5th MEETING

CANADA DAY COMMITTEE

 

TOWN OF MARKHAM

York Room, Markham Civic Centre

June 6, 2005 – 6:00 P.M.

 

MINUTES

 

ATTENDANCE

 

Members:                                                       Regrets

Councillor Khalid Usman                                  Deputy Mayor Frank Scarpitti             

Jeanne Bowman                                               Councillor Erin Shapero

James Bush                                                      Shannon Walter

Everest D’Souza                                               Laurie Burns                

Javaid Khan                                                     Tara Willis

Ivy Lee                                                 Carolina Moretti

Adam Poon                                                      Emma Uffren

Sam Sahoy                                                      

 

 

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

Majorie Rebane, Manager, Corporate Communications

Lilian Pagnanelli, Committee Clerk

 

The Canada Day Committee meeting convened at 6:10 p.m. with Javaid Khan in the Chair.

 

1.                  APPROVAL OF THE AGENDA

 

Moved by Adam Poon

Seconded Sam Sahoy

 

That the agenda be approved as presented.

 

The meeting continued with Councillor Khalid Usman in the Chair.

 

 

2.                  ADOPTION OF MINUTES OF MAY 30, 2005

 

Moved by Javaid Khan

Seconded by Sam Sahoy

 

That the minutes of the 4th meeting held on May 30, 2005, be adopted as amended:

 

(d)         Parking at Milne Park –  The last sentence of the 1st paragraph was changed to read:

“Everyone commended Bob Walter, Steve Matunin and Rob Hincks for a well thought out plan” [Bob Walter/Steve Matunin/Rob Hincks]”

 

(i)            Advertising/Poster/Invitations – With reference to the responsibility of  the  “bookmarks” (3rd paragraph), the name Olivia Bella be changed to “Emma Uffren”.

 

                 CARRIED

 

3.                  BUSINESS ARISING FROM THE MINUTES OF MAY 30, 2005

           

            (i) Advertising Poster

 

At the May 30th meeting, various suggestions were given by the committee with respect to the poster, i.e. relocation of the logo, changing the main title, font size, etc.  Marjorie Rebane (on behalf of Emma Uffren) advised that some changes have been made to the poster as requested.  Marjorie explained that the relocation of the Markham logo to the left hand corner of the poster was not possible due to typesetting difficulties.  She then presented the final copy of the advertising poster with a new title:  “Markham Celebrates Canada Day.  [Emma Uffren]

 

On behalf of the committee, Councillor Usman thanked Emma Uffren, Bob Walter and Shannon Walter for a job well done.

 

In response to the question regarding the free shuttle bus pick-up for veterans, Joanne Olson explained that depending on the number of people requiring transportation, the committee may have to provide a special bus for veterans.  Joanne further advised that she has requested the President of the Markham Veterans Association to provide a list of people needing shuttle bus pick-up.  Joanne will ensure that Bob Walter is advised of this information.  [Joanne Olson/Bob Walter]

 

 

4.                  UPDATE OF PROPOSED 2005 BUDGET [Joanne Olson]

 

Joanne Olson advised that there is no change to the budget.   Any member who requires a cheque for payment was requested to submit the invoice to Joanne by June 15th.  [All members]

 

 

 

 

 

4.         MEDIA LAUNCH – JUNE 20, 2005, 2:00 P.M.

 

Marjorie Rebane reported that Corporate Communications is busy working on the Media Launch.  A tentative program has been developed; information about the launch has been posted under the “community events” on the Town’s website.  [Corporate Communications]

 

 

5.         DISCUSSION OF EVENTS

 

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

                    

Olivia Bella advised that the funds from Heritage Canada are still outstanding. She announced that the flags, tattoos, and pins have been received.  Olivia also advised that the Member of Parliament for Oakridges is providing 400 flags and pins. [Olivia Bella]

 

 

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

 

Joanne Olson advised that no new information is available at this time.  A status report will be presented at the next meeting. [Joanne Olson]

 

 

c)      Fireworks & Permit [Steve Matunin]

 

Steve Matunin advised that Redboss will be coming to the site on Friday, June 10th.  Everything is a “go” and completed.   A status report will be presented at the next meeting. [Steve Matunin]

 

 

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

 

Bob Walter reported of their meeting with Winston Abbott, York Region Transit.  He provided details of the arrangement with respect to buses coming in and out of the parking area, and the crowd management procedures.

 

 

e)   Master of Ceremonies (Joanne Olson)

 

Joanne Olson confirmed that Brian Roman will again act as the M.C.

