Prescott BIA Board of Management Minutes
Wednesday, April 16, 2008
Prescott Public Library
Next Meeting: Wednesday, May 14, 2008 ~ 5pm
PRESCOTT PUBLIC LIBRARY MEETING ROOM
Present: Chair Lisa Smith, Vice Chair Cynthia Kinghorn, Bob Miller, James Richardson, Brett Todd and Ray Young and Karen Chick
Regrets: Dayna Earl, Beth Morris, Krista King-Holmes, Bob Pelda
Chair Lisa Smith called the meeting to order at 5:15 p.m.
As the Minutes from March 19th were not prepared, no discussion was held and the Minutes could not be approved.
Chairs Report: No Report presented.
Vice Chairs Report: No Report presented
Town of Prescott: Brett reported that the Town is working on the 2008 budget.
Correspondence – Food For All “Adopt-a-day” request: Discussion was held regarding the Food Bank’s request to “Adopt-a-day” event taking place in May. It was moved by Brett Todd and seconded by James Richardson that the BIA “Adopt-a-day” for $100.00 Carried.
Rosemary Spencer at Town Hall extended an invitation to all members of the BIA to participate in the Heart and Stroke Big Bike Ride on May 9th at 10:00 am. The Town is putting in a team that requires 29 participants, so any volunteers would be greatly appreciated.
Pirates Days –Karen Chick: Karen has been organizing Pirates Days for September 19th & 20th, 2008. Discussion was held regarding events that Karen is planning such as, sidewalk sale, treasure hunt, entertainment, and events for Children. She will continue to report to the Board and organizing this event.
Summer Art Show – James Richardson: James presented a draft flyer for suggestions and input from the Board. All present thought that the draft was good, and approved printing of them for distribution at the South Grenville Guild of Fine Art’s annual show at the Legion from Friday to Sunday, April 25-27
Other/New Business – Ray reported that the Bluenose is scheduled to dock in Prescott on June 16-18th and again of June 24-26. Discussion was held regarding events or activities that could be going on at that time, including things that had been done in the past.
The meeting adjourned at 6:10p.m.
Thursday, April 24, 2008
March
Prescott BIA Board of Management Minutes
Wednesday, March 12, 2008
Prescott Public Library
Next Meeting: Wednesday, April 16, 2008 ~ 5pm
PRESCOTT PUBLIC LIBRARY MEETING ROOM
Present: Chair Lisa Smith, Vice Chair Cynthia Kinghorn, Dayna Earl, Beth Morris, Bob Miller, James Richardson, Brett Todd and Ray Young
Regrets: Krista King-Holmes, Bob Pelda
Chair Lisa Smith called the meeting to order at 5: 05p.m.
It was moved by Ray Dayna Earl and seconded by Cynthia Kinghorn, that the minutes of February 20, 2008 be approved. Carried.
Chairs Report: No Report presented.
Vice Chairs Report: No Report presented
Town of Prescott: No Report presented
Ongoing Business – Midget AA/AAA Hockey Tourn: It was reported that 24 t-shirts and pendants were given out at the Tournament, and this was much appreciated by the players, as well as the organizers of the event.
Summer Art Show: Discussion was held regarding a budget for the two art shows that will be held on July 12 and August 9th, 2008. James has taken the lead on organizing these events. It was moved by Brett Todd and seconded by Cynthia Kinghorn that $1000.00 maximum could be spent on advertising and promotion of the two events. Carried.
Budget 2008: Lisa presented a draft budget for 2008. Discussion was held regarding the amount of the levy increase, as well as the decrease in salary expenses, and the vacancies in Downtown Prescott. It was moved by Ray Young and seconded by Cynthia Kinghorn, that the BIA set the levy at $26,500.00. Carried.
Calendar of Events – May – August promotional events – Lisa presented a Calendar of Events which lists events that the BIA is hosting and other community events. This is going to be a very busy and exciting summer, with Spring Spree in May, Harbour Days in June, early July the South Grenville District High School Reunion, also in July is the BIA Art Show, and the opening of Shakespeare, running through to August, Loyalist Days in August, and the BIA art show, and the closing of Shakespeare.
