FORT LANGLEY BIA

FORT LANGLEY BIA BOARD OF DIRECTORS

MINUTES

Tuesday, April 15, 2014
8:00am

Fort Langley Community Hall
9167 Glover Road
Fort Langley, BC

Attending

Brenda Alberts, Jim Dyck, Blair Shpeley, Kevin Speilman, Misty Vanpopta and Eric Woodward

Regrets

Cathy Doyle and Dixie Jacobson

Others

Meghan Neufeld

A.
ADOPTION OF AGENDA ITEMS

Meeting called to order at 8:10am.

MOTION
That the agenda for the meeting be approved and adopted.
MOVED
Jim Dyck
SECONDED
Blair Shpeley
CARRIED
Without Dissent
B.
ADOPTION OF MINUTES
MOTION
That the minutes of the March 27, 2014, meeting be adopted as received.
MOVED
Blair Shpeley
SECONDED
Misty Vanpopta
CARRIED
Without Dissent
C.
PRESENTATIONS
D.
REPORTS
  1. President's Report
    1. Eric Woodward reported that he had posted an updated version of the fortlangley.com website, with a new homepage design and improved navigation.
    2. He outlined that Services was now at the top with Dine and Shop, with upcoming events added to the homepage.
    3. Eric Woodward reported that he and Kevin Speilman attended a consultants meeting regarding the utilities conversion.
    4. Eric also reported that all BIA grant applications to the Township of Langley had been approved, for a total of $11,500.
  2. Treasurer's Report
    1. Jim Dyck reported that with the GST rebate the BIA's cash balance, as of April 1, 2014, is $82,468.
    2. Eric Woodward added that with the annual levy and ToL grants now due, the BIA could anticipate an operating balance of approximately $150,000 going forward.
E.
CORRESPONDENCE
  1. 52nd Annual Langley Walk Sponsorship Request
F.
ITEMS FOR INFORMATION
  1. Langley Walk Poster
  2. Langley Walk 5km Map
  3. Langley Walk 10km Map
  4. Langley Walk Participation Form
H.
CURRENT WORK ITEMS
  1. Bloom Market. Eric Woodward and Meghan Neufeld.
    1. Meghan Neufeld confirmed that event planning for Bloom Market set for May 10-11 was in the final stages. Two food trucks and live entertainment had been confirmed, along with vendor registrations.
    2. Meghan presented a draft budget for the market.
    3. MOTION
      Be it resolved that BIA approve the draft budget for Bloom Market May 10-11, with an additional $5,000 for advertising and promotion.
      MOVED
      Kevin Speilman
      SECONDED
      Blair Shpeley
      CARRIED
      Without Dissent
    4. Meghan also reported that the November dates for Bloom Market of November 22-23 were now confirmed and reserved at the Fort Langley Community Hall. She suggested that the tree lighting be confirmed for this same weekend, which the Board agreed with.
  2. Visitor Maps. Eric Woodward.
    1. Eric Woodward outlined that the BIA had run out of the visitor maps that it has provided in the past. All agreed to update and order 1,000-1,500 more while a better version was created, perhaps in a folded format that would be more compact.
    2. Eric confirmed he would coordinate an update to the existing tear off map, and order this quantity.
  3. Pedestrian Directories. Eric Woodward and Kevin Speilman.
    1. Eric Woodward reported that design work for the pedestrian directories had resumed, to try again to complete this work item within the summer of 2014, with the installation of at least two pedestrian signs.
    2. Eric confirmed he could have a draft ready for Board review by the May meeting.
    3. Kevin Speilman outlined some of the signage options that had been considered, and reviewed possible pricing and maintenance issues with the various options.
  4. Marquee Tent. Eric Woodward.
    1. Eric Woodward reported that Meghan Neufeld had obtained a quotation for the acquisition, storage, and maintenance of a 20'x20' Fort Langley-branded marquee tent. He outlined that it would be used for Bloom Market, Cranberry Festival, food trucks days, holiday weekends, and other BIA events being considered.
    2. Eric confirmed that he would arrange the graphic design for the tent, and propose it to the Board via email prior to the purchase order.
