Blenheim BIA Special Board of Directors Meeting Minutes
Date: May 28, 2026
Time: 8:40 AM
Location: Virtual / Special Board Meeting
Attendance
Present
Andrew Tompsett
Jackie Patterson
Lisa Lucio
Steve VanEldick
Absentee Votes Received
Peter Laurie
Jen McDonald
Absent
Gregory Dennis
Anthony Ceccacci
Call to Order
The emergency meeting of the Blenheim BIA Board of Directors was called to order at 8:40 AM.
The purpose of the meeting was to discuss three time-sensitive matters related to Board leadership, Cherryfest fundraising operations, and Cherryfest branding.
Agenda Item 1:
Future of Executive Board Roles – Chair and Co-Chair Through 2026
Jackie Patterson advised the Board that she and Peter Laurie were comfortable sharing the responsibilities of Chair and Co-Chair for the remainder of 2026. Confirmation had previously been received from Judy Shantz, Director of Municipal Governance for the Municipality of Chatham-Kent, that the Board is not required to fill the vacant Chair and Co-Chair positions prior to the next election cycle.
Discussion was opened to the Board regarding whether the positions should be formally filled or whether duties should continue to be shared until elections.
Motion:
That Jackie Patterson and Peter Laurie continue to share the responsibilities of Chair and Co-Chair through the remainder of 2026, with elections for both positions to occur during the regular election process.
Vote: Carried Unanimously (6 in favour)
Agenda Item 2:
Cherryfest T-Shirt Sales and Payment Collection
The Board discussed requests that the Blenheim BIA become involved in collecting payments and administering sales for Cherryfest T-shirts.
Concerns were raised regarding the BIA's current bookkeeping capacity, audit requirements, payment processing limitations, and the administrative burden that would be created by managing shirt sales directly. Peter Laurie had previously expressed concerns in his role as Treasurer regarding the complexity this would add to financial reporting and reconciliation.
Following discussion, the Board agreed that the organization and administration of Cherryfest T-shirt sales should not be a responsibility of the Blenheim BIA.
Motion:
That Cherryfest T-shirt sales, administration, and organization be managed independently by Vernice Smith and not by the Blenheim BIA.
Vote:
In Favour: 5
Abstained: 1
Absent: 2
Motion Carried.
Agenda Item 3:
Cherryfest Branding and Logo Usage
The Board reviewed a proposed Cherryfest logo design created by Vernice Smith, Chair of the BDHS Parent Council.
Discussion centred on maintaining consistency in the established Cherryfest branding while respecting the independent fundraising efforts associated with the T-shirt initiative.
The Board agreed that the official Cherryfest logo and branding would remain unchanged. However, Vernice Smith would be permitted to utilize her custom design on merchandise associated with her independent fundraising efforts, provided such merchandise is not represented as official Blenheim BIA or official Cherryfest merchandise.
Motion:
That the official Cherryfest logo and branding remain unchanged, and that Vernice Smith be permitted to use her custom design on independently organized merchandise sales.
Vote:
In Favour: 5
Opposed: 1
Absent: 2
Motion Carried.
Adjournment
There being no further business, the meeting was adjourned.
Meeting Adjourned: 9:13 AM
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Follow Up Meeting with Volunteer
At request of the Board, Jackie Patterson held a follow up meeting on Friday, May 28, 2026 to meet with volunteer, Vernice Smith, and provided them with an update. The meeting helped to clarify roles and responsibilities, and provide direction related to the Cherryfest and any fundraising initiatives.
It was confirmed and understood by all parties that:
The Blenheim BIA will not be involved in the organization, administration, pre-sales, event-day sales, or direct collection of funds related to T-shirts, buttons, bags, or associated merchandise.
KDA (a local independent business) will be responsible for collecting all sales proceeds and managing merchandise transactions.
The current fundraising concept includes sponsorship advertising on the back of the shirts, with proceeds intended to support multiple charitable organizations within Chatham-Kent.
Following the event, KDA will deduct production costs and provide a donation to the Blenheim BIA.
Subject to municipal approval and compliance requirements, the BIA would then distribute any received funds equally among approved charitable organizations.
The Municipality of Chatham-Kent is currently reviewing the proposed structure to ensure compliance with applicable municipal policies and the BIA's obligations as a non-profit organization.
Any continuation of this arrangement will require approval by a majority vote of the Executive Board once municipal guidance has been received. TO BE DONE AT JUNE 3rd Meeting.
No further decisions were made regarding this matter pending municipal review and confirmation.