 

 

 

 

 

 

f)    Entertainment [Joanne Olson]  

 

Joanne Olson advised that the Choir from Brandon Manitoba will be singing at the Citizenship Ceremony.  The Choir will also be singing “God Save the Queen” and “Oh Canada” at the flag raising ceremony.   [Joanne Olson/Olivia Bella]
 
Olivia Bella noted that no confirmation has been received from the Honour Guard.
 
 

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

 

Jeanne Bowman reported that all the arrangements have been made and are ready.  [Jeanne Bowman/ James Bush]

 

 

h)      Parade [Bob Walter/Tara Willis]

 

Bob Walter advised that 28 parade participants have been confirmed and 6 participants are tentatively on the list.  Bob also mentioned that VIVA Transportation will participate.  [Bob Walter]

 

Joanne Olson advised that Markville Chev Olds will be providing a “Corvette”. [Joanne Olson/Bob Walter]

 

Olivia Bella advised that the York Regional Police will be providing the “Volkswagen Beetle” (cost is unknown at this time). [Olivia Bella/Bob Walter]

 

Adam Poon advised that a friend’s company manufactures “robots”. He briefly discussed the features of the “robots” and discussed the possibility of “robots” participating in the parade.  He will approach the company and report back at the next meeting.  [Adam Poon]

 

Adam Poon advised that a brand new Subaru Model B9 is now available in the market.  He will approach Markham Subaru on the possibility of having this brand new model participating in the parade.  He will present an update at the next meeting.  [Adam Poon]

 

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

 

Marjorie Rebane advised that the invitations, the posters, the tags, and the meal vouchers are all ready for distribution.  Marjorie also advised that the advertisement will be published on the Town Page, in both local papers, and advertised on local television stations. An advertisement will also appear in the Toronto Star (at no cost) on Monday or Tuesday of next week. [Corporate Communications] 

 

With respect to the question regarding electronic signs in community centres, Marjorie Rebane responded that electronic signs in display boards will be installed by June 15th at various community centres.  [Corporate Communications]

 

 

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]

                    

                   In the absence of the Deputy Mayor, this item was referred to the next meeting.

 

 

l)    Food Vendors [Sam Sahoy]

 

      Sam Sahoy advised that 17 vendors have signed contracts with two outstanding cheques. [Sam Sahoy]

 

      In response to the question with respect to the meal vouchers, Sam Sahoy responded that all vendors have been advised that each meal coupon is worth $4.50. [Sam Sahoy]

 

 

m)  Signage [Bob Walter]

 

Bob Walter advised that signs (190) are being manufactured for Canada Day.  Bob again reminded all the members to submit their requests for signage by June 20th. [Bob Walter]

 

 

n)      Volunteers [Javaid Khan]

 

Javaid Khan reported that only 20 volunteers have registered so far. He advised that we need at least 40 volunteers.   Javaid also advised that Jimmy Loo has been contacted and will be getting back to him on June 15th.  Joanne Olson advised that the volunteer forms have been forwarded to Jimmy Loo.  [Javaid Khan/Joanne Olson]

 

Marjorie Rebane was requested to add the information about volunteering in all advertisements about Canada Day.  [Corporate Communications]

 

With respect to having volunteers on the buses with the seniors, Javaid Khan appointed Everest D’Souza to co-ordinate the volunteers.  Six (6) members from the committee are required to pair up with a volunteer from the public.  The volunteers will assemble in front of the main entrance of the Markham Civic Centre at 11:15 a.m.  The names of the following committee members/Town of Markham staff were provided to Everest:

Ivy Lee, Shannon Walter, Olivia Bella, Judy Kee and Lilian Pagnanelli. [Everest D’Souza]

 

The following names of volunteers from the public were provided by Everest:  Marurice and Glynis Pereira.  [Everest D’Souza]

 

o)   Stages (Steve Matunin/Bob Walter)

 

Steve Matunin advised that he is meeting with Signature at the site sometime this week.  He will present a status report at the next meeting.  Steve also invited Adam Poon to be present at the meeting to discuss the layout.  [Steve Matunin/Adam Poon]

 

 

5.      OTHER BUSINESS

 

·        Canada Day T-Shirts – Olivia Bella advised that a total of 120 T-shirts have been ordered with the following breakdown of sizes:   5 size XXL; 30 size XL; 60 size L; and 20 size M.  [Olivia Bella]

 

·        Senior’s Telephone Message – It was brought to committee’s attention that the voice mail message to seniors regarding the shuttle bus pick-up needs to be clarified.    In order to avoid confusion, staff was requested to ensure that the information given on the voice mail box is clear. [Corporate Communications]

 

 

7.   NEXT MEETING

 

THE NEXT MEETING IS SCHEDULED FOR 6:00 P.M. JUNE 13, 2005 IN THE YORK ROOM.

 

 

 

7.         ADJOURNMENT

 

The meeting adjourned at 7:05 p.m.