2016 ANNUAL GENERAL MEETING Downtown Oakville BIA March 30, 2016, - - PowerPoint PPT Presentation

2016 ANNUAL GENERAL MEETING

Downtown Oakville BIA

March 30, 2016, 8:00-9:45am Oakville Centre for Performing Arts

T H E B E S T P AR T O F Y O U R D AY

• Your input is essential to reach decisions that best

represent the majority

• Introductions & updates:

Thank you for coming

BIA Board

Nicholas Bourikas (Canadian Sound),

Chair

Tim Danter (DriveWise), Vice-Chair May Natour (CIBC), Treasurer Anna Cammarata (Avante Boutique),

Member

John Van Den Elzen (Apache

Development Co.), Member

Kevin Yates (Aardvark Inc), Member Mayor Rob Burton, Council Representative

BIA Staff

Sharlene Plewman, Executive Director Jennifer Cain, Membership & Administrative

Coordinator

Brittany Goettler, Marketing Coordinator Jenny Knight, Events Coordinator (contract) Kimberly Calderbank & Chris Lallouet of Yellow Robot, Sponsorship Coordinators

(contract)

T H E B E S T P AR T O F Y O U R D AY

• 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

Let’s get started

T H E B E S T P AR T O F Y O U R D AY

• 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

2015 Year in Review

T H E B E S T P AR T O F Y O U R D AY

• 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

2015 in Review

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

500 in-kind

6,847 6,837 6,047 6,837 790 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

Actuals 152,512 150,616 213,701 217,788 61,189 67,172

5,983 Number of events 18 25 7 Net cost per event

3399.38 2686.86

(713)

T H E B E S T P AR T O F Y O U R D AY

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

• 10 television features/ interviews

equating to 30 on-air segments

• Social media continues strong

growth

• 6600 people engaged weekly
• n Facebook (average)
• 23% Twitter and 25% Facebook

growth (Dec 14 to Dec 15)

• Good website traffic
• 11,500 monthly visits (average)
• 76% new traffic
• Numerous articles written about

Downtown (on top of paid advertisement)

Media Attention

1000 2000 3000 4000 5000 6000 7000 8000 9000 Twitter Facebook

Followers / Likes

Social Media Growth

Dec '14 Dec '15 Mar '16

23% 31% 25% 31%

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

partnership w/ other BIAs for increased marketing reach

• Christmas wishing

trees

• Launched new

website

• Increased digital ad

focus

• Introduction of

quarterly newsletter

• Late Night Thursdays
• Autumn Harvest
• Plein Air Painting

series

• Greater focus on

partnerships with

• utside groups to

raise event/activation quantities

• Family zones at

Midnight Madness & Jazz

• Two-tier planters in

higher quantities

• Fall décor throughout

downtown

• Larger Christmas tree
• Christmas themed

installations in square

T H E B E S T P AR T O F Y O U R D AY

• 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)

Welcome new members

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 Approved Preliminary 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 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% Prior Year Surplus (if applicable) 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

• 100.0%
• 5,000

Transfer to Reserves 10,620

• 10,620

Prior Year Deficit (if applicable) 0.0% TOTAL EXPENSES: $1,053,995 $1,048,965

• 0.5%
• $5,030

*Other - reallocation to marketing & events to better reflect expense usage

2015 to 2015 Actuals to Budget

T H E B E S T P AR T O F Y O U R D AY

• 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)

Approval of 2015 Financial Statements

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

• 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

2016 Budget Review

T H E B E S T P AR T O F Y O U R D AY

• 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

Downtown Oakville 2.0

2016 DOBIA AGM – 03/30/16

T H E B E S T P AR T O F Y O U R D AY

• 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

2016 Plan Overview - Marketing

T H E B E S T P AR T O F Y O U R D AY

• 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)

2016 Plan Overview - Beautification

T H E B E S T P AR T O F Y O U R D AY

• Member learning sessions
• Member’s partnership listing

– To aid you in finding other businesses looking to establish partnerships

• Enhanced member marketing/media kits
• Business recruitment tool-kit
• More user-friendly member resource section on

website Don’t forget to send us your promotions, events, and updated business information so we can best represent you!

