Downtown Oakville Business Improvement Area 2017 Annual General - - PowerPoint PPT Presentation

Downtown Oakville Business Improvement Area 2017 Annual General Meeting

Tuesday March 21, 2017 8:00 –10:00 am The Oakville Centre for the Performing A rts

Welcome and Call to Order

Thank you for coming – your input is important…

Call to Order Declaration of quorum Conflict of interest Introductions: BIA Board

• Nicholas Bourikas (Canadian Sound), Chair
• Tim Danter (DriveWise), Vice-Chair
• May Natour (CIBC), Treasurer
• Anna Cammarata (Avante Boutique), Member
• Kevin Yates (Aardvark Inc), Member
• Julia Hanna (Ristorante Julia), Member
• Mayor Rob Burton, Council Representative

BIA Staff

• Susan Johnston, Executive Director (Interim for Sharlene Plewman)
• Brittany Goettler, Marketing Manager
• Adina Ingram, Membership Coordinator
• Paige Grasby, Events Coordinator

Approvals

Approval of the 2017 AGM Agenda

• Additions to Agenda? If yes, table and discuss as New

Business item Approval of the 2016 AGM Minutes Approval/Confirmation of 2017 Auditor

• The BIA is satisfied with the work of KPMG for the 2015

FINAL and 2016 DRAFT financial audits and recommends KPMG as 2017 auditor

• Floor open for motions to confirm KPMG as the 2017

auditor

2016 Financial Review

DRAFT Audited financial statements same as unaudited statements:

• Revenue and Expense =

$1,021,160

• Expense includes $7,109 surplus to

be transferred to reserve

• 2016 ending reserve = $64,646

Financial statements to be approved by Board in April and posted to website. Floor open for motions to approve DRAFT audited financial statements.

DOWNTOWN BIA 2016 FINANCIAL REVIEW - UNAUDITED

AGM/Budget Meeting: March 21, 2017

2016 2016 Approved Prelim BUDGET ACTUALS % Change $ Change REVENUES: Tax Levy Town of Oakville 888,712 888,713 0.0% 1 Property Tax Write-Offs

• 40,000
• 35,121
• 12.2%

4,879 Total Tax Revenue $848,712 $853,592 0.6% 4,880 Grants 25,140 27,313 8.6% 2,173 Event Revenue 139,483 118,694

• 14.9%
• 20,789

Other Revenue 14,000 21,561 54.0% 7,561 Transfer from Reserves 10,620

• 100.0%
• 10,620

TOTAL REVENUES: $1,037,955 $1,021,160

• 1.6%
• $16,795

EXPENSES: Administration 355,761 351,341

• 1.2%
• 4,420

Marketing and Advertising 302,467 288,290

• 4.7%
• 14,177

Beautification 154,910 132,287

• 14.6%
• 22,623

Events and Promotions 222,317 224,322 0.9% 2,005 Other Expense 2,500 17,810 612.4% 15,310 Transfer to Reserves (Surplus/Deficit) 7,109 7,109 TOTAL EXPENSES: $1,037,955 $1,021,160

• 1.6%
• $16,795

2016 to 2016 Actuals to Budget

Budget vs. Actuals:

• Actual event revenue lower – majority due to no ice rink in

Dec ’16, therefore no event sponsorship revenue

• Managed expense actuals to reflect lower revenue, through

under spending and expense deferral to 2017

2016 Marketing Review

Modified marketing channel strategy

• Moving towards digital marketing – targeted display ads,

social media – and away from traditional print advertising Positive improvements to date:

• Video views > 100,000 views on Facebook, YouTube
• Facebook – avg. monthly impressions at 45,000 up from

5,000, likes up 45% from Jan to 6,500

• Instagram followers >2,500, up from 333 in Jan
• Increasing website traffic - +66,000 visits July - Dec

While we are able to measure and see improvements in our digital efforts, we do not know how this impacts pedestrian traffic

• In 2017, we will be testing technology to measure

pedestrian traffic

2016 Beautification Review

Continued with successful programs

• Seasonal hanging baskets and summer barrels
• Seasonal décor added – fall cornstalk décor well

received, spring décor received mixed feedback

• Daily sweeper program in spring/summer
• Towne Square lawn replaced by the Town
• Ongoing maintenance of lights in trees and on poles,

considering modifications to address maintenance challenges

• 45 ft. Christmas tree, decorated at no cost by Khachi
• Banners require creative alignment, will be redesigned in

2017

2016 Events Review

Events were added and enhanced without budget increase: Rolled out Summer series

• 12 week, multi day, small scale events
• Thurs night movie, Fri night music, Sat yoga + George St.

farmers market, Sun giant games Enhanced Autumn Harvest series

• Increased member participation in Towne Square and in-

store Added Harvest Halton event

• Halton Region sponsored, one day, culinary event

Midnight Madness

• Added more roaming entertainment

Tree Lighting

• Increased attendance required partial street closure
• Added member pop up market on George St.

