191121 BIA AGD
1
Tillsonburg Business Improvement Area
Meeting Agenda
Board Meeting of Thursday, November 21st, 2019
Carriage Hall 7:30 am – 9:30 am Breakfast at 7:00 am
1. CALL TO ORDER: Time: _______
QUORUM: Count members present
Guests present:
___________________________________________
_____________________
2. ADOPTION OF THE AGENDA:
a. moved by: ______________ seconded by: _____________
And resolved that the agenda as prepared for the BIA Board of
Management meeting for Thursday, November 21st, 2019 be adopted.
3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE
THEREOF:
4. ADOPTION OF THE MINUTES from the board meeting of October 24th, 2019
a. moved by: _______________ seconded by: _______________
And resolved that the minutes, as prepared for the meeting of
October 24th, 2019 be adopted.
5. DELEGATIONS: Dan Locke, Manager of Public Works – Subject: Downtown
snow removal/new accessible parking (15 minutes)
6. FINANCIAL REPORT:
Funds on deposit at CIBC: as at 10/31/2019: $99,628.18
Funds on deposit at First-Ontario: as at 10/31/2019: $65,914.28
Total funds on hand as of 10/31/2019: $165,542.46
Remaining funds due to the BIA from the Town: Sobey’s: $2,500 + YTD
shortfall from incorrect EFT: $12,465.75 + Rona overpayment
discrepancy: $1,600 + Q4 payment: $34,155.45 + HST reimbursement: +/-
$21,000 = $71,721.20
The invoice for Staples Corporate for the aluminum slat chairs has finally
been received and will be paid with December’s payables. All FIP
payments to David Frei have been made for 2019 projects. Depending
2
upon timing, there may be two additional projects requiring payment prior
to Fiscal Year end 2019.
7. 2020 BUDGET: The board-approved budget now moves to the AGM
presentation in December. Any questions or comments from the board? See
attached AGM agenda.
8. AGM preparations: The award winners and finalists were determined by the
Promotions Committee. The crystal/glass awards have been ordered. The
award winners are confidential. No one other than the Promotions Committee
members will know who has won until the AGM award ceremony. The BIA staff
will be sending out written confirmations of the three finalists in each category
with the intent of having them be present for the award presentations. Due to a
conflict with dates, availability and attendance requirements, the event has been
moved to the Royal Canadian Legion Branch 153, 10 Durham Street,
Tillsonburg. Hard copies of the 2020 budget and business plan documents will
be available for pick-up at the BIA offices; Town Clerk’s office, the Town
Customer Service Centre and there will also be ads online, via Constant Contact,
e-mail and by special request. Follow-up required: Discussion as to who does
what on the night of the AGM – flow, MC, award presenters, etc. Discussion.
9. EXECUTIVE DIRECTOR’S REPORT: The ED met with Nick Kinkel, new
OMAFRA representative for Oxford County on Friday, November 15, 2019. This
meeting was very informative and fruitful. The ED gave Mr. Kinkel a copy of the
2020 budget and business plans. Also, the Trillium Foundation grant deadlines
as follows for 2020 intakes: (these program intakes offer a potentially large pool
of funds for various BIA initiatives that have been discussed throughout 2019 &
also in the 2020 budget document(s).
Grow Grants
Application deadline: November 27, 2019, 5 PM ET.
Seed Grants
Application deadline: February 26, 2020, 5 PM ET.
Grow Grants
Application deadline: August 12, 2020, 5 PM ET.
Capital Grants
Application deadline: November 18, 2020, 5 PM ET.
BIA staff will be preparing several applications for various projects in 2020; and
we will be keeping the board apprised of such applications and results. These
applications will apply only to those projects discussed and approved in the
budget documents. Any additional projects above and beyond the budget will
come back to the board for approval(s). Turtlefest update: the ED and EMC
continue to work on all efforts regarding this festival. The event will primarily be 2
days only with a third day of limited activities on Father’s Day to include the
3
Canine Water show. Rogers Radio representing Country 107.3/Easy 101.3
made a presentation and request for feedback at the Turtlefest committee
meeting. The committee has asked Rogers Radio for $15,000 for the 2020
event. Rogers wants to spend $8,000 to hire one top-notch performer and then
have a contest for a local act to be the opening entertainment before the main
band/act performs. There was a lengthy discussion about locating a DJ after the
live music was complete to keep the crowd engaged in the downtown south area.
