Minutes BIA Board Meeting held on Tuesday April 14, 2015, at the BIA office President: Rob Paterson, Secretary Janet E. Howell Present: Kent Archibald Janet Howell Paul Orazietti Steve Bednash Panna Karia Rob Paterson Norma Brown Freda Mattern Frank Redekop Tricia Ellingsen Shayle Melin Ken Walia Yvonne Hogenes Dean Moore James Uswak Absent: Jim Mason Guests: Sgt. Dan Gibbons, RCMP Call to Order @ 6.10pm Adopt the Amended Agenda: with the addition of discussion on new draft By- Laws and Other Business Motion: put forth by Steve Bednash to accept the amended Agenda, Seconded by Tricia Ellingsen: All in favour, none against Motion Carried Adopt the Minutes of March 10, 2015 and March 17, 2015 Motion: put forth by Frank Redekop to adopt the minutes, Seconded by Norma Brown: All in favour, none against Motion Carried Rob Paterson welcomed the new and returning Board of Directors and our guest Dan Gibbons, RCMP 1
Election of Directors: Paul called for the election of the Directors to fill the positions of President, 1st Vice President, 2nd Vice President, Treasurer and Secretary. 1. Nomination for position of President. Nomination of Rob Paterson for President. Any other nominations from the floor, called three (3) times, no other nominations, All in favour, none against, Carried 2. Nomination for position of 1st Vice President. Nomination of Norma Brown by Tricia Ellingsen, seconded by Freda Mattern, Any other nominations from the floor, called three (3) times, no other nominations, All in favour, none against, Carried 3. Nomination for position of 2nd Vice President. Nomination of Tricia Ellingsen, put forth by Janet Howell, seconded by Frank Redekop, Tricia Ellingsen thanked everyone for the support but had to decline. Rob Paterson then called for any other nomination from the floor, called 3 times, with no other nominations it was decided that the position would be left open, to be filled at a later date/time. 4. Nomination for position of Treasurer: Nomination of Dean Moore, by Rob Paterson, seconded by Norma Brown. Any other nominations from the floor, called three (3) times, no other nominations, All in favour, none against, Carried 5. Nomination for position of Secretary: Nomination of Janet Howell by Steve Bednash, seconded by Tricia Ellingsen. Any other nominations from the floor, called three (3) times, no other nominations, All in favour, none against, Carried New Business: a) Beautification: we received a plan back from the City of Surrey for the corner of Hwy 10 and 180 St. The concept drawings are part of a phase one beautification initiative. The project will be handled by the City of Surrey through one of their approved contractors which the BIA will cover costs and the City will also cover costs for the sidewalk upgrade. Discussion continued on the plans and the cost of the project.. Question: Paul advised that the approved annual budget had earmarked $ 5,000.00. The City of Surrey had presented a budget of $8,000 which included ground work and bed of plants similar in type to the plantings on 176 Street. Paul was to clarify at the next meeting if the budget included 2
taxes. To move forward with this project the Board would need to approve additional funds of $ 3,000.00. Question: was put forth if we can reach out to the private sector, can we arrange for a group of volunteers to do the work or planting, it was noted that the public would not be allowed to do this due to location of the project from a safety perspective. Motion: Put forth by Steve Bednash that we amend the budget to cover the additional cost to get this project underway. Seconded by Shayle Melin, All in favour, none against, Carried Motion: Put forth by Tricia Ellingsen that we direct Paul to put the wheels in motion to start the project at Hwy 10 and 180th Street. Seconded by Ken Walia, All in favour, none against Carried b. Gateway Signage at Hwy 10 and Hwy 15 will be the largest and most costly portion of the new Beautification initiative. The Mayor is on board with getting this project into planning stage, we also need to include and contact Anthem Properties (who when BrickYard Station was being built committed to helping with Gateway Signage) Paul to follow up with Anthem Properties. Paul also advised that Stephanie Cadieux, our MLA has been able to secure funding from the Provincial government in the amount of $ 10,000.00 for a major Gateway Sign. Old Business: a. AGM Debrief: Successful AGM, we will look to get more input from the membership in order to prioritize a 5 year plan. Registration: Simplify by doing pre-registration Voting: all on one ballot Shift: AGM re-aligned to meet city deadlines. February 2016 b. SCDC Jaret Lang sent us an email looking for support from the BIA to develop the pie lot @ 58th. Discussion: the board did not want to go ahead with a letter of support. to build on the pie lot if it was to only be a one story building with no underground parking. Suggestion that we can support the project with SCDC if it will be a two story building with underground parking. 3
