Napanee BIA

Board Meeting Minutes

March, 19 2014

Attendance: Brad Way (Chair),Ashley Arnold, Doris Lucas, Shaune Lucas, Bill Pierson, Krysta-Lee Woodcock, Rob Hendrick, Garth Yach

Regrets: Michelle Edgar, Julia Dicks

Members in Attendance: Jerry and Marlene Sweet (Mayhew), Teresa Hendrick (Touch of Class), Tammy Peck (Flowers by Barbara)

1. Call Meeting to order: 6:35pm

2. Disclosure of pecuniary interest: None

3. Motion for Approval of Agenda with amendments: Moved by KRYSTA LEE-WOODCOCK, SECONDED BY DORIS LUCAS: CARRIED

4. Motion for Approval of the previous meeting minutes with amendments: February 12, 2014: MOVED BY ASHLEY ARNOLD, SECONDED BY GARTH YACH: CARRIED

5. Committee Reports: A) Greater Napanee Joint Beautification Committee

Doris highlighted that she and a number of members of Communities in Bloom attended the Canada Blooms Conference in Toronto. Doris is anxiously awaiting the arrival of Spring. The next Committee meeting will be on March 26th at 12 Market Square. Bill thanked Doris for her involvement in the Committee and trusts that the Committee will be a continued success.

B) Marketing and Communications

In Michelle’s absence, Krysta Lee discussed the Events Calendar with the Board. Shaune commented on the importance of linkable materials that people can visit to learn more information about an event that is listed Krysta-Lee commented that it needs to be simple which will contain plenty of more information about the event, and Downtown Napanee in general.

ACTION: The Marketing and Communications Committee will incorporate a QR code into the event calendar and its focus will be to finalize the event calendar for an April launch

MOTION TO RECEIVE ALL COMMITTEE REPORTS: MOVED BY ASHLEY ARNOLD, SECONDED BY GARTH YACH: CARRIED

6. Correspondence: NONE

7. Unfinished Business: A) 2014 BUDGET

MOTION TO APPROVE THE 2014 BUDGET WITH THE 2014 BUDGET AND THAT THE 2013 MIN/MAX LEVEL WILL REMAIN THE SAME AS ADJUSTED AT THE AGM ON FEBRUARY 20TH, 2014: MOVED BY DORIS LUCAS, SECONDED BY ASHLEY ARNOLD: CARRIED

B) Meeting of Vacant Land Owners

Brad and Tom have been working on setting a date for a meeting of vacant land owners. Brad proposes a date of April 23rd 2014 for this meeting. Shaune highlighted the importance of this meeting as the Downtown continues to develop its important to meet with the major landowners in the area, determine their needs with their undeveloped land and then move forward from there. Brad, Shaune and Tom will meet in advance of the 23rd in order to determine an initial list of property owners.

ACTION: Tom, Brad, and Shaune will meet together to identify those that should be invited for the meeting on April 23rd.

C) Advertising on the Back of the new Greater Napanee Town signs

Tom informed the Board of that he has received some pricing on developing an ad on the back of the Greater Napanee signs. Shaune commented that the Town is awaiting a proposal from the BIA for the signs. The Board thought that with the design, consistency will be important so the back of the signs will mirror the front. Brad commented that he would like to see shared partners with this project. Shaune inquired about the use of logo’s. Tom recommended that the BIA use the new Downtown Napanee logo and the Board agreed. The agreed upon text for the signs is “Thank you for stopping by Downtown Napanee.. Brought to you by Downtown Napanee Merchants.” Doris feels that the Board should move forward with this project. The Board felt that Tom should discuss design options with James Timlin at the Town and then to update the Board on the progress at a future meeting.

