4th MEETING

CANADA DAY COMMITTEE

 

TOWN OF MARKHAM

York Room, Markham Civic Centre

May 30, 2005 – 6:00 P.M.

 

MINUTES

 

ATTENDANCE

 

Members:                                                       Regrets

Deputy Mayor Frank Scarpitti              Councillor Erin Shapero

Councillor Khalid Usman                                  James Bush

Jeanne Bowman                                               Laurie Burns                

James Bush                                                      Tara Willis

Javaid Khan                                                     Everest D’Souza

Adam Poon                                                      Ivy Lee

Sam Sahoy                                                      

Shannon Walter

 

 

Staff

 

Rob Hincks, Working Foreperson – Milne Park

Joanne Olson, Assistant to Councillors

Olivia Bella, Event Management & Outdoor Sport Co-ordinator

Steve Matunin, Supervisor, Urban Forestry

Bob Walter, Manager, Street Operations

Emma Uffren, Marketing & Sales Coordinator

Carolina Moretti

Lilian Pagnanelli, Committee Clerk

 

The Canada Day Committee meeting convened at 6:05 p.m. with Councillor Khalid Usman in the Chair.

 

1.                  ADOPTION OF MINUTES OF MAY 16, 2005

 

Moved by Sam Sahoy

Seconded by Adam Poon

 

That the minutes of the 3rd Canada Day Committee meeting held on May 16, 2005, be adopted as amended:

 

(g)     Parade – Joanne Olson advised of a correction to the first sentence:  “that Tara (although unable to attend the meetings) is able to help with the parade. She has been contacting and securing parade participants continuously.  Tara gave her assurance that she will continue to send updates through Joanne or Bob to be presented at the meeting on her behalf.”

           

                 CARRIED

 

2.                  DISCUSSION OF MEDIA LAUNCH

 

Emma Uffren provided an update and indicated that everything is on track for the media launch scheduled on June 20, 2005 at 2:00 p.m.  Emma reiterated that invitations to the launch will be sent to both TLC Daycare and the members of the veterans association.  A brief discussion took place as to whether a generic invitation to veterans would be used.  Joanne Olson suggested that it would be advisable to send the invitations through the President of the Markham Veterans Association.  It was explained that membership of this association includes veterans from the areas of Unionville and Thornhill.  Joanne Olson will forward to Emma the association’s membership list.  It was understood that Emma will contact the association president to ask for his advice on what to do with the invitations. [Joanne Olson/Emma Uffren]

 

 

3.                  UPDATE OF PROPOSED 2005 BUDGET [Joanne Olson]

 

Joanne Olson reported that the budget has been updated to reflect the increase to the following items:

- York Region Police – from $2,000 to $3,500 (increase in police presence)

- Overnight security - $ 200

- Additional cost for children’s entertainment - $70

- Transportation costs – from $ 5,500 to $6,500 (increase in number of buses)

- Corporate Communications - $700.

 

Joanne also reported that cheques for rental of booths from the following vendors have been deposited:

- Poppers Perfect Popcorn – 175.00

- Super Ice Cream (John Xenos) – 175.00

- Blue Sky Trading (Toogooders) – 175.00

- Mr. Cool Super Ice Cream (costas Tsipas – 175.00

- Corn of the Cob (Costas Tsipas) – 175.00

- Alex Yu (jewellery) - $175.00

- Knights of /Columbus – 175.00

- Simmons Original Smoke Grill (Clifton Simpson) 350.00

- Mothers Hand (Ormiston Grant) 175.00

- Glow for It - $175.00

- Commerce Horizons  - $175.00

For a total of 12 booths @ 175.00 = $2100.00

 

The budget also reflected the revenues from the following sponsors:

- $500.00 from Griffith Properties (Bob Walter).

- $1,000 from Liberty Developments (Frank Scarpitti)

 

Joanne further advised that the current/updated 2005 Budget Revenue/Expenditure Summary is as follows:

- Budgeted Revenues total - $62,525.00

- Budged Expenses total - $63,985.00

- Overall budget show a deficit of ($1,460.00)

 

Councillor Usman requested that an additional column be inserted showing the amount of monies/revenues received.

 

            Moved by James Bush

            Seconded by Javaid Khan

 

That the Updated Proposed 2005 Budget be approved and forwarded to Mr. Fuwing Wong, Manager of Financial Services. [Attachment 1]

            CARRIED

 

 

4.         DISCUSSION OF EVENTS

 

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

                    

Olivia Bella provided a brief update, and confirmed that 1000 flags/1000 pins will be provided through Heritage Canada. 

 

 

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

 

                  Joanne Olson (on behalf of Laurie Burns), reported as follows:

 

Tony Murphy will be the entertainer for the luncheon, leading the sing along
etc. with a couple of the Vets with their stories.
 
