AGENDA NELSON MANDELA DAY TASK FORCE THURSDAY, MAY 24, 2018 3:00 P.M. CHARLIE WARD ROOM, BRANTFORD CITY HALL 100 WELLINGTON SQUARE BRANTFORD, ONTARIO Julia Sippel Council & Committee Services Coordinator Please note: Agenda is available online at www.brantford.ca Accessible formats and communication supports available upon request. For more information, please contact the City of Brantford Municipal Accessibility Coordinator by telephone at (519) 7594150 or by email at accessibility@brantford.ca
NELSON MANDELA DAY TASK FORCE Page 2 AGENDA May 24, 2018 1. ROLL CALL NELSON MANDELA DAY TASK FORCE AGENDA THURSDAY, MAY 24, 2018 3:00 P.M. CITY HALL, CHARLIE WARD ROOM 2. DECLARATIONS OF CONFLICTS OF INTEREST 3. DELEGATIONS (list, if any, available at meeting) 4. ITEMS FOR CONSIDERATION 2018 Nelson Mandela Day Activities Take Action. Inspire Change. Make every day a Mandela Day. Mission Statement: "To inspire and empower people in our community to honour Nelson Mandela s legacy through acts of volunteerism." 4.1 2018 Nelson Mandela Day Activities 4.1.1 Review of May 16 Public Information Session 4.1.2 Storage of Nelson Mandela Materials 4.1.3 Budget Review 4.1.4 Upcoming Events 5. CONSENT ITEMS 5.1 Minutes THAT the following minutes BE APPROVED: 5.1.1 Nelson Mandela Day Task Force May 7, 2018 5.1.2 Nelson Mandela Day Task Force May 16, 2018
NELSON MANDELA DAY TASK FORCE Page 3 AGENDA May 24, 2018 6. NEXT MEETINGS 7. ADJOURNMENT To Be Determined
Mandela Day Budget Item Line Budget $2,000 $2,000 $2,000 2016 2017 2018 Expositor $ 501.44 $ 120.00 Two Row Times Brant News $ 80.00 $ Posters Social Media FB & Twitter Ads $ 250.00 Business Cards $ 124.30 $ $ 625.74 $ 450.00 $ Canada Day Booth $ 75.00 $ 125.00 $ 75.00 tshirts ($7.75 each) $ 1,071.24 $ $ 1,071.24 tshirts ($7.95 each) $ 209.22 $ Pens $ $ $ 350.00 Flag raising $ 130.00 $ 10x10 canopy (one time buy) $ $ 1,393.29 Tent Weights $ $ $ Refreshments $ $ $ 44.68 Springtime in Paris $ 25.00 Taco Fest Booth $ 40.00 $ 40.00 $ 1,485.46 $ 1,558.29 $ 1,605.92 $2000 Budget $ 2,111.20 $ 2,008.29 $ 1,605.92
1. ROLL CALL NELSON MANDELA DAY TASK FORCE MINUTES MONDAY, MAY 7, 2018 3:00 P.M. CITY HALL, CHARLIE WARD ROOM Present: Regrets: Karen Towler, Derek Bond, Councillor Antoski, Oliver Masakure, Councillor Neumann, Councillor Antoski Suleiman Yacoub, John Howe 2. DECLARATIONS OF CONFLICTS OF INTEREST None. 3. DELEGATIONS (list, if any, available at meeting) 4. ITEMS FOR CONSIDERATION 2018 Nelson Mandela Day Activities Take Action. Inspire Change. Make every day a Mandela Day. Mission Statement: "To inspire and empower people in our community to honour Nelson Mandela s legacy through acts of volunteerism." 4.1 2018 Nelson Mandela Day Activities 4.1.1 Review of Volunteer Fair April 24 th, 2018 O. Masakure stated that the Volunteer Fair went well in the morning and some people were interested in the May 16 th information session. D. Bond informed that there were ten people on the list by the end of the volunteer fair. D. Bond is temporarily holding onto the Nelson Mandela Day Task Force items including the tent and other items. The Task Force needs to find out where it will be housed by this meeting or the next meeting. The Committee needs to ensure there are enough people to cover booths for all events that they are signed up for.
