201119 BIA AGD
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Tillsonburg Business Improvement Area
AGENDA - Board Meeting of Thursday, November 19th, 2020
IN PERSON & ZOOM @ CARRIAGE HALL – 25 BROCK ST. W. TILLSONBURG
Time: 7:00 AM – Breakfast Meeting: Business Meeting 7:30 AM – 9:30 AM
1. CALL TO ORDER: Time:
QUORUM: Count members present
Staff present:
2. ADOPTION OF THE AGENDA:
moved by: ______________ seconded by: _______________
“And resolved that the agenda, as prepared for the BIA Board of Management
meeting for November 19th, 2020 be adopted”.
3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF:
4. ADOPTION OF THE MINUTES from the board meeting of October 22nd, 2020
moved by: _______________ seconded by:________________
“And resolved that the minutes, as prepared for the Tillsonburg BIA Board of
Management meeting of October 22nd, 2020 be adopted”.
5. EVENTS AND MARKETING:
The BIA team continues to liaise with the membership on their specific needs to boost
sales and profitability. The BIA team conducted a ribbon-cutting ceremony at
Lighthouse Treasures on Thursday, November 19th at 12 noon which was well
attended. There are a series of radio ads currently running on Easy 101.3 and Country
107.3 FM. The shop local signs are being deployed throughout the town to aid in
awareness of the importance of shopping local and keeping our economy rolling. The
BIA team led a first-ever Restaurant owner/manager meeting on Monday, November
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17th at Sammy Krenshaw’s. This was a well attended event which yielded very positive
discussions about what needs to be done for the immediate term. The group
determined that the Tillsonburg app was highlighted as one of the key priorities to
follow-up on in addition to the co-ordination of promos and specials so that they are
not in conflict with one another. The group felt that events are not a priority given the
pandemic and the increasing number of cases in the province.
Verbal update on social media metrics.
Q & A.
6. FINANCIAL REPORT:
The ED forecasts that there will be a small net surplus in 2020 even with the impacts of
the pandemic. There has been limited activity with the FIP given the construction
challenges and pandemic impacts. The financial statements for September 2020 and
2020 YTD are attached. The bank balances as of September 30th, 2020 are as follows:
FirstOntario:
Share capital: $85.00
GIC principle: $67,006.91
GIC accrued interest: $1,108.79
Total: $68,200.70
CIBC:
Chequing account: $45,600.53
Savings account: $40,470.74
Total: $86,071.27
Total cash balances: $154,271.97
The net cash on-hand decreased by -$21,731.30 vs. August 2020. The large expense
items all relate to the payment of invoices for the pop-up patio project including
$5,782.10 to ULINE. The payment for the draft audited financial statements was also
cashed in the amount of $3,955 for Millard’s.
7. RETAIL & BUSINESS STATUS UPDATE: The ED wants to provide the following update
on business openings, closing and downsizing - thus far in 2020. The listings are by
category followed by the number in that category in brackets. The ED will update this
summary monthly and will also update the file on vacant stores for rent as these metrics
are important to track on an ongoing basis. Some businesses may appear more than
once.
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New businesses opened in 2020: (9)
Paper Suitcase Photography (portrait studio); Flippin’ Mike’s Burgers; Tillsonburg
Hobby Central; Lighthouse Treasures; Execulink retail store; Rinconcito Mexican
Grocery Store; Flare Technologies (IT consulting); Enchanted Eats Café; Enchanted
Eats AirBNB.
Business closures in 2020: (6)
Mobile Links (Baldwin Street); Corey’s Restaurant (retirement); Handmaiden (lease
expiry); Gospel Lighthouse (retirement); Ridout Street barber shop (relocated to
London, ON). Skilled Games Lounge – (18 Oxford Street).
Businesses downsized or relocated: (5)
Anchor Shoppe, Styles on the Go; Tattoo store; Grand Medical (from Washington
Grand Ave to Broadway). Cherished Pieces (building sale).
Business expansion: (3)
Needful Things – added space formerly occupied by Mobile Links – (approximately 700
sq. ft.); Jenkins & Gilvesy LLP – under construction; Tillsonburg Hobby Central – added
the vacant space immediately east of the existing store location – this construction is
underway.
New businesses coming soon (might open between now and Dec. 31st, 2020: (2)
Popeye’s Chicken; Cannabis store (200 Broadway)
Businesses with ownership changes: (4)
Grand Medical; Meyer Chiropractic; Roka Games Store (minus paintball business).
Nectar (Van Campen family).
Business enquiries: (8)
The ED continues to liaise with perspective businesspeople wishing to locate in
Tillsonburg and will report on all development.
Businesses temporarily closed due to COVID-19: (1)
Nectar Coffee Bar as of Friday, November 13th.
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8. ONTARIO TRILLIUM FOUNDATION GRANT APPLICATION:
The ED continues to prepare the application for submission. The deadline has been
extended to December 9th, 2020 by 5 pm. We will have the submission in before the
deadline. The final draft submission will be sent out to board prior to being submitted
to OTF by the aforementioned deadline.
9. ONTARIO RURAL ECONOMIC DEVELOPMENT GRANT PROGRAM:
The ED continues to prepare an additional application to fund part of our strategic
objectives for 2021 including downtown revitalization and business retention.
Depending upon the funding stream; the BIA would need to fund at least 30 or 50% of
the approved project costs. The proposed office move to accommodate business
incubation and pop-up retail will also fit the criteria. The Board of Management had
previously directed the ED and EMC to be ambassadors for the downtown BIA
membership and this too fits with the strategy of building a resilient downtown core.
Also, the proposed expansion of the BIA zone to encompass and enlarge shovel-ready
projects for the core may also fit the program guidelines. The Board of Management
may also want to have a joint meeting with the Station Arts Centre Board to perhaps
pursue initiatives such as the development of a permanent and year-round Farmer’s
Market.
There are also funds for IT infrastructure updates which the ED has had preliminary
discussions with Execulink about the downtown WiFi system and also downtown music.
The ED is working with Tabitha Verbuyst at the SAC on a joint effort public art project.
10. OXFORD/BROADWAY PARKETTE: The ED has received the key from the Town’s Parks
Dept. and has passed this on to Jesse Goosens at Millards as of November 17th. Mr.
Goosens has retained Total Electric to assess the existing service to ensure that there is
an adequate supply. Where necessary, the will be some improvements made to
address the lack of outlets. There will need to be modifications made to allow for the
proposed illuminated TILLSONBURG letters and ancillary decorations. Mr. Goosens is
paying the cost of the lights and electrical works as well as the placement of the lights
on the trees. The BIA will fund any additional updates including some spotlights and
perhaps a couple of large deer-type pre-lit fixtures for the west side of the parkette
closest to Broadway.
The imperative is to get these works underway before the weather turns worse.
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11. FAÇADE IMPROVEMENT COMMITTEE UPDATE:
Board Member Mark Tedesco will assume the vacant position for the FIP committee.
