Committee Meeting Minutes

Wilmot Canada Day Task Force Meeting

Tuesday, June 17, 2025 at 6:30 P.m. - 8:30 P.m.

Wayne Roth Meeting Room – Wilmot Recreation Complex

1291 Nafziger Rd,

Baden, ON

N3A 0C4

Members Present:

• J. Divita
• L. Divita
• K. Gray
• S. Hammer
• P. Mackie
• S. Martin
• E. Penner
• B. Roth
• R. Unrau

Staff Present:

• M. O'Krafka, Manager of Community Services
• C. Eby, Manager of Parks and Facilities
• M. Dykstra, Supervisor of Legislative Services / Deputy Clerk
• M. Habel, Recreation Program Supervisor

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1.

CALL TO ORDER

• Moved by: L. Divita
  Seconded by: S. Martin

  THAT the Wilmot Canada Day Event Task Force Meeting on June 17, 2025 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

Additions to the Agenda:

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

4.

ADOPTION OF THE AGENDA

• Moved by: S. Martin
  Seconded by: B. Roth

  THAT the Agenda as presented for June 17, 2025 be adopted, as amended.

  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

• Moved by: E. Penner
  Seconded by: P. Mackie

  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.

  Motion Carried

7.

DELEGATIONS

There were no delegations.

8.

CORRESPONDENCE

There was no correspondence.

9.

REPORTS

9.1

COMMITTEE ADMINISTRATOR REPORT

The Committee Administrator's M. Habel and M. O'Krafka provided a verbal update regarding the following: 

• Township staff will authorize any volunteer hour forms;
• Township staff will have payments for vendors;
• The Township was unsuccessful in sourcing the additional activities as discussed at the June 3 meeting;
• The Wilmot Regional Police have advised that the number of staff available may be less than requested, and therefore additional private security may be required;
• The acknowledgement of the sponsorship for the Sunrise Ceremony;
• The Colour Guard will march from the stage instead of the Legion;
• Need to confirm if a committee member is available for the general photograph sign off. 

The Committee discussed the following:

• The inclusion of additional groups for performances and as vendors.

• Moved by: E. Penner
  Seconded by: L. Divita

  THAT the Committee approves contingency funding for additional security services in the amount of $500.00 + HST either for the Waterloo Regional Police Services or private security.

  Motion Carried

9.2

2025 WILMOT CANADA DAY EVENT BUDGET UPDATE

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

9.3

WEATHER CONDITION PARAMETERS

The Committee was of the consensus that a tentative map for the indoor event be prepared in the event that the event needs to be moved indoors.

• Moved by: S. Martin
  Seconded by: S. Hammer

  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 the Committee Chair to make the final determination to relocate the event to the designated indoor venue based on the criteria above;

  THAT the sub-committee representatives will be responsible for contacting any vendors, volunteers, and performers as coordinated by their sub-committee to inform them of the change in location; and, 

  THAT the decision to relocate the event indoors be made no later than Monday, June 30, 2025 at 10:00 a.m.

  Motion Carried

9.4

HENNA ARTIST SET UP LOCATION

The Committee discussed the request for the Henna Artist to be located in a covered area. 

The Committee was of the consensus that the Henna Artist be located in the vendor area, with a tent and tables to be provided.

9.5

SUB-COMMITTEE VERBAL REPORTS

9.5.1

Community Engagement & Vendors Sub-Committee

Councillor S. Martin provided a verbal update to the Committee.

9.5.2

Event Sponsorship / Donation Sub-Committee

S. Hammer provided a verbal update to the Committee.

9.5.2.1

TopShot Logo Spaces

The Committee was of the consensus that the Committee logo be used for one vacant space, and the Township of Wilmot logo for the other vacant space.

9.5.3

Marketing and Promotion Sub-Committee

L. Divita provided a verbal update to the Committee.

9.5.4

Music and Entertainment Sub-Committee

R. Unrau and K. Gray provided a verbal update to the Committee.

9.5.4.1

Generator Rental

• Moved by: E. Penner
  Seconded by: S. Martin

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

  Motion Carried

9.5.5

Volunteer Co-ordinator

E. Penner provided a verbal update to the Committee. 

The Committee reviewed and confirmed their roles for the event as follows:

• P. Mackie will coordinate the setup and takedown of the sunrise ceremony, assist at the Lions Vendor Booth, and support the fireworks vendor by greeting them and helping them establish the safety zone; 
• S. Hammer will be available to provide support wherever needed until 6:00 p.m.; 
• E. Penner will assist volunteers and provide support at the Optimist Food Vendor Booth;
• B. Roth will be available throughout the day to offer general support;
• S. Martin will assist with the sunrise ceremony setup and will be available throughout the day, with a focus on supporting the vendor area;
• L. Divita will be available all day, with a specific focus on the dunk tank;
• J. Divita will be stationed at the children's area;
• K. Gray will be available throughout the day and will assist the Optimist Youth group around 6:00 p.m.;
• R. Unrau will be available all day, with a particular focus on supporting the performers.

Staff will forward an updated event map to the Committee for reference throughout the day.

10.

ANNOUNCEMENTS

There were no announcements.

11.

ADJOURNMENT

• Moved by: K. Gray
  Seconded by: J. Divita

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

  Motion Carried