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200326 BIA AGD 1 Tillsonburg Business Improvement Area Meeting Agenda Board Meeting of Thursday, March 26th, 2020 TELECONFERENCE Time: TBD 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, March 26th, 2020 be adopted”. 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: _______________ seconded by: _______________ “And resolved that the minutes, as prepared for the OPEN SESSION meeting of February 20th, 2020 be adopted”. “And resolved that the minutes, as prepared for the CLOSED SESSION meeting of February 20th, 2020 be adopted”. 5. EVENTS AND MARKETING CO-ORDINATOR’S REPORT: a. Website & social media – presentation on metrics, traffic & feedback 2 b. Printing costs: The ED acquired a new EPSON colour graphics printer at Staples for $179 net of HST. This printer allows poster size printing as large as 13” x 19”. c. Update on events recently held: International Women’s Day; Enchanted Eats Café d. Sponsorships: treading carefully on this until the health crisis stabilizes. e. Media releases issued this month – discussion. f. Electronic Bulletin Board (EBB) status update: Venison Street requires a new transmitter which is on order. It will need to be serviced by the manufacturer. Mineral Springs works fine. 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. 7. FINANCIAL REPORT: 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 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) 8. EXECUTIVE DIRECTOR’S REPORT: First and foremost; we need to be supporting our BIA members through this difficult period in history. We need to find ways to get the information and 3 program details on all financial assistance that is available. This needs to be job one. We also need to ensure that there is a dialogue to help those that are in difficulty in keeping their doors open. We need to encourage open communication between tenants and landlords. Work truck update: The truck was picked up from DeGroote-Hill on Tuesday, March 10th. The EMC and ED focused on getting the truck graphics completed ASAP. Awaiting proper hi-res logos from all sponsors. There was difficulty in registering the truck given new MTO rules for sub-fleeting and use of the Town’s RIN#. We now have our own RIN#201523687 which is a sub-fleet of the Town’s RIN#047008744. The truck lease payments are $507.13/month - $6,085.56/year – the revenue for the truck is $6,750 for 2020. The additional revenue is also enough to cover the insurance premium for 2020. The goal for 2021 will be to replicate this again. Work truck insurance: Kyle Pratt, new Town of Tillsonburg CAO approved the new truck to be insured through the Town’s existing policy with Frank Cowan Insurance. The cost is $638 for 2020 year which results in savings of $587 from the budget. Work truck policy/mileage tracking: The truck may only be driven by the two existing BIA staff. The ED has requested an ESSO 6 cent/litre discount card and account through the Chamber of Commerce membership program. New businesses update: ED and EMC attended lunch on the first day of opening of the Enchanted Eats Café. Office rental agreement update: The ED received an email from the landlord, (Chamber of Commerce); with notice of a significant rental increase driven by the space requirement of the EMC (cubicle) and increase in the head tenancy with the landlord. The base rental calculation for 2020 was $3,600 which was forecasted in the budget. The new proposed lease is $5,400 per annum which is the result of an extra $150 per month for the EMC workspace. In order to mitigate this increase in the budget for operating costs; the ED has made adjustment to the 2020 full-year budget to accommodate for this unexpected increase. Correspondingly, the following changes are suggested to be made to the budget for 2020 as per below: 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 4 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. ED has met with the following during the past month: New Town Clerk – Michelle Smibert (2); Barb Breck – new owner Enchanted East Café; Tillsonburg Horticultural Society – twice; Garden Gate – twice; New Town CAO – twice; Strathallen Group – (3); Tillsonburg Horticultural Society; and many/various business owners in the downtown area. 9. MOUD with the Town of Tillsonburg: Awaiting a formal response from the Town of Tillsonburg. An e-mail was received by R. Cox indicating a change in position from the town vs. previous communications. ED will keep the board apprised of developments. 