2012 MARKHAM CANADA DAY COMMITTEE MINUTES April 30, 2012 Meeting No. 3

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1 2012 MARKHAM CANADA DAY COMMITTEE MINUTES Meeting No. 3 Attendance Members Perry Chan Rocky Chen June Lee Lauren Matunin Mandy Ou Peter Still Irene Tse Regrets Councillor Alex Chiu Rob Hincks, Operations Jon Styles, Operations Cynthia Taylor-Huff, Assistant to Councillor Chiu Bob Walter, Operations Council Councillor Carolina Moretti Staff Dennis Flaherty, Director, Communications & Community Relations Andrea Conlon, Corporate Communications Enzo Greco, Markham Museum Public Programs Coordinator Gillian Kwiecien, Assistant to Councillor Moretti Morgan Jones, Operations Steve Matunin, Supervisor, Operations Matt Vetere, Financial Analyst Laura Gold, Committee Clerk The third meeting of the 2012 Markham Canada Day Committee convened at 5:35 p.m. with Councillor Moretti presiding as Chair. The Committee welcomed the new Committee Members.

2 P a g e 2 Councillor Moretti introduced Gillian Kwiecien her new assistant, noting that Wendy Lucas has retired. Gillian will be presuming Wendy s responsibilities with respect to the Canada Day festivities. 1. ADOPTION OF MINUTES Moved by Morgan Jones Seconded by Enzo Greco That the minutes of the February 27, 2012 Canada Day Committee be approved as presented. 2. PLANNING FOR CANADA DAY 2012 CARRIED. A) Committee Assignments The following Committee assignments were confirmed: Children s Tent Rocky Chen Seniors Luncheon Lauren Matunin (will assist Cynthia Taylor-Huff with the planning of the luncheon) Volunteer Management June Lee Responsibilities to be determined for the day of the event Lauren Matunin B) Preview to Canada Day (Media Launch) Mr. Dennis Flaherty reported that no information has been received as of yet with respect to the Heritage Grant. The Town will be advised by mail of the status of the grant. The Committee discussed a back-up plan if the grant is not obtained. It was advised that the entertainment at the media launch would then be limited to a few songs by Christopher Dallo and the food would be limited to a cake. It was reported that Christopher Dallo s appearance at the media launch was confirmed. Andrea Conlon advised that the Canada Day pins and flags are ready to be circulated at the Diamond Jubilee. It was confirmed that the media launch will be held on June 21, 2012 at 12:30 p.m. in the Great Hall. C) Food Vendors This item was discussed later in the meeting (see section 2. F.). Councillor Moretti noted that merchandise is prohibited to be sold at the Canada Day event, excluding the entertainers selling their soundtracks and Markham Stoufville Hospital, which will

3 P a g e 3 be selling tickets to its fundraising event. Members were advised that they should report anybody selling merchandise on the day of the event, as a by-law officer will have them removed from the site. D) Senior Luncheon Ms. Lauren Matunin advised that this year s seniors luncheon will be held at Thornhill Community Centre as LeParc had been booked for another event on that day. The Thornhill Community Centre was chosen as the majority of Town events occur in other areas of Markham. It was reported that the Thornhill Community Centre can accommodate a maximum of 500 seniors. As a result, the number of seniors attending the luncheon will need to be reduced from previous years. This is being achieved by limiting the event to seniors who reside in Markham and by requiring all seniors attending the luncheon to pre-register through the Contact Centre. It was reported that the buses will unload the seniors on the south side of the Community Centre. The seniors will be required to sign in when they enter the building. There was a discussion on the menu for the seniors luncheon. The Committee decided to serve a meat and veggie lasagna, salad and cake. It was noted that the tablecloths and volunteers for the event are still being confirmed. Lauren Matunin was asked to check with Cynthia Taylor-Huff regarding the following items: the paddles; whether the invitations to the seniors luncheon went out to key stakeholders such as the Seniors Hall of Fame Award winners; the podium; and the sound system. It was noted that Cynthia should discuss the sound system details with Perry Chan, as the entertainer will need extra sound. It was reported that the entertainment had been booked. The Committee agreed that no stage was required for the luncheon, as the Community Centre already has a riser. E) Parade Peter Still provided an update on the parade. A tentative line-up was circulated to the Committee Members. It was noted that not all entries are confirmed. Peter Still was requested to call John Webster to confirm his participation as the Town Crier in the parade. There was a discussion on whether the Committee should pay $800 to have a Chinese dragon in the parade. The Operations Staff did not foresee any operational issues with having the dragon in the parade, as the roads will be closed. There was some concern that the dragon may slow the pace of the parade. Councillor Moretti will speak with Councillor Chiu regarding the financial aspect of having the dragon in the parade. Gillian Kwiecien will then send an to Perry Chan advising whether to book the Chinese dragon or not.

