Southampton BIA Board Meeting Minutes – August 2017

Board Meeting: August 15, 2017, Southampton BIA Office

1. IN ATTENDANCE:
Melanie Myers, Sue Palethorpe, Mary Lou Hills, Susan Dollar, Bruce Martin
Regrets: Don Matheson

2. CALL TO ORDER:
The meeting was called to order at 6:30 p.m.

3. DECLARATION OF PECUNIARY INTEREST:
None declared.

4. ADOPTION OF MINUTES:
Moved by: Sue Palethorpe
Seconded by: Bruce Martin

That the minutes of the July 18, 2017 meeting, there being no errors, omissions or corrections, be adopted.

5. TREASURER’S REPORT
Heather Hyde presented a revised the budget. The Flag Quest budget item was assigned to the printing line item.

6. STREETSCAPE COMMITTEE
Mary Lou Hills reported that nothing has happened with the “Walk Your Wheels” as far as the Town putting the stamps on the sidewalks.
There was a discussion about the BIA providing an annotated map to the Town staff for location of banners, Walk Your Wheels stamps, benches, bike racks, etc. The Streetscape Committee will pursue this initiative.
There was a report that the Town’s parking signs on Albert Street near the Coliseum are faded and low profile. A request will be made to the Town to examine these signs.
The BIA is concerned about gateway signs for Southampton. Bruce Martin will contact the Town about the Town’s plans for gateway signs.
There was a question about Westario Power and renovations to the buildings on the south side of High Street. The BIA would like to see the power lines off High Street. Bruce Martin will contact the Public Works Dept. regarding the Town’s position on hydro poles on High Street.

7. PROMOTIONS/SPECIAL EVENTS COMMITTEE
Heather Hyde reported that there were fewer ballots submitted this year for Flag Quest. The same number of businesses participated. There were more sponsors this year but lower prize values. The costs to run Flag Quest were basically the same as last year.
A few suggestions for next year – allocate some money to advertise Flag Quest, have a weather-proof ballot box to sit outside the Town Hall; add other local features to attract more visitors; and add a display to attract people. It was suggested that the BIA membership focus on Flag Quest rather than the sidewalk sale to attract people. Flag Quest is a fun event that people seem to enjoy.
How does the BIA issue receipts to a business that donates to a BIA initiative? Heather Hyde will contact the Town regarding this.
The Promotions/Special Events Committee will be making a presentation to the board in November, 2017.
There was a discussion about the Sunset Photo Contest. There will be a meeting in September to follow-up on this project.

Mel has proposed that the board use Heather Hyde’s expertise in marketing to its advantage. The BIA needs a marketing plan to get out our message and increase recognition. We should have a marketing plan and new logo before the end of this Board’s tenure. Heather will investigate logo designs (Southampton Sparkles, Southampton Shines business interviews).

Moved by: Mary Lou Hill
Seconded by: Sue Palethorpe Carried.
That the Southampton BIA obtain requests for proposals for logo designs for the Southampton BIA, Southampton Shines and Southampton Sparkles, to be allocated to the online/social media budget.

8. SUB-COMMITTEE POLICY AND PROCEDURES
A fall project will be to develop policies and procedures for sub-committees for the BIA.

9. BIKE VALET
Mary Lou Hills reported that the BIA received $104.00 in donations from the Marine Heritage Weekend bike valet. This is an initiative that the BIA will continue next year.

10. ASSOCIATE MEMBERSHIP
No updates.

11. OTHER BUSINESS
Mary Lou Hills delivered a report regarding a proposal to bring wi-fi to the centre block of High Street by Bruce Telecom, who would be a sponsor. In return, Bruce Telecom would receive advertising in BIA promotional materials. Mary Lou will pursue this further with Bruce Telecom with an email.
Susan Dollar will contact Public Works regarding the missing banners on High Street.
Melanie Myers will contact the Town regarding the Town of Saugeen Shores Corporate Strategic Plan. Why and how much? What happens then?
Benches on the gateways (north and south) the next meeting

13. NEXT MEETING DATE
The next regular Board meeting will be September 19th, 2017 at 6:30 p.m. at the BIA Office.

14. ADJOURNMENT
Moved by: Mary Lou Hills
Seconded by: Bruce Martin

The meeting was adjourned at 7:59 p.m.