2^nd MEETING

CANADA DAY COMMITTEE

TOWN OF MARKHAM

Ontario Room, Markham Civic Centre

May 9, 2005 – 6:00 P.M.

MINUTES

ATTENDANCE

Members: Regrets

Councillor Erin Shapero Deputy Mayor Frank Scarpitti

Councillor Khalid Usman Regional Councillor J. Heath

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

Marjorie Rebane, Manager, Corporate Communications.

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. ADOPTION OF MINUTES OF APRIL 25, 2005

Moved by Jeanne Bowman

Seconded by Sam Sahoy

That the minutes of the 1^st meeting held on April 25, 2005, be adopted, as amended:

4 (h) Children’s Activities/Events - Jeanne Bowman requested to delete the microphone request. [Steve Matunin]

CARRIED

2. BUSINESS ARISING FROM THE MINUTES OF APRIL 25, 2005

Minute 5(a) Media Launch

At the last meeting, the Media Launch was approved to be held on June 16, 2005, 10:00 a.m. Due to unavailability of Mayor Cousens to attend, this schedule was later changed to June 20, 2005, 2-4 p.m. (e-mail sent by staff).

The Manager of Corporate Communications Marjorie Rebane presented the Canada Day Celebration – Communications Plan Proposal. (See Attachment 1) She advised that members of the media are most likely to attend in the morning for half an hour rather than the suggested two hours in the afternoon.

A “theme” for the launch to make it more interesting for the media was discussed. Joanne Olson advised that Brian Roman will once again act as the Master of Ceremonies. Councillor Shapero suggested the “Year of the Veterans” as a theme to pay tribute to the senior Veterans in Markham. Perhaps Seneca College students Messrs. Gulzaib Sheikh and Muhammad Hameed will be requested to have some kites flying outside the Civic Centre during the launch. [Joanne Olson agreed to contact the Seneca College students to discuss this proposal].

Councillor Usman requested staff to discuss the proposal with the Mayor’s office and present a plan to the next meeting. [Corporate Communications]

Minute 5(c) Proposed Bell Mini Golf Event

Community Partnership Coordinator Carolina Moretti advised that staff met with Wil Gondis, Bell Canada, on Wednesday, April 20^th . In attendance at that meeting were

Stu Taylor, Tina Murphy, Carolina Moretti, and Olivia Bella. The following proposals were made and discussed:

· Bell Canada is sponsoring the Celebration Stage as an exclusive sponsor for $10,000

· Bell will display two (2) Bell banners on the stage [Steve Matunin/Rob Hincks]

· Sign shop (Town of Markham ) to create Banner for the Stage with both Town and Bell logo’s [Bob Walter]

· Bell will advise if they are entering a float – or senior executive will ride in one of the luxury cars [Tara Willis/Bob Walter]

· Bell will provide T-shirts or Bell Caps for the volunteers (to be confirmed)

[Carolina Moretti/Javaid Khan]

· Bell would like the Bell volunteers close to the children’s activity centre [Javaid Khan]

· Bell will have a booth (no restrictions for type of souvenirs)and would like it placed next to the children’s activity area [Steve Matunin/Rob Hincks]

· Bell inflatable also to be located next to the children’s activity area ( generator operated-town to provide) [Steve Matunin/Rob Hincks]

· Possible mini golf - to be confirmed closer to the date (Leisure Point area space was requested) [Steve Matunin/Rob Hincks]

· Bell Senior Executive (being invited to the Citizenship Ceremony and Photo-Op)

[Corporate Communications/Barbara Nanninga]

· Bell will provide calling cards for new Canadians and also a Bell Mobility phone for them to make their first long distance call as Canadians

[Carolina Moretti]

· Bell Senior Executive(to be invited to the Media Launch / Senior Lunch/ Photo Op)

[Corporate Communications]

· Bell Senior Executive (opportunity to speak at the opening ceremony)

[Khalid Usman/Joanne Olson]

· Parking pass to be available for Bell volunteers – (to be confirmed)

[Steve Matunin/Rob Hincks]

· Bell logo to be placed on all advertisement [Corporate Communications]

· Bell to be mentioned in advertisement in Town Page, Economist & Sun/Liberal/ Civic Centre Displays/Electronic Board [Corporate Communications]

