GREY HIGHLANDS CHAMBER OF COMMERCE April 21, 2016, 7:00 pm

Flesherton Library MINUTES

1. CALL TO ORDER @ 7:03 pm

ATTENDEES: Aakash Desai, Ann Detar, Jim Halliday, Ron Gillespie, Don Kopplin, Terry Mokriy, Dane Nielsen, Pat Petch, Chris Steele, Melanie Steele. Regrets, Paul Allen, Tom Allwood, Colleen Boer, Chris Steele Guests: Samantha Parent, Ruth Evans

2. Minutes to the previous meeting: a. Errors and Omissions: Need to correct spelling of Dane’s and Paul’s last names. After the

meeting Ron noted to Melanie that motion to move the Chamber office to Flesherton was made by a majority vote, not all in favour.

b. Adoption of the Minutes: Motion MOVED by: Ann SECONDED by: Dane. All in favour.

3. Business arising from the Minutes: Georgian Homesteading Show Update – This presentation was deferred as Esther Jenkens was unable to attend. Will be on the May agenda. Chef’s Forum Issue/Update – Aakash stated that Ann will draft a letter advising that the Chamber is no longer involved in the forum. Jim mentioned an article in the Flesherton Advance regarding a proposed meeting of the Chef’s Forum. Downtown Dundalk Improvements - Samantha Parent introduced herself as a new resident of Dundalk and a photographer with some interest in marketing and business improvement. Samantha is looking to start up a downtown improvement committee in Dundalk since the Dundalk Chamber is currently in hiatus. Samantha was connecting with neighbouring communities to seek some input and advice on how to improve Chamber functions in Dundalk. A discussion ensued and the Chamber offered encouragement to Samantha. At this point Ron Gillespie joined the meeting as well as Doug Crawford. Presentation by Ruth Evans: Business Networking Luncheon Series – Ms. Evans advised that she is holding luncheons at Steven’s restaurant in Markdale and would like to be able to discuss this in further detail with the Chamber. Aakash invited her to attend the May meeting. Hawk’s Nest Update – Doug Crawford – Doug advised that the Panel has been chosen as well as the individuals (“contestants”) who will be pitching to the Hawks. He then advised that there were sponsorship opportunities available. Terry commented that two Hawks were from Grey Highlands. Tickets for the show will be available at the Chamber office. Doug asked that if anyone knows of any companies that might be interested in sponsoring to let Ann know and she can pass the information along. Terry asked what the sponsorship funds will be used for to which Doug replied the funds will go to advertising, cost of putting on the show etc. Melanie reminded the group that plans should start to be made for the AGM in October. We need to set a date, location, find a speaker etc. Pam suggested Deb Fawcett as a potential speaker. MOTION to form a committee to organize the AGM, such committee to be comprised of Ms. Petch, Ms. Detar, Mr. Nielsen and Mr. Desai MOVED Terry SECONDED Jim. All in favour.

4. Presidents Report: President Desai Aakash advised that he and Dane had met with Dan Best and Terry Mokriy to discuss the process for the proposed MOU between the municipality and the Chamber. MOTION that the President and VP be authorized to enter into discussions with the municipality in order to develop an agreement to work in collaboration towards common goals of business development. MOVED Pam SECONDED Ron. All in favour.

5. Vice-Presidents Report: Dane advised that he has had discussions with Colourpix in Eugenia regarding creating a map of the municipality that can be utilized in the Chamber office at a cost of $65. We could put pins on the map where the businesses are located. Jim asked if we printed two would the cost be cheaper? Dane will ask Colourpix about this. Jim asked Terry about the proposed business directory and whether any further discussions had been held at the municipality. Terry replied that it is the municipality’s thought that the Chamber would be taking this on. Don reminded the group that he was willing to work on the directory. Tourism Advisory Committee (“TAC”) update – Dane advised that the recent meeting went well and the TAC has received a first draft of the consultant’s management plan. The TAC discussed what level of volunteer time they were collectively willing to put in and there was active interest in proceeding. The TAC was initially formed to obtain the plan and oversee the stakeholder sessions so a new agreement will need to be put in place to determine what the committee will be responsible for going forward. Terry suggested the map in the Chamber office should be more interactive and that maybe we could discuss this further at next meeting. Aakash asked that members bring ideas to the next meeting and we will discuss under business arising. Dane then confirmed that the Cruise night will be held on July 29th. Bands are being hired, motorcycles will be included again and Doug is looking after advertisements etc.

6. Treasurers Report: Don summarized the balance sheet and commented that not much had changed since the last meeting but there were a few new members. He then reminded the group that the 2016 budget had not yet been approved. This will be included on the next agenda. Don then asked about the status of the resolution to change the signing authority on the bank accounts. Ann passed around the resolution for signature by those in attendance and will circulate the resolution for the remaining signatures. MOTION: To adopt the Treasurers report as presented MOVED by: Dane SECONDED by: Pam. All in favour.

7. Municipal Liaisons Report:

Terry circulated his monthly report noting the provisio that these are Terry’s opinions and not necessarily those of the municipal counsel. A discussion was then held regarding the municipality’s recent RFP for waste management.

MOTION to send a letter to the municipality to show support for local waste management providers which will serve to further local economic development. MOVED: Ron SECONDED: Dane. All in favour.

8. Secretaries Report: Melanie advised that she had booked the Flesherton library for the May and June Meetings. Pam asked about holding the meetings in Markdale. Melanie will look into whether the Markdale library is available for the May meeting.

9. Committee Reports: Aakash commented that the By-Law Review meeting will be meeting on Tuesday. Fundraising Committee - Ann looked into the online auction that Meaford holds and looked into how we could do a similar one for the Chamber. Jim had a discussion with Meaford about their online auction and they advised that prizes totalled 32k and generated 17k in cash out of the proceeds. Goal Setting (5 Year Strategy) – no update provided but Doug commented that if you look at the membership list you will see that there are very few contractors as members we should re-engage local contractors and show how the Chamber can support and promote them. Economic Development – Jim attended the municipal Meeting regarding the agrarian village presentation and there is continued support.

10. Other Business:

Office Report by Ann Detar – Ann advised that the Horticultural society approached the office to confirm that the Chamber will continue to pay for the plants. The municipality pays for the Flesherton flowers. Terry commented that the Flesherton beautification committee submits a financial assistance request to the municipality. All agreed that the Chamber should support all towns in the municipality. Ann then reminded the group that Tourism Week is the second week of May and asked if the Chamber wanted to plan anything along possibly along with the grand opening of the new office space. Regarding the move Paul has confirmed that space is ready so we just need a move date. Since there will be no tourism booth in Markdale after the move the individual taking over the current space has agreed to include some tourist information in his shop. Ann asked about the procedure for email instructions. If she sends an email to the Directors and asks for instructions or approval can she assume that if she has at least 5 in agreement she can proceed? Aakash confirmed that yes she would be ok to proceed on that basis. Jim commented that with respect to beautification of downtown areas that the old Sobeys building in downtown Markdale could be utilized. Aakash remarked that approaching Sobeys could be an item under business arising on the next agenda. Doug commented that after the next Hawk’s Nest meeting he cannot attend any more meetings so we will need another Chamber delegate to take his place. Jim agreed to be the Chamber delegate going forward.

11. Adjournment @ 9:04 pm: