Southampton BIA Board Meeting Minutes – September 2016

Board Meeting: September 20, 2016
Southampton BIA Office
1. IN ATTENDANCE:
Melanie Myers, Sue Palethorpe, Susan Dollar, Don Hart, Don Matheson, Scott Saunders, Heather Hyde
Regrets: Mary Lou Hills, Bruce Martin
2. CALL TO ORDER:
The meeting was called to order at 6:31 p.m.
3. DECLARATION OF PECUNIARY INTEREST:
None declared.
4. ADOPTION OF MINUTES:
Moved by: Sue Palethorpe
Seconded by: Don Hart
That the minutes of the August 20, 2016 meeting, there being no errors, omission or corrections, be adopted.
5. TREASURER’S REPORT
There was a discussion about the spreadsheet distributed by Bruce Martin prior to the meeting. The Promotions items appear to be up to date. The SS Trolley donation is not shown but the invoice was submitted. The income/expense report shows that the BIA is under budget in most categories.
We need to start planning for the 2017 budget. Melanie has requested that that board members start thinking about items for the 2017 budget.
6. STREETSCAPE COMMITTEE
Mary Lou Hills prepared a report from its September 13th meeting and Scott Saunders made a presentation on behalf of the Streetscape Committee. The Committee reviewed the plan and identified issues in each of the 3 blocks of the downtown. The Streetscape Committee wants the Town to understand that not all the blocks require the same attention. A meeting is planned with Committee members and the Southampton Town Councillors, the new Town CAO and Town staff to discuss streetscape issues.
A concerned business person asked about accessibility on High Street when repairs are made to High Street. This will be raised at the meeting with the Town.
7. PROMOTIONS/SPECIAL EVENTS COMMITTEE
Heather Hyde has produced a newsletter for BIA members and business owners chronicling the history of the Southampton BIA.
There was a discussion about continuing the “Walk Shore to Store” on the current radio station (The One) from October 3rd to 8th running up to 25 30-sec commercials plus 5 bonus would cost $600.00 plus HST. The Beach quoted $900.00 plus HST for similar ads. This promotion could be tailored for Fall.
Moved by: Don Matheson
Seconded by: Susan Dollar. Carried.
That the Southampton BIA extend the “Walk Store to Shore” radio campaign on “The One” for the week of October 3rd to 8th at a cost of $600.00 plus HST.
Some autumn décor will be installed Thursday September 29th, 2016 at 8:30 a.m. Jeanette Thorne has kindly agreed to co-ordinate this process.
There will be a meeting to plan for Christmas 2016 on Wednesday October 5th, 2016 at the BIA Office.
The BIA is looking for space to store the many decorations (Canadian flags, marine heritage flags, Christmas decorations) for special events. Stan Young has agreed to ask the Marine Heritage Committee if there may be space in its building.
8. EDAC COMMITTEE:
The First Impressions exchange has been cancelled. Some members are going to travel to Collingwood to conduct an informal First Impressions visit.
9. OTHER BUSINESS:
A complaint was received about the condition of the lawns and gardens and the growth of weeds in front of the Rexall Store on Albert Street South. It gives a bad first impression of the town as you enter the town and constitutes a nuisance to adjoining property owners.
Moved by: Don Hart
Seconded by: Sue Palethorpe. Carried.
That the Southampton BIA send a letter to Rexall’s Head Office, the Rexall store and the Town expressing concern about the state of the property and the poor impression it gives of Southampton.
Melanie Myers and Heather Hyde have drafted a survey to circulate to members. Board members are asked to review the draft survey and provide feedback.
AGM date: Susan Dollar will contact Linda White to determine requirements to hold AGM later this year. There is concern about getting BIA member approval of a draft budget prior to submitting it draft to Council.
There was a discussion about making changes to the website, simplifying its layout and adding images of businesses.
Southampton Rotary will be attending the next meeting to give an update on its splash pad initiative.
Don Matheson gave a report on Southampton Shindig – 510 people participated in the Colour Dash this past summer. The tentative date for next year is August 19th, 2017.
The Southampton 150th Committee is holding a meeting on October 19th, 2016 (location to be announced) at which the various community groups will be asked to provide input.
The Southampton Art Gallery is having an open house on Sparkles night and is asking if the BIA is interested in getting involved. No answer will be given until after the October planning meeting.
On June 22, 2017 the BIA office will be used for the event bar at the 60th anniversary gala for The Southampton Art Gallery.
Stan Young, co-chair of the Marine Heritage Festival, presented a certificate of appreciation to the BIA for its assistance with the Marine Heritage Festival this past summer. Flag Quest appears to have been a success.
11. NEXT MEETING DATE
The next regular Board meeting will be Tuesday October 18th, 2016 at 6:30 p.m. at the BIA Office.
12. ADJOURNMENT
Moved by: Don Hart
Seconded by: Sue Palethorpe
The meeting was adjourned at 7:55 p.m.