The Board has approved via e-vote the three most recent fully completed applications
for:
a) 12 Harvey Street – Curtis, former realty office
b) 29 Baldwin Street – Dr. Nguyen, Baldwin Street Dental
c) 41 Broadway – Curtis, former Royal Hotel
12. EXECUTIVE DIRECTOR’S REPORT: The ED and EMC facilitated the first Restaurant
owner’s meeting on Monday, November 16th at 7 pm (@ Sammy Krenshaw’s). The
meeting was 1.5 hours in duration and was very productive. Town Council has
appointed Marcel Rosehart to the Board of Management effective with the November
9th council meeting. The BIA team is actively pursuing many non-levy revenue sources
as per the proposed budget. The ED continues to participate in the twice weekly
“best-practices” calls with the OBIAA team. The ED met with Matt Johnson from the
Town on the parkette lighting project for Christmas 2020. The BIA now has our own
key for the electrical services at the Broadway/Oxford parkette. The discussions are
ongoing with Strathallen about the relocation of the BIA offices effective January 1st,
2021. The ED is working on a fixturing period of between now and January 1st to effect
paint, carpet and the move. The ED is working with community partners to have the
leasehold improvements completed at zero to little cost. The grant applications that
are being submitted will also contain a request for monies to cover expenses related to
the relocation of the BIA offices. Strathallen as agreed to a short-term lease of $750
per month with no common area or property taxes payable. There is a 10% centre
marketing fee which needs to be paid on top of the base rent. There will also be a
need to furnish the office was basic items. Many of these items have already been
donated including coffee maker, microwave oven, interim board room table, light
fixtures, office supplies. There will be a need to purchase at least one desk and some
filing cabinets. The ED will continue to get donations first before any purchases of
items are made. The EMC has taken photos of the outside of the unit and will be
mocking up some options for the exterior signage treatment.
The ED is concentrating on the final preparations for the upcoming AGM to be held in-
person for the board and virtually for all other BIA members.
Dianna Latta of Millards will be on hand to review the 2019 financial statements.
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The ED is also working with Ian Barton of OPID Technologies on the potential
development of the Tillsonburg BIA app for android and iphone.
The ED continues to meet with the Senior Property Manager of the Tillsonburg Town
Centre Mall on a regular basis to understand their needs and changes with tenants etc.
13. DEVELOPMENT & PERMIT APPLICATIONS: The ED continues to liaise with Town and
County staff on all development and permit applications as they come forward. The
BIA will work constructively to see projects move forward and will keep the board well
informed.
14. ITEMS REQUESTED BY BOARD MEMBERS:
a) BIA re-branding/logo clarity/brand standards.
b) AGM preparations and schedule for the evening.
c) 2021 meeting calendar – change of date to Tuesday mornings.
15. RESTAURANT OWNER’S/MANAGER’S MEETING: The first meeting was held as
discussed earlier. The group has agreed to meet at least monthly going forward. The
EMC will be setting up a group chat feature to co-ordinate the communication
amongst this new team. The ED will create a meeting calendar for 2021 and will send
this out to the group, the Town’s Economic Development Commissioner, Town
Council and other interested stakeholders.
16. ROUND TABLE:
17. NEXT MEETINGS:
Regular - Thursday, December 17th, 2020 at Carriage Hall
AGM – Wednesday, November 25th, 2020 at Tillsonburg Legion – limited to Board
Members and Staff with ZOOM interface for all other BIA members.
18. MOTION TO ADJOURN: Time of adjournment:_____ a.m.
a. moved by:__________________ b. ____________________
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Tillsonburg Business Improvement Area
MINUTES - Board Meeting of Thursday, October 22nd, 2020
IN PERSON & ZOOM @ CARRIAGE HALL – 25 BROCK ST. W. TILLSONBURG
Time: 7:00 AM – Breakfast Meeting: Business Meeting 7:30 AM – 9:30 AM
1. CALL TO ORDER: Time: 7:34 A.M.
QUORUM: 6/8 C. Tomico, D. Gilvesy, J. Tilson, M. Van Geer Truyde,
W. Cameron (e-vote), M. Tedesco,
Staff present: M. Renaud, K. Slattery, C. Pepper
2. ADOPTION OF THE AGENDA:
moved by: D. Gilvesy seconded by: J. Tilson
“And resolved that the agenda, as prepared for the BIA Board of Management
meeting for October 22nd, 2020 be adopted”.
CARRIED
3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF:
NONE DECLARED
4. ADOPTION OF THE MINUTES from the board meeting of September 23rd, 2020
moved by: D. Gilvesy seconded by: J. Tilson
“And resolved that the minutes for the Tillsonburg BIA Board of Management
meeting of September 23rd, 2020 be adopted”.
CARRIED
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5. 2021 MARKETING AND ADVERTISING PLAN:
The EMC reviewed the draft marketing and advertising plan for 2021. This includes a
full-year proposal of activities assuming that there will be pandemic impacts for the full-
year. The EMC reviewed the metrics for the month
Councillor Gilvesy expressed a continued concern about the yellow main BIA logo is
still hard to read and not discernable from a distance. The EMC will continue to work
at favourable resolutions to the outstanding concerns raised by Board Members. The
EMC will also endeavour to prepare written reports in advance of the monthly
meetings.
6. FINANCIAL REPORT:
The ED presented the financial results for September 2020 including the bank
balances. The bank balances as of September 30th, 2020 are as follows: FirstOntario:
Share capital: $85.00; GIC principle: $67,006.91; GIC accrued interest: $907.62; Total:
$67,999.53 - CIBC: Chequing account: $67,541.59; Savings account: $40,462.15 –
CIBC Total: $108,003.74 - Total cash balances: $176,003.27. The ED indicated that
there are still some outstanding payables that need to be processed. There will be
limited FIP expenses for balance of year however there are some outstanding invoices
for approved design work from Southridge Concept Rendering.
Councillor Gilvesy congratulated and thanked the BIA Staff for the financial
management in 2020 fiscal year.
7. RETAIL & BUSINESS STATUS UPDATE: The ED wants to provide the following update
on business openings, closing and downsizing - thus far in 2020. The listings are by
category followed by the number in that category in brackets. The ED will update this
summary monthly and will also update the file on vacant stores for rent as these metrics
are important to track on an ongoing basis. Some businesses may appear twice.
New businesses opened in 2020: (9)
Paper Suitcase Photography (portrait studio); Flippin’ Mike’s Burgers; Tillsonburg
Hobby Central; Lighthouse Treasures; Execulink retail store; Rinconcito Mexican
Grocery Store; Flare Technologies (IT consulting); Enchanted Eats Café; Enchanted
Eats AirBNB.
Business closures in 2020: (6)
Mobile Links (Baldwin Street); Corey’s Restaurant (retirement); Handmaiden (lease
expiry); Gospel Lighthouse (retirement); Ridout Street barber shop (relocated to
London, ON). Skilled Games Lounge – (18 Oxford Street).
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Businesses downsized or relocated: (5)
Anchor Shoppe, Styles on the Go; Tattoo store; Grand Medical (from Washington
Grand Ave to Broadway). Cherished Pieces (building sale).
Business expansion: (2)
Needful Things – added space formerly occupied by Mobile Links – (approximately 700
sq. ft.); Jenkins & Gilvesy LLP – under construction.
New businesses coming soon (might open between now and Dec. 31st, 2020: (2)
Popeye’s Chicken; Cannabis store (200 Broadway)
Businesses with ownership changes: (4)
Grand Medical; Meyer Chiropractic; Roka Games Store (minus paintball business).
Nectar (Van Campen family).
Business enquiries: (8)
The ED is aware of several proponents who wish to open a number of additional
businesses in the downtown core including as follows:
a) Higher-end restaurant/bistro (2)
b) Intimate apparel & adult toys (1)
c) Cannabis store (1) – beyond of which is discussed above
d) Potential occupants for a co-working space (3)
e) Brew pub (1)
There were no questions. Several Board Members commented on the helpfulness of
the report.
8. ONTARIO TRILLIUM FOUNDATION GRANT APPLICATION:
The ED reviewed the concept(s) and thoughts behind the OTF Resilient Communities
Fund application. The ED will continue to work on the areas noted by the Board of
Management.
