Annual General Meeting

As a member of the Downtown Oshawa BIA, you are invited to attend the Annual General Meeting. RSVP’s are required. Please RSVP by phone or email (info@downtownoshawa.ca) by 26 September.

The purpose of this meeting is to decide on the BIA budget for 2018, general program.  This program is paid for by a special levy charged to you as well as other commercial property owners and businesses in the BIA. The best way to participate in the decisions which your BIA is making on your behalf is to attend.

This notice is being distributed on or before 8 September 2017 as follows:

  1. Commercial tenants in the downtown district via email and regular Canada Post mail.
  2. Landlord/property owners via regular Canada Post mail

For more information, please call Angela, Office Administrator for the Board (905)576-7606. This notice will be posted on the Downtown Oshawa website. All relevant documents pertaining to the Annual General Meeting will be posted on the Downtown Oshawa website at www.downtownoshawa.ca no later than Friday, 15 September 2017.

Downtown Oshawa Board of Management

2018 Proposed Operating Budget

A detailed line-by-line budget will be available at the Annual General Meeting.

To receive an advance copy of the detailed budget please go to the Downtown Oshawa website at www.downtownoshawa.ca anytime after 15 September 2017 and click on the AGM icon.

 
 

28 September 2017 Annual General Meeting Minutes

Downtown Oshawa Business Improvement Area CORE21
21 Simcoe Street South
8:30 am - 10:30 am

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BIA members In attendance:

1. Cindy Malachowski 2. Lynne Denniston
3. Wendy Giroux
4. Paul Dobbs

5. Matt Bowles
6. Glen Gillette
7. Jayson Phol
8. Dave Saliba
9. Matt Cronin
10. Janette Sigua Giroux 11. Lisa Cooper

12. Roslyn Warner 13. Cindy Logan 14.Shawn Solomon 15. Robert Gunnyon 16. Eric Guernsey 17. Laureen Brown 18. Jacob Hamayda

Lord Simcoe Building
Kelly Greenway Bruce
Durham Region Association of Realtors John Howard Society
Lovell Holdings
Gillette Car Cleaning
The Homes by Jay Team
Durham Regional Police Services
Their Opportunity
Dream Blooms
Coopers Auto
Art Affairs
Saver Pharmachoice
Comic Alley
Laser Xtreme
Office of Colin Carrie MP
Brown’s Property Rental
15 Sports & Grill

Regrets for at the Board: Dan Hostick, Medh Nejad, Nancy Shaw and Gary Vaughan

Non-members in attendance: Kyle Benham, Janice Calder, Rhonda Foskett, Randy Gill, Garth Johns, Sue Lupton, Tom Melnik, Angela Mittoni and Doug Sanders

Meeting convened at 8:38 am

Brief greeting and introduction of the board members present by the chair, Shawn Solomon.

Brief introduction by S/Sgt Melnik. He is new to downtown Oshawa.

Motion by Lynne Denniston: To accept the Minutes from 2016 AGM. Second by Paul Dobbs

21 Simcoe St S Oshawa, ON L1H 4G1 905-576-7606

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Carried

Motion by Glen Gillette: To accept the Audited Financial Statements. Second Lynne Denniston
Carried

Director’s Reports
Events, Marketing and New Events presented by Doug Sanders
Once again for the signature events, we have had many positive comments. Bikes on Bond and Kars on King brought thousands of people to the downtown.

The Wine Festival held at the RMG this year was a big success. We changed the date from September to July.

Show and Shine was once again well received with an average of 100 cars in attendance each night.

7 October, we will be hosting a Butter Tart Festival. This will be in the same location as the Show and Shine - City Hall staff parking lot.

Christmas event - we are working on another event where corporations decorate trees. Members of the public can bid on their favourite tree. Winning bidder gets the tree. This is a fundraiser where the funds will go to The Back Door Mission. Trees will be decorated and on display starting 17 November until 2 December when the winners of the bids will be announced.

Please note that the BIA’s rotating parking will be going on from 27 Nov to 1 Dec with the last day close to Gallery 67 at the corner of Richmond and Simcoe in hopes to get more people to come down and place their bids on the final day.

We are always open to new events, especially ones that will encourage families to come downtown.

Banners - we will be changing the banners to a new banner in the spring. We sent out an RFP and have selected a company to make the banners. Graphics are still being refined. Once again, UOIT will be sharing the banner space and costs with the BIA, following the same pattern as before.

