Committee Meeting Revised Agenda
Wilmot Canada Day Task Force Meeting

Tuesday, June 17, 2025

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 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.

An asterisk * denotes an item that has been revised since the publication of the Agenda.

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1.

CALL TO ORDER

• RECOMMENDATION

  THAT the Wilmot Canada Day Event Task Force Meeting on June 17, 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

Additions to the Agenda:

• 9.3 Weather Condition Criteria - Resolution Added
• 9.4 Henna Artist Set Up Location
• 9.5.4.1 Generator Rental

4.

ADOPTION OF THE AGENDA

• RECOMMENDATION

  THAT the Agenda as presented for June 17, 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 May 20, 2025 Regular Wilmot Canada Day Event Task Force, and the June 3, 2025 Special 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 Administrators M. Habel and M. O'Krafka will provide a verbal update to the Committee.

9.2

2025 WILMOT CANADA DAY EVENT BUDGET UPDATE

Committee Administrators M. Habel and M. O'Krafka will provide a verbal update to the Committee on the 2025 Wilmot Canada Day Event Budget. 

Supplementary materials will be provided with the revised agenda.

9.3

WEATHER CONDITION PARAMETERS

The Committee will discuss and establish parameters to determine when, and under what conditions the event should transition to an indoor setting.

• RECOMMENDATION

  THAT the Committee establish the following weather condition as the trigger for relocating the 2025 Canada Day Event indoors:

  • A forecasted rainfall amount exceeding 5mm; and, 
  • A forecasted 40% or higher chance of thunderstorms.

  THAT the Committee delegate authority to Township staff to make the final determination to relocate the event to the designated indoor venue based on the criteria above; and, 

  THAT the decision to relocate the event indoors be made no later than Thursday, June 26, 2025 at 4:00 p.m..

9.4

HENNA ARTIST SET UP LOCATION

Committee to discuss where the Henna Artist will be located at the event, specifically whether they can be positioned at the covered area under the grandstands. 

The Henna Artist will require a table, two chairs, and signage.

9.5

SUB-COMMITTEE VERBAL REPORTS

9.5.1

Community Engagement & Vendors Sub-Committee

9.5.2

Event Sponsorship / Donation Sub-Committee

9.5.2.1

TopShot Logo Spaces

There are two large TopShot sponsorship logo spaces that remain unsold. These spaces have already been paid for by the Committee. A decision is needed from the Committee on how to handle the vacant logo spaces.

9.5.3

Marketing and Promotion Sub-Committee

9.5.4

Music and Entertainment Sub-Committee

9.5.4.1

Generator Rental

• RECOMMENDATION

  THAT the Committee authorize an expenditure up to $565.00 + HST for the rental of a generator.

9.5.5

Volunteer Co-ordinator

The Committee will have preliminary discussions regarding the roles the Committee members will undertake at the event.

10.

ANNOUNCEMENTS

11.

ADJOURNMENT

• RECOMMENDATION

  THAT we do now adjourn to meet again on August 19, 2025 or at the call of the Chair.