191219 BIA MIN
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Tillsonburg Business Improvement Area
Meeting Agenda Board Meeting of Thursday, December 19th, 2019
Carriage Hall
7:30 am – 9:30 am
Breakfast at 7:00 am
1. CALL TO ORDER: Time: _______
QUORUM: Count members present
Guests present: ________________________________________________________________
2. ADOPTION OF THE AGENDA: a. moved by: ______________ seconded by: _____________
And resolved that the agenda as prepared for the BIA Board of
Management meeting for Thursday, December 19th, 2019 be adopted. 3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE
THEREOF: 4. ADOPTION OF THE MINUTES from the board meeting of November 21st, 2019 a. moved by: _______________ seconded by: _______________
And resolved that the minutes, as prepared for the meeting of
November 21st, 2019 be adopted. 5. DELEGATIONS: Eric Gilbert, County Planner – TSB Application for 678 Broadway
6. FINANCIAL REPORT: Funds on deposit at CIBC: as at 11/30/2019: $91,705.00 Funds on deposit at First-Ontario: as at 11/30/2019: $66,067.65 Total funds on hand as of 10/31/2019: $157,777.65
Remaining funds due to the BIA from the Town: Sobey’s: $2,500 + HST rebate of $20,063 +/- . The town sent the Q4 levy which was only $15,126.47. This amount included $14,000 of deductions for “beautification” from the town for 2018 and 2019. The Board Chair & I will follow-up on this. We should also indicate not to pay any $7,000
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beautification fee for 2020. There is still no answer on the $2,500 Sobey’s development credit which has not yet been received. I have attached an
adjusted financial forecast for 2019. The board may recall that debt charges are higher than budget by $13,439 due to higher than expected debenture costs for the LED streetlights & the refinancing of 2015 debt with TD. The unforeseen $14,000 expense plus other adjustments for debt & assessment write-offs results in a net deficit in 2019 of $26,907.
The November financial report is attached. The financial forecast has been adjusted for the FIP projects not likely to be completed in 2019 and will roll over into 2020’s fiscal year. 7. 2020 BUDGET: Those that attended the AGM on Tuesday, December 3rd, 2019
will know that the budget was approved by the members unanimously. The budget will now move to Town of Tillsonburg Council budget deliberations on Monday, January 13th, 2020 – time TBD. The board should make an effort to attend this meeting to show support for the process and our business/budget plans. A note should be made that when we plan the 2021 budget; we need to
establish a procedure for capturing the revenues approved in the budget. The may be accomplished by creating an additional allotment in the levy request and a further reserve for assessment write-offs. The ED will write a policy proposal for consideration of the board. In essence, assessment write-offs are being absorbed by solvent BIA members on an annual basis. This needs to be rectified
by policy in some manner, shape or form. I also have further evidence and fact of additional properties in the BIA not paying into the levy. This now includes CJDL Engineering and Verhoeve’s Funeral Home in addition to 9 other addresses previously identified.
8. AGM: The AGM was a resounding success with many new faces and nearly 60 people in attendance. The awards were well received. The budget motion passed with an amendment to only include “Budget” and not the word “Business Plans”. The board may recall that the budget and business plans were approved at the regular September board meeting. There was no unfinished business
from this meeting and the minutes from the January 16th, 2019 AGM were approved. There was a quorum present and there was a good cross-section of our members in attendance. The ED has the minute folder from the meeting to be properly archived. The minutes to the meeting will be ready for the January 2020 board meeting.
9. EXECUTIVE DIRECTOR’S REPORT: As follow-up to the AGM, I recommend the implementation of a payroll system to ensure the timely completion of payroll in addition to ensuring that paycheques
are provided to all employees on a timely basis. I subsequently contacted ADP which is the Chamber of Commerce preferred supplier and their prices are more favourable than those that were provided by CIBC’s preferred vendor, Ceridian. The ADP cost per payroll is noticeably lower and is more flexible in terms of
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completing the transactions, the portability, and there is no contract. The details are as follows:
ADP WorkForce Now On The Go (OTG) is our newest app-based small business solution that combines payroll & time tracking. With easy time tracking capabilities, employees can clock in and clock out from a computer, tablet, or their mobile device, all
tracked through geo-fencing technology. This ensures employees are at the right place
at the right time. Time Tracking data will funnel directly to payroll and can be approved while you’re ‘on-the-go’. We are now the ONLY payroll company in Canada that allows you to process your
payroll ENTIRELY from your smart-phone.
