190620 BIA AGDTillsonburg Business Improvement Area Board Meeting – Agenda - Thursday, June 20th, 2019 7:30 am meeting – BIA Board Office – 20 Oxford Street, Tillsonburg
1.CALL TO ORDER: Determine if a quorum is present. Time: __________Members present:Members absent:
2.ADOPTION OF THE AGENDA:
moved by:___________________ seconded by: __________________
3.DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE
THEREOF
4.ADOPTION OF THE MINUTES from the meeting of May 23rd, 2019 (Attached)
moved by:___________________ seconded by: __________________
5.DELEGATIONS: none.
6.TREASURER’S REPORT – D. Rasokas
a)May 2019 First Ontario bank statements. (Attached)
b)May 2019 CIBC bank statement. (Attached)
c)Funds as of May 31st, 2019: CIBC $150,942.22 First-Ontario: $65,403.75 Total:
$216,345.97
d)Financial reports will be sent under separate cover.
e)CIBC accounts were active as of May 17th, 2019. First-Ontario accounts were
closed, with the exception of the GIC and share account, on May 31st, 2019 at 4
pm.
7.COMMITTEE REPORTS:
a) Beautification:
i)Plan is fully underway with very positive feedback. The ED and EMC are
active to ensure all elements are kept in excellent operating condition. Still
awaiting invoices from Staples Corporate – Furniture Dept. as the invoice
originally sent was erroneous.
ii)Log of best practices to be kept for future operational and budgetary
consideration(s).
iii)ED ordered additional smoking control devices to help with the littering
issue.
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iv) ED ordered and placed 3 additional waste receptacles at the Tillsonburg
Town Centre Mall Broadway Plaza.
v) Watering will be a challenge as the town does not have the resources to
staff, pay or operate watering for our additional pots, planters and trees.
The ED has been out watering on an as-needed basis.
vi) Benches were picked up and deployed on the morning of June 13th, 2019.
Thank you to RASCO Environmental for use of their equipment and to
Pete Braun Sr. for his help.
vii) The Chair has requested that the FIP application for 54 Broadway be
brought forward again for consideration. There are adequate funds in a
restricted reserve of $134,026 resulting from a surplus in the FIP account
to date.
viii) There is significant and renewed interest in the FIP from several
downtown property owner’s and tenants including one property on Brock
Street East (Willaert Appliance); Joseph’s Furniture, PCS Computer both
on Broadway and the outstanding invoicing and project on Brock Street
East – Old Prouse Furniture, Calm the Soul Yoga; Parker Driving
Academy; KTN Taxi. There may be others. The ED and EMC are working
on a new FIP brochure for 2019 and will have this ready by June 30th as
the construction season is well underway. The ED has been in touch with
David Frei about the pictures to be taken for the above-noted properties.
ix) The ED attended and assisted with all three days of Turtlefest and will be
making notes for the post-event meeting to be held TBD. One of the big
learnings is to have a “late-night” block whereas the block on Broadway
from Baldwin northerly to Brock should have vendors who all agree to be
open until at least 1:00 am including all food and beverage vendors.
b) Communications & Promotions/Report from Events and Marketing Co-ordinator:
i) Successful operational execution of the Turtlefest Block Party with every
positive feedback. Sidewalk Sale Days – May 30, May 31 and June 1 –
event was well advertised however the merchant base was not engaged
with the promo at the levels that we would have liked to see. Difficult to
evaluate the efficacy of the event.
ii) EMC to provide additional verbal update(s) on all other progress vs. the
work plan.
8. EXECUTIVE DIRECTOR’S REPORT: Most of my schedule has been dedicated to
readying the BIA zone for Turtlefest to ensure “look of the leader” with impeccably
clean streets, sidewalks, planters, tables and other elements. ED and EMC have
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already begun the process of working on budgets and business plans for 2020. ED
suggests we need to solidify our “requests” for any town support for 2020 prior to
their budgeting process commencing. The ED also met with the Town’s
Development Commissioner on the “hotel project” and expressed a desire that the
BIA be involved in the process. The ED suggested an ad-hoc committee be formed
for the express purpose to see this project be moved forward expeditiously.
Motion:
Moved by: _______________________ and Seconded by: ___________________
and resolved that the BIA Board of Management requests to the Town of Tillsonburg
that an ad-hoc committee be constituted to see the development of a franchise-
branded hotel (with conference, meeting and restaurant facilities); in the
C1/downtown/BIA zone with frontage on Broadway and further; that the BIA commits
to having representation on said committee.
9. OTHER BUSINESS:
a) Renaissance Restorations: resolution to pay the invoices, in full, as follows
Motion: Moved by: ___________________ and Seconded by: ______________________
and resolved that the BIA Board of Management pays Renaissance Restorations
$5,195.37 for full payment on all amounts due.
b) ED and EMC have commenced the work on the 2020 budget process and ask
that the individual board members provide commentary and ideas in time for
discussion at the July 18th board meeting.
c) BIA/EMC to make a presentation to council at the July 8th, 2019 council meeting.
The ED notified the Clerk and Deputy Clerk of said interest on June 17th at 4:45
pm.