10. Façade Improvement Program project update: The full Façade Improvement Committee met on Thursday, and the ED met with Nicole Claus for a full budget review. The town has not allocated or accounted for any of the design costs for Juri Berzins or David Frei since the beginning of the program. This explains the wide variation in accounting of the funds since 2013. The total design costs from program inception in 2013 to December 31st, 2019 is $43,864.87. We will keep this updated from now on. 11. ROUNDTABLE: open discussion. 5 12. NEXT MEETING: Thursday, April 23rd, 2020 – TIME AND VENUE TBD pending COVID-19. 13. MOTION TO ADJOURN: Time of adjournment: __________ a. moved by: _______________ b. seconded by: ________________ b. 1 Tillsonburg Business Improvement Area MINUTES – OPEN SESSION Board Meeting of Thursday, February 20th, 2020 Carriage Hall 7:30 am – 9:30 am Breakfast at 7:00 am 1. CALL TO ORDER: Time: 7:34 am QUORUM: 5/9 Members present: C. Tomico; D. Gilvesy; J. Tilson; M. Van Geer Truyde; M. Tedesco; Staff present: M. Renaud; K. Slattery; C. Pepper (town) Regrets: D. Rasokas; A. Hicks; C. Heutinck; W. Cameron 2. ADOPTION OF THE AGENDA: a. moved by: M. Van Geer Truyde seconded by: M. Tedesco And resolved that the agenda as AMENDED for the BIA Board of Management meeting for Thursday, February 20th, 2020 be adopted. The amended agenda includes TWO closed session items. 3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF: 4. ADOPTION OF THE OPEN SESSION MINUTES from the board meeting of January 23rd, 2020 a. moved by: D. Gilvesy seconded by: J. Tilson “And resolved that the minutes, as prepared for the OPEN SESSION meeting of February 20th, 2020 be adopted”. 5. ADOPTION OF THE CLOSED SESSION MINUTES from the board meeting of January 23rd, 2020 2 b. moved by: D. Gilvesy seconded by: J. Tilson “And resolved that the minutes, as prepared for the CLOSED SESSION meeting of February 20th, 2020 be adopted”. 6. MOTION TO MOVE INTO CLOSED SESSION: Time: 7:35 a.m. “And resolved that Board of Management moves into CLOSED SESSION for the purposes of discussing matters to employee negotiations”. 7. MOTION TO MOVE BACK INTO OPEN SESSION: Time: 8:24 a.m. 8. EVENTS AND MARKETING CO-ORDINATOR’S REPORT: The EMC delivered the monthly report. There was a slide presentation. The Board Members made several positive comments about the accomplishments for the period. There were no questions. 9. FINANCIAL REPORT: The board received the report. The Board Treasurer was absent for the meeting. The ED delivered the report. There was some discussion about outstanding items. The board accepted the report with no changes. The ED will follow-up with all outstanding items. 10. FIP RENDERING AGREEMENT AND COST: The board accepted the new fee proposal from Southridge Concept renderings as presented. The Board Chair spoke clearly about the excellent value that was received for the monies spent. The ED also highlighted the quality of the work vs. the previous contractor. 11. EXECUTIVE DIRECTOR’S REPORT: The ED provided a detailed update. The board directed two items to be discussed in closed session relating to benefits and retirement plan for the 2 BIA full-time staff. The office rent was discussed. The ED will furnish additional information to the board as it is provided by the Chamber of Commerce. ADP has confirmed an upset limit for payroll processing to safeguard against any potential manipulation of payroll processing. The board approved the work truck lease agreement for a period of 24 months beginning March 2020 – March 2022 at a net annual cost of $6,058 per annum. This cost is fully recovered through annual sponsorships. There will still need to be a graphics/colour printer purchased for the EMC. The ED discussed the number of out of zone businesses that would like to be associate members of the BIA. 3 MOUD with the Town of Tillsonburg: The board was advised as to the status of the negotiations. The Board Chair indicated we were awaiting a response from the Town of Tillsonburg. Façade Improvement Program project update: The ED gave an update to the program and there were no questions. There is a lot of interest in 2020. The tracking spreadsheets have been updated to include the designer/renderings costs back to 2013. 