Committee Meeting Agenda
2024 Wilmot Canada Day Task Force Meeting

Tuesday, April 23, 2024

7:00 P.m. - 9:00 P.m.

Scott Park

75 Hunter Street

New Hamburg, Ontario

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 April 23, 2024 be called to order at 7:00 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 April 23, 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(S)

7.

ADMINISTRATIVE BUSINESS

7.1

SITE VISIT AT SCOTT PARK

At the conclusion of Item 7.1 Site Visit at Scott Park the 2024 Wilmot Canada Day Event Task Force will recess to reconvene at approximately 7:30 p.m. to continue with the remainder of the Agenda at the Wilmot Recreation Complex in the Wayne Roth Meeting Room.

• RECOMMENDATION

  THAT the Committee does now recess at _:__ p.m. to reconvene in __ minutes at the Wilmot Recreation Complex in the Wayne Roth Community Room.

• RECOMMENDATION

  THAT the Committee does now reconvene at _:__ p.m.

7.2

FIREWORKS RAIN DATE CORRECTION

At the April 9, 2024 Task Force Meeting, Staff proposed the incorrect date for the rain date for the fireworks.

The following series of motions are proposed to correct this error.

• RECOMMENDATION

  THAT the Committee reconsiders the following motion "THAT the 2024 Wilmot Canada Day Event Task Force agree to a rain date for the Fireworks of August 6th" 

• RECOMMENDATION

  THAT the Committee amends the motion to strike out the 6th and insert 4th.

• RECOMMENDATION

  THAT the 2024 Wilmot Canada Day Event Task Force agree to a rain date for the Fireworks of August 4th.

8.

PRESENTATIONS

8.1

PROGRAMMING FOR YOUNG CHILDREN

J. Divita

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 will provide a verbal update.

11.2

SUB-COMMITTEE REPORTS

11.2.1

COMMUNITY ENGAGEMENT SUB-COMMITTEE

Members of the Community Engagement Sub-Committee will provide a verbal report.

11.2.2

EVENT SPONSORSHIP/DONATIONS SUB-COMMITTEE

Members of the Event Sponsorship/Donations Sub-Committee will provide a verbal report.

11.2.3

MARKETING AND PROMOTION SUB-COMMITTEE

Members of the Marketing and Promotion Sub-Committee will provide a verbal report.

11.2.4

MUSIC AND ENTERTAINMENT SUB-COMMITTEE

Members of the Music and Entertainment Sub-Committee will provide a verbal report.

11.2.5

VENDORS SUB-COMMITTEE

Members of the Vendors Sub-Committee will provide a verbal report.

11.2.6

VOLUNTEER RECRUITMENT SUB-COMMITTEE

Members of the Volunteer Recruitment Sub-Committee will provide a verbal report.

11.3

COMMITTEE MEMBER REPORTS

11.3.1

P. Mackie

Committee Member, P. Mackie to provide a verbal update on the Soap Box Derby.

11.3.2

L. Divita

Committee Member, L. Divita to provide a verbal update on marking efforts, including social media.

11.3.3

K. Chiasson

Committee Member, K. Chiasson to provide a verbal update on the potential of Shuttle Buses. 

11.4

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.