1st MEETING

CANADA DAY COMMITTEE

 

TOWN OF MARKHAM

Ontario Room, Markham Civic Centre

APRIL 25, 2005 – 6:00 P.M.

 

MINUTES

 

ATTENDANCE

 

Members:                                                       Regrets

 

Deputy Mayor Frank Scarpitti              Councillor Erin Shapero

Councillor Khalid Usman                                  Regional Councillor J. Heath

Jeanne Bowman                                               Shannon Walter

Laurie Burns                                                     Tara Willis

James Bush

Everest D’Souza

Javaid Khan                                        

Ivy Lee

Adam Poon

Sam Sahoy

 

Staff

 

Rob Hincks, Working Foreperson – Milne Park

Joanne Olson, Assistant to Councillors

Olivia Bella, Special Events

Steve Matunin, Supervisor, Urban Forestry

Bob Walter, Manager Street Operations

Lilian Pagnanelli, Committee Clerk

 

 

The Canada Day Committee meeting convened at 6:00 p.m. with Councillor Khalid Usman in the Chair.

 

1.                  ADOPTION OF MINUTES OF JULY 29, 2004

 

Moved by Javaid Khan

Seconded by Jeanne Bowman

 

That the minutes of the 12th Meeting held July 29, 2004 be adopted, as amended:

 

2a)       Seniors’ Luncheon – second paragraph recognition of Co-Chairs, delete

“Tina Murphy” and replace with “Laurie Burns”.

CARRIED

 

 

2.                  CANADA DAY COMMITTEE CO-CHAIRS FOR 2005

 

Moved by Deputy Mayor Frank Scarpitti

Seconded by Sam Sahoy

 

That Councillor Khalid Usman and Mr. Javaid Khan be reappointed Co-Chairs for 2005.

 

CARRIED

 

3.                  2005 BUDGET

 

Mr. Fuwing Wong of Financial Services presented a summary of the Canada Day Committee 2004 Financial Results.

 

Moved by Deputy Mayor Frank Scarpitti

Seconded by Javaid Khan

 

That the 2004 Canada Day Committee – Financial Results be approved as presented.

(See Attachment 1)

 

CARRIED

 

The Committee requested that a proposed budget for 2005 be submitted to a future meeting as soon as possible.

Responsibility Assigned to Joanne Olson/Fuwing Wong
 
 

 

 

 


With respect to issuance of tax receipts from sponsors, donors of services and monetary contributors, Mr. Wong discussed and provided examples of several types of eligibilities that warrant issuance of tax receipts by the Town.  The Committee discussed this matter at length.  Mr. Wong further advised that a report on tax receipts will be submitted to the committee at a future meeting.

 

Responsibility Assigned to Joanne Olson/Fuwing Wong

 
 
 

 

 

 


4.                  DISCUSSION OF EVENTS (Confirmation of  Event Committee Chairs)

 

The Committee confirmed the reappointment of the Event Committee Chairs for 2005, as follows:

 

·        Senior’s Luncheon – Deputy Mayor Frank Scarpitti and Laurie Burns

·        Heritage Grant Request – Tina Murphy

·        Fireworks & Permit – Steve Matunin

·        Parking at Milne Park – Steve Matunin

·        Master of Ceremonies – Joanne Olson

·        Entertainment – Joanne Olson

·        Parade – Tara Willis and Bob Walter

·        Children’s Activities – Jeanne Bowman and James Bush

·        Transit Arrangements – Bob Walter and Tina Murphy

·        Advertising/Posters/Senior’s Lunch Inv.  – Corp. Comm. and Shannon Walter

·        Sponsorship – Deputy Mayor Frank Scarpitti

·        Food Vendors – Sam Sahoy

·        Signage – Bob Walter

 

 In order to avoid confusion and miscommunication, it was stressed to both staff and committee members to stay focused on their individual event. Everyone agreed that all arrangements for which they are not responsible are to be made through the Event Committee Chair.

 

a)            Heritage Grant Request

 

Olivia Bella on behalf of Tina Murphy, Special Events, reported that the grant application was submitted on March 28, 2005, and a letter of confirmation had been received from Heritage Canada. 

 

Javaid Khan proposed that Heritage Canada be requested to provide the Town with a large number of Canada Flags (2,000 pieces) for its Canada Day Parade.

Responsibility Assigned to Tina Murphy/Olivia Bella
 
 

 

 

 


b)            Senior’s Luncheon

 

Deputy Mayor Frank Scarpitti and Laurie Burns acknowledged their reappointment as Co-Chairs for the Senior’s Luncheon.  The Deputy Mayor pledged to undertake the duties and responsibilities prior to the event, however due to a family commitment, he is unable to participate in the Canada Day Celebration, on July 1st.