10. NEW BUSINESS: none
11. ROUNDTABLE: at the discretion of the board members present
12. NEXT MEETING – Thursday, July 18th, 2019 at BIA office boardroom – 7:30 am
meeting
13. MOTION TO ADJOURN :
moved by:___________________ b. seconded by: __________________
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Tillsonburg Business Improvement Area
Board Meeting – MINUTES - Thursday, May 23rd, 2019
7:00 am breakfast, 7:30 am meeting – Carriage Hall – 25 Brock Street West, Tillsonburg
1. CALL TO ORDER: Determine if a quorum is present. Time: 7:32 am
Quorum: YES
Members present: C. Tomico; M. Rosehart, C. Heutinck, C. Pepper, M. Renaud,
K. Slattery, M. Tedesco, D. Rasokas, D. Gilvesy
Public/delegations present: P. Hayes – Page by Page Consulting; K. DeLeeBeeck
– Town of Tillsonburg
Members absent: n/a
2. ADOPTION OF THE AGENDA:
a. moved by: C. Heutinck seconded by: D. Gilvesy
“Carried”
3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE
THEREOF:
“none declared”
4. ADOPTION OF THE MINUTES from the meeting of April 25th, 2019
a. moved by: W. Cameron seconded by: D. Gilvesy
“Carried”
5. DELEGATIONS:
a. Patty Hayes – Page by Page Consulting :
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Ms. Hayes made a presentation about her experiences; resume; projects; governance
suggestions and other resources that she is able to provide. The board asked a number
of questions. There was also discussion about the various ways to complete a strategic
review. Ms. Hayes spoke about specific initiatives from the Ottawa Street BIA in
Hamilton. Ms. Hayes provided the board with a hand-out of services available. There
were continuing discussions and dialogues about gentrification; experiential marketing;
changing retail landscapes of downtowns; faltering on-line sales patterns.
b. Kevin Deleebeeck – Director of Operations, Town of Tillsonburg:
The Director spoke about the upcoming proposal to reconfigure the existing municipal
parking lots in the C1-BIA zone. The maps were attached to the agenda package. The
group had a lengthy discussion about the various diagrams presented. W. Cameron
expressed that the LCBO parking lot - #1A should be changed to 2-hour parking only.
The board determined this would be added to the June 20th, 2019 board meeting
agenda.
6. TREASURER’S REPORT – D. Rasokas
a. The information was distributed including the April 2019 First Ontario
bank statements attached with funds as of April 30th, 2019: $234,388.87.
The Financial reports were attached to the agenda package ahead of
time. The ED spoke about the notice given to FirstOntario about the
change in banking to CIBC. ED hand delivered the banking resolution to
the Branch Manager. CIBC has opened the new accounts as at May 17th,
2019. All signing authorities are in place. ED hand delivered the banking
resolution to the Branch Manager. ED has received the new CIBC debit
and credit cards.
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b. The Town of Tillsonburg has received the new CIBC account info for EFT -
which was hand delivered to the Director of Finance on Monday May 13th.
There were no questions or concerns about the information presented.
7. COMMITTEE REPORTS:
a. Beautification:
The ED presented the report and there was a lengthy discussion of what was required
for the implementation plan including the need to solidify volunteers for the upcoming
weekend to include the following duties/tasks: change banner brackets; install street
furniture; install smoking control devices; erect fencing – fill with water; etc.
b. Communications & Promotions/Report from Events and Marketing Co-
ordinator:
The EMC has been active with the digital platforms; the promotions committee has met;
the calendar has been update; there will be two printed postcards for each of
spring/summer & fall/winter; the sidewalk sale has been established and
communicated. There was a Promotions committee meeting held at the BIA offices on
Friday, May 17, 2019. Reminders: Fitness event on Saturday, May 25th on Brock Street
– closed from Broadway, easterly to Harvey. There were no questions. Sidewalk Sale
Days – May 30, May 31 and June 1 – posters have been created and the event is being
marketed through social media, e-mail blasts and poster distribution. The ED and EMC
reviewed with the team that the promotions calendar has been updated.
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8. EXECUTIVE DIRECTOR’S REPORT: Most of the ED’s schedule has been
dedicated to readying the beautification plan for implementation. There were a
number of supplier-caused issues which have all been “Plan B’d”. There were
some questions however no concerns were raised with the ED’s report.
9. OTHER BUSINESS:
a. Benches: The board had a discussion about next steps. The board
provided direction to the Chair & Board to meet with a lawyer to send a
formal letter of follow-up.
b. The board discussed going to council to give a BIA update. The ED will be
in touch with the Town Clerk to apply to appear as a delegation.
10. NEW BUSINESS: none
11. ROUNDTABLE: The Chair spoke about the need to reach out to the soccer,
baseball and other groups to work on communication with the downtown as we
did with the ringette tournament.
12. NEXT MEETING – Thursday, June 20th, 2019 at Carriage Hall – 7:00 am
breakfast, 7:30 am meeting
13. MOTION TO ADJOURN: C. Heutinck moved; Seconded by M. Tedesco. 9:36 am
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