How it Works:
• Payroll can be done in minutes – Just review and approve hours, and submit
to ADP
• Source deductions are done automatically and ADP remits the taxes to the CRA for you (EI, Income Tax, CPP).
• ADP pays employees with direct deposit - all done in one banking transaction
• Employees have online/mobile access to paystubs and T4’s
• Easy ROE filing and T4 distribution
• Setup is very simple - we do it for you and carry over any Year to Date Information
• GLI (General Ledger Integration) compatibility with most major third-party accounting software
• OTG Demonstration Video Link: https://adpcanada.wistia.com/medias/01z9yft496 Promotions and Discounts applied for Tillsonburg BIA:
• Completely waived Initial Set Up Fee ($280 value)
• 24.9% Permanent Discount
• 2 months of service for FREE Pricing Breakdown for WorkForce Now On-The-Go: Set Up Fee: $280.00 WAIVED Base Fee: $49.00 $36.80\ Per Employee Fee: $2.00 $1.50 each
Total Per Processing (based on 3 employees): $55.00 $41.31
A reminder that ADP is a strictly pay-as-you-go company; we charge you PER payroll run and will only charge you when you actually process a pay run with us. There are NO termination or cancellation fees, and NO term contracts.
The cost from Ceridian is $35.50 per pay period however there is a $259 one-time fee. When extrapolating the one-time fee over 26 pay periods; the cost of
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Ceridian per pay period increases to $45.46 which is exactly 11% higher than ADP ($41.31) and the functionality is less (i.e. Ceridian does not have the app for
hours reporting and payroll cannot be submitted by smartphone). The full Ceridian proposal is attached. My recommendation is to implement ADP payroll effective the first pay period in January 2020. We can cancel our service at any time and there is no contract.
This is excellent flexibility. It will also save time and money especially with securing signatures from signing authorities every 14 days plus the time involved in travel and preparations. I have prepared the following resolution for consideration of the board:
MOTION: Moved by: _______________________ and Seconded by: _______________________
“and resolved that the Tillsonburg BIA implements ADP payroll services
effective January 1st, 2020 at the rates prescribed in their “pay as you go”
service proposal above”.
Pension: The budget includes a pension plan for both full time employees as at January 1st, 2020. In order to effect the OMERS pension plan, the attached resolution would need to be passed to effect such pension arrangement. The OMERS pension cost is 9% of gross pay for each of the eligible employees effective January 1st, 2020. This is a matching contribution by the employee so
the pension plan cost is split evenly between the employer and employee. The cost of the retirement plan is fully included in the budget for 2020. OMERS manages the entire plan including future payouts with minimal administration on BIA management’s part. The BIA is an OMERS-eligible employer given we are a “local board” under the Municipal Act. The resolution is required to authorize
enrollment with OMERS. The resolution must be certified by the Town Clerk. MOTION: *see attachment with the full resolution.
Benefits for staff: The ED is working with the Treasurer on cost-effective benefits plans for the two full time employees only; effective January 1st, 2020. There will be a detailed report brought to the January board meeting for potential action by the board of management.