2016 Events -Images

2017 Marketing

Create content

• Engages the community in an up close and personal

view of the businesses and owners in Downtown Oakville

• Informs the community of the unique features of

Downtown Oakville Target audience is Oakville

• Focus on increased visit frequency from the Oakville

community Communication channels

• Focus on digital channels plus traditional outdoor/indoor

channels within Oakville Develop graphic standards

• Consistent look and feel to marketing communications

across all channels Develop best practices paper on Marketing during Streetscape projects

• Consult with other BIAs

2017 Beautification

Interactive Beautification

• Trend continues for photo based communication
• Test small, frequently changing picture worthy elements

that stand alone or are part of events Banners

• Design new banners – spring/summer, fall, winter
• For 2017 only – swap in Canada150 banners

New BIA area

• Addition of hanging baskets/banners
• Proposed addition of wrought iron planters on Randall
• St. railing

Existing BIA area

• Continue to maintain tree lights
• Modify execution of pole lighting
• Barrels/baskets similar to last summer
• Discussing gateway feature for Streetscape project

Record BIA Instagram post for Winter Chill with hundreds of likes. Community snapped many of their

• wn pics too.

2017 Events

PYRO-Box pedestrian counter (Brant St., Downtown Burlington)

Objective of all BIA initiatives: INCREASE pedestrian traffic

• Evaluating technology options for measuring pedestrian

traffic

• Retrofit in short term, build into Streetscape project
• Measure throughout the year and during events

Event schedule modified to:

• Spread budget more evenly throughout the year
• Continue to add and expand on smaller series and

segment focused events

• Reduce spend allocated to single events and reallocate

Most significant change is to the Jazz Festival:

• TD Songs of Summer is the new event to replace the Jazz

Festival

• Includes all music genres plus visual and performing arts
• All day, full street closure, family event

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2017 Event funding strategy

Sponsorship and grant applications execution moved in house

• Previously delivered through a third party, BIA Executive

Director will execute Rationale for change

• Develop direct and stronger relationships with sponsors
• Reduction in cost associated with third party execution
• BIA fully staffed, ED able to work on strategic projects

Early results are positive

• Secured +$50,000 in sponsorship of $119,409 goal
• Recently awarded $25 K Celebrate Ontario grant

Thank you to our 2017 sponsors to date:

2017 Budget Proposal

2017 Budget Proposal = $1,222,694

• Increase of $201,534 vs. 2016 actuals
• Existing BIA area tax levy budget increased by 2% to $906,500
• Remainder of proposed increase from expanded BIA area

Incremental budget:

• Approximately 75% to fund additional Marketing
• Remainder to fund primarily start up Beautification costs in the new BIA

area Impact per $100,000 of assessed value

• $7.36 or 2.17% decrease

With average assessment of $1.8 million

• Current BIA levy = $6,180, Revised BIA levy = $6,046

2017 Budget Proposal

Reserve fund balance year end 2016 is noted incorrectly. Actual is $64,646 as previously noted, not $54,026 as above.

Floor open for motions to approve proposed 2017 Budget

Update –Expanded BIA area

BIA boundary expansion request approved by Council in December 2016 Landlord notifications mailings completed by the Town in January In person delivery of Welcome Packages completed by the BIA in early February, further onboarding in progress May property tax statement will reflect 2017 BIA tax levy

Plans 2018 to 2020 and Beyond

2018

• Develop plans for marketing, beautification and events during

Streetscape project

• Continue to work with the Town on Streetscape Mitigation strategy
• Continue to allocate higher portion of budget to Marketing, to ensure

community is frequenting and engaged in Downtown Oakville 2019 – 2020

• Deliver modified execution plan for marketing, beautification and

events based on construction plan

• Introduction of new streetscape end of 2020

Questions on BIA update?

Town of Oakville Update

Please welcome:

• Dorothy St. George – Director, Economic Development
• Paul Allen – Manager, Design and Construction

Updates on:

• Downtown Oakville Projects: 2016 Review, 2017 – 2021 plans
• 2019/2020 Streetscape Project
• Streetscape Mitigation framework

New/Other Business

• Any new agenda items tabled for discussion

Adjournment

• Floor open for motions to adjourn meeting.

Thank you