Napanee BIA
Board Meeting Minutes
February 12, 2014
Attendance: Brad Way (Chair),Ashley Arnold, Peter Veltheer, Michelle Edgar, Doris Lucas, Shaune Lucas, Bill Pierson, Krysta-Lee Woodcock, Rob Hendrick
1. Call Meeting to order: 6:15pm
2. Disclosure of pecuniary interest: None
3. Motion for Approval of Agenda: MOVED BY PETER VELTHEER, SECONDED BY ASHLEY ARNOLD: CARRIED
4. Motion for Approval of the previous meeting minutes with amendments: January 15, 2014: MOVED BY PETER VELTHEER, SECONDED BY MICHELLE EDGAR: CARRIED
5. Motion for Approval of the previous meeting minutes with amendments: December 5, 2014
Tom informed the Board that a mistake was found in the meeting minutes from December 5th. The Board needed to re-approve these meeting minutes with the amendment finalized.
MOTION TO ARRPOVE THE MEETING MINUTES: MOVED BY MICHELLE EDGAR: SECONDED BY JULIA DICKS: CARRIED
The Board discussed adding additional agenda items. The Board have instructed Tom to add a Correspondence and an Unfinished Business section to the agenda. Tom will do this for the March 2014 regular meeting.
Brad also introduced Rob Hendrick who has joined the BIA Board of Director. Rob is a co-owner of Touch of Class Fashions with his wife Teresa.
ACTION: TOM WILL REVISE THE AGENDA TO INCLUDE A CORRESPONDENCE AND AN UNFINISHED BUSINESS SECTION
6. Committee Reports: A) Greater Napanee Joint Beautification Committee
Doris informed the Board that the Beautification Committee is off to a great start. Plans are being finalized for Beautification in 2014. The Committee discussed the purchase of Self-Watering hanging baskets. One question about the baskets was raised which was whether or not the baskets could be subject to overwatering by rainfall. Doris will inquire about this at the next Joint Beautification Meeting.
Tom presented the draft copy of the Memorandum of Understanding and walked the Board through the document. He assured the Board that the document is flexible in nature and that it is a living breathing document that can be flexible on a year-to-year basis. Shaune commented that he would like to see the TD Parking Lot be included within the Town’s plan. Tom will take this comment back to the Committee. Tom then moved for approval of the Memorandum of Understanding with the one additional comment.
MOTION FOR APPROVAL OF THE MEMORANDUM OF UNDERSTANDING AS A LIVING, BREATHING DOCUMENT: MOVED BY BILL PIERSON, and SECONDED BY ASHLEY ARNOLD: CARRIED
B) Marketing and Communications
Michelle provided an update on the Events Calendar that has been a priority for the Marketing and Communications Committee. Krysta Lee showed the Board the draft version of the calendar that she’s been working on. In order to print 10,000 copies, Michelle informed the Board that the cost to do this will be $536.00 plus HST, and the calendar will be able to fit in a card holder which will be advantageous for placing the card in the Downtown stores. The lead time necessary for printing is between 5-7 days. Once the template has been finalized Michelle will send the file to the other Directors via email. Cards will be distributed through the Downtown Stores, in On Routes stops, and a digitalized format will be also available. Shaune asked Michelle if a QR code could be placed on the card. The Board felt that this was a wonderful opportunity to explore and Michelle felt that it could be as long as it links to something that the user can receive more information from like the BIA’s website.
ACTION: The Marketing and Communications team will explore adding an QR code to the events calendar
MOTION FOR THE MARKETING AND COMMUNICATIONS COMMITTEE TO SPEND $536.00 PLUS HST ON THE PRINTING OF THE EVENTS CALENDAR PLUS APPROVAL TO PUT TOGETHER A SUMMER AND FALL CALENDAR: MOVED BY ASHLEY ARNOLD, SECONDED BY DORIS LUCAS: CARRIED
Michelle continued her report by discussing radio campaign with MyFm. MyFM gave Michelle a price for a program that would run from April 3rd until December 21st and would see Downtown Napanee being advertised in the Brighton and Pembroke markets. The cost is $1,932.30 per area. Overall Michelle felt that it would be a larger impact by focusing on Pembroke rather on Brighton. Ashley asked if the ads are changeable. Michelle stated that in fact they are, and then went into discussion about the Gananoque MyFM station and that the Gananoque station overlaps too much with Napanee to make Gananoque a viable advertising market. Shaune asked Michelle about opportunities with these media packages to get the most out of them. Michelle responded by saying that she wants to leverage every opportunity possible especially since the MyFM in Napanee already does a wonderful job in posting events on our website and within the updates on the Napaneetoday.ca website. Rob talked about the importance of marketing and that as a BIA if the Board wants to bring new people into the area, we need to proactively look to outside markets to bring people in.
MOTION TO APPROVE THE PURCHASE OF TWO MYFM RADIO CAMPAIGNS IN PEMBROKE AND BRIGHTON: MOVED BY PETER VELTHEER, SECONDED BY ASHLEY ARNOLD: CARRIED
Michelle concluded her report by stating that the two main goals of the Marketing and Communications Committee this year was to create the events calendar and to market Downtown Napanee outside of the Napanee area.
MOTION TO APPROVE ALL COMMITTEE REPORTS: MOVED BY BILL PIERSON, AND SECONDED BY JULIA DICKS: CARRIED
7. Business Arising from Previous Meeting Minutes: A) Dundas Street Construction
Tom informed the Board that Steve Robarts from the County of Lennox and Addington will be able to come to the April Regular Meeting of the Board of Directors to discuss the Dundas Street Construction.
