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HomeMy WebLinkAbout2023-01-13Clarftwn Electronic Council Communications Information Package Date: January 13, 2023 Time: 12:00 PM Location: ECCIP is an information package and not a meeting. Description: An ECCIP is an electronic package containing correspondence received by Staff for Council's information. This is not a meeting of Council or Committee. Alternate Format: If this information is required in an alternate format, please contact the Accessibility Coordinator, at 905-623-3379 ext. 2131. Members of Council: In accordance with the Procedural By-law, please advise the Municipal Clerk at clerks@clarington.net, if you would like to include one of these items on the next regular agenda of the appropriate Standing Committee, along with the proposed resolution for disposition of the matter. Items will be added to the agenda if the Municipal Clerk is advised by Wednesday at noon the week prior to the appropriate meeting, otherwise the item will be included on the agenda for the next regularly scheduled meeting of the applicable Committee. Members of the Public: can speak to an ECCIP item as a delegation. If you would like to be a delegation at a meeting, please visit the Clarington website. Electronic Council Communications Information Package (ECCIP) January 13, 2023 Pages 1. Region of Durham Correspondence 2. Durham Municipalities Correspondence 3. Other Municipalities Correspondence 4. Provincial / Federal Government and their Agency Correspondence 4.1 Minutes of the Ganaraska Region Conservation Authority dated 3 December 15, 2022 5. Miscellaneous Correspondence 5.1 Minutes of the Tyrone Hall Board dated April 20, 2022, May 18, 2022, 8 July 20, 2022, August 17, 2022, September 21, 2022, October 19, 2022 5.2 Minutes of the Historic Downtown Bowmanville Business Improvement 17 Area dated October 11, 2022 November 8, 2022 Page 2 GANARASKA REGION CONSERVATION AUTHORITY MINUTES OF THE BOARD OF DIRECTORS December 15, 2022 (via Zoom) GRCA 07/22 1. Welcome, Land Acknowledgement and Call to Order The Chair called the Ganaraska Region Conservation Authority (GRCA) Board of Directors meeting to order at 7:15 p.m. MEMBERS PRESENT: Mark Lovshin, Chair - Township of Hamilton Randy Barber - Town of Cobourg Bruce Buttar - Agricultural Representative Vicki Mink - Municipality of Port Hope Miriam Mutton - Town of Cobourg Lance Nachoff - Township of Cavan Monaghan Tracy Richardson - City of Kawartha Lakes Joan Stover - Township of Alnwick/Haldimand Willie Woo - Municipality of Clarington Margaret Zwart - Municipality of Clarington ALSO PRESENT: Linda Laliberte, CAO/Secretary-Treasurer Cory Harris, Watershed Services Coordinator Ken Thajer, Planning and Regulations Coordinator Pam Lancaster, Conservation Lands Coordinator Gus Saurer, Forester Members of the Public ABSENT WITH REGRETS: ALSO ABSENT: Land Acknowledgement The Ganaraska Region Conservation Authority respectfully acknowledges that the land on which we gather is situated within the traditional and treaty territory of the Mississauga's and Chippewa's of the Anishinabek, known today as the Williams Treaties First Nations. Our work on these lands acknowledges their resilience and their longstanding contribution to the area. We are thankful for the opportunity to live, learn and share with mutual respect and appreciation. 2. Disclosure of Pecuniary Interest None. Page 3 Minutes GRCA Board of Directors 07/22 Page 2 3. Minutes of Last Meeting G RCA 56/22 MOVED BY: Vicki Mink SECONDED BY: Tracy Richardson THAT the Ganaraska Region Conservation Authority approve the minutes of the November 17, 2022 meeting. CARRIED. 4. Adoption of the Agenda G RCA 57/22 MOVED BY: SECONDED BY: Miriam Mutton Vicki Mink THAT the Ganaraska Region Conservation Authority adopt the agenda. CARRIED. 5. Business Arising from Minutes: a) 2023 Municipal Levy Prior to the levy presentation, the CAO/Secretary-Treasurer explained the 2023 preliminary budget, with respect the budgeted figures and the projected totals. It was explained the preliminary budget was prepared in September 2022. As indicated on page 3 of the preliminary budget, all columns are the budgeted figures with the exception of the column headed 2022 Projected Total, which are the projections to the end of the year estimated in September. It also notes the 2022 Other Funds shown are the budgeted figures, not actuals. It is further stated on page 3, that if the budgeted figures are not going to be achieved for whatever reason, the total spending for the year will be adjusted. These estimates are reflected in the projected totals and therefore, provides an indication the expenses have been adjusted. The differences in expenditures from the budgeted figures to the projected totals in the area of Conservation Land Management was explained. In particular, it was also explained the membership revenues were impacted as a result of the May 21, 2022 storm. The $320,000.00 revenue will not be achieved therefore the expenditures need to be reduced to reflect the anticipated decrease