 

·        2005 Senior’s Luncheon Venue - staff reported that the Angus Glen Community Centre is not available due to problems with accessibility.  Everyone was in agreement that the location of last year’s senior’s luncheon worked very well.  It was then agreed that the Milliken Mills Community Centre again be the venue for this event, and that this facility be booked as soon as possible.

Responsibility Assigned to Laurie Burns/Steve Matunin
 
 


     

                     

·        Meal Stations – committee agreed that the number of stations be increased from 2 to 4 and staffed by volunteers rather than additional staff from the caterer.

Responsibility Assigned to Laurie Burns
 
 

 

 

 


·        Luncheon Sound System – the committee agreed that more speakers be located at the back of the room.

Responsibility Assigned to Laurie Burns/Steve Matunin
 
 

 

 


·        Luncheon Volunteers – Javaid Khan accepted his reappointment as Chair responsible for volunteers. 

 

Javaid Khan and Laurie Burns were requested to identify the number of volunteers needed.  A proposal was made that the volunteers for the senior’s luncheon be color coordinated with the table they are assigned to.  It was also suggested that ushering of guests be the responsibility of the volunteer.  It was further suggested that a meeting or training session for volunteers be held prior to July 1st, and that Canada Day T-shirts be distributed to them during this meeting.

Responsibility Assigned to Javaid Khan/Laurie Burns
 
 


     

 

 

·        Senior’s Luncheon Floor Plan

 

It was proposed that a floor plan for the senior’s luncheon be submitted as soon as possible.

Responsibility Assigned to Bob Walter/Laurie Burns
 
 

 

 

 


·        Senior’s Luncheon Menu – Laurie Burns will meet with the caterer to discuss changes to the lunch menu and other necessary arrangements.

Responsibility Assigned to Laurie Burns
 
 

 

 

 


c)            Fireworks & Permit

 

Steve Matunin acknowledged his reappointment as Chair of this event.  Steve will provide an update at a future meeting with respect to the fireworks and permit.

Responsibility Assigned to Steve Matunin
 
 

 

 

 


d)            Parking at Milne Park

 

·        Crowd Control at Milne Park

 

Deputy Mayor Frank Scarpitti advised that he will contact the Toronto Transit Commission and York Region Transit to discuss the issue of crowd control.

 

Responsibility Assigned to Deputy Mayor Frank Scarpitti
 
 

 

 


The Committee agreed to defer the item to the next meeting or until after the Deputy Mayor has discussed the matter with T.T.C. and Y.R.T.

 

 

e)            Master of Ceremonies

 

Joanne Olson acknowledged her reappointment as Chair of this event.  She advised that she is in the process of contacting Tom Jokic, a Disc Jockey from CHUM FM.  Due to the success of last year’s M.C. Brian Roman, it was suggested that Brian be approached again to discuss his availability.

Responsibility Assigned  to Joanne Olson
 
 

 

 

 


f)             Entertainment

 

Joanne Olson acknowledged her reappointment as Chair of this event.  Joanne advised that various entertainers/dancers such as the following had already been contacted:  Ecuador, Mixture of Different Ethnic Groups, York Region Pipe and Drums; Hawaiian Dance Group.  Joanne was also requested to contact the dancers who performed at the Many Faces of Markham.

Responsibility Assigned to Joanne Olson
 
 

 

 

 


·        Entertainment Stage – the committee discussed the issue of safety and the space needed for the orchestra and dancers performing on stage.  It was felt that a decision be made now whether to rent a bigger and higher stage that is able to accommodate all performers and the band.  On that note, the following motion was introduced:

 

Moved by Javaid Kahan

Seconded by Laurie Burns

 

That staff be requested to obtain a rental quotation from Signature Party Rentals for a bigger and higher stage than was used in 2004.

 

CARRIED

 

Responsibility Assigned to Tina Murphy/Steve Matunin
 
 

 

 

 

 

 


g)            Parade

 

Bob Walter acknowledged his reappointment as Co-Chair of this event with Tara

Willis.

 

                     Bob and Tara will provide an update of this event at a future meeting

 

Responsibility Assigned to Bob Walter/Tara Willis
 
 

 


 

 

 

h)            Children’s Activities/Events

 

Jeanne Bowman acknowledged her reappointment as Chair of this event.  Jeanne requested assistance in chairing.  James Bush volunteered to chair this event with Jeanne.

 

Jeanne advised that she will approach the Markham B.I.A. to borrow two tents.  Jeanne also requested that a microphone for her activities be available, and that a set-up and clean-up crew be available.  Steve Matunin assured Jeanne that he will provide the assistance needed.

 

The committee requested Jeanne Bowman to submit a plan for the next meeting.