Other/New Business – The Prescott Merchant Brochure is again in need of printing and updating. Discussion was held and the Board certainly felt that this was a valuable promotional product. It was moved by Ray Young and seconded by Cynthia Kinghorn that the BIA pay to have 5000 copies of the Merchant Brochure printed. Carried.
Beth Morris brought up the Mother’s Day promotion that the BIA partnered with the Prescott Journal last year. I was moved by Beth and seconded by Cynthia Kinghorn that the BIA provide two $25.00 gift certificates for this promotion.
The meeting adjourned at 6;05 p.m.
Wednesday, March 12, 2008
Prescott Public Library
Next Meeting: Wednesday, April 16, 2008 ~ 5pm
PRESCOTT PUBLIC LIBRARY MEETING ROOM
Present: Chair Lisa Smith, Vice Chair Cynthia Kinghorn, Dayna Earl, Beth Morris, Bob Miller, James Richardson, Brett Todd and Ray Young
Regrets: Krista King-Holmes, Bob Pelda
Chair Lisa Smith called the meeting to order at 5: 05p.m.
It was moved by Ray Dayna Earl and seconded by Cynthia Kinghorn, that the minutes of February 20, 2008 be approved. Carried.
Chairs Report: No Report presented.
Vice Chairs Report: No Report presented
Town of Prescott: No Report presented
Ongoing Business – Midget AA/AAA Hockey Tourn: It was reported that 24 t-shirts and pendants were given out at the Tournament, and this was much appreciated by the players, as well as the organizers of the event.
Summer Art Show: Discussion was held regarding a budget for the two art shows that will be held on July 12 and August 9th, 2008. James has taken the lead on organizing these events. It was moved by Brett Todd and seconded by Cynthia Kinghorn that $1000.00 maximum could be spent on advertising and promotion of the two events. Carried.
Budget 2008: Lisa presented a draft budget for 2008. Discussion was held regarding the amount of the levy increase, as well as the decrease in salary expenses, and the vacancies in Downtown Prescott. It was moved by Ray Young and seconded by Cynthia Kinghorn, that the BIA set the levy at $26,500.00. Carried.
Calendar of Events – May – August promotional events – Lisa presented a Calendar of Events which lists events that the BIA is hosting and other community events. This is going to be a very busy and exciting summer, with Spring Spree in May, Harbour Days in June, early July the South Grenville District High School Reunion, also in July is the BIA Art Show, and the opening of Shakespeare, running through to August, Loyalist Days in August, and the BIA art show, and the closing of Shakespeare.
Other/New Business – The Prescott Merchant Brochure is again in need of printing and updating. Discussion was held and the Board certainly felt that this was a valuable promotional product. It was moved by Ray Young and seconded by Cynthia Kinghorn that the BIA pay to have 5000 copies of the Merchant Brochure printed. Carried.
Beth Morris brought up the Mother’s Day promotion that the BIA partnered with the Prescott Journal last year. I was moved by Beth and seconded by Cynthia Kinghorn that the BIA provide two $25.00 gift certificates for this promotion.
The meeting adjourned at 6;05 p.m.
February 20
Prescott BIA Board of Management Minutes
ANNUAL GENERAL MEETING
Wednesday, February 20, 2008
Cup After Cup 7:00 pm
Next Meeting: Wednesday, March 12, 2008 ~ 5pm
PRESCOTT PUBLIC LIBRARY MEETING ROOM
Present: Chair Lisa Smith, Vice Chair Cynthia Kinghorn, Dayna Earl, Beth Morris, Krista King-Holmes, Bob Miller, James Richardson, Bob Pelda, Brett Todd and Ray Young
Regrets: Chuck Street
Chair Lisa Smith called the meeting to order at 7: 05p.m.
It was moved by Ray Young and seconded by Cynthia Kinghorn, that the minutes of January 16th, 2008 be approved. Carried.
Chairs Report: No Report presented.
Vice Chairs Report: No Report presented
Town of Prescott: Discussion was held regarding Loyalist Days and the BIA sponsored Ambush Dance. It was moved by Ray Young and seconded by Bob Miller, that the BIA sponsor the dance and enter into a contract with Ambush. Carried.