in revenues. This results in a difference in the projected total expenses as compared to the budgeted expenses. This is consistent for all areas of the budget. For capital projects, if the work cannot be completed during the given year, the funds are deferred to the following year to match when the project will be completed. The CAO/Secretary-Treasurer explained the weighted vote procedure to the Board of Directors. G RCA 58/22 A recorded vote is required. Randy Barber - Town of Cobourg (10.5580%) - Yes Mark Lovshin - Township of Hamilton (10.8962%) - Yes Vicki Mink - Municipality of Port Hope (8.3564%) - Yes Page 4 Minutes GRCA Board of Directors 07/22 Page 3 Miriam Mutton - Town of Cobourg (10.5580%) - Yes Lance Nachoff - Township of Cavan Monaghan (0.2062%) - Yes Tracy Richardson - City of Kawartha Lakes (0.0899%) - Yes Joan Stover - Township of Alnwick/Haldimand (0.9790%) - Yes Willie Woo - Municipality of Clarington (25.0000%) - Yes Margaret Zwart - Municipality of Clarington (25.0000%) - Yes The total percentage present to vote was 91.6437% To carry the motion, 51 % total of those present or 46.7383% is required and cannot be from a single municipality. THAT the GRCA Board of Directors approve the staff report that includes the 2023 levy in the amount of $1,238,969 CARRIED. 6. Delegations None. 7. Presentations a) Ganaraska Forest Recreational Users Committee (RUC) Annual Report Mark Gardiner, Chair of the RUC presented his annual report to the Board of Directors. The report included the composition of the committee and provided highlights of the meetings. He complimented staff on their reports and provided a synopsis of the meetings. It was suggested that the videos of the meetings may be posted on the website. The Board of Directors thanked Mr. Gardiner for his presentation. Tracy Richardson stated she enjoyed being on the committee and thanked staff for their reports. GRCA 59/22 MOVED BY: SECONDED BY: Tracy Richardson Miriam Mutton THAT the Board of Directors receive the presentation for information. CARRIED. b) Ganaraska Forest Update Staff provided an update on the Ganaraska Forest. Gus Saurer reported on the salvage operations to date as well as the thinning operations. Pam Lancaster provided the update on the storm recovery as well as the trail maintenance agreements that are being implemented. An update on the opening of the cross country skiing in January was provided stating everything is still on track. The Chair thanked staff for moving the recovery efforts forward. GRCA 60/22 MOVED BY: SECONDED BY: Randy Barber Lance Nachoff THAT the Board of Directors receive the presentation for information. CARRIED. Page 5 Minutes GRCA Board of Directors 07/22 Page 4 8. Correspondence None. 9. Applications under Ontario Regulation 168/06: Permits approved by Executive: G RCA 61 /22 MOVED BY: SECONDED BY: Vicki Mink Tracy Richardson THAT the Board of Directors receive the permits for information. CARRIED. Permit Application requiring Ganaraska Region Conservation Authority Board of Directors discussion: None. 10. Committee Reports: None. 11. New Business: a) Ganaraska Forest Recreational Trails Strategy Staff presented the staff report which will move forward with a strategy, in late February and mid -March, that will support ongoing opportunities associated with forest recreational trails. The trails strategy will look at future uses of the trails and will include public open houses and will consider the wishes of the forest users. The strategy will also consider the forest ecology, health and safety and any legal requirements. A question was asked if the strategy will contradict the Forest Management Plan (FMP). Staff stated the FMP sets out recommendations on managing the ecology of the Forest. The FMP guides how the forest is to be management and allow for the natural regeneration of the forest. The recreation components of the plan looked at the ecological impact of the forest. The recreational trails strategy should be complimentary to the Forest Management Plan. G RCA 62/22 MOVED BY: Miriam Mutton SECONDED BY: Bruce Buttar THAT the Ganaraska Region Conservation receive the Ganaraska Forest Recreational Trails Strategy staff report for information. CARRIED. 12. Other Business None. 13. In Camera G RCA 63/22 MOVED BY: SECONDED BY: Randy Barber Vicki Mink Page 6 Minutes GRCA Board of Directors 07/22 Page 5 THAT the Board of Directors go in camera. CARRIED. GRCA 64/22 MOVED BY: SECONDED BY: Bruce Buttar Lance Nachoff THAT the Board of Directors go out of camera. CARRIED. GRCA 65/22 MOVED BY: SECONDED BY: Randy Barber Lance Nachoff THAT the Ganaraska Region Conservation Authority Board of Directors direct staff to seek legal advice CARRIED UNANIMOUSLY. 