Committee Meeting Agenda
Wilmot Canada Day Task Force Meeting

Tuesday, May 06, 2025

6:30 P.m. - 7:30 P.m.

Norm Hill Park

251 Jacob Street

New Hamburg, Ontario N3A 1G6

This meeting will be held in-person.

Meetings of the Wilmot Canada Day Event Task Force will not be video recorded. Meetings of the Task Force are open meetings to the public, who may attend in-person at the Wilmot Recreation Complex.

Delegations must register with the Committee Administrator, Manny O'Krafka, at . The only matters being discussed at this meeting will be those on the Agenda.

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1.

CALL TO ORDER

• RECOMMENDATION

  THAT the Wilmot Canada Day Event Task Force Meeting on May 6, 2025 be called to order at 6:30 p.m.

2.

TERRITORIAL LAND ACKNOWLEDGEMENT

Chair R. Unrau will read the Territorial Land Acknowledgement.

3.

ADDITIONS TO THE AGENDA

4.

ADOPTION OF THE AGENDA

• RECOMMENDATION

  THAT the Agenda as presented for May 6, 2025 be adopted.

5.

DISCLOSURE OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT

Members of Council and members of the Township’s local boards are required to file a written statement when they have a conflict of interest. If a conflict is declared, please review the Policies and Rules for Council  and complete the Disclosure of Pecuniary Interest Form.

6.

SITE VISIT AT NORM HILL PARK

The Wilmot Canada Day Event Task Force will walk the event location, Norm Hill Park.

At the conclusion of Item 6. Site Visit at Norm Hill Park, the Wilmot Canada Day Event Task Force will recess to reconvene at approximately 7:30 p.m. to continue the remainder of the Agenda at the Wilmot Recreation Complex in Meeting Room B.

• RECOMMENDATION

  THAT the Committee does now recess at _:__ p.m. to reconvene in __ minutes at the Wilmot Recreation Complex in Meeting Room B.

• RECOMMENDATION

  THAT the Committee does now reconvene at _:__ p.m.

7.

MINUTES OF PREVIOUS MEETING

• RECOMMENDATION

  THAT the Minutes of the April 15, 2025 Wilmot Canada Day Event Task Force be adopted as presented.

8.

DELEGATIONS

Pursuant to Council’s Procedural By-law, delegations are permitted to address the Committee for a maximum of seven (7) minutes. Delegations are only permitted to discuss matters listed on the agenda as staff reports; informal and formal public meetings; notice of motions; and by-laws. All Delegations where possible are encouraged to register prior to the start of the meeting. For Delegates who are attending in-person, registration is permitted up to the start of the meeting. 

9.

CORRESPONDENCE

10.

REPORTS

10.1

COMMITTEE ADMINISTRATOR REPORT

Committee Administrator M. Habel will provide a verbal update to the Committee.

10.2

2025 WILMOT CANADA DAY EVENT BUDGET UPDATE

Committee Administrator M. Habel will provide a verbal update to the Committee on the 2025 Wilmot Canada Day Event Budget.

10.3

SUB-COMMITTEE VERBAL REPORTS

10.3.1

Community Engagement & Vendors Sub-Committee

10.3.2

Event Sponsorship / Donation Sub-Committee

• RECOMMENDATION

  THAT the Committee establish a sponsorship fee for the advertising locations for the Top Shot Hockey amenity in the following amounts:

  • $200.00 each for the large advertising locations; and, 
  • $50.00 each for the small advertising locations.
• RECOMMENDATION

  THAT the Committee  direct the Event Sponsorship / Donation Sub-Committee to seek and confirm sponsorships for specific areas and items of the event in accordance with the below conditions:

  • The Event Sponsorship/Donation Sub-Committee has the authority to determine what areas  and items of the event can be sponsored;

  • The sponsor will receive the sponsorship level that accords with their financial contribution minus the cost of signage to recognize the sponsorship; and,

  • If a sponsor covers the entire cost of a specific event area or item the sponsor will be considered the exclusive sponsor for that item/event area and other sponsorships of the same item/event area will will not be permitted.

10.3.3

Marketing and Promotion Sub-Committee

10.3.4

Music and Entertainment Sub-Committee

10.3.5

Volunteer Co-ordinator

11.

ANNOUNCEMENTS

12.

ADJOURNMENT

• RECOMMENDATION

  THAT we do now adjourn to meet again on May 20, 2025 or at the call of the Chair.