Town of Newmarket

Minutes

Main Street District Business Improvement Area Board of Management

Meeting #:
Date:
Time:
-
Location:
Serpa Studio
Old Town Hall
460 Botsford Street
Newmarket, ON L3Y 1T1
Members Present:
  • Tom Hempen, Chair
  • Allan Cockburn, Vice Chair
  • Councillor Twinney
  • Debbie Hill
  • Mark Iacovetta
  • Jennifer McLachlan
  • Omar Saer
  • Ken Sparks
Members Absent:
  • Councillor Kwapis
  • Rob Clark
Staff Present:
  • E. Bryan, Business Development Specialist
  • J. Grossi, Legislative Coordinator

​The meeting was called to order at 7:00 AM.

Tom Hempen in the Chair​.​


The Chair advised that there were no additions or corrections to the agenda.

David Robinson provided a deputation regarding the Newmarket 150 Historical Scavenger Hunt. He outlined a sponsorship offer to the Main Street District Business Improvement Area Board of Management in the amount of $1000/month for three months and receiving a fourth month for free. 

The Members queried the deputant regarding other sponsorship opportunities and the popularity of Main Street throughout the year.

  • Moved by:Omar Saer
    Seconded by:Allan Cockburn
    1. That the deputation provided by David Robinson regarding the Newmarket 150 Historical Scavenger Hunt be received. 

    Carried

Rabbi Mendy Grossbaum provided a deputation regarding the Chanukah celebration on Sunday December 22, 2019 at Riverwalk Commons. He requested $1000 in sponsorship to cover a portion of the event costs and entertainment. 

The Members queried the deputant regarding the event duration, marketing, and potential sources of revenue.

  • Moved by:Councillor Twinney
    Seconded by:Jennifer McLachlan
    1. That the deputation provided by Rabbi Mendy Grossbaum regarding Chabad Newmarket be received. 

    Carried
  • Moved by:Ken Sparks
    Seconded by:Jennifer McLachlan
    1. That the Main Street District Business Improvement Area Board of Management Minutes of October 16, 2019 be approved.

    Carried

6.

The Main Street District Business Improvement Area Board of Management discussed ways to fund community organizations and events in 2020. They discussed special meetings for these proposals, meeting frequency and budget allocation. The Members advised that following the strategic plan development, this item can be revisited for future years. 

  • Moved by:Councillor Twinney
    Seconded by:Allan Cockburn
    1. That the Main Street District Business Improvement Area Board of Management schedule two special meetings in 2020 to receive proposals regarding community organizations and events requesting sponsorship from the Board; and, 
    2. That the special meetings be held in January/February and June/July 2020. 

    Carried

Tom Hempen provided an update on the planning of the 2019 Holiday Party, and Councillor Twinney advised that she will coordinate centerpieces. 

Ken Sparks provided an update on the Candlelight Parade and advised that it was well attended. He noted some confusion regarding the road closure, and advised that feedback was provided regarding the event location and sound quality.

Jennifer McLachlan requested that the Streets Events sub-committee meet on the second Tuesday of every month at 8:30 AM, and provide an update the following week at the Main Street District Business Improvement Area Board of Management meetings.

Tom Hempen advised that three proposals were received and that all Members were forwarded the documents to ensure that a decision would be made at this meeting. One proposal came in at more than double the allocated budget, so it was removed from the process. 

The Members participated in an evaluation matrix process based on adherence to requirements, relevant experience, and the approach to the project. Rhaposdy Strategies was the successful submission.

Ken Sparks advised that Jewel Radio had offered the Main Street District Business Improvement Area Board of Management a special rate for 100 thirty-second radio ads for $2600. The Members asked for additional information to be provided.

Omar Saer advised that targeted ads on social media would be beneficial to the Members for the 2019 holiday season. 

  • Moved by:Omar Saer
    Seconded by:Jennifer McLachlan
    1. That the Main Street District Business Improvement Area Board of Directors allocate $1000 towards sponsored ads on social media in 2019.

    Carried

Tom Hempen advised that the in ground garbage containers have been installed and additional updates will be provided throughout the pilot project process.

Tom Hempen advised that the next taskforce meeting was scheduled for December 11, 2019 and asked all Members to send any questions or comments to himself prior to this meeting to ensure that they are addressed.

The Business Development Specialist provided an update regarding Main Street District Business Improvement Area 2019 remaining budget and outstanding items. She advised that the revenue from the Holiday Party has not been captured, and the expenses from the Candlelight Parade have not been allocated yet. 

The Business Development Specialist advised that no applications had been received and no meetings had occurred. 

  • Moved by:Debbie Hill
    Seconded by:Omar Saer
    1. That the Main Street District Business Improvement Area Board of Management approve the 2020 meeting schedule; and,
    2. That the meetings begin at 8:00 AM in 2020. 

    Carried

The Members discussed the sponsorship opportunity and the new 2020 sponsorship process.

  • Moved by:Allan Cockburn
    Seconded by:Councillor Twinney
    1. That the Main Street District Business Improvement Area Board of Management defer the decision to sponsor the Newmarket 150 Historical Scavenger Hunt.

    Carried
  • Moved by:Councillor Twinney
    Seconded by:Omar Saer
    1. That the Main Street District Business Improvement Area Board of Management sponsor Chabad Newmarket in the amount of $500.

    Carried

Tom Hempen advised that there was no requirement for a closed session.

  • Moved by:Allan Cockburn
    Seconded by:Debbie Hill
    1. That the meeting be adjourned at 8:55 AM.

    Carried