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Economic Development Strategy
Adjournment
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THE CORPORATION OF THE CITY OF PORT COQUITLAM

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John Keryluk, Chairman
Bill Stewart, Vice-Chairman
Carlos Felip, Director of Planning and Economic Development

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CO~TION OF MINIJrES
Minutes of the previous meeting to be accepted.

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In consideration that a B.I.A. has already been organized by the Downtown Merchants, and
a Consultant has been engaged, the Committee recommended that the offer of assistance
from Mr. Blumel not be accepted.

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A letter from Mr. Blumel of W. D. J. Marketing was referred to the Economic Development
Committee by the Mayor, for consideration and direct response.

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After discussing the type of commitment that had to be Inde to participate
Conference and in consideration of the Conference being directed mostly to commercial
exhibitors, the Committee decided to recommend that the City does not participate.

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The Mayor had referred to the Committe .: an invitation to participate in
the Pan PaciTic Hazards "964 Conferen%

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That the Plannmg Department advise the Department of Foreign Affairs and International
Trade, by letter, that the City supports the Pan Pacific Hazards 4964 Conference, but will
not participate as an exhibitor.

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Motion:

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A meeting of the Economic Development Committee was held in the Planning Department
on December 21, 1994 at 5:00 P.M.

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That the Planning and Economic Development Department write Mr. Blumel to thank him
for his offer and advise that services of W.D.J. Marketing are not required at this tiine.

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Council has now approved in principle the addition of 1.5 staff/year to the Planning and
Economic Development Department. Although the Department was requesting additional
resources, the Director informed the Committee that with the staff approved by Council, it
should be possible to do the necessary work to promote the reactivation of the POCO
Industrial Association.

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On November 8, 1994 the Economic Development Comnuttee had decided to delay work
on the POCO Industrial Association until better .information on the resources available to
the Department in 1995 were known.

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That the Planning and Economic Development Department proceed to contact those
members of our industrial community that have shown some interest in participating, and
organize a meeting to discuss the POCO Industrial Association early in the new year,

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Promotional Brochure previously authorized by the Committee. The Brochure is expected
to be distributed to households the first half of January and to potential business snd
investors through marketing agencies, starting in the middle of January and continuing
while the Brochures are available.

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Motion.
That the information be received.

Carried.

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Economic Develooment Strategy
Subject to confirmation of budget approval on January 9, 1995, the Department will have $
40,000.00 to work on an Economic Development Study for the City. Tile Dhector informed
the Committee that the Department will be doing the preliminary research to establish
terms of reference as soon as possible in the new year, with a view to engaging a Consultant
to carry dus work for completion in! 995.
Motion.
That the information be received.

Carried.

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CouncBlor Stewart offered for information a onc page small brochure prepared by the City
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government in the City. The brochure includes phone numbers for aB City departments,
elected officials, etc. CounciBor Stewart suggested that the Planning and Economic
Development Department could work totvards producing a simBar brochure.

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His Worship Mayor Len Traboulay
City of Port Coquitlam
2580 Shaughnessy Street
Port Coquitlam, British Columbia

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1

the participation
I am writing to invite your personal help and
pacific 22asarda
pan
in
Coquitlam
Port
of
the
City
of
and support
an exciting project of global importance and of great
British Columbia and Canadal
significance to Greater Vancouver, trade
show, at the Vancouver
and
conference
international
This
1996, is
Trade and Convention Centre, July 29 to August 2, of
whom may be
many
visitors,
expected to attract at least F 000
int'crested in getting to know your community.
The United Nations has declared the 1990s as the International
Decade for Natural Disaster Reduction (IDNDR). IDNDR is a very
from around the
important program aimed at encouraging countries
and
environmental
the
social,
reduce
world to work together to
earthquakes,
as
such
disasters
natural
of
economic impacts

