Discussion occurred regarding Action Items from the November minutes.

Transcription

1 Pickering Village BIABoard Meeting Minutes December 6,2011 Attendees: Board Members: [utta Genova, Warren Hurren, Marsha Dooley, Louie Di Tacchio, Marilyn Crawford, [uta Corcoran, Doug Meagher Minutes: Kathryn Dagg Guests: Dr. John Genova (construction liaison) Absentees: Gino Auddino, Judy Wight, sent regrets. Joanne Dies 1) Welcome, Guests Call to Order (7:00 pm) 2) Approval of Minutes - November Meeting Discussion occurred regarding Action Items from the November minutes. Moved by Marsha Dooley Seconded by Juta Corcoran 3) Disclosure of Pecuniary Interest Nothing to declare. 4) Financial Report According to [utta, there is $5663 remaining in outstanding invoices, $4000 this month from advertising, $863 from the website and $300 for the carolers at the Christmas Tree Lighting. Marsha mentioned purchasing a promotional tent once its cost is obtained. The PV BlA has a couple of outstanding bills from the Hermitage Park Fall Event, if their Board does not submit these bills by the end of 2011, the PV BIA is no longer responsible for them. Marilyn stated she will be attending the Friends of Hermitage Park Board meeting, and will mention the outstanding invoices. The PV BIA will also provide cider and hot chocolate for their skating event. Doug spoke with Rob Ford and any extra funds in the account can contribute to the construction payment to the Town, $28000 can be paid to the construction fund instead ofthe previous $25000 and no special calculations would need to be performed for next year's levy. Iutta mentioned we received a HST credit of $ and we sold PV plates in the amount of $ All funds collected from advertising will go directly into the advertising bill.

2 5) Co-op Ads for December Marsha stated that there are currently 6 Co-op advertisements for December. [utta and Marsha received 3 payments each, Louie is included but has not yet paid. Marsha was disappointed with the lack of participation but believes that more businesses will participate in the future when they see its layout. 6) Website Update [uta stated that Paul can now receive the final payment for the website services, as the terms have been fulfilled. Marsha has received the tutorial from Paul, and the events section on the home page is functioning. ACTION ITEM: [uta Cto determine when the website maintenance fees are due and e-rnail Board members with this information. ACTION ITEM: [utta Gto obtain cheques from the Town and sign them, no new invoice is needed. 7) BIA Membership Survey [uta thanked Warren for submitting paper copies of the surveys of businesses from his survey area and reminded all other Board members to canvass their designated areas. Gino will canvass his plaza on Church St if [utta delivers him the surveys, he was not in attendance last meeting and did not receive paper copies. [utta agreed to distribute surveys at Marilyn's designated area at 40 Old Kingston Rd, as Marilyn does not return home early enough from work to catch open businesses. Warren suggested that the current survey response rate of over 20% is a successful number, as these surveys normally have single digit response rates. In his survey area, most people completed it with a few exceptions. Jutta noted that the response rate in her area was low on the spot, she dropped surveys off and many were not completed. She suggested that next year the survey be made simpler. Marsha suggested distributing the survey at a different time of year. She also volunteered to input some of the paper copy results. ACTION ITEM: Board Members to complete survey distribution at designated areas. 8) Budget Meeting As per the budget meeting on November 30 th, Jutta handed out a proposed 2012 budget to Board members and explained the figures listed. In 2011, the PV BIA underspent on events and overspent on administrative expenses. The website expenses will also change in 2012 to maintenance fees only of $1000. Funds were allotted for participation in the next Friends of Hermitage Park Event ($3000 total), as well as the upcoming OBIAAconference. [uta suggested that this amount be