Other items for consideration for this grant application:
a) Feasibility study for a permanent Farmer’s Market – in conjunction with the Station
Arts Centre;
b) Re-configuration of the Broadway Plaza in anticipation of the 2022 town
anniversary;
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c) Creation of the pop-up/co-working space at the proposed new BIA offices;
d) Public art creation and installation in conjunction with the Station Arts Centre;
e) Tourism office funding and infrastructure purchases including a large screen TV for
the front mezzanine window at the proposed new BIA offices.
There were no questions or comments from the Board of Management.
9. ONTARIO RURAL ECONOMIC DEVELOPMENT GRANT PROGRAM:
The ED is preparing an additional application to fund part of our strategic objectives
for 2021 including downtown revitalization and business retention. There were no
comments or questions from the Board of Management.
10. OXFORD/BROADWAY PARKETTE: The ED will be working with Jesse Goosens of
Millards on the upcoming decoration of the parkette. The EMC will be working with
the group to advance the directives to ensure that they meet the brand and image of
the BIA.
11. FAÇADE IMPROVEMENT COMMITTEE UPDATE:
There is a vacancy on the FIP committee which needs to be filled. The FIP committee
asked me to discuss this with the BIA Board of Management. Are there any interested
BIA members who would like to sit on this committee? The FIP committee usually
meetings between 4 and 6 times per year. There was no interest shown at this meeting
for a replacement of the FIP committee member from the BIA so the ED will follow-up
outside of the monthly meeting.
There were no questions or comments from the Board of Management.
12. EXECUTIVE DIRECTOR’S REPORT: See attached separate report. There were no
questions or comments from the Board of Management.
13. DEVELOPMENT & PERMIT APPLICATIONS: The ED has reviewed the following
planning and development/subdivision applications and recommends to the Board of
Management that letters of support be prepared and forwarded the applicable
planning authorities:
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a) Site Plan Approval: 360 West – Daffodil Drive & Daisy Court
“Moved by D. Gilvesy and Seconded by J. Tilson and resolved the at the BIA
Board of Management supports the Site Plan Approval for the development
located at Daffodil Drive and Daisy Court, Tillsonburg”
MOTION: favourable recommendation – CARRIED
b) Official Plan Amendment – 98 King Street & 143 Tillson Avenue
“Moved by D. Gilvesy and Seconded by J. Tilson and resolved the at the BIA
Board of Management supports the Official Plan Amendment for the
development of two high-density residential apartment buildings subject to
a revision to the site plane to add a driveway connecting the two buildings
and provision of an overhead canopy and drop-off area for each building”.
MOTION: favourable recommendation – CARRIED
c) Official Plan Amendment & Zone Change – 41 Clear Valley Drive
“Moved by D. Gilvesy and Seconded by J. Tilson and resolved the at the BIA
Board of Management supports the Official Plan Amendment and Zone
Change for the creation of one residential in-fill lot at 41 Clear Valley Drive,
Tillsonburg”.
MOTION: favourable recommendation – CARRIED
d) Zone Change – 1 Hardy Avenue
“Moved by D. Gilvesy and Seconded by J. Tilson and resolved the at the BIA
Board of Management supports the Zone Change for 1 Hardy Avenue,
Tillsonburg”.
MOTION: favourable recommendation – CARRIED
e) Subdivision Approval – 97 North Street West
“Moved by D. Gilvesy and Seconded by J. Tilson and resolved the at the BIA
Board of Management supports the Subdivision Application by Southside
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Group (London, ON) for the development of 107 single family dwellings
and two future blocks (200 & 201) for street-front townhomes”.
MOTION: favourable recommendation - CARRIED
14. ITEMS REQUESTED BY BOARD MEMBERS:
a) Oxford/Baldwin intersection paint markings follow-up;
b) COVID challenges from members not in compliance;
c) Review of finalized budget with adjustments;
d) BIA re-branding/logo clarity/brand standards.
15. RESTAURANT OWNER’S/MANAGER’S MEETING:
The Board of Management supports the concept of these proposed meetings. The ED
suggested that Board Members can attend if their schedule permits.
The ED will advise the Board of the meeting dates and times.
16. ROUND TABLE: The ED the following items:
a) update of moving the BIA offices to 200 Broadway
b) hand-out of budget summary to be placed into your budget binders
c) Tree Canada – “Treemendous” grant program – up to $10,000 for
community greening projects. The BIA will be making application.
There were no questions or comments.
17. NEXT MEETINGS:
Regular - Thursday, November 19th, 2020 at Carriage Hall
AGM – Wednesday, November 25th, 2020 at Tillsonburg Legion – limited to Board
Members and Staff with ZOOM interface.
18. MOTION TO ADJOURN: Time of adjournment:_____ a.m.
a. moved by:__________________ b. ____________________
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Tillsonburg Business Improvement Area
MINUTES – Annual General Meeting of December 3rd, 2019
TILLSONBURG LEGION – 16 DURHAM STREET TILLSONBURG - Time: 7:00 PM
1. CALL TO ORDER: Time: 7:04 PM
QUORUM: YES
Staff present: M. Renaud, Executive Director
Town staff present: C. Pepper, R. Cox, D. Rushton
Record of attendance:
R. Daly, Rogers Media (V); Dianne Hodges, Tillsonburg Legion (V); W. Burgess, Millards
(V); C. Koutstaal, Millards (NV); T. Broda, Millards (NV); C. Welsh, Kelsey’s; K. Causyn,
Kelsey’s (V); G. Connor, Station Arts Centre (V); S. Winter, Verne’s Carpet One (V); R.
Winters (NV), Verne’s Carpet One; K, Yorke, CIBC (V); S. Shoemaker, CIBC (NV); T. Kyle,
Tranquility Spa (NV); D. Martin, Verne’s Carpet One (NV); J. Martin, Verne’s Carpet One
(NV); D. Rasokas, landlord (V); D. Covey, Strathallen (V); M. Chiasson, Strathallen (NV);
D. Klosler, Good-Redden-Klosler LLP (V); A. Fisher, Sew-U-Can (V); C. Fisher, Sew-U-
Can (NV); M. Van Geer Truyde, IOOF Lodge (V); S. Lamb (NV); J. Tilson, Knock-out
Fashions (V); C. Tomico, 86 Broadway (V); S. Renken, Tillsonburg Chamber of
Commerce (V); R. Gallagher, SBC Woodstock (V); S. Knelson, Special Occasion Cakes
(V); C. Closs, Anchor Shoppe (V); M. Tedesco, Anchor Shoppe (V); C. Grim, Horizon
Health Centre (V); Thomas Boneham, Horizon Natural Health Centre (NV); Tracy
Whitworth, Horizon Natural Health Centre (NV); L. Rennie, Betty’s Consignment (V); A.
Hicks, Kinetics/Lady’s a Champ (V), R. Hicks (NV); M. Wheaton, Tillsonburg
Library/Oxford County Library System (NV).
2. ADOPTION OF THE AGENDA:
MOTION:
moved by: D. Klosler seconded by: M. Van Geer Truyde
“And resolved that the agenda, as prepared for the BIA Annual General
meeting for December 3rd, 2019 be adopted”.
“CARRIED”
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3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF:
NONE DECLARED
4. ADOPTION OF THE MINUTES from the board meeting of January 16th, 2019.
MOTION:
moved by: M. Tedesco seconded by: D. Rasokas
“And resolved that the minutes, as prepared for the Tillsonburg BIA Annual
General meeting of December 3rd, 2019 be adopted”.
“CARRIED”
5. CHAIR’S REPORT:
Board Chair Tomico delivered his remarks about the accomplishments for the BIA for
2019. There were no questions.
MOTION:
moved by: M. Tedesco seconded by: D. Rasokas
“And resolved that Board Chair’s report for 2019 presented at the Tillsonburg
BIA Annual General meeting of December 3rd, 2019 be received”.
