Committee Meeting Agenda
Wilmot Canada Day Task Force Meeting

Tuesday, March 04, 2025

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

Program Room - Wilmot Recreation Complex

1291 Nafziger Rd,

Baden, ON

N3A 0C4

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 March 04, 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 March 04, 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.

MINUTES OF PREVIOUS MEETING

• RECOMMENDATION

  THAT the Minutes of the January 21, 2025 Wilmot Canada Day Event Task Force be adopted as presented.

7.

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. 

8.

CORRESPONDENCE

9.

REPORTS

9.1

COMMITTEE ADMINISTRATOR REPORT

Committee Administrator M. O'Krafka to provide a verbal report.

9.2

NORM HILL PARK SITE VISIT

The Committee is to set a date for a site visit at Norm Hill Park and Grandstands with Township of Wilmot staff. As a reminder, here are the remainder of the scheduled meeting dates March 18th, April 15th, May 20th, and June 17th. The Committee may choose to do the site visit on one of those dates or set an additional meeting date.

9.3

OPENING CEREMONY TIME

The Committee is to set a time for the Opening Ceremonies for the 2025 Wilmot Canada Day event to enable Township of Wilmot staff to prepare invitations for dignitaries. 

• RECOMMENDATION

  THAT the 2025 Wilmot Canada Day Event Open Ceremonies take place at ______ a.m / p.m.

9.4

2025 WILMOT CANADA DAY EVENT LAYOUT PLANNING

9.5

COMMITTEE MEMBER REPORTS

9.5.1

Marta Doucet

The Committee deferred the consideration of the motion until the Committee Member can come back with more information on the potential for the vendor to staff the games, and the price increase.

• RECOMMENDATION

  THAT the Committee authorizes an expenditure with Top Shot Hockey as per the attached quote to provide hockey related activities at an upset limit of $3000.00 plus HST.

9.5.2

Susan Hammer

Committee Member S. Hammer to provide a verbal update on incorporating the New Hamburg Board of Trades Rubber Ducks and adding an Interfaith Service to the itinerary.

• RECOMMENDATION

  THAT the 2025 Wilmot Canada Day event include an Interfaith Community Service at _______ a.m. / p.m..

9.5.3

Lou Divita

Committee Member L. Divita to provide a verbal update regarding refreshment vehicles.

9.5.4

Paul Mackie

Committee Member P. Mackie to provide a verbal update on the Sunrise Ceremony, and the recommendation to approve funding.

• RECOMMENDATION

  THAT the Committee approve an expenditure of $1200.00 for Crow Shield Lodge, plus an additional contingency fund of $200.00 for requested supplies for the Sunrise Ceremony.

9.6

SUB-COMMITTEE VERBAL REPORTS

9.6.1

Community Engagement & Vendors Sub-Committee

9.6.2

Event Sponsorship / Donation Sub-Committee

9.6.3

Marketing and Promotion Sub-Committee

9.6.4

Music and Entertainment Sub-Committee

9.6.5

Volunteer Co-ordinator

10.

ANNOUNCEMENTS

11.

ADJOURNMENT

• RECOMMENDATION

  THAT we do now adjourn to meet again on March 18, 2025 or at the call of the Chair.