Bolton Business Improvement Area (BIA) Board of Management Meeting Minutes Monday, June 8, 2015 10:00 a.m. Albion Bolton Union Community Centre, Room D Members Present: Chair: J. Carberry Councillor Groves Councillor Mezzapelli J. Agostino J. Pountney R. Teskey V. Teskey L. Verdile T. Viola Members Absent: O. Rudnitsky Town Staff: Economic Development Officer: S. Dolson Accessibility, Election and Special Projects Manager: L. Hall 1. CALL TO ORDER Chair J. Carberry called the meeting to order at 10:09 a.m. T. Viola arrived at 10:11 a.m. 2. APPROVAL OF AGENDA Moved by J. Pountney Seconded by A. Groves That the Agenda for the June 8, 2015 meeting be approved as amended to include an email regarding Horse Experience 2015 added to Communications/Announcements. 3. DISCLOSURE OF PECUNIARY INTEREST None Stated. 4. DELEGATIONS/PRESENTATIONS - None 5. REGULAR BUSINESS 1. BIA Area Flower Pots Jimmy Pountney advised that the flower pots were successfully planted over the weekend. Verona Teskey inquired about placing hanging flower pots on the outside of the railing along the bridge. Jimmy Pountney explained that the Region of Peel advised that flower pots cannot be placed on the bridge as it impedes on the pedestrian path of travel. He further advised that the Region is planning to reconstruct the bridge and perhaps at that time discussions can take place to allow additional space along the bridge for flower pots.
Councillor Groves advised that she will request on update from the Region of Peel regarding the timeline of the reconstruction of the bridge and report back to the Board. With the permission of the Board the agenda was altered to discuss the current verbal contract for the maintenance of the flower pots to the last item on the Agenda. 2. Midnight Madness Tony Viola expressed that he would like the Board to consider decreasing the set budget of $20,000 for Midnight Madness to $10,000, exploring cost saving options. Jimmy Pountney outlined the cost breakdown from the 2014 Midnight Madness event. Councillor Groves suggested the Board look at grant opportunities and consider requesting that proceeds from the Annual Council Golf Tournament be allocated towards Midnight Madness. Moved by T, Viola Seconded R. Teskey That a Working Group of three (3) members of the Board be created to organize Midnight Madness; and That the budget for Midnight Madness be reduced to $10,000 for 2015. Amendment #1 Moved by A. Groves Seconded by V. Teskey That paragraph 2 of the above motion be amended by deleting and replacing it with the following: That the Working Group explore cost saving options in an effort to reduce the cost currently allocated for Midnight Madness; and That Tony Viola, Rex Teskey and Annette Groves be appointed to the Midnight Madness Working Group. Upon the question of the main Motion moved by Tony Viola and seconded by Rex Teskey AS AMENDED by Amendment #1, the motion was 3. Farmer s Market Jimmy Pountney provided an update regarding the details about the Bolton Farmer s Market. He indicated the Market will launch on Saturday, June 13 on Mill Street. He further explained the various communication methods being utilized to promote the new location.
4. HCD draft questionnaire Jean Carnberry distributed and presented the draft questionnaire and explained the purpose of the questionnaire. Members of the Board discussed the item at length. Some members indicated that they felt the BIA s position regarding the Heritage Conservation District needs to be clarified. Concerns were raised that the survey may cause confusion to the property owners. A member of Council offered to obtain the survey data collected by the Town for information purposes. Moved by L. Verdile Seconded by J. Agostino That the word will from the 3 rd paragraph of the draft questionnaire be changed to may. Moved by R. Mezzapelli Seconded by J. Agostino That a website link be added to the draft questionnaire to allow property owners the ability to find out further information regarding the Heritage Conservation District Study. Lost. Moved by V. Teskey Seconded by A. Groves That the questionnaire be mailed out to each property owner with a prepaid envelope for return to the BIA Co-ordinator. 5. Removal of Cap Jean Carberry requested an update regarding a motion that was adopted by the BIA Board at a meeting on November 24, 2014, with respect to a request to the Town regarding the implementation of the tax levy cap. Members of the Board asked a number of questions and received responses from Members of Council. Jean Carberry advised that she will make a request to the Town Treasurer to provide an update at the upcoming BIA Board Meeting on how the Tax Lexy Cap is being implemented 6. Calendar of meetings for 2015, including location Jean Carberry distributed and presented the 2015 BIA Board Meeting Schedule. I It was noted that the meetings will take place at the Albion Bolton Union Community Centre, in Room D until an alternative location is confirmed. Moved by L. Verdile Seconded by A. Groves That the September 14, 2015 meeting be moved to August 31, 2015; and That the November 9, 2015 meeting be moved to November 16, 2015; and
That October 19, 2015 be added as a meeting date to accommodate the Thanksgiving long weekend in October. 7. Banners Jimmy Pountney advised that in celebration of the Pan Am Games, the Town provided the banners that are currently displaced along the light standards. He noted that at the conclusion of the Pan Am Games, the banners used last summer will be installed. Luci Verdile indicated that the banners used during the winter months in previous years are no longer salvageable, and therefore, a new banner will have to be designed by September to allow production for display in December. 8. Remembrance Day Jimmy Pountney outlined the BIA s role in past Remembrance Day Ceremonies held in downtown Bolton. He noted that the Ceremony is a joint effort by the Kinsman Club of Bolton, the Knights of Columbus and the Bolton BIA. Moved by J. Pountney Seconded by A. Groves That funds to support the Remembrance Day Ceremony be raised through fund raising efforts; and That the Bolton BIA budget not be used for the Remembrance Day Ceremony. 6. RECEIPT OF MINUTES Moved by A. Groves Seconded by V. Teskey That the May 11, 2015 Board of Management Meeting minutes be approved as written and distributed; and That the May 11, 2015 Closed Board of Management Meeting minutes be approved as written and distributed. 7. COMMUNICATIONS/ANNOUNCEMENTS 1. Horse Experience 2015 Jean Carberry provided information regarding Horse Experience 2015. Moved by L. Verdile Seconded by J. Pountney That the information regarding Horse Experience 2015 be promoted on the Bolton BIA website and through social media to determine if business owners are interested in the opportunity.
8. CLOSED SESSION MATTERS 1. Administrative Support Staff Contract 2. BIA Area Flower Pots The Board adopted the required procedural motion and resumed in Closed Meeting at 11:42 a.m. Moved by J. Pountney Seconded by R. Mezzapelli That the Board of Management move into closed session for this matter under Section 239 of the Municipal Act for the purpose of: Personal matters about an identifiable individual Administrative Support Staff Contract and BIA Area Flower Pots Councillor Groves, Councillor Mezzapelli, Chair: J. Carberry, J. Agostino, J. Pountney, R. Teskey, V. Teskey, L. Verdile, T. Viola and L. Hall, Accessibility, Election and Special Projects Manager were present for this portion of the meeting. The Board adopted the required procedural motion at 11:53 a.m. and resumed in Open Session. 9. MATTERS ARISING FROM CLOSED MEETING Administrative Support Staff Contract re: Personal matters about an identifiable individual Moved by A. Groves Seconded by J. Pountney That the current contract for the BIA Administrative Support Staff be extended to May 31, 2016. BIA Area Flower Pots Moved by J. Pountney Seconded by J. Agostino That a contract be drafted between the Bolton BIA and the service provider for the maintenance of the BIA Area flower pots; and That $1,900.00 per month be allocated for the services outlined within the draft contract. L. Verdile left the meeting at 11:54 a.m. 10. ADJOURNMENT On verbal motion moved by Councillor Mezzapelli, the Board adjourned at 11:56 a.m.