FORT LANGLEY BIA

FORT LANGLEY BIA BOARD OF DIRECTORS

MINUTES

Thursday, January 10, 2013
9:30am

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

Attending

Andy Abreo, Jim Dyck, Dixie Jacobson, Casey Smith, Jason Turner, and Eric Woodward

Regrets

Melissa Banovich, Misty Vanpopta

A.
ADOPTION OF AGENDA ITEMS

Meeting called to order at 9:33am.

MOTION
That the agenda for the meeting be approved and adopted.
MOVED BY
Casey Smith
SECONDED BY
Jim Dyck
CARRIED
Without Dissent
B.
ADOPTION OF MINUTES
MOTION
That the minutes of the December 6, 2012, meeting be adopted as received.
MOVED BY
Casey Smith
SECONDED BY
Dixie Jacobson
CARRIED
Without Dissent
C.
PRESENTATIONS
D.
REPORTS
  1. President's Report
    1. Eric Woodward reported that he had completed draft operating and Cranberry Festival budgets for 2013, based on 2012 numbers and general expectations for the fiscal year 2013.
    2. He sent out the call for nominations, with a revised nomination form, the day before, on January 9th.
    3. He also outlined how he had been working on the budget, an annual report for 2011, and a new business plan for the BIA for 2013-2014 and was close to releasing draft versions of the last two for the Board's consideration.
  2. Treasurer's Report
    1. Jim Dyck reported that the BIA ended the year, as of December 31, 2012, with a cash balance of $40,641.
    2. He outlined that this cash balance allows the BIA to operate fully from the start of the year, not what has typically happened, which was waiting until May for the levy revenue to come in.
    3. He outlined that The Fort had in fact only cost the BIA $500 as originally authorized.
    4. He reported that the year-end for fiscal year 2012 was submitted to the accountant, and should be completed within two (2) weeks.
    5. MOTION
      Be it resolved that the Board of Directors hereby endorse the DRAFT 2013 Operating Budget and DRAFT 2013 Cranberry Festival Budgets as prepared.
      MOVED BY
      Jim Dyck
      SECONDED BY
      Jason Turner
      CARRIED
      Without Dissent
  3. Website Report
    1. Eric Woodward reported that he had received member photos for approximately 28 retail businesses from Dennis Ducklow, and that these were on the website. He added that most were much better than what merchants were typically sending in.
    2. He reported that he was now creating the section of fortlangley.com for the BIA, at fortlangley.com/BIA. He reported that this is where he is now posting meeting minutes and agendas, and other documents such as the budgets for 2013, an annual report, and operating plans.
    3. In addition, he mentioned that he had a completed an initial version of a "Remember" page that would expand into an interactive, printable "Heritage Walk" in and around the Business Improvement Area.
    4. MOTION
      Whereas photos for each business are required for the website,
      Whereas many merchants were not sending acceptable photos, or photographs at all,
      Whereas the photos during the "test run" with Dennis Ducklow were satisfactory,
      Be it resolved that that BIA is hereby authorized to spend an additional $1,500 to complete photographs for the business directories for fortlangley.com.
      MOVED BY
      Dixie Jacobson
      SECONDED BY
      Casey Smith
      CARRIED
      Without Dissent
  4. Streetscape Committee Report
    1. Casey Smith reported that the Streetscape Committee did not meet this past month.
  5. Events & Marketing Committee Report
    1. Dixie Jacobson reported that the Events & Marketing Committee did not meet this past month.
    2. Casey Smith mentioned that he had heard some complaints about Christmas, in regards to Mavis Avenue supposedly not receiving the same treatment as Glover Road.
    3. Jason Turner reported some complaints that the BIA does nothing for Christmas.
E.
CORRESPONDENCE
F.
ITEMS FOR INFORMATION
  1. Nomination Form for 2013 AGM. January 8, 2013.
  2. Glenval Organics Composting Facility Licence Application. October 29, 2012.
  3. Glenval Organics Environmental Protection Notice. December 2012.
  4. Glenval Organics Public Information Session. January 16, 2013.
    1. Eric Woodward outlined that the BIA had been contacted by Marie Phillips to ensure that the BIA was aware of the application for a composting facility on 88th Avenue.
    2. Casey Smith reported that the FLCA had a meeting on this application with the proponent a few days earlier.
    3. Eric Woodward reported that the FLCA had not contacted the BIA to attend the proponent's presentation, which was unfortunate.
    4. The Board discussed whether or not to officially oppose this application, but no consensus was reached on what that would look like. The Board agreed, however, that there is far too much truck traffic through the heart of the village already, and if this application is approved, it will significantly add to the problem.
    5. Eric Woodward suggested that within 2013 the BIA officially adopt a position to oppose the truck route through Fort Langley, and start to work toward its elimination, but that it would be a very difficult objective to achieve because of the perceived cost and poor alternatives.
  5. Aldergrove Business Association Executive Dinner. April 13, 2013.
H.
CURRENT WORK ITEMS
  1. DRAFT Banner Designs. Eric Woodward.
    1. Eric Woodward outlined how the banner designs had been updated slightly to move the ".com" item to a solid colour footer beneath Fort Langley.
  2. DRAFT Annual Report. Eric Woodward.
    1. Eric Woodward and Board reviewed the items to include within the annual report, with multiple suggestions of items to include coming from Casey Smith, Jason Turner and Andrew Abreo.
  3. DRAFT Business Plan for 2013-2014. Eric Woodward.
    1. Eric Woodward reported that he planned to release a draft version of the business plan next week for the Board's consideration before the AGM, based on input from the Board in regards to how to outline the decision to hire or not hire an Executive Director, and issues around attempting to establish additional events.
I.
ROUND TABLE
J.
NEXT MEETING

The next meeting is the Annual General Meeting set for 6:00pm on January 31, 2013, at the Fort Langley Community Hall.

K.
TERMINATION

Meeting adjourned at 11:09am.