tsunamis and volcanoes.
Your community, as part of the Greater Vancouver Regional that
opportunity to contribute to
District (GVRD), now has ancommunity's
many assets by lending
goal, and to promote your
'96
WhiCh haa Wcn the
Conference
22aaarda
paeffla
Suppcrt tO paar
the Canadian National Committee for IDNDR
official endorsement ofcontribution
to this UN program.
as a part of Canada's
As the Honorary Chairpersons of Pan Pacific 22asarda 'Pd
EXeCutiVe
Cenferencer Mr. Brian A. Canfield, Chairman and Chief
invite
official..y
wish
to
I
and
Officer, BC TELECOM Inc., other interested parties to get
governments, businesses and
involved.
I write specifically to invite the City of Port coquitlam to
become a conference participant and to share in the event's
to showcase our region
success. It presents a great opportunity
Canadian
this
as
we
host
neighbours
Rim
to our Pacific

contribution to the IDNDR.
125 promenade Sussex Drive
Oaawa, Canada
Kf A 002

Teb )613) 9444I966 f604) 666.5423
Fax:(613) 944-0692 (604) 666-5471

DEC 2 1 1994

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Mayors of Municipalities, GVRD

vill be iscarried
The majority of work involved in this endeavour
chaired
committee.
executive
out ss-sder the direction of an Disaster Preparedness ItResource
the
of
by Dr. Henry Hightover,
and enjoys the
Centre at the University of British Columbia,
and the Provincial
Canada
Preparedness
participation of Emer'gency The Executive Director
of Pan Pacific
B.C.
Emergency Program of
Hazards e96 Conference is Mr. Larry Pearce.
Mr. Tony
The Provincial Emergency Program and its Director,
ence study that looked
Heemskerk, were involved in the pre-confethis
event. That study
and appropriateness of
at the viability
e96 Conference
Hazards
Pacific
Pan
that
conclusion
led to the
delegates and
2,000
than
Lower Mainland more
will bring to the
week-long
a
for
countries
Rim
speakers from some 30 Pacific information, experiences,
ideas
where
show
trade
and
conference
and solutions will be shared.
96 Conference
Such a major undertaking as Pan PacificofHazards
industry
governments,
requires the support andweparticipation
community's
your
on
count
can
and community. We hope
hosting a technical tour, and
participation by sending delegates,
and Federal
Provincial
by your direct encouraging of the
Either Mr.
event.
the
to
support
tangihie
Governments to lend
the
organizing
members of
Keith Prew or Mr. Bob Johnston,
office in the near future
committee, will be in touch with your
an opportunity to discuss
seek
and
information
to provide furtherother members of Council.
this with you and
may do so by
to contact them you
In the meantime, if yosa wish
or by
363-3621)
in Victoria at (604)
phoning Mr. Larry PearceJohnston
687-5522
at
(604)
Vancouver
in
phoning Messrs. Frev or 681-7530. We look forward to your
or by facsimile at (604)
participation.

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Councillor Stewart

FROM:

L. M. Trabonlay

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Downtown Marketing and Implementation Plan
Grant Offer by Miniss~ of Municipal Affairs
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Please forward to the Economic Dev lopment Committee for consideration and diiect response
to Mr. Blutnel of W.D.J. Marketing.

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Mayor

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General Manager
W.D.J. Marketing gt Retail Counselling
3212 Mexicana Road
Nanaimo, BC
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Mayor Len Trebouley
CITY OF PORT COQUITLAM
2580 Shaughnessy St.
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RE IIOWNTAWN MARKFTINCxdkiliILIMPLEhf RNTATIAN PLAN
GRANT OFFER BY THE MINISTRY OF MUNICIPAL AFFAIRS

