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Wilmot Canada Day Event Task Force
May 20, 2025
Declared interests
Member E. Pennerwith this item, and recused themselves from voting
What was decided (16 motions)
14 carried, 2 recorded otherwise. Every motion below is printed as the minutes print it.
THAT the Wilmot Canada Day Event Task Force Meeting on May 20, 2025 be called to order at 6:30 p.m.
Moved by A. Stevenson, seconded by J. Divita
Carried
THAT the Committee does now recess at 6:51 p.m. to reconvene in 15 minutes at the Wilmot Recreation Complex in Wayne Roth Meeting Room.
Moved by A. Stevenson, seconded by L. Divita
Carried
THAT the Committee does now reconvene at 7:09 p.m.
Moved by E. Penner, seconded by A. Stevenson
Carried
THAT the Minutes of the May 6, 2025 Wilmot Canada Day Event Task Force be adopted as presented.
Moved by L. Divita, seconded by A. Stevenson
Carried
THAT the motion be amended to strike June 1, 2025 and be replaced with June 6, 2025.
Moved by A. Stevenson, seconded by J. Divita
Carried
THAT the Committee establish a deadline of June 6, 2025 for the following: Vendor applications; Sponsorships; and Volunteer applications.
Moved by P. Mackie, seconded by B. Roth
Carried
THAT the Committee authorize an expenditure of $2,665.50 for the purpose of securing security services for the event from 12:30 p.m. to 10:30 p.m.
Moved by A. Stevenson, seconded by E. Penner
Carried
THAT the Committee authorize an expenditure of $250 + HST for the purchase of photo release signage.
Moved by B. Roth, seconded by L. Divita
Carried
THAT the Committee select revised banner design option # 1 as the Canada Day banner as identified in Attachment A - Banner Design.
Moved by A. Stevenson, seconded by E. Penner
Carried
THAT the Committee authorize an expenditure up to $1500.00 + HST for professional face painting services.
Moved by B. Roth, seconded by A. Stevenson
Carried
THAT the Committee Reconsider the following resolution: THAT the Committee approves the Optimist of New Hamburg being the primary food vendor for the 2025 Wilmot Canada Day Event.
Moved by A. Stevenson, seconded by P. Mackie
Carried
THAT the Committee approves the Optimist of New Hamburg being the primary food vendor for the 2025 Wilmot Canada Day Event.
Moved by A. Stevenson, seconded by S. Hammer
Defeated
THAT "primary food vendor" be defined as a business, or service club engaged in preparing and serving warmed or cooked substantial food items intended for immediate consumption, and substantial food means dishes that can be reasonably served as a complete meal, rather than snacks, desserts or beverages; THAT the Committee approves the Optimist of New Hamburg being the primary food vendor from the commencement of the event until 7:00 p.m.; and, THAT the Committee authorizes additional primary food vendors from 7:00 p.m. to the end of the event.
Moved by B. Roth, seconded by A. Stevenson
Carried
THAT we do now adjourn to meet again on June 17, 2025 or at the call of the Chair.
Moved by B. Roth, seconded by J. Divita
Carried
7 THAT the Committee select revised banner design option # 1 as the Canada Day banner as identified in Attachment A - Banner Design.
Moved by A. Stevenson, seconded by E. Penner
Carried
THAT the Committee approves the Optimist of New Hamburg being the primary food vendor for the 2025 Wilmot Canada Day Event. 9