Page 1 of 1. Town of South Bruce Peninsula. Hi Rhonda,

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1 Page 1 of 1 Town of South Bruce Peninsula From: To: Cc: Sent: Attach: subject: "Karen Treulieb" <ktreulieb@bmts.com> "Rhonda Cook" «rhondacoebmts.corn» "Paul Poirier" <paul@pjcomput ing.ca> Wednes day, June 13, :58 PM BOARD OF MANAGEMENT - Jan 17, 07.doc; BOARD OF MANAG EMENT - Feb 21, 07.doc; BOARD OF MANAGEMENT - March 21, 07.doc; BOARD OF MANAGEMENT - April 18, 2007.doc; BOARD OF MANAGEMENT - May 30, 2007.doc; BIA Directors list doc BIA minutes Hi Rhonda, Here are the minutes o f the BrA meetings for the year 2007 that have been requested by the \Xh arton T O W I1 Council. Enclosed is also a copy of the Directors fo r the BJA Please contact me at this address sh ould you require any additional in formation. Than k :'ou, Ka ren Trculieb message checked by PC Tools Spyware Doctor ( ) Database version: tlttp;11www.rctool_s..._~q.m.j.myware-doctor1 6/ 14/2007

2 BIA BOARD OF DIRECTORS -.JUNE 2007 Director - Paul Poirier - Chairperson Director - Suzy Meilhausen - Vice Chairperson Director - Karen Treulieb - Secretary Director - Lyn Wright Director -Jim Turner Director - Paul Deacon Director - Mel Rinehart Director -Josie Myles Assistant Treasurer -John Aiken SBP Town Representative - Dan Kerr

3 BOARD OF MANAGEMENT Of WIARTON BUSINESS IMPROVEMENT AREA January 17,2007 Present: Susan Gi ven - Chairperson Suzy Meilhausen - Vice Chairperson John Aiken - Treasurer Karen Treulieb - Secretary Paul Poirier - Director Regrets: Paul Deacon - Director Lyn Wright - Director Guests: Donna Elliot - Econ Dev. Officer of SBP Dan Kerr - Council Representative Bob Morrison - Ram Trophies Barb Lawrence - Ram Trophies Allison Taylor - Ram Trophies Frank Andziak - Top Notch Motel 1. A quorum being present, Paul Poirier as acting Chair, declared the meeting duly constituted at 6:40 PM. The Agenda was approved and carried on motion Aiken/Mei Ihausen with the addition of several items added to New Business. 2. Motion by Aiken/Meilhausen to accept the minutes for the BIA meeting on December 20th was approved and carried. 3. Correspondence: Correspondence was presented. Items included: a donation request from the Annabel/Sauble Community School to send students to Ottawa, not recommended by the treasurer; and a form for Organ Donation, to be filled out by the treasurer. 4. Financial Report of the BrA: Treasurer John Aiken presented the financial report. The BIA currently has a $ deficit. The question of $ repayment in the budget prepared by Pat Stock was brought up and will be clarified by the treasurer. The treasurer will present a full budget and report at the following meeting. Payables: Bayshore Broadcasting - Christmas advertising $ (50 % of $750.00) Acceptance of the BIA financial report including payables, was motioned by Treulieb/Meilhausen, approved and carried. 5. Director Reports: a) Membership: No report. b) Streetscape: Director Paul Poirier's report stated that the new clock for downtown was to be installed at the first chance of good weather. He also reported that the first check for the new streetlights had been disbursed.

