FORT LANGLEY BIA

FORT LANGLEY BIA BOARD OF DIRECTORS

MINUTES

Tuesday, March 27, 2014
8:00am

Fort Langley Community Hall
9167 Glover Road
Fort Langley, BC

Attending

Brenda Alberts, Cathy Doyle, Jim Dyck, Blair Shpeley, Dixie Jacobson, and Eric Woodward

Regrets

Misty Vanpopta

Others

Meghan Neufeld

BOARD INTRODUCTION AND ELECTIONS

Meeting called to order at 8:02am.

  1. Welcome and Introduction of New Members
    1. Brenda Alerts, Blair Shpeley and Cathy Doyle introduced themselves, and vice-versa for Board members they did not know.
  2. Resignation and Election of President and Treasurer for 2013-2014
    1. Eric Woodward resigned as President, and Jim Dyck resigned as Treasurer.
    2. Eric Woodward confirmed his interest in continuing on as President for at least one more year. Jim Dyck nominated him, Dixie Jacobson seconded. Without opposition, Eric Woodward was acclaimed as President for 2014-2015.
    3. Jim Dyck agreed to serve as Treasurer, nominated by Dixie Jacobson, seconded by Brenda Alberts. Without opposition, Jim Dyck was acclaimed as Treasurer for 2014-2015.
    4. Jim Dyck suggested Dixie Jacobson for Vice President given her tenure on the Board. Brenda Alberts seconded. Without opposition, Dixie Jacobson was acclaimed as Vice President for 2014-2015.
  3. Appointment to Board of Directors Vacancy
    1. Eric Woodward confirmed that Casey Smith had resigned from the Board, and suggested that since another election was a year away, that the Board consider appointing a replacement, which it is permitted to do until the next AGM.
    2. Brenda Alberts nominated Kevin Speilman for appointment based on his prior experience on the Board and expertise in construction management, which she felt would be a great asset to the Board. Cathy Doyle seconded. With no other suggestions, Kevin was appointed to the Board by acclimation.
A.
ADOPTION OF AGENDA ITEMS
MOTION
That the agenda for the meeting be approved and adopted.
MOVED
Dixie Jacobson
SECONDED
Jim Dyck
CARRIED
Without Dissent
B.
ADOPTION OF MINUTES
MOTION
That the minutes of the February 25, 2014, meeting be adopted as received.
MOVED
Jim Dyck
SECONDED
Cathy Doyle
CARRIED
Without Dissent
C.
PRESENTATIONS
D.
REPORTS
  1. President's Report
    1. Eric Woodward confirmed that he felt the Annual General Meeting had been executed smoothly given the heightened emotions within the village that week. He thanked Meghan Neufeld for her coordination of member registration and the election.
    2. Eric reported that he has completed an initial website for Bloom Market, and would begin to expand it over the next 30 days prior to marketing efforts for Bloom Market expected to start in late April.
    3. Eric outlined that he had completed the adjusting journal entries from the YE 2013 within the online bookkeeping system, and that 2013 was now officially closed.
  2. Treasurer's Report
    1. Jim Dyck reported that the BIA's cash balance as of February 28, 2014, is $83,494.
    2. Jim commented that the online bookkeeping system Xero had saved the BIA approximately $750 in accounting fees, given that everything was very well organized for the accountant to prepare the YE 2013.
E.
CORRESPONDENCE
F.
ITEMS FOR INFORMATION
H.
CURRENT WORK ITEMS
  1. Bloom Market. Eric Woodward and Meghan Neufeld.
    1. Meghan Neufeld reported that vendor confirmations had begun for Bloom Market on Mother's Day weekend. She expected to confirm about 30 vendors for inside, with a few potentially located on the ground floor. She was also investigating some possible food options.
    2. She also reported that Bloom Market was also now confirmed for November 22 and 23, 2014, potentially to combined with a tree lighting that same weekend.
I.
OTHER BUSINESS
  1. Work Plan Additions for 2014-2015.
    1. It was generally agreed that the work items and events contemplated and/or under way for 2014 was a sufficient workload at this time, with the focus to begin on a new long-term marketing plan in place by 2014-2015, as outlined in the 2014 work plan.
    2. Eric Woodward commented that new banners and visitor maps were immediate pressing items needed relatively soon.
J.
ROUND TABLE
  1. Potential Adjustments to Cranberry Festival 2014
    1. Discussion of Cranberry Festival's budget, layout, food options and potential changes, was raised collectively.
    2. Meghan Neufeld outlined that she anticipated approving repeat vendor applications sooner, and perhaps adjusting the food area and visitor seating.
    3. It was agreed to not raise vendor booth fees in 2014, and that they would remain at $200 for 2014. It was also agreed to remove the community organization category.
  2. British Car Club Show
    1. Jim Dyck reported that the British Car Club Show had again requested insurance coverage, even though the last Board had worked it out with them that the BIA would no longer be offering this beyond 2013.
    2. Jim suggested that a cash contribution to the event was appropriate instead, given the event's history and value to Fort Langley. Eric suggested this event be included as a potential event to be photographed by the BIA's photographer.
    MOTION
    Be it resolved that the Board of Directors hereby authorize the expenditure of a $200 contribution to the British Car Club Show.
    MOVED
    Jim Dyck
    SECONDED
    Brenda Alberts
    CARRIED
    Without Dissent
  3. Jim Dyck requested that again the BIA support the May Day Parade with a cash contribution, as it has now for multiple years.
  4. MOTION
    Be it resolved that the Board of Directors hereby authorize the expenditure of a $500 contribution to the Fort Langley Lions Club.
    MOVED
    Brenda Alberts
    SECONDED
    Jim Dyck
    CARRIED
    Without Dissent
K.
NEXT MEETING

The next meeting was confirmed to be on April 15, 2014, at 8:00am.

L.
TERMINATION

Meeting adjourned at 9:46am.