3 raised from $1000 as she recommends that two people attend the conference. The events budget is $11000 in total and the PV BIA will contribute to the JAM festival once again with $2500. A Farmers' Market event was mentioned but cost is to be determined, Louie has done some preliminary work but has not received responses. $9500 is budgeted for the 2012 Christmas Tree Lighting. Discussion occurred on the successes and weaknesses of the 2011 event. Suggestions were made that the events should be hosted in other areas of PV such as Linton Ave or by the Courtyard as street closures are difficult for normal business operation on Old Kingston Rd. It was agreed that the location of the Christmas Tree Lighting would be determined in part by next year's survey input. The survey results indicated that marketing should be a priority for the PV BIA. With regards to the marketing budget, Marsha suggested that one meeting should be hosted in the new year with as many businesses as possible to brainstorm strategies to encourage participation. Marilyn stated that there is flexibility in the budget numbers as long as the event structure remains the same. 9) AGM Date-Notices-Location Doug distributed the proposed AGM agenda to all Board members. The exact date of the AGM will be determined upon receiving further survey results at the January PV BIA Board meeting. The proposed budget will also be approved at this meeting. Businesses need 14 days advance notice, the Board proposed January 24th as the date. Discussion ensued regarding the venue and the event itself. A wine and cheese was suggested prior to the AGM, as well as a speaker from the Pape Village BIA, a successfully run BIA roughly the same size as the PV BIA. Doug proceeded to obtain feedback from Board members on the agenda. [uta C will address the survey results in the Marketing section of the AGM. [utta G will address the 2011 interim financial statements. At the 2012 AGM there will be 2 vacant Board positions as opposed to 6 listed on the agenda. Doug and Warren both suggested stimulating candidates prior to the AGM.[uta suggested hosting the wine and cheese reception from 6-7 pm and beginning the AGM at 7:00, as 6:00 may be too early for attendees, Doug agreed. Marsha appointed herself as the contact person regarding the AGM, interested parties can call or her with inquiries. Proxy appointment forms will also be included with the agenda distributed to business owners. After the AGM, both the 2012 budget and the new directors list will be sent to Council for final approval. ACTION ITEM: Marsha to contact Judy regarding venue availability around Pickering Village for January 24th. ACTION ITEM: [uta to contact Pape Village BIA with regard to speaking at the AGM. ACTION ITEM: Marsha to post the vacant Board member positions in the members section of the website. ACTION I~~M: All Board members should encourage business owners to r~n. for th vacant posinons.. ",, #

4 10) Courtyard Garbage Report Marsha brought the letter from the PV BIAto Mary Ellen at Newton Trelawney on November 15 th. As of yet they have not held a Board meeting, Marsha will follow up at the January PV BIAmeeting. Board members expressed frustration with this process and discussed that the Courtyard tenants and owners need to take action on the issue. Louie inquired that since there are apartments upstairs, could bylaw enforce residential codes? Marilyn will speak with appropriate parties regarding the issue. ACTION ITEM: Marilyn to speak with Derek from the Town's Planning Department regarding this issue, and ask him to attend a PV BIAmeeting. 11) Parking Issue on Old Kingston Rd [utta has 10 petitions signed, all from property owners at Linton and West of it on Old Kingston Rd. There were a couple of petitions that were unsigned, as the business owners believe that no parking signs are uninviting. Marsha clarified that these signs are simply marking existing 'no parking' areas more clearly. She asked Board members to remind Joanne to clarify the petition's wording. Warren noted that when he delivered a survey to Durham Music, there was a car parked in front of the property's driveway. Other suggestions to mark the no parking areas were discussed. 12) Report on Christmas Tree Lighting Event Marsha thanked [utta and John Genova for their time and effort spent on staffing the PVBIAtable at the event, as well as her son for taking over staffing of the table later in the evening. She recently received a cost report of the Town's responsibilities from Lisa. Marsha made a number of suggestions for next year's event. The food donation should be a larger focus in the future, and more BIAmembers should be engaged to volunteer at the event. It was also mentioned that Old Kingston Rd should not be closed in the same fashion next year since businesses were not pleased. Doug suggested better co-ordination with the Courtyard's Christmas event, perhaps advertising both events together. Louie suggested hosting events using all of Old Kingston Rd to connect both. The Courtyard Board is a separate not-for-profit organization and can ask the Town to participate in the event next year. There was a consensus among Board members that the event was a success! 13) Any Changes to BIA Businesses [utta hasn't seen any changes to properties previously for sale. There is a new spa for children beside Safari, they recently had a ribbon cutting ceremony. Louie noted that Hawaiian Nails in the Courtyard has changed ownership.

5 ACTIONITEM:[utta to add United Way at 112 Old Kingston Rd to the business list. 14) Deferred Items or New Business Nothing else to report. 15) Councillor Report - Ward 1 Nothing to report. 16) Councillor Report - Ward 3 Joanne was absent. 17) Year End Comments from Chair Marsha is pleased with the attendance of Board members this year and appreciates the tenacity in the face of challenges the PV BIA Board has encountered. She believes this Board has successfully established communication with members and effectively represents them. Marsha also thanked the businesses and residents of Pickering Village for helping the BIA to move forward. Board Attendance - Meetings attended June to Dec 2011 Jutta G. 7/7 Marsha 6/7 [uta C. 6/7 Warren 5/7 Marilyn 4/7 Gino 4/7 18) Comments from BIA Members or Visitors No comments. 19) Adjournment Moved by Marsha Dooley Seconded by Louie Di Tacchio Doug Joanne D. Louie 6/7 4/7 2/7