Election of the Board of Directors 2008: Cynthia Kinghorn nominated Lisa Smith for the position of Chair. No other nominations came forward, and Lisa was acclaimed.
Lisa Smith, nominated Cynthia Kinghorn for the position of Vice Chair. No other nominations came forward and Cynthia was acclaimed.
Lisa called for expressions of interest for positions of the 2008 Board of Management. It was moved by Ray Young and seconded by Cynthia Kinghorn, that the following list of Boad Members be approved: Brett Todd, Krista King-Holmes, Dayna Earl, Bob Miller, Ray Young, Beth Morris, Bob Pelda, James Richardson. Carried.
Love Letter Contest Report: We received 7 love letters, all but one by email, therefore we did not solicit any addition traffic to our merchants. The winner in the male category was – Colin MacLean and in the female category – Deborah Major. Both winners were very excited to win the prize packages and Deborah sent a Thank You note. .
Funding Request – Midget AA/AAA Hockey Tourn Advertising: A funding request/letter was received by the Midget AA/AAA Advertising Committee to purchase advertising in the program. It was moved by Ray Young and seconded by Beth Morris, that the BIA purchase a full page ad for $100.00. Carried. Further Discussion was held regarding the fact that the BIA had donated pendants and T-shirts last year. It was moved by Beth Morris and seconded by Bob Miller that the BIA provide 24 t-shirts and pendants for the Tournament as give away prizes. Carried
Downtown Steering Committee Meeting: A meeting has been set for Thursday, Feb 21 at Town Hall to review this Committee and there will be a presentation. It was requested by Robert Haller that the BIA send two representatives to this meeting. Lisa Smith and Bob Pelda volunteered to attend this meeting on behalf of the BIA.
James Richardson – Summer Art Show: James presented a summer promotion idea to the Board – a Summer Art Show. This event would be on July 12, opening day of the St. Lawrence Shakespeare Festival. The event would include 10-15 local artists, music and dance demonstrations and kids activities. James has had conversations with artists, a Pipe band, and secured the support of the St. Lawrence Shakespeare Festival. Discussion was held. It was moved by Ray Young and seconded by Krista King-Holmes, that the BIA support this event. Carried.
Other/New Business – Beth Morris discussed the South Grenville District High School reunion. Beth discussed the fact the all attendees would be receiving a Welcome Package, and suggested that the BIA include coupons or some other promotional material, such as the Merchant Brochure that would encourage visitors to shop Downtown Prescott. This will be followed up on.
Harbour Days – Father’s Day Weekend – Discussion was held regarding the dance that the BIA sponsored last year with Ambush. Discussion was held regarding the success of the event, yet with Loyalist days and the BIA commitment to the Ambush Dance, it was the general feeling of the Board that we continue with a dance, but on a smaller scale. It was moved by Cynthia Kinghorn and seconded by Krista King-Holmes that the BIA sponsor the Summer Splash Dance and that any profit or proceeds going towards the funding of the hanging flowering baskets. Carried.
The meeting adjourned at 8:30 p.m.
ANNUAL GENERAL MEETING
Wednesday, February 20, 2008
Cup After Cup 7:00 pm
Next Meeting: Wednesday, March 12, 2008 ~ 5pm
PRESCOTT PUBLIC LIBRARY MEETING ROOM
Present: Chair Lisa Smith, Vice Chair Cynthia Kinghorn, Dayna Earl, Beth Morris, Krista King-Holmes, Bob Miller, James Richardson, Bob Pelda, Brett Todd and Ray Young
Regrets: Chuck Street
Chair Lisa Smith called the meeting to order at 7: 05p.m.
It was moved by Ray Young and seconded by Cynthia Kinghorn, that the minutes of January 16th, 2008 be approved. Carried.
Chairs Report: No Report presented.
Vice Chairs Report: No Report presented
Town of Prescott: Discussion was held regarding Loyalist Days and the BIA sponsored Ambush Dance. It was moved by Ray Young and seconded by Bob Miller, that the BIA sponsor the dance and enter into a contract with Ambush. Carried.