14. Adjourn GRCA 66/22 MOVED BY: SECONDED BY: Willie Woo Lance Nachoff THAT the meeting adjourned at 9:00 p.m. CARRIED. CHAIR CAO/SECRETARY-TREASURE R Page 7 Tyrone Community Centre April 2022 Board Meeting April 20, 2022 7:30pm Attending: Danielle Carroll Brian Glaspell Larry Quinney Kyle Young David Taylor Marlene Raby Marlene Craig Crystal Ovenden Rob Groen Regrets: Cecile Bowers Lyndsay Luckhardt Paul Rowan Alvina Hare Corinna Traill Greg Carroll Reports: Dianne Woodley Joy Vaneyk Rob Farquharson Maintenance: Kyle addressed deficiencies and path forward with Clarington representatives. The discussion included: grading outside building to reduce water entering basement, dehumidifier frequently freezing, outdoor lights on poles at north edge of parking lot, and ladder training. Kyle reported the fire extinguishers and AED are checked monthly. Air Conditioning: Rob G to initiate investigation to determine if our electrical capacity will support A/C. Danielle will send quotes & specifications to Rob G. Rob's staff will review new furnaces to confirm if a AC unit can be tied into existing duct work. Kyle will work with Rob to determine path forward for the AC project. Board to consider submitting an AC cost sharing proposal to the municipality. Marlene Raby did a great job of waxing and polishing all of the floors. She will continue to clean the floors after events, until Larry has recuperated from surgery. Marlene will take on all custodian duties while Larry is recuperating. Bookings: First full booking was April 2nd. Lyndsay and Joy washed all dishes & cutlery & sanitized kitchen. We have 8 bookings in April; 2 for April and 11 for June. Dance: 7 volunteers are available to work a May 7 dance. Treasurer: Reported bank balances of 3 accounts. Other: Marlene Craig and Joy submitted the OTF grant application for resilient communities funding. Next Meeting May 18, 2022 Motion to adjourn at 8:15 pm by Dave. Page 1 TCC Minutes Page 8 Tyrone Community Centre May 2022 Board Meeting May 18, 2022 7:30pm Attending: Danielle Carroll Brian Glaspell Larry Quinney Kyle Young David Taylor Marlene Raby Marlene Craig Corinna Traill Alvina Hare Regrets: Lyndsay Luckhardt Paul Rowan Greg Carroll Moved by Cecil, seconded by Kyle to accept agenda. Carried. Dianne Woodley Joy Vaneyk Cecile Bowers Minutes of April meeting were read. Approved with revisions requested to include the maintenance items discussed with the municipal staff at April meeting. Danielle will revise minutes and forward to May meeting. Reports• Chair: No new business. Maintenance by Kyle: The south west door (bar entrance) door handle has been replaced. Outstanding issues include: window rot and missing steel cover on north east auditorium window; globe light at front of building needs replacing; grading to reduce water in basement. Kyle will follow up with Rob Groen to check on status of the electrical review, in preparation for A/C installation. Bookings by Joy: We have received a request to book each Tuesday and Thursday. Moved by Joy, seconded by Kyle to offer long term rentals half price ($250/day) for 2 days per week for 12 weeks. Renter to pay 1 month in advance and $200 security deposit. Carried. June is busy with 11 bookings. Dance by Dave: 80 people attended the dance. Danielle filled in as DJ. All agreed to continue dances in September and book a DJ. Treasurer by Brian: May dance earned profit of $571.97; chequing has $5,930.34 and Savings $25,177.05. Blood Services owes $1500 for past rentals. New Business Gardens need attention. Requests for volunteers to garden has not been successful. Moved by Joy, seconded by Dave to hire a gardener to weed, @ $20/hr, max 10 hours per month. Carried. Marlene Craig will take this job. Next Meeting June 15, 2022 Motion to adjourn at 8:20 pm by Larry. Page 1 TCC Minutes Page 9 Tyrone Community Centre July 2022 Board Meeting July 20, 2022 7:30pm Attending: Lyndsay Luckhardt Brian Glaspell Larry Quinney Dianne Woodley Kyle Young David Taylor Joy Vaneyk Paul Rowan Corinna Traill Alvina Hare Regrets: Cecile Bowers Marlene Craig Greg Carroll Danielle Carroll Marlene Wotten Moved by Dave, seconded by Kyle to approve Minutes of Meeting from May. Carried. Reports: Chair: No new business. Maintenance by Kyle: Outstanding maintenance issues waiting for target completion dates from the Municipality for: window rot and missing steel cover on north east auditorium window; globe light at front of building needs replacing; grading to reduce water in basement. The dehumidifier in north basement is frozen and needs replacing. This has been an ongoing problem, as it is a residential style dehumidifier whereas an industrial type is required. Kyle submitted our AC proposal to the Municipality prior to June 30tn Bookings by Joy: We have had a busy June with 12 rentals; a slower July due to no air conditioning and presently have 5 bookings for August. Dance by Dave: A DJ is booked for September 3rd dance. Dave will book DJs for October -December dances. Treasurer by Brian: Rental payments have been received from Blood Services. Balance on hand in chequing is $12,176.39; Savings is $25,202.30 and other is $228.54. This includes a $3,000.00 grant from the Municipality. NOW Rncinacc Marlene and Joy have been investigating an application to the Ontario Trillium Fund, for a Capital Grant to be used for financial assistance for the AC purchase. Moved by Joy, seconded