NELSON MANDELA DAY TASK FORCE

Transcription

1 NELSON MANDELA DAY TASK FORCE Agenda Package JUNE 4, 2015

2 NELSON MANDELA DAY TASK FORCE AGENDA THURSDAY, JUNE 4, :00 P.M. COUNCIL CHAMBERS, BRANTFORD CITY HALL Councillor Neumann in the Chair 1. ROLL CALL 2. ITEMS FOR CONSIDERATION Nelson Mandela Day Agenda for Nelson Mandela Day - July 18, 2015 o Opening Ceremony - Guest Speaker Dr. Ronda Howard-Hassman of Laurier o Use of City Hall Parking Lot for Parking for Opening and Closing Ceremonies o Location of Opening and Closing Ceremonies o Food for Wrap Up Registration for Groups and Volunteers Communication, Marketing and Promotion o Canada Day Booth o Media Coverage Update o 2015 Poster Budget Nelson Mandela Movie July 16, CONSENT ITEMS 3.1 THAT the of the Nelson Mandela Day Task Force meeting held on May 26, 2015 BE APPROVED. 4. NEXT STEPS 5. ADJOURNMENT

3 NELSON MANDELA DAY TASK FORCE MINUTES TUESDAY, MAY 26, :00 P.M. COUNCIL CHAMBERS, BRANTFORD CITY HALL Councillor Neumann in the Chair 1. ROLL CALL PRESENT: Councillor Neumann, Councillor Utley, Kevin Noseworthy, Derek Bond REGRETS: Councillor Antoski STAFF: Laurie Schunk, Jennifer Middleton, Erin Griffin Also in attendance: Oliver Masakure Ines Sousa-Batista Jane Anwar Maya Yacoub Ngozi Kwokovo Suleiman Yacoub 2. ITEMS FOR CONSIDERATION 2.1 Community Involvement Councillor Neumann introduced Kevin Noseworthy, President and Derek Bond, Vice- Present of BRAVA, who have been recently appointed by Council to the Task Force. The Task Force and guests were provided information on BRAVA s involvement and partnership. D. Bond, Vice-President of the Brant Regional Association of Volunteer Administrators (BRAVA) outlined how BRAVA s membership will support the City of Brantford s Nelson Mandela Day of Caring Task Force. He explained how the organization would contribute to the Mandela Day Task Force by describing how their membership actively promotes volunteerism through educational workshops, special recognition events, promotion of volunteer opportunities and by providing a network in which volunteer administrators can share ideas and best practices. D. Bond advised that BRAVA is excited about supporting this event and they have an extensive networking system that can be used to promote the event in the community.

4 NELSON MANDELA DAY TASK FORCE Page 2 Councillor Neumann noted that Council felt that there should be a more leadership role from the community for this event and BRAVA is a good fit to meet this goal. It was noted that July 18, 2015 falls on a Saturday and the Task Force discussed the items that need to be completed to promote the event. The following were identified: Agenda for Nelson Mandela Day - July 18, 2015 The Task Force reviewed the agenda from the 2014 event, as follows: 8:30 Opening Ceremonies Commence 8:45 to 9:15 Town Crier, Mayor Friel and Guest Speaker 9:15 Mandela Reflection 9:25 to 10 break out for 67 minutes of volunteering 12 noon Wrap up and barbecue J. Middleton has booked the Town Crier for the event. Councillor Neumann hoped that the time period for volunteering continues to be flexible to ensure that all activities are recognized. I. Sousa-Batista spoke to the benefits of organizing some volunteer opportunities in the downtown to keep everyone focused. She felt that last year there was a disjointed period of time when everyone broke up to do their volunteering and it would be nice to keep the flow of the day. J. Middleton noted that the Random Act of Kindness is a model that could be followed and also spoke to a special project that could be undertaken by a large group of people who wish to stay in the downtown. Councillor Neumann also hoped that the community involvement and participation would continue so it is not limited to certain agendas. D. Bond commented on the benefits of leaving the volunteer window or period open to allow for maximum participation throughout the community. In response to questioning, J. Middleton spoke to the registration process that was followed last year and it is hoped that there is an opportunity this year for on-line registration to make the process even easier. K. Noseworthy noted that BRAVA can assist with registration and be the main point of contact. He suggested that a map identifying points of interest for volunteering and broken down into categories, such as with children. J. Middleton will work with BRAVA to complete the registration process. It was suggested that MyBrantford, which is a community calendar and available to the public - may be a good tool to use to promote activities and have people subscribe to the event and then would be able to get updates on anything new being added.