Election of the Board of Directors 2008: Cynthia Kinghorn nominated Lisa Smith for the position of Chair. No other nominations came forward, and Lisa was acclaimed.
Lisa Smith, nominated Cynthia Kinghorn for the position of Vice Chair. No other nominations came forward and Cynthia was acclaimed.
Lisa called for expressions of interest for positions of the 2008 Board of Management. It was moved by Ray Young and seconded by Cynthia Kinghorn, that the following list of Boad Members be approved: Brett Todd, Krista King-Holmes, Dayna Earl, Bob Miller, Ray Young, Beth Morris, Bob Pelda, James Richardson. Carried.
Love Letter Contest Report: We received 7 love letters, all but one by email, therefore we did not solicit any addition traffic to our merchants. The winner in the male category was – Colin MacLean and in the female category – Deborah Major. Both winners were very excited to win the prize packages and Deborah sent a Thank You note. .
Funding Request – Midget AA/AAA Hockey Tourn Advertising: A funding request/letter was received by the Midget AA/AAA Advertising Committee to purchase advertising in the program. It was moved by Ray Young and seconded by Beth Morris, that the BIA purchase a full page ad for $100.00. Carried. Further Discussion was held regarding the fact that the BIA had donated pendants and T-shirts last year. It was moved by Beth Morris and seconded by Bob Miller that the BIA provide 24 t-shirts and pendants for the Tournament as give away prizes. Carried
Downtown Steering Committee Meeting: A meeting has been set for Thursday, Feb 21 at Town Hall to review this Committee and there will be a presentation. It was requested by Robert Haller that the BIA send two representatives to this meeting. Lisa Smith and Bob Pelda volunteered to attend this meeting on behalf of the BIA.
James Richardson – Summer Art Show: James presented a summer promotion idea to the Board – a Summer Art Show. This event would be on July 12, opening day of the St. Lawrence Shakespeare Festival. The event would include 10-15 local artists, music and dance demonstrations and kids activities. James has had conversations with artists, a Pipe band, and secured the support of the St. Lawrence Shakespeare Festival. Discussion was held. It was moved by Ray Young and seconded by Krista King-Holmes, that the BIA support this event. Carried.
Other/New Business – Beth Morris discussed the South Grenville District High School reunion. Beth discussed the fact the all attendees would be receiving a Welcome Package, and suggested that the BIA include coupons or some other promotional material, such as the Merchant Brochure that would encourage visitors to shop Downtown Prescott. This will be followed up on.
Harbour Days – Father’s Day Weekend – Discussion was held regarding the dance that the BIA sponsored last year with Ambush. Discussion was held regarding the success of the event, yet with Loyalist days and the BIA commitment to the Ambush Dance, it was the general feeling of the Board that we continue with a dance, but on a smaller scale. It was moved by Cynthia Kinghorn and seconded by Krista King-Holmes that the BIA sponsor the Summer Splash Dance and that any profit or proceeds going towards the funding of the hanging flowering baskets. Carried.
The meeting adjourned at 8:30 p.m.
January 10
Downtown Prescott B.I.A.
Meeting Minutes
Meeting Date: Wednesday, January 10, 2007 7 pm at the Town Hall
Attended by: Ray Young, Bob Millar, Cynthia Kinghorn, Lisa Smith, Robert Haller, Chuck Street
- The Chair called the meeting to order at 7:05 pm.
-The Chair welcomed Ms. Smith to the meeting as a new member of the B.I.A. . Her property investment , the relocation of her business House of Flowers and creation of Pages Books all in Downtown Prescott were noted as a very positive signs for the community.
Approval of Agenda:
Moved by Cynthia K. and seconded by Bob M. that the agenda be approved.
MOTION CARRIED
Approval of Minutes:
Moved by Ray Y. and seconded by Bob M. that the minutes of the Dec. 13, 2006 meeting be approved.
MOTION CARRIED
Financial Report:
Moved by Ray Y. and seconded by Bob M. that two bills relating to the Clock Tower lighting be approved for payment. One invoice for $575.16 payable to Mills Electric and reimbursement of $168.67 to C. Street.
