MINUTES OF THE
BIA REGULAR MEETING
OF THE DOWNTOWN PORT PERRY BIA
HELD TUESDAY, May 13, 2008 AT 6:00 P.M.
IN THE SCUGOG VISITOR & BUSINESS CENTRE
PRESENT: Chair, Mr. Stewart Bennett
Dana Smith Birgitta MacLeod
Lana Crosbie Terri Venner
Christy Stone-Curry Georgia Brock
Tracey Strong Susan Clearwater
Julie Brock
ALSO PRESENT: General Manager - Kenna Kozak
Tony Janssen – President –
Scugog Chamber
1. CALL TO ORDER
The Chair called the meeting to order.
2. DISCLOSURE OF PECUNIARY INTEREST
No member made a disclosure of pecuniary interest in any of the following matters or
3. ADOPTION OF THE MINUTES
i Minutes of the BIA Regular Meeting held January 8, 2007.
RESOLUTION NO: 08- 026
Moved by: Dana Smith
Seconded by: Susan Clearwater
THAT the Minutes of the BIA Regular Meeting of the Downtown Port Perry BIA held April 8, 2008 be approved.
Carried
4. BUSINESS ARISING OUT OF THE MINUTES
i. Georgia Brock explained that her role on the economic development and tourism committee, which she felt was her link to the BIA, had ended and that is why she had stopped attending BIA meetings. She will continue now as a liaison with Council. Stewart Bennett clarified that the purpose of the BIA’s recent letter to council was not to exclude Ms. Brock but to ensure regular participation from the liaison. Steward welcomed Georgia and thanked her for continuing as liaison.
ii. Dana Smith clarified a point regarding the memorandum of understanding with the Township and the newer Victorian lighting fixtures. These were funding with a government grant and by Canadian Tire; the Township did not pay for these lights. The grant was probably initiated 15 years ago so it is unlikely there would be similar funds available now.
5. DEPUTATIONS
Nil
6. REPORTS
i. President’s Report Stewart Bennett - May 2008
Let’s hope this great weather is going to be great for sales. We have come through a long, dreary winter and now everyone is wanting to get out and about.
It will be interesting to see what happens with the high gas prices. Are people going to shop more locally?
Are visitors not going to travel us much?
Will people look for bargains and low pricing?
Will we see a drop in tourism?
Will Toronto make day trips instead of weekend or longer trips?
All good questions that no one has an answer for.
I want to compliment the committee who organized Diva Night. The weather cooperated and the street was full with shoppers. I did miss the horse and buggy but it did keep our costs down. I look forward to seeing the budget as compared to other years.
We will be looking ahead to Midnight Madness and we hope that committee gets the great compliments we received for Divas.
I urge every merchant to keep positive, talk positive, and act positive and we will get through the downward trend that is predicted. Service your customers like never before.
Respectfully submitted,
Stewart Bennett
RESOLUTION NO: 08- 027
Moved by: Susan Clearwater
Seconded by: Dana Smith
THAT the President’s report for May 2008 be accepted
Carried
ii. Advertising Report – Lana Crosbie
Divas in Downtown
Christy, Kenna and Lana worked very hard on this event to pull it all together. Almost all the ballots for the draw were filled out and the activity kept people in the downtown longer than usual, since you had to be present to win. The music was a little loud; the map with business listings was a great idea; the horse and carriage was missed too much and it saved us some money. The issue of closing the street was raised, since there were so many people out, but this would require greater discussion as it isn’t always a great idea.
Upcoming promotional opportunities:
Betty Penny is producing a promotional piece to be handed to tour groups of 30 or more with business info and offers. It was agreed that this info will be passed on to BIA and Chamber members via email.
Stewart showed an example of a recent promotion that Bowmanville ran in the TO Star. Brock’s is planning some advertising in the TO Star also, which could be run cooperatively with other businesses. The Port Perry Star is planning a double-page spread to promote Port Perry to run in all of its Durham Metroland papers. Kenna shared information about a Port Perry ad feature that East of the City is planning that could also run in York Region. York Region is an area that Meta4 Gallery would like to target.
This led to a discussion about cooperative advertising. It is still up to individual businesses to plan their own advertising but the BIA could assist with sharing information on the BIA website.
CHEX is offering TV spots at a special price to the BIA. Lana will talk to Marcia at Taalwood about this, since this is already in our advertising plan for the year. Lana has been trying to contact Marcia at Taalwood for two weeks with no response. We need to begin promotions for Moonlight Madness.
RESOLUTION NO: 08- 028
Moved by: Terri Venner
Seconded by: Julie Brock
THAT the Advertising report be received for Information.
Carried
Moonlight Madness
Dana is coordinating this event. It will be very similar to previous years and to the Divas in Downtown event. The same DJ has been booked and we will re-use the artwork from last year. A summer student will be available to help at the table in front of the post office.