“CARRIED”
6. TREASURER’S REPORT:
D. Rasokas delivered comments on the financial results for the 2019 audited financial
statements. There were no questions from the group.
MOTION:
moved by: D. Gilvesy seconded by: M. Tedesco
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“And resolved that the 2018 Tillsonburg BIA audited financial
statements, as prepared by Chris Appleton – Partner; Good, Redden, Klosler
LLP’; be adopted”,
“CARRIED”
MOTION:
moved by: M. Van Geer Truyde seconded by: M. Tedesco
“And resolved. In accordance with the Town of Tillsonburg BIA By-law 2013;
that the firm of Millard, Rouse, Rosebrugh LLP be appointed as the auditor of
record for the 2019 fiscal year and until further notice unless otherwise directed by the
Town of Tillsonburg”.
“CARRIED”
7. 2020 BUDGET: The ED presented the budget and business plans. There was a
discussion about passing the budget only and allowing the Board of Management to
direct the business plan portion subject to a number of outstanding items including
the space requirements of the BIA offices located at 20 Oxford Street – Tillsonburg.
The ED explained the importance of adherence to the various legislative requirements
including BIA By-law #2013. At present; the BIA had not been adhering to the
statutory By-law requirements of the BIA By-law. This business plan and budget
ensures that all elements of the By-law are being adhered to.
The ED explained that all contract employees will be converted to salary to ensure
compliance with the Employment Standards Act and also the requirements of various
legislation with regard to tax treatment and handling by the Canada Revenue Agency,
(CRA). There were two comments about the importance of following HR guidelines
and practices to ensure compliance with various provincial and federal laws.
The ED reviewed the 10-year budget forecasts and the importance of reducing long
term debt. The reserves to be allocated will allow the BIA to self-fund capital projects
going forward. There were no questions or comments.
There was also a discussion about capital projects in the future including readiness for
the 2022 and 2025 town anniversary celebrations.
An amended resolution was placed on the floor as follows:
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MOTION:
moved by: D. Gilvesy and seconded by: M. Tedesco
“And resolved that the 2020 Budget for the BIA’s 2020 fiscal year be approved & adopted;
with a BIA levy requirement of $139,450 representing a 1% increase vs. the 2019 budget and
an overall total revenue of $289,516 reflecting a decreased reliance on the BIA assessment
base and a reduction of total long-term debt. Upon the factoring in of new assessments &
adjustments; there is a net decrease per member of (-2.9)%”.
This budget includes the establishment of annual 2% reserves for each of operating and
capital for a total of 4% contained with the $139,450 levy envelope. The 2020 budget
ensures compliance with the CRA, Ministry of Labour, Municipal Act and Town of Tillsonburg
BIA By-law #2013.
“CARRIED”
8. BIA 2019 ACHIEVEMENT AWARDS:
The ED and Board Chair presented the 2019 achievement awards by first explaining
the process and criteria for each including the voting process by customers of these
stores, services, health-care and other member businesses.
The awards were well received by the group and photographs were taken which were
subsequently posted to the BIA’s social media channels.
The ED and EMC will present the awards to those members who were unable to attend
this evening.
There were no comments or questions.
9. SUMMARY COMMENTS:
The BIA Chair, C. Tomico congratulated and thanked the BIA staff for their efforts and
accomplishments in 2019.
The Board Chair also thank Beres’ Catering and the Tillsonburg Legion staff for their
service this evening.
There were no further questions or comments.
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10. ADJOURNMENT:
A motion for adjournment was moved at 9:40 pm as follows:
MOTION:
moved by: M. Van Geer Truyde seconded by: J. Tilson
“And resolved that the BIA Board of Management Annual General Meeting of
Tuesday, December 3rd, 2019 be adjourned”.
“CARRIED”
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Downtown Tillsonburg BIA
As a member of the Tillsonburg BIA, you are invited to attend our Annual General Meeting. Please
note that only one person, per member organization is permitted to vote.
ANNUAL GENERAL MEETING AGENDA
Tuesday, December 3rd, 2019 5-9pm – Social hour 5-6 pm; dinner at 6 pm; business meeting and
awards at 7 pm
ROYAL CANADIAN LEGION, 10 DURHAM STREET, Tillsonburg (Main auditorium – upstairs)
1. Call to order
2. Declaration of pecuniary interest/conflict of interest
3. Welcome & introductions
4. Motion to adopt the Agenda
MOTION
5. Motion to approve the Minutes of the 2018 AGM
MOTION
6. Chair’s Report
MOTION
7. Treasurer’s Report
MOTION
*Approval of FY 2018 Audited Statements (Good, Redden, Klosler)
*Appointment of FY 2019 Auditor (Millard, Rouse, Rosebrugh)
8. 2020 Budget
MOTION
9. 2019 BIA Achievement Awards
10. Motion to adjourn the meeting
MOTION
The purpose of this meeting is to decide on the Downtown Tillsonburg BIA’s programs and budget for 2020
(see over) and general program. This program is paid for by a special levy charged to commercial and
industrial property owners and non-residential tenants of such properties. As a member of the Downtown
Tillsonburg BIA, the best way to participate in the decisions of the BIA is making on your behalf, is to get
involved. If you wish to obtain a copy of the audited financial statement, please contact BIA staff. Tickets are
$35 per person which includes a delicious hot, full-course meal with coffee, tea & dessert.
To attend, please RSVP to the BIA office, Mark Renaud or Karlee Slattery at:
m.renaud@tillsonburgbia.ca or k.slattery@tillsonburgbia.ca
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Please forward a copy of this notice to your non-residential tenants.
Proof of BIA membership may be required. Please bring photo ID and either a business card, utility bill
showing business name/tenant name and address or your Town of Tillsonburg property tax bill.
Only members of the Downtown Tillsonburg BIA, and legal representatives of BIA members (proof required),
are eligible to vote at the Annual General Meeting. The Ontario Municipal Act states that Business
Improvement Area Members are defined as “all persons who own rateable property in a business property
class who are non-residential tenants of a rateable property in a business property class in a business
improvement area.”
Downtown Tillsonburg BIA - 2020 BIA Budget
Summary of
Revenues & Expenditures
2018
Actual
Audited
2019
Approved
Budget
2019
Projected
(forecast)
2020
Proposed
Budget
Revenues:
BIA Levy (requirement from taxation) 127,217 136,621 136,621 139,450
Town contribution to Façade Program 25,000 25,000 25,000 31,000
Other income & funding inc. SJS, sponsorships,
Turtlefest, banner program 3,525 13,264 19,137 55,220
HST rebate 13,111 15,000 20,063 14,336
Interest income 77 2,220 960 1,010
Rock Developments-Sobey’s agreement 2,500 2,500 2,500 2,500
Contribution from accumulated surplus 0 0 70,000 46,000
Total Revenues: 171,722 194,605 274,281 289,516
Levy as % of total revenues 74.1% 70.2% 53.7% 48.2%
Expenditures:
General, administrative + operations (including
payroll, office and day to day expenses) 29,593 84,673 84,377 125,691
Debt principle & interest 8,989 11,628 25,067 22,504
Debt P&I payment as a % of levy: 7.1% 8.5% 18.3% 17.6%
HST (1.76%) 100% of GST, 78% of PST 14,251 20,000 21,808 15,583
Capital, repair & special projects 6,734 500 15,978 23,000
Marketing, events & advertising
(includes cost of running events) 7,806 18,250 9,191 24,000
Façade Improvement Program
8 addresses: Cameron/Curtis/Goosens/VanRiesen-
Pembleton & $2,500 in renderings
25,000 50,000 81,000* 62,000
Beautifications – plants, street furniture, umbrellas,
trees, waste containers 6,785 13,250 39,000 11,000
Capital reserve provision (*NEW) 0 0 0 2,869
Operating reserve provision (*NEW) 0 0 0 2,869
Total Expenditures: 94,158 194,605 284,281 289,516
Net Revenue/(Deficit) +77,564 0 0 0
Summary of Accumulated Surplus:
(cash based)
*timing of payment
for FIP projects
*final payment of
$4,495 due 03/31/20
from refinancing
Beginning Balance 106,284 192,783 220,345 170,345
Change in Accumulated Surplus +114,061 0 -70,000 -40,262
Ending Balance 220,345 192,783 170,345 130,083
Downtown Tillsonburg BIA – 20 Oxford Street, TILLSONBURG, ON N4G2G1
Executive Director – Mark Renaud m.renaud@tillsonburgbia.ca 519-403-6352
Event’s & Marketing Co-ordinator – Karlee Slattery k.slattery@tillsonburgbia.ca 519-494-6882
8
2020 Budget introduction:
The context of which the 2020 budget was written and devised is critical to
understanding the details presented. Further to this, it is the job of management to
prepare the annual budget and for the board to review, discuss, provide feedback,
suggest changes and then approve the document prior to the required member
notification & presentation at the November AGM and finally, subsequent approval by
Town Council during their 2020 budget process.
