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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