4 c) Wiarton Willie: Donna Elliott the Economic Development Officer of SBP announced that the preparations for the upcoming Wiarton Willie Festival were on schedule. d) Santa Claus Parade: Director Jim Clement extends his thanks to all helpers on the Chamber float. He reported that there have been several merchants who have contacted him regarding the possibility of a daytime parade. A motion by Clcment/Meilhausen stating that all merchants should address their suggestions or concerns in writing to the BIA was passed and carried. As well, there were several comments regarding parade prizes being awarded and it was again clarified that prizes would only be awarded to pre-registered floats. e) Economic Development: Donna Elliott reported that the town is currently reviewing a proposal of a 3-day a week Business Enterprise Centre. The BIA stated their full support of this proposal. 6. New Business: a) Ram Trophy - Bob Morrison from Ram Trophy came in with his staff to present the Wiarton Willie merchandise that they have available. They have come to an agreement with the town and will pay all royalties to the town. There will be no claw backs 10 any of the merchants purchasing merchandise from Ram Trophies. Merchants will be able to purchase an assortment of Wiarton Willie clothing and souvenirs at a cost price with no minimum orders, year round. b) Window Contest for the Wiarton Willie Festival - John Aiken and Karen Treulieb will head a committee for this year's Window Contest. The theme will be "new" and "debut" to canyon with this year's general theme. The BIA gave full approval. c) Flowers in Bloom - Dan Ken reported that there will be a workshop in Petrolia on January 26 entitled "Communities in Bloom" and town councilors extended their invitation for a representative on the BlA to attend. d) Luba Goy - at the time of the meeting, tickets for Luba's Friday night performance was 25 % sold. e) Winterama - Dan Ken reported on this event that started with Snowrama and Skirama in Rotary clubs run Winterama and 100% of the funds raised go to children in the area. Dan will be snowshoeing 26 k.m on February 101h. f) For Sale signs - Dan Kerr was approached by travelers through the area commenting about the size and amount of For Sale signs on local downtown businesses. A request to form a bylaw on size of these For Sale signs was noted and referred back to the town as this would be a town issue not a BIA issue. g) Business practices of Town CounciI with the tenders and contracting of local businesses versus non -local businesses - the BIA request that the Town review the Purchase Policy to ensure that money's approved are to the best benefit of the town. h) The BJA received a request from Sauble Beach Chamber of Commerce regarding a Youth Initiative Committee being formed. The request was to have any interested BIA members sit on this committee. As there is already an existing

5 Youth Initiative Committee in Wiarton, the BIA referred Sauble Beach CC to meet with the members of the existing Youth Initiative Committee in Wiarton. i) The BIA will make another attempt to invite the town 's new CEO, Malcolm McIntosh to attend one of our meetings. 7. Meeting adjourned at 8:15pm. The next meeting is to be held at the Wiarton Inn on February 21st at 6:30pm. All BIA members arc welcome and encouraged to attend.

6 BOARD OF MANAGEMENT Of WIARTON BUSIl\TESS IMPROVEMENT AREA February 21, 2007 Present: Susan Given - Chairperson Suzy Meilhausen - Vice Chairperson John Aiken - Treasurer Karen TreuJieb - Secretary Paul Poirier - Director Lyn Wright - Director Regrets: Paul Deacon - Director Guests: Donna Elliot - Econ Dev. Officer of SBP Gwen GiIbert - Town Mayor Dan Kerr - Council Representative Malcolm McIntosh - Town of SBP CEO 1. A quorum being present the Chair declared the meeting duly constituted at 6:35 PM. The Agenda was approved and carried on motion Gi ven/poirier. 2. Motion by Turner/Wright to accept the minutes for the BIA meeting on January 17(h was approved and carried, 3. Correspondence: Correspondence was presented. No action required. The mail drop-off box at Town Hall is noted and will be checked on a regular basis. 4. Financial Report of the BrA: The budget material distributed shows the BIA actual financial results for To meet their own financial timetable the Town closed the books before recording tbe lighting payment and $842 for Christmas advertising. As you will see these will be recorded as expenses in Accordingly, we ended 2006 with a surplus of $13634 and will LIse this in The proposed budget is break even as required by law. We cannot budget for a deficit. However to achieve this we need to allocate $3376 from a reserve fund set up in 2005 which totals $9319 and which we will draw down to $5943. To change the revenues would require a vote by all the members so any changes to expense levels must be balanced through a change in the reserve appropriation. I move the approval of 2006 financial results and approval of the 2007 budget. The final approved budget will need to be distributed to the entire membership and then approved by them at a meeting called for that purpose. This could be at the same time as a regular Board meeting. After this process it will go the Town Council for approval and then will be implemented by the Board.