Dear Mayor Trebouley,

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During the last UBCM gathering at Whistler, Mr. Martin Thomas of the
Downtown Revitalization Program Division of the Ministry of Municipal Affairs
introduced a new program with the intent to further trade and commerce in dovITItown
Port Coquitlam.
In downtown Port Coquitlam, as in most oiher downtown communities, the
economic chalienges are continually before us and therefore a new three-step apploach to.
the development of doivntown marketing plans and their implementation is offered.
The first step is absolutely FREE to CITY OF PORT COQUITLAM and/or to
your identifiable developing/active downtown business group. As the enclosed information
sheet explains, by contacting Mr. Martin Thomas at 1-604-387-4090, you have access to
a downtown business consultant such as myself for one day on-site for no cost to you or
the CITY OF PORT COQUITLAM. With our seven years downtown economic
rebuilding experience, especially in the retail environment, we have a proven track record
of success.
Please take a moment of your time to review the attached or forward the
information on with a directive from you. Should you have any questions, please do not
hesitate to contact me or Mr. Thomas at your convenience.
Hoping to serve ycu and downtown Port Coquitlam in the very near future, I
remain

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3242 Mexieana Rd. Nanaimo, B.C. V9T ZW9
Telephone; 754-6661 Fax: 758-6915
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RETJIIL COUNSELLING

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and management consulting
The firm works with clients offering a diversity of marketing Ltd. serve a wide variety of
services. W.D.J. Marketing & Retail Counsellinq (Nanaimo)
public and private sector organizations.
marketing and promotions;
Community-wide surveys, development of strategic plans in
identifying retail and service
cost effective advertising; market analysis and retail strategy;
positive management and staff
problems; building community awareness; and facilitating
development,
wholly owned and operated by
The firm is located in Nanaimo, British Columbia and is Nanaimo with sub contrnmcns
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Canadians. Fixed W.D.J. Ltd. teain members reside
Columbia.
British
located throughout the Province of
Blumel. He has extensive retail
The principal consultant to various projects is Michael C.
years for a major national retail
and marketing experience, having worked for many
currently is the chairman of the
organization, responsible for Western Canada. Mr. Blumel
Minister of Small Business,
Heritage/Tourism Economic Task Group, reporting to the
Ministry of Municipal Affairs,
Tourism & Culture, Mr. Blume! currently consults to the
British Columbia
the City of Trail and numerous retail operations in
research specialist, advertising
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accountants.
consultants, merchandising and store designers and

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Plan

A Program to Assist

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Tbday's business person has more activities
in a business day than ever before. The pace
of doing business, from opening up in the
morning to dosing in the evening — dealing
with staB,'nventory, forms, sales meetings
— bas become more complex and more timeconsuming. As one retail store owner said,
'I only work half days. It doesn't matter
which 12 hours I put hd"

Lack of time usually prevents involvement
of individual store owners in the marketing
of the street or downtown area. Yet to be
successful in the 1990s, studies show
pmmoting the street or area — from the
sidewalks to the storefmnt to the media
image — must be part of ongoing marketing.
The Downtown Revitalization Program
g)RP) recognizes that assistance may be required and provides a three-step approach to
the development of downtown marketing

plans and their implementation.

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Step 1

Your downtown busmess organization

should request the DRP Marketing and Implementat-'on workshop, a one-evening workshop to explain the prcpam and undertake
some basic foundation work such as;
meeting with business representatives,
meeting with mrmicipal ofRcials; and
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visually reviewing the economic area.
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After the workshop, a brief report is
prepared outlining how the second step
should be accomplishecL

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The Downtown Revitalization Program can
provide a computer program to business organizations to assist in conducting a local
consumer market suxvey if one is needed.

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Step Two

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A resolution of council should request
funding &om the Downtown Revitalization
Program. DRP will match local funding, to a
maximum grant of $ 5,000, to undertake the
work necessary to produce a marketing and
implementation plan for your organization.
Local funding could be provided by council

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a review of the do Irntown marketing
budget,
s a draft annual downtown marketing
plan with specific details and a budget,
a self-audit path, and
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a step-by-step approach to individual
campaigns within the plan.
The advisor should present the draft to
your organizations so that questions can be
asked and changes made in response, if necessary. The advisor will then incorporate
any changes and produce a final repoxt.
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Step Three

