200123 BIA AGD
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Tillsonburg Business Improvement Area
Meeting Agenda Board Meeting of Thursday, January 23rd, 2020
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, January 23rd, 2020 be adopted. 3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF:
4. ADOPTION OF THE MINUTES from the board meeting of December 19th, 2019 a. moved by: _______________ seconded by: _______________
“And resolved that the minutes, as prepared for the meeting of
December 19th, 2019 be adopted”. 5. DELEGATIONS: Guest – introduce Savana Todd, proposed new Turtlefest Co-ordinator
6. EVENTS AND MARKETING CO-ORDINATOR’S REPORT: a. Website is Live - Directory in Progress, Blog Posts in Pipeline, Additional Pages being created and published (media, sponsors, member benefits/resources)
b. Events - Schedule, Event Descriptions, Logos, Promo Postcards, and Member
Involvement Forms created c. Sponsorships - Banner Mock-ups created, working on Sponsor Levels/Benefits and Truck Mock-up d. Media Relations - Making habit of creating Releases for new
opportunities/efforts. First attempt was picked up by The Tillsonburg News
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e. Social Media - Finding unique stories to tell/share on social media (Ex. Lord of the Wings, Bakery making a themed treat for musician visiting radio station, etc)
-Bumping up efforts and consistency of BIA written posts paired with Member Generated Content f. BIA Associate Member Program - Way to generate revenue from vendors, keep in communication with vendors, foster relationships with potential renters/full members
g. Electronic Bulletin Board (EBB) status update: software and help-desk issues, verbal report 7. FINANCIAL REPORT:
Funds on deposit at CIBC: as at 12/31/2019: $98,064.29 Funds on deposit at First-Ontario: as at 12/31/2019: $65,853.73 Total funds on hand as of 12/31/2019: $163,918.02 Remaining funds due to the BIA from the Town: Sobey’s: $2,500 + HST rebate of $20,063 +/- .
There are no unforeseen issues. The ED will be following up with town Finance Dept. about various matters relating to the payment issues in 2019. FIP payment forecast is changed to reflect the carryover of the Goosens project into 2020.
8. 2020 BUDGET: The Board Chair presented an outline and summary of the 2020 budget at Town Council on Monday, January 13th. Council approved the BIA financial plan as presented. Mayor Molnar commented on the reduction of beautification spending in 2020 vs. prior year. BC explained the capital cost of tables and chairs, planters, umbrella stands and other items is largely a one-time
expense. Mayor Molnar then asked about items that may need to be replaced due to wear and tear. 9. TURTLEFEST BUDGET & COMMITTEE UPDATE: In accordance with board agreement and direction; the 2020 Turtlefest budget is attached for review and if
amenable; approval by the board. (ENCL.) Subject to BIA budget approval; Savana Todd will be the new Festival Co-ordinator at a reduced contractual agreement of $5,500 for the 2020 festival. The contract includes a clause for financial incentives based upon large sponsorships attaining $45,000 or more at a 10% commission rate in main event funding above that which is budgeted.
a. MOTION: moved by: _______________ seconded by: _______________ “And resolved that the budget for Turtlefest 2020 be approved as presented”.
10. EXECUTIVE DIRECTOR’S REPORT: The ED is still awaiting a response from ADP regarding control “toggles” for the proposed payroll system. This will be brought back to the February 2020 board meeting. The ED has been contacting
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additional retirement vendors for options and will report back at the February meeting. Due to the lead time involved with plan design for the
medical/dental/life benefits and for only 2 people; this had led to difficulty in getting timely or relevant quotations. The priorities for the first quarter are to ensure the events and marketing calendar are laid out for the first half of year. The beautification team will be meeting on the work plan for 2020. The ED met with the THC on January 8th. They will be making a financial contribution to the
2020 beautification plan. The office has been re-configured to accommodate the EMC. Funding applications are being prepared and will be submitted for the requisite deadlines. Efforts will also be focused on attainment of the revenue targets for ancillary metrics including the leveled sponsorship program. The ED has had many meetings to ensure the work plan progresses as was approved by
the board. Feedback from the members has been excellent. The ED also met with Pedlar’s Quay proprietor K. Miggens to discuss BIA business. 11. MOUD with the Town of Tillsonburg. D. Rasokas, C. Tomico, M. Renaud and D. Gilvesy will meet to work on internal BIA positions and costs for discussion
with the Town of Tillsonburg. There were discussions about having the outline of said MOUD being a “reverse direction” where the BIA would be paid a fee from the town for stated services. In progress. 12. Turtlefest MOUD – this will be emailed for board review and approval upon
completion of the Turtlefest due diligence under review. As discussed at the Town budget meeting of January 20th, 2020; the intent is to ensure proper financial management while mitigating all risks to both the BIA and Turtlefest. 13. Façade Improvement Program update: Awaiting final inspection of the Jesse
Goosen’s project in the old Hurley’s building. Final hold-back cheques have been paid to Cameron and Curtis from 2017/2018. Ron Van Den Brink e-mailed the ED on January 10th to advise they would be actioning their project for 2020 with respect to Willaert Appliance.
