Committee Meeting Agenda
2024 Wilmot Canada Day Task Force Meeting

Tuesday, October 15, 2024

6:30 P.m. - 8:30 P.m.

Wayne Roth Meeting Room – Wilmot Recreation Complex

1291 Nafziger Rd,

Baden, ON

N3A 0C4

This meeting will be held in-person.

Meetings of the 2024 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 2024 Wilmot Canada Day Event Task Force Meeting on October 15, 2024 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 October 15, 2024 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.

MINUTES OF PREVIOUS MEETING

• RECOMMENDATION

  THAT the Minutes of the September 10, 2024 2024 Wilmot Canada Day Event Task Force be approved as presented.

7.

ADMINISTRATIVE BUSINESS

7.1

Terms of Reference

• RECOMMENDATION

  THAT the Committee approves the Terms of Reference as presented; and,

  THAT Staff be directed to bring the Terms of Reference to Council for approval.

7.2

Committee Member Recruitment

Committee Administrator and Deputy Clerk to a provide verbal update.

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

Proposed 2025 Budget

• RECOMMENDATION

  THAT the Committee receive the proposed 2025 budget for the Wilmot Canada Day Event Task Force for information; and,

  THAT the Committee approves the contract for bouncy castles, gaming trailer and dunk tank with Grand River Inflatables  at the upset limit of $5,000.00 plus HST; and,

  THAT the Committee approves the procurement of fireworks at an upset limit of $10,000.00 plus HST; and,

  THAT the Committee approves the rental of one portable water bottle filling station at an upset limit of $1,250.00 plus HST.

   

10.2

Committee Administrator Report

The Committee Administrator will provide a verbal report.

10.3

2025 Sub-Committees

Committee Administrator M. O'Krafka to lead a discussion surrounding sub-committees for the 2025 event. As a reminder the following sub-committees were formed for the 2024 event;

• Community Engagement Sub-Committee
• Event Sponsorship/Donations Cub-Committee
• Marketing and Promotion Sub-Committee
• Music and Entertainment  Sub-Committee
• Vendors Sub-Committee

10.4

Committee Member Reports

10.4.1

P. Mackie

Committee Member, P. Mackie to provide a verbal update on the fireworks for the 2025 event.

11.

ANNOUNCEMENTS

12.

ADJOURNMENT

• RECOMMENDATION

  THAT we do now adjourn to meet again on Tuesday November 19^th at 6:30 p.m. or at the call of the Chair.