NELSON MANDELA DAY TASK FORCE Page 2 MINUTES May 7, 2018 4.1.2 Planning for Nelson Mandela Day Information Session on May 16, 2018 J. Sippel will bring the laptop and projector to the information session. People are asked to arrive at 6 pm and in their Nelson Mandela Day Tshirts. Signs will be made for the door as well so people know where to go. K. Towler will bring the presentation on a USB Stick J. Sippel will email the persons who signed up at the volunteer fair to inform them of the meeting. K. Towler will bring the coffee and some cookies to the meeting. O. Masakure will bring the water to the meeting. The format for the meeting will be the same as previous. O. Masakure welcoming the group, K. Towler presenting and D. Bond providing closing remarks. J. Sippel will send out the social media requests to the Communications department. 4.1.3 Storage of Nelson Mandela Materials The Task Force discussed a location for the Nelson Mandela Day items as Parks and Recreation is no longer a viable option. O. Masakure stated that the Tshepo office is a possibility. There is also a possibility that a new member from after the May 16 th meeting will be able to house or store these items. If a space is necessary as well, Councillor Neumann could use part of the Ward 5 office as a storage place for a short term period. At the next meeting, the location will be decided. 4.1.4 Ordering of Nelson Mandela Pens/Shirts The Task Force discussed ordering more shirts from the budget as well as pens. The group decided on ordering the Macaw Pen type in Orange to say Make everyday a Mandela Day.
NELSON MANDELA DAY TASK FORCE Page 3 MINUTES May 7, 2018 Moved by Derek Bond Seconded by Karen Towler THAT Staff BE APPROVED to duplicate the previous shirt order for production. CARRIED Moved by Karen Towler Seconded by Derek Bond THAT Staff BE APPROVED to order 500 units of the Macaw Pen in Orange with an upset limit of $400. CARRIED 4.1.5 Upcoming Events Sign Up The Task Force discussed the need for two members to be manning the booth at any time for each of the events that the Task Force has signed up for. This item has been moved to after the information session in case some persons who show up are interested in volunteering some time at the booth. The Task Force agreed that if there is not an equal distribution of persons covering the booths for events that the Task Force will have to cancel their involvement in events. The Task Force discussed quorum and decided that if a meeting does not have quorum within 24 hours of the meeting that it will be cancelled. 5. CONSENT ITEMS 5.1 Minutes Moved by Councillor Neumann Seconded by Karen Towler THAT the following minutes BE APPROVED: 5.1.1 Nelson Mandela Day Task Force March 26, 2018 CARRIED
NELSON MANDELA DAY TASK FORCE Page 4 MINUTES May 7, 2018 6. NEXT MEETINGS Nelson Mandela Day Public Information Session Wednesday, May 16, 2018 6:30 p.m. May 24, 2018 at 3 p.m. 7. ADJOURNMENT
1. ROLL CALL NELSON MANDELA DAY TASK FORCE PUBLIC INFORMATION SESSION MINUTES WEDNESDAY, MAY 16, 2018 6:30 P.M. Present: Regrets: Councillor Antoski, Councillor Neumann, Derek Bond, Karen Towler, Oliver Masakure Suleiman Yacoub, John Howe Staff Present: Julia Sippel 2. DECLARATIONS OF CONFLICTS OF INTEREST There were no declarations of conflicts of interest. 3. PUBLIC INFORMATION SESSION 3.1 Opening Statements 3.1.1 Chair Opening Statements and Welcome Oliver Masakure introduced the group to the persons present. He provided an overview of the Nelson Mandela Day Task Force and what the purpose of the task force has been. O. Masakure encouraged volunteerism throughout the City of Brantford. 3.1.2 Nelson Mandela Day Task Force Presentation Karen Towler K. Towler presented the Nelson Mandela Day Presentation. A copy is in the original meeting file. Members of the public asked how many community meetings they have held and if they have considered doing their presentation to community groups rather than asking them to come to these meetings. Councillor Neumann informed this is the second meeting and that the Task Force has considered reaching out to the groups in the public. Task Force members decided that they would reach out to a few different community groups. D. Bond will connect with the Kinsmen Club Councillor Neumann will reach out to the Kiwanis Group
NELSON MANDELA DAY TASK FORCE Page 2 PUBLIC INFORMATION SESSION MINUTES May 17, 2018 Councillor Antoski will reach out to the Downtown Central Neighbourhood Association J. Howe will be asked to speak to the Lions Club Persons present were invited to attend the next Nelson Mandela Day Task Force Meeting at City Hall on May 24, 2018. 4. ADJOURNMENT The meeting adjourned at 7:20 p.m.