Motion: put forth by Steve Bednash that we support the development in principal with the condition that there should not be any parking variance granted for this project, seconded Freda: All in favour, none against motion Carried. c. New revised ByLaws - Proxy section, previously the board discussed that we remove this section. Questions arose as to whether we want to reconsider the removal, discussion insured, it was decided by the board that we leave the section out of the new revised by-laws. Janet to complete the final revisions and to send them for legal review, then will submit them to the City of Surrey for final approval before calling a Extraordinary General Meeting. Committees: We discussed the need to create definitions and guidelines - Frank Redekop and Janet Howell to work together to develop the guidelines, both invited any other board members that wish to participate to join us. a. Beautification - Hanging baskets have been ordered and will arrive before Rodeo, 176th A planters, city to get back to Paul want install date. Cedar hedge need to be removed and either replanted and then maintained, again discussion with the City to occur on this b. Communication - Website, revisions to special event section, more pictures have been added much more visual. Working on the Ad space list, and more links to social media. Facebook we need to create a Cloverdale BIA page. c. Economic Development - The City of Surrey has put together a group to dialogue. Mayor s Business Advisory Network. Chaired by Councillor Vera LeFranc and having Councillor Bruce Hayne and Councillor Dave Woods serve as members, the Mayor s Business Advisory Network has been created to act as a conduit between the City and the greater business community. The Board agreed the top Cloverdale BIA issues are: Crime and Transportation (Transit especially) d. Special Events: Yvonne Hogenes would like to continue in the role of Special Event Chair, she has requested to have a co-chair from the board since she goes away on business trips. Yvonne submitted a committee report detailing a proposed event called Market Days. Motion: put forth by Yvonne Hogenes asked that we approve this as a BIA event and that we apply for the insurance and permits from the City and 4
manage the funding. Seconded by Frank Redekop, All for 9 yes, no no s, 6 abstentions, Carried. Paul advised that the events for Rodeo week are well underway, starting with Brick Yard Days on May 9th, followed by the Bed Races on May 14th, and Chilli Cook off on May 15th and the Rodeo Parade on May 16th. The committee will be meeting again on Wednesday, May 6th to go over all final details. e. Safety Security and Crime Prevention: He explained with the events coming up in May, makes it a busy month. He advised that the Parks patrols are back up and running and will go until October. The police are having good success with landlord, bylaws, tenants, they are seeing progress in removing the criminal intent from rental properties. They have seen a spike in vehicle thefts, he advised recently that 8 Ford 350 s stolen these vehicles some were left running in the driveways, these become a crime of opportunity. Public needs to report these crimes. Dan expressed he is looking forward to working with the new board. f. Fund Raising: Discussion that we need to set up a Fundraising Committee something we have not had. James Uswak would like to take on the role of Chair, he advised he feels emotional about need of getting the community involved. Sponsorship in the range of $ 35,000.00. Fundraising needs to be everyone responsibilities. It was felt that we need to give them something to bite into, like the Santa Parade. Suggestion that we look into simple Window Clings that say something like proud member of the Cloverdale BIA. g. At the next meeting we need to look at branding, what do you want people to think about, when they think of Cloverdale, how do we define? h. Board has sent in the past three (3) members of the board to the Mayors luncheon on May 20th, the cost is $ 80.00 per person for a total of $ 240.00. Discussion as to the value of doing this, it creates a presence and then they remember us when we come to the table. Motion: put forth by Yvonne Hogenes to send three (3) members of the board to the Mayors Lunch on May 20th., seconded by Tricia Ellingsen, All in Favour, none against, Carried Other Business: None Date of next Meeting : May 12th, 2015 Adjourned @ 8.03pm 5