7 The Board should approve the payment of the lighting obligations in 2007 and the payment of $ to the Chamber for 50% of the Christmas season advertising as well as $ to the Wiarton Echo for advertising in a brochure distributed to boaters around Ontario. The Chair authorized this. I (Treasurer - John Aiken) move the adoption of this report. Motion to approve 2006 financial report and proposed 2007 budget by Aiken/Wright and canied. The secretary will forward the proposed budget to the BIA membership and advise that a discussion and vote of this budget will be held at the next BIA meeting on March 21 S[, Malcolm McIntosh, the Town's CEO made a presentation to the Board with regards to the outlook of the Town and it's role in helping develop the BIA of South Bruce Peninsula. Key notes include: - Promotion of all of South Bruce Peninsula. - Support of Small Businesses. - Open Committee and Council meetings (unless otherwise noted) - Working with Saublc Beach as well as with Wiarton BIA. - Looking to assist businesses ie) survey businesses for a business assessment, evaluation of the community, discover what the community is ready for. - Work with the existing Community Profile. - Focus on the positive aspects of the business centre of town and looking for further development. Suggestions that came from this presentation included the utilization of the current resources and the possibility of setting up a volunteer expertise committee. 6. Director Reports: a) Membership: No report b) Strcetscape: No report other than to announce that the new clock has been set up downtown. c) Wiarton Willie: Donna Elliott the Economic Development Officer of SBP stated that she would provide a full report of the festival once the post-mortem is complete. It was noted by the Wiarton Willie festival committee that the involvement of downtown businesses was disappointing in the lack of decorations and longer store hours during the Festival. The BIA was asked to become more involved in gaining business support for the next festival. One suggestion was to approach businesses with little inclination to decorate, to donate $25 towards decorations and ask for student volunteers to decorate those businesses. d) Santa Claus Parade: No report. e) Economic Development: No report. 7. New Business:

8 a) Redneck weekend - Brought up by Jennifer Clement as a fund-raising idea for the BIA. The proposal to set up a weekend dedicated to "Redneck Games" will be looked into further in the future. b) Bruce Peninsula Tours - David Peebles announced a new venture that he will be starting along with Evan LeBlanc in the near future. They will be purchasing a 15- seat minivan for the purposes of doing Peninsula excursions and tours, to begin with the 2007 tourist season. 8. Meeting adjourned at 8:25pm. The next meeting is to be held at the Wiarton Inn on March 21,2007 at 6:30pm. All BTA members are welcome and encouraged to attend.

9 BOARD OF MA 'AGEMENT Of WIARTON BUSINESS IlVlPROVEl\'IENT AREA March 21, 2007 Present Susan Gi ven - Chairperson John Aiken - Treasurer Karen Treulieb - Secretary Paul Poirier - Director Lyn Wright - Director Regrets: Suzy Meilhausen - Vice Chairperson Paul Deacon - Director Donna Elliot - EGan Dev. Officer of SBP Guests: Gwen Gilbert - Town Mayor Dan Kerr - Council Representative Bob Morrison Sarah Buckareff Jim Tumer l.a quorum being present the Chair declared the meeting duly constituted at 6:30 PM. The Agenda was approved and carried on motion Tumer/Monison. It was noted that the Chairperson held the proxy for the Vice Chairperson. 2.The Chair requests that the BIA and Chamber meetings will henceforth be held separately to ensure proper representation of both Boards. The BrA meeting will be held prior to the Chamber meeting. Discussion provided benefits as well as drawbacks to this process, but it was agreed by the both Boards to separate the meetings for the next several months. 3.Motion by Poirier/ Given to accept the minutes for the BIA meeting on February 21st was approved and earned. In the future, the Secretary shall send a copy of both BTA and Chamber minutes to the general BlA and Chamber membership. 4. Council representative Dan Kerr reported on these following issues: a) Main Street Matters - A workshop in Collingwood on ApIiI 26,2007 from 9:30 am - 3:30 pm at a cost of $40. Council would like to see a BIA representative to attend and council will be sending a representative as well. The Government of Ontario sponsors this workshop. Motion that the BrA cover the cost for a BIA member to attend by Given/Tumer accepted and earned. b) Marriage Commissioner - Council would like input regarding the prospect of appointing a marriage commission to the Township of South Bruce Peninsula. This has been a positive influence on other communities. The BLA agrees with council that this would benefit the community

