Annual General Meeting

HDTC-BIANovember 25, 2014

JazzBah 270 King St. W. Chatham ONNetworking 6pm; Meeting 6:30pm

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Agenda 2014 Annual General Meeting

Tuesday November 25, 2014At JazzBah 270 King St. W, Chatham, ON

Appetizers at 6pm; Meeting at 6:30pm

1. Call to Order: Welcome and Introductions

2. Approval of Minutes from AGM Meeting 2013

3. Business Arising from Minutes

4. Declaration of Conflict of Interest

5. Chair Remarks: Paul Shettell and Secretary: Jim Carrington

6. Board Report: a) Review 2014

i. Streetscapeii. Marketing and Promotioniii. Festivals and Eventsiv. Final Infrastructure Report

b) Staff Reporti. Professional Development

c) 2014 Financialsi. Comparison 2010 - 2015ii. Year to Date Projectioniii. 2015 Proposed Budget

7. New Business

8. Nominations of New Board Members

9. Next Meeting: Regular Board Meeting January 13, 2015

AGM: November 2015 (TBD)

10. Meeting Adjourned

MISSION STATEMENT  The HDTC-BIA, is to be the voice of its central business community. We are committed to improving and promoting the area through investment and advocacy to maintain the Municipality’s position as a premier shopping, business, and entertainment destination. With the collaboration of its membership we will represent; support; and encourages business improvement to increase their attractiveness to tourism in the efforts to contribute to the economic, cultural and social well-being of its community in the Downtown Chatham core and surrounding areas.  OBJECTIVES The objective of the BIA shall be 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; and to promote the area as a shopping and business area.In all instances, the HDTC-BIA shall operate in conformity with the provisions of the Municipal Act, 2001, this by-law and any other by-law of the Municipality which applies to it.  MEMBERSHIP By definition, a "Member" means an individual, partnership or corporation who, on the last returned assessment roll, was assessed with respect to ratable property in the Business Improvement Area that is in a prescribed business property class. Members shall include tenants of such property.

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2013 Annual General Meeting of BIANovember 27, 2013 at Glitter’s Fun Eatery at 6 (cocktails) 6:30pm meeting.

ATTENDANCE: ANDREW THIEL, JAMIE RIOUX, PAUL SHETTELL, NANCY LABADIE, JIM CARRINGTON, CONNIE BENETEAU, PAM LOWTHER [ENCHANTMENT], JACLYN GILLIER [DCC], JOHN NORTON [MUNI. SOLICITOR], DAVID TAYLOR [MUNI. SOLICITOR], BARB ANDERSON [BARRYPATCH], TRICIA XAVIER [PURPLE PANSY], DAVE CULLEN [POTENSIA CORP.], BONNIE LARSON [SATELITE REST.], JIM LYNDS [CKPS], ANITA LABADIE [LOFT], LYNN O BRIEN [DCC], CARSON WARRENER [LANDOWNER], SUZANNE KORKIDAKIS [LANDOWNER], PETE TSIRIMBIS [CHILLED CORK], GEORGE EAST [RETRO SUITES], MICHAEL BONDY [COUNCIL REP] Meeting called to order @ 6:35 p.m. by chairman Andrew T. Andrew introduced guests Kay Matthews and John Kiru, who chaired the meeting. Board members were introduced as well as attendees and the businesses that they represent. Minutes of AGM 2012.-motion by Jamie R. and Nancy L. to accept minutes. Carried Declaration of Conflict of Interest. None Chairman's Remarks:-Andrew T. highlighted the year's events, including Retro-Fest, The Fourth Street Market, Santa Claus Parade, Fashion and the City. Thanks was given to all sponsors, participants and supporters. A Prezi presentation with all the projects was shown. A budget comparison was illustrated dating back to 2010 to the present. The suggested budget is $60, 000.00. -motion by Jamie R. and Nancy L to accept Chairman's report/remarks as information. Carried.-motion by Anita L. and Carson W. to receive proposed budget as information. Carried. Treasurer's Report: Paul S.-Paul provided an overview of the financials-the Municipality will be conducting an audit at a cost of $2000.00-the audit should include infrastructure funds, parking reserve funds-motion by Nancy L. and Jamie R. to accept financials. Carried.-motion by Lynn O. and Carson W. to implement Option #1 with a $60, 000.00 budget with a hard cap of $6000.00 maximum and $350.00 minimum. Carried. Old Business: None New Business: None Motion by Andrew T. and Michael B. to adjourn. Carried

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2014 Projects: Reports

Streetscape: Ryan Jacques Planner, Planning Services Municipality of Chatham-Kent. Meeting with property owners, residents, business owners, employees, customers, and travellers to gather input on areas such as sidewalks, lighting, cafes & Patio,accessibility, trees, street furniture, safety, on-street parking and more.