The last step in the process is to
implement the plan. Local merchants,
through their business organization, will
snd/or the merchant organization.
have to come up with the budget needed to
Funding is used by the business organizacarr'y out the prescribed promotional
tion to hire a marketing advisor. DRP will
campaigns. But the DRP will provide
help link orgaxuzations with qualified advimatching fiinds, to a maximum grant of
sors. The advisor will then establish an ap$2,500, to help in the ixiiplcmentation
propriate date for a more detailed workshop
process.
with the business community. The advisor
The funding will assist the business orgawill also conduct individual interviews
nization to retain the advisor through the
among the business community to learn
implementation period. The advisor will
more about the local ecorsnmy and its current
then be able to provide advice on an
direction.
on-going, unwell basis and to conduct, midOnce the workshop and interviews are
term or year-end reviews and workshops on
draft
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produce
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advisor
the
completed,
the marketing plan's degree of s'uccess. The
marketing and implementation plan for your
on-going services of the advisor dming imspecific needs. A typical report will contain:
plementation would be especially helpful
an overview of the economic conditions
vrhere sudden changes in your market ama
of your downtown community, looking
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require adjustments to the marketing plan.
closely at the retail market and what
For further information, see contact inforfuture trends are expected in your
mation on the back.
area,
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a review and critique of existing downtown marketing activities,

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established under authority of the Municipal
Act for a specific period of time, to a
maximum of five years. When the eud of the
term is approaching, BIA members need to
assess whether the BIA should be renewea
to enable operation for another term.
The Downtown Revitalization Program
(DRP) provides matching funds, to a maximum grant of $2,500, to assist in the process
of renewing a BIA. The funding covers the
costs of advertising, letters, information material, phone calls and meetings required to
renew the BIA bylaw.

To Apply for the Grant

The BIA should inform council b'etter
that members wish to renew the bylaw and
that a renewal grant is available from the
Ministry of Municipal Affairs. The letter
should ask Council to apply for the grant by
resolution and indicate how the matching
local funds will be raised. (The BIA may provide all local funds or in-kind services, such
as donated printing„or councils may provide
part or all of the local share.)
The Council resolution and a copy of the
association's letter to Council should be sent
to the Downtown Revitalization Prolpum administrator in Victoria.
The grant is payable to the munici
ty or the BIA after the second reading
the bylaw and when the daim form h
been signed oK The grant is not intended to pay for salaries.

Notes to BIAs

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Six months before the existing bylaw
expires, y'ou should obtain a copy of the
bylaw from the Municipal Clerk.
When notiiying the Clerk of your wish
to renew the bylaw, indicate through
which section of the Municipal Act you
would like it carried out.
It's a good idea to meet with the
Municipal Clerk to discuss the steps
necessary to ensure an easy process.
The BIA should meet with Council to
obtain their approval. You may find it
better to meet with a Council Committee to discuss the renewal process
rather than open Council;

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At least three months prior to the bylaw
expiry date, the following should be in place:
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Council's approval to renew,

a business plan arriving at the annual
levy required,
an update of the area which indicates
current landowners,
a clear understanding which section of
the Municipal Act the renewal wiH be
pursued through,
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a sample bylaw,
a sample letter of notice,
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a sample newspaper notice; and,
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a good communication plan to sell to
the BIA members.
AH of the above must be discussed with the
Municipal Clerk's oiHce and approved by the
Clerk as it is the Clerk's responsibility to undertake the bylaw renewal. You can offer to
help, of course, but the project wiH the
Clerk's responsibility.
For further information, see contact, infor-

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mation opposite.

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Contact
Downtown Revitalization Program
Ministry of Municipal Affairs
3rd Floor, 800 Johnson Street
Victoria, British Columbia
V8V 1X4
Phone: (604) 387-8705
Fax: (604) 387-4048

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E-Mail:mthomas@hq.mern.gov.bc.ca

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Dovtyntown Revitalization Program

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Business Improvement A eas

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What Is A BIA?

Hom Is A BIA Funded?

A Business Improvement Area (BIA) is an area
designated by city council in which businesses and
property owners can finance effective marketing,
promotional and revitalization programs for the
entire area. A BIA provides bot:h the organized
structure and the source of funds to enable local
business communities to improve their commercial viability. Authority to create Business
Improvement Areas is contained in Section 269.1
of the Municipal Act.

