Committee Meeting Revised Agenda
Wilmot Canada Day Task Force Meeting

Tuesday, May 20, 2025

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

New Hamburg Community Centre

251 Jacob Street

New Hamburg, ON 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 20, 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

The following items were added to the agenda:

• 10.5.3.2 Kids Zone - Face Painting
• 11. Notice of Motion
  • 11.1 Committee Member A. Stevenson re: Motion to Reconsider

4.

ADOPTION OF THE AGENDA

• RECOMMENDATION

  THAT the Agenda as presented for May 20, 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 NEW HAMBURG COMMUNITY CENTRE

• RECOMMENDATION

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

• RECOMMENDATION

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

7.

MINUTES OF PREVIOUS MEETING

• RECOMMENDATION

  THAT the Minutes of the May 6, 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.

• RECOMMENDATION

  THAT the Committee establish a deadline of June 1, 2025 for the following:

  • Vendor applications;
  • Sponsorships; and,
  • Volunteer applications.

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.

 

• RECOMMENDATION

  THAT the Committee authorize an expenditure of $2,665.50 for the purpose of securing security services for the event from 12:30 p.m. to 10:30 p.m.

• RECOMMENDATION

  THAT the Committee authorize an expenditure of $250 + HST for the purchase of photo release signage.

10.3

EMERGENCY PLAN REVIEW

Committee Administrator's M. Habel and M. O'Krafka will provide an overview of the Canada Day Event Emergency Plan.

10.4

EVENT TIMELINE

Committee Administrator's M. Habel and M. O'Krafka will present a draft timeline for the event, and received feedback from the Committee.

10.5

SUB-COMMITTEE VERBAL REPORTS

10.5.1

Community Engagement & Vendors Sub-Committee

10.5.1.1

Activity Vendor Application - Inflatable Racquet Ball

An application for an inflatable racquet ball activity has been received, the activity requires a solid surface for installation, such as the New Hamburg Community Centre floor. Committee to discuss the application to determine the appropriateness of the request, and whether activities should be located within the New Hamburg Community Centre.

10.5.2

Event Sponsorship / Donation Sub-Committee

10.5.3

Marketing and Promotion Sub-Committee

10.5.3.1

2025 Canada Day Event Banner

• RECOMMENDATION

  THAT the Committee select revised banner design option #______ as the Canada Day banner as identified in Attachment A - Banner Design.

10.5.3.2

Kids Zone - Face Painting

Committee Member J. Divita to bring forward a discussion regarding the face painting activity, and volunteers to support the activity.

10.5.4

Music and Entertainment Sub-Committee

10.5.5

Volunteer Co-ordinator

10.5.5.1

Committee Member Event Assignments

The Committee will discuss the assignment of Committee Members to certain tasks / roles during the event.

11.

NOTICE OF MOTION

11.1

Committee Member A. Stevenson re: Motion to Reconsider

A resolution which has been adopted previously by Committee may be reconsidered by the Members by bringing forward a Motion to Reconsider subject to the following:

1. The Motion to Reconsider is made in writing by a Member and has been introduced according to the procedure for a Notice of Motion;
2. The Motion to Reconsider cannot be applied to an affirmative vote where the provisions have been partly carried out or to any vote that has caused something to be done that is impossible to undo; 
3. In the case of Committees, a Motion to Reconsider cannot be applied to any matter which has already been disposed of by Council; 
4. Debate on a Motion to Reconsider must be confined to the reasons for or against the reconsideration;
5. The Motion to Reconsider is passed by a two-thirds majority of the Members present and voting; 
6. If the Motion to Reconsider is decided in the affirmative, the Motion to which the Motion to Reconsider applies will become the next order of business unless the Motion to Reconsider calls for consideration of the original Motion at a future date; and, 
7. Debate on the Motion being reconsidered will proceed as though the original Motion had previously never been voted on.

Committee Member A. Stevenson is bringing forward the following Notice of Motion:

• RECOMMENDATION

  THAT the Committee Reconsider the following resolution:

  THAT the Committee approves the Optimist of New Hamburg being the primary food vendor for the 2025 Wilmot Canada Day Event.

12.

ANNOUNCEMENTS

13.

ADJOURNMENT

• RECOMMENDATION

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