Committee Meeting Agenda
2024 Wilmot Canada Day Task Force Meeting

Tuesday, November 19, 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 Wilmot Canada Day Event Task Force Meeting on November 19, 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 November 19, 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 October 15, 2024 Wilmot Canada Day Event Task Force be adopted as presented.

7.

ADMINISTRATIVE BUSINESS

7.1

2025 Meeting Schedule

2025 Wilmot Canada Day Event Task Force Meeting Dates:

• Tuesday, January 21, 2025 at 6:30 p.m.

• Tuesday, February 18, 2025 at 6:30 p.m.

• Tuesday, March 18, 2025 at 6:30 p.m.

• Tuesday, April 15, 2025 at 6:30 p.m.

• Tuesday, May 20, 2025 at 6:30 p.m.

• Tuesday, June 17, 2025 at 6:30 p.m.

• RECOMMENDATION

  THAT the Wilmot Canada Day Event Task Force approves the 2025 meeting dates 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. O'Krafka to provide a verbal report.

10.2

2025 CANADA DAY EVENT LOCATION

Committee Administrator, M. O'Krafka will lead a discussion on the possible locations of the 2025 Canada Day Event.

• RECOMMENDATION

  THAT the Committee agrees to proceed with hosting the 2025 Canada Day Event at _________. 

10.3

PROPOSED 2025 BUDGET

Committee Administrator, M. O'Krafka provided an introduction to the proposed 2025 budget and the included recommendation.

• 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.

   

10.4

SUB-COMMITTEE APPOINTMENT

Committee Members to discuss appointments to the various sub-committees.

• RECOMMENDATION

  THAT the Committee appoints __________ and ____________ to the Community Engagement & Vendors Sub-Committee.

• RECOMMENDATION

  THAT the Committee appoints __________ and ____________ to the Event Sponsorship/Donations Sub-Committee.

• RECOMMENDATION

  THAT the Committee appoints __________ and ____________ to the Marketing and Promotion Sub-Committee.

• RECOMMENDATION

  THAT the Committee appoints __________ and ____________ to the Music and Entertainment Sub-Committee.

• RECOMMENDATION

  THAT the Committee appoints __________  to the Volunteer Co-ordinator position.

10.5

COMMITTEE MEMBER REPORTS

10.5.1

Marta Doucet

Committee Member M. Doucet to provide a verbal introduction to the included recommendation on Top Shot Hockey.

• RECOMMENDATION

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

10.5.2

Lou Divita

Committee Member L. Divita to provide a verbal introduction to the included recommendation on licensed refreshment vehicles.

• RECOMMENDATION

  THAT the Committee agrees to proceed with inviting complimentary licensed refreshment vehicles for the 2025 Wilmot Canada Day Event, including Moreish food trailer.

11.

ANNOUNCEMENTS

12.

ADJOURNMENT

• RECOMMENDATION

  THAT we do now adjourn to meet again on January 21, 2025 or at the call of the Chair.