MOTION CARRIED
Staff Report: no staff
Frost Festival:
-Moved by Cynthia K. and seconded by Bob M. that an amount up to $500 be allocated towards the B.I.A.’s participation in the Frost Festival on Feb. 10. If weather conditions are too mild for traditional winter carnival activities support was given to arrange to have sand delivered to the Clock Tower Square for “Beach Fun” such as volleyball, music and sand sculpture contests with beach balls and related decorations.
MOTION CARRIED
Annual General Meeting:
-Moved by Ray Y. and seconded by Cynthia K. that the Annual General Meeting be held at 7 pm on Wednesday, February 14 at Cup After Cup, 179 King St., W., Prescott.
MOTION CARRIED
Joint Co-ordinator Contract Renewal:
-It was agreed by all that the B.I.A. is obligated for any amounts owing for overtime accumulated or other hours worked since the previous contract expired on December 22, 2006 and approved for payment as invoiced.
-Moved by Ray Y. and seconded by Bob M. that the B.I.A. Chair be authorized to enter into an agreement to renew the Joint Co-ordinator Position for 14 hrs./wk at $17/hr for a period of 6 months and for 7 hrs./wk beyond the 6 month period.
MOTION CARRIED
Other Business: none
Next Meeting: AGM at 7 pm Wed., Feb. 14 at Cup After Cup, 179 King St., W., Prescott.
Adjournment:
-Moved by Cynthia K. and seconded by Bob M. that the meeting be adjourned.
MOTION CARRIED
Meeting Minutes
Meeting Date: Wednesday, January 10, 2007 7 pm at the Town Hall
Attended by: Ray Young, Bob Millar, Cynthia Kinghorn, Lisa Smith, Robert Haller, Chuck Street
- The Chair called the meeting to order at 7:05 pm.
-The Chair welcomed Ms. Smith to the meeting as a new member of the B.I.A. . Her property investment , the relocation of her business House of Flowers and creation of Pages Books all in Downtown Prescott were noted as a very positive signs for the community.
Approval of Agenda:
Moved by Cynthia K. and seconded by Bob M. that the agenda be approved.
MOTION CARRIED
Approval of Minutes:
Moved by Ray Y. and seconded by Bob M. that the minutes of the Dec. 13, 2006 meeting be approved.
MOTION CARRIED
Financial Report:
Moved by Ray Y. and seconded by Bob M. that two bills relating to the Clock Tower lighting be approved for payment. One invoice for $575.16 payable to Mills Electric and reimbursement of $168.67 to C. Street.
MOTION CARRIED
Staff Report: no staff
Frost Festival:
-Moved by Cynthia K. and seconded by Bob M. that an amount up to $500 be allocated towards the B.I.A.’s participation in the Frost Festival on Feb. 10. If weather conditions are too mild for traditional winter carnival activities support was given to arrange to have sand delivered to the Clock Tower Square for “Beach Fun” such as volleyball, music and sand sculpture contests with beach balls and related decorations.
MOTION CARRIED
Annual General Meeting:
-Moved by Ray Y. and seconded by Cynthia K. that the Annual General Meeting be held at 7 pm on Wednesday, February 14 at Cup After Cup, 179 King St., W., Prescott.
MOTION CARRIED
Joint Co-ordinator Contract Renewal:
-It was agreed by all that the B.I.A. is obligated for any amounts owing for overtime accumulated or other hours worked since the previous contract expired on December 22, 2006 and approved for payment as invoiced.
-Moved by Ray Y. and seconded by Bob M. that the B.I.A. Chair be authorized to enter into an agreement to renew the Joint Co-ordinator Position for 14 hrs./wk at $17/hr for a period of 6 months and for 7 hrs./wk beyond the 6 month period.
MOTION CARRIED
Other Business: none
Next Meeting: AGM at 7 pm Wed., Feb. 14 at Cup After Cup, 179 King St., W., Prescott.
Adjournment:
-Moved by Cynthia K. and seconded by Bob M. that the meeting be adjourned.
MOTION CARRIED
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