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HomeMy WebLinkAbout2020-11-10Historic Downtown Bowmanville Business Centre (BIA) Board of Management Meeting Minutes Tuesday November 10, 2020; 6:30pm Virtual Meeting due to ongoing COVID restrictions Present: Edgar Lucas, Chair Laura Holmes, Secretary Gerri Lucas, Treasurer Justin Barry Cathy Holmes Ron Hooper Erin Kemp Absent: Carrie Hooper Delegations Present: Zoe Ferguson — Digital Services Squad (Digital Main Street) The meeting was called to order by the Chair. 1. Presentation by Delegations Zoe Ferguson is the Digital Services Squad member assigned to downtown Bowmanville under the Digital Main Street program. Grant application deadline is November 30. 15 businesses in Bowmanville have started the process. Two grants have been awarded. Contact has been made with 85 businesses. Zoe has met with 12. Zoe is also offering the ShopHere program with Shopify. Currently working with 7 business on this program. Can assist with all aspects of digital transformation. Zoe will reach out to businesses that have participated in the programs to ask permission to share their names/stories with other business owners. Zoe will touch base with Adam on whether postcards for delivery to businesses are ready to be distributed. L. Holmes will provide Zoe with an updated business list for the Bowmanville BIA. Zoe will endeavor to contact every business in downtown Bowmanville over the next two weeks. 2. Adoption of Minutes Moved by G. Lucas, seconded by E. Kemp THAT the minutes of the meeting of October 13, 2020 and minutes of the special meeting of October 28, 2020 be approved as circulated. CARRIED 3. Business Arising from Previous Minutes Historic Downtown Bowmanville 2 November 2020 Business Centre (BIA) (a) Shooting Star Light Pole Decorations The Chair reports that new brackets will be installed next week. The pilot project star has been in place for several weeks and has not been hit. On inspection, several brackets had slipped down and require reattachment. The Chair will contact James Printing to complete the work. (b) Alternatives to Santa Photos The Chair reports that the Manager of BMO is on vacation so there is no answer yet about using the BMO grounds or windows. He will continue to reach out this week to try to get an answer. A window wrap is a possibility but James Printing has informed that 59" is the maximum so it may require piecing together. The window is 69" x 10' (3 windows). E. Kemp will reach out to another contact for a quote and will report back. G. Lucas reports that Hunters Photography has declined to take photos due to COVID restrictions. E. Kemp reports that her contact is willing to set up a holiday display. Pricing will depend on what supplies the BIA already owns and how much space is available. A similar display will be installed at Algoma Orchards that the BIA is encouraged to view. All parties will share information as it becomes available. (c) Decor for Downtown Feedback on the silver garland trial was collected. Feedback was mostly positive. Some concerns were raised about sunlight reflecting off the garland impacting drivers. Moved by G. Lucas, seconded by J. Barry THAT silver garland for street lamp posts be ordered. CARRIED C. Holmes presented a series of quotes from three local companies for installation of lights on trees. Prices varied and each company offered slightly different options. One company offered an all -in competitive price that included installation, removal, and storage which was felt to be the best value. Moved by J. Barry, seconded by E. Kemp THAT the contract be awarded to the company that provides all -in pricing. CARRIED (d) 12 Days of Giveaways E. Kemp will organize the campaign and run the contest on Instagram. C. Hooper will run the contest on Facebook. L. Holmes will coordinate the business interest and provide list to G. Lucas who will collect the gift certificates. The contest will run December 1 to 12 with up to $6000 worth of gift certificates available to be won. Historic Downtown Bowmanville 3 November 2020 Business Centre (BIA) (e) Charitable Partnerships Co -partnership funds from the 12 Days of Giveaways will be donated to The Salvation Army. The BIA will also sponsor a Food and Toy Drive in support of local BIA charities and non- profit groups. E. Kemp proposed having a designated drop off spot downtown for the food and toy drive and volunteered Kemp Travel as a location. Moved by L. Holmes, seconded by C. Holmes THAT signs promoting the food and toy drive be printed and delivered to Kemp Travel CARRIED (f) Remembrance Day Posters Very positive feedback has been received about the "Lest We Forget" posters provided to downtown businesses. They are visible in most windows downtown. 4. Correspondence Correspondence was received from i. Trevor Pinn, Director of Finance MOC, requesting preliminary 2021 BIA levy request ii. Sarah Allin, Planning Dept MOC, providing update on COVID CIP iii. Anne Greentree, Clerk MOC, regarding notice of adoption of COVID CIP iv. Martha Vandepol, Van Belle Flowers, expressing disappointment with procurement decision for hanging winter baskets and outlining reasons for disagreement with decision Moved by J. Barry, seconded by C. Holmes THAT the correspondence be received for information. THAT a letter of reply be sent on item iv. CARRIED 5. Treasurer's Report The Treasurer presented the following: i. $126 218.00 in current account Moved by L. Holmes, seconded by R. Hooper THAT the Treasurer's Report be adopted as presented. CARRIED 6. Directors' Reports Historic Downtown Bowmanville 4 November 2020 Business Centre (BIA) (a) Council Liaison — R. Hooper: Reported that parking report came forward at Committee meeting yesterday. Councillor Hooper had to declare himself in conflict but reported that the BIA will continue working with staff on parking issues. Outcome of bagging of meters in December is unknown at this time. Street sweeper came through to take care of leaves in downtown. (b) Events — C. Holmes: Reported that St. Johns Church has been contacted to ring bells for month of December. Carollers are unable to perform due to COVID restrictions. (c) Membership Relations —J. Barry: Reported that a flower arrangement was sent to the Toasted Walnut on their relocation. English Rose Tattoos has opened. Speakeasy Cannabis Co. is open. (d) Streetscape — G. Lucas: Reported that large planters for intersections are on order. Hanging baskets will be installed Friday and Saturday. Support staff will be asked to clean out summer planters and replace lids. (e) Communications —vacant: L. Holmes reported that emails containing relevant information continue to be distributed to members as they become available. (f) Website — L. Holmes: Reported that posts will be made about the 12 Days of Giveaways, toy and food drives, and photo displays on Instagram. Notifications about cancellation of santa photos and tree - lighting were posted several months ago on the website. (g) Media Relations — C. Hooper: Councillor Hooper reported that questions received are mainly related to tree -lighting and santa photos. 7. New Business (a) 2021 Levy/Budget Moved by J. Barry, seconded by L. Holmes Historic Downtown Bowmanville 5 November 2020 Business Centre (BIA) THAT a letter indicating that the BIA does not anticipate requesting an increase to levy for 2021 be sent to Mr. Pinn along with notification that the formal request will be forthcoming in January. CARRIED (b) Advertising Posters are a good way to reach shoppers downtown. There is a sentiment that radio advertising may be more useful than print advertising. Moved by G. Lucas, seconded by J. Barry THAT options for advertising for shopping downtown be explored. CARRIED (c) Date of Next Meeti The next meeting of the Board of Management is scheduled to be held on Tuesday January 12, 2021 commencing at 6:30pm in Clarington Meeting Room 1-C, unless COVID-19 restrictions are still in place, in which case the meeting will be held virtually. (d) Adjournment Moved by L. Holmes, seconded by C. Holmes THAT the meeting adjourn. CARRIED The meeting adjourned at 8:19pm.