The Legion has started a new 10 year banner program. This is where families can purchase a banner to honour a family member. This is the first year and it is anticipated that there may be 20 banners with more banners each year being added. The Legion is 


21 Simcoe St S Oshawa, ON L1H 4G1 905-576-7606

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expecting that there will be 130 or 140 banners in total. Banners will be up for a 2 week period prior to the Remembrance Day Parade and a couple of days following the parade. The placement of the banners will follow the parade route.

Matt Bowles- asked if we have any specific metrics that we use to determine the return on investment for money spent for each of the events. Discussion followed.

Matt Bowles - inquired about the amount invested in the sidewalk sale. Notes that the BIA put in around $100 towards this event and it was run be members.

Paul Dobbs - suggested that perhaps having drone footage could help us to estimate the amount of people attending an event as it is impossible to count all the people who are at the event. There are so many entrances into the events, it is difficult to determine count as people enter the event.

Wendy Giroux - suggested that advertising seems to be lacking for some of the events and the sending the notices via email would enable the members to promote our event through their social media. We are already trying to increase our social media presence and improving communication to inform the members about what is happening in the downtown.

Cindy Logan - As a member in the newly expanded area, she noted that since the members meeting in June, the presence of social media, communication and awareness had increased and thanked the efforts of the staff with this endeavour.

Economic Development presented by Glen Gillett
Let’s Eat is a publication that the BIA put out with the assistance of the City. It is being distributed to hotels, motels, chamber and other locations (5000 copies). 10,000 copies will be mailed to residences. This is a target mailing.

We are proposing to create a “Let’s Shop” version for 2018. It will have a very similar format. We will be contacting businesses to see if they would like to be included. Each business included in the brochure pays to be included which helps offset the costs.

Electronic copy of Let’s Eat can be found on the BIA website.

Kyle Benham mentioned that the City and BIA worked together to create a retail package that is currently being used. This provides a business case for opening up a business downtown Oshawa and helps direct people to the downtown.

21 Simcoe St S Oshawa, ON L1H 4G1 905-576-7606

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Lynne Denniston asked about the status of the Genosha. The Genosha has been sold and the new owner is working on the permits to complete 87 residential units. The hope is that the Genosha will be finished by summer 2018. The owner has agreed to having people tour through the different stages of progression to be able to post though social media the progress and create excitement about the changes going on in the building.

Parking - City is looking at the issue of parking with each application for new construction. Second phase of Bond St construction must include their own parking. Not sure what will happen in terms of parking at the Genosha. The City is searching for solutions to the growing parking issue.

Proposed Budget

Matt Bowles - asked about the staffing increase. This is for two staff people. With the increase in the boundary, this increase is necessary to provide the best possible service to the members. The social media is a contracted out and this is reflected in the mixed media line item.

The BIA is refining the accounting processes to reflect how much each event costs. This includes marketing. In the past the mixed media line included marketing for the events. In the future the events are responsible for marketing their events from their individual budgets. This will enable us to accurately know the exact costs for the events.

2017 is showing the levy as of January 2017 which is an increase from the budget in 2016. The budget for 2018 shows a cost of living increase.

In the next few years, we are hoping to add the beautification to the new areas. In the instance of banners, there are many poles in the new area that are not equipped with banner arms that need to be installed before we can add the banners in these areas.

Rent increase reflects the need for more space. We had a desk in the shared office area and now have a private office for the staff.

Weeds in the downtown - this is a City of Oshawa issue.

Greenery - question about who does this. City installs the summer hanging baskets and planters. The BIA does the winter greenery which is limited hanging baskets and planters.

21 Simcoe St S Oshawa, ON L1H 4G1 905-576-7606

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Motion by Wendy Giroux: To accept the 2018 budget. Second Janette Sigua
Carried

New Business

Police issues- can the BIA help with issues that arise.

Suggestion that we have a meeting where the Police are present and the members can bring all their concerns. Police can also help members when they are installing cameras by indicating prime locations for the cameras and the duration of filming.

Rhonda Foskett asked about the auditors the BIA uses. Noted that the by-law states we have to use the City’s auditors. The City does send out an RFP to select their auditors and everyone is invited to submit a proposal.