The budget was compiled after reviewing the recent financial results, however, & more
importantly, it was critical in looking forward to the future & specifically, devising a
long-term forecast & plan towards 2030. At present, there is a high level of debt caused
by an inability to finance capital improvements internally. Also, other BIA’s notably
those in the City of Toronto, have a 50/50 cost-share plan with the city for all capital
improvements. It is the view of management that long term debt is too high given the
limited resources that the BIA has to pay such debt. One of the structural improvements
of having a longer-term financial view is that by the beginning of 2028, there will be no
long term debt if the BIA adopts the recommendations in this budget document.
The 2020 budget includes a 4% reserve - comprised of 2% for each of operating
and capital expenditures. Management also recommends including this allocation
annually as shown in the attached 10-year financial forecast. The primary benefit of
having an annual reserve calculation and plan, is that by 2028, there is no debt, there
will be a significant reserve in place for any/all capital spending that is required, and the
BIA can weather any period of economic difficulty or to deal with assessment rebates
due to members. There will also be no need to finance any type of debt going
forward due to the planning & reserve calculations included therein.
The BIA and Town of Tillsonburg should have a similar, if not identical policy of a
50/50 cost share for all BIA capital improvements. With direction from the board,
management will bring a resolution forward for consideration of adopting a policy for
the BIA with Town Council/Town of Tillsonburg.
The board has traditionally been an “operating board” vs. being a “governance board”.
This budget reflects the need to develop and implement the policies, procedures and an
updated constitution so that there is a sustainable platform for the BIA operations into
the longer term. Members of the board cannot and should not be expected to
9
perform day-to-day operational tasks of the BIA. As a point of reference, the
Uptown Waterloo BIA has gone through a similar transition during the past couple of
years.
Management has also undertaken a review of other BIA’s financial performance and one
key area where we are severely deficient, is the generation of revenue outside of the
municipal levy. To this end, management will be focused on developing sponsorships,
government funding, employment program revenues, monetization of the Turtlefest
Block Party, and where feasible; fully offset the cost of any new debt (i.e. work truck); via
100% cost recovery plan including external sponsorship(s).
Also, the board has a fiduciary responsibility to mitigate risk and to ensure compliance
with all applicable government legislation. To this end, the budget contemplates &
includes the conversion of all human resources to employees from contractors.
This ensures compliance with CRA, Ministry of Labour/ Employment Standards Act and
significantly improves access to government funding.
General & administration costs are forecast to increase by a change to the Events &
Marketing Co-ordinator to full-time status as of January 1st, 2020 in addition to
providing medical, dental and retirement benefits to both full-time employees. We are
in a digital marketplace with a heavy influence of social media. It is critical to have the
staff & team to focus on marketing & events. The budget contemplates the BIA taking
over the entire planning and operations of the Block Party to include a VIP area and to
maximize revenues for the BIA from this point forward. There is a separate tab for the
Human Resources Plan, which shows the net changes to FTE’s for 2020.
All capital items in the budget are financed internally other than the cost of the work
truck – which will be fully offset by direct sponsorships. Façade Improvement Program
funding is forecasted to be above budget in 2019 due to carryover projects from
previous years. There are outstanding FIP expenses from 2017 & 2018 from projects not
yet fully invoiced & paid with respect to Roka Billiards & Ronson’s Audio in addition to
the $30,000 payment for the old Prouse Furniture building on Brock St. E.
The is a separate tab in the budget binder for the Human Resources Plan, Capital
Expenditure (CAPEX) projects, current long term debt and supporting documents as well
as the proposed governance changes contemplated, new board directory and finally, the
2020 meeting schedule which includes the 2020 Annual General Meeting.
10
2020 Budget & Business plan key summary points:
1) Municipal levy increase to $139,450 or 1.0%; which is comprised of a 1% inflation factor
plus 4% reserve. See point #2 below.
2) Work with the town’s Revenue Manager to correct errors and omissions with the
assessment roll. This will equate to a net decrease per BIA member from $594 in 2019 to
$585 in 2020.
3) Increase non-levy revenues to $55,220 through sponsorships, government employment
programs, event sales/income, & other funding sources. See attached.
4) Increase the budget for FIP projects to 6 from 5 in anticipation of the roll-out of the rear-
façade improvement category including an inflationary adjustment.
5) Ask the Town of Tillsonburg to increase their FIP funding portion to $31,000 per annum
with a matching contribution by the BIA.
6) Developing virtually 100% internal BIA self-sufficiency with operations and maintenance
including watering, floral care and planning/implementation of all capital improvements.
7) The proposed debt required to pay for the work truck is offset by annual sponsorships.
8) The 2004 Broadway node/reconstruction debt is fully paid for as of 03/31/2020.
9) Implement monthly BIA programs and events like a fashion show in the mall; more
sidewalk sales; new website; new communication tools; new banner program; new
umbrella and table marketing materials, etc.
10) Conversion of all human resources to employees + provide medical, dental, life insurance
and retirement benefits to full-time staff.
11) Implement a change to the EMC position to salary from contract as well as full-time
status as of January 1st, 2020 @ $40,000 per year. (plus pension, medical & life)
12) Convert the ED to salary from contract as of January 1st, 2020 @$52,500 per year. (plus
pension, medical & life)
13) Re-configure the existing office to create a new work-space for the EMC.
14) Build on the successful beautification plan by implementing all learnings and continuous
improvement tactics in subsequent years.
15) Develop and implement new branding and logo for the BIA.
16) Make full use of the Summer Job Service student employment program.
17) Implement leveled sponsorships (i.e. Chamber of Commerce), to add non-levy revenues.
18) Negotiate a revised Memorandum of Understanding (MOU) with the Town of Tillsonburg
to take effect early in 2020 including regular gross levy payments by by-law.
19) Prepare to expand the BIA boundaries for effect on January 1st, 2021.
