MINUTES. ROAD WATCH COMMITTEE MEETING July 11, 2013, 7:00pm Committee Room #1 - Richmond Hill Town Hall

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1 Agenda rtem 3 MINUTES ROAD WATCH COMMITTEE MEETING July 11, 2013, 7:00pm Committee Room #1 - Richmond Hill Town Hall Members in Attendance: Marty Paulin, Jennifer Knowlton, Rajesh Albert ltwar, Bruce Chau, Kent Todd, Irene Sullivan, Priscilla Kam, Virginia Pereira, Town Staff I Police I Councillors Present: Traffic Engineer/George Chau, Councillor Godwin Chan, Constable Derek Traimer- York Regional Police #2 District, Members not in Attendance: Joan Deakin (Regrets), Michele Bussieres (Regrets) Kimberly Bryce (Regrets), Gary Thompson (Regrets), Ted Bunker (Regrets), Yvonne Mirlees (Regrets), Dave D'Silva,, Manager- Traffic/ Ahsun Lee, Councillor Greg Beros, Councillor Carmine Perrelli, Sgt. Joe Tanczos- YRP Liaison, Meeting called to order at 7:11 p.m. 1. Review of Meeting Minutes Review of the minutes from the June 13, 2013 meeting. There was some discussion about the Minutes from the June meeting and the clerk directive that minutes are only to reflect actions taken and not be a word for word account of what is being said. Heritage Day took place June 8, 2013 so correctly mentioned in the June 13, 2013 minutes. The receipt of the MTO funds was properly reflected in the minutes. Motion by Irene to amend the Minutes of the June 13, 2013 meeting removing all mention of appendix "A" and the referenced documents and that for committee purposes the appendix and referenced documents will be stored in a master binder that will be kept in the clerk's office. Carried The Minutes of the June 13, 2013 meeting are approved as amended. 2. General Update We had to cancel our attendance at Canada Day as we didn't have enough committee members available. 3. Police Report For the period of June 14, 2013 to July 11, reports received and 31 letters sent out. 23 letters were not sent and this was due to it not being a Road Watch incident, wrong jurisdiction and incorrect plate. 4. Events Committee Update E-vite for the Ward 3 BBQ sent out. If there is enough interest than we will have a table at the event. 01 9

2 5. Communications Committee Update Changed the Town of Richmond Hill website to include cell phones 6. Treasurer Report Motion moved by AI that the receipt submitted for payment to Bruce Chau in the amount of$ from Global Party Supplies be OK to pay and signed by both Marty and Kent Carried Going forward receipts presented at meetings, two executive members sign, they are approved by the Committee and to be recorded in the minutes, then submitted to the Town for payment I reimbursement. Moved by Kent and Carried We need an accurate accounting of finances to date I current. 7. Fundraising Committee Update 8. New Business and Items for Discussion We need to spend the $1, received from the Ministry of Transportation. We were looking at sandwich boards. Deferred to August meeting. Reminder that new business needs to be received by deadline to be added to the Agenda. Motion made that this means the Tuesday before the Thursday meeting. s- the cc: to all is still continuing and it needs to stop. This was discussed in June 2012 and a Motion was made and passed that when sending regrets or asking for agenda items, that only the relevant parties would be ed. 9. Upcoming Dates I Meeting Date and Time Location IAugust 8, 7:00 p.m Richmond Hill Town Hall, Committee Room 1 September 12, 7:00 p.m Richmond Hill Town Hall, Committee Room 1 E_v_e_n_t _D_a_te Event ~ ~ Adjournment Meeting adjourned at 8:20p.m.

3 MINUTES ROAD WATCH COMMITTEE MEETING October 10, 2013, 7:00pm Committee Room #1 - Richmond Hill Town Hall Members in Attendance: Marty Paulin, Kent Todd, Kimberly Bryce, Bruce Chau, Yvonne Mirlees, Gary Thompson, Joan Deakin, Irene Sullivan, Priscilla Kam, Virginia Pereira, Ted Bunker Town Staff I Police I Councillors Present: Traffic Engineer/George Chau, Superintendent Graham Beverley, Sgt. Derek Traimer - York Regional Police #2 District, Sgt. Nick Verruno- York Regional Police #2 District Members not in Attendance: Jennifer Knowlton (Regrets), Rajesh Albert ltwar (Regrets) Councillor Godwin Chan (Regrets), Dave D'Silva (Regrets) Manager-Traffic/ Ahsun Lee, Councillor Greg Beros (Regrets), Councillor Carmine Perrelli, Sgt. Joe Tanczos - YRP Liaison, Quorum reached and meeting called to order at 7:10p.m. 1. Review of Meeting Minutes No Minutes from the September 12, 2013 meeting as quorum not met and no official meeting. 2. General Update I Committee Chair Road Watch members attended the Crosby Park Family Fair but unfortunately severe rains eliminated crowds for the event. Noted that complaints presented by a member of Road Watch are being addressed by the Town Clerk's Office. Kent Todd reported that he will be attending the Regional Road Watch Committee Meeting on October 23, Police Report Superintendent Graham Beverley was introduced. He discussed the involvement of the police with the Road Watch program and complimented the work of the Road Watch committee. He noted that Road Watch letters assist the police in helping them target areas better. The Road Watch program is seen to support two goals: changing driving behavior and assisting with enforcement of road safety rules. For the period of September 12, 2013 to October 10, letters were sent out. The police noted that they would be present at the Ward 6 Community Fair 4. Events Committee Update E-vite for Santa Claus Parade. Discussion on planning for event. Road Watch bags will be handed out and will be filled with items from York Regional Police. Motion made by Kimberley Bryce and seconded by Ted Bunker that the Road Watch bags will only be stuffed with official Road Watch materials or York Regional Police materials. 021

