Mitchell Business Improvement Area Minutes Wednesday May 9, 2018, 6:15 PM West Perth Council Chambers Board of Management Members in Attendance: Doug Eidt, Brent Schneider, Steve Walkom, Bert Vorstenbosch Jr. Regrets: Cheri Bell, Heather Bennewies, Gordon Diver, Jeff Brick Others in Attendance: Tricia Smith (Recording Secretary), Sarah Franklin (County of Perth) 1. Call to Order Chair Bert Vorstenbosch called the meeting to order at 6:21 PM The Chair commented that a quorum was not present. As the meeting did not have quorum all motions were deferred until the next meeting. A List of the Resolutions to be adopted at the next meeting is attached (Attachment 1). Secretary s Note: Research after the meeting revealed that Section 2.36 of the West Perth Procedural By-law (By-Law 1-2018) defines a quorum as being 50 % of members plus one which in the case of a committee of seven (7) would be five (5). However, Section 18 of the BIA By-law (By-Law 130-08) states that quorum is a majority of the members in this case four (4). The requirement of the BIA would prevail in this case and as a result, quorum was technically met for this meeting. Given that the meeting proceeded as if quorum was not met, the resolutions will need to be formally approved at a future meeting. 2. Confirmation of the Agenda That the Agenda for the May 9, 2018 meeting of the Mitchell BIA be confirmed as circulated. 3. Disclosure of Pecuniary Interest and the General Nature Thereof 4. Approval of the Minutes The Minutes of the April 18, 2018 meeting were circulated in advance of the meeting. Mitchell BIA May 9, 2018 Minutes (Draft) Page 1
That the Minutes of the April 18, 2018 meeting of the Mitchell BIA be approved as presented. 5. Correspondence Bert Vorstenbosch Jr. noted that work on the Facebook pixels on the BIA website will take longer than expected resulting in a nominal cost increase. 6. Business Rising from Minutes: 1. Staffing Update Tricia Smith provided comments from the CAO regarding the BIA Assistant Job Description and Process for Recruitment. She noted that at the May 7, 2018 meeting, Council approved the Job Description and authorized the CAO to work with the BIA to fill the position. Costs for advertising the position will be charged to the BIA. Discussion took place regarding the Job Description, ranking and advertisement of the position. There was a consensus that the Job Description was acceptable and that the position be advertised as proposed in the May 16, 2018 edition of the Mitchell Advocate with a closing date of May 31, 2018. That the Mitchell BIA endorses the BIA Assistant Job Description and that the CAO proceed to advertise the position and work with the BIA Hiring Committee on the recruitment. 7. Downtown Canada Flag Banners Tricia Smith provided comments from the CAO regarding options for the downtown Canada Flag Banners and noted that the length of the banners will need to be changed to 50. Discussion took place regarding the Blockout Mesh option and a sample was circulated. It was noted that this option is tougher than regular fabric banners and holds up better to the weather. Mitchell BIA May 9, 2018 Minutes (Draft) Page 2
The following pricing options were provided with the CAO comments: A quantity of (24) flag banners, with double-side printing, 3 open sleeves at the top and bottom and (4) grommets in the corners cost $102.95 each for the Block Out Mesh and $99.95 each for the 18 oz Vinyl banners with air vents. Pricing for fabric flags from the May 2016 order was $60.00 each. The consensus was that the Block Out Mesh banner was the best option and that the BIA s contribution for the Canada banner purchase be made from the 2018 flag budget and reserves. That the Mitchell BIA supports the purchase of Block Out Mesh Canada banners with the BIA contributing $500 from the 2018 budget and $500 from Reserves. 8. Financial Report (Attachment #2) A copy of the Budget to Actual report was circulated for review. 9. Committee Reports a. Marketing & Promotion Gordon Diver This Item was deferred to the next meeting. b. Events - Cheri Bell This item was deferred to the next meeting. c. Education Heather Bennewies This item was deferred to the next meeting. d. Membership Steve Walkom Discussion took place regarding the BIA recognition program and Steve Walkom offered to prepare a standard welcome and thank you letter. There was a consensus that a letter be sent to Maatzy s and R.J. Dungey & Sons Ltd. for their years of service in the community. Mitchell BIA May 9, 2018 Minutes (Draft) Page 3
10. Municipal Update Doug Eidt Doug Eidt provided an update on upcoming residential and industrial development in Mitchell. Discussion took place regarding options for how the BIA can connect with new residents and share information on local businesses and services. Sarah Franklin suggested welcome bags similar to what is provided by the Milverton Business Improvement Association. There was a consensus that staff investigate the possibility of circulating a message for the BIA welcome program through the municipal tax bills to reach people new to town. 11. County Economic Development and Tourism Update Sarah Franklin Sarah Franklin noted that a full-day workshop will be provided on Selling Handmade Food Items in Ontario on July 11, 2018 at the Mitchell Community Centre. The latest edition of Opportunities newsletter is available and BIA members are asked to contact Sarah to be added to the mailing list. The next Networking Breakfast will be held on July 23, 2018 in Mitchell and work is underway to organize additional travel writers. 12. Other Business 13. Next Meeting Noon on Wednesday June 13, 2018 Boardroom of Mitchell Golf and County Club. 14. Adjournment The meeting concluded at 7:22 p.m. Attachments: 1. Resolutions to be considered at next meeting 2. Budget to Actual report Mitchell BIA May 9, 2018 Minutes (Draft) Page 4
Attachment # 1 Resolutions to be considered at the June 13, 2018 Mitchell BIA Meeting: 1. That the Agenda for the May 9, 2018 meeting of the Mitchell BIA be confirmed as circulated. 2. That the Minutes of the April 18, 2018 meeting of the Mitchell BIA be approved as presented. 3. That the Mitchell BIA endorses the BIA Assistant Job Description and that the CAO proceed to advertise the position and work with the BIA Hiring Committee on the recruitment. 4. That the Mitchell BIA supports the purchase of Block Out Mesh Canada banners with the BIA contributing $500 from the 2018 budget and $500 from Reserves.