Board meeting for October 2011 by T8QqX451

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									                                FOREST B.I.A.
                            BOARD MEETING Minutes
                                October 12, 2011

Date of Meeting:              Oct 12, 2011

Location:                     Upper Meeting Room-The Shores


Present:                      Celia Gilfoyle (arrived at 8:00 pm)
                              Sarah Jane Goodhand
                              Matt Ferguson
                              Ruth Illman
                              Ken McRae
                              Chris Williamson


Absent:                       Jeff Cable

Staff:                        Marian Marsh


1. CALL TO ORDER

Chairman Glen VanValkenburg called the meeting to order at 6:30 pm

2. DECLARATION OF PECUNIARY OR CONFLICT OF INTEREST

The chair asked members to declare any conflict or pecuniary interest they may have and none
were declared.

3. MOTION TO GO IN CAMERA

         1011-01       Moved by: Chris Williamson
                       Seconded by: Sarah Jane Goodhand
                                                            Carried
         That the board move in camera to discuss a personnel item.

4. MOTION TO RISE AND REPORT

         1011-02       Moved by: Chris Williamson
                       Seconded by: Ruth Illman

         That the interviews for the administrator’s position be scheduled Wednesday October 12,
         2011 at 5:00 and 5:30 pm in the Upper Meeting Room at The Shores.
                                                                           Carried

5. CONFIRMATION OF MINUTES OF PREVIOUS MEET|ING

The Board reviewed the minutes of September 21, 2011. It was noted that the start time for the
closed session on Oct 12, 2011 should have read 6:30 pm instead of 5:00 pm

       1011-03        Moved by: Sarah Jane Goodhand
                      Seconded by: Matt Ferguson

       To approve the minutes as amended.
                                                     Carried

6. DELEGATIONS, MEMBERSHIP MEETINGS OR PRESENTATIONS

       1011-04        Moved by: Chris Williamson
                      Seconded by: Ruth Illman

        To close the regular board meeting and open a special meeting of the membership for
input into the 2012 budget.
                                                    Carried

The following comments were made regarding the 2012 budget

The total levy should not be increased and should remain at $28,840.00
We should continue with BIA bucks and allocate $600.00 once again
There needs to be an allocation to tractor maintenance for 2012 -$250.00
Allocate $1000.00 to special events and conference. With a new administrator being hired the
Board needs to offer the opportunity to attend the provincial conference as a learning experience.
In addition, there needs to be an allocation to cover costs of networking sessions.
New administrator salary allocation should be $6000.00
Promotional consultant salary is increased to $4158.00.
Capital allocation-any surplus will be moved to capital. At least $10,000.00 is required for the
speaker system.
A second capital project will be determined following further suggestions at the Oct 19th
workshop conducted by Jeff Kinsella.

       1011-05        Moved by: Ken McRae
                      Seconded by: Matt Ferguson

               To close the special membership meeting for input into the 2012 budget and
reopen the regular meeting of the Board of Directors.
                                                    Carried

7. CORRESPONDANCE
None at this time.

8. CONSIDERATION OF COMMITTEE, STAFF AND COUNCIL REPORTS

8.1 ADMINISTRATOR’S REPORT

The administrator’s tasks included the preparation of : financial report , budget form with year to
date spending, template for coupon exchange, template for Christmas events, T-4 and T-4
summary for the year 2011 which has been filed and mailed, website update with new business
“Trin’s Fashions”.

               1011-06        Moved by: Sarah Jane Goodhand
                              Seconded by: Ken McRae

       To accept the administrator’s report.
                                                             Carried

8.2 PROMOTIONAL CONSULTANT’S REPORT

The promotional consultant’s tasks included: preparation of ads for Forest Standard, Coffee
Time News; arranged payments for lamppost decorations, Fall Fun Day ; contacted business for
participation in Ladies Night; obtained advertisers and prepared the orange flyer for production
at Poles; arranged for November flyer and had copies made for colouring contest; contacted
businesses for participation in the coupon exchange; arranged for Kinnwood to sing on Mens’
Night; arranged with Wanda to hold the BIA social and networking session on Monday Nov 21
at 6:00 pm at The Forest Florist; met with Keely about the 2012 coupon book , new proce of
$375.00.
                1011-07        Moved by: Sarah Jane Goodhand
                               Seconded by: Ken McRae

       To accept the Promotional Consultant’s report.
                                                             Carried

8.3 COUNCIL REPORT

Attached.