ACTION: TOM WILL DISCUSS DESIGN OPTIONS WITH JAMES TIMLIN AND THEN WILL UPDATE THE BOARD AT A FUTURE MEETING

D) Fixing of the “Maroon” Downtown Sign

Tom moved onto a cost analysis of the fixing the Downtown Napanee sign that is on highway 41. Tom stated that to fix the sign the BIA is looking at a cost of minimum $1,200. This would cover the cost to fix the structural issues of the sign and to fix the broken electrical on it. Shaune asked about talking to Eskerot signs and see what they could potentially do for the BIA. He also asked about asking Dave Morgan and Town staff their opinion on fixing the sign. Shaune asked about the possibility of fitting the sign for solar electricity. Tom informed the Board that he had asked Dave Morgan and Town staff about the sign and they will is available once spring is here. Shaune felt that since the hydro is out working, that it should be cut immediately. The Board felt that warranty information should be provided prior to any stabilization of the sign. The Board can move forward with this once weather has improved.

ACTION: TOM WILL INVESTIGATE WARRANTY INFORMATION ON FIXING THE SIGN.

ACTION: TOM WILL LOOK TO CUT POWER TO THE SIGN

ACTION: TOM WILL TALK TO ESKEROTT SIGNS TO SEE IF THEY CAN OFFER ANY ASSISTANCE

E) Designated Bus Parking Lot

Brad informed the Board that he has had discussions with James and the Town regarding having a designated bus parking in Downtown Napanee. James would like the BIA to make a recommendation on where they would like to see the designated bus parking which would be ultimately decided by Council. The Board debated on the potential spots for designated bus parking and concluded three possible locations. First location is at the Lions Park along Water Street. The second is the NorthEast corner of the Mill Street Reserve Lot, and the third spot is over on East Street. The Board debated the best possible and concluded that the ideal location for a designated bus is the Southwest corner of the Mill Street Reserve Lot.

MOTION: THE BIA BOARD OF DIRECTORS RECOMMENDS THAT THE NORTHEAST PART OF THE RESERVE PARKING LOT ON MILL STREET BE USED FOR DESIGNATED BUS PARKING.

ACTION: Tom will discuss this motion with James Timlin and will report back to the Board at a future meeting

8. Business Arising from Previous Meeting Minutes: A) Community Living Sponsorship Update

Tom informed the Board that the Community Living Partnership is continuing to be successful. So far there’s been 8 interested businesses who are interested in sponsoring the program.

B) Multi-Cultural Festival Update

Tom informed the Board that he met with Courtwright Christian and Dave Morgan regarding the Riverfront Festival and the Multi-Cultural Festival. He stated that the meeting was very productive and that a tentative plan has been reached to facilitate both the Multi-Cultural Festival and the Riverfront Festival at the same weekend. Dave and Tom will be taking the proposal to the Riverfront Festival meeting for feedback before it moves forward.

C) CAAC Social Media Seminars

Tom informed the Board that he attended a Steering Committee meeting of the CAAC where they are working on a number of projects. A major project that the CAAC is developing is a series of social media workshops. The CAAC and the BIA will work together to promote and develop this program for all of the business community in Downtown Napanee, and throughout Greater Napanee to enjoy.

D) Big Bright Light Show Financials

Tom provided a cost analysis for the Big Bright Light Show. Tom outlined the total revenues and expenses for the 2012 and 2013 financials and after reviewing the unaudited financials, concluded that the net cost of the Big Bright Light Show to the Napanee BIA is just over $6,400. Shaune commented on the Big Bright Light Show Committee and its inactivity. The Board felt that it was important to get the Committee active once again. The Board also touched on ideas for year three of the Light Show, and commented that certain Directors should talk to the few owners that did not participate in the light show over 2012 to 2013 with the goal of a 100% participation for year three.

9. Reports:

A) Chairperson’s Report

Brad began his report by stating his desire to see designated bus parking in Downtown Napanee. Brad is also looking forward to facilitating a meeting of vacant land owners. He feels that the CAAC is hitting its stride and even though overlap is recognized that it is a very valuable asset to the Community.

B) Council Report

Bill talked about the Streetsmarts program and that Council is debating on its future and specifically on whether or not the program should be expanded throughout Greater Napanee. Shaune commented that Streetsmarts has had a successful 15 year lifespan in Napanee. Overall the Board feels that the program has been an integral part of the success of Downtown development.