10 c) Poems by Elizabeth Chyczck in Midland, On. Dan has attempted to contact her several to thank her for her interest and will continue to do so. 5. Correspondence: The BlA was requested to support the Wiarton Echo in their 2007 recreation guide. This issue was tabled. An was received regarding Reg Krueger and asking if the BIA could recognize the significant work he has done for the Downtown area, the BIA will support decision by the Chamber on this matter. 6. Financial Report of the BIA: No activities. Currently the BIA holds a surplus of $11,000. Motion to accept the Treasurers financial report by TurnerlPoirier accepted and carried. 7. Director Reports: a) Streetscape: Paul Poirier reported that they are currently looking into a quote on the price of 6 baskets and liners for the light posts. They are waiting to hear back from John Close regarding this, before going to other sources. b) Wiarton Willie: Evan LeBlanc reported that the Wiarton Willie Festival Committee has now completed it's post mortem and will be resuming the meetings for the 2008 Wiarton Willie Festival in the fall. c) Website/ David Peebles asks that anyone with matters pertaining to the BIA or pictures of the Wiarton area himatstay@waterview.ca. d) Economic Development: No report. 8. New Business: a) Discussion was held regarding the location of future BIA meetings. Views expressed included leaving the location as is to allow for the Board to have a dinner and social environment to conduct meetings. Also mentioned was the negative aspect presented to the general public if the meetings became unruly and unorderly. The board agreed that a code of conduct be adhered too. 9. Meeting adjoumed at 7:30pm. The next meeting is to be held at the Wiarton Inn on April 18th, 2007 at 6:30pm. All BIA members arc welcome and encouraged to attend.

11 BOARD OF MANAGEMENT Of WIARTON BUSINESS IMPROVEMENT AREA April 18, 2007 Present: Susan Gi ven - Chairperson John Aiken - Treasurer Karen Treulieb - Secretary Paul Poirier - Director Lyn Wright - Director Paul Deacon - Director Regrets: Suzy Meilhauscn - Vice Chairperson Donna Elliot - Econ Dev. Officer of SBP Guests: Gwen Gilbert - Town Mayor Dan Kerr - Council Representative Jim Turn er Jim Clement Jennifer Clement Dave Peebles Evan LeB lanc Marion Neisen 1. Motion by Deacon/Wright to keep both BIA and Chamber of Commerce meetings together instead of separating them. Item outstanding before this motion ca n be voted on is a meeting between Chair - Sue Given, Director - Paul Poirier and Mayor Gwen Gilbert. This meeting will take place before the next BIA meeting. 2.A quorum being present the Chair declared the meeting duly constituted at 6:40 PM. The Agenda was approved and carried on motion Wright/Deacon, with the inclusion of Canada Day under New Business and Town report by Dan Kerr under Reports. 3. Motion by Gilbert/Deacon to accept the minutes for the BIA meeting on March 21 sr, with the revision of adding Jim Turner as a guest, was approved and canied. 4. Correspondence: News letter from Ontario BrA association was circulated. No other correspondence to report. S. Financial Report of the BlA : No report. 6. Approval of payablcs: No payables 7. Reports:

