2016 ANNUAL GENERAL MEETING Downtown Oakville BIA March 30, 2016, 8:00-9:45am Oakville Centre for Performing Arts
Thank you for coming • Your input is essential to reach decisions that best represent the majority • Introductions & updates: BIA Board BIA Staff Nicholas Bourikas (Canadian Sound), Sharlene Plewman, Executive Director Chair Jennifer Cain, Membership & Administrative Tim Danter (DriveWise), Vice-Chair Coordinator May Natour (CIBC), Treasurer Brittany Goettler, Marketing Coordinator Anna Cammarata (Avante Boutique), Jenny Knight, Events Coordinator (contract) Member Kimberly Calderbank & Chris Lallouet of John Van Den Elzen (Apache Yellow Robot, Sponsorship Coordinators Development Co.), Member (contract) Kevin Yates (Aardvark Inc), Member Mayor Rob Burton, Council Representative T H E B E S T P AR T O F Y O U R D AY
Let’s get started • Call to order • Declaration of quorum • Conflict of interest • Approval of the agenda • Approval of the 2015 AGM minutes • Approval of the 2016 auditor – We were satisfied with the work of KPMG for 2014 and 2015 audits – Floor open for motions to confirm KPMG as 2016 auditor T H E B E S T P AR T O F Y O U R D AY
2015 Year in Review • Beautification = More for Less – Saved 9% from budget but added several new initiatives – More planters with added height feature; painted barrels; new lawn; new fall banners; fall décor; greater than expected Christmas lighting; larger Christmas tree T H E B E S T P AR T O F Y O U R D AY
2015 in Review • Thank you to our sponsors $151,052 dollars raised; 8% higher than goal – Over $77,000 in-kind support – • Greater number of days with events/activities Increased event days by 39% while only increasing costs 10% – Decreased cost per event by 21% – • Positive community feedback on increase of smaller events Revenue Expenses Net Var $ 2014 2015 2014 2015 2014 2015 Taste of Oakville - - - - - - - Sidewalk Sale 500 3000 in-kind 3,449 6,968 2,949 6,968 4,019 Midnight Madness 20,696 21,371 33,774 36,442 13,078 15,071 1,993 Jazz Festival 97,606 89,912 97,688 106,637 82 16,725 16,643 Summer entertain't series (multiple weekends) - - 7,280 1,702 7,280 1,702 (5,578) Late Night Thursdays (x 8) 4,500 14,314 - 9,814 9,814 Fall (Movies in Square x 4 ('14)) / (Autumn Harvest x 4 ('15)) 800 6,847 6,837 6,047 6,837 790 500 in-kind Fall entertain't series (multiple weekends) - - 4,650 - 4,650 - (4,650) Shop the Neighbourhood - - - - - - - Tiny Tots - - 628 458 628 458 (170) Tree Lighting 6,500 8,000 3,158 3,148 (3,342) (4,852) (1,510) Rink (x2 events) 26,410 26,833 40,495 22,620 14,085 (4,213) (18,298) Christmas (Santa in Sq, Wagons, Carollers) - - 15,732 18,662 15,732 18,662 2,930 T H E B E S T P AR T O F Y O U R D AY Actuals 152,512 150,616 213,701 217,788 61,189 67,172 5,983 Number of events 18 25 7 3399.38 2686.86 Net cost per event (713)
2015 Events *To reduce print requirements only select event photos shown vs. full presentation T H E B E S T P AR T O F Y O U R D AY
Media Attention • 10 television features/ interviews equating to 30 on-air segments Social Media Growth • Social media continues strong 9000 31% growth 8000 23% 6600 people engaged weekly 7000 • Followers / Likes on Facebook (average) Dec '14 6000 25% 31% 23% Twitter and 25% Facebook 5000 • Dec '15 growth (Dec 14 to Dec 15) 4000 Mar '16 3000 • Good website traffic 2000 11,500 monthly visits (average) • 1000 76% new traffic • 0 Twitter Facebook • Numerous articles written about Downtown (on top of paid advertisement) T H E B E S T P AR T O F Y O U R D AY
New Initiatives in 2015 Marketing Events Beautification - A Taste of Oakville - Late Night Thursdays - Two-tier planters in partnership w/ other higher quantities - Autumn Harvest BIAs for increased - Fall décor throughout marketing reach - Plein Air Painting downtown series - Christmas wishing - Larger Christmas tree - Greater focus on trees partnerships with - Christmas themed - Launched new outside groups to installations in square website raise event/activation - Increased digital ad quantities focus - Family zones at - Introduction of Midnight Madness & quarterly newsletter Jazz T H E B E S T P AR T O F Y O U R D AY