Other labour funding: We received a funding approval of $6,300 (450 hours x $14/hour) to hire David Teichrob through the Youth Job Connect program. David is a superstar. The funding for his hire must be used between now and
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March 31st, 2019. His first paycheque will be issued on or about January 2nd, 2020 as per the approved budget. I have also had confirmation from Lori
Broughton that our two other YJC clients are each eligible for $1,000 (71 hours each @ $14 per hour). In order to qualify for repeat funding, each student must learn new skills or take on different tasks/assignments which I will ensure that they do. To this end, Cole McCormick Underhill and Zachary Corriveau will be ready for new assignments in March 2020 beginning around March break. They
can also assist with marketing, promotions and special events. MOUD with the Town of Tillsonburg. The Board Chair and myself met on Monday, December 16, 2019 to review the existing document which was not adopted or implemented by the town for 2019. The document is being drafted
with our changes and will be presented to the town’s new CAO in late January. I suggest the board review the proposed MOUD at the January 2020 board meeting prior to the discussions with the town. In the meantime, it makes sense to write a letter to the town saying that there is a moratorium on billing and services to the BIA with respect to beautification until a new MOUD is
signed/takes effect. Turtlefest MOUD – the Turtlefest Committee has formally requested that the BIA co-ordinates the 2020 event through the BIA’s accounting, records-keeping, and financial statements in order to effect a successful event. To this end, if
approved by the Board, the BIA will take over the financial and most of the operational activities of next year’s festival – particularly with respect to the Block Party. The essence of the MOUD will be to ensure fiscal discipline and accountability. I recommend that the Board considers/approves an MOUD with the Turtlefest Committee with the following caveats:
1) All cheques must be signed by 2 signing authorities of the BIA’s choosing. 2) No contracts be agreed to, signed or otherwise effected without the express consent and approval of the BIA Executive Director AND that said contracts fit within the
approved Turtlefest budget. 3) Debbie Beres will be the bookkeeper of record for Turtlefest effective January 1st, 2020. The bookkeeper will be the sole individual responsible for all accounting transactions and they will bill the BIA for all hours worked on Turtlefest
accounting which will subsequently be allocated to Turtlefest. 4) The exiting Turtlefest bank account will need to be closed. There will need to be a new account opened and I suggest that CIBC be used for simplicity and consistency. All
Turtlefest income and expenses must be paid and processed through this new bank account. 5) The bookkeeper will not pay, process or otherwise make accounting entries without the proper approvals.
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6) The Turtlefest Committee will hold harmless the BIA for all liabilities resulting from Turtlefest Committee operations.
7) The BIA will not assume any responsibility or liability for any Turtlefest expenses incurred prior to January 1st, 2020. 8) The Turtlefest Committee acknowledges the loan to the town of $7,000 which is to be repaid from Turtlefest resources prior to August 31st, 2019.
9) The BIA will review and approve the Turtlefest budget prior to its effect. And any other specific items as directed by the BIA Board of Management.
Parking lot 1A follow-up from the May 23rd, 2019 board meeting:
We need to send a board resolution to address the parking concerns in LCBO parking lot area across the north section of the Tillsonburg Town Centre Mall parking lots. The board may recall the number of complaints received by BIA members about mall staff and others parking there all day long during the work day.
MOTION:
Moved by: ________________________ and Seconded by: ________________________
And resolved that the BIA Board of Management recommends to the Town of
Tillsonburg that municipal parking lot 1A be designated a 2-hour maximum
parking lot. Parking lot 1A is the parking area immediately north of the LCBO
and CIBC north mall entrance.
10. EVENTS AND MARKETING CO-ORDINATOR’S REPORT: Update on all activities including the planning and execution of 2019 initiative and planning for
2020: a. Christmas Crawl report, b. BIA AGM awards – pictures and e-mail blast were sent out immediately announcing winners. c. Planning for 2020 events is underway.
d. Social media metrics update: verbal e. Website update. f. Questions and answers. 11. Façade Improvement Program update: Two projects are in progress as
discussed in the financial update. Projects require completion and inspection prior to any funds being released as per normal process and protocols. It is doubtful that these projects will completed by end of year including the subsequent inspection process. The amounts outstanding on these 2 projects
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payable is approximately $40,000 as at December 16, 2019. The invoices for the renderings by David Frei have been invoiced and paid in 2019.
