Committee Meeting Agenda
Wilmot Canada Day Task Force Meeting

Tuesday, March 18, 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.

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1.

CALL TO ORDER

• RECOMMENDATION

  THAT the Wilmot Canada Day Event Task Force Meeting on March 18, 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

4.

ADOPTION OF THE AGENDA

• RECOMMENDATION

  THAT the Agenda as presented for March 18, 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 March 4, 2025 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. 

7.1

Marg Mueller re: Sound Services

8.

CORRESPONDENCE

9.

REPORTS

9.1

COMMITTEE ADMINISTRATOR REPORT

Committee Administrator M. O'Krafka and M. Habel will provide a verbal update to the Committee.

9.2

EVENT BUDGET

Committee Administrator M. O'Krafka and M. Habel will provide an update regarding the approved Canada Day Budget, and funds allocated to date.

9.3

OPENING CEREMONY TIME

The Committee deferred the consideration of the motion until more information could be provided regarding already scheduled dignitaries. Additional information will be provided at the meeting.

The Committee is to set a time for the Opening Ceremonies for the 2025 Wilmot Canada Day event.

• RECOMMENDATION

  THAT the 2025 Wilmot Canada Day Event Open Ceremonies take place at ________ a.m / p.m..

9.4

EVENT SECURITY

Committee Administrator M. O'Krafka will propose security options for the event.

9.5

EVENT ACCESS

M. Habel to discuss with the Committee the feasibility of making Jacob Street, and Asmus Street one-way streets.

9.6

VOLUNTEER RECOGNITION

9.6.1

Volunteer T-Shirts

• RECOMMENDATION

  THAT the Committee approves an expenditure in the amount of $500 with M&M Transfer for the provision of volunteer shirts for volunteers.

9.6.2

Volunteer Snacks and Drinks

• RECOMMENDATION

  THAT the Committee approves an expenditure in the amount of $250 for the provision of complimentary snacks and drinks for event volunteers.

9.7

FOOD PROVISIONS

9.7.1

Canada Day Cake and Supplies

• RECOMMENDATION

  THAT the Committee approves an expenditure of $1000.00 for provision of the Canada Day Cake and associated supplies.

9.7.2

Event Food

• RECOMMENDATION

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

9.8

COMMITTEE MEMBER REPORTS

9.8.1

Janet Divita

• RECOMMENDATION

  THAT the Committee approves an expenditure in the amount of $500.00 for the provision of children's activity supplies. 

9.9

SUB-COMMITTEE VERBAL REPORTS

9.9.1

Community Engagement & Vendors Sub-Committee

9.9.2

Event Sponsorship / Donation Sub-Committee

9.9.3

Marketing and Promotion Sub-committee

9.9.4

Music and Entertainment Sub-Committee

• RECOMMENDATION

  THAT the Committee approve the following expenditures for entertainment performances at the Wilmot Canada Day Event: 

  • Erick Traplin in the amount of $1,100 plus HST; 
  • Counting Down the Hours in the amount of $1,000;
  • Dolinar, Doseman and Dunn in the amount of $800;
  • Smile N' wave in the amount of $1,000; 
  • After Midnight in the amount of $800;
  • David Martin and Band in the amount of $800; and, 
  • New Hamburg Concert Band in the amount of $500.
• RECOMMENDATION

  THAT the Committee approve an expenditure in the amount of $2,000 plus HST for Vabs Staging for the provision of a 16ft by 24ft stage.

• RECOMMENDATION

  THAT the Committee approve an expenditure in the amount of $2500 with Marg Mueller for the provision of sound tech services.

9.9.5

Volunteer Co-ordinator

10.

ANNOUNCEMENTS

11.

ADJOURNMENT

• RECOMMENDATION

  THAT we do now adjourn to meet again on April 15, 2025 or at the call of the Chair.