Committee Meeting Agenda
2024 Wilmot Canada Day Task Force Meeting

Tuesday, May 14, 2024

6:30 P.m. - 9:30 P.m.

Wayne Roth Meeting Room – Wilmot Recreation Complex

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 2024 Wilmot Canada Day Event Task Force Meeting on May 14, 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 May 14, 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 April 23, 2024 2024 Wilmot Canada Day Task Force meeting be adopted as presented.

7.

ADMINISTRATIVE BUSINESS

8.

PRESENTATIONS

9.

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. 

10.

CORRESPONDENCE

11.

REPORTS

11.1

COMMITTEE ADMINISTRATOR REPORT

Committee Administrator, M. O'krafka to provide a verbal update on the work undertaken to date.

• RECOMMENDATION

  THAT the Committee approves the payment of an honorarium in the amount of $600.00 for the Sunrise Ceremony.

11.2

DIRECTOR OF COMMUNITY SERVICES REPORT

Director of Community Services, C. Catania to provide a verbal update on the dunk tank. 

11.3

SUB-COMMITTEE REPORTS

11.3.1

COMMUNITY ENGAGEMENT SUB-COMMITTEE

The Community Engagement Sub-Committee will provide a verbal update.

11.3.2

EVENT SPONSORSHIP/DONATIONS SUB-COMMITTEE

The Event Sponsorship/Donations Sub-Committee will provide a verbal update.

• RECOMMENDATION

  THAT the Committee receive the Sponsorship Letter and the Sponsorship and Donation form for information. 

11.3.3

MARKETING AND PROMOTION SUB-COMMITTEE

The Marketing and Promotion Sub-Committee will provide a verbal update.

• RECOMMENDATION

  THAT the Committee approves the spending on advertising and promotion in print media at an upset limit of $1000.00. 

11.3.4

MUSIC AND ENTERTAINMENT SUB-COMMITTEE

The Music and Entertainment Sub-Committee will provide a verbal update and a introduction to the following motions. 

• RECOMMENDATION

  THAT the Committee approves a $1000.00 increase to the Music & Entertainment Sub-committee upset limit. 

• RECOMMENDATION

  THAT the Committee agrees to enter into an agreement with Rob Esposito in the amount of $950.00 plus HST; and,

  THAT the Committee agrees to enter into an agreement with Counting Down the Hours in the amount of $400.00 plus HST; and,

  THAT the Committee agrees to enter into an agreement with Dolinar, Dosman and Dunn in the amount of $600.00 plus HST; and, 

  THAT the Committee agrees to enter into an agreement with David Martin in the amount of $200.00 plus HST; and,

  THAT the Committee agrees to enter into an agreement with Hillbrook Connection in the amount of $750.00 plus HST; and,

  THAT the Committee agrees to enter into an agreement with After Midnight in the amount of $600.00 plus HST; and 

  THAT the Committee agrees to enter into an agreement with Mac Summers (Smile n’ Wave) in the amount of $1000.00 plus HST; and further,

  THAT the Committee agrees to enter into an agreement with Marg Mueller in the amount of $1980.00 plus HST.

11.3.5

VENDORS SUB-COMMITTEE

The Vendors Sub-Committee will provide a verbal update.

11.3.6

VOLUNTEER RECRUITMENT SUB-COMMITTEE

The Volunteer Recruitment Sub-Committee will provide a verbal update and provide an introduction to the following motion.

• RECOMMENDATION

  THAT the Committee approves the spending on volunteer beverages and snacks for the 2024 Wilmot Canada Day Event at an upset limit of $250.00. 

11.4

COMMITTEE MEMBER REPORTS

11.4.1

K. Chiasson

Committee Member K. Chiasson to provide a verbal update on the following:

• Radios
• Shuttle Busses 
• Corn Box / Agricultural Update 

11.4.2

B. Safri

Committee Member, B. Safri to provide a verbal update, and a introduction to the following motion. 

• RECOMMENDATION

  THAT the Committee agrees to waive the vendor booth fee for non-profits and service groups for the 2024 Wilmot Canada Day Event.

11.5

PROPOSED SCHEDULE OF EVENTS

Chair, R. Unrau will provide a verbal update on the proposed schedule of events.

12.

ANNOUNCEMENTS

13.

ADJOURNMENT

• RECOMMENDATION

  THAT we do now adjourn to meet again at the call of the Chair.