The DJ is proposed to be located proximate to Nectar so that the disassembly of
the stage and sound equipment can be properly facilitated without delays or
interference with the rest of the Block Party event. The committee will also be
working with local partners on the VIP area to maximize visibility and
sponsorship(s). There will be separate sub-committees for each of HR, Finance
and Sponsorships for Turtlefest 2020. The ED and EMC will keep the board
apprised of further developments. The ED will be bringing a board report to the
December meeting outlining a possible MOU with the Turtlefest Committee in
terms of providing more structured support and use of our CRA number to get
the HST back since it’s a community event and it’s primarily a BIA event on
Friday night. The ED and EMC recommends that we prepare a “Year in Review”
presentation for Town Council either before or after the 2020 budget
presentation. The ED will be meeting with Dianne Hodges of Tillsonburg Legion
Branch 153 regarding feedback and next steps on the beautification in and
around the Cenotaph area. This was a requirement of the Legion approving our
plan for 2019.
The ED is concerned about the lack of proper process and communication
regarding the Town Hall project. The ED will provide further information to the
Board at the juncture when it is timely to provide a position statement on the
proposal(s) and timeline(s).
10. EVENTS AND MARKETING CO-ORDINATOR’S REPORT: Update on all
activities including the planning and execution of remaining 2019 initiatives:
a. BIA sponsorship of the Optimist/Christmas Parade: verbal update.
b. BIA AGM awards – voting completed – video presentations will be made
at the AGM.
c. Christmas Crawl upcoming December 6th: plan update.
d. Detailed 2020 planning underway. There are a number of learnings from
various BIA members regarding the coordination of activities to boost
downtown traffic. i.e. Tranquility/Trinkets schedule their open hours on the
same dates/times which seems to increase participation rates.
e. Social media metrics update: verbal
f. Questions and answers.
11. Façade Improvement Program update: Two projects are in progress as
discussed in the financial update. There are no concerns at this time. Projects
require completion and inspection prior to any funds being released as per
normal process and protocols.
4
12. ROUNDTABLE:
13. NEXT MEETINGS:
a. Regular: Thursday, December 19th, 2019 at Carriage Hall – 7:00 am
breakfast, 7:30 am meeting
b. Annual General Meeting: Tuesday, December 3rd. 2019 – Revised &
proposed agenda attached.
14. MOTION TO ADJOURN: Time of adjournment: __________ a.m.
a. moved by: _______________ b. seconded by: ________________
CIBC Account Statement
TILLSONBURG BUSINESS IMPROVEMENT
AREA
The names shown are based on our current records, as of November 15,
2019. This statement does not reflect any changes in account holders
and account holder names that may have occurred prior to this date.
For Oct 1 to Oct 31, 2019
Account number
66-36217
Branch transit number
03072
Account summary Contact information
Opening balance on Oct 1, 2019 $39,458.90
Withdrawals -12,494.15
Deposits +2,413.02
Closing balance on Oct 31, 2019 =$29,377.77
1 800 465 CIBC (2422)
Contact us by phone for questions
on this update, change of personal
information, and general inquiries,
24 hours a day, 7 days a week.
TTY hearing impaired
1 800 465 7401
Outside Canada and the U.S.