Ruth Illman reminded the Directors that municipal staff is working on the 2012 budget and that
the Board should consider capital requests for downtown enhancements that could be added to
the 10 year capital plan. The board also needs to report to council on the success of the sidewalk
by-law moratorium and the façade loan program and consider requests for 2012. Both items are
noted under New Business. After some discussion the Board noted the state of the sidewalks in
front of the Bargain Shop on Main Street and the boulevard area that is so weedy. The sidewalk
area in front of Bonnie Doone Glass is also in need of replacement. This is the entrance to the
downtown business community so it is vital that this area is aesthetically pleasing to attract
people to our downtown. Some discussion occurred regarding directional signage and Ruth will
bring sample copies to the Annual Dinner . Wayfinding signage has not yet been identified by
council in any strategic or capital planning.

               1011-08        Moved by: Sarah Jane Goodhand
                              Seconded by Matt Ferguson

       To send a letter to mayor and council requesting that the sidewalk in front of the Bargain
Shop be considered for capital replacement and that sidewalks on both sides of the street be
factored into the 10 year capital sidewalk replacement budget.
                                                            Carried

8.4 ANNUAL DINNER

Dinner arrangements have been made. Tickets are available from Glen. Arrangements have been
made with Jeff Kinsella. Jeff is conducting an interactive SWOT analysis and direction setting
activity. Ruth will bring a screen from Lambton Shores.

8.5 CHRISTMAS

Information is on the website. Arrangements have been made for road closures for tree lighting.

8.6 ADVERTISING REPORT

Directors discussed the value of purchasing and prepaying a Daytripper ad. Chris Williamson
questioned the “branding” of the BIA ads. While the ads don’t always have the same look the
BIA logo is always used.

               1011-08        Moved by: Chris Williamson
                              Seconded by: Sarah Jane Goodhand

       That the BIA prepays the Daytripper advertisements at a cost of $2095.00 plus HST.

                                                                   Carried

9. BY-LAWS AND RESOLUTIONS

               1011-09        Moved by: Chris Williamson
                              Seconded by: Matt Ferguson

       To recommend the 2012 draft budget to council for approval.
                                                                Carried

10. FINANCIAL REPORT

               1011-10        Moved by: Sarah Jane Goodhand
                              Seconded by: Matt Ferguson
        To approve the financial report.
                                                                       Carried
11. NEW BUSINESS

11.1 FAÇADE LOAN PROGRAM

Municipal staff is preparing the By-law for council approval of the loan to Bonnie Doone Glass.
At this time it is uncertain whether or not Studio 45 will pursue their application. Due to the
sensitive information in the application form it was determined that the administrator will keep a
separate binder with application copies and that the binder contents are not public information.

               1011-10                Moved by: Ken McRae
                                      Seconded by: Matt Ferguson

        That the BIA requests that council support the continuation of the façade program for
2012.
                                                             Carried

11.2 FARMERS’ MARKET REPORT

Chris Williamson presented the Farmers’ Market Report to the directors as per agreement. The
financial statement was presented for the BIA files. Market executive committee is: Mary Ann
Pickering, Chris Williamson and George Roberts. Market was held every Friday morning from
8:00 am to 1:00 pm from May 24 weekends to Friday prior to Thanksgiving. Vendor fees for
2011 were: 4100 stall rental for season, $10.00 per week for weekly vendors. Advertising
occurred in the Forest Standard, local campgrounds.

Recommendations for 2012 include:
May 24th weekend to Friday before Thanksgiving
Fees TBA at spring meeting
New location at King Main intersection to see if it generates more traffic
Need parking signs visible to travelers
Market funds will pay for new signs at north and south entrances to Forest as well as a street
entrance sign to market with flags to draw attention
Open spaces for library, weekly community groups fund fundraising and musical groups
Consider antique show, paint show, pottery and jewelry

Chris will need to meet with Roberta Brandon at The Shores regarding sign locations.

               1011-12                Moved by: Matt Ferguson
                                      Seconded by: Sarah Jane Goodhand

        That the Farmers’ Market Report be approved.
                                                             Carried
11.3 REVIEW OF STREETS BY-LAW and PROPOSAL FOR 2012

     The review will be added to the November meeting. The letter to the BIA with the by law
     conditions and a copy of the By-law will be provided to the directors with the agenda for
     the November meeting.
     12. ADJOURMENT

            1011-13               Moved by: Ken McRae

            That the meeting be adjourned.

								
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