Shop the Neighbourhood – November 29th

Zonta Park and Perry Memorial: Thank you plaque presented at Council September 8, 2014 to the Molema family.

St. Clair College Orientation Week was on August 27 and 28th, the Capitol Theatre and the HDTC-BIA put together a table for the new students and foreign student to see what Downtown has to offer them. We handed out maps and showed videos.

Age Friendly Chatham-Kent: the HDTC-BIA has been attending regular meetings at St. Andrew’s residents in discussion on recognizing diversity and contribution of the aging population and to anticipate the needs. Today 65+ years old is 14% of the population in Ontario. The idea is to draft recommendations and help businesses and stores to assist in quality of life as people want to do their own shopping.

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2014 Projects: Marketing and Promotions

Trademarking RetroFest™and Economic Impact Study on RetroFest™

• The CK Municipality and HDTC-BIA own the word “RetroFest”. No longer will others be allowed to use RetroFest without written permission from the BIA. This could in the future generate a small source of income.

• Ecomonic Impact Study copies available showing ‘new moneys’ spent downtown and surrounding areas.Junior Judges continuing to love of old cars

Torbsa Golf Ladies – Shopping Passport Downtown July 3, 2014• Encouraged a visiting group staying at Retro Suites to shop downtown

and win a prize.

Christmas Campaign and Horse & Carriage Rides November 15, 2014. Merchants encourage of offer Open House specials.

Quilter’s Board – Working with the group to find a suitable location downtown Chatham as part of a tour to draw them downtown.

Zomaron Merchant Services: Offering discounted credit card services for individual retailers.

CK Branding: HDTC-BIA reserves the right to use any photograph/video taken at any event sponsored by HDTC-BIA, without the expressed written permission of those included within the photograph/video.

News Letters and Certificates: Distributed yearly

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2014 Projects: Events

RetroFest™ 2014 Rock around the Clock May 23 & 24. OLG Classic Car Cruise and KHAC Car Show. This year we brought in 35,000 people in two days; made new partnerships and the Streets were full.

Sponsored Firefest September 19th & 20th

Thanks to Brent Denure.

Sidewalk Sales Thanks to the Molemafamily and Luxe FashionBoutique.

Sponsored Canada D’ehParade and Events. Thanks to Jeannette Smith.

Santa Claus Parade – November 14th , 2014Thanks to GDF Suez andDowntown Chatham Centre (Jaclyn & Lynn)

This picture is now our postcard

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2014 Projects: Infrastructure

Final Infrastructure Funding

The Historic Downtown Chatham Business Improvement Area’s final 2013 infrastructure proposal of $22,810 in expenditures was approved by Council on October 22, 2014

This included the requests for:Ash urns 4,152.00Complete garbage receptacles 3,800.00Replacement Inserts 308.00Tents 3,192.00Replacement arms (tents) 300.00Nutcrackers (Xmas decor) 1,000.00Replacement (banner/brkt/light) 7,238.00Removal of Lattice & Cleanup 1,000.00Signage 680.00

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Budget Comparison 2012-2013

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Budget Comparison 2014-2015

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Account Activities

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Account Reconciliation with Outstanding Transactions

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Historic Downtown Chatham BIAProjected Year End Budget for December 31, 2014

REVENUE

Municipality BIA Levy 60,000.00 Infrastructure 31,710.00 Vendors 5,485.50 Sponsorships 15,167.00 Carry forward from 2013 Bank 15,915.31 Total revenue 128,277.81

TOTAL REVENUE 128,277.81EXPENSE

Payroll Expenses Wages & Salaries 26,477.36 EI Expense 700.10 CPP Expense 1,133.51 Total Payroll Expense 28,310.97 General & Administrative Expenses Infrastructure 31,710.00 Monthly Bookkeeping 2,100.00 Advertising 2,554.25 Events - Retrofest 28,652.99 Events - Santa Claus Parade 3,089.50 Events – Firefest/Can. D’eh 1,500.00 Membership 900.00 Business Fees & Licences 225.00 Volunteer Appreciation 175.00 Courier & Postage 73.25 Interest & Bank Charges 9.91 Office Equipment 1,500.00 Office Supplies 1,921.13 Website Develop & Maint. 1,787.00 Motor Vehicle Expenses 90.00 Miscellaneous Expenses 21.75 Beautification Expense 40.00 Repair & Maintenance 262.00 Telephone and Internet 3,172.25 Total General & Admin. Expense 79,784.03 TOTAL EXPENSE 108,095.00

NET INCOME $20,182.81

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