Downtown Business Improvement Area Board of Management

THAT the DBIA Board of Management agenda dated September 11, 2025, be approved as amended.

THAT the minutes dated August 14, 2025, and August 28th, 2025 be adopted as presented.

THAT the DBIA Board of Management receive the presentation from Balder Corp for information purposes

THAT the DBIA Board of Management accept with regret the resignation from Theresa Rickerby, and FURTHER THAT the Recording Secretary provide notice to the Municipal Clerk and Town of Cobourg Council.

THAT the DBIA Board of Management accept the presented correspondence regarding 202 Second Street for information purposes.

THAT the DBIA Board of Management direct staff to explore the DBIA Boundaries process and report back.

THAT the DBIA Board of Management approve the event hosting and refreshment policy as presented and implement for membership events effective immediately.

THAT the DBIA Board of Management receive the Film Permit Fee verbal recommendation for information purposes, and FURTHER THAT the DBIA Board of Management move forward with the introduction of a standardized flat-rate fee structure as proposed;  $1,000 for productions requiring full or partial street closures per day  $500 for productions using sidewalks, public spaces, or egress routes without street closure per day for any filming activity that takes place within the DBIA boundaries as defined in Bylaw - 066 - 2012, and, FURTHER THAT the fees be introduced effective immediately with the preparation of the Film Permit Policy to be presented at the next regular scheduled Board of Management meeting for approval. The DBIA Staff will also formally notify the Town of Cobourg Staff of this implementation. NOW BE IT RESOLVED THAT the DBIA Board of Management introduce a film permit fee as another revenue stream.

THAT the DBIA accept the resignation of Scott McCracken as treasurer of the DBIA Board of Management.

THAT the DBIA Board of Management accept the nomination of Keith Herring as Treasurer.

THAT the DBIA Board of Management approve the financial report as presented.

THAT the DBIA Board of Management accept the Year-to-Date vs Budget for information purposes.

THAT the DBIA Board of Management accept the Finance Committee Report for information purposes.

THAT the DBIA Board of Management approve the separation of the existing Marketing & Events portfolio into two independent board portfolios starting in January 2026: 1. Marketing Portfolio – responsible for branding, brand awareness, communications, marketing support, and digital presence. 2. Events Portfolio – responsible for planning, logistics, sponsorships, and execution of DBIA events. FURTHER THAT, each portfolio will have its own subcommittee, enabling better oversight, focused leadership, and clearer financial reporting.

THAT the DBIA Board of Management accept the membership committee report for information purposes.

WHEREAS volunteers are a vital resource in supporting the success of DBIA events, marketing initiatives, beautification projects, and administrative activities; and WHEREAS a coordinated and well-maintained volunteer list will strengthen the DBIA’s capacity to deliver programs and services, while also fostering greater community engagement and participation; and WHEREAS outreach to local high schools, seniors’ residences, community care groups, and the DBIA membership at large provides an opportunity to involve a broad cross-section of the community. NOW BE IT RESOLVED THAT the DBIA Board of Management instruct the DBIA Manager to: 1. Create and maintain a DBIA volunteer list, modeled on the process currently in place for vendor registration. 2. Actively reach out to local high schools, local seniors’ residences, community care groups, and the DBIA membership as a whole to request volunteer participation. 3. Invite volunteers to assist with upcoming DBIA events, marketing initiatives, beautification initiatives, and administrative tasks as needed. BE IT FURTHER RESOLVED THAT this volunteer outreach and registration process be established as an ongoing practice of the DBIA Board of Management.

THAT the DBIA Board of Management refer the Committees General section of the policy and procedure document to staff to bring back a report.

THAT the DBIA Board of Management table the Establishment of a DBIA Board of Management Selection Process until a further time at which time more information is available.

THAT the DBIA Board of Management accept the Christmas Ad-Hoc Committee notes for information purposes.

THAT the DBIA Board of Management receive the Manager Report for information purposes.

THAT the DBIA Board of Management meet in Closed Session in accordance with the Municipal Act, 2001 regarding: (b) personal matters about an identifiable individual, including municipal or local board employees [s. 239 (2) (b)] o strategic plan RFQ o Board applications o IC Item

THAT the DBIA Board of Management move into open session

THAT the DBIA Board of Management approve Strategic Plan Facilitation RFQ to Town Hall Consulting as budgeted for $2000.