by Lyndsay to apply for the OTF Capital Grant to offset Air Conditioning Costs. All in favour. Carried. Smart Serve requalification is required prior to July 2023, for everyone who has had initial training more than 5 years ago. Page 1 TCC Minutes Page 10 Motion by Dave, seconded by Kyle, for the TCC Board to cover the cost of the smart serve requalification, for the volunteers who use their smart serve to bar tend Community Centre events. All in favour. Carried. Alvina would like to organize a fashion show fundraiser for Fall 2022, with proceeds to be split between the community centre and Ukraine relief. More discussion to follow. Moved by Kyle to adjourn. Meeting adjourned 8:30pm. Next Meeting August 17, 2022 Submitted by: Joy Vaneyk, Booking Rep. Page 2 TCC Minutes Page 11 Tyrone Community Centre July 2022 Board Meeting August 17, 2022 7:30pm Attending: Greg Carroll Danielle Carroll Larry Quinney David Taylor Joy Vaneyk Paul Rowan Alvina Hare Marlene Craig Regrets: Cecile Bowers Marlene Wotten Kyle Young Lyndsay Luckhardt Brian Glaspell Dianne Woodley Corinna Traill No quorum tonight. Reports were received and planning for upcoming events discussed. Reports: Chair: No new business. Upcoming Fundraiser by Alvina: On Wednesday October 12, 2022 an evening of entertainment and Ukraine meal, supplied by LaViv will be held. Profits will benefit Ukraine and Tyrone Community Centre. Bookings by Joy: Our renter on August 7th, had no water. We contacted the Municipality who was unable to fix the issue prior to end of day, therefore we provided the renters with potable water to make tea, coffee and flush toilets. The renter was reimbursed 50% of the cost. Discussion was had with Municipality to reduce risk of recurrence. A fitness class has booked each Tuesday and Thursday morning for classes commencing September 13, through to November 3rd Dance by Dave: A DJ is booked for September 3rd dance. DJs have been booked for monthly dances through to April 2023. The plan for lunch, and volunteers to set up and work the dance was discussed. OTF Grant by Joy: Marlene C., Brian and Joy had a zoom meeting with the OTF Rep, who informed us we have been successful in obtaining funds for purchasing COVID friendly items. 80% of the requested funding will be forwarded to us on September 1, 2022 and must be used to purchase the items listed on our application (hand sanitizer dispensers; portable handwash station; buffet sneeze quards; tables, etc).Upon receipt of the items, the final 20% will be released. Next Meeting September 21, 2022 Submitted by: Joy Vaneyk, Booking Rep. Page 1 TCC Minutes Page 12 Tyrone Community Centre Minutes of Meeting — September 21st, 2022, 7:OOpm Attendees: Marlene Criag Marlene Wotten Cecile Bowers Dave Taylor Nancy Johnson Brian Glaspell Larry Quinney Greg Carroll Alvina Hare Crystal Ovenden Joy Vaneyk Jacquie MacEachern Kyle Young Diane Woodley Danielle Carroll Special Guest: Tim Welsh Regrets: Lyndsay Luckhardt Corrina Traill (stuck in the meeting room)I Motion to accept agenda — motioned by Marlene W. seconded by Greg Motion to accept minutes — Motioned by Aliva seconded by Larry motioned as no minutes sent for approval at time of meeting Committee Reports: 1. Chair Report — Danielle — no report given 2. Maintenance Report — Tim Welsh - Lamp post out front broken need to be fixed - They look like they are not in the ground and stabilized - Tim noted that the glass has been ordered - The eves are over flowing when it rains and end in pooling water on the ground - The drainage is slopped towards the building instead of away so the pooling water just seeps into the ground and then into the basement. - Tim noted that the grading has been push forward to the town and just waiting to hear back - We need a cage for the window in the mail hall on the east side of the building - The dehumidifier downstairs freezes and is not safe - There was supposed to be a fence placed in between the soccer field and the parking lot - Curbs in the parking lot are broken and need to be replaced - The walkway on the east side of the building needs to be fixed so that all people can use the walkway - The west door needs the push bar replaced as it is not locking - The washroom in the north hall needs to be fixed as it is not up to todays standards for accessibility. We have no washrooms that a wheelchair can get in and out of. mess and ensure everything is in working order. - Can the lights be put on a sensor for coming on and shutting off. - Tim noted that there are no more sensors currently but we are looking into it. - The furnaces needs to be checked for the winter months - Monitoring system or some sort of sensor when the furnaces stops working or dampness is detected then someone can be alerted to help stop the issue sooner - We would like to do ladder training and if we can do it online it would be VERY helpful Page 13 - Snow removal - contact Michelle Pick - Air conditioning we are just waiting to hear back about when and how much - Ice rink if we can store the boards and signs then we can set it up as it gets colder - We need a load of water which was provided last year for one load only. which is perfect as then it will hold the tarp down - Basketball courts has many cracks in it it should be fixed - We need a new filter for the fountain in the front lobby 3. Rentals —Joy —we are coming into a very busy month! Mark Canning from 6:30-9:00 on October 13, December 10 is breakfast with Santa. Tuesdays and Thursdays exercise class, last Wednesday of the month is blood clinic 4. Treasurer Report — Brian Glaspell — in chequing account $31,719.59, savings $25,484.86. 