MINUTES

2009 MARKHAM CANADA DAY COMMITTEE

2009-6-01

Meeting No. 7

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Attendance

Members Jaswant Dhanjal Deirdre Kavanagh Javaid Khan Adam Poon Mitch Reiss Willie Reiss Richard Wilson Council Councillor Alex Chiu Councillor Logan Kanapathi Councillor Carolina Moretti Staff Rob Hincks, Operations Wendy Lucas, Assistant to Councillor Moretti Steve Matunin, Supervisor, Operations Joanne Olson, Special Events Coordinator and Assistant to Councillor Kanapathi Cynthia Taylor-Huff, Assistant to Councillor Chiu Matt Vetere, Financial Analyst Bev Shugg Barbeito, Committee Secretary

Regrets Jeanne Bowman Samuel Carr Todd Bailey, Operations (Milne) Anna Rose, Corporate Communications Bob Walter, Operations

The seventh meeting of the 2009 Markham Canada Day Committee convened at 6:05 p.m. with Councillor Carolina Moretti in the Chair.

1. WELCOME

Councillor Carolina Moretti welcomed Richard Wilson to the committee.

2. ADOPTION OF THE MINUTES OF THE MAY 25, 2009 MEETING

THE MARKHAM CANADA DAY COMMITTEE RECOMMENDS:

That the minutes of the Markham Canada Day Committee meeting held on May 25, 2009, be adopted as distributed.

CARRIED

3. 2009 BUDGET

Matt Vetere reported that some additional expenses have been identified and this may result in a small deficit for the Canada Day 2009 Budget. The deficit may be offset if more than the budgeted number of nine food vendors are confirmed.

4. PLANNING FOR CANADA DAY 2009

a) Parade

Joanne Olson has emailed former Committee member Antonette DiNova to request parade records from previous years, but has not yet received a response. Councillor Moretti will provide home contact information for A. DiNova.

b) Food Vendors

Samuel Carr reported via email that six food vendors have been confirmed; Joanne Olson reported that only three contracts have been received. Councillor Moretti advised that she is concerned about the lack of food vendors and wants to move forward with this issue. She will arrange to confirm with Samuel Carr if any other vendor contracts have been completed.

Councillor Moretti reported that she also asked Richard Wilson to assist in recruiting food vendors for Canada Day. Richard Wilson reported that he has confirmed two additional food vendors (one ice cream and one lemonade vendor) and will give the contracts to Joanne Olson. He also has twenty-two other potential vendors that he will contact. Richard Wilson will take the lead in the recruiting efforts: Adam Poon, Jaswant Dhanjal and Councillor Kanapathi will share information with Richard Wilson about potential food vendors. Councillor Moretti reminded the Committee that the types of food offered for sale need to reflect the diversity in Markham.

The budget has been approved based on nine food vendors; 15 – 18 is the maximum number of food vendors that could be accommodated.

c) Signs

Wendy Lucas reported on behalf of Bob Walter. There are plans to make new banners, and signs for Milne Park. A meeting will be held next week to review all sign requests. Councillor Moretti reminded all Committee members that it is very important to let Bob Walter know of any signs that are needed and suggested that, even if they have advised him before, they email him again to ensure he is aware of any signs that are needed.

5. OTHER BUSINESS

a) Golf Carts

Councillor Moretti reported that Angus Glen will donate 5 golf carts; Steve Matunin will arrange pick up and delivery of the carts to Milne Park.

b) Emcee Duties

Doo Doo the Clown will serve as Emcee from 3:00 PM until the opening ceremonies at approximately 5:00 PM. Mitch Reiss will check to see if the Markham Idol event will take place; if yes, it could be scheduled from 12:00 – 3:00 PM and an emcee would not be needed for this period; if no, Mitch Reiss could arrange entertainment and, Councillor Moretti will make arrangements for an emcee during this period.

c) Preview to Canada Day (Media Launch)

Cynthia Taylor-Huff reported that the plans for Markville Mall on Saturday June 13 from 1:00 – 2:00 PM have been cancelled but it’s hoped that volunteers will still hand out postcards promoting Canada Day events then. Councillor Moretti suggested contacting Dreams Inc. to determine if some of their clients would volunteer to do so.

d) Contact on Canada Day

Wendy Lucas will prepare a list of Committee members’ cell phone numbers so they might keep in touch to resolve problems quickly on Canada Day. Committee members were requested to provide their cell phone numbers for this purpose to Wendy Lucas.

e) Fireworks

Plans are in place. Coordinating the music to the fireworks was handled on an ad hoc basis last year; this worked well and this plan will be repeated for this year.

f) Tents

Steve Matunin is arranging for three tents: one each for VIPs, Community Groups and Entertainers. Most tents only need tables and chairs; if there are other requirements, Committee members were asked to advise Steve Matunin by June 15, 2009.

g) Longo’s

Councillor Moretti advised she will meet with Longo’s representatives to determine whether they would donate food for the VIP tent and their interest in becoming a food vendor with a small booth to sell healthy foods.

h) Canada Day Shirts

Canada Day shirts will be distributed to Committee members at the next meeting.

6. DATE FOR NEXT MEETING

The next meeting of the Markham Canada Day Committee is scheduled for Monday,

June 22, 2009, at 6:00 PM in the York Room at the Markham Civic Centre.

Committee members were asked to email regrets to either Wendy Lucas or Councillor Moretti if they are unable to attend the meeting.

7. ADJOURNMENT

The seventh meeting of the 2009 Markham Canada Day Committee adjourned at 6:30 PM.