NELSON MANDELA DAY TASK FORCE Agenda Package FEBRUARY 22, 2016
NELSON MANDELA DAY TASK FORCE AGENDA MONDAY, FEBRUARY 22, 2016 3:00 P.M. CITY HALL, CHARLIE WARD ROOM Derek Bond in the Chair 1. ROLL CALL ELECTION OF VICE-CHAIR FOR 2016 Deferred from the February 8, 2016 meeting 2. ITEMS FOR CONSIDERATION 2.1 2016 Nelson Mandela Day Event Make every day a Nelson Mandela Day, Date: National Volunteer Week April 10 to 16, 2016 Increase Student Involvement Formal event recognition and celebration on July 18 o Story-telling of activities, events and experiences that have occurred Canada Day Festival for promotion Ideas on how to Launch the event during National Volunteer Week 2.2 Recruitment of Additional Voting Member (1 Vacancy still remaining) & Encouragement for Non-Voting Volunteers (who may like to participate/support our 2016 roll-out) 2.3 Networking and Information Sharing re: 2016 Simcoe Day Activities D. Bond 3. CONSENT ITEMS 3.1 Minutes THAT the minutes of the Nelson Mandela Day Task Force meeting on February 8, 2016 BE APPROVED.
NELSON MANDELA DAY TASK FORCE Page 2 AGENDA February 22, 2016 4. NEXT MEETINGS Monday March 7, 2016 at 3 p.m. City Hall, Charlie Ward Room Monday March 21, 2016 at 3 p.m. City Hall, Charlie Ward Room Monday April 4, 2016 at 3 p.m. City Hall, Charlie Ward Room 5. ADJOURNMENT
NELSON MANDELA DAY TASK FORCE MINUTES MONDAY, FEBRUARY 8, 2016 3:00 P.M. CITY HALL, CHARLIE WARD ROOM 1. ROLL CALL Present: Regrets: Staff: Suleiman Yacoub, John Howe, Derek Bond, Ines Sousa-Batista, Councillor Neumann, Councillor Antoski, Kara Morris (3:11), Jane Anwan (3:30) Oliver Masakure Maria Visocchi, Jennifer Middleton, Laurie Schunk ELECTION OF CHAIR AND VICE-CHAIR FOR 2016 L. Schunk conducted the election for Chair and Vice-Chair of the Nelson Mandela Day Task Force. Chair The following nomination was received: Derek Bond Derek Bond confirmed that they would allow their name to stand for Chair. Hearing no further nominations, Derek Bond was acclaimed as Chair of the Nelson Mandela Day Task Force for the year 2016. Vice-Chair The Task Force agreed to defer the election of Vice-Chair to the next meeting.
NELSON MANDELA DAY TASK FORCE Page 2 MINUTES February 8, 2016 2. ITEMS FOR CONSIDERATION 2.1 Review of 2015 Event and Committee Report Approved at City Council December 21, 2015: Nelson Mandela Day Task Force Nelson Mandela Day 2015 Event Summary A. THAT the summary provided by the Nelson Mandela Day Task Force regarding the post event analysis of the 2015 Nelson Mandela Day event BE RECEIVED; and B. THAT the following recommendations brought forward by the Nelson Mandela Task Force to increase level of community participation in 2016 BE ADOPTED: List of volunteer options to identify specific opportunities rather than outline of partnering organizations i.e. Things You Could Do To Make a Difference ; Membership of the Task Force to be expanded to include Neighbourhood Associations and Church Groups; Develop and implement a communications plan targeted specifically to students much earlier in the year, for example, in March to leverage requirement for volunteer hours; Work closely with City s existing Volunteer network/volunteer Brantford to cross promote efforts; Engage Rogers TV to film features of volunteers completing 67 minutes of service pre, during and post July 18; Work closely with media to plan/set up live coverage of volunteers completing their 67 minutes of service on July 18; and Given July 18 will fall on a Sunday in 2016, the Task Force will develop alternate event format options for Council s consideration C. THAT the composition of the Nelson Mandela Day Task Force BE AMENDED to include the following: At least one Member of City Council Two representatives from BRAVA (Brant Regional Association of Volunteer Administrators) 1 representative from the Tshepo Institute for the Study of Contemporary Africa (through Laurier Brantford) 5 Citizen Members D. THAT the City Clerk s Department BE DIRECTED to fill these vacancies in accordance with the City s Appointments Policy; and
