St. Marys BIA Board Annual General
Meeting Minutes
March 16, 2015, 6-8 p.m.
Town Hall Council Chambers
CALL TO ORDER AND CONFIRMATION OF QUORUM Meeting was called to order at 6:08 pm, Quorum
DECLARATION OF CONFLICT OF INTEREST – No Conflicts declared.
APPROVAL OF AGENDA- Approved by Julie, Seconded by Sherry
APPROVAL OF MINUTES –Approved by Sherry, Seconded by Julie, all in favour.
Errors or Omissions . Correction of Andrew Hodges name misspelled
Attendance of Board: Nigel Howard, Julie Docker Johnson, Sherry Cookson, Mary Jane Ball, Sue Griffiths,
Carey Pope. Regrets – Andrew Hodges
Guests: Mayor Al Strathdee, Chantal Lynch, Mary Van Den Berge, Bruce Barnes, Brian Tschirsow
CHAIRMAN’S OPENING REMARKS- With the election of the new board, our first priority is to get
grounded and also to present the first budget to council for the 2015 Year. We have met twice so far,
which has helped us take an overview of this year’s goals, as well as prepare a moving document of
Issues and Actions to use over the next 4 year period. The budget will be tonight’s priority, as it will be
presented tomorrow, March 17th to Town Council.
AGENDA ITEMS
1. Discussion of Proposed 2015 Budget – Sherry presented the following budget
St.Marys BIA 2015 Budget
Revenues
Tax Levy
"other" Hst Rebate
Total Revenues
$ 45,000.00
$ 45,000.00
Expenses
Advertising (news, print, radio)
$ 10,000.00
Daytripper event
header, Radio ads May
– Sept, Christmas
Open House,
December promotion,
Audit, office expenses
$
3,000.00
Blue Jays Week End
$
1,000.00
Christmas
$
1,500.00
Perth County Visitors Assoc.
$
2,800.00
Stratford Bus
$
3,500.00
Tourism
$
3,500.00
Hanging Flower Baskets
$
3,500.00
Heritage Festival
$
3,000.00
Winter Lights
$
2,500.00
Banners
$
6,000.00
Downtown Dollars
Hst expense, non recoverable
Total Expenses
$ 4,000.00
$
700.00
$ 45,000.00
misc programming,
possible electronic
media budget
Audit, newsletter,
meeting costs, copies,
postage, etc.
Decoration, monetary
support
Support for the
Parade
Group Membership
and Print ad in Guide
Ad on bus in Stratford,
promoting Downtown
St. Marys
Assistance with
printed pieces, Stories
of the Stores and At-AGlance flyer as
examples
Flower baskets for
downtown core
Sponsorship for
programming for
Heritage Weekend
Sponsorship for Lights
at the Flats
Labour for
changing the banners
with seasons, repairing
brackets, replacing
cloth banners
Possible program for
creating visitor
incentives in the
Downtown
The Levy is not increasing for the eighth consecutive year. No revenue is assumed this year from
Associate Members. Expenses as described above. Roughly 45% is promotions, and 55% is
beautification and sponsorships of programs.
2. Investments update – Sherry recommended that the GICS be renewed so they remain cashable.
Current bank balance $37,991.04 and $30,375.00 in GICs.
This concluded items pertaining to the AGM. The following regular Board Meeting was called to order
at 7 pm.
1. Heritage Festival, Car Show – Brian Tschirsow, Town. Brian spoke to the members about
upcoming events planned by the Town of St. Marys. Brian is our main contact for Recreation
Events and the Pyramid Centre. Kelly Lynn in focusing on Communications.
a. Heritage Festival – 2nd weekend in July. Celebrating the 20th year. Majority of events
focused on the Saturday. The intent is to bring back more events that involve Heritage,
such as people in late 1800 attire on the street, window displays reflecting that era as
well. Would like buy in from Downtown Merchants. Tourism Ambassadors will be
present at all events. Queen street will be closed from Church to Water, stores will be
receiving sponsorship forms and given first opportunity at having a 10x10 booth in front
of their store. Bus tours will be offered to visitors, programming is being developed.