1 902 420 CIBC (2422)
www.cibc.com
Transaction details
Date Description Withdrawals ($)Deposits ($)Balance ($)
Oct 1 Opening balance $39,458.90
Oct 1 WITHDRAWAL 09772
NORWICH BANKING CENTRE
2,274.89 37,184.01
CHEQUE 72472451 1 400.00 36,784.01
Oct 3 CHEQUE 34086087 46 315.93 36,468.08
CHEQUE 34086105 42 3,766.66 32,701.42
CHEQUE 75276968 43 807.66 31,893.76
Oct 7 CHEQUE 34793373 38 508.50 31,385.26
CHEQUE 34814244 28 272.29 31,112.97
Oct 11 MISC PAYMENT
000000773641910
CORP TOWN OF TILLSONBURG
2,413.02 33,525.99
CHEQUE 72447167 40 11.30 33,514.69
Oct 16 CHEQUE 78195398 39 3,718.07 29,796.62
Oct 25 CHEQUE 78287900 45 380.35 29,416.27
Oct 31 ACCOUNT FEE 35.00 29,381.27
(continued on next page)
10774E BUS-2018/09 Page 1 of 2
Transaction details (continued)
Date Description Withdrawals ($)Deposits ($)Balance ($)
Oct 31 Balance forward $29,381.27
PAPER STMNT FEE
PER STATEMENT
1.0
3.50 29,377.77
Closing balance $29,377.77
Important: This statement will be considered correct if you do not report errors, omissions or irregularities in entries and
balances to CIBC in writing within 30 days from last date of the statement period covered by a previously issued regular
statement where such period included the date the entry was, or should have been, posted.
This rule does not apply to improper credits to your account. Your rights under your business account operation agreement to
verify and notify CIBC of account errors, omissions or irregularities do not apply to this statement which is for information or
replacement purposes only.
*Foreign Currency Conversion Fee:
If you withdraw foreign currency from a bank machine located outside Canada, you are charged the same conversion rate
CIBC is required to pay plus an administration fee, which is disclosed in the CIBC's current Business Account Service Fees
brochure, a copy of which is available at any CIBC branch in Canada (this is in addition to any transaction fee applicable to the
withdrawal and the network fee).
TM Trademark of CIBC
® Registered trademark of CIBC
® Interac is a registered trademark of Interac Inc./CIBC Licensee
CIBC Account Statement Oct 1 to Oct 31, 2019
Account number: 66-36217
Branch transit number: 03072
10774E BUS-2018/09 Page 2 of 2
CIBC Account Statement
TILLSONBURG BUSINESS IMPROVEMENT
AREA
The names shown are based on our current records, as of November 15,
2019. This statement does not reflect any changes in account holders
and account holder names that may have occurred prior to this date.
For Oct 1 to Oct 31, 2019
Account number
66-36616
Branch transit number
03072
Account summary Contact information
Opening balance on Oct 1, 2019 $70,207.81
Withdrawals -0.00
Deposits +42.60
Closing balance on Oct 31, 2019 =$70,250.41
1 800 465 CIBC (2422)
Contact us by phone for questions
on this update, change of personal
information, and general inquiries,
24 hours a day, 7 days a week.
TTY hearing impaired
1 800 465 7401
Outside Canada and the U.S.
1 902 420 CIBC (2422)
www.cibc.com
Transaction details
Date Description Withdrawals ($)Deposits ($)Balance ($)
Oct 1 Opening balance $70,207.81
Oct 31 INTEREST
BIGA DAILY CREDIT INTEREST
OCTOBER 2019
42.60 70,250.41
Closing balance $70,250.41
10774E BUS-2018/09 Page 1 of 2
Important: This statement will be considered correct if you do not report errors, omissions or irregularities in entries and
balances to CIBC in writing within 30 days from last date of the statement period covered by a previously issued regular
statement where such period included the date the entry was, or should have been, posted.
This rule does not apply to improper credits to your account. Your rights under your business account operation agreement to
verify and notify CIBC of account errors, omissions or irregularities do not apply to this statement which is for information or
replacement purposes only.
*Foreign Currency Conversion Fee:
If you withdraw foreign currency from a bank machine located outside Canada, you are charged the same conversion rate
CIBC is required to pay plus an administration fee, which is disclosed in the CIBC's current Business Account Service Fees
brochure, a copy of which is available at any CIBC branch in Canada (this is in addition to any transaction fee applicable to the
withdrawal and the network fee).
TM Trademark of CIBC
® Registered trademark of CIBC
® Interac is a registered trademark of Interac Inc./CIBC Licensee
CIBC Account Statement Oct 1 to Oct 31, 2019
Account number: 66-36616
Branch transit number: 03072
10774E BUS-2018/09 Page 2 of 2