3rd MEETING
TOWN OF
York Room,
MINUTES
ATTENDANCE
Members: Regrets
Deputy Mayor Frank Scarpitti Councillor
Councillor Khalid Usman James Bush
Jeanne Bowman Laurie Burns
James Bush
Javaid Khan Everest D’Souza
Adam Poon
Sam Sahoy
Shannon Walter
Ivy Lee
Staff
Rob Hincks, Working Foreperson –
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.
The
1.
ADOPTION OF
MINUTES OF
Moved by Deputy Mayor Frank Scarpitti
Seconded by Bob Walter
That the minutes of the 2nd
meeting held on
4 (m) Food
Vendors – Sam Sahoy advised of a correction to the last sentence: “He also
advised that M & M Meat Shop is trying to sell their store and will
be unable to join this year.”
CARRIED
2.
BUSINESS
ARISING FROM THE MINUTES OF
Minute 5(a) Media Launch
Joanne Olson advised she is still working on the theme for the launch and has spoken with Brian Roman; Councillor Shapero will be assisting in place of Shannon Walter with both the kite flying and the seniors’ luncheon.
3.
UPDATE OF
PROPOSED 2005 BUDGET
Joanne Olson reviewed the updated
budget; for the next meeting, an additional column will be inserted showing
2004 revenue/expenses for comparison purposes.
There were concerns raised relative to police presence; it was agreed
that Councillor Usman would speak with the police to ascertain what other
options are available, i. e. auxiliary police as well as related costs. Another item is to be added to the expenses,
production of a creative ad to be placed on the board in the food court area of
Markville Mall, amounting to $700.00.
Olivia Bella will provide total figures to Joanne Olson for inclusion in
the budget relative to security. (Councillor Khalid Usman/Olivia
Bella/Joanne Olson)
4. DISCUSSION
OF MEDIA LAUNCH –
Marjorie
Rebane stated the Media Launch will remain at
5. DISCUSSION OF EVENTS
j. Advertising/Posters/Invitations [Emma Uffren/Shannon Walter]
Emma Uffren circulated the revised poster and is targeting finalizing and printing by the end of the week; committee member name tags are being prepared; a list of volunteer names is required for the certificates of appreciation; names of those involved with the flag raising will be forwarded to Joanne Olson; names also needed for the parking passes; meal tickets will be printed on coloured paper; 4’ x 4’ signage will be going in all community centres, schools and libraries three weeks prior to the event; a special letter of invitation which will outline all the events will be prepared and sent to the veterans (Jeanne Fragale to be contacted re list of veterans’ names). A bookmark will also be prepared and handed out in the libraries any time a book is taken out – this will contain a condensed version of the same material on the posters.(Emma Uffren/Shannon Walter/Sam Sahoy/Javaid Khan/Councillor Khalid Usman)
Marjorie Rebane spoke of the need
for $700.00 to pay for the production of a creative ad to be placed on the
board in the
a) Heritage Grant Request [Tina Murphy/Olivia Bella]
Olivia Bella
advised that 1000 flags/1000 pins will be provided through the Heritage Grant
request as well as maple leaf tattoos; also the Member of Parliament’s office
will be providing 50 flags and 150 pins.
b)
Senior’s Luncheon [Laurie Burns/Erin Shapero]
Joanne Olson has spoken with Merlyn and together they are working on the menu; tea and coffee urns will be provided. An error in the address on the recorded announcement for the community centre was pointed out and will be corrected. Bob Walter advised that 6 buses have been ordered to pick up the seniors/veterans; every effort will be made to keep the veterans together on one bus; there will also be reserved seating for them in front of the stage. (Joanne Olson/Bob Walter)
c) Fireworks & Permit [Steve Matunin]
Steve Matunin confirmed the contract is complete and the permit is ready.
d) Parking
at
Steve Matunin advised that the
back parking lot will be closed off to vehicles; Deputy Mayor Scarpitti spoke
of his recent conversation with Peter Chatoff, Fleet Co-ordinator with York
Transit, who will ensure there will also be a supervisor on hand to direct the
buses; a meeting will be arranged with the Councillors and Steve at the site
within the next week or so to clarify the arrangements. (Steve Matunin)
e) Master of Ceremonies (Joanne Olson)
Joanne Olson will be meeting
further with Brian Roman; arrangements are also being made to have a number of
seniors and veterans speak.
f) Entertainment [Joanne Olson]
Joanne Olson went through the list of entertainers and will provide an updated list at the next meeting
g)
Parade [Bob
Walter/
Bob Walter advised that
h)
Children’s Activities/Events [Jeanne Bowman/James Bush]
Jeanne Bowman gave a quick update on all the planned activities including origami, face-painting and confirmed that the helium balloons had been cancelled; arrangements have also been made to pick up an inflatable ‘Jumpin’ Castle’; Steve Matunin will ensure a generator is set up for this item. (Steve Matunin)
i) Transit Arrangements (Tina
Murphy/Bob Walter)
Bob
Walter has spoken to the co-ordinator at York Transit and confirms there will
be 6 buses for the seniors along with 8 buses to move between Markville Mall
and
k) Sponsorship
[Deputy Mayor Frank Scarpitti]
Deputy Mayor Frank Scarpitti is following up with potential sponsors and will report further at the next meeting.
l) Food Vendors [Sam Sahoy]
Sam Sahoy gave Joanne 10 signed contracts, along
with cheques, and advised that there are 2 more outstanding; he is confident
that these will come through; the food vouchers for the volunteers will be
valued at $4.50 and can be turned in by the vendors at the end of the evening
to Joanne Olson who will reimburse them.
The question of bottled water being available for the
m) Signage [Bob Walter]
Bob Walter stressed the importance of everyone getting the information for the signs to him as soon as possible to ensure sufficient preparation time.
n) Volunteers [Javaid Khan]
Javaid Khan will ensure 20 volunteers are at the park by
o) Stages
(Steve Matunin/Bob Walter)
Steve Matunin advised that there will be 2 stages set up to ensure little ‘down’ time between performances; finalizing of details will follow the site meeting being arranged for next week. (Steve Matunin)
5. OTHER BUSINESS
·
Joanne Olson will follow-up with Carolina
Moretti regarding
· Kisko will now be providing a product, which will have to be picked up the night before, and kept frozen – follow-up will be done to establish the number of cases. (Olivia Bella)
6. NEXT MEETING
THE NEXT MEETING IS SCHEDULED FOR
7. ADJOURNMENT
The meeting adjourned at