Board of Directors Meeting October 17 2024

Pillette Village Business Improvement Association

Annual General Membership Meeting

October 17, 2024

Nancy Johns Gallery & Framing

 

1. Welcome

• Terry welcomed everyone and thanked them for their attendance at the meeting and did a brief overview of the meeting.

 

2. Approval of 2023 Minutes of Annual Meeting

• Motion by Danielle and seconded by Nancy to approve the Minutes of the 2023 Annual Meeting.

 

3. Financial Report

• Bridget provided the following Financial Report:
• Bank Balance as of September 27, 2024 $8,017.06
• Deposit Cheque for Permit Fee rebate of $1,000.00
• Deposit Cheque for 2^nd installment of 2024 Operating Budget $18, 477.97
• Balance after deposits $27,495.03
• Balance of Outstanding Cheques $2,274.84
• Balance after outstanding cheques $25,220.29
• Balance of Capital Works project $56,800.00
• Motion by Danielle and seconded by Nancy to accept the Financial Report. Passed.

 

4. Capital Works Project

• Bridget provided an update on the Capital Works Project.
• We are now in Phase 2 of the project.
• Letters were sent to all property owners to secure their consent to attach the building banners to their properties. The response has been slow, but we are going to proceed with the number that have agreed.  Business owners were encouraged to communicate with their landlords to get their permission to attach the address banners to each building.
• Angelstar is the company who will be manufacturing the banners for both the buildings and for the post banners that will run along Pillette and be installed in the median in the 4400 block and on the poles in the 4900 block. It would appear that the median at the 4900 block is too narrow to install banner poles.
• Bridget will be meeting with the new person in Planning to get the project moving.

 

5. 2025 Operating Budget

• The 2025 Draft Operating Budget was reviewed line by line and opened to questions.
• The 2025 Operating Budget will exceed the previous $40,000 figure by $124.50. This is a small increase given the fact that many of our expenses have gone up by large amounts, i.e. Insurance coverage increased over the past two year by $200, Audit fees increased $800, maintenance increased by $2.50 per hour and outside vendors that we use have increased their prices.
• A Motion was put on the floor to approve the 2025 Operating Village at $40,124.50.
• Motion by Nancy to approve the 2025 Operating Budget as presented, seconded by Danielle.  All were in favour.  The motion passed unanimously.
• The Operating Budget will now be sent to the city.

 

6. Marketing

• David Duke was unable to attend the meeting.
• Diane indicated that Instagram can share posts. We will have David contact Diane.
• Nancy asked about replacing the banner that is on the side of a building on Pillette. The banner has been there for over 7 years and is starting to fade.

 

7. Events for 2025

• Terry indicated that we had two events this year, Street Sale and Open Streets.
• Nancy said Open Streets went well. She would like to have a bike valet for the next Open Streets.  Could be located at Hawkins parking lot.  Could have goodie bags as well.
• Diane said if vendors were spread out too far people will not stop, but when closer people will stop.
• Have an agenda in advance of the event.
• Have to get people off their bikes.
• City survey was sent and offering to do every year.
• Sandra got good results and continues to gain customers.
• Terry indicated that the purpose of these events is to get people to know about our BIA.
• Sandra will do a customer appreciation day on January 19, 2025 and will be doing a raffle and other prizes. Have the businesses give something that could be won as a prize.  Everything will be put in a basket and the basket given away to the raffle winner.
• Last year Nancy bought gift cards from Marcuterie and gave them to her customers.
• Marlena suggested a passport.
• Diane asked how Leap Physiotherapy did during Open Streets. Sean said that he could have done more and he will for the next event.  He felt it went great.
• Terry mentioned about the low vendor turn out for the Street Sale. Next year we will have vendors pay when they register and that will help to keep them as vendors if they have already paid.
• It was great to see the businesses out for Open Streets.
• Nancy said her artists loved the event.
• Diane suggested that vendors order their lunch when registering and get lunch boxes from Marcuterie.
• We will be going back to August for the Street Sale.

 

8. Confirmation of the Board of Directors

• Terry indicated that we are looking to increase the number of Board Members and if anybody is interested to let us know now or in the future as the year progresses.
• Motion to Confirm the Board of Directors was made by Nancy and seconded by Marlena.

 

9. New Business

• Nancy mentioned that cigarette butts are being thrown on the sidewalk by Tall Tide Tattoos and homeless people are picking them up and smoking them The BIA will send an email asking that businesses not leave cigarette butts on the sidewalk, but provide a can to dispose of the butts and dispose of the butts.
• Nancy indicated that the person in the apartment above allegedly stole something out of her van.
• Sandra got her car window broken.
• Nancy has installed a camera at the back of her gallery. There were other various things that have been taken.  Nancy keeps her door locked for safety and it also provides the opportunity to greet customers when they ring the bell.
• Sandra indicated that you have to be careful at night , particularly in the alley.
• Terry suggested starting “What’s App” for the businesses.
• Nancy suggested putting a sign at your door indicating that you have surveillance in place.  She puts a “Security One” banner at her door every night.

 

 

Meeting Adjourned