12. ROUNDTABLE: open discussion. a. NEXT MEETING: Thursday, March 26th – Carriage Hall – 7:30 am 13. MOTION TO ADJOURN: Time of adjournment: 9:34 a.m. a. moved by: M. Van Geer Truyde b. seconded by: J. Tilson Motion to advise the Town of Tillsonburg Finance Department on BIA financial management decisions Moved by: D. Rasokas and Seconded by: D. Gilvesy Signed: D. Rasokas Signed: D. Gilvesy And resolved that the Board of Management of the Tillsonburg BIA hereby requests that the Town of Tillsonburg pays the full value of the 1st Quarter 2020 levy payment due to the BIA and further; the Board of Management directs the town to reduce the 2nd Quarter levy payment by $11,620.83 from the original full-year budget of $139,450. The BIA requests that the Town of Tillsonburg reduces the 2nd quarter levy charge on the 2nd quarter tax bill; to all BIA assessed properties by the aggregate value of $11,620.83. This reduction provides immediate relief to affected BIA properties for the month of April 2020. The BIA Board of Management further requests confirmation of said resolution contained herein and the subsequent decision by municipal council, forthwith. Carried: X Defeated:__ Approved by: CARRIED BY E-VOTE: 1:20 PM MARCH 21, 2020 Motion to request that the Town of Tillsonburg declare a local “State of Emergency” Moved by: J. Tilson and Seconded by: M. Van Geer Truyde Signed: J. Tilson Signed: M. Van Geer Truyde And resolved that Board of Management of the Tillsonburg BIA; by unanimous vote; hereby requests that the Mayor of the Town of Tillsonburg to declare a local “State of Emergency”. Carried: X Defeated:__ Approved by: Cedric Tomico CARRIED BY E-VOTE 1:17 PM MARCH 21ST, 2020 CIBC Account Statement TILLSONBURG BUSINESS IMPROVEMENT AREA The names shown are based on our current records, as of March 13, 2020. This statement does not reflect any changes in account holders and account holder names that may have occurred prior to this date. For Feb 1 to Feb 29, 2020 Account number 66-36217 Branch transit number 03072 Account summary Contact information Opening balance on Feb 1, 2020 $46,556.22 Withdrawals -17,449.64 Deposits +2,838.52 Closing balance on Feb 29, 2020 =$31,945.10 1 800 465 CIBC (2422) Contact us by phone for questions on this update, change of personal information, and general inquiries, 24 hours a day, 7 days a week. TTY hearing impaired 1 800 465 7401 Outside Canada and the U.S. 1 902 420 CIBC (2422) www.cibc.com Transaction details Date Description Withdrawals ($)Deposits ($)Balance ($) Feb 1 Opening balance $46,556.22 Feb 4 CHEQUE 78077126 77 977.50 45,578.72 Feb 6 IN-BRANCH TRANSFER001727433467 4500*********940 217.82 45,360.90 CHEQUE 72869594 84 333.33 45,027.57 CHEQUE 72869597 86 560.00 44,467.57 Feb 10 DEPOSIT 500.00 44,967.57 Feb 12 PRE-AUTH DEBIT 000000000000000 PAYROLL PWE BUSINESS PAD 4,397.39 40,570.18 Feb 18 DEPOSIT 644.00 41,214.18 CHEQUE 78382328 85 7,000.00 34,214.18 Feb 20 DEPOSIT 140.00 34,354.18 Feb 21 DEPOSIT 1,500.00 35,854.18 Feb 26 DEPOSIT 54.52 35,908.70 PRE-AUTH DEBIT 000000000000000 PAYROLL PWE BUSINESS PAD 3,928.60 31,980.10 (continued on next page) 10774E BUS-2018/09 Page 1 of 2 Transaction details (continued) Date Description Withdrawals ($)Deposits ($)Balance ($) Feb 26 Balance forward $31,980.10 Feb 28 ACCOUNT FEE 35.00 31,945.10 Closing balance $31,945.10 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 Feb 1 to Feb 29, 2020 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 March 13, 2020. This statement does not reflect any changes in account holders and account holder names that may have occurred prior to this date. For Feb 1 to Feb 29, 2020 Account number 66-36616 Branch transit number 03072 Account summary Contact information Opening balance on Feb 1, 2020 $40,365.78 Withdrawals -0.00 Deposits +22.45 Closing balance on Feb 29, 2020 =$40,388.23 1 800 465 CIBC (2422) Contact us by phone for questions on this update, change of personal information, and general inquiries, 24 hours a day, 7 days a week. TTY hearing impaired 1 800 465 7401 Outside Canada and the U.S. 1 902 420 CIBC (2422) www.cibc.com Transaction details Date Description Withdrawals ($)Deposits ($)Balance ($) Feb 1 Opening balance $40,365.78 Feb 28 INTEREST BIGA DAILY CREDIT INTEREST FEBRUARY 2020 22.45 40,388.23 Closing balance $40,388.23 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 Feb 1 to Feb 29, 2020 Account number: 66-36616 Branch transit number: 03072 10774E BUS-2018/09 Page 2 of 2 February 2020 February 2019 Jan-Feb 2020 YTD INCOME REVENUE 4000 Donations - GRK 3,100.00 4050 Other Revenue 2,698.52 3,198.52 4100 Taxes - regular 4150 AGM 123.89 287.62 123.89 4110 