12. ROUNDTABLE: 13. NEXT MEETINGS:
a. Regular: Thursday, January 23rd, 2019 at Carriage Hall – 7:00 am breakfast, 7:30 am meeting 14. MOTION TO ADJOURN: Time of adjournment: __________ a.m.
a. moved by: _______________ b. seconded by: ________________
Tillsonburg BIA – 2019 Forecasted Actuals & 2020 BIA Budget
*Revised December 16th, 2019
Summary of
Revenues & Expenditures
2018 Actual
Audited
2019 Budget 2019 Projected
(forecast)
2020 Proposed
Budget
Revenues:
BIA Levy (requirement from taxation) 127,217 136,621 128,354 139,450
Town contribution to Façade Program 25,000 25,000 25,000 31,000
Other income & funding including SJS, YJC,
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 0 2,500
Contribution from accumulated surplus 0 0 50,000 46,000
Total Revenues: 171,722 194,605 243,514 289,516
Levy as % of total revenues 74.1% 70.2% 52.7% 47.6%
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% 19.5% 16.1%
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 25,000 50,000 61,000 62,000
Beautifications – plants, street
furniture, umbrellas, trees & town
beautifications charges
6,785 13,250 39,000
14,000*
11,000
Capital reserve provision (*NEW) 0 0 0 2,869
Operating reserve provision (*NEW) 0 0 0 2,869
Total Expenditures: 94,158 194,605 270,421 289,516
Net Revenue/(Deficit) +77,564 0 -26,907 0
Summary of Accumulated Surplus:
(cash based)
*billed 2 years of
beautification from
the town
*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 -50,000 -40,262
Ending Balance 220,345 192,783 170,345 130,083
November 2019 November 2018
INCOME
REVENUE
4000 Donations - GRK
4050 Miscellaneous Revenue (Wage Subsidy)2,992.15
4100 Taxes - regular
4110 Taxes - other
4120 Taxes - write-off
4450 Interest Income 40.24 6.33
4600 Share Dividend
Total REVENUE $ 3,032.39 $ 6.33
Total Income $ 3,032.39 $ 6.33
GROSS PROFIT $ 3,032.39 $ 6.33
EXPENSES
BEAUTIFICATIONS
5200 Street Furniture
5250 Banners/Flags
5350 Focal Point Entry Signage 3,570.28
5550 Keep Downtown Beautiful
5750 FIP EXPENSES 442.48
Total BEAUTIFICATIONS $ 4,012.76 $ 0.00
MARKETING/PROMOTION
6100 Office/Meeting exp
6200 General Advertising 23.01
6300 Christmas Promotions
6500 Santa Claus Parade 1,250.00 1,250.00
Total MARKETING/PROMOTION $ 1,273.01 $ 1,250.00
OPERATIONS
7000 Bank Service Charges 63.80 25.00
7011 AGM Meals, hall rental 71.95
7100 Mileage 198.24
7150 Executive Director 3,333.33
7160 Additional Contract Work 961.50
7200 Accounting - Professional GRK
7210 Bookkeeping 150.00 120.00
7220 Employer Payroll Taxes 6.37
7230 Wages & Benefits
7450 Office Expense 113.06
7460 Telephone Expense
7500 Computer and Internet Expense
Total OPERATIONS $ 4,898.25 $ 145.00
Total Expenses $ 10,184.02 $ 1,395.00
PROFIT -$ 7,151.63 -$ 1,388.67
Total
Tillsonburg BIA
Profit and Loss
November-19
Actual
YTD
2019
Budget
Budget
Remaining
Income
4000 Donations - GRK 2,000.00 2,000.00
4050 Miscellaneous Revenue (Wage Subsidy)2,992.15 0.00 -2,992.15
4440 Transfer from Reserves 11,064.00 11,064.00
REVENUE
4100 Taxes - regular 91,438.97 136,621.00 45,182.03
4150 AGM 287.62 200.00 -87.62
4200 Donations - Sobeys 2,500.00 2,500.00
4350 HST Rebate 4,450.00 15,000.00 10,550.00
4450 Interest Income 1,129.38 360.00 -769.38
4460 Interest from Surplus 1,260.00 1,260.00
4470 Interest from Tax Adjustment Continguency 600.00 600.00
