MINUTES OF THE
REGULAR MEETING
OF THE DOWNTOWN PORT PERRY BIA
HELD TUESDAY, MAY 12, 2009 AT 6:00 P.M.
IN THE SCUGOG VISITOR & BUSINESS CENTRE
PRESENT:
Vic-Chair, Terry Venner Birgitta MacLeod
Bill Minors Michelle Belair
Susan Clearwater Amanda Jackson
Julie Brock Lana Crosbie
Michelle Belair
ALSO PRESENT: General Manager - Kenna Kozak
Counc. Bobbie Drew
1. CALL TO ORDER
The Vice-Chair called the meeting to order at 6:08 pm.
2. DISCLOSURE OF PECUNIARY INTEREST
No member made a disclosure of pecuniary interest in any of the following matters.
3. MINUTES OF THE MAY 12, 2009 MEETING
RESOLUTION NO: 09-14
Moved by: Bill Minors
Seconded by: Julie Brock
THAT the minutes of May 12, 2009 meeting be approved.
Carried
4. BUSINESS ARISING FROM THE MINUTES none
5. REPORTS
i. President’s Report: none.
ii. Treasurer’s Report: The only expenses last month were related to Divas in Downtown and street cleaning. Kenna prepared a draft of what she sees as the full budget for Diva night and we will likely be under-budget.
RESOLUTION NO: 09-15
Moved by: Lana Crosbie
Seconded by: Julie Brock
THAT the Treasurer’s report for May be accepted.
Carried
iii. Advertising Report:
Diva’s Night: Despite the weather Diva’s Night was very successful, the streets and stores were filled with shoppers. Looks like moving Diva’s to a Friday night was a good discussion and should remain that way in the future. Thank you to everyone who donated towards the hourly draws, it continues to be a great way of keeping people around for the entire evening as well as the wonderful music.
We would also like to say thank you to the individual stores who advertised the event, when everyone works together in marketing the events, everyone benefits.
Midnight Madness: Thursday, June 25, 2009-mark the date and plan your advertising. If you have a website the BIA can provide you with graphics to help promote Midnight Madness. (Email Kenna if you are interested.) Also, if you have plans to advertise your business in May or June don’t forget to add Moonlight Madness to your content. You have the Moonlight posters already and over the next week or two we will be dropping off new bag stuffers.
Please let us know if you would like to be on the planning committee.
Brits on the Lake Event: August 9th
We have the approval from the Township to close the street for Brits on the Lake Event. The streets will be filled with British cars and motorbikes. The Scugog Art Council will also be filling the street with art the same day. This event is being organized by Julie Brock along with Bob Duchesne from Lindsay who will assist in the organizing of the cars and motorbikes. The event will actually have a Hawaiian theme to attract car owners, so businesses should plan activities & promotions using that theme. More details to follow.
Fall Festival: 2009 Date: Saturday, September 26, 2009 mark the date and plan your advertising.
Please let us know if you would like to be on the planning committee.
Christmas Crawl: 2009 Date: Friday, November 20-22, 2009 mark the date and plan your advertising. Please let us know if you would like to be on the planning committee.
We need to assign someone to each event:
2009 Dates Committee Chair
Ladies Night Friday, April 24, 2009 Christy Stone
Moonlight Madness Thursday, June 25, 2009 Christy Stone
Brits in the Park Sunday, August 9 Julie & Stewart
Fall Festival Saturday, September 26, 2009 Amanda
Candlelight Walk Friday, November 20 & 21, 2009 Terri & Lana
Mark your calendar and plan your marketing strategies in advance!
We have met with Tony Edwards from the Toronto Star to plan our 2009 advertising campaign. The BIA is looking to advertising in Zone 6 – York Region and Zone 8 – Durham Region we are hoping with the co-operation of other BIA members that we will be able to put together a full page advertisement each time, as we feel this will give us great exposure. By jumping on board you can take advantage of lower advertising rates. You pay the price of a black and white ad and the BIA will pick-up the colour costs. Check out the details you will be amazed at the great advertising rates.
We are preparing co-op ad for the following months: April –Diva’s Night July- - Downtown Shopping Experience September – Fall Festival November – Christmas Crawl and December – Christmas in Downtown Port Perry. If you have any questions you can call Kenna.
We have also met with Rock from Country Curious Shopper to prepare our 2009 advertising campaign. We will be advertising in the following months: April, June, July, August, October, November and December. If you are not already on board with Rock from the Curious Shopper you should be, again to take advantage of the low co-op rates the BIA has negotiated. We are planning a special insertion for the month of November and a 2-page spread for the month of December. Watch for the details.
Chantale from East of the City will be around the streets of Port Perry to contact everyone regarding advertising. The BIA has committed to taking 3 months July, September and November. Normally a colour ad would cost anywhere from $650.00 and up, we have negotiated $375.00 per ad with the BIA taking a section each time. Jump on board this is a great opportunity to reach over 25,000 of Durham regions affluent homes.
