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 Kwapis
  • Debbie Hill
  • Mark Iacovetta
  • Omar Saer
  • Ken Sparks
Members Absent:
  • Councillor Twinney
  • Rob Clark
  • Jennifer McLachlan
Staff Present:
  • E. Bryan, Business Development Specialist
  • J. Grossi, Legislative Coordinator

The meeting was called to order at 7:10 AM.
Tom Hempen in the Chair.

1.
Additions and Corrections to the Agenda
 

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

2.
Declarations of Pecuniary Interest
 

None.

3.
Presentations & Recognitions
 

None.

4.
Deputations
 

4.1
The York Region One Act Play Festival
This item has attachments. 

1.Deputation_VeryUsefulTheatreCompany_Redacted.pdf
2.VeryUsefulTheatreCompany_BIA Presentation 2019.pdf

John Dowson provided a deputation regarding the York Region One Act Play Festival from Thursday November 7, 2019 to Saturday November 9, 2019. He outlined the 2019 festival playbill and requested $2500 in sponsorship from the Main Street District Business Improvement Area Board of Management. 

  • Moved by:Councillor Kwapis
    Seconded by:Ken Sparks
    1. That the deputation provided by John Dowson regarding the York Region One Act Play Festival be received. 

    Carried

4.2
Newmarket 150 Historical Scavenger Hunt
This item has attachments. 

1.Deputation_D.Robinson_Redacted.pdf
2.Newmarket Historical Scavenger Hunt_Redacted.pdf

David Robinson provided a deputation regarding the Newmarket 150 Historical Scavenger Hunt. He outlined the web app used, the prizes, and requested sponsorship from the Main Street District Business Improvement Area Board of Management in the amount of $1000/month for a minimum of three months. 

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

    Carried

4.3
Hugs 4 Hope
This item has attachments. 

1.Deputation_Hugs4Hope_Redacted.pdf

Nancy Bodi provided a deputation regarding the Hugs 4 Hope event on October 27, 2019 at 2:00 PM. She requested sponsorship from the Main Street District Business Improvement Area Board of Management. 

  • Moved by:Mark Iacovetta
    Seconded by:Omar Saer
    1. That the deputation provided by Nancy Bodi regarding Hugs 4 Hope be received. 

    Carried

5.
Approval of Minutes
 

5.1
Main Street District Business Improvement Area Board of Management Minutes of September 18, 2019
This item has attachments. 

1.Post-Meeting Minutes - BIA_Sep18_2019 - English.pdf
  • Moved by:Debbie Hill
    Seconded by:Ken Sparks
    1. That the Main Street District Business Improvement Area Board of Management Minutes of September 18, 2019 be approved. 

    Carried

6.
Items
 

6.1
Sub-Committee Reports
 

6.1.1
Street Events Update
 

6.1.1.1
Candlelight Parade & Tree Lighting
 

The Members discussed the Candlelight Parade & Tree Lighting on Friday November 15, 2019 and outlined the entertainment, candlelight, and promotion for the first 250 attendees. 

  • Moved by:Mark Iacovetta
    Seconded by:Ken Sparks
    1. That the Main Street District Business Improvement Area Board of Management allocate up to $2800 to the Candlelight Parade & Tree Lighting. 

    Carried
6.1.1.2
Holiday Party
 

The Members discussed the 2019 holiday party regarding ticket prices, catering, and entertainment. 

6.1.2
Strategic Priority Update
This item has attachments. 

1.Newmarket Main Street BIA Strat Plan RFQ.pdf

The Members reviewed the draft Request for Quote (RFQ) and agreed to accept submissions until October 30, 2019. 

6.1.3
Advertising Update
 

The Members advised that the Advertising sub-committee had not met since the last Main Street District Business Improvement Area Board of Management Meeting.

6.1.4
Holiday Party Update
 

6.2
Garbage Update
 

The Business Development Specialist provided an update on the in-ground garbage solution pilot project and the RFP for the town-wide garbage strategy. She advised that the next taskforce meeting is October 29, 2019 and an update will be provided at the November Main Street District Business Improvement Area Board of Management Meeting.

6.3
Parking Update
 

Councillor Kwapis provided an update on the parking signs located on Cedar Street and advised that long-term parking solutions would be discussed at the task force meeting on October 29, 2019. 

Tom Hempen advised that parking enforcement are visiting Main Street at least once per day and asked Members to forward any concerns to him to address with Town Staff. 

6.4
Staff Update
 

6.4.1
Financial Update
 

The Business Development Specialist provided an update regarding Main Street District Business Improvement Area 2019 remaining budget and outstanding items.

6.4.2
Financial Incentive Program Staff Working Group Update
 

The Business Development Specialist provided an update on the Financial Incentive Staff Working Group, and advised that updates will continue to be brought to Main Street District Business Improvement Area Board of Management.

6.5
Annual General Membership Meeting
 

The Members discussed potential items for the Annual General Meeting (AGM) agenda the Business Development Specialist advised that a draft 2020 budget was to be presented at the AGM.

  • Moved by:Mark Iacovetta
    Seconded by:Allan Cockburn
    1. That the draft 2020 Business Improvement Area budget, composed of the following categories, be presented at the Annual General Meeting: 
      • Stationary/Office $500
      • Miscellaneous $500
      • Promotion $8,000
      • Advertising $21,000

    Carried

6.6
Next Meeting - November 20, 2019
 

7.
New Business
 

7.1
Deputation Sponsorship Requests
 

The Members discussed the sponsorship requests from various deputants and scheduled a walk through with the Newmarket 150 Historical Scavenger Hunt prior to discussing sponsorship. 

  • Moved by:Omar Saer
    Seconded by:Debbie Hill
    1. That the Main Street District Business Improvement Area Board of Management sponsor the York Region One Act Play Festival in the amount of $500.

    Carried
  • Moved by:Councillor Kwapis
    Seconded by:Omar Saer
    1. That the Main Street District Business Improvement Area Board of Management sponsor the Hugs 4 Hope event in the amount of $500.

    Carried

8.
Closed Session
 

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

9.
Adjournment
 

  • Moved by:Councillor Kwapis
    Seconded by:Allan Cockburn
    1. That the meeting be adjourned at 8:50 AM. 

    Carried
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