5. Grounds and Sign — Kyle — fire extinguishers have been signed off on, we need to get a vinyl sign for the dumpster that says NO DUMPING. 6. Dance Report — Dave — small crowd but a good time $98.70 profit. 7. Grant - we have currently spent $4388 for tables, handwashing station, sanitizer Old Business: New Business: 1. Nothing discussed 1. We will get a tree for Susie's family and create a plaque for the tree that has all the siblings names Motion to adjourn at 8:25 by Greg. Page 14 Attendees: Marlene Criag Dave Taylor Aaron Kolodziejczak Joy Vaneyk Regrets: Danielle Carroll Tyrone Community Centre Minutes of Meeting — October 19t" 2022, 7:OOpm Marlene Wotten Nancy Johnson Kelvin Hare Lyndsay Luckhardt Brian Glaspell Alvina Hare Jacquie MacEachern Kyle Young Corrina Traill Greg Carroll Cecile Bowers Larry Quinney Crystal Ovenden Motion to accept agenda — motioned by Marlene W. seconded by Lyndsay Motion to accept minutes — could not be motioned as no minutes sent for approval at time of meeting Committee Reports: 1. Chair Report — Danielle — no report given 2. Maintenance Report — Larry — was advised by Joy that the fire suppression was set off during inspection. Municipality to return to clean up mess and ensure everything is in working order. It was mentioned that the side bar door was left open. This will be discussed with the Municipality to ensure that the facilities are closed up correctly after workers have been inside. 3. Rentals — Joy — there is a rental this coming weekend that requires volunteers. Also asked for a volunteer for the election booking on Monday to clean touch points. 4. Treasurer Report — Brian Glaspell — in chequing account $31,719.59, savings $25,484.86. The Ukraine fundraiser made $7000. Discussion was had about how to distribute the funds as the fundraiser was so successful. Alvina motioned that the hall would keep the agreed $2000 and the remaining $5000 would be given for Ukraine support through Lviv Hall in Oshawa split even $2500 to each organization support is being collected for. Seconded by Cecile. Carried 5. Grounds and Sign — Kyle — fire extinguishers have been signed off on. No update provided on install of a/c. Will continue to follow up with Municipality on this issue. Humidifier in the basement has been replaced and working great. The Light has been changed outside the bar door. Nothing else to report 6. Dance Report — Dave — discussed how the monthly dances have been going. Suggestions on how to improve profit and lower expenses until attendance returns to pre-covid numbers. Old Business: 1. Nothing discussed New Business: Page 15 1. Movie Night Update provided and will continue monthly going forward. November's movie night will be advertised on social media. 2. Breakfast with Santa will run Dec 101h. Crystal, Jacquie and Lyndsay agreed to coordinate this event. Information will be sent out and requests for helpers will be sent. Entry is by food bank donation. It was motioned by Lyndsay that the hall cover the cost of the supplies as done in previous years. Seconded by Jacquie. Carried 3. Discussion was held about possible fundraising ideas. These included Pub night, tentative date of Feb 11th was picked having local brewery and local band playing. More info to come. Other options for community involvement and special nights was discussed to be planned in the new year. Motion to adjourn at 8:45 by Kyle. Page 16 Historic Downtown Bowmanville Business Centre (BIA) Board of Management Meeting Minutes Tuesday October 11, 2022; 6:30pm Virtual Meeting In Attendance: Edgar Lucas, Chair Laura Holmes, Secretary Gerri Lucas, Treasurer Justin Barry (joined at 6:50pm) Cathy Holmes Ron Hooper Regrets: Erin Kemp Bonnie Wrightman, CBOT representative Delegations Present: none 1. Presentation by Delegations The Chair recognized that no delegations were present. 2. Updates from Community Partners (a) Clarington Tourism Update sent via email from Ashlee Kielbiski, Temporary Tourism Coordinator The fall postcard is part of a coordinated campaign involving mail drop, recreation centers, community displays, and events. The postal codes for mail drop are also targeted for digital advertising. Geotagging will be used to see who received the ads and then walked into the downtown districts. Applications will open in November for joining the Tourism Advisory Committee. Tourism will participate at Applefest. Tourism has a month newsletter for distribution electronically. Marketing materials and notices can be sent to Tourism for inclusion. A link was provided for distribution to downtown Bowmanville to submit input on the Clarington Waterfront Strategy. 