2016 Plan Overview - Membership

T H E B E S T P AR T O F Y O U R D AY

• Continue to build relationships with external partners

to create more activations downtown

• Ongoing evaluation of events

– Ensure they meet goal of supporting overall brand of downtown (to create increased habits for visitors to come downtown) while also supporting businesses – Review what events should be maintained, changed, or added as well as how and when

• Continuing target of more frequent, smaller events

and/or activations

2016 Plan Overview - Events

T H E B E S T P AR T O F Y O U R D AY

• Taste of Oakville – Jan 26 - Feb 11
• Sledge in the Square – Feb 6
• Egg-sperience Downtown Oakville –

March 26

• Birmingham Bank Bed Race (non-BIA) –

May 1

• Sidewalk Sale – June 9-12
• Oakville Festival of Film and Art (non-

BIA) – June 24 - 26

• Summer Series - TBD
• Farmer's Market & Cultural Series (non-

BIA) – June 4 - Oct 29

• Midnight Madness – July 15
• Jazz Festival – Aug 5 – 6
• Autumn Harvest – TBD
• Tiny Tots on Parade – Oct 31
• Tree Lighting Ceremony – Nov 18
• Santa Claus Parade (non-BIA) – Nov 19
• Santa in the Square – Nov 26
• Black Friday & Shop the Neighbourhood

– Nov 25 - 26

• Christmas Cheer – Nov 26 – Dec 24
• Skate in the Square – TBD

2016 Events Calendar

Additional events and/or street animations may be introduced throughout the year

*Event listing is tentative and subject to changes

T H E B E S T P AR T O F Y O U R D AY

• Continuation of marketing programs to reinforce

brand image leading to and during construction

• Continue to evaluate and adjust events to align with

key pillars including further refinement of event strategy to work around construction

• Introduce components to support target of

accessible, cultural and community driven downtown

• Modified beautification initiatives to support through

construction

2017- 2020 Plan

T H E B E S T P AR T O F Y O U R D AY

• Targeted marketing plan to reintroduce Downtown

Oakville following construction

– Local and wide-spread geographic focus

• Evaluation of current state of nation to assist in
• ngoing long-term planning
• Launch new event series and beautification initiatives

based on previous evolvement and current state of nation

– 5-year goal to have something happening every weekend to create more consistency in visitation/foot traffic to downtown

2021+ Plan

T H E B E S T P AR T O F Y O U R D AY

• The BIA Board proposes to pursue expansion of the

BIA Boundaries in 2017 to that shown below

Boundary Expansion

T H E B E S T P AR T O F Y O U R D AY

• Purpose of expansion:

– Expand our membership to more completely represent all the businesses in the downtown core – Reduce the individual membership levy while increasing the funds the BIA has to raise awareness and bring traffic to the downtown (see example below) – Align our boundaries with the area that is publically viewed as Downtown Oakville – Position the BIA for success for years to come with boundaries that allow for growth of new commercial areas

• Example:

– An increase to the BIA budget in 2017 by 20% would equate to a 3% reduction in individual levy contributions

• Timelines:

– Open house: Wed May 4, 6pm & Tues May 10, 8am & 6pm – Official notice to property owners from Town: Fall, 2016 with details on how to respond – If expansion successful, will be implemented for 2017

• Floor open for motion to approve pursuit of boundary expansion

Boundary Expansion

T H E B E S T P AR T O F Y O U R D AY

• Welcoming Jane Clohecy and Dorothy St. George to

podium

Town of Oakville Update

1

Town Initiatives in Downtown Oakville

Downtown BIA AGM March 30, 2016

T H E B E S T P AR T O F Y O U R D AY

• New business as per any introduced at start of

meeting

New Business Adjournment

• Motion to adjourn?

Thank you!!