FORT LANGLEY BIA

FORT LANGLEY BIA BOARD OF DIRECTORS

MINUTES

Thursday, May 9, 2013
8:00am

Lee's Market
23320 Mavis Avenue
Fort Langley, BC

Attending

Andy Abreo, Gareth Abreo, Jim Dyck, Dixie Jacobson, Casey Smith, Kevin Speilman, Misty Vanpopta, and Eric Woodward

A.
ADOPTION OF AGENDA ITEMS

Meeting called to order at 8:09am.

MOTION
That the agenda for the meeting be approved and adopted.
MOVED BY
Casey Smith
SECONDED BY
Dixie Jacobson
CARRIED
Without Dissent
B.
ADOPTION OF MINUTES
MOTION
That the minutes of the April 11, 2013, meeting be adopted as received.
MOVED BY
Gareth Abreo
SECONDED BY
Kevin Speilman
CARRIED
Without Dissent
C.
PRESENTATIONS
D.
REPORTS
  1. President's Report
    1. Eric Woodward reported that he met with Meghan Neufeld on April 23rd, 2013, with Casey Smith and Jim Dyck. They discussed concerns about management of the festival, volunteers and day-of details.
    2. He also reported that he completed a Delegation to Council to ask Council to direct staff to formally review the cash-in-lieu option within the Fort Langley Off-Street Parking Bylaw. Council subsequently directed staff to do so. April 22nd.
    3. Eric also reported that he met with with Liette Forstall on May 8th, 2013, regarding the Nothing Without Effort grant, since she is the local Township of Langley representative responsible for overseeing the grant. She suggested that the BIA would need to add a public art component, and that satisfying the intention of the grant would require many meetings over a period of many months.
    4. Eric confirmed for Liette that the BIA was contemplating a metal-based design to reduce long-term maintenance costs, and that designs would fit into a larger branding plan for Fort Langley coordinated with printed materials and the website, and that the BIA is prepared to assume the entire cost of the project beyond the grant.
    5. Eric expressed concerns to the Board that the grant was potentially not achievable given the reaction from the Township of Langley's senior staff that pedestrian directories did not provide beautification (a requirement of the grant). Eric suggested that the BIA should consider just doing on this project its own, otherwise it would potentially drag on for many months.
  2. Treasurer's Report
    1. Jim Dyck reported that as of April 1, 2013, the BIA's bank balance was $32,109.83. He reported that he did not yet have the April statement.
  3. Streetscape Report
    1. Casey Smith reported that the Township of Langley had added landscaping to the base of the welcome sign relocated to the corner of Mavis Avenue and River Road.
    2. Gareth Abreo asked about extra garbage pickups on the weekends, which was supposed to be happening, but had not on the most recent weekend and garbage was overflowing.
E.
CORRESPONDENCE
F.
ITEMS FOR INFORMATION
H.
CURRENT WORK ITEMS
  1. Village Directories. Eric Woodward & Kevin Speilman.
    1. Kevin Speilman agreed to start getting some quotes for possible design and construction of pedestrian directories.
  2. Cranberry Festival 2013. All.
  3. MOTION
    Be it resolved that the Board of Directors hereby confirm Meghan Neufeld as the event planner for Cranberry Festival 2014.
    MOVED BY
    Misty Vanpopta
    SECONDED BY
    Dixie Jacobson
    CARRIED
    Without Dissent
    1. Eric Woodward reported that Meghan Neufeld has already started maintaining a preliminary list of vendors and entertainers that have expressed interest in this year's festival, and has started working on a revised sponsorship structure.
I.
OTHER BUSINESS
  1. Requests for Insurance Coverage
    1. Jim Dyck reported that he did communicate to the British Car Show that the Fort Langley BIA would not continue to provide insurance coverage for the event, given that it would be subject to any deductibles and additional insurance costs if a claim was made. Jim outlined that the event had significantly expanded in scope since the BIA had originally agreed to provide this. Jim suggested it would be better for the Board to consider a cash contribution to limit the BIA's exposure to a fixed, known cost.
  2. Fort Fridays
    1. The Board agreed that the concept for a "Fort Fridays" was a good one, but that be postponed until summer 2014 at the earliest. Many Board members expressed concerns that too many merchants would simply not participate, would give up on it very quickly, and that if it was a failure because merchants were closed the concept would be permanently tainted.
  3. May Day Photos Quotation
    1. The Board agreed to spend $400 with Dennis Ducklow to professionally photograph the May Day Parade for the Fort Langley BIA. Jim Dyck suggested that Board give a copy of the photos to the Fort Langley Lions Club, and the Board agreed.
J.
ROUND TABLE
  1. Eric Woodward raised the issue of the need to consider start working on the update to the Streetscape Plan from 2001 which is part of the 2013-2014 Work Plan. Eric suggested it would be a good idea to get a draft done over the summer, with a possible open house to solicit feedback in the Fall.
  2. Gareth Abreo asked about the state of the Associate Membership fee collections. Eric Woodward reported that only two members had agreed to pay, and only one had actually done so, but that very few had actually been asked to renew.
  3. MOTION
    Be it resolved that the Board of Directors hereby endorse a second tier of Associate Membership for churches, service groups and museums at $150.
    MOVED BY
    Gareth Abreo
    SECONDED BY
    Jim Dyck
    CARRIED
    Without Dissent
K.
NEXT MEETING

The next meeting is proposed to be on June 13, 2013, at 8:00am.

L.
TERMINATION

Meeting adjourned at 10:57am.