Committee Meeting Minutes

2024 Wilmot Canada Day Task Force Meeting

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Wayne Roth Meeting Room – Wilmot Recreation Complex
1291 Nafziger Rd,
Baden, ON
N3A 0C4
Members Present:
  • A. Stevenson
  • K. Gray
  • L. Divita
  • R. Unrau
  • M. Doucet
Staff Present:
  • M. Okrafka, Manager of Community Services
  • K. Bos, Supervisor of Legislative Services / Deputy Clerk

1.
CALL TO ORDER

  

  • At the onset of the meeting, the Committee Secretary advised the Committee that 3 members have stepped down from their duties with the 2024 Wilmot Canada Day Event Task Force. The committee composition is now 9 voting members, until such time recruitment can be completed to fill vacancies.  

    Moved by:A. Stevenson
    Seconded by:K. Gray

    THAT the 2024 Wilmot Canada Day Event Task Force Meeting on October 15, 2024 be called to order at 6:30 p.m.

    Motion Carried

2.
TERRITORIAL LAND ACKNOWLEDGEMENT

  

Chair R. Unrau read the Territorial Land Acknowledgement.

3.
ADDITIONS TO THE AGENDA

  

There were no additions to the Agenda.

4.
ADOPTION OF THE AGENDA

  
  • Moved by:L. Divita
    Seconded by:A. Stevenson

    THAT the Agenda as presented for October 15, 2024 be adopted.

    Motion Carried

5.
DISCLOSURE OF PECUNIARY INTEREST UNDER THE MUNICIPAL CONFLICT OF INTEREST ACT

  

There were no disclosures of pecuniary interest.

6.
MINUTES OF PREVIOUS MEETING

This item has attachments.  
  • Moved by:M. Doucet
    Seconded by:K. Gray

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

    Motion Carried

7.
ADMINISTRATIVE BUSINESS

  

7.1
Terms of Reference

This item has attachments.  

Committee Secretary K. Bos introduced the terms of reference.

Committee Members asked and received a response to the following:

  • The term of the committee being in alignment with the year
  • Moved by:A. Stevenson
    Seconded by:L. Divita

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

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

    Motion Carried

7.2
Committee Member Recruitment

  

Committee Administrator, M. O'Krafka and Committee Secretary K. Bos provided a verbal update on committee member recruitment including:

  • Three confirmed vacancies; and,
  • Recruitment timeline.

Committee Members asked and received a response to the following:

  • The recruitment process; and, 
  • Service club representatives.

8.
DELEGATIONS

  

There were no delegations.

9.
CORRESPONDENCE

  

There were no correspondence.

10.
REPORTS

  

10.1
Proposed 2025 Budget

This item has attachments.  

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

Committee Members asked and received a response to the following:

  • Top Shot Interactive Hockey;
  • Length of festivities; and, 
  • More activities and attractions into the night.

  • This item was deferred to a future meeting date for consideration.

    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

  

Committee Administrator, M. O'Krafka provided a verbal update on the following:

  • Fireworks
  • Eric Traplin
  • Shuttle Service 
  • Security 
  • Portable Water Filling Station 
  • Need for a new volunteer co-ordinator
  • Food Trucks 

10.3
2025 Sub-Committees

  

Committee Administrator M. O'Krafka led a discussion surrounding sub-committees for the 2025 event. 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

Committee Members discussed the following:

  • Support to use the sub-committee format again this year;
  • Budgets for the sub-committees;
  • Funds available;
  • Insurance requirement for vendors;
  • Use of a shared drive;
  • Licensed food trucks;
  • Volunteer Co-ordinator (1 position);
  • Music & Entertainment  Sub-Committee (3 positions);
  • Event Sponsorship/Donations Sub-Committee (3 positions);
  • Community Engagement & Vendors Sub-Committee (3 positions); and, 
  • Marketing and Promotion (3 positions).

11.
ANNOUNCEMENTS

  

10.
REPORTS

  

10.4
Committee Member Reports

  

10.4.1
P. Mackie

  

In the absence of Committee Member, P. Mackie Committee Administrator, M. O'Krafka provided a verbal update on the fireworks for the 2025 event including:

  • Securing vendor;
  • Proposed cost; and,
  • Feedback on the 2024 event.

12.
ADJOURNMENT

  
  • Moved by:A. Stevenson
    Seconded by:M. Doucet

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

    Motion Carried
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