2020 Annual General Meeting Downtown Oshawa BIA
Rules of Engagement 1. Keep your mask on at all times 2. For those attending in person, please raise your hand if you have a question 3. For those attending virtually, please ask your questions in the chat Those attending on Zoom will be automatically muted • 4. Please be respectful of everyone and their time
Meet Your Board Of Directors
BIA Mandate The general functions of a traditional BIA, according to the Ontario BIA Handbook are to: Oversee the improvement, beautification and maintenance of municipally-owned • land, buildings and structures in the area beyond that provided at the expense of the municipality generally Promote the area as a business or shopping area • Examples of other BIA Activities: Chapter 19 of the Toronto Municipal Code* , which was substantially changed in 2007, lists additional BIA functions. They include, among others: Beautification • • Revitalization and Maintenance To maintain business improvement area-initiated streetscaping and capital assets within • • Marketing and Promotion the business improvement area • Special Events To offer graffiti and poster removal services respecting building facades visible from the • • Business Recruitment street, to all member property owners who provide written consent, upon approval of Communication • the program by the general membership of the business improvement area To undertake safety and security initiatives within the business improvement area • To undertake strategic planning necessary to address business improvement area issues • • To advocate on behalf of the interests of the business improvement area • The City of Toronto Municipal Code is a compilation of city bylaws arranged in chapters by subject. Chapter 19 deals with BIAs. The website address is: https://www.ontario.ca/document/business-improvement-area-handbook/introduction-business- improvement-areas
AGM Agenda 1. Call to order and introductions 2. Acceptance of Agenda 3. Amendment to the Procedure By-Law 2 4. Declaration of Conflict of Interest 5. Approval of 2019 Annual General Meeting minutes 6. Treasurer’s Report 7. 2019 Audited Financial Statements 8. Chair’s Report 9. Proposed Program and Budget for 2021 10.Parking Study Report 11.New Business 12.Announcements 13.Adjournment
2019 AGM Meeting Minutes
Treasurers Report – 2020 YTD Key Notes: • Revised Budget directed by City Council (June 2020) Pivoted quickly to curtail mid year spend • • Tracking well against directed budget Should end the year on target • • Pending risk matter to be resolved
2019 Audit Key Notes: Awaiting City Audit approval • December statement remains relatively unchanged • Minor year end adjustments are standard practice • Ended the year on target • We do not expect any issues clearing audit •
Chair’s Report 2019 was a very successful year The BIA hosted nine events introducing three new events which saw 70,000 people downtown • Oshawa Increased enhancements (pole wraps) in the expanded area • Added 4 murals which are scattered throughout the BIA • Launched Discover This Space • Purchased reusable wreaths •
Planning Calendar Develop Revise Budget revised plan Prepare 2021 Prepare City Plan Conduct Presentation Member 2020 Plan Develop Close out City Audit Survey for Committee Deployment revised plan 2020 2 0 2 0 J F M A M J J A S O N D AGM 2019 Covid-19 Wave 1 Direction to reduce City Approval Execute Approve 2019 Year End & Impact plan from 2019 for 2021 Revised Plan Audit Close Out Close office Status update Draft analysis Develop action plan 2020 Pivot to online to deliver results Approve 2021 Covid-19 Wave 2
Promotion 2020 Website – Phase 1 Country Advertise and promote downtown business • 3.39%4.36% Increase awareness & tourism through Blogs and Business Directory pages • 4.76% Increased transparency and easy access to information via Members Page • Promote economic development – bring new businesses • 18.95% Phase 2 is planned and ready for execution • 61.15% 5.21% Canada UAE USA "Not Set" China other Page Views: 13,510 Unique Visitors: 5,310 Most visited page: Members Page
Promotion 2020 Social Media Campaign examples National Takeout day (every Wednesday) • Volunteer Spotlight • Troubadour Series (schedule posted every • Thursday/Friday for duration of event) Social Media takeovers • Blog Promotion • Social Media Snapshot 7535 Followers across all platforms • Reach of over 360,000 •
Increased Transparency Website • Creation of Members section on the website All meeting dates, agendas, minutes and recordings are • regularly posted to the Members Page • Financial information from years past Membership list • Communications Share information/stats from WSI • • Updates on staffing and other office activities Budget Process • Audit Currently awaiting audit results from the City •
Engagement & Communication A few ways in which we have increased engagement and communication within the membership are: Business Owner Survey • • 2021 Budget Series Hot Topics Townhall events • • Monthly E-bulletin Respond to 30-40 member requests via email, phone, • messenger, Facebook or text messages per week • Member opinion surveys (ex: food distribution survey) Various emails • • 71 COVID-19 related emails sent out (equivalent to 14,500 print copies)
Advocacy The BIA board and staff advocate on behalf of the members for numerous issues Lobbying MP and MPPs for assistance for small businesses • Lobbied Region for support for Durham Downtowns • Participate in the Regional and City’s Economic taskforce • Working with OBIAA to enhance member resources • Collaborators on the Downtowns of Durham initiative • Advocate safety and security issues with DRPS • Region Construction for 2021 • City Council special response – revised COVID Budget; 2019 Business & Financial Audit •
Community Helping to improve the community through different initiatives and partnerships Welcoming Streets Initiative (WSI) • Discover This Space • • Murals Sourced and supplied PPE and provided supplier information • • Garbage Totes, garbage & recycling issues Pole wraps • New banners • • Hot Topics Townhall events
Events Although 2020 Events were cancelled due to COVID-19 and budget reductions the BIA has been successful in… Creating and maintaining partnerships for past and • future events such as the Oshawa Generals’ Street Fest and Summer Fest Downtown Oshawa. Sponsoring community partnered downtown events • The BIA was also recognized for the Bright and Merry Market which won the award for Best New Event/Festival
Summary of 2020 Operations COVID Packages for Members Over 100 bottles of hand sanitizer were given out • Daily COVID Updates (started in march) • Member Programs Rolled Out • Digital Main Street • Ramp Access Downtown • Discover this Space • Video/ Photo Campaign • Troubadour Series (sponsored) • Supported RMG First Fridays (sponsored) • Website Development • Colouring Contest • Volunteer Recognition program via social media
Actionable Delivery Items Labour Hours and Deliverables • Wreath and Banner Removal and Enhancements • Pole Wrap Inspection and Graffiti Removal • Removing and Checking Lights from Banner Enhancers • Office Tasks • Grant applications (78% success rate) • Assisting members find grants and with funding from government agencies • Stuffing envelopes/Folding Brochures (volunteer) • Post event inventory (volunteer) • Communications (staff/volunteer) • Face of the BIA (volunteer) 5,815 paid hours from January 1 to December 31, 2019 Costs paid $6400 and $4500 in in-kind computer support
2021 BIA Budget - Process
BIA Budget Highlight What is different from this version of the budget ?: • Full Process – now Includes membership feedback and input. • NO Levy increase – held at 2019 levels !!! • Includes latest Covid 19 Projections & Impact: • Promotion and marketing to support limited retail openings. • Minimal events - given latest Covid predictions call for Q3 recovery in 2021. • Community Development focusing on top priorities for the membership as identified in latest survey: • Safety and Security • Unsheltered Population • Parking
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