3. 2005 BUDGET

Joanne Olson presented a summary of the Proposed 2005 Canada Day Budget, showing revenues from the Town’s contribution and corporate sponsorships of $62,200.00. The proposed expenses (to-date) were shown as $60,065.00. (Copies of the budget information were distributed to committee members) Joanne explained that the increased costs (expenses) were due to more security personnel being hired and the addition of two transportation buses (night). Joanne further advised that an updated budget summary will be submitted on a regular basis. [Joanne Olson]

4. DISCUSSION OF EVENTS

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

Event Management/Outdoor Sport Coordinator Olivia Bella reported that no new information was received from Heritage Canada. With respect to the number of Canada flags requested, Ms. Bella has no indication from Heritage Canada whether the large number of (2,000) flags will be provided to the Town of Markham.

A proposal was made that a letter be sent to local Members of Parliament requesting Canada flags. [Councillor Khalid Usman]

b. Senior’s Luncheon [Laurie Burns/F. Scarpitti]

Joanne Olson advised that she met with Laurie Burns on Friday, May 6 to go over preparations for the Seniors Luncheon. At that meeting, Laurie Burns gave notice of her absence from committee meetings. Her family will be moving to Amsterdam in September, and she is currently in the process of making all the necessary arrangements for the move. Laurie advised that she will be in Markham to help on July 1^st , and requested assistance regarding initial preparations. It was agreed that Laurie will be kept informed of the situation by e-mail. Also at that meeting Joanne and Laurie discussed the following arrangements:

· Joanne will speak with Merlyn regarding Laurie’s menu and get a price from him. Once it is approved, food will be ordered. [Joanne Olson]

· Laurie has suggested 4 stations for serving food. Also, we will provide volunteers to serve at the stations, eliminating the need for Merlyn’s staff.

[Javaid Khan/Joanne Olson]

· Laurie has spoken with several people and has had second thoughts about tea and coffee. She is of the opinion that we should have tea and coffee available, however, this is how we plan to serve it:

Borrow four 100-cup coffee urns and four 60-80 cup urns for tea. Have one coffee and one tea urn at each station and two carafes for serving. Sugar, milk/cream and cups should be on the table. Server will take one coffee and one tea carafe and serve at the table. This will eliminate too much walking around with styrofoam cups of hot liquid. [Joanne Olson]

· Have the rolls and butter on the tables prior to serving the actual meal. [Laurie Burns/Javaid Khan]

· Volunteers should be divided up into four sections with one captain, so that they are not all falling over each other. Volunteers should meet at Milliken Mills the day before (during decoration period) or about one hour prior to the luncheon, to be given their information. Joanne will speak with Jimmy Lo and ask him to try to provide a list of the volunteers beforehand and, if they cannot come the day before they should arrive at least half and hour earlier to be told where they are stationed. [Javaid Khan/Joanne Olson]

· Joanne to call Bernie McDermott and advise him that we require exactly the same equipment and set-up as last year, i.e. skyjack, stage, sound system. [Joanne Olson]

· Laurie will prepare the floor plan and outline her plan for decorating the area. If she needs any supplies, she will advise. [Laurie Burns]

· Steve Matunin to get table cloths, and provide flowers for tables and some for the front of stage. [Steve Matunin]

· Laurie will advise if she needs anything and we will try to provide everything for her so that she can get organized the day before and the day of the event[Joanne Olson}

· Joanne will ask Shannon Walter (or someone else) to assist with this. [Joanne Olson/Shannon Walter]

· The day before and the day of the event, Laurie will be present to oversee the whole event come to fruition. [Laurie Burns]

The following suggestions were made for the Seniors Luncheon:

· Do some kind of tribute for the Veterans at the Seniors Luncheon;

· Photos on display “before and after” of Markham Veterans blown up, placed on easels.

· Contact the local school boards for student volunteers (especially students who are looking for volunteer hours within the community);

· Volunteers to show up one hour prior to the event for short training.

c. Fireworks & Permit [Steve Matunin]

Steve Matunin advised that all necessary arrangements have been made regarding the contract and permit. A report will be presented on this matter at the next meeting.

