St. Jacobs Business Improvement Area Board of Management Meeting Minutes

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1 St. Jacobs Business Improvement Area Board of Management Meeting Minutes Tuesday, May 2, :00 p.m. Quarry Communications (Edison) 1440 King Street N., St. Jacobs Present: Edward Denyer, Jenny Shantz, Gary Boudreau, Craig Miller, Councilor Mark Bauman, Natascha Stutz, Bob Wilbur Regrets: Phil Hipkiss Guests: Ian Young, Region of Waterloo General Members: Steve Ferguson Tea, Earth & Sky, Ross White Model Railway 1. Call Meeting to Order (4:05 p.m.) Edward Denyer called the meeting to order. 2. Approval of the Agenda Moved by Natascha Stutz Seconded by Gary Boudreau That the agenda be approved 3. Approval of the Minutes March 7, 2017 Moved by Jenny Shantz Seconded by Craig Miller That the St. Jacobs Board of Management approves the minutes of March 7, New Business Construction Update Ian Young from the Region of Waterloo joined us and provided an update on the construction in the village. As is evident, the construction in both locations - on the hill on the north side of the village and in the center to south end - has commenced. Due to the rainy spring weather the deadlines have already been bumped back by a few weeks. Some deficiencies from last year s segment of this project have been identified. A list has been compiled and these will be resolved. Final resurfacing of those areas from last year will be completed in June / July.

2 Mobile Sign During Construction There has been a mobile sign placed at the south end of the village that provides information and direction to visitors. This is intended to be in place during the construction. The cost for having it in place is $180/month. A suggestion was made that it be moved further north to create space between it and the new village entrance sign that will be installed in the next couple of weeks. Moved by Gary Boudreau Seconded by Mark Bauman That the St. Jacobs Board of Management assumes the $180 per month cost of the mobile sign during the construction period provided it gets moved as per the suggestion. Update on Entrance Signs Following the last meeting the survey has been completed and the locates requested by the sign company have been provided. We are free to have the new signs installed at any time. Actions required: Edward to follow up with the Sign Depot and provide an estimated date for installation. Edward to initiate discussion with the landowner adjacent to the south end sign regarding keeping the grass cut. Jenny to re-start previous discussion with Creative Landscape about completing the installation with stonework and low maintenance landscaping. Update on Other Signage Councilor Bauman reported that the Township has been scouting locations for wayfinding signs. They are planning to replace the ugly one at the north entrance to the village and direction to parking lot signs will be updated and added in the village. He also reported that the sign at Wagner s corners, that has been a problem for some time, will be refurbished. They may also consider a sign on Lobsinger Line near Wagner s corners coming from the west.

3 Although the Township is considering a sign at the Farmer s Market (near John s Nursery) directing visitors to the village, the Board expressed a preference for our new Village Identity for signage in this location. Gary to re-start the discussion with John s Nursery about size, location and cost for installing a sign. Gary to circulate previous estimates to the Board for consideration of design and production. Social Media Support As a follow up to our last meeting where we reviewed a proposal from Mallory Manchur regarding social media support for the BIA there was a second proposal considered. At the request of Edward we obtained a proposal from Leslie Kay. Those that reviewed both felt stronger about the overall perceived value in Leslie s proposal. Moved by Craig Miller Seconded by Jenny Shantz That the St. Jacobs Board of Management agrees to contract with Leslie Kay for social media support as outlined in her proposal, at a cost of $125 / week from now until the end of December. We will evaluate our needs and overall satisfaction at that time. Craig / Edward to contact Leslie to finalize details and get our social media activity back on track. Craig to contact Mallory and inform her of our decision. Budget Presentation to Council We are scheduled to present out 2016 financial review (unaudited) and our 2017 budget to Council for approval on May 9 th. Edward (Chair) and Phil (Treasurer) will make this presentation on behalf of the Board.

4 Code of Conduct As newly developed Code of Conduct has been provided to the Board by the Township. Councilor Bauman informed the Board that this Code of Conduct had been developed to provide the stipulations for behavior and decorum when conducting business with Council. This Code applies to all members of Council as well as all committees of Council (of which our Board is one). Amazing Weekend Update As Phil was not present we did not have an update on this event. The Board has raised a concern that we need more communication form the organizing committee about the planning and progress. Edward to request and update form Phil and / or the organizing committee. Note: Phil sent a brief update via directly following the meeting. Canada 150 Activities The flags we approved and ordered as per our last meeting have arrived. Ross White has agreed to help with distribution of these flags to BIA members. He will deliver them door-to-door, provide details for how we would like to see them used (in Canada 150 window or storefront displays, flowers boxes etc) and ask for contact information to build our BIA membership list. We are targeting to have these in place by the long weekend in May. And would like them to be on display by mid-june. We plan to initiate our Canada 150 Social media promotions and have these continue into the fall months. The Board should send a notice to the membership regarding our plans around this. Bob to draft and Edward to approve and circulate.

5 Outcome of Audit There has been no information back from the auditor at this time. Potential Levy Increase Raj is continuing to investigate levies and operating budgets from other BIAs. 5. Next Meeting - Tuesday, June 6, 2017 at 4:00 p.m. at Quarry in St. Jacobs. 6. Adjournment Moved by Edward Denyer Seconded by Natascha Stutz That the meeting be adjourned..

St. Jacobs Business Improvement Area Board of Management Meeting Minutes

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