4600 Share Dividend 0.00 0.00
4750 Urban Design - FIP Program 25,000.00 25,000.00 0.00
Total REVENUE $ 122,305.97 $ 181,541.00 $ 59,235.03
Total Income $ 125,298.12 $ 194,605.00 $ 69,306.88
Gross Profit $ 125,298.12 $ 194,605.00 $ 69,306.88
Expenses
8000 SPECIAL PROJECTS
8100 Electronic Bulletin Board - Maintenance 69.95 500.00 430.05
Total 8000 SPECIAL PROJECTS $ 69.95 $ 500.00 $ 430.05
BEAUTIFICATIONS 0.00
5000 Christmas Lights & Decorations 750.00 750.00
5100 Trees 2,000.00 2,000.00
5150 Hanging Baskets Watering 5,000.00 5,000.00
5200 Street Furniture 37,872.97 5,500.00 -32,372.97
5300 EBB Restoration 10,000.00 10,000.00
5350 Focal Point Entry Signage 3,570.28 0.00 -3,570.28
5550 Keep Downtown Beautiful 1,284.08 1,500.00 215.92
5750 FIP 46,944.87 50,000.00 3,055.13
Total BEAUTIFICATIONS $ 89,672.20 $ 74,750.00 -$ 14,922.20
MARKETING/PROMOTION
6050 BIA Business Directory 100.00 -100.00
6100 Office/Meeting exp/Sundry/Phone 1,501.80 -1,501.80
6200 General Advertising 1,459.91 5,000.00 3,540.09
6300 Christmas Promotions/Crawl 168.00 4,000.00 3,832.00
6350 Seasonal Promotions 1,139.47 5,000.00 3,860.53
6500 Santa Claus Parade 1,250.00 1,250.00 0.00
6600 Block Party Turtlefest 5,000.00 3,000.00 -2,000.00
Total MARKETING/PROMOTION $ 10,619.18 $ 18,250.00 $ 7,630.82
Total 2019
Tillsonburg BIA
Budget vs. Actuals: 2019 Budget
January 1 - November 30, 2019
January - November 2019 Budget vs Actuals 1
Actual
YTD
2019
Budget
Budget
Remaining
OPERATIONS
7000 Bank Service Charges 452.55 250.00 -202.55
7011 AGM Meals, hall rental 392.76 0.00 -392.76
7050 Debt Interest 2,132.08 3,677.00 1,544.92
7100 Mileage 198.24 250.00 51.76
7150 Executive Director 36,639.20 40,000.00 3,360.80
7160 Additional Contract Work 8,403.51 10,000.00 1,596.49
7200 Accounting - Professional Fees 4,520.00 4,520.00
7210 Bookkeeping 1,420.00 1,440.00 20.00
7220 Employer Payroll Taxes 212.96 0.00 -212.96
7230 Wages 4,972.24 0.00 -4,972.24
7300 Debt Principal 18,982.52 11,500.00 -7,482.52
7350 HST Expense 20,000.00 20,000.00
7450 Office Expense 1,548.70 2,000.00 451.30
7460 Telephone Expense 272.59 500.00 227.41
7500 Computer and Internet Expense 388.86 0.00 -388.86
7550 Professional Development 1,000.00 1,000.00
7600 Quickbooks Software 240.00 240.00
7650 Rent 3,600.00 3,600.00 0.00
7800 Repayment of Tax Adjustment 2,000.00 2,000.00
Total OPERATIONS $ 79,616.21 $ 100,977.00 $ 21,360.79
Total Expenses $ 179,977.54 $ 194,477.00 $ 14,499.46
Net Income -$ 54,679.42 $ 128.00 $ 54,807.42
January - November 2019 Budget vs Actuals 2
Proposed Solution: Powerpay Plus
Simplify how you pay your people so you can focus on driving business success.
Powerpay helps ensure people are paid accurately and on time. You focus on your
business and let us handle your payroll, HR and tax needs.
Powerpay Plus is Canada’s leading small business payroll solution. Powerpay’s web-
based application allows you to maintain control of your payroll while leveraging the
capabilities and intelligence of Ceridian’s expertise to gain increased accuracy with
unlimited support from our CPA certified team.
What’s Included:
Direct deposit or
cheques for employee
payroll (flexible based
on employee needs)
Complex union
calculations and
pensions
Standard government
remittances (CPP, EI,
taxes etc.)