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

It was decided that Deputy Mayor Scarpitti and Councillors Usman and Shapero will meet with staff at the site to discuss and finalize the parking arrangements. [ Deputy Mayor Scarpitti/ Councillor Usman/Councillor Shapero/Steve Matunin/Rob Hincks]

The proposal to have lights/generator in the parking area for safety /security purposes was approved. [Steve Matunin/Rob Hincks]

e. Master of Ceremonies (Joanne Olson)

Joanne Olson advised that Brian Roman is the Master of Ceremonies for 2005. She agreed to contact Mr. Roman to inform him that two stages are going to be available for the entertainers at Milne Park. [Joanne Olson]

f. Entertainment [Joanne Olson]

Joanne provided a list of confirmed entertainers as follows:

- Brian Roman (Master of Ceremonies and singer)

- Hawaiin Dance Group

- Sandra Amodeo Dance Group

- Tarana Dance School

- Viva Dance Studio (two young dancers)

- Doug Barr Children’s Entertainer

- Markham Federation of Filipino-Canadian Youth Group

- Canadian Singers

- Imbayakanas (Ecuadorian Music)

Joanne also provided the following unconfirmed entertainers that have been invited:

- Markham Concert Band

- Jim Smith Band

- Esmeralda Enrique Flamenco Dancers

g. Parade [Bob Walter/Tara Willis]

The following participants were contacted:

§ Markham Fire Department (Fire Truck)

§ Town Crier (walking)

§ 748 Army Cadets (walking)

§ Veterans (Horse and Carriage provided by Town)

§ Corvette - Art Underwood (vehicle)

§ Chinese Lion Dancers (walking) [Ivy Lee – to confirm]

§ Mayor and Councillors Wagon

§ Sandra Amodeo Dance Studio (walking)

§ Federation of Chinese Canadians in Markham (walking)

§ Pathfinders Club (walking)

§ YMCA (walking)

§ Hybrid (vehicle to be driven by Jennie Fragale)

§ Viva Dance Studio (float and generator provided by Town)

§ Horses (provided by the Armstrong Family)

§ Girl Guides (walking)

§ Proud to be Canadian (Antique Fire Truck)

§ Children (walking)

§ Antique Fire Truck (provided by Peter Webster)

§ Markville Chev Olds – SSR (vehicle)

§ Mercedes Benz Smart Car (vehicle Tony Wong to ride in)

§ Thornhill Cruisers (to be confirmed)

§ Chinese Folk Dance Group (truck provided by Town and two cars to follow this group into the park)

§ Kicks Dance Studio

§ Main Street Dance Academy

h. Children’s Activities/Events [Jeanne Bowman/James Bush]

The following activities and expenses for such activities were approved:

i. Jumping Castle - $500.00

ii. Magician - $100.00

iii. Clown - $75.00

iv. Supplies (final amount to be submitted at a future meeting)

Jeanne was requested to cancel the helium balloons.

i. Transit Arrangements

It was agreed that the cost per bus is $60.00 per hour. [Olivia Bella/Bob Walter]

Shuttle pick-up locations at 11:30 a.m. were agreed as follows: [Shannon Walter]

i. Shops on and Steeles Avenue (to be confirmed)

ii. Thornhill Community Centre

iii. Heritage Centre (Unionville)

iv. Armadale Community Centre (Milliken Mills)

v. Markham Seniors Centre

vi. Bethany Lodge

vii. Thompson Court

On the voice mail box, Councillor Usman advised that the person monitoring the phone line (Extension 2060) is Wendy Lucas of his office. [Wendy Lucas]

j. Pay Duty Officers [Olivia Bella/Joanne Olson]

Staff was requested to make provision in the budget for five (5) pay duty officers with, three police cars, to be utilized from 3:30 p.m. to 11:30 p.m. (parade and park).

k. Advertising/Posters/Invitations [Corp. Comm./Shannon Walter]

Shannon Walter and Emma Uffren advised that the preparation and design of the poster was done by the Town’s Print Shop. A copy of the poster was passed around for comment. Changes and suggestions were gathered. It was requested that the municipal address of the Milliken Mills Community Centre be included in the poster. The revised poster will be presented back to the next meeting. [Shannon Walter]