3. Adoption of Minutes Moved by R. Hooper, seconded by C. Holmes THAT the minutes of the meeting of September 13, 2022 be approved as circulated. CARRIED 4. Business Arisine from Previous Minutes None. 5. Correspondence Correspondence was received from Page 17 Historic Downtown Bowmanville Business Centre (BIA) OCTOBER 2022 i. Legislative Services regarding 2023 Budget Guidelines (via email) ii. MOC Treasurer regarding 2023 Budget Request (via email) iii. Legislative Services regarding Municipal Election Worker Application (via email) iv. Planning Department regarding Hancock development Courtice ZBA 2022-047 (via email) V. Planning Department regarding Morgans Road Farm ZBA 2022-046 (via email) Moved by G. Lucas, seconded by R. Hooper THAT the correspondence be received for information. CARRIED 6. Treasurer's Resort The Treasurer presented the following: i. $139325.15 in current account ii. $27622.83 received from event fees to cover Applefest costs Moved by C. Holmes, seconded by J. Barry THAT the Treasurer's Report be adopted as presented. CARRIED 7. Directors' Reports (a) Council Liaison — R. Hooper: Reported that street patio was removed last week. Believes that the patio was underutilized and staff may need to consider prior usage during permitting going forward. Attended a roundtable session about crime prevention hosted by CBOT and DRPS last week. Conversations included a 'talk to your neighbor' strategy to share information. Much was focused on illegal happenings in the industrial area near Lake Road. DRPS encourages reporting to help with control and collection of data. OBIAA calls have focused on budgeting and street side patios. Encourages all to vote in the upcoming Municipal Election and to view the slate of candidates. Early voting starts Monday. A new painted crosswalk has been installed at the intersection of Temperance and Church St and was smudged by the Indigenous community in a ceremony. (b) Events — C. Holmes: Reported that Applefest space is sold out. Vendor demand remains really high even though no space is available. Overflow parking will be available in the former Goodyear parking lot and in some other local lots. GOVAXX mobile vaccination bus will be present at Applefest. Nearly half of vendors are new, first-time vendors. Road closure signage has been installed. There have been two businesses expressing concerns about event road closures. Girls Night Out is scheduled for November 3. Santa is booked for Saturdays in December. Applefest apparel has been offered to businesses. Halloween coloring books will be offered to businesses for distribution. Remembrance Day posters will be distributed to each business. Santa Claus parade sent the float registration link today. The standard parade entry will be submitted if the horse and driver can be arranged. Moonlight Magic is scheduled for Dec 2. A new window wrap for BMO will be installed to last through the winter. (c) Membership Relations —J. Barry: Page 18 Historic Downtown Bowmanville Business Centre (BIA) OCTOBER 2022 Reported that a new business opened above Sleep Gallery in the former Collective Offices called Tel's Touch Beauty. The Chair recommends that a bouquet of flowers be sent to the owner of Kings Milk following the incident. (d) Streetscape — G. Lucas: Reported that winter hanging baskets will be installed prior to Santa Claus Parade. Summer hanging baskets will be removed following Applefest as well as the stationary planters. There was an incident with an Autumn banner being hung upside down and it has been addressed with support staff. Will order the stationary winter planters tomorrow. There has been significant garbage being left on the bench at the BMO window on King. Councillor Hooper will inquire with staff if a permanent garbage receptacle can be installed next to the bench. (e) Communications— (vacant): L. Holmes reported that 3 notifications have been sent to businesses notifying about upcoming Applefest road closure. (f) Website & Social Media — L. Holmes: Reported that a post about Applefest went viral and reached several thousands. Durham Tourism has requested use of several event images including one of the inflatable apple for print and digital promotions. The contact us form on the website continues to receive a substantial number of information requests — many related to Applefest — and is difficult to keep on top of. 8. New Business (a) 2023 Budget Defer discussion to November meeting. (b) Election Councillor Hooper will consult OBIAA and the office of the CAO. (b) Legion Use of Banner Poles In early Spring, the Chair reached out to Legion representatives to notify that Remembrance Day banners could not be installed until the day following Applefest. A notice was also sent to the banner installation company informing of this decision. This was communicated well in advance to ensure that there was no confusion, particularly since the Legion was permitted