Committee

Committee | Bylaws & Constitution

The Regina Canada Day Committee (RCDC) was formed to organize this annual event and ensure its success by providing a place to celebrate, showcasing local talent and offering a variety of activities for everyone to enjoy. This event is open to all members of the public, including those with physical limitations, and is organized so that all members of society may enjoy it. 
 

Our VISION is to instill pride in Canada as a country embracing freedom and democracy.

Our MISSION is to stage a successful and festive event on July 1st annually to allow citizens to celebrate Canada’s birthday in a meaningful way.

Our MANDATE is to provide an event for Canadians to join friends, family and fellow citizens to:

• celebrate Canada’s birthday;
• showcase local talent;
• showcase the many cultures that make up Canada;
• recognize and respect our heritage and diversity;
• encourage patriotism;
• generate pride in our nation.

Committee Officers & Members are:

Chair

• 1. Facilitate meetings.
• 2. Spokesperson for the committee.
• 3. Act as Ex-officio on all committees.
• 4. Liaise with the Office of the Lieutenant Governor.
• 5. Keep up to date on federal/provincial/Wascana Centre protocol issues as the effect RCDC.
• 6. Create/update and communicate RCDC protocol.
• 7. At the discretion of the chair, any of the above duties may be delegated.
• 8. Voting Officer.

Vice-Chair

• 1. Assist the Chair of the committee as required.
• 2. Act as the Chair in the absence of Chair.
• 3. Act as the Secretary in the absence of the Secretary.
• 4. Participate on Finance Committee for the purpose of assisting the development of sponsorship packages.
• 5. In the case of Canadian Heritage not participating in the official ceremony (as in 2007) lead a team to format these ceremonies.
• 6. At the discretion of the Vice-chair, any of the above duties may be delegated.
• 7. Voting Officer.

Secretary

• 1. Record meeting notes and circulate to membership in a timely fashion.
• 2. Receive agenda items from the membership and prepare agenda.
• 3. Receive communications and respond with appropriate action.
• 4. Receive sub-committee meeting notes and update The Committee in the absence of sub-committee member.
• 5. Manage up to date and ongoing records of the RCDC.
• 6. Maintain ongoing correspondence.
• 7. Voting Officer.

Treasurer

• 1. Create a finance team. Call Finance committee meetings on an as need basis.
• 2. Receive all monies from the committee, give receipts and deposit monies into bank account.
• 3. Report financial status at each meeting stating income and expenses and outstanding accounts.
• 4. Prepare cheques for signatures in a timely fashion (For reference See Constitution and Bylaws Article XI).
• 5. Follow up on all outstanding accounts receivable.
• 6. Ensure annual return filed with Corporations Branch and file any amendments deemed necessary.
• 7. Prepare year end statement.
• 8. Ensure insurance policies are in place.
• 9. Research and apply for grants (City of Regina, Department of Culture, Youth and Recreation, Canadian Heritage).
• 10. Brainstorm, research and prepare list of possible corporate sponsors.
• 11. Coordinate with the Promotions representative to prepare corporate sponsor package.
• 12. Coordinate with the Beer Garden representative for floats, beer tickets and cash management.
• 13. Voting Officer

Logistics - Site

• 1. A maximum of 3 co-chairs, each with a vote as a Committee Member.
• 2. Site Layout - Create site plan and once this site plan has been agreed upon, any changes within 7 days of the event must be approved by the RCDC - especially the WCA representative
• 3. Facilities

• Create a facilities team.  Work with them to create a time line for all facilities.  Call Facilities committee meetings on an as need basis.
• Rentals: Port - a- potties, tables, chair, tents (determine need, arrange company to supply, delivery, and pick-up.  Note: female attendant check  washrooms for paper change between 6 and 9 p.m.)
• Golf carts: determine need and arrange for golf carts
• Fencing: Coordinate with WCA or rental agency
• Road closures: Allow for emergency vehicles, allow for traffic detours, at least two people assigned at each closure, need security following road closure at 6:00 p.m.
• Fireworks: Comply with legal issues re fencing, arrange for Security Patrol as people ignore the danger issues and legal ramifications the committee would face if there was an accident within the buffer zone.
• Communication:  Arrange for radio contact (this means get the two way radios, circulate them to whomever needs them, and teach us how to use them, retrieve them at the end of the event, and return them from whence they came) among the security team and the RCDC.
• Arrange for overnight security.
• Arrange for parking passes for entertainers, RCDC members, RSM staff and any others deemed necessary for the RCDC.
• Liaise with the RSM