NELSON MANDELA DAY TASK FORCE Page 3 MINUTES February 8, 2016 E. THAT the election of the Chair and Vice-Chair of the Nelson Mandela Day Task Force BE HELD at the Task Force s next meeting, following the appointment of all members; and F. THAT the Nelson Mandela Day Task Force BE FUNDED to an upset limit of $2,000 through the Casino Reserve Fund for activities planned in conjunction with Nelson Mandela Day in 2016. The Task Force reviewed the final report of the 2015 Nelson Mandela Day Task Force and noted the recommendations in moving forward with the planning for the 2016 event. 2.2 Next Steps 2.2.1 Next Steps 2.2.2 Planning for the 2016 Event 2.2.3 Other areas for discussion D. Bond reviewed the 2015 event and the challenges to gather support for July 18, which is during the summer months. He suggested that the celebration be changed to be held on April 10 to the 16 th, which coincides with National Volunteer Week. This would tie into celebrating volunteerism, which was a focus of Nelson Mandela. This would also allow more involvement with students and the local schools. D. Bond noted that he has made initially inquiries with a representative of the Grand Erie District School Board and they are very open to participating in this event. J. Howe suggested that the Task Force should approach the School Board administration as well as the Student Council to gather support for the event. He noted that there are daily messages that can be used in all the schools to remind the students of events, activities and the intent of the Day. Councillor Neumann felt that whenever the celebration is held, there should be some formal recognition of activities that happened in his honor. J. Middleton felt that the Canada Day event could be used as a vehicle to promote how the community came together to celebrate Mandela and continue the intent of the original mandate of Nelson Mandela Day. Councillor Neumann suggested that there still be an outlet to register their volunteer opportunity or activity, changing the date to Volunteer Week would allow a longer period for the community to choose their volunteer. Reference was made to the tag line - Make every day a Nelson Mandela Day, and while activities may not be on July 18, the intent of the Day will be upheld. Councillor Antoski supported the concept of the tag line and focusing on starting the date during Volunteer Week and ending it with the celebration on July 18.
NELSON MANDELA DAY TASK FORCE Page 4 MINUTES February 8, 2016 M. Visocchi supported building awareness around volunteerism and in the spirit of Nelson Mandela Day. She felt that an actual event may not be needed but more of a central registration and story-telling of volunteer experience would be more beneficial. J. Middleton concurred with M. Visocchi s ideas and further noted that as part of the registration form, there should be a question on if they are open to being part of media promotion. She suggested that individual feel good stories are more beneficial for promotion of the spirit of Nelson Mandela than specific activities. The Task Force felt that if the volunteerism is left more open ended, it will give people the opportunity to help with their project or initiative without too much red tape and procedures to follow. Recognition of Nelson Mandela s life should be more of a movement and not just a specific day. The sharing of the stories in the media that have occurred between April to July can be done on July 18, which would be appropriate to celebrate Mandela Day. Moved by J. Howe Seconded by Councillor Antoski THAT launch of the 2016 Nelson Mandela Day BE LAUNCHED during 2016 Volunteer Week. CARRIED All Members were encouraged to consider how to launch the Nelson Mandela Day during the 2016 Volunteer Week. 3. CONSENT ITEMS None NEXT MEETING Monday, February 22, 2016 at 3 p.m. City Hall, Charlie Ward Room 4. ADJOURNMENT The meeting adjourned at 3:39 p.m.