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Home My WebLink About2008-01-08 Minutes BOARD OF MANAGEMENT BOWMANVILLE BUSINESS IMPROVEMENT AREA Minutes of a regular meeting of the Board of Management held at 6:30 p, m. on Tuesday, January 8, 2008 in Committee Room 1-C in the Bowmanville Library. Present: Gilpin Members: Lucas, Seaton, Barry, Patterson, Hooper, Hawkins Absent: Allin, Turner, Becz The Meeting was called to order by the Chairman, who then recognized that there were no delegations present. Moved by Barry, seconded by Seaton, THAT the Minutes of the previous meeting be adopted as circulated. "CARRIED" The correspondence was received from The Bowmanville Salvation Army, Blachere Illumination Canada Inc., Edward Jones, Municipality of Clarington, Ministry of Tourism, and Angela Becz. Moved by Barry, seconded by Seaton, THAT the correspondence be received and filed. "CARRIED" Next the Treasurer presented his Annual Report and Draft Budget for 2008 which are attached to the Minutes Moved by Hooper, seconded by Barry, THAT the Treasurer's Report be adopted as presented "CARRIED" f Page 2 y� Prior to the review of the Draft Budget for 2008, Gilpin requested the following: Moved by Seaton, seconded by Hawkins: THAT the Events Co-ordinators's annual stipend be increased by $1,500 each. "CARRIED" Moved by Hooper, seconded by Patterson, THAT the Editor of the Bowmanville Downtowner have his stipend increased by $150 (or $50 per issue). "CARRIED" After the review of the Draft Budget for 2008, it was: Moved by Hawkins, seconded by Barry, THAT the Draft Budget for 2008 be accepted for circulation to the membership. "CARRIED" DIRECTOR REPORTS: Council Liaison: No report. Events: Lucas reported for Allin that the Events Committee will be holding a post-mortum on the recent Christmas promotion, on Thursday, January 10. Membership Relations: Barry reported that two new businesses had opened in the Downtown—Vienna Cafe and Peek's Men's Wear. Streetscape: Hooper reported that out-of-downtown people are dropping of garbage in the Downtown area. Communications: Patterson reported that the merchants were pleased to receive the notice regarding the timing of waste pick-up over the holidays. ti r Page 3 She also noted that she had placed bows on all of the meters prior to Christmas. Publications: No report. Board of Trade: Hawkins announced that all were invited to attend the Board of Trade Social to be held at Chanterelle Bistro on Thursday, January 105 2008 between 5:30 and 7:30 p. m. Website: No report. Under "BUSINESS ARISING", Hooper reported that he would inquire about the status of replacing the wood on the benches in the Downtown, and that he would investigate what was happening regarding the replacement of the bench which was broken during the snow clean-up in the Downtown. Lucas stated that he had yet to speak to Swan Signs about the new Welcome signage at each end of the Downtown. It is hoped that a design will be available for approval at the next Board meeting. g Gilpin reported for Becz that only five businesses had agreed to put a Discount Coupon on the website, although all were contacted. None of the businesses present, which had used the coupon, reported that anyone had used it. Hooper reported that he had not yet taken action on the matter of the Municipality making the message on the parking meters in larger print and changed to read "Free Parking on Saturday and Sunday". Under "NEW BUSINESS", Gilpin asked that the following be read into the Minutes from the Special Meeting which was held in early December: Moved by Barry, seconded by Seaton: THAT the Bowmanville BIA recognize the Sesquicentennial Committee as a sub-committee of the Bowmanville BIA, to include the use of the Websitc C Page 4 and the services of the Treasurer, for the period, January 1 until July 31, 2008. "CARRIED" The Chairman next asked Hooper to investigate the possibility of having the meters bagged off for one week each month. Patterson then requested the following new appointment to the Events Staff: Moved by Patterson, seconded by Hawkins THAT Peter and Charlene Kooger be appointed as an Events Facilitator. "CARRIED" Hooper then reported the following, as the Chairman of the Sesquicentennial Committee: 1) the lamp posts in the Downtown will be used to display the 1501"Anniversary banners, 2) the Municipality's cross-street banner poles will be used for the same purpose, 3) the historic post cards will be given to each store for sale during the celebration, and 4) a special insert will be included in the Maple Festival edition of the Bowmanville Downtowner. On a separate topic, Hooper expressed concerns that the Methedone Clinic could be re-located from Oshawa to a site in Downtown Bowmanville. It was agreed that this was not acceptable. Seaton observed that at the last August Midnight Madness and Busker Festival there was nothing for the teenagers to do. She suggested that the Events Committee should address this problem. It was suggested that a "Battle of the Bands" contest might be held in Rotary Park on that evening. Moved by Seaton, seconded by, THAT the Meeting be adjourned. "CARRIED" r. l Page S y, The next meeting is scheduled for Tuesday, February 12, 2008 in Committee Room 1-C at 6:30 p. m. in the Bowmanville Library. HISTORIC DOWNTOWN BOWMANVILLE Financial Report for 2007 (Unaudited) and Budget Budget Actual Draft Budget 2007 2007 2008 Administration $ 33,000 $ 34,745.08 (1) $ 40,000.00 Events 67,800 60,882.68 70,000.00 Special Promotion 2,000 1,560.88 2,000.00 Streetscape (net) 10,000 85359.35 9,000.00 Capital Works 15,000 15,623.31(1) 15,000.00 Contingency Fund 00 00.00 0.00 Loan Installment 4,000 4,000.00 0.00 Publications 9.000 8,873.07 9,000.00 Website Maintenance 2,000 _ 2,109.19 2,000.00 Totals $142,800 $136,153.56 $147,000.00 Less: Portion of 2007 Surplus 18,300.00 Budgeted Amount for 2008 (same as last 4 years) $128,700.00 On hand December 31 2006: On hand December 31 2007: Petty Cash $ 200.00 Petty Cash $ 200.00 Current Account 165331.51 Current Account 11,254.59 GIC 6,341.11 GIC 14,834.04 Contingency Fund 309126 Contingency Fund 5,103.56 Total $25,963.88 Total $31,392.19 (2) (1) See itemized details below. (2) Includes interest earned in the amount of$2,635.28 Itemized Capital Works Expenses: Itemized Administration Expenses: Classic Displays $ 5,928.00 Events Staff $173-000.00 Storage Rent 3,410.00 Operational Costs 8,663.16 Signage 15562.30 Secretary-Treasurer 500.00 Canopes & Bags 1,504.80 Presentations 1,910.43 Pole Repairs 1,127.61 Wine &. Cheese Party 1,100.11 Garland & Lights 901.13 Annual Meeting 946.38 Miscellaneous 531.22 OBIAA Membership 125.00 Supplies 356.15 Banners 302.10 Total $15,623.31 Total $34,745.08 HISTORIC DOWNTOWN BOWMANV►LLE Financial Report for 2008 (Unaudited) and Budget Budget Actual Approved Budget 2008 2008 2009 Administration $ 40,000 $ 38,405.76 $ 41,500.00 Events 76,500 69,027.87 695000.00 Special Promotion 2,000 15891.00 2,000.00 Streetscape (net) 9,000 8,328.88 9,000.00 Capital Works 155000 17,853.15 15,000.00 Contingency Fund 00 00.00 0.00 Publications 9.000 9,220.00 9,000.00 Website Maintenance 2,000 999.48 1,000.00 Totals $160,000 $151.726.17 $1465500.00 Less: Cash surplus 26,000 _ 10,000.00 Net Budget $134,000 $1363500.00 (1) s (1) This amount represents an increase of 1.8% in the Bowmanville BIA budget for year 2009.