Taxes - other 4120 Taxes - write-off 4200 Donations - Sobeys 4450 Interest Income 21.90 6.17 62.36 4750 Urban Design - FIP Program 31,000.00 TOTAL INCOME $ 2,844.31 $ 293.79 $ 37,484.77 EXPENSES 8000 SPECIAL PROJECTS 8100 Electronic Bulletin Board - Maintenance BEAUTIFICATIONS 5550 Keep Downtown Beautiful 12,000.00 5750 FIP 7,000.00 9,000.00 38,477.50 MARKETING/PROMOTION 6050 BIA Business Directory 100.00 6100 Office/Meeting Expenses 31.06 27.18 62.12 6200 General Advertising 23.00 88.88 46.00 6300 Christmas Promotions/Crawl 168.00 1,200.00 6305 Marketing & Events 27.18 27.18 OPERATIONS 7000 Bank Service Charges 35.00 25.00 117.32 7011 AGM Meals, hall rental 320.81 7150 Executive Director 4,038.46 3,333.33 8,076.92 7160 Events & Marketing Co-ordinator 3,076.92 576.90 6,713.84 7170 Hourly Part Time Staff 719.48 996.96 7200 Accounting - Professional 6,298.09 7210 Bookkeeping 200.00 120.00 370.00 7220 Employer Payroll Taxes 547.50 1,062.83 7450 Office Expense 5.42 314.22 389.64 7500 Computer & Internet Expenses 2,404.35 2,404.35 Total Expenses $ 18,108.37 $ 14,074.32 $ 78,242.75 PROFIT -$ 15,264.06 -$ 13,780.53 -$ 40,757.98 Total Tillsonburg BIA Profit and Loss Feb-20 DOWNTOWN TILLSONBURG BIA 20 Oxford St. Tillsonburg, ON (519) 403-6352 To: Mayor Stephen Molnar, CAO, Kyle Pratt Tillsonburg Councillors Re:Waiving of BIA Levy In response to the Town of Tillsonburg’s request through the Director of Finance Dave Rushton, the Tillsonburg BIA has explored all possible opportunities during this very difficult and challenging time. Being as the 1st quarter payments have already been collected and earmarked for the Tillsonburg BIA we are expecting that portion of the levy to filter through to the Tillsonburg BIA on March 30, 2020 as previously outlined. With that said the Tillsonburg BIA recognizes that these are challenging times for our membership and hence is proposing that we ​waive​ all fees in relation to the Tillsonburg BIA levy for the month of April 2020, details of which you will find in the attached motion. We will continue to monitor the business situation as we continue to combat this crisis together as a community, and along with investigating every opportunity possible to create cuts and find savings within our own budget, we will decide at a later date if consecutive months are necessary to provide further relief to our membership. We certainly hope that this move will show the level of support our Tillsonburg BIA has for its membership. A support that we hope can and will be matched or exceeded by the Town of Tillsonburg through funding options or deferral opportunities. Thank-you DOWNTOWN TILLSONBURG BIA 20 Oxford St. Tillsonburg, ON (519) 403-6352 To: Mayor Stephen Molnar, CAO, Kyle Pratt Tillsonburg Councillors Re:Declaration of State Of Emergency We find ourselves in unprecedented times that call for extreme and strategic action. Now is not the time to question our decisions as the people of our community are looking to the leaders of this great town to do the right thing in keeping everyone safe and ensure there is a future for when we emerge from this crisis. We need ​absolute​ action on the part of our leaders at this time and therefore the Tillsonburg BIA implores you to declare a State of Emergency for the Town of Tillsonburg. Attached you will find the motion that was passed Saturday, March 21, 2020 urging you to make this declaration to elevate the seriousness of this situation to the public amongst other benefits that this move allows. We have also attached a letter of support from The Tillsonburg District Chamber of Commerce outlining that this response is absolutely necessary at this time. We were also asked recently by the Director of Finance to "defer" our levy to the Tillsonburg BIA to which a separate email will be sent in response to this request. Thank-you Tillsonburg District Chamber of Commerce 20 Oxford Street Tillsonburg ON N4G 2G1 519 688-3737 www.tillsonburgchamber.ca GST/HST Registration No.: 813459674 QST Registration No.: 0001 Invoice 4409 INVOICE TO Mark Renaud Tillsonburg BIA 20 Oxford Street Tillsonburg N4G 2G1 DATE 25-02-2020 PLEASE PAY $6,497.45 DUE DATE 26-03-2020 DESCRIPTION QTY RATE TAX AMOUNT Rent BIA Rent: January 1, 2020 to May 31, 2020 5 450.00 H 2,250.00 Rent BIA Rent: June 1, 2020 to December 31, 2020 7 460.00 H 3,220.00 Monthly Internet Service Monthly Internet Service 12 23.33 H 279.96 SUBTOTAL 5,749.96 GST/HST @ 13%747.49 TOTAL 6,497.45 TOTAL DUE $6,497.45 THANK YOU.