ACTION: Steve Robarts will attend the April 2014 meeting of the Board of Directors and will discuss the initial plans for the Dundas Street construction.
B) Awards Committee
Brad updated the Board on the financials from the Awards ceremony. The Committee decided that they would like to hold $1000.00 back in order to plan a future events ceremony and put $1,600.00 towards a project. Ashley felt that by placing a portion of the proceeds towards a community project that all would benefit. The Board continued discussing the positives and negatives of this decision and ultimately decided to support the Committee’s original decision.
MOTION TO ACCEPT THE COMMITTEE’S DECISION TO HOLD $1000.00 for next year’s event and to allocate $1,600.00 for a community based project: MOVED BY JULIA DICKS AND SECONDED BY ASHLEY ARNOLD: CARRIED
C) Signage
Shaune requested an update on where the BIA is with determining the probability of advertising on the back of the new Greater Napanee signs and fixing the maroon sign along the 401. Tom informed Shaune that he has spoke with the Town on both accounts but has nothing new to update. Shaune would like an update at the next Board Meeting.
Action: Tom will have a cost analysis of fixing the maroon sign along the 401 and will provide the Board an update on advertising on the back of the new Greater Napanee signs at the March 3014 meeting.
D) Reserve
The Board brought up discussion on the BIA reserve amount. Shaune highlighted the importance of determining some capitalized projects which can be funded through these reserve dollars. He also noted that a capitalized budget line has been taken out of the budget. Ashley commented that since the Board is looking at investing in some signage this year that the reserve monies can be used for that. Brad concluded this discussion by saying that the Board should continue to focus on some project ideas.
8. Reports:
A) Chairperson's Report
. Brad is looking to spend some energy on economic development and business recruitment in 2014. Brad is interested in Shaune’s idea to bring property owners together and examine their needs for future development and succession planning.
ACTION: Brad and Shaune will coordinate a meeting for Downtown Property Owners to discuss future development opportunities in Downtown Napanee
B) Council Report
Bill deferred his Council Report to Shaune as Bill had been on holidays. Shaune commented that the impact of the cultural plan is beginning to show. Culture, along with heritage is getting attention now and it will help balance out the economic landscape.
C) Treasurer’s Report
Peter noted that the transfer from reserves has been finalized. Peter went over the finances from 2013 and noted that the $7,500.00 budgeted towards the purchase of waste receptacles was already paid for in 2012. Shaune brought up the Big Bright Light Show, and the Board wondered if the Board would be able to receive financials from the Big Bright Light Show. Tom informed the Board that he has completed a preliminary estimation of the Big Bright Light Show for 2012, and 2013, but wants to review the numbers with James Timlin. Tom continued by stating that he is planning on having this completed by the March meeting. During Peter’s report, he reminded the Board that after the AGM, he will be stepping down as Treasurer.
ACTION: Tom will provide a cost analysis of the Big Bright Light Show.
ACTION: At a future meeting, the Board will have to discuss Peter’s replacement
D) Chamber of Commerce Report
Shaune commented that the Chamber of Commerce has had a planning session with Craig Desjardins from Pela regarding the Chamber’s Strategic Plan. He also said that Craig provided an excellent social media seminar which Shaune attended.
E) Core Area Advisory
Brad informed the Board that lunch specials that the CAAC has initiated so far as seen 100 participants.
F) Office Manager Report
Tom updated the Board on website traffic and social media numbers. Shaune asked whether or not the BIA’s numbers were good comparable to other BIA’s. Tom stressed that over the past year the BIA’s numbers are growing as the facebook and twitter page continue to grow. Tom continued his report by updating the Board on the Illumination Report. Tom reported that he has met with 1/3 of the business/property owners that were identified on the Illumination Report and most of them are planning façade improvements in 2014. So far all of the owners were happy to receive information that Tom provided them on the Streetsmarts program.
ACTION: Tom will continue to work with Merchants to advise them on the Streetsmarts program and to encourage wherever possible façade improvements. Tom will work to update the inventory list and present it back to the Board at a future meeting in summer of 2014.
Tom updated the Board on the Customers Come First Initiative. The BIA Board of Directors stresses the importance of consistent parking throughout the Municipality including the Downtown. Tom informed the Board that the AGM is currently being planned. On the docket for that night will be the Strategic Plan, 2012 Audited Financial Statements, and the 2014 Budget. The next topic of discussion was the Social Media Training sessions that the CAAC is organizing. Tom is looking to work with Ben and Kathy Medd from the Chamber to bring these information sessions to all business owners who are interested in learning social media. Tom will update the Board on the progress of these sessions at a future meeting.
ACTION: Tom will update the Board at a future meeting on the status of these social media sessions
The final topic of Tom’s report was that he informed the Board that he attended the first meeting of a Steering Committee which will be bringing a tall ship to Napanee on June 13-15 2014 as part of a Riverfront Festival. The Board felt that the BIA would be well represented if Tom sit on this planning Committee as long as it doesn’t take more than 10 hours of work time per month.
MOTION TO APPROVE AND RECEIVE ALL REPORTS: MOVED BY BILL PIERSON, and SECONDED BY ASHLEY ARNOLD: CARRIED
9. A) New and Old Businesses:
Shaune informed the Board that a Hot Dog restaurant will be opening up at the former “LinLu” restaurant.
B) New Business:
Ashley asked Tom if he could provide an update on the status of the Community Living program. Tom informed the Board that so far there have been 8 interested businesses that are looking to sponsor the program for 2014.
MOTION FOR ADJOURNMENT at 8:45pm: MOVED BY ASHLEY ARNOLD, SECONDED BY MICHELLE EDGAR: CARRIED