Letters of invitation to VIP’s will be sent out by the Councillor’s Office. [Councillor Khalid Usman]

l. Sponsorship [Deputy Mayor Frank Scarpitti]

Deferred to next meeting.

m. Food Vendors [Sam Sahoy]

Sam Sahoy confirmed that the vendors’ fee for this year is $175.00 each. Mr. Sahoy discussed a proposal to eliminate the completion of registration forms by vendors. It was decided that this regulation be eliminated. Mr. Sahoy submitted three (3) contracts and cheques at $175.00 each from the following vendors: Poppers Pop Corn, Too Good Pond, John & Halina Xenos. He advised that several (larger) vendors that participated in 2004 moved away from Markham. He also advised that M. & M. Meat Shop is closing their store and will not be able to join this year.

n. Signage [Bob Walter]

Bob Walter was requested to provide the signage two weeks in advance of the event.

o. Volunteers [Javaid Khan]

Joanne Olson was requested to provide Javaid with a contact name for the Chinese community who volunteered in 2004. Shannon Walter advised that she has a list of ten volunteers. [Javaid Khan]

The committee requested that Everest D’Souza assist Javaid Khan with respect to volunteers. [Everest D’Souza/Javaid Khan]

5. OTHER BUSINESS

· Entertainment Stage(s) - Steve Matunin/Joanne Olson advised that two (2) entertainment stages and the necessary sound system equipment/components have been ordered. If there are any special request or change to be made, please phone Steve Matunin. [Steve Matunin]

· Kisko – Carolina Moretti was requested to contact this company. [Carolina Moretti]

· Washrooms – Olivia Bella was requested to make the necessary arrangements. [Olivia Bella]

· Lights in Change Rooms – Steve Matunin was requested to make the necessary arrangements to provide lights. [Steve Matunin]

· V.I.P. Tent - to ensure that there is food and chairs available. [Joanne Olson/Steve Matunin]

· Parking Passes – to ensue that passes are given to V.I.P.s, Vendors, Entertaineers, Volunteers. [Rob Hincks]

· Night Park Security – the cost of security personnel, vehicle, phone and magnetic reflective is $16.95 (all inclusive). The hours are 8:30 p.m. to 7:30 a.m. [Olivia Bella/Joanne Olson]

6. NEXT MEETING DATES (6:00 p.m.)

May 16 – (York Room)
May 30 – (York Room)
June 6 – (Canada Room)
June 13 – (York Room)
June 20 – (York Room)
June 27 – (Ontario Room)

Media Launch – date and time to be determined.

7. ADJOURNMENT

The meeting adjourned at 8:20 p.m.

Attachment 1

Canada Day Celebration – Communications Plan Proposal

Objective

Ensure local media and Markham residents aware of Canada Day festivities

Ensure Markham Canada Day celebrations included in GTA-wide listings

Council priorities – diverse community; character community

Audiences

Town of Markham staff members

Markham citizens and families

Local and GTA media

Key Messages

Markham is the best place to celebrate Canada Day! Join the fun at the community wide celebration – People’s Parade, day of fun at Milne Park, Fireworks

Components/Strategies

· work with Sign Shop/Strategic Services on overall materials/messaging/design

· messaging for specific groups depending on event (for example senior’s luncheon)

· Community information – Town Page; media release; website; intranet; Council office

Tactics

· Town Page – June 7; 14; 21; 28 – incremental promotion – from small to larger ads – statutory advertising heavy in this period

· Town-wide promotion – funding from Canada Day Committee for advertising beyond the Town Page – in Markham Economist and Thornhill Liberal

· Placement of community listing – local media; Rogers community listing; Toronto Star “What’s On” information – Markham Canada Day events – early June to local papers and media (target June 6)

· Listing of Canada Day events on Civic Centre display board -- installation to be confirmed by end of May; creation of materials which can be circulated and displayed on community centre electronic notice boards

· York Tourism and Information Markham promotion – Varley already listed July 1 events with York Region

· Canada Day electronic notice boards – community centres June 15

· Media Launch – proposed June 20 – Marjorie Rebane to confirm confirmed; who, when – no later than 10:30 for local media; Markham theme/identifier; promotion to third language media