• 4. Security:

• Arrange all security requirements 
• For the morning ceremonies 21 Gun Salute along Lakeshore Drive
• Lost family members/guardians. (Consider set up with Regina Association of Block Parents a tent and all particulars/issues concerning this issue be handled out of this area)
• Co-ordinate with beer gardens

• 5. Fireworks: Call for RFP, Co-ordinate with security and site sub committee.
• 6. Crafts & Artisans

• Update and create Applications form with needs and requirements.         
• Develop a list of varied artisans which offers a cross section of product.
• Manage questions from vendors.
• Ensure payment pre-Canada Day.

• 7. Merchandise

• Investigate opportunities for the sale of Canada Day merchandise.
• Confirm costs for non RCDC merchandisers and prepare application form.
• Investigate opportunities for merchandise specifically for the RCDC (clothing, etc.).
• Co-ordinate selling merchandise with entertainers.

• 8. Food Services

• Update and maintain applications forms.
• Prepare needs and requirements including application forms (Vendors) and RFP's (Hospitality).
• Manage questions from vendors.
• Ensure payment pre-Canada Day.

Volunteer Coordinator

• 1. Volunteers: Arrange for set-up, takedown and maintenance during the day.
• 2. Maintain database of volunteers.
• 3. Maintain communication with all volunteers regarding responsibilities.
• 4. Liaise with other RCDC members to understand and create positions for volunteers.
• 5. Research and recommend methods of volunteer recognition and appreciation.
• 6. Voting Member.

Beer Garden Coordinator

• 1. Prepare RFP for sub-contract of Beer Garden.
• 2. Coordinate with plan layout (entertainment and beer garden sponsor) re location.
• 3. Coordinate with Logistics - Site to arrange for tables, tents, chairs, ice, volunteers and all required bar items.
• 4. Set times for opening, last call, and close.
• 5. Arrange for required permits.
• 6. Research and provide estimate of attendance.
• 7. Coordinate beer supply, including purchase, pick-up, delivery.
• 8. Set volunteer schedule for bar service, ticket sellers and bar backline.
• 9. Work with the committee to fill volunteer schedule.
• 10. Voting Member

Entertainment Coordinator

• 1. Co-ordinate with relevant sub committees.
• 2. Main and Children's Stage
• Co-ordinate with any booking agent or sponsor(s)
• Research and do preliminary contacts with possible acts
• Create draft proposal, including performers, technical requirements, budget estimates, and time lines for confirming talent
• Create minute by minute scheduling for performance
• Co-ordinate the riders for each entertainer
• Research and book the stage, sound and labour for the official Canada day stage
• 3. Grounds Entertainment

• Confirm honorarium amounts with Finance committee
• Contact all potential participants for entertainment from previous years lists
• Research and contact possible new participants
• Receive written commitment

• 4. Voting Member, unless compensated.

Promotions Coordinator

• 1. Research and present to RCDC media sponsorship opportunities including advertising.
• 2. Arrange and confirm opportunities for radio and TV interviews.
• 3. Coordinate on site promotions for the main stage.
• 4. Research, network and maintain website and all possible links.
• 5. Ensure consistency of promotions amongst the committee.
• 6. Liaise with any events partnering promotions coordination.
• 7. Voting Member.

Partnership Coordinator

• 1. Liaise with Canadian Heritage on the morning events of Canada Day (Citizenship Court & Official Ceremonies, Lunch at the RSM).
• 2. Liaise with Plywood Cup regarding event logistics.
• 3. Liaise with any other events interested in partnership with the RCDC.
• 4. Voting Member.

Corporate Liaisons

• 1. Maintain history of RCDC.
• 2. Keep committee informed of history of committee.
• 3. Maximum of 5 people.
• 4. All are voting members.