Gravenhurst Winter Carnival Committee - Minutes Thursday, October 26, 2017

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1 Gravenhurst Winter Carnival Committee - Minutes Thursday, October 26, 2017 Those in attendance were Members Rob Abbot, Chair Tracy Barkshire Norma Brackley Marg McLaughlin Anne Morrow Steve Mulock Jeremy Rand Olivia Simpson Guest(s) Don Turner, Demolition Derby Representative Regrets Kelly Hall Mike McPherson Sandy Cairns, Council Representative D. Buttineau, Staff Liaison Staff A. Taylor N. Crown J. Montreuil Senior Coordinator, Communications and Marketing (Staff Liaison) Community Recreation Coordinator Deputy Clerk / Committee Coordinator A. Call to Order B. Adoption of Agenda Moved by Marg McLaughlin Seconded by Steve Mulock #A BE IT RESOLVED THAT the Agenda for the Gravenhurst Winter Carnival Committee meeting dated October 26, 2017 be approved as circulated. CARRIED C. Adoption of Minutes 1. Minutes - Gravenhurst Winter Carnival Committee - October 5, 2017 Moved by Jeremy Rand Seconded by Steve Mulock

2 #B BE IT RESOLVED THAT the Minutes of the Gravenhurst Winter Carnival Committee dated October 5, 2017 be adopted as circulated. CARRIED D. Disclosure of Pecuniary Interest None noted. E. Deputations F. Business Arising from Minutes 1. Follow-Up: Marriot Partnership Snowmobile Radar Runs & Edge Entertainment Staff indicated that the Marriott is booked at full occupancy the weekend of the event. Committee engaged in a discussion surrounding alternative accommodations in the surrounding area. ACTION: Staff Liaison to report back on accommodation vacancies at the next meeting. Don Turner, representative for the Demolition Derby, indicated to Committee their commitment in participating at the Winter Carnival and provided an overview of the competition classes and event duration. ACTION: Staff Liaison to circulate contract with Snowmobile Radar Runs & Edge Entertainment and report back at the next meeting. 2. Follow-Up: Admission Button Pricing from Community Living The Committee received an update surrounding the quotation logistics received from Community Living. Moved by Norma Brackley, Seconded by Olivia Simpson, BE IT RESOLVED THAT the Gravenhurst Winter Carnival Committee agree to purchase admission buttons from Community Living South Muskoka at a maximum budget of One Thousand Dollars ($1,000.00). CARRIED 3. Follow-Up: Group Discussion - Approval and Posting of Event Sponsorship Package Committee received confirmation that the Sponsorship Package has been uploaded to the event's website under "Our Sponsors".

3 4. Follow-Up: Food Truck Updates & Selection Town of Gravenhurst - Winter Carnival Committee Meeting Minutes Committee received updates on available food vendors and engaged in a discussion surrounding the various locations for vendors during the event. Committee will consider a partnership with Johnny's Food Truck (Dominic) upon defining services for the event. 5. Follow-Up: Snowshoe Canada Discussions Committee received confirmation that Snowshoe Canada will be attending Sunday/Monday to provide snowshoe demonstrations concentrated towards children and families and expressed an interest in organizing a competitive race in next year's event, if permitted. 6. Follow-Up: Warming Station Sponsorship Committee received an update from discussions with Napoleon Home Comfort. Committee engaged in a lengthy discussion surrounding location(s) (Gull Lake - Saturday / Derby - Sunday) and transportation logistics. ACTION: Staff Liaison to request station specifications and inquire if it can be transported to multiple sites by a licensed towing company during the event and report back at the next meeting. 7. Follow-Up: Mascot Games Discussion with Bracebridge BIA Fire & Ice Organizing Committee The item was deferred to the next meeting pending updates. G. Reports 1. Marketing Working Group From Planning List: Initial promotional campaigns Committee were notified that the Marketing Working Group has not yet met, however, will be reporting back at the next meeting on a proposed marketing plan. 2. Sponsorship Working Group

4 Business arising from Minutes: Send Sponsorship Package to Sarjeant Fuels - completed Committee were notified that the Sponsorship Working Group has not yet met, however, will be reporting back at the next meeting on sponsorship circulations. 3. Events Working Group From Planning List: Meet with Service Clubs and Stakeholders Location of Events The Events Working Group met, prepared and circulated a comprehensive listing of potential events for Committee's review and comments. Committee engaged in a review and discussion on a number of the listed events including curling and pursuing a downtown skating rink. Committee were requested to consider participating in Ignite's stand-alone event on Wednesday, February 14, 2018, specifically to share in why the Winter Carnival event is important in Gravenhurst's community development. ACTIONS: R. Abbott to confirm Sarjeant Fuels' proposed activity prior to the demolition derby and report back at the next meeting. Staff Liaison to submit Road Closure Application to the District Municipality of Muskoka for Saturday, February 17, 2018 from 7:30 a.m. to 4:30 p.m. Staff Liaison and Chair to book a meeting the District Municipality of Muskoka Public Works Department re: downtown skating rink. J. Rand will assign Committee Member names as event leads and will circulate the listing weekly to members. Staff Liaison will continue to confirm contacts and event status within the listing. 4. Volunteer Working Group Committee were notified that the Volunteer Working Group would not be meeting until the list of required volunteers is prepared upon determination of the finalization of the event list. Committee received information surrounding a high school student seeking volunteer hours and the conditions of their volunteer agreement.

5 ACTION: Staff Liaison will contact to confirm availability and abilities/ interest of student and report back at the next meeting. Committee requested and received confirmation that the event brochure would be created once the events are decided and likely to be completed by the next meeting. H. New Business 1. Winter Carnival Event Budget Discussion Committee received a copy of the proposed 2018 budget for review and engaged in a discussion on items included within the larger expenses and revenue lines. Committee requested and received clarifications on contracted services and event expenses. Moved by Jeremy Rand, Seconded by Tracy Barkshire, BE IT RESOLVED THAT the Gravenhurst Winter Carnival Committee agrees to adopt the proposed 2018 for the Winter Carnival being Twenty Six Thousand Five Hundred Dollars ($26,500) in allocations for expenses and approval to conduct internal transfers in the sum of Two Thousand Dollars ($2,000.00). CARRIED 2. Santa Claus Parade Float Planning Committee engaged in a discussion surrounding their involvement in the parade being held on November 25, Committee agreed to lend the "Skokie" costume to participate in the parade with giveaway as favorable marketing and promotional exercise. Moved by Marg McLaughlin, Seconded by Steve Mulock, BE IT RESOLVED THAT the Gravenhurst Winter Carnival Committee agrees to allocate a maximum of Two Hundred Dollars ($200.00) from the 2018 Winter Carnival Budget within the Marketing Expenses line towards giveaways for the 2017 Santa Claus Parade event. CARRIED ACTION: Staff Liaison to research potential gifts and report back at the next meeting. Committee received information surrounding the snow sculptures event. ACTION: S. Mulock to contact concrete companies (potential sponsorship) and report back at the next meeting. I. Adjournment

6 Next Meeting Date: Thursday, November 16, 2017 at 6:00 p.m., Council Chambers Moved by Marg McLaughlin, Seconded by Norma Brackley, the meeting adjourned at 7:32 p.m. Chair "Original Signed" "Original Signed" Committee Coordinator