FORT LANGLEY BIA

FORT LANGLEY BIA BOARD OF DIRECTORS

MINUTES

Thursday, October 18, 2012
9:30am

BIA Office
Unit 3, 9228 Glover Road
Fort Langley, BC

Attending

Andy Abreo, Melissa Banovich, Jim Dyck, Dixie Jacobson, Casey Smith, Jason Turner, Misty Vanpopta, and Eric Woodward

A.
ADOPTION OF AGENDA ITEMS

Meeting called to order at 9:30am.

MOTION
That the agenda for the meeting be approved and adopted, with addition of:
1) The Villager Advertisement Request
2) Date for the Annual General Meeting
3) Policy Formation for Development Proposal Responses
MOVED BY
Dixie Jacobson
SECONDED BY
Jason Turner
CARRIED
Without Dissent
B.
ADOPTION OF MINUTES
MOTION
That the minutes of the September 20, 2012, meeting be adopted as received.
MOVED BY
Melissa Banovich
SECONDED BY
Jason Turner
CARRIED
Without Dissent
C.
PRESENTATIONS
D.
REPORTS
  1. President's Report
    1. Coordinated a successful official petition for the utilities conversion project. September 26, 2012.
    2. Accepted Shirley Stewart's resignation. October 5, 2012.
    3. Assumed responsibility for the BIA office from Shirley Stewart. October 11, 2012.
    4. Completed a delegation to Council in regards to the utilities conversion project. October 15, 2012.
  2. Treasurer's Report
    1. Jim Dyck reported that the current cash balance of the BIA is ~$43,300.
    2. There are series of receivables to come in for the Cranberry Festival food vendors, and percentage rent payments.
    3. Still preparing the final cash flow statement for the Cranberry Festival, to be completed by the November meeting.
  3. Streetscape Committee Report
    1. Casey Smith reported that the Streetscape Committee did not meet since the last Board of Directors meeting.
  4. Events & Marketing Committee Report
    1. Melissa Banovich reported that the banner design to order to use the grant from the Township of Langley needed to be chosen.
    2. With Shirley Stewart's resignation the coordination of a Christmas event is now in doubt.
    3. Eric Woodward reported that he is preparing example designs for the Board to consider at the November meeting.
    4. Eric Woodward offered to consider coordinating Christmas, but agreed that a successful Christmas event seemed to be unlikely because of the time pressure.
E.
CORRESPONDENCE
F.
ITEMS FOR INFORMATION
  1. Report to Council for Utilities Conversion Project. October 15, 2012.
  2. Kate Hagstrom's Distribution to BIA Members. October 16, 2012.
G.
OTHER BUSINESS
  1. Kate Hagstrom's Distribution to the BIA merchants regarding the utilities conversion project
    1. It was generally agreed that Kate Hagstrom's distribution about the utilities conversion project was hysterical, and extremely unfortunate.
    2. Eric Woodward mentioned that at no time had Kate Hagstrom contacted him to request information.
    3. Jason Turner felt that many people were confusing BIA initiatives with development applications.
    4. Misty Vanpopta reported there is lots of confusion because of Kate Hagstrom, with very little actual information.
    5. After some discussion about the possibility of increasing the number of membership meetings to distribute updates and answer questions, Jim Dyck reported that the BIA used to have two or three meetings per year, but other than the AGM, there was very low turnout anyway.
    6. Andy Abreo expressed concern that some members seem to attack the BIA because of Eric Woodward's commercial activities and consolidated property ownership.
    7. Melissa Banovich advocated for more, regular updates to the BIA membership about what is going on, in the form of a newsletter, perhaps quarterly. It was generally agreed that this is a good idea, in principal.
  2. Shirley Stewart's Resignation as Executive Director
    1. Eric Woodward confirmed that Shirley Stewart's resignation came as a surprise, and that she did not contact any Board member with concerns before her resignation.
    2. Melissa Banovich expressed concern that the President handled the situation that arose with the Executive Director poorly.
    3. Jim Dyck opined that running the BIA without an Executive Director is difficult, but there is now nothing that can be done, since she has resigned, and that the new Board for 2013 should consider next steps.
  3. Transition of BIA bookkeeping from Excel to Xero for 2012 and 2013
    1. Jim Dyck, the treasurer, expressed concern about a transition, and that he prefers a manual system.
    2. Eric Woodward outlined that this will enable more transparency into the finances and financial decisions of the BIA, and all Board members could access the finances at any time. Online reports could also be (more easily) outlined on the upcoming BIA website.
    3. No motion was made, so it was resolved to continue with the existing processes for 2012, and for the 2013 Board to revisit this issue in February 2013.
  4. The Villager Advertisement Request
    1. All Board members questioned the value of the BIA organization itself advertising in The Villager, which is intended for visitors to Fort Langley.
    2. No motion came forward to authorize spending for an advertisement in the Villager, so it was agreed to decline.
  5. Date for the Annual General Meeting
    1. The Fort Langley BIA's Annual General Meeting will be on January 31, 2013, at the Fort Langley Community Hall.
  6. Policy Formation for Development Proposal Responses
    1. The BIA has two development applications for which it has not yet responded to the Township of Langley Community Development Division's request for comments.
    2. Eric Woodward suggested that rather than analyzing development application and forming custom comments, that a policy should be developed to govern responses.
    3. At the very least the Board generally agreed that at the very least the BIA should post the request for comments on its website to make BIA members aware that a development application has been filed with the Township of Langley.
H.
CURRENT WORK ITEMS
I.
ROUND TABLE
J.
NEXT MEETING

The next meeting is proposed to be on November 8, 2012, at 9:30am.

K.
TERMINATION

Meeting adjourned at 11:18am.