Annual BIA budgets are funded through a s pecial property levy on commercial properties within
the designated BIA boundaries. A Business Improvement Area must be established through a
BIA specified area bylaw. The bylaw establishes a
method and geographic area for collection of a BIA
levy through the property tax system. The BIA
levy is then passed an to a BIA management
group or association to undertake promotional and
marketing projects.

What Are The Benefits?

Hom to get Started

For property owners and tenants, a BIA is an
effective way of increasing sales and profits and to
organize and finance programs that. would not be
available to individual businesses by any other
means. For the city council, a BIA provides a
highly motivated sector of the community with the
means to improve their businesses and stimulate

The goal of the start-up phase is to prepare a
bylaw that all the business people will support.
Organizers should ask themselves some basic
questions:
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Do we need a BIA?
What, joint promotions should we do?
What type of organization do we need to
manage the BIA?
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Do we need full- or part-time management,
office staff, or even an office?
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Do we have a business plan for tlie area?
What is our image to be?
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What information is already available on
items such as the business mix, market
studies or mtaadcipal plans for the area?
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How are we going to sell the idea of a BIA to
the other business people in the area?

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the local economy.

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A video, Introduction to BIA, is designed ta as-

sist business groups in the start-up process.
Copies can be obtained fiom the Down town Bevitalization Program of the Ministry of Municipal

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Once you have determined the direction that the
BIA will take, you can begin work on the bylaw.
Eight pieces of information must be provided to
the municipal derk for the preparation of the
bylaw:
the name of the BIA
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2. The BIA Area
Show the boundaries of the Business Improvement Area that will be paying the levy on a map.
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The boundaries of the BIA must make sense.
fair and equitable — do not try to indude
businesses that will benefit little I'rom the BIA.

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attract better parti
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3. The Term Of the BIA
BIA legislation allows a term from one to five
years. Determine what wifi work for your area in
view of the goals that have been developed?

4. The Budget
You need to advise council how much money you
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w(B need in the first year. For starting
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paying
has
area
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promotions
for
over the last three to five years
and
(the Christmas parade, an Easter campaign,
budget,
fair
sn on). If it adds up to a sound and
more
you can point out that the BIA wiB cost no
to
end
than in the past, but it will mean an

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accountability
insurance
bylaw approval method

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the BIA area
the term of the BIA
its annual budget
levy method

The BIA management group must be a legal entity to allow council to forward the funds. This
peolegal entity must also represent the business
group
management
ple. Therefore, selection of a
for the BIA, once established, is very important.
businesses
The group should represent the mix of
professional
or
in the area — block by block, retail
— and other groups involved in marketing, for example, the tourist associatior or annual parade
organizers.

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frequent solicits
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5. Levy Method
How will the money be raised through the taxation bill? There are three options:
Parcel rate (fixed amount per legal parcel of

land)
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Frontage rate (fixed amount per lineal foot
of frontage)
Assessment rate ($ per $ 1,000 of
assessment)
This can be tricky. The method must be as fair
and equitable as possible. You may decide to collect a fixed amount each year, a different amount
each year or a lump sum for the life of the BIA
term, divided annually as the BIA sees fit. This
information must be written into the bylaw.

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6. Accountability
Every year, the BIA organization must present
it's year~d statement as well as the next year'
budget request to council. It is impoitant to have
a dear understanding of what information will be
required by all parties.
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Insurance Coverage

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The BIA organization must ensure liabiTities are
covered for bodily injury, death, damage or loss of
property in the event of an accident at a BIAsponsored event Also talk to municipal staff to
make sure public habilities are covered. A copy of

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8. Bylaw Approval Method
draftThe municipal council must authorize the
council
Once
BIA.
the
created
ing of the bylaw to
has the information, it will uvlte the bylaw for
your speci6c BIPE It wiB de6ne the geographic
area and specify the funding formula. The annual
each
levy wiH be added to the propexty tax of
council
the
drafted,
landowner. Once the bylaw is
readthird
the
must give it, three readings. After
owners
ing, the BIA bylaw goes back to property
to receive their formal approval before the BIA
can actually be created. There are three methods
through which this approval can be given.:
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Petition of Support, in which two-thirds of
the property owners must sign a petition
indicating their support,
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Council initiative, in which council advises
unproperty owners it will enact the bylaw
register
landowners
less mare than half the
their dissent, ai
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Assent af Electors.