14. ROUNDTABLE: 15. NEXT MEETING: a. Regular: Thursday, February 20th, 2020 at Carriage Hall – 7:00 am
breakfast, 7:30 am meeting 16. MOTION TO ADJOURN: Time of adjournment: __________ a.m. a. moved by: _______________ b. seconded by: ________________
Turtlefest 2020 Proposed budget
*revised/edited: January 18th, 2020
Fiscal year January 1st - December 31st, 2020
Revenue 2019 Actual 2020 Proposed
Sponsorships Town of Tillsonburg 10,000.00$ 10,000.00$ *Town approved: Mon. Jan 20th, 2020
Tillsonburg Hydro 3,500.00$ 3,500.00$
Discover Tillsonburg 2,000.00$ 2,000.00$
BIA 5,000.00$ 2,500.00$
Rogers 15,000.00$ 15,000.00$
Top tier sponsors
Shaws, KIA, My Motors 36,975.00$ 40,000.00$
Hayhoe, DeGroote-Hill,
Garden Gate, TA Thomson
Total 72,475.00$ 73,000.00$
Other income:Silent auction 1,794.00$ 2,500.00$
Vendors 2,285.00$ 3,500.00$
Merchandise sales 665.00$ 1,500.00$
Block Party VIP area -$ 5,000.00$
Other government funding -$ 2,500.00$
Admission fees (park)6,858.00$ -$
sub-total:11,602.00$ 15,000.00$
Total revenues:84,077.00$ 88,000.00$
Expenses:Notes:
Block Party - live music (concert)15,000.00$ 16,950.00$
Block Party - entertainment 11,553.00$ 9,040.00$
Block Party miscellaneous -$ 1,113.00$
Saturday - entertainment 11,015.00$ 9,040.00$
Saturday - inflatables 23,011.00$ 14,083.00$
Logistics 11,100.00$ 5,650.00$ *Need to determine what this represents
Volunteer meals 350.00$ 385.00$
Dog Show ? (only Sunday event)1,600.00$ 1,600.00$
Contract staff 14,000.00$ 5,500.00$ *To be paid after the event.
Insurance 1,215.00$ 1,484.00$
Merchandise 3,224.00$ 1,113.00$
Office expenses 776.00$ 423.75$ *Some donated.
Advertising: radio & print 5,361.00$ 5,085.00$
Signage 4,229.00$ 3,390.00$ *Some donated.
Contingency -$ 4,146.51$ *5% of projected costs
Repayment of town loan -$ 7,000.00$ *To be paid on or about July 31st, 2020
Repayment of Fraser loan 2,500.00$ *To be paid on or about April 30th, 2020
Appreciation Event -$ -$ *Donated
Accounting fees -$ 565.00$
Permits & licencing -$ 508.50$
Total expenses:102,434.00$ 89,576.76$
HST rebate:-$ 6,103.22-$ *92% of HST is recoverable.
Net profit (loss)18,357.00-$ 4,526.46$
(loss)profit
Turtlefest 2020 Proposed budget
*revised/edited: January 18th, 2020
Fiscal year January 1st - December 31st, 2020
Revenue 2019 Actual 2020 Proposed
Sponsorships Town of Tillsonburg 10,000.00$ 10,000.00$ *Town approved: Mon. Jan 20th, 2020
Tillsonburg Hydro 3,500.00$ 3,500.00$
Discover Tillsonburg 2,000.00$ 2,000.00$
BIA 5,000.00$ 2,500.00$
Rogers 15,000.00$ 15,000.00$
Top tier sponsors
Shaws, KIA, My Motors 36,975.00$ 40,000.00$
Hayhoe, DeGroote-Hill,
Garden Gate, TA Thomson
Total 72,475.00$ 73,000.00$
Other income:Silent auction 1,794.00$ 2,500.00$
Vendors 2,285.00$ 3,500.00$
Merchandise sales 665.00$ 1,500.00$
Block Party VIP area -$ 5,000.00$
Other government funding -$ 2,500.00$
Admission fees (park)6,858.00$ -$
sub-total:11,602.00$ 15,000.00$
Total revenues:84,077.00$ 88,000.00$
Expenses:Notes:
Block Party - live music (concert)15,000.00$ 16,950.00$
Block Party - entertainment 11,553.00$ 9,040.00$
Block Party miscellaneous -$ 1,113.00$
Saturday - entertainment 11,015.00$ 9,040.00$
Saturday - inflatables 23,011.00$ 14,083.00$
Logistics 11,100.00$ 5,650.00$ *Need to determine what this represents
Volunteer meals 350.00$ 385.00$
Dog Show ? (only Sunday event)1,600.00$ 1,600.00$
Contract staff 14,000.00$ 5,500.00$ *To be paid after the event.