4 P a g e 4 Matt Vetere reported that approximately $2,000 was spent on the parade in 2011 and that the parade budget was $2,500. It was noted that the Committee should consider the amount of sponsorship and grants obtained prior to making a decision regarding the Chinese dragon. The Committee Members were requested to contact Peter Still if they know anyone who would like to participate in the parade. Committee Members confirmed the following appearances in the parade: A hybrid fire truck; The 2011 Sedan Chair winner; Possibly the 2012 Sedan Chair winners; Possibly a Chinese balance parade. Perry Chan will confirm with Gillian Kwiecien the participation of the 2012 sedan chair winners and the balance parade. F) Food (continued) Irene Tse reported there are 10 food vendors confirmed and that she anticipates that all 16 food booths will be booked. Currently, there are 3 ice cream trucks, 2 hot dog and hamburger trucks and 1food truck (type of food unknown) confirmed at this time. G) Children s Tent Rocky Chen reported that an was sent to all of the children s entertainers requesting their invoice by a specified date. The Committee recommended that a second be sent to the entertainers who did not respond, providing a final opportunity to submit their invoice. It will be assumed that those who do not respond to the second are not participating in this year s event. It was reported that the supplies for the children s tent are being organized by Gillian Kwiecien and Rocky Chen and that the number of volunteer needed is still being determined. Rocky Chen is to advise Gillian Kwiecien of any signage that is required for the Children s tent as soon as possible. H) Entertainment Schedule Enzo Greco circulated a list of performers. It was reported that the entertainment budget is currently below budget and that Christopher Dallo is the headline performance. It was confirmed that the contracts have been sent to the entertainers and that some of the entertainers have signed and returned the contract. Enzo Greco was requested to investigate whether a drum set can be borrowed, so that it can remain on the stage throughout the performances.

5 P a g e 5 I) Volunteers The Committee was requested to advise Gillian Kwiecien if they need volunteers. It was noted that June Lee will be responsible for managing the volunteers for this year s Canada Day event. J) Transit It was reported that Bob Walters and Joanne Olson are organizing the transit for the Canada Day event. The transit is being organized in a similar fashion to last year. K) Advertising/Promotion Ms. Kwiecien reported that all promotional materials regarding the Canada Day event have been updated to reflect the 2012 information. It was reported that the event will be promoted in the following places: Libraries and Community Centres; The Town of Markham Website; Through Social Media; In Markham Life. It was reported that the promotion of the event on the Town s website will change as the event gets closer. There was a brief discussion on sponsorship. Matt Vetere was requested to send Councillor Moretti a sponsorship report. 3. NEW BUSINESS It was noted that t-shirts are needed for the volunteers. Councillor Moretti will discuss this matter with Councillor Chiu. 4. NEXT MEETING DATE The next meeting of the Canada Day Committee will be held on May 28, 2012 in the York Room. 5. ADJOURNMENT The Canada Day Committee adjourned at 6:26 p.m.