 

Responsibility Assigned to Jeanne Bowman/James Bush
 
 


                    

 

 

i)              Transit Arrangements

 

·        Extra Buses (Night time only)

 

Stemming from last year’s experience with lack of transportation, it was felt that extra buses are needed for night time only.  The committee requested that two extra buses be ordered.

Responsibility Assigned to Tina Murphy
 
 


     

 

 

j)              Advertising/Posters/Senior’s Luncheon (Corp. Comm./Shannon Walter)

 

The poster with respect to the Senior’s Luncheon was discussed.  A concern was brought to committee’s attention that the print on the posters were not large enough for seniors to see.

 

 

 

The following requests were made:

 

·        Poster - that the poster be simplified (similar to the sample provided by Councillor Usman) and the print be made larger/bigger.

 

Responsibility Assigned to Corporate Communication/Shannon Walter
 
 

 

 

 


·        Advertisement – to be sent out as soon as possible.

 

Responsibility Assigned to Tina Murphy
 
 

 

 

 


·        Reply Mail Box for Seniors – it was proposed that a mail box be available for seniors.

 

Responsibility Assigned to Wendy Lucas
 
 

 

 

 


k)           Sponsorship (Deputy Mayor Frank Scarpitti)

 

         Deputy Mayor Scarpitti advised that he will pursue the sponsorship of the Senior’s Luncheon with Bell Canada.

Responsibility Assigned to Deputy Mayor Frank Scarpitti
 
 

 

 

 


l)              Food Vendors

 

Sam Sahoy acknowledged his reappointment to this event.  The committee discussed various suggestions, i.e. an increase in the charge for booths, coupons for volunteers, no exclusivity, and provision of “walkie talkies”.  James Bush also advised that the Knights of Columbus is interested in selling strawberries and ice cream.

 

Moved by Sam Sahoy

Seconded by Everest D’Souza

 

That the charge per booth be increased to $175.00 with no exclusivity; and that the food coupon for volunteers be $4.50.

 

 CARRIED

Responsibility Assigned to Sam Sahoy
 
 

 

 

 


m)          Signage

 

That the signage reflect the year of the Veterans, i.e. “Poppy”

 

Responsibility Assigned to Bob Walter
 
 

 

 

 

 


5.            OTHER BUSINESS

 

a)            Media Launch and Flag Raising Ceremony

 

Olivia Bella of Special Events was requested to discuss with Tina Murphy what arrangements she has made with respect to the Media Launch, Flag Raising Ceremony, the Bell Canada T-Shirts, etc. and provide an up-date at the next meeting.

Responsibility Assigned to Tina Murphy/Olivia Bella
 
 

 

 

 


b)            Proposal re Kite Flying Event

 

Seneca College students Gulzaib Sheikh and Muhammad Hameed made a presentation with respect to a kite flying event at Milne Park during the Canada Day Celebration.  The theme of this event will be a celebration of diversity in Markham and kites representing various colours of countries around the world will be used.  This event will be done at no cost to the Town of Markham Canada Day Committee.  The presenters advised that the cost of 1,000 kites would be approximately two to three thousand dollars and the students will be responsible for getting sponsors from various individuals or business organizations in the community.  They are asking the committee for approval/authorization to go ahead with this event.

 

Moved by Laurie Burns

Seconded by Jeanne Bowman

 

That Seneca College students Gulzaib Sheik and Muhammad  Hameed be authorized to pursue the Kite Flying Event at no cost to the Town of Markham.

 

CARRIED

 

 

Steve Matunin was requested to meet with the students to study the logistics and find the most suitable location for this event at Milne Park.

 

Responsibility Assigned to Steve Matunin/Rob Hincks
 
 

 


 

 

c)            Proposed Bell Canada Mini Golf Event

 

Olivia Bella advised that a meeting was held by Tina Murphy and Bell Canada with respect to a proposed mini golf event.  Tina Murphy was requested to update the committee by e-mail regarding proposed events and activities that she has arranged.  An up-date was requested for the next meeting.

Responsibility Assigned to Tina Murphy/Olivia Bella
 
 


 

 

d)            Media Launch

 

The committee decided that the Media Launch be held on Monday, June 20, 2005 at 2:00 - 4:00 p.m.

 

e)            Revised Meeting Dates

 

The committee approved the following meeting dates (6:00 p.m.) with the exception of June 16:

May 9 – (Ontario Room)
May 16 – (York Room)
May 30 – (York Room)
June 6 – (Canada Room)
June 13 – (York Room)
June 20 – Media Launch – Great Hall, 10:00 a.m.
June 20 – (York Room)
June  27 – (Ontario Room)


6.            ADJOURNMENT

 

The meeting adjourned at 8:45 p.m.