Welcome new members • New Members – 23 Archetype Books, Bucks Hard Goods, Elite Wireless, Emily Quinn & Studio H, Eyecarrot Innovations, Goldstar Café, Green Press, Jaks Estudio, Johnston & Daniel Division (Royal LePage), Kensington Kitchen & Bath, Kind Exchange, Kit and Ace, Mo’s Kitchen and Tavern, Passport Health, Polished, Pop -a- lock of Halton, Raymond Custom Dry Cleaners, Rock Cliff Custom Homes, Schilling’s Patisserie Aux Chocolat, Things Engraved, Topmen Barbers, Vape 360, Village Cigar Company & Barbershop • Member Updates Colossus (new patio), Corks (new patio), Jacadi (new location), Janie Liang Salon & Spa (formerly Diva Couture), Miso Sushi (formerly Fin), Ristorante Julia (new look), Sotheby’s International Realty (new look), Studio Onyx (formerly Raincry), Sutton Quantum (new location), V.O.C (formerly Vocado) T H E B E S T P AR T O F Y O U R D AY
2015 Financial Review DOWNTOWN BIA 2015 FINANCIAL REVIEW - Unaudited AGM: March 30, 2016 2015 2015 2015 to 2015 Approved Preliminary Actuals to Budget BUDGET ACTUALS % Change $ Change REVENUES: Tax Levy Town of Oakville $871,285 $871,286 0.0% $1 Property Tax Write-Offs (25,000) (40,075) 60.3% -15,075 Supplementary Tax Revenue 0 0 Total Tax Revenue $846,285 $831,211 -1.8% -$15,074 Grants 2,810 29,640 954.8% 26,830 Event Revenue: 139,400 124,092 -11.0% -15,308 Other Revenues 15,500 14,022 -9.5% -1,478 Transfer from Reserves 50,000 50,000 0.0% 0 Prior Year Surplus (if applicable) 0 0 0 Total Other Revenues $207,710 $217,755 4.8% $10,045 TOTAL REVENUES: $1,053,995 $1,048,965 -0.5% -$5,030 EXPENSES: Administration $352,965 $354,744 0.5% $1,779 Marketing and Advertising 301,967 301,425 -0.2% -542 Beautification 172,605 156,228 -9.5% -16,377 Events and Promotions 221,458 225,948 2.0% 4,490 Other* 5,000 0 -100.0% -5,000 Transfer to Reserves 0 10,620 - 10,620 Prior Year Deficit (if applicable) 0 0 0.0% 0 T H E B E S T P AR T O F Y O U R D AY TOTAL EXPENSES: $1,053,995 $1,048,965 -0.5% -$5,030 *Other - reallocation to marketing & events to better reflect expense usage
Approval of 2015 Financial Statements • Audited financial statements (draft) match to our expectations – Total revenues of $1,048,965 – Total expenses of $1,038,345 – Surplus of $10,620 transferred to reserves = $57,056 in reserves end of 2015 • Final statements to be ready very soon • Floor open for motions to approve draft 2015 Financials (finals to be posted to BIA Website) T H E B E S T P AR T O F Y O U R D AY
2016 Budget Review T H E B E S T P AR T O F Y O U R D AY
2016 Budget Review • Slight increase to levy of 2% to match inflation – Note this does not equate to a 2% increase in your taxes, but rather a 2% increase to the portion allocated to BIA • Use of $10,620 from reserves, equal to the amount put in at end of 2015, keeping reserves to $46,436 • Floor open for motions to approve proposed 2016 budget T H E B E S T P AR T O F Y O U R D AY
Downtown Oakville 2.0 • The board and staff have been working hard to assess what we need to do both in the short and long term • We’re looking to both 2016 and through the next 5 years and are pleased to introduce some of our plans and visions 2016 DOBIA AGM – 03/30/16 T H E B E S T P AR T O F Y O U R D AY
2016 Plan Overview - Marketing • Introduction of the Marketing Coordinator – Enable us to have the dedicated focus on marketing to market downtown with greater impact, and allow us to stay relevant with current marketing trends and non-traditional media where human resources are key factor • Enhanced ambassador program – Increase their presence throughout the downtown with goal to support & improve customer experience • Enhancing community relations • Continued growth of current digital/social media platforms while introducing Instagram account • Enhanced campaign reach • Improvements to website to make more mobile & user friendly T H E B E S T P AR T O F Y O U R D AY
2016 Plan Overview - Beautification • Maintain and build on the successes from 2016 – Enhanced flowers/colour in planters, continuation of fall décor, match Christmas Tree size with greater quantity of décor, keeping traditional theme • Add additional seasonal décor (e.g. spring décor) • Increased Christmas light display • Continued Spring-Fall street clean up program w/ Town and BIA managed program through winter for litter • Continue multi-pronged focus to target both the up-front visual elements (e.g. flowers and décor) as well as the behind the scenes elements (e.g. litter removal) T H E B E S T P AR T O F Y O U R D AY
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