12 a) Streetscape: No report b) Economic Development: No report. c) Town Report - Dan Kerr reported that he has received complaints about business owners parking in the downtown area. He asks that the BlA strongly recommend to business owners not to park in the downtown area. A recommendation was made to have Lyle (town employee) resume tagging cars to enforce the 2-hour parking limit. Another suggestion was to provide signs indicating parking on the back streets. Dan suggests that the BlA talk or write to business owners regarding the parking issues, address individuals on a oneon-one basis and then have Lyle tag cars. -Downtown Revitalization Meeting - Main Street Matters. A member of the BlA should attend this meeting, funds have been set aside for one member to attend. Paul Deacon is interested in attending and will confirm during the week. -Dan Kerr would like clarification of his role at the BTA meetings. It was confirmed that he could not vote but able to provide opinions. He is also providing the BIA board with a council report for which the BlA is grateful. -The rotary club is honouring Fred Gilbert at the Rocky Raccoon on April zs" at 7 pm. AU BlA representatives are encouraged to attend. - Spic 'n'spam week is scheduled for May 21st as a cleaning initiati ve for the town. Churches and community organizations are being contacted and BIA involvement is being requested. 8. New Business: a) Canada Day - Evan has been organizing the fireworks display for the last 3 years and would like to step down. Paul Deacon offered to assist Evan with the obligations for this year's event. Evan and Paul will work on coordinating the fireworks together. Evan provided some information regarding the fireworks; fireworks will only be cancelled in the case of an electrical storm, the government grant only qualifies if the fireworks go off on July r. the grant is usually in the amount of $600 - $700. -The cost to buy and set of fireworks is $6000, which requires a large fundraising initiative since this is solely a CharnberlBIA cost. Some fundraising ideas include a mass mail out (stamps would be the only cost as Jennifer and Jim Clement would volunteer their time and supplies and advertising in the Echo with a possible editorial. b) Echo Rec. Ad - $85 for l/4 page highlighting Canada Day 9. Meeting adjourned at 7:30pm. The next meeting is to be held at the Wiarton Inn on May is", 2007 at 6:30pm. AU BIA members are welcome and encouraged to attend.

13 PRESENT: Suzy Mielhausen- Vice Chairperson Lyn Wright- Director Paul Polrier- Director BOARD OF MANAGEMENT OF \VIARTONBl.JSINESS fmprovement AREA Wednesday May 30 lh 2007 Regrets: Karen Treulieb- Secretary J ohn Aiken-Treasurer Guests: Donna Elliott- Econ Dev Officer of SBP Dan Kerr- Council Representative Josie Myles Mel Reinhardt 1. A quorum being present, Paul Poirier as acting chair, declared the meeting duly constituted at 6:30 pm, The Agenda was approved with addition of several items to new business. 2. Motion by Wrlght/Mielhausen to accept the minutes for BIA from previous meeting. 3. Correspondence: no new correspondence was presented. 4. Financial Report: Due to absence of John Aiken there was no financial report. One cheque was submitted for approval. 2. $ for Earth Bound for purchase of72 hanging flower baskets and (j flower boxes. Motion to pay these two bills made by Suzanne Mielhausen and 2n~ by Dan Kerr. 5. Director Reports: a) Streetscape: Paul Poirier reported that the flower baskets would be arriving in town Monday night to be hung and asked for volunteers to come out and assist ill hanging the baskets. b) Wiarton Willie: Donna Elliott the Economic Development Officer of SBP announced that the town would be hiring two students to work at Wiarton Willie's house this summer from 9AM until 7pm daily" They will be selling Wiarton Willie Souvenirs provided by Ram Trophy's the official supplier of Wiarton Willie products. There will be a life size Willie cut out in two outfits with the face cut out, a step will be placed behind the cut out so children can go behind climb up to the hole and put their face through the hole to have a photo taken by the students, photo's would then he available for purchase. Tourists may also use their own camera if they choose, but will be asked for a donation in that instance. New Business; 1. Appointment of new Directors: Lyn Wright moved to have Josie Myles and Mel Reinhardt be appointed as directors of the BIA, 2" d by Suzanne Mielhausen. Positions where accepted by Myles/Reinhardt, 2. Appointment of new Chair person: Susie Mielhausen-Vice Chairperson expressed her desire to remain as such due to a lack of experience, recommendation was made that if no one on the board wished to stand for nomination to re-instate prior Chair, Mel Reinhardt to finish Sue Givens term due to her resignation.