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assign positions to represent property owners,
business owners who are tenants and municipal
council. The organization will also have to decide
on a formal structure and may give authority to
the board to form sub-commit tees with speci6c
budjobs, to prepare annual work programs and
which
gets and to implement the work program,
may include marketing, consulting studies,
streetscape maintenance, design work, hiring of
staff and liaison with council. The board is not
underallowed to incur debt, own real property or
take capital works on private land.

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Managing an(I Operating a BIA
Once a bylaw has been passed and approved,
likely
you can begin operating the BIA. You have
incorporated a BIA management, association as a
legal entity, You must now deal with:
Membership
1.
2. Board of Management
3. Staff and consultants
4. Annual budgets

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member.
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can
who
decides
organization itself
busiCandidates can include property owners and
a
has
who
decide
also
ness owners. You must
vote.

2. Board of Management
Members must decide the composition of the
Board and its electoral procedures. You can

Staff and Consultants

3.

way

Your BIA must decide the most appropriate
deachieving its objectives. You may choose to

of
or you may
pend entirely on volunteer workers
staff or
find it necessary to hire full or part-time
volunteer
consultants or to use a combination of
contracts.
work, permanent staff and short-term

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4. Annual Budgets
repo*its
A BIA is a legal entity and must,
counciL At
municipal
the
to
expenditures yearly
members
the annual general meeting, BIA

The budget
approve the budget for the next year.
the
levy to be
allows
which
is presented to council
activities.
year's
collected for the next
staff and
BIA budgets might include items for
and mainof6ce administration, street marketing
lighting),
tenance (banners, Qowers, Christxaas
promotions (Christmas campaign, newspapers
ads, special events), parking (awareness

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future promotions.

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Business groups interested in forming a BIA
Business
f'rom
the
get. assistance and guidance
Improvement Association of British Columbia
200- 733 John(BIABCh Its offices are located at
360-0739 snd
son Street, Victoria, B.C., telephone

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desire
Those who express initial interest and a
before
to organize should seek BIA informationcouncil. A
or
people
business
canvassing the local
knowing
common problem at the outset is not
it cleardescribe
to
concept
enough about the BIA
ly to others.

Provincial grants
Start-up Grants

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Prior to establishing a bylaw, interested resobusiness people should ask council ta pass a
the
lution that requests a start-up grant from set
Ministry of Municipal Affairs. The grant is infor-up
in
to assist business groups or associations
and
bylaw
BIA
of
a
preparation
mation gathering,
the
in
businesses
the
prombtion of the idea to
the castto
area. The grant pays for50 per centof
The
BIA.
per
a maximum grant of $ 5,000
with
business group or association must come up
in
are
funds
start-up
the other 50 per cent. Once
local
hire
a
to
them
place, it is a,good idea to use
community
person — or someone from outside the
— to gather the necessary infarmat!an.

Once the BIA is operational, Market Study
Grants are available from the ministry to assist. in
the research needed to mount effect marlreting
cost
campaigns. The ministry will pay for half the
to a maximum grant of $ 5,000.

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BIA Renewal Grants
is not,
Once the term of the BIA expires, renewal
of the
resolution
simple
automatically achieved by
be
must
bylaw
BIA
board or council. A new

estabpassed and much of the groundwork done to
The
again.
done
lish the original BIA must, be
ministry will pay half of the cost of this work to a
maximum grant of $ 2,500.

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Market Study Grants
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fax 360-1642.
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A little help from friends

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