earlier installation in 2020 and 2021 because of pandemic cancellations of Applefest. By September, several Legion representatives engaged in a campaign to insist that banners be installed as soon as possible. This involved continued harassment of staff at the banner installation company, as well as various members of the BIA, by several Legion representatives. The main issue being that the Legion had promoted a longer installation window to donors and they wanted the large crowds at Applefest to view the banners, despite the earlier notice from the BIA. The BIA has installed new autumn banners that were intended to be in place for Applefest. The BIA purchased and maintains the Page 19 Historic Downtown Bowmanville 4 Business Centre (BIA) OCTOBER 2022 banner standoffs in downtown Bowmanville for the purpose of promoting and beautification of the business district. Permission was originally granted to the Legion for use of the standoffs for Remembrance Day banners back in 2019. Use of the banner standoffs remains at the discretion of the BIA. The Chair and Councillor Hooper spoke with representatives and eventually conceded that the banners could be installed following Thanksgiving to prevent any further dissention. Moved by G. Lucas, seconded by R. Hooper THAT for 2023 the Legion banners cannot be installed until after Thanksgiving and that a letter be sent outlining this decision and detailing that harassment of the BIA, its members, or banner installation company representatives is unacceptable and will not be tolerated. CARRIED (b) Tree Lights There have been several incidents where the lights in the trees have fallen recently. Urgent action was taken to ensure that no safety hazard presented. There are some lights that are damaged resulting from animal chewing and those that suffered salt corrosion after they were covered in snowbanks for much of the winter season. Due to tree growth, the lights wrapped around the trunks will be removed and rewrapped. Once the leaves fall from the tree, an assessment will be made whether the lights in the branches will need to be removed. The shooting stars have new LED light ropes and the brackets have been installed in an orientation where they are less likely to be impacted by passing trucks. The stars will be installed prior to the parade. There continues to be light standards experiencing outages despite resetting of GFIs. More permanent repairs and/or replacement may be necessary. Moved by G. Lucas, seconded by C. Holmes THAT a letter be sent to Operations requesting future budget considerations for inspections, repairs, and if necessary, wiring updates and replacement of GFIs with sealed units. CARRIED (b) Advertising Councillor Hooper was presented with a proposal from Durham Radio for cooperative radio advertisements for downtown businesses and wants to know if this is of interest to the BIA. A sample of the campaign recently run for Port Perry on KX96 was played virtually. It involved a short segment about shopping downtown Port Perry and was followed by 3 non -competing business advertisements for a total 60 second slot. The proposal was for a 10 week session. There may be a conflict as the representative presenting the proposal to Councillor Hooper, as a business owner, is not the same representative that covers the BIA. C. Holmes will reach out to determine jurisdiction. Councillor Hooper will make inquiries to determine how the businesses were selected and how the payments were handled. 9. Date of Next Meeting Page 20 Historic Downtown Bowmanville Business Centre (BIA) OCTOBER 2022 The next meeting of the Board of Management is scheduled to be held on November 8, 2022 commencing at 6:30pm, virtually. 10. Adiournment Moved by R. Hooper, seconded by G. Lucas THAT the meeting adjourn. CARRIED The meeting adjourned at 8:37pm. Page 21 Historic Downtown Bowmanville Business Centre (BIA) Board of Management Meeting Minutes Tuesday November 8, 2022; 6:30pm Virtual Meeting In Attendance: Edgar Lucas, Chair Laura Holmes, Secretary Gerri Lucas, Treasurer Justin Barry Cathy Holmes Ron Hooper Regrets: Erin Kemp Bonnie Wrightman, CBOT representative Delegations Present: none 1. Presentation by Delegations The Chair recognized that no delegations were present. 2. Updates from Community Partners None. 3. Adoption of Minutes Moved by L. Holmes, seconded by J. Barry THAT the minutes of the meeting of October 11, 2022 be approved with amendments a) THAT based on information received from Operations following the October 11 meeting regarding the current status of repairs conducted on the light standards it is no longer necessary to issue a letter requesting repairs. b) THAT the letter to the Legion representatives not be sent and the topic be reopened for discussion CARRIED 4. Business Arisine from Previous Minutes (a) 2023 Budget Budget guidelines were received in correspondence last month. The 2022 Levy was $171 625. Due to rising inflationary costs a budget increase will be required for 2023. A 2.5% increase would represent an additional $4290.63. Moved by