Fall Event
An email was received from Kerri King at Durham Tourism regarding Savour Durham, and Gates Open. Deborah Tiffen’s ideas for the weekend event were also distributed. Birgitta has already met with Deborah to discuss the Scarecrow Contest. More clarification on Savour Durham is also needed. It was suggested that the BIA could host a Corn Roast on the night of Harvest Glow (Saturday), bring in a jazz band and have stores open late, e.g. 9 pm. A new committee will work on this event. Members are: Terri Venner, Birgitta MacLeod, , Susan Clearwater, Julie Brock, Lana Crosbie, Dana Smith and Deborah Tiffin & Leslie Hancock (latter two to be confirmed).
iii. Treasurer’s Report – Michelle Belair
Michelle was absent due to illness so there is no treasurer’s report.
The BIA budget for the year was presented to Council on May 12 and approved.
iv. Area Development – Dana Smith
THE MOU (Memorandum of Understanding between the Corporation of the Township of Scugog and Downtown Port Perry BIA) was presented to Council last night. We are waiting on the final print to be signed and then adopted.
WE HAVE COMPLETED PLACEMENT MAP FOR BENCHES AND GARBAGE BINS THROUGHOUT THE BIA AREA. BENCHES AND GARBAGE BINS ARE TO REMAIN AT THEIR DESIGNATED SPOT.
THE MAJORITY OF THE BENCHES HAVE BEEN REFURBISHED AND 5 NEW BENCHES HAVE ARRIVED. THEY WILL BE PLACED OUT ON THE STREET BY THE END OF THIS WEEK .
FLOWER BASKETS WILL BE PLACED THE FIRST WEEK OF JUNE
THE BIA HAS HIRED SOMEONE FROM COMMUNITY LIVING TO DO EXTRA STREET CLEANING ON MONDAY AND FRIDAY MORNINGS TO BE COMPLETED PRIOR TO 9:30am.
MAINTENANCE ON THE FLOWER BEDS AT SIMCOE AND 7A INTERSECTION AND COMING INTO THE PARKING LOT AT MARY STREET WILL BE TAKEN CARE OF AS SOON AS PARKS & REC STAFF CAN FIT IT IN.
THE VICTORIAN LAMP POSTS ARE SCHEDULED TO BE PAINTED AS SOON AS THE FLOWER BASKETS COME DOWN IN LATE SEPTEMBER. THE TOWNSHIP WILL COVER THE ENTIRE COST FOR THIS AS PER THE MOU.
THE SMALLER, GREEN GARBAGE CANS WILL ALSO BE PAINTED BLACK DURING THE WINTER MONTHS. FOR THIS SEASON THEY WILL BE CLEANED AND PLACED OUT ON THE STREET AS IS.
RESOLUTION NO: 08- 029
Moved by: Dana Smith
Seconded by: Terri Venner
THAT the Area Development report be received for Information.
Carried
Stewart raised the issue of how the BIA can contact landlords regarding their tenants’ responsibilities. There have been some problems with parking and with garbage being put on the street too soon. It was decided that Stewart will draft a letter from the BIA that could be given to landlords to forward to their tenants.
7. CORRESPONDENCE
Rob Milliken of the Durham Rowing Club has proposed that a regatta course be built on Lake Scugog. It would attract rowing clubs and universities from a wide area and could be a great economic boost to Scugog. He has done a lot of planning and has some excellent contacts, including UOIT. The idea looks promising and it was suggested that he be invited to make a presentation to the BIA. He is already schedule to speak to the Chamber of Commerce.
An informal written report was received from Council. We need clarification on the sidewalk construction planned for Queen Street in June – where and how much mess will it cause? It was mentioned that the area in front of Inspirations on Queen in quite a mess. Georgia had no further comments or info from Council.
8. ADOPTION OF BY-LAWS
RESOLUTION NO: 08- 030
Moved by: Stewart Bennett
Seconded by: Terri Venner
THAT the By-laws approved and passed at the Annual General Meeting be adopted.
Carried
9. OTHER MATTERS
Chamber Liaison. Members expressed appreciation to Tony Janssen for his continued attendance at BIA meetings to represent the Chamber of Commerce. The BIA should send a representative to the Chamber meetings as well.
RESOLUTION NO: 08- 031
Moved by: Christy Stone-Curry
Seconded by: Lana Crosbie
THAT the Stewart Bennett represent the BIA at future Chamber of Commerce meetings.
Carried
Tony reported that Canada was still “up in the air” as no heritage grant money had been received. The Township gave the Chamber of Commerce $6,000 but that is for both the Santa Claus parade and Canada.
There was a brief discussion about how Port Perry’s Jayde Nicole (Playmate of the Year) could help promote Port Perry and raise money for Canada Day.
ii. Evening Hours. Terry Venner raised the issue of evening hours during the busy summer season. If we want to compete with Wal-Mart and keep overnight hotel guests happy, we need to have more shops open later. Several businesses are finding that they are busier in the afternoon/evening compared to the early mornings. Staying open late also serves local residents who work out of town. Change would require consistent participation from the ‘anchor’ stores, i.e. Luke’s, Tweed & Hickory, Brock’s, Sobey’s. Since every business has a different experience it is hard to resolve this issue.
iii. Stewart attended a presentation about technology and marketing at a BIA convention and said the speaker was very good and could offer advice on web marketing. He will work with the Chamber of Commerce and Marlene Werry to host a professional development seminar in the fall, with a nominal fee to attend.
10. ADJOURNMENT - 7:50 pm
