Minutes of Board of Directors Meeting
Pillette Village Business Improvement Association
August 8, 2024
In Attendance: Terry Yaldo, David Duke, Danielle Ramsten, Councillor Jo-Anne Gignac and Bridget Scheuerman
Absent: Diane Beck and Councillor Ed Sleiman
Approval of Minutes
- Motion by Danielle and seconded by Terry to accept the minutes of the previous meeting.
Financial Report
- Bridget provided the following financial report:
- Balance as of June 28, 2024 $22,890.45
- Deposit Revenue from Street Sale $1,060
- Balance after deposit $23,950.45
- Total of outstanding cheques $11,025.55
- balance after outstanding cheques $12,924.90
- Capital Works balance owing $56,800
- Motion by Terry and seconded by Danielle to accept the financial report.
- Bridget indicated that the Financial documents had be picked up from KPMG after the completion of the yearly Audit.
Open Streets September 22, 2024
- Diane Clinton has artists who could participate.
- Danielle is looking for a mural artist to do the side of their building. So far they are stuck on finding the right subject matter to suit the area, their business and the building.
- David will be demonstrating Comic sketching/art.
- Jo-Anne suggested that we talk to Erie Street BIA about some ideas.
- Information will again be sent to the businesses to see who wants to participate.
- It will require visits to the businesses to talk about Open Streets and the Capital Works project.
- Terry suggested a special meeting on Open Streets the week of August 19th.
- The BIA will have a table at Open Streets and will be giving out bags.
Capital Works
- Packages were mailed to all property owners within the BIA and now we have to wait to see who will agree to have the Address/Name Banners placed on their buildings. Without the permission of the building owners, we will not be able to attach the banners.
- When received the business owners will then be contacted to ensure accuracy in their name that will go on the banner that will be attached to the building.
Water Cart
- Terry reported that it still needs to be repaired. He is hoping the this will be done in the next couple of weeks.
Maintenance
- Bridget gave an overview of what has been happening with the person doing the maintenance. There appears to be a misunderstanding as to number of hours to be worked
- Terry explained that we have had a lot of rain, and this has reduced the need for a worker.
- Terry feels four days a week and 3 hours each day is sufficient.
- In the future we should not guarantee the number of hours and cap it at 12 hours per week, and working will depend on the weather.
- A lawnmower/trimmer/blower has been purchased.
- Jo-Anne suggested having year-round maintenance. We will be looking into the costs.
Street Sale
- Total revenue from the Street Sale was $1,060.00.
- We had a lower turn out this year and a number dropped out or did not respond once they signed up.
- Next year we will be setting up payment online and those applying will be required to pay when they sign up, with refunds only if the event is cancelled. Bridget indicated that she did not want the payments going through her account anymore.
- We could offer an early bird special.
- Jazz Cats Band raised $130 for CIBC and the BIA will top that up to $200. Motion by Terry and seconded by Danielle to top up the donation to $200. Passed. Motion by Danielle and seconded by Terry to pay $400 to Jazz Cats for playing during the Street Sale. Passed.
- This year’s vendors were happy with the turnout and would come back next year.
- We have purchased tables for those vendors who do not have them and the vendor would be charged to rent the table. These tables would be available on a first come first serve basis, and all others would be required to provide their own table.
- Danielle suggested that we have a table during the Street to promote the area, and that we get T-shirts with the BIA Logo.
- We will change the information on the website to indicate that you have to register, pay the fee and be approved, following which each vendor will be notified that they have been accepted. If vendor is not accepted their money is refunded.
Insurance
- Bridget was contacted by the Insurance Company that we have to stipulate what the contents part of the insurance is used for and the location. It was determined that the contents of the storage locker would suffice for this requirement.
2024 Operating Budget
- Bridget indicated that the City has changed when the Operating Budgets have to be received, which would require us to establish our Operating Budget for 2025 in September, hold the Annual Meeting in early October and submit it to the City by November 5th.
- Therefore the 2024 Annual Meeting will be October 17, 2024 and we will require a venue to hold the meeting.
Marketing
- David indicated that a hair salon and Lawyer’s office wants him to take pictures, inside and out, for the website and wanted to know who would pay for this. Danielle stated that the Small Business Centre will do this and David can suggest that to them and any other business requiring this service.
- David stated that Social media is a bit slow, but progressing.
- He continues to feature businesses weekly.
There be no new or other business the meeting was adjourned.
Next Meeting, Thursday, September 12, 2024, 4:00 p.m. Hawkins Accounting