C) Treasurer’s Report

Shaune inquired about the advance that Tom received for the OBIAA conference. Tom informed the Board that all receipts for the 2014 conference will be put forward to the Board for review. Tom highlighted that in the revenue section that both the budget levy amounts for 2014 are posted, and that under the Special Recoveries section of revenue includes sponsorships gained from the Community Living Program.

D) Chamber of Commerce Report

Brad commented that the Chamber of Commerce is looking to conclude its AGM. The Chamber has been focusing on looking at their Strategic Plan and have met with Craig Desjardins who is facilitating the plan. The Chamber is moving into more business orientated objectives with the end goal to become the voice of business in the community. The Chamber is also looking at completing an accreditation program. Brad commented on the rise of e-commerce and Shaune highlighted the balancing act that businesses now need to do with being focused on bricks and mortar and within the cyber world.

E) CAAC

Brad commented that the CAAC is concluding the Restaurant program. Overall, they are happy with its results and plan on hosting a wrap up meeting in the next few weeks.

F) Office Manager Report

Tom provided his Office Manager Report. The Board discussed parking in downtown, and thought that a flyer should be designed with the different parking alternatives would be a useful tool for new business owners, shoppers, and staff.

ACTION: Tom will work on an updated parking flyer which will include a map of the different parking zones throughout the Downtown and will have a draft copy of this for the April Meeting.

10. New Business: A) New and Old Businesses

Shaune and Doris shared menu’s from a new restaurant coming to Downtown Napanee called OMG What a Hotdog. Ashley commented that Seasons which is opening beside a Touch of Class will be operational next week. The other part of the building is rented and a Sports Memorabilia business is moving into it. Heritage Harvest Grocery is moving into Downtown Napanee and will be opening in Spring 2014 along Centre Street. Shaune commented that over the past 5 years, Downtown Napanee has seen a sharp rise in great fashion destination stores that are opening in Napanee, and now the Downtown is seeing a sharp rise in eateries opening. Shaune introduced an idea of a restaurant committee which would allow all of the eateries in the Downtown core to work together. Shaune commented that the storefront at 27 Dundas Street West is now vacant.

B) New Business

I) Appointment of a New Treasurer

Shaune commented that the Board should have begin to discuss Peter’s replacement a few meetings ago. No active Board Members were interested in taking on the added responsibilities of Treasurer and in the interim, Brad and Tom will handle the responsibilities.

II) Nomination Committee

The Municipal Elections are fast approaching and the Board looked at creating a Nomination Committee which would work to identify prospective new Board Directors. Rob Hendrick, Shaune Lucas, and Garth Yach have all agreed to sit on this Committee.

ACTION: Shaune, Garth and Rob will sit on the Nomination Committee

III) Other New Business

Garth inquired whether or not the Board has received receipts from the Downtown Shopping Party. Tom will investigate this and report back to the Board.

ACTION: Tom will investigate the 2013 Downtown Shopping Party and will have receipts for the Board’s review

The subject of 2014 events came up and Shaune would like to review the upcoming events at the next meeting.

ACTION: Tom will report on the BIA planned events for 2014 at the next meeting

In terms of events, Bill commented that it is unfair to compare Napanee to Kingston and Belleville, because in those centres they have much larger administrative staffs and can put more emphasis, more staff time and more dollars into their events.

MOTION TO MOVE INTO AN IN CAMERA SESSION 8:15pm: MOVED BY ASHLEY ARNOLD, SECONDED BY SHAUNE LUCAS: CARRIED

MOTION TO APPROVE PAYMENT OF ACCOUNTS and to RECEIVE ALL REPORTS: MOVED BY SHAUNE LUCAS: SECONDED BY BILL PIERSON

Motion to Move out of In-Camera session 8:30pm: Moved by Ashley Arnold: Seconded by Krysta-Lee

Motion of Adjournment at 8:35pm:

Next meeting, Wednesday April 16, 2014