Insurance 1,215.00$ 1,484.00$
Merchandise 3,224.00$ 1,113.00$
Office expenses 776.00$ 423.75$ *Some donated.
Advertising: radio & print 5,361.00$ 5,085.00$
Signage 4,229.00$ 3,390.00$ *Some donated.
Contingency -$ 4,146.51$ *5% of projected costs
Repayment of town loan -$ 7,000.00$ *To be paid on or about July 31st, 2020
Repayment of Fraser loan 2,500.00$ *To be paid on or about April 30th, 2020
Appreciation Event -$ -$ *Donated
Accounting fees -$ 565.00$
Permits & licencing -$ 508.50$
Total expenses:102,434.00$ 89,576.76$
HST rebate:-$ 6,103.22-$ *92% of HST is recoverable.
Net profit (loss)18,357.00-$ 4,526.46$
(loss)profit
CIBC Account Statement
TILLSONBURG BUSINESS IMPROVEMENT
AREA
The names shown are based on our current records, as of January 17,
2020. This statement does not reflect any changes in account holders
and account holder names that may have occurred prior to this date.
For Dec 1 to Dec 31, 2019
Account number
66-36217
Branch transit number
03072
Account summary Contact information
Opening balance on Dec 1, 2019 $21,413.34
Withdrawals -12,988.03
Deposits +19,304.67
Closing balance on Dec 31, 2019 =$27,729.98
1 800 465 CIBC (2422)
Contact us by phone for questions
on this update, change of personal
information, and general inquiries,
24 hours a day, 7 days a week.
TTY hearing impaired
1 800 465 7401
Outside Canada and the U.S.
1 902 420 CIBC (2422)
www.cibc.com
Transaction details
Date Description Withdrawals ($)Deposits ($)Balance ($)
Dec 1 Opening balance $21,413.34
Dec 2 DEPOSIT 1,368.50 22,781.84
WITHDRAWAL 777.89 22,003.95
CHEQUE 34707369 55 421.11 21,582.84
CHEQUE 34707372 56 319.24 21,263.60
Dec 5 CHEQUE 75705893 58 4,302.83 16,960.77
Dec 10 MISC PAYMENT
000414706247870
EVENTBRITE, INC
414.70 17,375.47
Dec 13 CHEQUE 72593552 59 1,845.00 15,530.47
Dec 20 MISC PAYMENT
000000790257019
CORP TOWN OF TILLSONBURG
17,126.47 32,656.94
CHEQUE 75520169 61 2,486.00 30,170.94
Dec 23 CHEQUE 78016808 66 961.50 29,209.44
Dec 30 CHEQUE 75717221 60 150.00 29,059.44
CHEQUE 75717428 49 150.00 28,909.44
CHEQUE 75717431 44 140.00 28,769.44
(continued on next page)
10774E BUS-2018/09 Page 1 of 2
Transaction details (continued)
Date Description Withdrawals ($)Deposits ($)Balance ($)
Dec 30 Balance forward $28,769.44
Dec 31 DEPOSIT 395.00 29,164.44
WITHDRAWAL 1,395.96 27,768.48
ACCOUNT FEE 35.00 27,733.48
PAPER STMNT FEE
PER STATEMENT
1.0
3.50 27,729.98
Closing balance $27,729.98
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 Dec 1 to Dec 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 January 17,
2020. This statement does not reflect any changes in account holders
and account holder names that may have occurred prior to this date.
For Dec 1 to Dec 31, 2019
Account number
66-36616
Branch transit number
03072
Account summary Contact information
Opening balance on Dec 1, 2019 $70,291.66
Withdrawals -0.00
Deposits +42.65
Closing balance on Dec 31, 2019 =$70,334.31
1 800 465 CIBC (2422)
Contact us by phone for questions
on this update, change of personal
information, and general inquiries,
24 hours a day, 7 days a week.
TTY hearing impaired
1 800 465 7401
Outside Canada and the U.S.
1 902 420 CIBC (2422)
www.cibc.com
Transaction details
Date Description Withdrawals ($)Deposits ($)Balance ($)
Dec 1 Opening balance $70,291.66
Dec 31 INTEREST
BIGA DAILY CREDIT INTEREST
DECEMBER 2019
42.65 70,334.31
Closing balance $70,334.31
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 Dec 1 to Dec 31, 2019
Account number: 66-36616
Branch transit number: 03072
10774E BUS-2018/09 Page 2 of 2