191203 BIA AGD AGM
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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
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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
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
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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
October 2019 October 2018
INCOME
REVENUE
4000 Donations - GRK
4100 Taxes - regular
4110 Taxes - other
4120 Taxes - write-off
4450 Interest Income 817.29 6.54
4600 Share Dividend
Total REVENUE $ 817.29 $ 6.54
Total Income $ 817.29 $ 6.54
GROSS PROFIT $ 817.29 $ 6.54
EXPENSES
8000 SPECIAL PROJECTS
8100 Electronic Bulletin Board - Maintenance
8200 Façade Improvement
Total 8000 SPECIAL PROJECTS $ 0.00 $ 0.00
BEAUTIFICATIONS
5200 Street Furniture -1,799.45
5250 Banners/Flags
5550 Keep Downtown Beautiful
5750 FIP EXPENSES
Total BEAUTIFICATIONS -$ 1,799.45 $ 0.00
MARKETING/PROMOTION
6100 Office/Meeting exp 157.86
6200 General Advertising 126.22
6300 Christmas Promotions
6350 Seasonal Promotions 400.00
Total MARKETING/PROMOTION $ 684.08 $ 0.00
OPERATIONS
7000 Bank Service Charges 55.59 25.00
7011 AGM Meals, hall rental
7150 Executive Director 3,333.33
7160 Additional Contract Work 807.66
7200 Accounting - Professional GRK
7210 Bookkeeping 140.00 120.00
7220 Employer Payroll Taxes 44.89
7230 Wages & Benefits 895.44
7450 Office Expense 124.74
7460 Telephone Expense
7500 Computer and Internet Expense
Total OPERATIONS $ 5,401.65 $ 145.00
Total Expenses $ 4,286.28 $ 145.00
PROFIT -$ 3,468.99 -$ 138.46
Total
Tillsonburg BIA
Profit and Loss
October-19
Actual
YTD
2019
Budget
Budget
Remaining
Income
4000 Donations - GRK 2,000.00 2,000.00
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 1,089.14 360.00 -729.14
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 $ 122,265.73 $ 181,541.00 $ 59,275.27
Total Income $ 122,265.73 $ 194,605.00 $ 72,339.27
Gross Profit $ 122,265.73 $ 194,605.00 $ 72,339.27
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
5550 Keep Downtown Beautiful 1,284.08 1,500.00 215.92
5750 FIP 46,502.39 50,000.00 3,497.61
Total BEAUTIFICATIONS $ 85,659.44 $ 74,750.00 -$ 10,909.44
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 1,436.90 5,000.00 3,563.10
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
6600 Block Party Turtlefest 5,000.00 3,000.00 -2,000.00
Total MARKETING/PROMOTION $ 9,346.17 $ 18,250.00 $ 8,903.83
Total 2019
Tillsonburg BIA
Budget vs. Actuals: 2019 Budget
January 1 - October 31, 2019
January - October 2019 Budget vs Actuals 1
Actual
YTD
2019
Budget
Budget
Remaining
OPERATIONS
7000 Bank Service Charges 388.75 250.00 -138.75
7011 AGM Meals, hall rental 320.81 0.00 -320.81
7050 Debt Interest 2,132.08 3,677.00 1,544.92
7100 Mileage 250.00 250.00
7150 Executive Director 33,305.90 40,000.00 6,694.10
7160 Additional Contract Work 7,442.00 10,000.00 2,558.00
7200 Accounting - Professional Fees 4,520.00 4,520.00
7210 Bookkeeping 1,270.00 1,440.00 170.00
7220 Employer Payroll Taxes 206.58 0.00 -206.58
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 1,459.49 2,000.00 540.51
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 $ 74,741.82 $ 100,977.00 $ 26,235.18
Total Expenses $ 169,817.38 $ 194,477.00 $ 24,659.62
Net Income -$ 47,551.65 $ 128.00 $ 47,679.65
January - October 2019 Budget vs Actuals 2
Actual
YTD
2019
Budget
Budget
Remaining
Income
4000 Donations - GRK 2,000.00 2,000.00
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 1,089.14 360.00 -729.14
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 $ 122,265.73 $ 181,541.00 $ 59,275.27
Total Income $ 122,265.73 $ 194,605.00 $ 72,339.27
Gross Profit $ 122,265.73 $ 194,605.00 $ 72,339.27
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
5550 Keep Downtown Beautiful 1,284.08 1,500.00 215.92
5750 FIP 46,502.39 50,000.00 3,497.61
Total BEAUTIFICATIONS $ 85,659.44 $ 74,750.00 -$ 10,909.44
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 1,436.90 5,000.00 3,563.10
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
6600 Block Party Turtlefest 5,000.00 3,000.00 -2,000.00
Total MARKETING/PROMOTION $ 9,346.17 $ 18,250.00 $ 8,903.83
Total 2019
Tillsonburg BIA
Budget vs. Actuals: 2019 Budget
January 1 - October 31, 2019
January - October 2019 Budget vs Actuals 1
Actual
YTD
2019
Budget
Budget
Remaining
OPERATIONS
7000 Bank Service Charges 388.75 250.00 -138.75
7011 AGM Meals, hall rental 320.81 0.00 -320.81
7050 Debt Interest 2,132.08 3,677.00 1,544.92
7100 Mileage 250.00 250.00
7150 Executive Director 33,305.90 40,000.00 6,694.10
7160 Additional Contract Work 7,442.00 10,000.00 2,558.00
7200 Accounting - Professional Fees 4,520.00 4,520.00
7210 Bookkeeping 1,270.00 1,440.00 170.00
7220 Employer Payroll Taxes 206.58 0.00 -206.58
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 1,459.49 2,000.00 540.51
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 $ 74,741.82 $ 100,977.00 $ 26,235.18
Total Expenses $ 169,817.38 $ 194,477.00 $ 24,659.62
Net Income -$ 47,551.65 $ 128.00 $ 47,679.65
January - October 2019 Budget vs Actuals 2
F O R M O R E I N F O R M A T I O N , E M A I L K .S L A T T E R Y @ T I L L S O N B U R G B I A .C A
IN DOWNTOWN
TILLSONBURG
DOWNTOWN SCAVENGER HUNT
WIN PRIZES - LIVE MUSIC
SLEIGH RIDES
+ MORE!
D E C 6
5 P M -
8 P M
Christmas Crawl is returning after a year hiatus and we can't wait to
kick off the holiday shopping season in Downtown Tillsonburg.
Christmas Crawl is the Downtown Tillsonburg BIA's holiday event
filled with fun for all ages including: Downtown Scavenger
Hunt,Lighting of the Tree, live music, Santa meet & greet, 'Sleigh
rides' and MUCH MORE.
WAYS TO GET INVOLVED
Be a Scavenger Hunt/Passport Location:
Stay open until 8pm on Dec. 6 and put up the 'Festive Film' provided
by the BIA. Stamp the passports of participants that visit during
Christmas Crawl. Please contact us before Nov. 15 to be involved.
2. Donate a prize for Christmas Crawl. Contact us to donate.
3. Create a special offer for Christmas Crawl and the holiday
shopping season. Please let us know your special offers for this
holiday season
Contact us to get involved:
k.slattery@tillsonburgbia.ca
Scavenger Hunt Deadline: Nov. 15 2019
1.
Dec. 6, 2019 5pm-8pm