4 There was some discussion about the procedure for preparing the bags for the parade. It was decided that this activity would be the focus of the next Road Watch Committee meeting. Ted Bunker agreed to arrange for pick up of the Road Watch bags from Alltwar and will store them in his garage. Stuffing of the bags will occur at the next meeting scheduled for November 14, Motion made by Bruce Chau and seconded by Priscilla Kam that $ be allocated to pay for dinner (pizza and drinks) for Road Watch Committee during next meeting during preparation of bags for Santa Claus Parade. Marty Paulin said he would send an to Committee members to attend the upcoming meeting to assist with prepping materials for the Santa Claus Parade. Discussion as to how to determine how many and what events the Road Watch Committee will participate in each year. Motion made by Irene Sullivan and seconded by Bruce Chau that all events seeking Road Watch Committee participation in the future including events not already scheduled for the 2013 year need to be put forth as a Motion to the Committee for consideration. Motion made by Bruce Chau and seconded by Irene Sullivan that the Road Watch Committee wil l attend and participate in /at the Richmond Hill Winter Carnival to be held in February Communications Committee Update AJ ltwar sent an indicating that he could not attend tonight's meeting but was working on an event, a child car seat and safety clinic to be held at Hillcrest Mall on October 27, 2013 from 10:00 a.m. to 2:00 p.m and Road Watch was invited to participate. Motion made by Ted Bunker and seconded by Bruce Chau that the Road Watch Committee accept the invitation to participate in the October 27, 2013 safety event to be held at Hillcrest Mall. Bruce Chau would send out e-vite for the event and see who was available to attend. 6. Treasurer Report The Treasurer reported that the current bank balance is $ and there were no new expenses to be reimbursed. Road Watch received $1, grant from the Ministry of Transportation. Motion made by Bruce Chau and seconded by Ted Bunker that the amount of $ be set aside for purchasing decorations for the Santa Claus Parade. Discussion about purchasing jackets for the Road Watch Committee members to assist with making the Road Watch message more visible at community events. Marty Paulin presented an oral quote for jackets from Dynamite Party Supplies- ($25.00 per jacket plus taxes) Motion made by Gary Thompson and seconded by Joan Deakin that the amount of $1, be put aside to purchase jackets with the Road Watch logo for Road Watch Committee members and associated Town Representatives (approximately 30 jackets. 7. Fundraising Committee Update No report New Business and Items for Discussion

5 Discussion about the need to provide members with a calendar of events and Bruce indicated that he would create a calendar of events and distribute to everyone. Motion made by Kimberley Bryce and seconded by Kent Todd that the Road Watch Committee cancel the December meeting of the Committee and resume meeting in January Upcoming Dates Meeting Date and Time Location Richmond Hill Town Hall, Committee Room 1 Event Date November 25, 2013 f Event Richmond Hill Santa Claus Parade Adjournment Meeting adjourned at 8:38p.m. 023

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7 MINUTES ROAD WATCH COMMITTEE MEETING November 14, 2013, 7:00pm Committee Room #1 - Richmond Hill Town Hall Members in Attendance: Marty Paulin, Kent Todd, Jennifer Knowlton, Kimberly Bryce, Bruce Chau,Yvonne Mirlees, Joan Deakin, Irene Sullivan, Priscilla Kam, Virginia Pereira, Rajesh Albert ltwar Town Staff I Police I Councillors Present: Traffic Engineer/George Chau, Sgt. Nick Verruno- York Regional Police #2 District Members not in Attendance: Gary Thompson (Regrets), Ted Bunker (Regrets) Councillor Godwin Chan (Regrets), Dave D'Silva (Regrets) Manager - Traffic/ Ahsun Lee, Councillor Greg Beros (Regrets), Councillor Carmine Perrelli, Sgt. Joe Tanczos YRP Liaison, Meeting called to order at 7:20 p.m 1. Review of Meeting Minutes Minutes from October 10, 2013 approved as amended. 2. General Update I Committee Chair Town Clerk is still dealing with the issues of the Committee. 3. Police Report For the period of October 11, 2013 to November 14, reports and 26 spoilt. 4. Events Committee Update Santa Claus Parade is the next event. All participants are required to sign a waiver before being allowed to participate. This is now Richmond Hill protocol. Car seat clinic was a success. St. John's Ambulance, York Regional Police and Richmond Hill Fire were involved. We had a booth beside St. John's Ambulance and during the event did 26 seats. Possibly do it again or something like it. Maybe in the Spring concentrate on bicycles. Discussion about targeting teen drivers - car shows etc. 5. Communications Committee Update 6. Treasurer Report 7. Fundraising Committee Update 025

8 8. New Business and Items for Discussion Decorating the float in the Agri building starting a 11 :00 am. 9. Upcoming Dates Meeting Date and Time Location January 8, 2014@ 7:00p.m Richmond Hill Town Hall, Committee Room r- Event Date November 25, 2013 Event Richmond Hill Santa Claus Parade Adjournment Meeting adjourned at 8:00p.m. 026