The following quote was received from Merlyn for 650 meals, including cake, tea and coffee.
 
Main Entrées will be chicken & vegetable pasta with salad and vegetarian
pasta with salad.  Merlyn has also offered to do a vegetarian dish with an
Asian Flavour to accommodate spicy taste buds.   Rolls and butter will be on
the tables together with sugar & creamers for the tea and coffee.  Merlyn will
also supply carafes for serving tea & coffee.
Cost - $ 7,100.00 plus taxes.
 Last year's quote was $6,500 for 600 persons and excluded the cake cost
($600.00). [Joanne Olson/Bob Walter/Laurie Burns]

 

 

c)      Fireworks & Permit [Steve Matunin]

 

Steve Matunin confirmed the contract is complete and the permit is ready.

 

 

d)      Parking at Milne Park (Steve Matunin/Rob Hincks)

 

Bob Walter presented the details of the parking plan for Milne Park.  He explained the logistics for the bus entrance and exits, loading and unloading area, VIP and volunteer parking, placements of vendors, holding area for parade, and horse and carriage group, etc. Bob highlighted this year’s plan to separate the buses from the pedestrians, and it is hoped that this strategy will ensure smooth flow of traffic at the start and the end of the Canada Day event.  Everyone commended Bob and his team for a well thought out plan.  [Steve Matunin/Rob Hincks]

 

Deputy Mayor Scarpitti advised that in his recent conversation with Don Gordon of York Region Transit with respect to crowd control, he assured that YRT is prepared to provide a supervisor to direct the buses.  The question of who is paying for the services of the supervisor was not identified and will be further discussed.

 

e)   Master of Ceremonies (Joanne Olson)

 

Joanne Olson commented that Brian Roman will MC, the same as last year.

 

f)    Entertainment [Joanne Olson]  

 

Joanne Olson advised that all performers have been contacted and now working on scheduling.  
 

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

 

Jeanne Bowman reported that all preparations, including purchasing of supplies for all her scheduled activities are underway.  She presented and distributed the layout for the Children’s tent.    Bob Walter will study the layout and assured Jean that he will make the necessary arrangements.  [Jeanne Bowman/ James Bush/Bob Walter]

 

 

h)      Parade [Bob Walter/Tara Willis]

 

 Joanne Olson (on behalf of Tara Willis) reported that the parade list has been upgraded to include a float for Communities in Bloom.  Tara is still trying to contact the 351 Silver Star Squadron Air Cadets for the parade, but no luck so far.

 

Deputy Mayor Scarpitti made a few suggestions regarding the parade set-up for the cadets and the playing of “Oh Canada” by Governor General Horse Band during the Flag Raising Ceremony.  He advised that he will contact Joanne Olson to discuss the matter.  [F. Scarpitti/J. Olson]

 

 

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

 

Shannon Walter and Emma Uffren presented for feedback a copy of the revised advertising poster.   Deputy Mayor Scarpitti commented that since Canada Day is a Town of Markham event, he suggested that the logo be situated on the top left corner of the poster.  A general discussion took place regarding the current location of the logo, size of the font, possible revision of the title, etc.   Jeanne Bowman pointed out the error regarding the start of the Children’s Activities.  Jeanne was of the opinion that the start time was 3:00 p.m.  She expressed her concern that the 5:00 p.m. start time would create more work for her team in re-arranging and phoning all of the performers involved.   Shannon Walter assured Jeanne that there is no need to worry about children’s attendance in the park because families with their young children come to the park early on Canada Day for the picnics and other family activities.  After hearing the assurances, Jeanne agreed to leave the 5:00 pm time as listed in the poster.

 

Emma Uffren will ensure that the necessary revision to the poster will be undertaken, and that a further report on the matter will be presented at the next meeting.  [Emma Uffren/Shannon Walter]

 

With reference to the bookmarks, Olivia Bella confirmed that they are in the process of being printed in-house and will be ready for distribution to the public libraries as planned.  [Olivia Bella]

 

On the question about the availability of the vendors’ passes, Emma Uffren advised that they are in the process of being printed, and confirmed that they will be distributed by mail to the vendors and performers, one week in advance.  Sam Sahoy, Jeanne Bowman and Javaid Khan were requested to provide Emma with a list and the number of passes that they require. Emma will ensure that the total number of passes with a few extras will be printed.  [Emma Uffren/Sam Sahoy/Jeanne Bowman]  

 

 

j)    Transit Arrangements (Tina Murphy/Bob Walter)

 

      Bob Walter advised that he is meeting with York Region Transit and Miller on Wednesday, May 1st and will provide an update for the next meeting. [Bob Walter]

 

k)   Sponsorship [Deputy Mayor Frank Scarpitti]

                    

Deputy Mayor Frank Scarpitti reported that cheques from the following sponsors were received:  $1,000 from Liberty Developments and $500.00 from Griffith Properties.  The Deputy Mayor further indicated that any additional sponsorships received will be reported at the next meeting.  [F. Scarpitti]

 

l)    Food Vendors [Sam Sahoy]

 

Sam Sahoy reported that a total of 18 vendors have signed contracts and their corresponding cheques have been given to Joanne Olson for safekeeping.  Sam indicated that additional vendors (if any) will be presented at the next meeting.