Deduction and
garnishee processing
(including benefits and
pensions)
123 Earning Codes (for
commission, expenses,
etc.)
Payroll preview prior to
submitting
Role-based security
HR Data (emergency
contact details,
training, education,
skills etc.)
Mobile app for
employees
Process payroll via
mobile app
Ceridian Advanced
Reporting
Year end payroll and
T4 processing ($43.99
+ $2.30/T4 if
requested)
Record of employment
($1.80 each when
requested)
Mass deduction and
contribution changes
Custom imports (if
requested)
Estimated One Time Fees - $250 + $3/employee.
Estimated Recurring Fees (per pay cycle):
Charges
Base Fee $27.70
Per Employee Fee $2.60
RESOLUTION ● December 2019-A
OMERS Pension Authorization
A Resolution to authorize participation in the OMERS primary pension plan (“Primary Plan”), and the retirement compensation arrangement that provides benefits for members and former members of the Primary Plan (“RCA”), in respect of the employees of the Tillsonburg Business Improvement Area identified herein.
Whereas pursuant to subsection 6(1) of the Primary Plan an employer who is eligible under the
Ontario Municipal Employees Retirement System Act, 2006 (“OMERS Act, 2006”) to participate in the Primary Plan and the RCA may, by by-law or resolution, participate in the Primary Plan and the RCA and pay to the funds for the Primary Plan and the RCA the total of the employer
and member contributions, and has all of the powers necessary and incidental thereto.
Therefore the Board of the Town of Tillsonburg BIA (“Employer”) enacts as follows: (Election re: Employees) 1. The Employer shall participate in the Primary Plan and the RCA in respect of each person who is employed by the Employer and who is eligible to be a member of the Primary Plan and the RCA under subsection 5(3) of the OMERS Act, 2006, as amended from time to time, (“Employee”) as of the first day of January 2020 (“Effective Date”) and authorizes the Executive Director to submit forthwith a certified copy of this Resolution to the OMERS Administration Corporation (“AC”).
(Current CFT Employees) 2. An Employee who is employed on a continuous full-time basis (“CFT Employee”), as defined in subsection 9(1) of the Primary Plan, as amended from time to time, and who commenced employment with the Employer before the Effective Date is entitled to become a member of the Primary Plan and the RCA on the first day of the month following the month in which the CFT Employee’s application is received by the AC, provided that the AC may, at the request of the Employer, fix an earlier date on which the CFT Employee becomes a member but not before the date on which the CFT Employee became entitled to be a
member or the first day of January in the year in which the application is received by the AC, whichever is the later date.
(Future CFT Employees) 3. Every person who becomes a CFT Employee on or after the Effective Date shall, as a condition of employment, become a
member of the Primary Plan and the RCA, or if such person is already a member, resume contributions to the Primary Plan and the RCA on the date so employed.
(PBA
Membership for OTCFT Employees)
4. An Employee who is employed on other than a continuous
full-time basis (“OTCFT Employee”) and meets the eligibility criteria in subsection 9(6) of the Primary Plan, as amended from time to time, is entitled to become a member of the Primary Plan
and the RCA on the first day of the month following the month in which the OTCFT Employee’s application is received by the AC, provided that the AC may, at the request of the Employer, fix an
earlier date on which the OTCFT Employee becomes a member but not before the date on which the OTCFT Employee became entitled to be a member or the first day of January in the year in which the application is received by the AC, whichever is the later date.
(Senior Management
Official)
5. Any person who holds a senior management position with the Employer (“Senior Management Official”), as the Employer
may designate from time to time, is hereby authorized on behalf of the Employer to take all such action(s) and execute all such documents, certificates and agreements, as they may consider necessary to give effect to the provisions of this Resolution and to fulfill the Employer’s duties and obligations with respect to the Primary Plan and the RCA, as required from time to time.
DATED this _____ day of _______________, ______ at Tillsonburg, ON
Moved by: _________________ and Seconded by:___________________
Printed name: __________________ Printed name: _________________
Carried: ______ Defeated: ______ Approved by: __________________