R. Hooper, seconded by C. Holmes Page 22 Historic Downtown Bowmanville 2 Business Centre (BIA) NOVEMBER 2022 THAT a preliminary levy request of a 2.5% increase be submitted to the MOC Treasurer with final amount provided in mid -January. CARRIED (b) Election Councillor Hooper will seek information from OBIAA and the office of CAO. Election deferred to January 2023. (c) Tree Lights/Shooting Stars Shooting Stars will be installed following Remembrance Day. Timers will be installed as a conservation measure. The lights on the trees will be removed and then an assessment for damage will be conducted. There are non -holiday options that can fit into the shooting star brackets. Pricing per item ranges starting at $750 each for LED lit. This would allow for extended use of brackets. Board feels that impact of lit options would be limited as daylight is extended for rest of year. The Chair will research non -lit options and report back. (d) Advertising C. Holmes reached out to contacts at Durham Radio regarding the proposal presented to Councillor Hooper. It was presented as a business builder program by the business representative and would need to be separate from BIA advertising. The BIA account is held by a different representative and a proposal for a shop local campaign was provided. An additional proposal for advertising was sought from CHFI, as listenership grows drastically during the 'all Christmas music' period. Three proposals for radio advertising were presented. Moved by G. Lucas, seconded by J. Barry THAT two weeks of 'shop downtown Bowmanville' advertising be booked with CHFI 98.1 for November/December. CARRIED 5. Correspondence Correspondence was received from i. Susan Liang regarding event road closures (sent to Councillor Hooper's email) ii. Lenore Wubbolt, daughter in family that sponsored a Legion banner (via postal mail) Moved by R. Hooper, seconded by G. Lucas THAT the correspondence be received and a letter of response be sent to items 5.i. and 5.ii.. CARRIED 6. Treasurer's Report The Treasurer presented the following: i. $129 780.79 in current account Page 23 Historic Downtown Bowmanville 3 NOVEMBER 2022 Business Centre (BIA) Moved by L. Holmes, seconded by J. Barry THAT the Treasurer's Report be adopted as presented. CARRIED 7. Directors' Reports (a) Council Liaison — R. Hooper: Reported that Montgomery has tested lights in the downtown. Decorative lights in front of SpineWise need replaced. New GFIs were installed in some locations. Some locations received new fuse kits. Santa Claus Parade is scheduled for Sat November 19 and the committee is looking for donations, float entries, and volunteers. There is a new Council following the municipal election. Council will appoint a new liaison for the BIA. (b) Events — C. Holmes: Reported that Halloween coloring books were delivered to businesses for distribution to customers and were very well received. Girls Night Out attendance appeared to be down from last year. The horse and buggy has been entered into the parade. A new photo prop will be installed at the BMO corner for the parade. St. John's Church will be ringing their bells on Saturdays in December. Moonlight Magic is upcoming on Fri Dec 2 and Meet Santa photos are scheduled for Saturdays in December at BMO. (c) Membership Relations —J. Barry: No report. (d) Streetscape — G. Lucas: Reported that hanging baskets should be installed before parade. Stars, tinsel, and winter banners will be put up. The large stationary winter planters will be delivered soon. The support staff still need to remove the summer plants and install covers. (e) Communications— (vacant): No report. (f) Website & Social Media — L. Holmes: Reported that a few updates and changes to the website may be required in the new year. This includes some changes to the online vendor applications and portal to help make the process more seamless on the backend. The website contact form continues to receive numerous messages. Social media accounts continue to grow in number of followers. 8. New Business (a) February Meeting Date The second Tuesday of the month falls on Valentine's Day. To avoid any conflicts for businesses that may be busy for the holiday it was proposed that the meeting date be changed. Page 24 Historic Downtown Bowmanville 4 NOVEMBER 2022 Business Centre (BIA) Moved by L. Holmes, seconded by R. Hooper THAT the meeting be shifted to the first Tuesday of the month and be scheduled for Tuesday February 7, 2023. CARRIED (b) Zoom Renewal The current Zoom subscription expires this month. With uncertainty related to availability of evening meeting space, virtual meetings may need to continue for the foreseeable future. Moved by L. Holmes, seconded by C. Holmes THAT the subscription to the Zoom platform be renewed for another year. CARRIED 9. Date of Next Meeti The next meeting of the Board of Management is scheduled to be held on Tuesday January 10, 2023 commencing at 6:30pm, virtually. 10. Adiournment Moved by L. Holmes, seconded by C. Holmes THAT the meeting adjourn. CARRIED The meeting adjourned at 8:46pm. Page 25