MINUTES OF THE
SPECIAL MEETING
OF THE DOWNTOWN PORT PERRY BIA
HELD TUESDAY, JANUARY 27, 2009 AT 6:00 P.M.
IN THE SCUGOG VISITOR & BUSINESS CENTRE
PRESENT:
Chair, Mr. Stewart Bennett Julie Brock
Birgitta MacLeod Lana Crosbie
Susan Clearwater Christy Stone-Curry
Lynn Hodgson Michelle Belair
Terri Venner
ALSO PRESENT: General Manager - Kenna Kozak
Tracey Strong, Bill Minors, Marilyn Youmans, Dana Smith
1. CALL TO ORDER
The Chair called the meeting to order at 6:00 pm.
2. DISCLOSURE OF PECUNIARY INTEREST
No member made a disclosure of pecuniary interest in any of the
following matters
3. By-law Revision
RESOLUTION NO: 08-64
Moved by: Stewart Bennett
Seconded by: Lynn Hodgson
THAT Section 2.26 of the BIA by-law be revised to read: “Quorum” means six(6) members of the council appointed Board for a regular meeting and twelve (12) members of the BIA at an Annual General Meeting.
Carried
4. AJDOURNMENT: The meeting was adjourned 6:05 pm.
MINUTES OF THE
ANNUAL GENERAL MEETING
OF THE DOWNTOWN PORT PERRY BIA
HELD TUESDAY, JANUARY 27, 2009 AT 6:05 P.M.
IN THE SCUGOG VISITOR & BUSINESS CENTRE
PRESENT:
Chair, Mr. Stewart Bennett Julie Brock
Birgitta MacLeod Lana Crosbie
Susan Clearwater Christy Stone-Curry
Lynn Hodgson Michelle Belair
Tracey Strong Bill Minors
Marilyn Youmans Dana Smith
Terri Venner
ALSO PRESENT: General Manager - Kenna Kozak
1. CALL TO ORDER
The Chair called the meeting to order at 6:00 pm.
2. DISCLOSURE OF PECUNIARY INTEREST
No member made a disclosure of pecuniary interest in any of the following matters.
3. MINUTES OF THE 2007 ANNUAL GENERAL MEETING
RESOLUTION NO: 08-57
Moved by: Lynn Hodgson
Seconded by: Stewart Bennett
THAT the minutes from the 2007 Annual General Meeting be approved.
Carried
4. AUDITOR’S REPORT FOR 2007
RESOLUTION NO: 08-58
Moved by: Lana Crosbie
Seconded by: Lynn Hodgson
THAT the Auditors’ report for 2007 be accepted.
Carried
5. BIA BUDGET FOR 2009
RESOLUTION NO: 08-59
Moved by: Julie Brock
Seconded by: Birgitta MacLeod
THAT the 2009 budget be accepted as presented.
Carried
6. NOMINATIONS FOR BIA DIRECTORS
The following slate of directors was presented.
President – Stewart Bennett
Vice President – Terri Venner
Treasurer – Michelle Belair
Secretary – Birgitta MacLeod
Directors – Lana Crosbie, Christy Stone-Currie; Susan Clearwater; Amanda Jackson; Julie Brock; Bill Minors.
RESOLUTION NO: 08-60
Moved by: Terri Venner
Seconded by: Lynn Hodgson
THAT the nominations be closed.
Carried
RESOLUTION NO: 08-61
Moved by: Terri Venner
Seconded by: Lynn Hodgson
THAT the slate of Directors be approved.
Carried
7. OUTDOOR SPEAKERS
RESOLUTION NO: 08-62
Moved by: Stewart Bennett
Seconded by: Julie Brock
THAT the BIA Board plan to install outdoor speakers and play music in the downtown shopping area.
Carried
8. SUNDAY STREET CLOSURES
RESOLUTION NO: 08-63
Moved by: Julie Brock
Seconded by: Stewart Bennett
THAT the BIA Board plan close Queen Street to vehicular traffic on Sundays in July and/or August to bring in shows and special events, pending Council approval.
Carried, as amended
4. AJDOURNMENT: Susan Clearwater moved that the meeting be adjourned at 6:35 pm.
Carried.
MINUTES OF THE
REGULAR MEETING
OF THE DOWNTOWN PORT PERRY BIA
HELD TUESDAY, JANUARY 27, 2009 AT 6:40 P.M.
IN THE SCUGOG VISITOR & BUSINESS CENTRE
PRESENT:
Chair, Mr. Stewart Bennett Julie Brock
Vic-Chair, Terry Venner Birgitta MacLeod
Lana Crosbie Bill Minors
Susan Clearwater Christy Stone-Curry
Lynn Hodgson Michelle Belair
ALSO PRESENT: General Manager - Kenna Kozak
Tracey Strong, Marilyn Youmans, Dana Smith
1. CALL TO ORDER
The Chair called the meeting to order at 6:40 pm.
