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200326 BIA MIN1 Tillsonburg Business Improvement Area Meeting Minutes Board Meeting of Thursday, March 26th, 2020 TELECONFERENCE Time: 10:00 a.m. 1.CALL TO ORDER:Time: QUORUM:YES - Count members present 7/9 C. Pepper, M. Renaud, C. Tomico, K. Slattery, J. Tilson, M. Van Geer Truyde, M. Tedesco, D. Rasokas, D. Gilvesy Regrets: A. Hicks, C. Heutinck 2.ADOPTION OF THE AMENDED AGENDA: a.moved by: D. Gilvesy seconded by: M. Van Geer Truyde “And resolved that the agenda as prepared for the BIA Board of Management meeting for Thursday, March 26th, 2020 be adopted”. “Carried” 3.DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF: 4.ADOPTION OF THE MINUTES from the board meeting of February 20th, 2020 a.moved by: M. Tedesco seconded by: J. Tilson “And resolved that the minutes, as prepared for the OPEN SESSION meeting of February 20th, 2020 be adopted”. “Carried” b.moved by: M. Veer Geer Truyde seconded by: D. Gilvesy “And resolved that the minutes, as prepared for the CLOSED SESSION meeting of February 20th, 2020 be adopted”. 2 “Carried” 5.EVENTS AND MARKETING CO-ORDINATOR’S REPORT: The EMC delivered a detailed report including the curated boxes being sold via the Shopify platform. The EMC shared her video screen with the presentation of what was accomplished for the month. 6.BEAUTIFICATION COMMITTEE REPORT & UPDATE: The ED has asked M. Fenn & C. Nagy to join the committee to reconstitute the committee along with the Board Chair. The program will continue for 2020. We will undertake similar efforts to last year. We are still awaiting a decision from the town on the MOUD funding and agreement which has a significant bearing on what we do. We will be spending carefully & responsibly. The ED was clear about muting the efforts for 2020. M. Tedesco spoke about not putting the furniture. C. Pepper spoke about the MOU and that there is no resolution as of yet; and she queried if I had yet spoken with the new clerk. The ED has not made any commitments. The ED commented . The Board Chair then spoke about the initial meeting of the MOU meeting with the town back in February. Since that time, the Board Chair has said there has been a change in tone. Comment was then made about expectations in both the view of the town and the view of the BIA. C. Pepper spoke again about there being no resolution on the existing MOU negotiations. The Board Chair spoke about perhaps installing 50% of the planters compared with last year. The Board Chair also articulated that we need to communicate things clearly and succinctly. Several comments were made about ensuring we make Broadway look alive. The EMC suggested we have clear signage in the pots as to who is paying for them to be clear to managed expectations. 7.FINANCIAL REPORT: The treasurer reviewed the financial report as was prepared by the ED. The Treasurer was clear about that we should be expecting our full first quarter payment from the Town of Tillsonburg. The Treasurer presented the revised budget which removed the $11,600 for the month of April. The Treasurer also removed monies from the reserves account; beautifications and general operating expenses. The end result of these changes. is revenue neutral which anticipates no deficit. Funds on deposit at CIBC: as at 02/29/2020: $72,333.33; Funds on deposit at FirstOntario: as at 02/29/2020: $66,524.82 Total funds on hand as of 02/29/2020: $138,858.15. D. Gilvesy suggested that we extend the levy payment suspension into the entire month of May. Discussion ensued. Accounts receivable: Town of Tillsonburg – HST rebate from 2019: $20,063; Town of Tillsonburg – levy for 1st quarter: $34,862.50; Town of Tillsonburg – damage to BIA assets $1,804.20; Town of Tillsonburg – credit missing from acct: $1,797; Town of Tillsonburg – Sobey’s development fee $5,000 (2019+2020). D. Gilvesy suggested that we reallocate FIP monies to be used for emergency relief programs to the satisfaction of the Board. a. moved by: D. Gilvesy seconded by: D. Rasokas “Carried” 3 “And resolved that the BIA Board of Management hereby requests that the Town of Tillsonburg approves the reallocation of the 2020 FIP funds to be used for emergency relief programs in the BIA” 8.EXECUTIVE DIRECTOR’S REPORT: The ED reviewed the report and highlighted that the office rent is an issue and has increased significantly vs. what was in the original approved budget. The chart below summarizes as to how this will be dealt within the confines of existing budget footprint. Account: Description: Original budget: Forecasted actual: Better/worse than budget: 7130 Vehicle insurance $1,225 $638 $587 5000 Christmas lights $2,500 Nil $2,500 6320 Marketing misc. $5,460 $1,000 $4,460 Total: $1,820 7650 Office rent $3,600 $5,400 ($1,800) 8300 Capital projects $23,000 $7,000 $16,000 Other income $55,220 TBD BIA staff have undertaken the following cost-savings measures and budgetary adjustments commensurate with the removal of the funding for April 2020: 1.All advertising on hold except for no-cost social media. 2.All capital spending is on hold. 3.All office supply purchases are on hold. 4.All FIP projects are on hold. 5.All FIP design services are on hold. ED spoke with D. Frei March 20th. 6.Any remaining discretionary funds are on hold pending resolution of the health crisis. 9.MOUD with the Town of Tillsonburg: There were no comments on the report. 10.Façade Improvement Program project update: The ED reviewed the update and the Board Chair 11.A: COVID BUDGET DISCUSSION: The original discussion on waiving another month of levy for the month of May 2020 was pulled since we passed a separate resolution. a.Moved by: D. Rasokas Seconded by: D. Gilvesy “And resolved that the BIA Board of Management hereby requests that the Town of Tillsonburg approves the reallocation of the $62,000 of FIP funds to be used for emergency relief programs in the BIA” 4 “Carried” B.: COVID COMMUNICATION: The Board Chair spoke about the importance of the communication regarding the health crisis and the relief programs that are available. D. Gilvesy suggested that the information being disseminated should be coordinated so that the information is made more simple for businesses and BIA members. The Board Chair suggested that the ED would transition to more of an ambassadorial role to help people get their applications. There was a suggestion of task force to be created to deal with COVID- 19 on it’s own. This will include Councillor D. Gilvesy. 12. ROUNDTABLE: C. Pepper requested that we keep her in the loop with everything. D. Gilvesy thanked C. Pepper and the SLT for their efforts during the crisis as they are working long hours. 13.NEXT MEETING: Thursday, April 23rd, 2020 – 10:00 am via VIDEO TELECONFERENCE. 14.MOTION TO ADJOURN: Time of adjournment: 11:57 a.m. a.moved by: M. Van Geer Truyde “Carried”