MINUTES OF THE AGM MEETING
OF THE DOWNTOWN PORT PERRY BIA
HELD TUESDAY, April 1, 2008 AT 6:30 P.M.
At Adorn
(Part two(2) of two(2))
PRESENT:
Chair Stewart Bennett
Board Members Dana Smith Lana Crosbie
Terri Venner
Susan Clearwater
Julie Brock
Christy Stone-Curry
BIA Members : Peter Hvidesten, Mary Anne Flemming, Tracy & Warren Strong, Ellca , Marilyn Youmans, Jeremy Le Page, Betty Penny, Carmen Chemello, Debby Goreski, Michelle Huinink, Rob Curry.
ALSO PRESENT:
General Manager Kenna Kozak
ABSENT:
Treasurer Michelle Belair
1. CALL TO ORDER
The Chair called the meeting to order at 6:35 p.m.
2. DISCLOSURE OF PECUNIARY INTEREST
Samantha Sarasin of the Township of Scugog By-law department made a presentation about the proposed changes to by-law 123-04 regarding signs in the Main Central Area. A report was distributed that has already been presented to the General Purpose & Administration Committee, along with a map showing the Main Central Area (MCA) and an information page about Sign By-Law 123-04.
Samantha reported that graffiti has been showing up in the downtown area. Please report all incidents to the Township, who will report it to the Durham Regional Police. Graffiti can sometimes indicate gang activity.
A recent review of signs in the MCA shows that 80% of permanent signs and 90% of portable signs are not in compliance. Businesses need a permit to change an existing sign or install it in a new location. The grandfather date for existing signs is 1981, since that is the date when permits were introduced. The rules became more specific in 2004. Recent business turn-around is the reason for the review of existing signs. The process for approval should take 1 week and the Heritage Committee plays a part in the approval. Several members expressed frustration with the application of the by-law and the length of time it takes for approval. During the review the there has been little or no enforcement however now that the review is over, enforcement will be stepped up. The potential impact of the proposed heritage designation was raised. Some members felt that independent business owners understand the intention of the by-law and work hard to keep maintain the “look” of the street but that larger corporations are able to disregard the rules.
The report proposes that A-frame and portable signs not be allowed on Queen or Water Streets, but permitted on side streets such as Perry St. There was discussion about this recommendation. Most felt that businesses were careful to keep the sidewalks passable because it’s good business practice and that bureaucracy should not overrule common sense. It was pointed out that other popular “main streets” do not ban such signs and that they add character to the street.
All members are asked to write a letter to the Township with their comments on the proposed changes, with a copy to the BIA office.
By-law inventory results attached to minutes.
3. REPORTS (cont’d from March 11, 2008)
i. Treasurers Report (updated)
The budget breakdown for special events has been revised to show a “fall
festival”.
ii. Area Development Report (budget outline)
Dana Smith explained how the Area Development budget will be spent.
The Memo of Understanding with the Township covers cost-sharing for
such items as plant baskets & watering, waste removal and flower beds. A
company has been hired to provide additional street cleaning this year
however businesses are still required to sweep their own sidewalks. Dana
is looking for input on the design of the new banners. The 42 banners will
cost $80 each and she is designing them to save costs. When the
brackets need replacing a wider design will be used so future banners
could be wider. The most urgent expense for next year is LED Christmas
lights and the surplus of $14,957.58 from 2007 will be applied to this Area
Development: - Dana Smith
RESOLUTION NO: 08- 014
Moved by: Teri Venner
Seconded by: Susan Clearwater
THAT the Budget, advertising, new event allocations as presented for 2008 be approved.
Carried
4. BIA Policies & Procedures
Members discussed the policies which are now required by the Ontario Municipal. Changes to By-Law 26-89 and the Procedure By-Law were proposed.
RESOLUTION NO: 08- 015
Moved by: Susan Clearwater
Seconded by: Julie Brock
THAT the Sale and Other Disposition of Land Policy be approved.
Carried
RESOLUTION NO: 08- 016
Moved by: Dana Smith
Seconded by: Lana Crosbie
THAT the Procurement Policy be approved.
Carried
RESOLUTION NO: 08- 017
Moved by: Julie Brock
Seconded by: Terry Venner
THAT the Hiring Policy be approved.
Carried
By-Law 26-89
Amendment to Section 5
That each member shall hold office from the time of appointment until the
expiration of the of the two(2) year term, provided he or she continues to
be so qualified as provided in Section 4, and that no member shall hold
office for a term to exceed 8 consecutive years.
RESOLUTION NO08- 018
Moved by: Peter Hvidsten
Seconded by: Susan Clearwater
THAT By-Law 26-89 be approved as amended.
Carried
RESOLUTION NO: 08- 019
Moved by: Dana Smith
Seconded by: Julie Brock
THAT the Procedure By-Law be approved as amended.
Carried
By-Law 26-89
Addition to 13.
13 a That if there is revenue generated or unspent funds at the end of
each fiscal year, said funds shall be placed back into the BIA Municipal
Projects account and tracked as a surplus. This amount will be itemized in
each budget when used to fund future Capital projects. The use of this
amount will be withdrawn as determined through the BIA budget process. .
RESOLUTION NO: 08- 020
Moved by: Dana Smith
Seconded by: Teri Venner
THAT By-Law 26-89 be approved as amended.
Carried
5. ADJOURNMENT - 8:00 pm
PRESIDENT, Stewart Bennett
SECRETARY, Brigitta McLeod