11
2020 BIA Budget - key objectives:
1. To develop non-levy revenues through increased event, fundraising, sponsorships,
partnerships & other sources of funding:
a. Turtle-fest Block Party to be maximized as a revenue enhancement tool
b. Banner sponsorship programs: i.e. Exeter BIA program, table, umbrella ads
c. Initiate & implement leveled sponsorship programs similar to the Chamber of
Commerce to build long-lasting relationships for stability of funding.
d. Maximize available government funding programs including Summer Jobs
Service, OMAFRA, Digital Main-street, provincial programs, etc.
e. Increase the frequency and quality of all promotional/event activities
2. Implement tools to self-finance capital projects internally & via sponsorship offset:
a. Plan for annual reserves in all budgets going forward
b. Negotiate a 50/50 capital cost-sharing agreement with the town council
c. Prepare 5 & 10 year capital project list with identified funding sources
3. To be in compliance with CRA, Municipal Act, Town Code of Conduct:
a. Conversion of human resources to employee from contract
b. Drives ability for additional grant-funding opportunities (availability of
funding) & ensures adherence to the Employment Standards Act
c. Ensures integrity of the BIA operations and reduces risk
4. To invest in our strengths & building on the pro-activity & strengths of our people:
a. Retention of existing human resources is key our future success(es)
b. Increase the EMC to 1.0 FTE (funded internally)
c. Maintain 0.4 FTE for Spring/Summer/Fall student labour (funded externally)
d. Add seasonal co-op student for Marketing & Promotions (funded externally)
e. Provide medical, life, health and retirement benefits to FTE’s
f. Continue to recruit new Board Members to improve board efficacy
5. To providing the tools necessary to do the job & developing self-sufficiencies for self-
sustaining operational capabilities within the BIA organization:
a. Watering apparatus including tank, sprayer hose & truck mounts
b. Full-size, regular cab work truck – capital cost offset 100% by sponsorships
c. Graphic design hardware & software tools (new Mac for EMC)
d. Investment in FTE’s to ensure plan execution & to increase work output
6. Preparations to expand the BIA boundary for effect on January 1st, 2021
a. Work with the Town Clerk and Legislative Services Department on the necessary
steps required for a successful implementation plan
b. Implement a communications plan for said expansion
12
Other revenue breakdown:
Employment programs
Includes full-year allocation of part-
time student labour plus one co-op
horticultural student
Programs can be staggered or
stacked beginning with March break
2020 & Youth Job Connect
$10,500
Summer Job Service (SJS)
Youth Job Connect – (YJC)
Fanshawe/Guelph/Ridgetown
TVDSB co-op placements
Turtlefest VIP area tickets $5,000 100 tickets @ $50
All revenues to BIA
Turtlefest Block Party food
truck permits
$1,220 5 x $244
Revenue shared with Turtlefest Committee
Work truck sponsorship
(commensurate with purchase of
truck May 1, 2020)
$6,000 6 sponsors x $1,000
DeGroote-Hill, Garden Gate & 4 others
(for 5 years to cover debenture payments of
the work truck)
Leveled sponsorship
program
(similar to Chamber of Commerce)
$7,000 1 Gold sponsor - $1,500 = $1,500
2 Silver sponsors - $1,000 = $2,000
5 Bronze sponsors - $500 = $2,500
Media partner - $1,000 (1)
AGM Gala & Awards $5,000 100 tickets @ $50
Banner program
(similar to Exeter BIA)
$10,000 50 banners @ $200/each
Term: per year, per banner
Affiliate member program $5,000 20 @ $250
OMAFRA project funding $5,500 BIA will apply for various available program
funding.
*New event revenues TBD
Ideas:
Wine & Food Fest
Cruise Nights d/t
Indoor Farmer’s Market
Fashion Show(s)
$10,000
*not included in budget, will plan as
contingency to achieve “other revenue”
target
Totals: $55,220
13
BIA Human Resource Plan - Historical & 2020 budget
*FTE analysis detail (*FTE = full-time equivalent)
BIA Staff
Position: 2018
Actual
2019
Budget
2019
Actual
2020
Budget
Net
change:
Executive Director
0.25
1.0
1.0
1.0
n/c
Events & Marketing
Co-ordinator
0
0.25
0.3
1.0
+0.7
“Keep it Beautiful” &
seasonal student labour
0
0
0.4
1.0
+0.6
Co-op student
(horticulture)
0
0
0
.4
+0.4
Totals: 0.3 1.25 1.7 3.4 +1.7
History of total
net FTE change:
-1.1 FTE
+0.9 FTE
+0.5 FTE
+1.7 FTE
Notes:
1. Seasonal student & co-op student labour is funded externally to $1,000 per
person and can begin as early as March break 2020.
2. There was no Executive Director for most of 2018.
3. There were no Community Living costs for the “Keep it Beautiful” program
associated in 2018’s fiscal year.
4. The 2020 budget proposes external funding for 1.4 FTE’s.
14
Capital equipment & project list:
Priority: PRIORITY Item/equipment/project: How is it paid for?
1 2020 Silverado W/T
(sponsored: DeGroote-Hill, Garden Gate & 4 others)
Debentured, cost
recovered 100% for the
entire term of the
debenture (5 year term)
1 iMAC desktop & printer for EMC $4,000, funded internally
1 Purchase & installation of 6 additional heritage light
fixtures for Brock St. E & W to address lighting
concerns brought forward by BIA members
$11,250, funded internally
2 Broadway power upgrades
(Brock Street to Baldwin Street)
To facilitate proper, quiet and safe operation of food
trucks for special events
$4,000, may be sponsored
by THI & ERTH
Corporation & funded
internally
3 Watering apparatus for downtown plants/trees
This will allow for internal operational capabilities
$500, funded internally
may be sponsored by
Agrospray
4 Additional street furniture & replacement steel tables
to supplement existing capital assets and to replace
damaged/broken tables from 2019 weather events
$2,000, funded internally
Other items under consideration:
Downtown music system $4,000, may be sponsored
Wi-Fi re-implementation including hardware $6,000, may be sponsored
T-Go transit shelter for Tillsonburg Town Centre
The TTC is one of the main T-GO stops for both
routes.
$8,000, (cost-share offset
by some advertising
revenue)
Total: $23,000 (internal +$5,000
funded externally)
15
Downtown infrastructure upgrades & capital spending plan details:
1) Procure work truck to effect daily operations including watering, maintenance,
special event operations, moving of goods and services required for daily
operations of the BIA. At present, the BIA team is using personal vehicles for
bulky and awkward event, equipment and other items.
Purchase timing: May 1st, 2020.
2) Install new hydro connections on Broadway from Baldwin/Oxford northerly to
Brock Street including availability of 220v power for food trucks.
Operational target: Prior to Turtlefest 2020
3) Refurbish the Broadway plaza including removal of the hemlock trees to be
replaced by lower maintenance species and the potential installation of LED
lighting, overhead canopy & heritage fixtures – (funded internally, with town,
sponsorship & partner support).
Operational target: May 24th, 2020
4) In conjunction with T-Go; purchase of transit/bus shelter for the front of the
Tillsonburg Town Centre Mall
Operational target: January 1st, 2020
5) Re-implementation of WiFi system in conjunction with town and county.
6) Replace focal point signage panels which are technically obsolete/unreliable.
7) Installation and test of downtown music.
8) Begin replacement of glass-top tables with steel-inlayed types.
9) Equip the Events & Marketing Co-ordinator with MAC desktop, printer &
software.
16
Key 2019 BIA accomplishments:
1. Successful implementation of the beautification plan with learnings for 2020 and
beyond.
2. Planned and executed 6 additional events throughout the year.
3. 2020 budget planning completed in advance of end of calendar year including
approvals as required.
4. Strengthened the organization with addition of summer students
5. Completion of multi-year capital plan to 2030.
6. Completion of multi-year budget to 2030.
7. Strengthened the Board with 4 additional members.
8. Strengthened and added new members to all sub-committees.
9. Found zero cost storage for BIA assets at 79 Broadway (basement).
10. Reviewed, updated and improved assessment roll listing for BIA levy which had
several important errors.