 

On the question regarding food vouchers for volunteers, Sam advised that the value is $4.50 per coupon and that the food vendors are aware of this amount.

 

m)  Signage [Bob Walter]

 

Bob Walter advised that his deadline for receiving the signs is June 20th.  He stressed the importance of everyone getting the information for the signs to him as soon as possible. [All Sub-Committee Chairs]

 

 

n)      Volunteers [Javaid Khan]

 

Javaid Khan announced that he has only 10 volunteers for the Children’s Activities.  Olivia Bella will provide Javaid with the names of  two 13-year old volunteers for the Children’s Activiteis.  Councillor Usman requested that Joanne Olson contact Jimmy Lo about our volunteer needs.   [Joanne Olson/Javaid Khan]

 

 

o)   Stages (Steve Matunin/Bob Walter)

 

Steve Matunin advised that details of  any changes will be reported at the next meeting. (Steve Matunin)

 

 

5.      OTHER BUSINESS

 

·            Flag Raising [Joanne Olson/Olivia Bella/Emma Uffren]
 
Joanne Olson advised that the flag raising agenda will be finalized shortly and she is co-ordinating this portion of events with Olivia Bella.  Joanne also presented a suggestion from Councillor Webster pertaining to the decommissioning of the flags.  The committee did not concur with the proposal because it will take away from the real celebration of Canada Day.  The committee suggested that the matter be referred to the school boards.  Emma Uffren was also requested to look into the possibility of publicizing the information on the Town’s website.
 
 
 
 
·        VIP Tent [Joanne Olson/Steve Matunin]
 
Joanne Olson advised that she will  purchase fruit trays etc and will co-ordinate with Steve Matunin regarding set-up.
 

·        Mini-Golf - Carolina Moretti advised that the deferral of the Mini-Golf event to Canada Day 2006 has been discussed with Bell Canada. [Carolina Moretti]

 

·        Canada Day T-Shirts – A sample T-shirt showing the Bell Canada logo in front and the “Happy Canada Day” inscription in color “red” at the back was presented.  Carolina Moretti advised that 120 pieces of the T-shirts with the “blue” inscription at the back of the T-shirt will be supplied for free, however if the committee choose to use the color “red” for the back inscription, a printing cost of $150.00 will apply.  Carolina asked for the committee’s decision on the cost of printing.  The committee agreed that the “Happy Canada Day” inscription be in “red” and that the printing cost of $150.00 be defrayed.  [Khalid Usman/Caroline Moretti/Joanne Olson]

 

·        Kisko Products - Olivia Bella reported that Kisko will be donating 32 cases of “Scream” Pops and 20 cases of “Shrek” Ice Puppets [Olivia Bella/Steve Matunin]

 

·        Volkswagen Beetle - Olivia Bella advised that the sponsor will not allow the security officers to drive the “Volkswagen Beetle”, and it is not known at this time who will drive the vehicle.  This matter will be further discussed. [Olivia Bella//Adam Poon]

 

·        Kite Flying Event – Seneca Students Gulzaib Shekh and Muhammad Hameed asked for reconsideration regarding their previous proposal/offering of “free kites”.  They now advised that in order to recover the cost of shipping/handling of the kites from Pakistan, a purchase price of $4.00 each (big kite) and $3.00 each (small kite) will now be charged to individuals who wish to participate in the kite flying event.  The students entertained and answered questions from committee members. Following a lengthy discussion, the committee concurred that the students be allowed to sell the kites.   The students assured that there would be a kite flying demonstration at the Media Launch on June 20th and at the designated area in Milne Park on Canada Day.  [Steve Matunin/Rob Hincks]

 

The students assured committee members a “kite flying demonstration” during the Media Launch on June 20th and at Milne Park on Canada Day would be in order.  The students were directed to meet with Emna Uffren to discuss the logistics of the kite flying event and the number of countries that are represented in Markham.

 

 

 

 

 

 

6.         NEXT MEETING

 

THE NEXT MEETING IS SCHEDULED FOR 6:00 P.M. JUNE 6, 2005 IN THE CANADA ROOM.

 

 

7.         ADJOURNMENT

 

The meeting adjourned at 8:05 p.m.