Motion by Matt Bowles: To adjourn the meeting. Second Lynne Denniston
Carried

Meeting adjourned at 9:44 am

21 Simcoe St S Oshawa, ON L1H 4G1 905-576-7606

 

Proposed 2019 Budget 2017 2017 2018 2018 2019

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Approved Actual Approved Projected Proposed

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Revenue

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City of Oshawa Tax Levy Summer Student Subsidy Sponsorships and grants transfer from reserves

Disbursements

Salaries and benefits Stationery/supplies/photocopies Postage
Telephone/internet Miscellaneous
Network
Legal (events trademark)
Rent and occupancy costs Office/computer equipment Professional fees
Insurance Training/education/travel Memberships

Board meeting expense

Promotion

Mixed media campaign Newsletter
Annual General Meeting Website

Town Hall Meetings
Membership Engagement
Banners - install/removal/maintenance New banners
Misc. advertising/marketing
Economic Development

Events

Summer sidewalk sale Show and Shine Christmas promotion New Events

UOIT/DC reception
Kars on King Communities with Brooms Ambassador team

Bikes on Bond

$246,100.00 $246,100.00

$248,600.00 $0.00 $5000.00

$248,600.00 $0.00 $3000.00

$251,000.00 $5000.00

$0.00 $0.00

$0.00 $5681.00

$ - $ 35,000.00

$ 35,000.00 $ 40,000.00

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$60000.00 $76409.00

$87000.00 $7000.00 $3000.00 $3000.00

$500.00 $1000.00 $0.00 $9000.00 $2000.00 $5000.00 $2000.00 $2000.00 $1000.00

$2000.00

$94000.00 $4000.00 $1000.00 $2000.00

$500.00 $1000.00 $0.00 $9000.00 $2000.00 $4000.00 $1800.00 $1000.00 $1800.00

$1000.00

$92000.00 $4000.00 $1000.00 $2500.00

$500.00 $1000.00 $1000.00 $9500.00 $1500.00 $4000.00 $2000.00 $2000.00 $2000.00

$1000.00

$1500.00 $3940.00

$2000.00 $723.00

$1500.00 $1086.00

$300.00 $265.00

$1000.00 $0.00

$0.00 $1530.00

$3600.00 $8043.00

$750.00 $722.00

$5000.00 $5121.00

$1900.00 $1751.00

$500.00 $302.00

$500.00 $548.00

$600.00 $573.00

$ 79,150.00 $ 101,013.00 $ 124,500.00

$ 123,100.00 $ 124,000.00

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$47500.00 $39718.00

$35000.00 $1000.00 $500.00 $2000.00 $500.00 $1000.00 $3000.00 $8000.00 $4000.00 $10000.00

$40000.00 $0.00 $500.00 $2000.00 $500.00 $1000.00 $3000.00 $8000.00 $4000.00 $10000.00

$31500.00 $0.00 $500.00 $2000.00 $500.00 $1000.00 $4000.00 $4300.00 $4000.00 $10000.00

$500.00 $0.00

$500.00 $0.00

$1000.00 $2625.00

$750.00 $578.00

$0.00 $0.00

$3000.00 $4175.00

$5000.00 $15620.00

$1000.00 $625.00

$10000.00 -$988.00

$ 69,250.00 $ 62,353.00 $ 65,000.00

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$2000.00 $823.00

$0.00 $0.00

$ 69,000.00 $ 57,800.00

$0.00 $157.00

$500.00 $2000.00 $1000.00

$10000.00 $0.00 $13000.00 $200.00 $1500.00 $7900.00

$0.00 $1500.00 $1000.00 $10000.00 $0.00 $10000.00 $200.00 $1000.00 $7000.00

$10000.00 $2876.00

$2000.00 $0.00

$13000.00 $9284.00

$200.00 $100.00

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$1000.00 $1666.00

$8000.00 $6392.00

$246,100.00

$251,781.00

$288,600.00

$286,600.00

$296,000.00

NOTES

1% increase based on by-law
allocation of any grants we apply for and receive

ED - 30,000 Events 28,000 social media 23,000 communications with downtown merchants and residents

audit fees

attendance at OBIAA conference OBIAA and Chamber of Commerce

Basic improvements and updates stakeholder breakfasts
limited investment in 2019 development of brochures

no definite new events planned

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1

$0.00 $2000.00 $1000.00 $5000.00 $2000.00 $10000.00 $200.00 $1000.00 $7000.00

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