Loading...
HomeMy WebLinkAbout2023-04-11Historic Downtown Bowmanville Business Centre (BIA) Board of Management Meeting Minutes Tuesday April 11, 2023; 6:30pm Virtual Meeting In Attendance: Ron Hooper, Chair Laura Holmes, Secretary Gerri Lucas, Treasurer Cathy Holmes, Director Edgar Lucas, Director Amber Ross (owner, Pink Lemon Decor) Regrets: Erin Kemp, Director Lloyd Rang, Council Representative Bonnie Wrightman, CBOT representative Delegations Present: Lindsey Patenaude, Legislative Services Committee Coordinator (depart 7:06pm) Michelle Pick, Accounting Services Manager/Deputy Treasurer (depart 7:06pm) Duncan Anderson, Manager Municipal Law Enforcement (depart 7:44pm) Justin MacLean, Manager Strategic Initiatives/Communications (depart 7:44pm) Kristina Bergeron, Municipal Law Enforcement Coordinator (depart 7:44pm) The Chair read the Land Acknowledgement Statement. 1. Presentation by Delegations (a) L. Patenaude shared Orientation for Committees of Council presentation on screen. BIA Boards are legislated, therefore, some information shared in the presentation does not apply. Code of Conduct for Council applies to all committees of Council. All Boards members must complete online accessibility training course. M. Pick shared Financial Guidelines for Boards document on screen. There is a move towards a four-year budgeting process. Budget submissions for 2024 will mostly likely be required by September. When timelines for the new process are finalized Mr. Pinn will reach out with further information. Three signing officers are required; Treasurer, Chair, and alternate. E-transfers are now permitted provided that the email accepting transfers is accessible by multiple members. M. Pick will seek answer on whether a credit card may be accessible to BIA for purchasing. The Chair asked about the value in reserve fund. M. Pick confirmed $15 720 at end of 2022 and funds can be directed by board motion. The Treasurer reported that there have been issues with CRA direct deposit. The Chair expressed gratitude to Lindsey and Michelle for attending. The delegates departed. (b) J. MacLean reports that the parking app is forthcoming. The RFP process is complete, but no contracts are signed. There will be a robust communications push when the app moves forward. Hot Spot and Honk are the two big players in mobile parking applications. Historic Downtown Bowmanville Business Centre (BIA) APRIL 2023 D. Anderson secured a contract with Hot Spot for mobile app-based and call -in option payments. Projected timeline for implementation is in summer. Used in Peterborough and some neighboring municipalities in Durham. Hot Spot has option for monthly/yearly fee passes, in lieu of fees per -transaction, which is a benefit to users. The app can be programmed to limit time of parking and will not allow renewal of a specific space beyond the limit. D. Anderson states there are numerous meters that require upgrades and/or replacement. The payment units in the municipal lots also need upgrades. Collection of coins from meter is labor-intensive and expensive. Would like some feedback on a proposal to remove meters entirely and move to mobile payment streetside and credit/debit plus potentially cash payments in municipal lots. Removal of meters would also eliminate barriers to snow removal. In general, there is a movement towards cashless and this may be a good time to consider removal of meters. There is not much data on how removal of coin meters would affect senior population or those who do not have mobile phones. Signage for mobile payments is typically 1 per 4 parking spaces. There will still be opportunity to provide complimentary parking with mobile payments. Disposal of meters could have some resale value either through scrap metal or return to vendor. No additional parking spaces will be gained through this process. There may be opportunity to bring mobile pay parking to Orono and Newcastle, but will require discussion with Region over road jurisdiction. Any long-term addition of parking downtown is outside the scope of this discussion. Recommendation to do a widespread and robust communications strategy to ensure that community is aware of the changes. (c) K. Bergeron started in role of Municipal Law Enforcement Coordinator in September. Mainly supports staff handling animal control, parking, minor by-law offences. Also supports the Manager. Was present in other municipalities for roll -out of mobile parking apps, however, those areas did not have existing meters. The Chair thanked the delegates for attending. The delegates departed. 2. Updates from Community Partners (a) Clarington Tourism/Economic Development (sent by email from Laura Knox) The Economic Development division will be assuming responsibility for the downtown patio program and would like some feedback from the BIA on the program. Concerns expressed over safety, impact on flow of traffic, impact on pedestrian traffic, utilization, lack of attractiveness, loss of parking, narrow sidewalks. Lack of utilization and unattractiveness has been an issue in past few years. Would like standards set for beautification, perhaps making the design part of the application process. 