5 NELSON MANDELA DAY TASK FORCE Page 3 The Task Force discussed how to organize this event while also being aware of the car show event also occurring at the same time. The Members discussed various locations for the Opening and Wrap up Ceremonies. Mohawk Park, RAK and Tourism Centre were possibilities. K. Noseworthy noted that BRAVA, J. Middleton and M. Yacoub will research the venues identified and bring back all the information to the Task Force for consideration. Opening Ceremony - Guest Speaker Dr. Ronda Howard-Hassman of Laurier O. Masakure, Director of Tshepo Institute of Laurier advised that Dr. Howard- Hassman will speak on July 18 for the Opening Ceremonies to speak to the topic of human rights. It is hoped that the Sanderson Centre or Victoria Park would be available. The Task Force was advised that the Car Show is also being held in the downtown on July 18 and this would be a good fit to generate interest. D. Bond offered to contact the Sanderson Centre to inquire about the availability of the facility. It was felt that if the Sanderson Centre is unavailable, Laurier may have a lecture hall that could be used. O. Masakure provided information on the Laurier Nelson Mandela Lecture Series and felt that this is a good promotional opportunity. There would need to be someone to introduce, thank and gift presentation for the Guest Speaker. J. Middleton, E. Griffin and O. Maskakure will be responsible for taking on the role of organizing for the Speaker during Opening Ceremonies. Communication, Marketing and Promotion o Using Transit Buses to display and promote Nelson Mandela Day 5 days before event. This was approved by Council as part of the Nelson Mandela Day Task Force Report, as follows: F. THAT staff BE DIRECTED to provide a display promoting the Nelson Mandela Day on July 18 th on City transit buses for the five days leading up to July 18, o Media Coverage D. Bond offered to contact Brant News to inquire about coverage for this event. He also offered to make contact at the Brantford Expositor. Both D. Bond and K. Noseworthy will work with the City s Communication Department to develop a plan.

6 NELSON MANDELA DAY TASK FORCE Page 4 Councillor Utley suggested that Rogers Cable be contacted to have an interview with some Members of the Task Force or representatives in the community. Maria Visocchi, Manager of Communications has agreed to be involved to continue to promote this event through the media coverage. Councillor Neumann suggested that a media release be sent out after each Task Force meeting to get people starting to think about how they can participate. o A Booth at Canada Day Festival J. Middleton will arrange for a promotional booth at the Brantford Canada Day festival. K. Noseworthy suggested that a standardized form be created to ensure consistency one should be for organizations to register and the other should be for volunteers to register. M. Yacoub offered to Chair the Booth and work with J. Middleton to create a more inviting opportunity for people attending Canada Day. Canadian Truth and Consideration deadline May 31, 2015 It was noted that on May 31, 2015 the deadline for participation for the Canadian Truth and Consideration Committee. It was felt that given what Nelson Mandela stood for is very similar to what is happening in Canada. D. Bond will contact Maria Visocchi to discuss how we can introduce a media release near May 31 to tie the two events together Poster The Task Force reviewed the 2014 Poster and made the necessary changes. J. Middleton noted the changes and will have the poster reproduced for promotion of the 2015 event, with the agenda being as follows: 8:30 Opening Ceremonies 8:45 Town Crier 9:00 to 9:30 Guest Speaker 9:30 to 12:30 67 minutes of volunteerism 12:30 Wrap up Ceremonies

7 NELSON MANDELA DAY TASK FORCE Page 5 Nelson Mandela Movie July 16, 2015 The Nelson Mandela Movie will be shown at Harmony Square on July 16 and J. Middleton noted that this is a high profile opportunity to get the word out two days before the day of the event. Funds for 2015 Nelson Mandela Day Event It was noted that Council has approved the following funds: E. THAT the Nelson Mandela Day Task Force BE FUNDED to an upset limit of $2,000 to promote the event and show the Nelson Mandela Movie and the funds be taken from the Casino Reserve Funds; and The Task Force agreed to allocate the following funds: The Nelson Mandela Day movie - $300 Food for Wrap Up event - $300 Marketing and Promotions - $800 (including a banner for the Canada Day Booth) Local High School Students Volunteer Hours D. Bond wondered if it would be beneficial to get on the agenda of both School Board meetings to get their students and staff involved. J. Middleton noted that through the City, they can promote the volunteerism of the students through each Guidance Counsellors Office. 3. CONSENT ITEMS 3.1 Moved by Councillor Utley Seconded by K. Noseworthy THAT the of the Nelson Mandela Day Task Force meeting held on April 21, 2015 BE APPROVED. CARRIED

8 NELSON MANDELA DAY TASK FORCE Page Status of Nelson Mandela Task Force Report The Task Force and guests were advised that the following was approved at the City Council meeting of May 19, 2015: Committee of the Whole Operations and Administration Report # Nelson Mandela Day Task Force - Nelson Mandela Day 2015 Activities A. THAT the update provided by the Nelson Mandela Day Task Force regarding the Nelson Mandela Day event BE RECEIVED; and B. THAT the Council of the Corporation of the City of Brantford PROCLAIM July 18, 2015 as Nelson Mandela Day in the City of Brantford and encourage all to participate by attending the presentation of the Nelson Mandela movie in Harmony Square on July 16, 2015 and by registering their intention to devote 67 minutes of their time to helping others in honour of Nelson Mandela s legacy; and C. THAT the offer from the Brant Regional Association of Volunteer Administrators (BRAVA) to partner with the City of Brantford in coordinating the 2015 Nelson Mandela Day activities BE ACCEPTED; and D. THAT the composition of the Nelson Mandela Day Task Force BE INCREASED to include the President and Vice-President of the Brant Regional Association of Volunteer Administrators (BRAVA); and E. THAT the Nelson Mandela Day Task Force BE FUNDED to an upset limit of $2,000 to promote the event and show the Nelson Mandela Movie and the funds be taken from the Casino Reserve Funds; and F. THAT staff BE DIRECTED to provide a display promoting the Nelson Mandela Day on July 18 th on City transit buses for the five days leading up to July 18, NEXT STEPS Next Steps: Members to report back at the next Task Force meeting

9 NELSON MANDELA DAY TASK FORCE Page 7 5. ADJOURNMENT The meeting adjourned at 2:28 p.m.