Southampton BIA Board Meeting Minutes – November 2016

Board Meeting: November 15, 2016, Southampton BIA Office
1. IN ATTENDANCE:
Mary Lou Hills, Don Hart, Bruce Martin, Sue Palethorpe, Susan Dollar, Heather Hart
REGRETS: Melanie Myers, 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:  Don Hart Seconded by: Sue Palethorpe

That the minutes of the October 18, 2016 meeting, there being no errors, omissions or corrections, be adopted.
5. OTHER BUSINESS:
Mary Lou Hills confirmed that the she contacted the Chamber of Commerce and the Town of Saugeen Shores to indicate that in its 2017 budget, the Southampton BIA would be allocating $1,500.00 to the Saugeen Shores Chamber of Commerce “SS Trolley” and $500.00 to the “Ontario By Bike” network and workshop series being initiated by the staff at the Town of Saugeen Shores, subject to approval by the Board.
There was a discussion about the tag line for the Southampton BIA.  It was agreed that there could be a rotating, seasonal tag line.  Heather Hyde will pursue this matter.
Jenny Amy advised the BIA that there are still grant funds available from Spruce the Bruce in 2016 for beautification projects.  It was agreed that the blue historical marine banners would be the focus of the grant which is being prepared by Jenny Amy.  Heather Hyde will co-ordinate with Jenny Amy on the application.  It is understood that Spruce the Bruce would match the monies paid by the BIA for the banners.
Susan Dollar did an inventory of lamp posts on High Street from Victoria Street west to Millard Boulevard.  There are a total of 44 lamp posts that have hardware for banners.  It was agreed by the Board that it would be prudent to purchase the banners from GW Signs in 2016 in order to take advantage of the Spruce the Bruce grant monies.

Moved by: Bruce Martin Seconded by:    Don Hart.   Passed unanimously.

That the BIA purchase 40 blue historical marine banners for High Street and make application to the County of Bruce for a Spruce the Bruce grant for this purchase.
In order to streamline the recording of BIA disbursements, Heather Hyde will prepare a cheque requisition form that will be e-mailed to Board members.  This form will be submitted to the Treasurer who will arrange for cheques to be issued.
Heather Hyde reported that there were 26 surveys submitted by BIA members.  Respondents indicated that marketing and promotion should be priorities for the BIA.
With respect to advertising on the S.S. Trolley, Heather Hyde will approach the Chamber to see if the BIA could get a free “Store to Shore” ad for its commitment of funds to the operation of the trolley.

6. 2017 BUDGET:
2017 draft budget of the Southampton BIA:

MARKETING
Promotion:   Radio/Print Advertising   $6,300.00  Special Events/Promotions   Canada Day     $   750.00   Marine Heritage Flag Quest  $   500.00   Christmas Decorations/Supplies  $1,000.00  Saugeen Shores Trolley    $1,500.00  Bike Ontario Cycling Initiative   $   500.00  Online/Social Media   Website renewal    $   300.00   Website maintenance   $   300.00   Website development/photography $1,000.00

BEAUTIFICATION
Hanging Baskets/Flowers    $3,600.00  Planter Supplies     $   500.00  Street Furniture (garbage receptacles)  $3,000.00

ADMINISTRATION  Office rent      $     88.00  Notice of AGM     $   150.00  Contract – office administrator   $7,000.00  Office supplies     $1,000.00  Miscellaneous     $1,862.00

TOTAL BUDGET      $29,350.00

Moved by: Susan Dollar Seconded by:    Don Hart.   Passed unanimously.

That the 2017 draft budget of the Southampton BIA be and is hereby approved.

11. NEXT MEETING DATE The next regular Board meeting will be Tuesday January 17th, 2017 at 6:30 p.m. at the BIA Office.
12. ADJOURNMENT
The meeting was adjourned at 8:03 p.m.