The BIA continues to encourage all of our members to review their individual advertising efforts and ensure you promote your business; the BIA cannot be your only source of advertising. We must all work together to spread the word that Port Perry is definitely a destination to visit, we have much to offer! Advertise your specialty and why your store is unique! Also, take advantage of the co-op advertising opportunities if you can when they arise. Why not share the cost!
We need BIA members to come out to our regular meetings and bring new ideas and suggestions; we need you to help keep our downtown vibrant and prosperous! Ideas are welcome! We also need volunteers at our events, please call Kenna if you are interested in helping at any or all of the above events
RESOLUTION NO: 09-16
Moved by: Susan Clearwater
Seconded by: Amanda Jackson
THAT the Advertising report for May be accepted.
Carried
iv. Area Development -
TOWNSHIP OF SCUGOG – DRAFT OFFICIAL PLAN
I sent comments on the Draft Official Plan to Gene Chartier representing comments from myself as a Director on the BIA and Area Development Rep and not representative of the entire BIA. The comments I submitted at the last BIA meeting were not changed in content.
BENCHES
Benches are now out and I have sent an email to John Sellars requesting additional benches be placed on Water Street in front of the Cuddly Bunny and Racotek Computer Services at the request of the owner of the building. I am aware that there are currently two benches available that have been refurbished by the BIA this year that do not have backs and have not yet been placed. This placement is agreed to by the BIA since there are currently no benches on Water Street. I have not yet received a reply from John Sellars.
REVISION OF MOU (By-Law Number 39-08)
The revised MOU with the Township of Scugog and the BIA “regarding the joint management and maintenance of the BIA and Area Development” has not yet been presented to John Sellars for revision.
Proposed revisions include an awareness of decisions on floral choices for both flower baskets on lamp posts and flowerbeds around BIA signs (“BIA Ground Signage, section 5.); as well as, placement of banners on brackets when Christmas wreaths have been removed.
BASKETS
The baskets will be ready for the beginning of June and their placement will be determined by the timing of the decision on the brackets as indicated below.
BANNERS AND BRACKETS
The BIA budget for 2009 will allow for brackets to be ordered for all of Queen Street and for Water Street from Queen to North Street and Queen to Mary Street. This is a total of 28 brackets.
I have forwarded the “engineer stamped” drawing indicating a weight tolerance of 65 pounds for the bracket to John Sellars, as requested. I am waiting for his approval. Ken Otter of Otter Greenhouses indicated that our baskets, at the very most, would weigh only 60 pounds soaking wet and under high wind conditions
I have also forwarded a copy of the bracket and banner to Craig Belfry of the Heritage Committee and we are waiting for his approval. At my request, Craig agreed to have the Heritage Committee make a decision on the brackets earlier than their next scheduled Heritage Committee Meeting on May 20, 2009.
Mike Butcher indicated that he needed approval no later than today or tomorrow in order to have the brackets ready and installed by the first week of June.
DOWNTOWN PORT PERRY HERITAGE CONSERVATION DISTRICT STUDY
The next working meeting has not been determined for final comments on the Heritage Conservation District Study document, however it is still proposed that a public meeting will be scheduled before the June Council break so that feedback can be received from the community. If this is not possible, the public meeting will have to be scheduled for early September.
COMMUNITIES IN BLOOM – SCUGOG
The Township did not support the Communities in Bloom contest this year so Port Perry did not take part in the competition. The Garden Contest is being held on June 23, 2009. The Annual Garden Tour is July 11, 2009.
RESOLUTION NO: 09-17
Moved by: Lana Crosbie
Seconded by: Julie Brock
THAT the Area Development report for May be accepted.
Carried
v. Councillor’s Report – Bobbie Drew
Funding for infrastructure projects has been announced. Curiously, they can’t be in the current budget but they have to be “shovel-ready”. The Township is proposing the improve John and Wilbur Streets, to align the road and add boulevards with trees. Gene Chartier will now be the project manager for the waterfront development. The hospital fundraising program is basically done and the next community campaign will be the library expansion. The goal is $750,000, of which $250,000 has already been raised. Preliminary designs will be ready in the fall. A mushroom farm is moving to 6th Line; any odour concerns have been addressed. The west end development is on hold. The next meeting regarding the official plan will be May 25 at 7 pm.
4. CORRESPONDENCE none
5. NEW BUSINESS
Birdhouse Exhibit: META4 Gallery will be hosting and exhibit of artist birdhouses to raise money for the Durham Children’s Aid Foundation during the long weekend in May.
Canada Day The street will not be closed this year. Bobbie Drew is the Chair of this event. There will be lots of local food in Palmer Park.
Opening Hours Brock’s and Luke’s will be extending hours to 8 pm on Thursday and Friday nights to 8 pm, from Moonlight Madness to September. Kenna will poll other members to see what their summer hours will be.
6. ADJOURN
The meeting was adjourned at 7:10 pm. The next meeting will be held on Tuesday, June 9 at 6 pm.