11. Transition to a new financial institution.
12. Improved downtown cleanliness and aesthetics.
13. Successful Turtlefest Block Party.
14. Successful Canada Day activities.
15. Completed draft update for BIA constitution for approval at the AGM.
16. Worked with the Clerk’s Office to update BIA by-laws.
17. Sent numerous resolutions to Town Council for consideration and action.
17
10 YEAR FINANCIAL FORECAST:
Summary of
Revenues & Expenditures 2021
2022 2023 2024 2025
Revenues: 150th town
anniversary 200th settlement
anniversary
BIA Levy 143,000 146,500 150,175 154,000 158,000
Town contribution to FIP 31,000 31,000 32,000 32,000 32,000
Sponsorships, events & other
funding 70,000 80,000 80,000 81,000 82,000
HST rebate 16,907 20,001 17,100 17,442 21,088
Interest income 1,300 1,400 1,500 1,600 1,700
Rock Developments – Sobey’s
agreement 2,500 2,500 2,500 Agreement
expired
Agreement
expired
Contribution from surplus 0 0 0 0 0
Total Revenues: 264,707 281,401 283,275 286,042 294,788
Levy as % of total revenues 56.1% 51.7% 51.2% 52.3% 53.5%
Expenditures:
General & administrative 128,189 128,864 130,399 132,285 136,550
Debt principle & interest 20,423 20,046 19,669 19,297 12,914
HST (1.76%) 100% of GST,
78% of PST recoverable 18,377 20,631 18,587 18,800 22,004
Capital & special projects 10,000 15,000 15,000 15,000 16,500
Marketing, special events, &
general advertising 10,000 16,000 15,000 16,000 20,000
Façade Improv’t Program 62,000 62,000 64,000 64,000 64,000
Beautifications – plants, furniture,
umbrellas, trees, waste containers 10,000 13,000 14,000 14,500 16,500
Capital reserve (2% of levy) 2,859 2,930 3,004 3,080 3,160
Operating reserve (2% of levy) 2,859 2,930 3,004 3,080 3,160
Total Expenditures: 264,707 281,401 283,275 286,042 294,788
Net Revenue/(Deficit) 0 0 0 0 0
Summary of Accum’d Surplus:
Beginning Balance 110,083 115,261 121,121 127,125 133,285
Change in Accumulated Surplus +5,178 +5,860 +6,004 +6,160 +6,320
Ending Balance 115,261 121,121 127,125 133,285 139,605
18
10 YEAR FINANCIAL FORECAST CONTINUED……
Summary of
Revenues & Expenditures 2026 2027 2028 2029 2030
Revenues:
BIA Levy 162,000 166,000 171,000 175,000 179,000
Town contribution to Façade
Program 33,000 33,000 33,000 34,000 34,000
Sponsorships, events & other
funding 80,000 80,000 81,000 82,000 86,000
HST rebate 22,001 22,450 22,899 23,357 23,824
Interest income 1,800 1,900 2,000 2,125 2,300
Rock Developments – Sobey’s
agreement Nil Nil Nil Nil Nil
Contribution from accum’d surplus 0 0 0 0 0
Total Revenues: 298,801 303,350 309,899 316,482 325,124
Levy as % of total revenues 54.2% 54.7% 55.2% 55.3% 55.1%
Expenditures:
General & administrative 140,689 143,000 146,000 149,000 152,000
Debt principle & interest 12,914 12,159 11,784 0 0
HST (1.76%) 100% of GST,
78% of PST recoverable 23,924 24,402 24,600 24,810 25,000
Capital & special projects 16,370 16,500 17,500 18,000 19,000
Marketing, events, & general
advertising 15,370 16,500 17,500 18,500 19,500
Façade Improv’t Program 66,000 66,000 66,000 68,000 68,000
Beautifications – plants, furniture,
umbrellas, trees, waste containers 14,000 15,000 16,000 25,000 25,000
Capital reserve (2% of levy) 3,832 3,908 3,986 4,066 4,147
Operating reserve (2% of levy) 3,832 3,908 3,986 4,066 4,147
Total Expenditures: 296,931 301,377 307,356 311,442 316,794
Net Revenue/(Deficit) +1,870 +1,973 +2,543 +5,040 +8,330
Summary of Accumulated Surplus:
Beginning Balance 139,605 149,139 158,928 169,443 182,615
Change in Accumulated Surplus +9,534 +9,789 +10,515 +13,172 +16,624
Ending Balance 149,139 158,928 169,443 182,615 199,239
19
Summary of long-term debt:
*Current balance as of September 1st, 2019:
Project: Financed by: Total
debenture:
Current
balance*:
Payment
frequency:
Final
payment:
2004
Broadway
reconstruction
(nodes)
TD Bank
London
$43,000
$8,880.78
Twice
annually
March 31,
2020
2018
heritage
streetlights &
LED
conversion
Infrastructure
Ontario
$115,000
$111,046.60
Twice
annually
December 3,
2028
20
Governance review & recommendations:
1. Meet with Town Clerk and Legislative Service Department for guidance on adherence to the
Ontario Municipal Act; Municipal Code of Conduct; & proper handling of the AGM.
Update: first meeting held on August 22nd.
2. Update the BIA Constitution for presentation and adoption at the AGM in November.
Status: In progress.
3. Develop a voting proxy for the AGM in increase/improve participation. Town Clerk to
provide suggestion(s). Status: In progress. Will report back to the board prior to the AGM for
action.
4. Invite the Clerk and Deputy Clerk as a delegation to a board meeting to review the BIA By-
law. Status: To be scheduled.
5. Update all BIA policies and procedures for presentation at the AGM in November.
Status: In progress.
6. Appoint an Independent Meeting Investigator. This should be a motion for adoption at the
AGM. Status: To be added to the AGM agenda.
7. The chart below outlines accountability and responsibility of the partners:
TASK
BIA
STAFF
BIA
BOARD
TOWN
CLERK
TOWN
COUNCIL
BIA
MEMBERSHIP
Developing the Human Resources Plan X
Approving the Human Resources Plan X
Developing the Annual Budget & Business Plan X
Approving the Annual Budget & Business Plan X X X
Recruiting new Board Members X X
Appointing & Approving New Board Members X
Preparing Operating Plans X
Approving Operating Plans X
Cheque signing authorities X X
Presentations to Town Council X X
Public Relations & Media Spokesperson X X
Posting minutes to the Town website X
Ensuring adherence to the Municipal Act X X X
Ensuring adherence to the
Town’s Code of Conduct
X X X
Board Member resignations X X
Running the Annual General Meeting (AGM) X X
21
2020 Marketing Introduction & Strategic Directions
The most important strategic imperative for 2020 is to increase the Events and Marketing
Co-ordinator to full-time status effective January 1st. This is critical as we execute the
following projects and events in 2020:
1. The BIA to take over full planning and operations of the Block Party.
2. The BIA will monetize the Block Party event to increase revenues.
3. The BIA will operate, itself, the VIP area including the sale of tickets.
4. Undertake a re-branding exercise including development of a new logo.
5. Invest in core marketing activities including:
a. Development of a proper & dynamic website
b. Strong management and execution of all social media channels.
c. Implement a “Shop Tillsonburg First” marketing campaign.
6. Liaise with OMAFRA & other government agencies to procure additional tourism & event funding.
7. Run 12 monthly promotional events in addition to Turtlefest, Canada Day, Fitness Event, Christmas
Crawl & other seasonal promotions.
8. Increase the number of sidewalk sale events from 2 to 4 to cover off all of the seasons.
9. Adopt a version of the Exeter BIA banner revenue program for spring 2020.
10. Implement the tiered/leveled sponsorship program (Tillsonburg Chamber of Commerce).
11. Confirm 6 sponsors of the BIA work truck @$1,000 per annum, per sponsor.
12. Testing of Google and Facebook ads.
13. In conjunction with Rogers Community Television; continue the “Downtown Tillsonburg” television
show.