b. Car Show 3rd Saturday in August. This will involve closing Queen street from Church to
Water, even more attendance is expected this year than the last 2 years, which have
both been great successes.
c. Other events such as Kick Start Cadsow, Canada Day Celebrations
2. CBHF Blue Jays street closure – June 13 Toronto Blue Jays would like to return for a second year
for the Canadian Baseball Hall of Fame Induction Weekend. Scott Crawford requested that the
BIA consider accepting the street closure for this event. Motion made by Sue to “Approve
closure of Queen Street from Church Street to Water Street on June 13th for this event.”
Approved by Julie, seconded by Sherry, passed.
3. Business Start up program – Some conversation was had regarding a “WIN The Space” program
for seed businesses. It was suggested to put this to the Issues and Actions List for future
investigation.
4. Upcoming events –
a. Discussion for a “Spring Fling”, originally earmarked for March 21, has been moved out
to Saturday, April 4th. Easter Weekend. Sidewalk sales, unified window displays,
promotion through social media, sandwich boards and in-store flyers.
b. In preparation for this, a Bring your Keys event is set for Monday March 30 at 6pm.
Those merchants wanting a tour of other downtown businesses are asked to meet at
the Town Hall. The group will do a quick pop in to stores of those in attendance to see
what is available, for cross promoting, and product knowledge. A great way to network,
avoid overlap of product and keep business in town. Special Invites to new businesses
who have opened since the last Bring your Keys event in the Fall.
c. Networking Breakfast, Monday, April 20 8:30 a.m. St. Marys Golf and Country Club
$12, register at www.stratfordperthbusiness.ca by April 17th.
5. Beautification Committee update, group has quotes and are going ahead with flower baskets
over the Queen Street bridge.. Funds will be raised by approaching businesses outside the
downtown core, as the BIA members already support hanging baskets through the BIA levy.
6. Report of Council – Carey Pope A proposed tax rebate of 20% to be used towards upgrading
buildings in the Heritage Conservation District Area has passed Council by 4/3 vote. Rules and
regulations for the program are now being detailed. More information to follow as it becomes
available.
7. Motion made to extend meeting past 8pm – Julie, Sherry
OTHER BUSINESS – None
Issues and Action ListIssue
Action
Deadline
Assigned to
Newsletter
Copies to Town
Depts, prepare to
send electronically as
well
End of each month
S. Griffiths, Nigel,
block captains
Communications
Plan
Initial list completed,
continuous update of
business owners and
property owners
ASAP
Sue, Stacy
Wheal,Town staff in
Corporate
Communications
International Women’s Day
COMPLETE
Skating Event
COMPLETE
Constitution
Review
June 1st, 2015
All
4 Year Planning
Prepare Plan
June 1st, 2015
Nigel Howard
Website
Status update from
webmaster
ASAP
Nigel, Sue
Lights & Signage
Discuss capital
projects
Mid 2015
Sherry, Nigel
Santa Claus Parade
Date move? Cannot
happen for 2015,
already printed in
some publications,
will be considered for
2016, favorable
response from
Kinsmen and BIA
Ongoing
Andrew
Ad and Promotion
Meet with Tourism
After Council
Budget passed
Julie with Kelly Lynn,
Nigel
CBHF
Promote
June 13
Julie
BIA Bucks
Discussion of use
Ongoing
Sherry with event
information from
Brian
EDAC
Attend Meetingdiscussion of
Fanshawe design
March 23. 7:30am
Nigel, Sue
4 BIA board attended
student
recommendations
Budget
COMPLETE
Tues, March 17
Nigel, Sherry, Sue
Win the Space
Investigate
1-2 yrs?
Further discussion by
all
Façade Program
Investigate and
promote in
Newsletter
ASAp
Trisha-Museum, Sue
CHANGE OF DATE NEXT MEETING –Wednesday, April 15, 2015 6p.m.
Meeting Adjourned at 8:12 p.m.