October 2009 Minutes

Hespeler Villiage BIA Board Minutes
Wednesday Oct 21/09

Board Present: Loris Manni, Ken Buller, Lynn Craig, Rick Cowsill, Trevor McWilliams,
Clifford Vanclief, Deb van de Water, Greg Robbins

Members Present: Tammy from Video 99, Sue from Monkey Around, Bernie from Hespeler Village Winemaking, Tim Hilborn,, Ken Boyle, Winky Mandryk, Jennifer Penney from Waterloo Region Small Business Centre, Alex Mitchell (City Clerk),

Absent: Linda Frazao

Alex Mitchell gave us a presentation of the process of expanding BIA boundaries – how it happens, who is notified, and how long it can take. A discussion followed on how we would like to proceed. Trevor suggested surveying those who may be affected before coming up with a proposal to expand BIA boundaries. Loris agreed and suggested we present scenarios at the next AGM. Trevor can bring maps with the proposed areas highlighted, for members to view and comment on. Alex stressed it can take 8-12 months to pass, once proposal has been submitted to him. Trevor will deliver up-to-date assessment of levies to Loris.

Meeting called to order at 6:30 pm.

Review of Minutes – minutes from September 2009 meeting passed. Ken motioned to accept, Rick seconded. All in favour. Passed.

Treasurer’s Report – all levies are in for the year. We spent 9 K on banners and baskets this year. We will be getting 8 K back (4 K for baskets/banners as part of 50/50 program; 4K for watering of baskets). The 2010 budget must go to City Council for approval in November. Our current budget is 15 K and the first instalment will not come to us until sometime in Spring 2010. The budget shows a discrepancy of $500 in the balance. Cliff made a motion to change the balance to reflect the true amount. Rick seconded.

Music & Lights in the Village – is happening Friday November 27th,2009. Lynn presented an update. Last year the BIA sponsored the program with the SNAP map of all downtown core businesses inside. Lynn made a motion to sponsor this again for 2009 (cost $200). Cliff seconded. Passed. Lynn asked how to better use Queen Street for the event. After the concert, Willy Melt the Snowman (mascot of Christmas in Cambridge) walks down Queen Street for the tree lighting, followed by citizens with glow sticks. Mill Crossing Church and Company of Neighbours will be open for refreshments. A suggestion was made to have Willy Melt continue to walk down Queen Street to the Eaton parking lot and local businesses can hand out treats as well.

Bags/Flyers – Winky presented her idea of a reusable shopping bag to be delivered to Hespeler homes, advertising Core businesses. Each bag will cost $1.50 for one side lettering. Additional side will cost $0.15 each. It will cost 18-19 K for 10,000 bags plus delivery. Winky will be looking for other quotes. She is seeking money from the BIA to support this project. There was discussion about the cost and effectiveness of this project. Winky will follow up with more information at the next meeting.

Proposed Budget Discussion – There was much discussion about how to allocate funds for the 2010 budget. Loris will circulate a detailed proposed budget to Board members via email for their viewing and comments before the budget goes to Council, and before presenting to non-Board members. Trevor will inform Loris of the due date for the budget. Cliff mentioned that the CCAP fees are going up to $1508 in 2010. Regarding the fall/summer event, it was mentioned that Silverheights Neighbourhood Association is coming to the next meeting to present on this.
Website – need to get information from Linda. She is supposed to make discs of her program with passwords to give to Cliff and Deb.

New Business -

Cliff sent an email this afternoon regarding a graffiti meeting that will be held November 5th. This is an RSVP event.

Jennifer Penney of the Waterloo Region Small Business Centre presented on what WRSBC can provide in terms of support for small business owners. Her services are free. She is located in Cambridge City Hall. Every February the Centre presents a full day of training for small businesses. The cost is $50 for BIA members. BIA’s can sponsor their members even further at $5 per. It will be held in Waterloo this year. Jennifer would like to host this event in Cambridge one year. Loris asked Jennifer to come to the AGM in January and present to the members at that time.

Meeting adjourned at 8:15 pm.

Next meeting -

· Next Board meeting – Wednesday November 18th, 2009. 6:00 pm. St. Andrew’s Presbyterian Church.