14. Continue to implement all best-practices from other BIA’s. BID’s and BIZ’s.
15. Implement regular blog posts for social media.
16. Create and post short videos to all social media channels.
By having a full-time resource in the marketing and promotions area will allow the BIA to
be more impactful throughout the year and to effect visible downtown events on a more
regular & predictable basis. There will be a reduced need to use radio, print, newspaper
or other media advertising as the EMC will be utilizing lower-cost digital platforms. As
listed above, there will be a testing of Google and Facebook ads which will be evaluated
for effectiveness. This will be at minimal cost.
22
Executive Director Salary Analysis – September 1st, 2019
Location: Title: Employer: Annual wage: Date of survey: Index to
market value:
Woodstock
BIA
Manager
City of
Woodstock
$47,000 +
benefits + pension Current .63
Downtown
London BIA
Executive
Director
Downtown
London BIA
$101,000 +
benefits
Current 1.35
Milton
Downtown BIA Executive
Director
Town of
Milton
$51,783 Current .69
London, ON
regional
survey
Executive
Director
Various: all
gov’t & non-
profit agencies
$74,701 +
bonus + benefits Current n/a
Midland
BIA
Contract
Manager
Midland
BIA
$29,000
Part-time
January 1st, 2019 .58
Leamington
BIA
Contract
Manager
Leamington
BIA
$29,000
Part-time
January 1st, 2019 .58
Cobourg
BIA
Co-ordinator
Downtown
Town of
Cobourg
$42,000
37.5 hours/week
January 1st, 2019 .56
Kingston
Downtown BIA
Managing
Director
Downtown
Kingston BIA $83,300 January 1st, 2019 1.12
Tillsonburg
BIA current Executive
Director
Tillsonburg
BIA
$40,000
(contract)
December 3rd,
2018
.55
Tillsonburg
BIA proposed
for 2020
Executive
Director
Tillsonburg
BIA
$52,500
(salaried +
benefits/pension)
January 1st,
2020 .70
23
2019 BIA Achievement Awards winners by category:
Best Storefront – THE ANCHOR SHOPPE
Best Employer - COWARD'S PHARMACHOICE
Best Customer Service - VERNE'S CARPET ONE
Best New Business - BETTY'S CONSIGNMENT
Community Engagement - BOSTON PIZZA
Best Dining Experience - QUEEN'S CAFE
Best Service Business - COWARD PHARMACHOICE
Best Retail Shop - TRINKETS
Best Downtown Experience - THE COPPER MUG
Milestone Award - COWARD'S PHARMACHOICE
2019 AGM Award for
Best Storefront
Presented to:
THE ANCHOR SHOPPE
2019 AGM Award for
Best Employer
Presented to:
COWARD
PHARMACHOICE
24
2019 AGM Award for
Best Customer Service
Presented to:
VERNE’S CARPET ONE
2019 AGM Award for
Best New Business
Presented to:
BETTY’S CONSIGNMENT
2019 AGM Award for
COMMUNITY ENGAGEMENT
Presented to:
BOSTON PIZZA
25
2019 AGM Award for
Best Dining Experience
Presented to:
QUEEN’S CAFE
2019 AGM Award for
Best Service Business
Presented to:
COWARD
PHARMACHOICE
2019 AGM Award for
Best Retail Shop
Presented to:
TRINKETS
26
2019 AGM Award for
Best Downtown Experience
Presented to:
THE COPPER MUG
2019 AGM
Milestone Award
Presented to:
COWARD
PHARMACHOICE
On the celebration of your 145th anniversary
*END OF MINUTES*
November Marketing Report
Downtown Tillsonburg BIA Board Meeting
Outreach
●Lindsay Wilson (Community Future Oxford)
○Plan for sharing/promotion of Downtown video series
○Videos on Special Occasion Cakes, Trinkets, Betty’s Consignment (posting on
BIA’s IGTV)
○They released Tillsonburg first due to our community’s online activity which
should help the series get traction early on
●Lighthouse Treasures
○Helping to promote opening event
○Attended and posted about event
●Norfolk and Tillsonburg News
○Created AGM ad draft and sent to board for edits
○Contact with Andria who is looking at last year’s ad and putting together
options for this year (publication has changed and so have rate/process)
●Ryan VanLeeuwen (Ontario Laser Cutting)
○Can only cut and bend letters
○Font Options/Sizing have been sent
○Waiting to see which font works best for this application
●T:Go X McBains
○Worked with McBains team through Alex (T:Go) to mock up Holiday Bus
○Bus is currently getting wrapped and will be on the road hopefully for Monday
○Working with Alex on plan for social media/getting photo of finished bus
●Tranquility
○Connected about Fall into Savings and updated brochures to include with
radio prize
●The Ripped Club
○Plan for sharing/promotion of Thursday Charity workout sessions
●Special Occasion Cakes X Betty’s Consignment
○Brainstorming potential ideas to alter Christmas Crawl into a couple week
event with passport books to deal with COVID concerns but reach goal of
getting people to do their holiday shopping locally
●Norfolk and Tillsonburg News
○AGM Ad Creative Submitted to Andria for Newspaper
○AGM info will be published in Town of Tillsonburg section
●Optimist Club
○Preparing Logistics Map for media
○Preparing sign locations/signage as part of BIA’s Sponsorship
○Working with Jeremy Parking to get their team out on day/additional
programming of airing 2019 parade
○Working with Rogers Radio to mention Optimist Christmas Display on air
○Presenting on Mayor’s LIVE Update Wed Nov 18th
●Melodie (Boss Leaf)
○Shared Rogers Radio rules about cannabis products
○Agreed to organize separate contest online for Boss Leaf with donation
●Rogers Radio (Country 107/Easy 101)
○Shared Ryan’s stories to the BIA page re: Country 107 Contest (LIVE NOW!)
●Calm the Soul Wellness
○Was working with them to do video to promote new sessions
○Yellow Zone means she doesn’t have space for indoor classes safely, has to
go back to Zoom
○Requested information on Rent Relief program/other resources
●All Restaurant Meeting
○Great discussion on challenges/needs
○Discussion of Tillsonburg EATS App Opportunity
○Creation of FB Group (private) for all Restaurant Owners and Operators
Strategy
Tillsonburg BIA AGM Communications have been a main priority. The following items have
been completed or are in progress currently:
●Eblast to Membership
●Printed Posters/Flyers for physical distribution
●Norfolk and Tillsonburg News ads
●Web page (Registration Links + Links to Download/Access AGM documents)
●Facebook Event
Taking a look at the strategy surrounding Christmas Crawl has been another focus. With
such a unique year, it is important to look at the goal of this event and how we can still
accomplish what we set out to achieve. Making Christmas Crawl a two week event where
making purchases at Downtown Tillsonburg is a focal, is the key. Read the full Event Report
here.
Fall into Savings Social Media Campaign took place this month and was a great way to get
members engaged and sharing our content while promoting shopping locally in Tillsonburg.
On November 11th, we only posted and highlighted content about Remembrance Day. With
COVID protocols, things were different so we highlighted safe ways to remember and how
our members were showing their respect. Here are some highlights.
The Downtown Tillsonburg BIA Brand Guideline has been completed with specific details on
the Brand Platform including Goals, Vision, and Values. It shares the Brand Story with
information on the four categories: SHOP, EAT, LIVE, & EXPLORE as well as information on
the practical application of the brand, logos, and colours.
Social Media
Facebook
Oct 1, 2020 - Nov 17, 2020
Instagram
Support
●Is the Board supportive of the Christmas Crawl event alterations?