Banner be placed/hung inside the V.I.P. Tent.  [Steve Matunin/Carolina Moretti]

 

 

f)    Entertainment [Joanne Olson]  

 

Joanne Olson advised that everything is set.  Joanne requested 4 extra microphones (2 microphones being wireless).  [Steve Matunin]
 
 

g)      Children’s Activities/Events [Jeanne Bowman/James Bush]

 

Jeanne Bowman reported that all the arrangements have been made and are ready. 

 

 

h)      Parade [Bob Walter/Tara Willis]

 

 

Bob Walter and Joanne Olson reported that there are currently 33 groups participating in the parade.   Bob also mentioned that VIVA Transportation will participate in the parade, but he is unsure as to the size of the bus.  [Bob Walter]

 

Adam Poon will look into the pick-up and drop off of the Hybrid vehicles and present a report at the next meeting.  He also reported that Subaro turned down the offer to participate.  Adam further advised that he will approach Lexus and report back.

 

i)        Advertising/Posters/Invitations [Emma Uffren/Shannon Walter]

 

No Report.

 

j)    Transit Arrangements (Tina Murphy/Bob Walter)

 

      Bob Walter reported that all transit arrangements have been made and are ready.

 

 

 

k)   Sponsorship [Deputy Mayor Frank Scarpitti]

                    

Councillor Usman advised that a report will be presented by the Deputy Mayor at the next meeting.

 

     

m)  Signage [Bob Walter]

 

Bob Walter informed the committee that the signs/banners are in the process of being produced.

 

 

n)      Volunteers [Javaid Khan]

 

Javaid Khan reported that there are currently 32 registered volunteers.  He advised that we have enough confirmed volunteers for the Seniors’ Lunch.  Additional volunteers will be requested to proceed to Milne Park between 2:00 and 2:30 p.m. and will report directly to Jeanne Bowman in the Children’s Activity Tent. [Javaid Khan/Jeanne Bowman] 

 

Shannon Walter the co-ordinator for volunteers at the Seniors’ Lunch, requested that a list of volunteers be provided to her.  It was suggested that a list of volunteers be provided to all committee members.   Javaid assured that a list of names will be distributed at the next meeting.  [Javaid Khan]

 

Joanne Olson and Bob Walter confirmed that they will be responsible for co-ordinating the volunteers buses at the Town Centre.   [Joanne Olson/Bob Walter]

 

Jeanne Bowman was assigned asVolunteer Co-ordinator at Milne Park from 3:00 to 6:00 p.m.  [Jeanne Bowman]

 

It was suggested that volunteers be encouraged to take the free shuttle buses from Markville Mall to Milne Park.  It was agreed that only a limited number of parking passes be given out to volunteers and performers.  [All Members]

 

It was announced that Members of Parliament John McCallum and Tony Wong have volunteered to serve lunch to seniors at the Milliken Mills Community Centre. [Shannon Walter]

 

o)   Stages (Steve Matunin/Bob Walter)

 

No Report

6.      OTHER BUSINESS

 

·        Microphone System at Seniors’ Luncheon – Councillor Shapero confirmed that she will take care of this request.  [Councillor E. Shapero] 

 

 

7.   NEXT MEETING DATES

 

·        Next Meeting – Monday, June 27, 2005, 6:00 p.m. in the Ontario Room

·        Follow-Up Meeting – Monday, July 11, 2005, 5:00 p.m., in the York Room

 

 

8.   ADJOURNMENT

 

The meeting adjourned at 7:40 p.m.