2. DISCLOSURE OF PECUNIARY INTEREST
No member made a disclosure of pecuniary interest in any of the following matters.
3. REPORTS
i. President’s Report: none
ii. Treasurer’s Report – Michelle Belair
Final accounting for 2008 won’t be available until next month. It is anticipated that the BIA will be slightly under budget.
iii. Advertising Report – Lana Crosbie
Diva’s Night: Friday, April 24, 2009 mark the date and plan your advertising. (Changing to a Friday versus a Thursday to help build in overnight stays for a full girls weekend experience.)
Please let us know if you would like to be on the planning committee. Planning should start early February.
Midnight Madness: Thursday, June 25, 2009- mark the date and plan your advertising.
Please let us know if you would like to be on the planning committee. Planning should start early April.
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-Curry
Midnight Madness Thursday, June 25, 2009 Christy Stone-Curry
Fall Festival Saturday, September 26, 2009 Amanda Jackson (to be confirmed)
Candlelight Walk Friday, November 20 & 21, 2009 to be announced
Mark your calendar and plan your marketing strategies in advance!
Advertising Opportunities:
Chex is offering a Winter Savings now through to April 11, 2009. See attached sheets.
The Pink Pages Directory: entering it’s 20th year as the most respected niche market directory in Canada for the lucrative gay and lesbian consumers sector. We advertised in this publication last fall.
The 2009 media suggestions:
Radio Print
KX 96 FM Port Perry Star
Scugog Standard
Curious Country Shopper (2009 is booked)
Focus on Scugog
Toronto Star (focusing on the certain regions)
Durham Regions Visitor’s Guide- Done for 2009
The Pink Pages Directory (NEW)
SNAP - Oshawa
T.V.
Compton Channel 18
CHEX T.V. Peterborough
Please share your thoughts and ideas on any of our advertising efforts as well as our events; we welcome you to attend the BIA meetings which are held on the second Tuesday of every month. We would also like to encourage BIA 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! We all have the same goal to be successful in our business, bring people into our beautiful town and encourage the local people to shop local. We need to train our staff to give them an experience they will never forget each and every time. I wish everyone a very successful and prosperous 2009!
Come out in 2009 and help the BIA, we could use fresh minds with fresh and new ideas.
Lana Crosbie
The BIA will not present Movie Night this year because of the costs and lack of awareness that it is a BIA event. We will ask the Rotary Club if they are interested in taking it over as community event.
Stewart, Lana and Birgitta will meet to develop an advertising plan for the coming year. Dana offered to give input via email.
RESOLUTION NO: 09-01
Moved by: Michelle Belair
Seconded by: Julie Brock
THAT the Advertising Report for January 2009 be
approved, as amended.
Carried
iv. Area Development – none
v. Councillor’s Report – Lynn Hodgson
Council is preparing the 2009 budget and an increase from 2.7 to 2.9 percent is expected. This in line with other municipalities. Scugog is still waiting to hear about federal funding. John Street will be re-done this year using provincial funds. There is no further news on the west end development. The Heritage Designation is going forward for downtown Port Perry. It is unknown how this will affect new accessibility standards, which are expected to cost $13 million in Durham alone. Christy will inquire at the next Heritage Meeting.
4. CORRESPONDENCE
The Scugog Council for the Arts sent a letter requesting involvement in planning local arts events. They will be invited to speak at the next meeting.
5. MINUTES OF THE DECEMBER 9 MEETING:
Corrections to note: Canadian Tire was excluded from the list of Christmas Crawl sponsors. Also, the correct spelling is Terry Adderley from Above Reach Solutions.
RESOLUTION NO: 09-02
Moved by: Terri Venner
Seconded by: Michelle Belair
THAT the minutes of the December 9 meeting of the
Port Perry BIA be accepted as amended.
Carried
6. NEW BUSINESS
i. Website Promotion:
The Board decided to have business cards printed with the BIA website, to be
given out by local merchants. It was suggested that they should include some
call to action, e.g. enter a monthly draw, to track who is visiting and participating
and where they are coming from.
ii. Speaker Series
Stewart will be looking in to organizing speakers and seminars for members’ benefit, on such topics as human resources, technology and marketing.
iii. Outdoor Speakers
Kenna has some contacts for wireless outdoor speakers for music and
announcements and will follow up.
iv. Banners
Susan will talk to Dana Smith about new banners.
v. Family Day
Many businesses will be closed for Family Day, February 16. Kenna will ask
members to inform her of hours so that the website can be updated.