3. Adoption of Minutes Moved by L. Holmes, seconded by G. Lucas THAT the minutes of the meeting of March 13, 2023 be approved as circulated. CARRIED Historic Downtown Bowmanville 3 APRIL 2023 Business Centre (BIA) 4. Business Arisine from Previous Minutes (a) Concerts in the Park Request The Chair declared a conflict of interest and temporarily departed the meeting. The Secretary reported that the deadline of April 10, 2023 passed with no request from Concerts in the Park to be classified as a sub -committee. The Chair returned to the meeting. (b) 99 King Mural Request The Chair plans to go speak with owner. Moved by E. Lucas, seconded by G. Lucas THAT the Bowmanville BIA logo cannot be used on the mural. CARRIED 5. Correspondence Correspondence was received from i. E. Locke, building owner 20-30 King St W., regarding ponding of water in BMO driveway ii. T. Pinn, Treasurer, regarding 2023 levy approval and transfer (via email) iii. Deputy Clerk regarding GG-081-23 & CAO-009-23 land acknowledgement & inclusion, diversity, equity, etc. policy (via email) iv. Deputy Clerk regarding JC-012-23 & Notice of Adoption OPA 132 Clarington Official Plan (via email) V. Planning Dept regarding Notice of Public Meeting Ruddell Rd, Newcastle (via email) vi. Municipal Clerk regarding Notice of Adoption 2023-024 & 2023-024 (via email) vii. Planning Dept regarding Rezoning Application PD-030-23 (via email) Moved by C. Holmes, seconded by G. Lucas THAT the correspondence be received for information. THAT 5.i. be considered in New Business 8.a CARRIED 6. Treasurer's Report The Treasurer presented the following: i. Levy transfer received ii. $228 422 in current account iii. Some outstanding invoices. Vendor payments received. Moved by L. Holmes, seconded by E. Lucas THAT the Treasurer's Report be adopted as presented. CARRIED Historic Downtown Bowmanville 4 APRIL 2023 Business Centre (BIA) 7. Directors' Reports (a) Council Liaison — No report. (b) Events — C. Holmes reported that Meet The Easter Bunny event was successful. Raised $950 for The Salvation Army Bowmanville. The photographer reported that many attendees did not purchase photos and wanted to take free photos on own phones. If this continues to be an issue there may need to be a small fee applied. There was another event at Rotary Park at the same time, that we were unaware of. Maplefest vendor spaces are sold out. There has been an overwhelming number of requests from ineligible parties this year. This includes organizations, corporations, and businesses located outside of downtown. The purpose of the event is to promote the downtown businesses, and as a result, no outside businesses are permitted. There is also an issue with businesses attempting to give other groups access to their space at the festivals. A reminder will be sent to business owners about the rules. Girls Night Out has 31 participants for Thurs April 20. (c) Membership Relations — Star Nails has been replaced by Boss Nails, which also has a location in Whitby. The new bakery cafe moving into the former Nutrition Kitchen location will open soon. They are moving from Port Hope. (d) Streetscape — E. Lucas reported that winter decor has been removed and spring decor installed. Lights in trees will be removed before leaves come out. Quote received for watering contract resulting in increase from budget amount. New winter garlands are ordered. Will contact vendor to ensure that summer baskets are on track. The Chair reports that he will do a walk -about with Mr. Brake to inspect the downtown. (e) Communications & Marketing— L. Holmes reported that the website contact form has been inundated with requests related to Maplefest. It is often difficult to keep up with the number of messages. There have also been numerous organizations/businesses wanting to be added to the website directory and/or requesting promotion on our social media. Only BIA members are eligible for promotion on the website and social media and some parties are very frustrated when this is communicated to them. There seems to be a misunderstanding that the BIA incorporates all of Clarington and/or that our accounts should promote all business in Bowmanville, whether it be home -based or not. Moved by E. Lucas, seconded by G. Lucas THAT Director's Reports be received. CARRIED 8. New Business (a) BMO Driveway Historic Downtown Bowmanville Business Centre (BIA) APRIL 2023 For the past few months, the drain has been blocked resulting in ponding and pooling in the driveway. Presents a safety concern for pedestrians, and is neglectful of maintaining property standards. Several business owners and community members have raised this issue. BMO leases the property and the owner is responsible for maintenance. Attempts to determine contact information for the owner have been unsuccessful. Concerns related to upcoming Maplefest when large crowds will be present. Moved by R. Hooper, seconded by G. Lucas THAT a letter be sent to staff requesting action be taken to address the issue of water ponding and pooling resulting from the blocked drain. CARRIED (b) Proposal for banners in construction zone The Chair will speak with staff to determine if installation would be possible. (c) Proposal for new summer stationary planters Moved by G. Lucas, seconded by L. Holmes THAT the current fixed stationary planters be removed and replaced with temporary stationary planters. FAILED The discussion will be deferred until next meeting when information about pricing and number of planters is available. The Chair will count the number of planters. (d) Damage of benches and planters Two large winter planters belonging to vendor were damaged — one by vehicular accident, the other in snowbank removal effort. Municipal insurance deductible is prohibitive for claim. Vendor will be reimbursed by BIA for cost of planters. Staff removed broken bench and broken fixed stationary planter from Temperance St north of King. The Chair will ask Mr. Brake if the bench will be repaired and/or replaced. The bench in front of the BMO window on King St is in poor condition. The Chair will speak with staff about purchase of new benches. (e) PFLAG pride banners E. Mittag contacted the Chair to determine the condition of the PFLAG banners and to gain permission for install in June. Moved by E. Lucas, seconded by G. Lucas THAT install of two banners will be permitted for the month of June in the same location as last year. CARRIED Historic Downtown Bowmanville Business Centre (BIA) (f) Proposal to move date of June meeting Moved by G. Lucas, seconded by C. Holmes THAT the June meeting date be moved to June 6, 2023. CARRIED 9. Date of Next Meeti APRIL 2023 The next meeting of the Board of Management is scheduled to be held on May 9, 2023 commencing at 6:30pm, virtually. 10. Adjournment Moved by G. Lucas, seconded by L. Holmes THAT the meeting adjourn. CARRIED The meeting adjourned at 9:02pm.