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May Day Task Force
(As Revised 2008)
Establishment and Authority
The Special
Event Task Force is a special Task Force established by City Council resolution
to which Council will appoint citizens in consultation with the Community and
Civic Events Program Coordinator.
Composition
The composition of the May Day Task Force shall be:
Community Members
There will be members selected from the
community to sit on the Task Force. The
number ranges from four to ten. The Mayor
appoints these members. The Mayor will
appoint the Chairperson of the Task Force.
Staff Resource
The Parks and Recreation Community and Civic
Events Program Coordinator will sit on the Task Force as support staff. The Director of Parks and Recreation and the
Deputy Director of Parks and Recreation will also be a staff resource to the
Task Force.
Duties and Responsibilities
The primary
role of the Task Force is to provide a family-oriented festival accessible to
the communities at large. The Task
Forces’ responsibilities are to act as the primary coordinators for the
festival in the following areas (illustrative but not exclusive to):
-
Entertainment
/ Community Showcase
-
Food
/ Concessions
-
Logistics
- Organization
- Promotions
- Administrative
duties
-
Security
- Special
Activities and Events
- Street
Festival / Street Dance
- Volunteer
Coordination
- Other
related events and activities
To develop a subcommittee, as necessary, to assist with their roles in the planning process and the day’s of the event.
To coordinate and support the efforts of the organizations / individuals and subcommittee(s) involved in offering the activities that contribute to the May Day event.
To work in cooperation with the City of Port Coquitlam.
With
moneys allocated to Community Events (approved by Council), ensure proper
financial
management
is maintained for an optimum program or events.
To report to the Community and Civics Event Coordinator with any questions or concerns.
Procedures
The Task
Force shall meet on a regular basis at the call of the Chairperson. Place and time to be determined by the
Chairperson.
Agenda and minutes for each Committee meeting shall be prepared and distributed in a timely manner. The distribution list for Committee Agendas and minutes shall include a full package Agenda to all Council members, an email copy of the Agenda page only to Department Heads and an email copy of minutes to Council and Department Heads. The original Agenda and the signed copy of the minutes are forwarded to the Corporate Officer. The senior staff resource person assigned to the Committee has the responsibility of ensuring that the foregoing is carried out.
Appointment
and Term
The City
shall recruit potential candidates through the volunteer application process. Parks and Recreation Department staff shall
review applicants and submit recommendations to the Parks and Recreation
Committee. The Parks and Recreation
Committee shall determine and endorse final Task Force membership to be
forwarded to the Mayor for appointment.
Timing of
the selection process shall be consistent with the event’s schedule,
approximately nine months prior to the event.
Members
shall be appointed annually by City Council according to the process outlined
above.
Members
shall elect from among their ranks a Chair.
The terms of this position shall be one year. A Chair shall serve no more than three
consecutive one-year terms in that office.
Member may stand for re-appointment at the conclusion of their term.