    3. Eric Woodward also suggested that the BIA's branded tent could also be loaned out to other organizations for various events to help promote Fort Langley.
    4. MOTION
      Be it resolved that the BIA acquire a marquee tent at a cost of approximately $4,500.
      MOVED
      Kevin Speilman
      SECONDED
      Jim Dyck
      CARRIED
      Without Dissent
  5. Banners for Summer, Cranberry Festival, and Winter. Eric Woodward and Meghan Neufeld.
    1. The Board expressed a strong desire to replace the existing banners regardless of the delay of the utilities conversion and the need for a still undetermined quantity.
    2. Jim Dyck suggested the time had definitely come to retire the existing summer banners, especially.
    3. Eric Woodward suggested that there was no requirement that all banners be the same design at the same time, and that a variety is something he has seen elsewhere, and that it worked well in his opinion. He added that this would also address the issue of ordering a single design that would be insufficient once the utilities conversion is completed.
    4. MOTION
      Be it resolved that the BIA commission the creation of five artistic banner designs at an anticipated cost of $1,000.
      MOVED
      Jim Dyck
      SECONDED
      Kevin Speilman
      CARRIED
      Without Dissent
    5. Kevin Speilman requested that the Board complete an annual schedule of banner swaps so that he could organize them to occur automatically after the requested dates, once there have been a few dry days in a row.
I.
OTHER BUSINESS
  1. Utilities Conversion Update. Eric Woodward.
    1. Eric Woodward and Kevin Speilman reported that the utilities conversion was now being reinitiated by the Township of Langley because of the reapproval of the Coulter Berry Building.
    2. Eric suggested that he invite a representative from the Township of Langley to discuss the conversion further with the Board at the May meeting.
  2. Food Truck Reservations Update. Meghan Neufeld.
    1. Meghan Neufeld reported that she had confirmed a different food truck for four Saturdays and one Sunday from June to September 2014.
    2. Meghan added that she is trying to arrange at least one more for both June and August.
    3. Eric Woodward confirmed for new Board members that he is donating the use of the empty lot at Glover Road and Mary Avenue for this purpose at no cost to the BIA, or the food truck proprietor.
    4. Eric Woodward added that it was his hope that by 2015 the BIA could be establish relationships with enough food trucks to have one in Fort Langley each weekend from June to September, each a different food type.
  3. Picnic Tables. Jim Dyck.
    1. Eric Woodward suggested the Board consider purchasing a set of picnic tables for various locations throughout the village to provide additional seating for visitors generally, but also specifically for food truck days, Cranberry Festival and Bloom Market.
    2. Eric further suggested that each picnic table be clearly marked as a BIA owned.
    3. Blair Shpeley suggested one or two be placed on the grass area of the Fort Mall adjacent to Glover Road, which the Board agreed was a good idea. It was agreed to place at least 2-3 more at the corner of Glover Road and Mary Avenue.
    4. MOTION
      Be it resolved that the BIA acquire five picnic tables at an anticipated maximum cost of approximately $2,000.
      MOVED
      Blair Shpeley
      SECONDED
      Brenda Alberts
      CARRIED
      Without Dissent
    5. Jim Dyck agreed to arrange their acquisition and delivery.
  4. Photographs for 2014. Eric Woodward.
    1. Eric Woodward outlined he had obtained a quote from Double Exposure for 11 events within 2014, and that images this year were to be watermarked "fortlangley.com".
    2. MOTION
      Be it resolved that the BIA hereby authorize $3,500 for photographs for 2014 for 11 events within 2014.
      MOVED
      Kevin Speilman
      SECONDED
      Jim Dyck
      CARRIED
      Without Dissent
J.
ROUND TABLE
K.
NEXT MEETING

The next meeting was confirmed to be on May 13, 2014, at 8:00am.

L.
TERMINATION

Meeting adjourned at 9:38am.