14 3. Paul Poirier expressed interest in the position of Chair, Susie made motion to recommend Paul Poirier to Chair position of BIA 2 nd by Lynn Wright. Position accepted by Poirier. 4. Dan Kerr: reported back from council on the following: a) Local quarry stone had been requested for usc in all new commercial construction. b) A new Cop shop will be constructed on our municipality; the site has not been confirmed as yet the building will be about 11,000 square feet. c) BIA was asked if they would support a sign by law that would set a certain standard for business signs more info is required. d) Town will be building homes for humanity possibly 4 in total. e) Sauble Medical Clinic - ha ving trouble getting land transferred due 10 legal issues. They have raised$ 500,000.00, 1.2 millions in provincial funding for allied health services. A doctor has been hired for the position. This is a doctor's office not an emergency clinic. o Airport- town concerned with cost to keep airport going for the long run. g) Dan was asked to provide more information with regards to a Burn study for the south end of town which was brought up at previous meeting by Malcolm Mclntosh. h) Letter was read by Dan from council regarding location of IlIA meetings; council has concerns about the meeting being held in a licensed establishment and wishes further meetings to be held at town hall. Discussion followed about the need for BIA to either create our own set of bylaw s Or we would be forced to follow council bylaws with regards to meetings. The town had given us a grace period of 6 months to come to an agreement. We will consider their requests and vote on a resolution that works for all involved. i) Dan informed BlA members that the town has not been receiving the minutes from our meetings. We will make sure the town address goes on the secretary's list this was an oversight that can be resolved easily. Further to this subject it was stated that the minutes the town gets are the unapproved minutes which gives the town time to review with their expertise and let BIA know if there arc any issues with our plans or the direction we are headed, and that we would expect that Dan Kerr would then bring any concerns back to us at the next meeting before the minutes are accepted. j) Dan also exp ressed that the town has not received the BIA budget which as far as we where aware had been submitted some time ago, we will look into this matter and make sure Pat Stock gets the budget. k) Dan reported that the town will be allowing civil marriages, anyone interested in taking the training may do so at a cost of $ I) Dan was asked by Josie Myles to take concerns back to the town about the aggressive nature of the parking attendant who is monitoring the main street, as she has had complaints from clients about being treated rudely. Josie recommended a warning with a one hour grace period and directions to our free parking be placed on vehicles at the 2 hour point and a ticket to join the parking voucher if the vehicle remains on the street past the grace period of 1 hour. She made out a sample to send with Dan Kerr to take to the next meeting. 5. Fireworks: Dave Peebles reported that the application for the fireworks grant that is usually automatically sent to Evan Leblanc did not arrive and therefore the deadline was missed. We will not be receiving the usual $100(J.OO grant for fireworks. The grant dictates that we must set fireworks off on the 1st of July, since we do not ha ve the grant we will set them off on the Saturday night weather permitting which may bring larger crowds. Sauhle Beach did apply for and get the grant, and therefore will be setting their fireworks off on Sunday the 1 s t, this will work well and allow people to attend both if they so chose. a) Donations where down last year and Suzie Mielhausen stated that those collecting need to have a Tvshlrt of Vest with information printed on it which would let people

15 know that they where collecting donations fol' the fireworks show. She will look into getting something organized for this year. b) Discussions followed about giving out a token for donations to the fireworks such as a glow stick we will get prices from Mel Reinhardt regarding those items. c) It was noted that Stun Hoath has not contacted BfA/Chamber about the plans for Canada Day celebrations as yet; we would appreciate information about the plans the town has made for the celebration. After a very productive and peaceful evening the meetiog was adjourned at 8:45 pm and everyone left in a positive frame of mind, Thanks to all those who attended.