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HomeMy WebLinkAboutKitchener BIA - 2011-09-20 Sept 20th, 2011 9:00 am - 11:00 am Location: BIA Office 29 King St East Downtown Kitchener BIA Kitchener, ON Board of Directors Meeting Minutes In attendance: John Vickery, Le-anne Pilecki, Michael VonTeichman, Liz Howie, Margarida Anao, Kevin Ballantyne, Colin Leis, CoK – Frank Etherington, Dan Glenn Graham, Cory Bluhm, WRPS – Adrian Darmon, Darryl Moore, Adrian Conrad, Darryl Moore, Mark Graham, BIA Staff: Mark Garner Regrets: CoK - Mayor Carl Zehr, Christine Michaud Absent: none Guests: Aubrey Walter, President and CEO of Junior Achievement, Tracy Vankalsbeek, Marketing and Communications Managers, KW Community Foundation Agenda: Welcome – Chair, Margarida Anao ? Call to order at 9:00 am - are there any conflicts of interest to be declared – none declared Agenda: __ ______________________ _ Introductions – Margarida Anao ? Welcome to Board and new Board Members The information contained in this document is intended for internal use by the Board of Directors and `Management of the Downtown Kitchener BIA and may contain confidential and/or privileged material, any duplication, distribution, re-transmission or dissemination without the written consent of the Downtown Kitchener BIA is prohibited Agenda Item: _ __ Approval of Agenda ? There were no issues identified with the agenda. Motion: To approve the agenda as submitted. Motion/Moved by: Le-Anne Pilecki and seconded by: Dan Glenn-Graham All in favour unanimous, motion passed. Agenda Item: Presentation from Junior Achievement – Aubrey Walters Presentation and handouts given on Junior Achievement and their goals and missions are. ? They are a charitable organization dedicated to providing business education to young people, inspiring our future leaders and entrepreneurs. Agenda Item: ______ Approval of Past Minutes – Margarida Anao Amendment to previous minutes: ? Regrets was Christine Michaud and Mark Graham for previous meeting ? Ammend John Vickory to be John Vickery ? Ammend Adrian Darmen to Adrian Darmon The Board of Directors reviewed the minutes from the previous meeting (August 2011) Motion/Moved by: to approve the minutes as presented Frank Etherington and Seconded by: John Vickery, all in favour unanimous, motion passed. Agenda Item: Presentation from Marketing and Communications Manager, Kitchener Waterloo Community Foundation – Tracy Vankalsbeek ? Slideshow Presentation given by KW Community Foundation. ? The Kitchener and Waterloo Community Foundation (KWCF) help make a lasting difference in our community. ? The KWCF is a charity for charities. Although we don't provide charitable services, we do help community organizations make a difference by providing them with funds for new programs, capital needs, student awards and much more. The information contained in this document is intended for internal use by the Board of Directors and `Management of the Downtown Kitchener BIA and may contain confidential and/or privileged material, any duplication, distribution, re-transmission or dissemination without the written consent of the Downtown Kitchener BIA is prohibited ? When you make a donation or gift to The KWCF, we invest that gift into a permanent endowment fund - reserved trusts. Your original gift is not spent. It generates income that is then distributed through grants to support a wide range of charitable causes within our community. It is through these grants that we help you make that lasting difference. Agenda Item: _ ______ Downtown Strategic Plan – Cory Bluhm A presentation was given by Cory on the Downtown 2016 strategy. In the next 5 year there is going to be the biggest robust growth in Kitchener Downtown and we need to capitalize on this. 3 Main Core Areas of Focus will be: ? 1. Create an Amazing King Street Experience ? 2. Be the Innovation District ? 3. Create New High Density Residential Neighbourhoods. Final Strategy to be done in December by Mark Garner and Cory Bluhm Agenda Item: _ Economic Development / Downtown Update – Cory Bluhm ? Their will be a much broader focused meeting next meeting for Economic Development meeting. ? New signs have gone up at Walper Hotel and also across the street from Walper. ? Scaffolding is up on Supermarket downtown Kitchener Agenda Item: Financials – Kevin Ballantyne ? August Statements The board of directors review in detail the August financial statements as presented by the board treasurer. Noted by Kevin we need to start thinking about our Budget for 2012. Motion: To approve the August 2011 Financials as submitted. Motion/Moved by: Kevin Ballantyne and Seconded by: Adrian Conrad, All in favour, motion passed The information contained in this document is intended for internal use by the Board of Directors and `Management of the Downtown Kitchener BIA and may contain confidential and/or privileged material, any duplication, distribution, re-transmission or dissemination without the written consent of the Downtown Kitchener BIA is prohibited Agenda Item: _ _______________ WRPS Update – Supt. Adrian Darmon ? Bicycle patrol – hours since April 2300 hours, primarily in the core, 1200 occurrences, they are ensuring there is a focus on the core for the bicycle patrol. ? Delta Hotel – investigation is ongoing ? King and Borden incident – investigation ongoing ? Benton Street Garage – recent break-ins have happened but they are addressing it. Agenda Item: _____ __ _______ Executive Director Update – Mark Garner DIRG (Downtown Interdepartmental Resource Group) Garbage and cleanliness of the Downtown core – ongoing. We have noticed over the last couple of weeks an increase in the quality of work being done in the core. The Operations team is using the new equipment more effectively getting into tight areas and increasing the use of water when sweeping. We have been providing updates on the good work being done to Economic Development and Operations. LOT 9 (Ontario and Halls Lane) continues to be a problem with garbage not being placed in the BIN and then left in the parking lot when the BIN is emptied. We have talked with all the businesses in the area, sent emails and letters based on the issue. We are going to place some signage on the fence during the halls lane construction to help address the issue as we continue to monitor it daily. If this remains a problem then we will consider hiring a security company for a week to determine who and when the issue is occurring. CoK is looking at putting deep container Moloks in this parking lot once Halls Lane construction is complete, (2) two for garbage and (1) one for cardboard. Arena / Kitchener AUD committee th Report to council scheduled for Monday September 26 with a communication and community engagement process to be executed after the report. Additionally Keith Baulk from the CoK has been scheduled for the next BIA Board meeting th (October 18, 2011) to present and discuss the report. Operational items Strategic Plan – Ongoing work being done with the Downtown Kitchener Strategic plan in partnership with Economic Development and Downtown BIA. The information contained in this document is intended for internal use by the Board of Directors and `Management of the Downtown Kitchener BIA and may contain confidential and/or privileged material, any duplication, distribution, re-transmission or dissemination without the written consent of the Downtown Kitchener BIA is prohibited Board review will be completed and then next steps and ongoing review, input and discussion. BIA staff will now continue the work on the BIA strategic plan for linkage into overall vision and direction for the BIA team and membership. Further reviews and discussion will be conducted at future BIA board meetings as the final plan is pulled together. Lease / Office move – The relocation to the new office at 29 King Street East is complete with just a final cleanup of previous Delta office location. We have a couple of outstanding issues with the new location which are being worked through with the partners, i.e.: Kitchen Appliances, meeting room requirements, reception requirements, MOU between the groups and artwork for the workspace. Also we have set up the appropriate codes in the financial statements for the allocation of capital assets based on Audit requirements. Committees – We are looking at pulling together the Marketing and Event committee and start regular meetings in September. First meeting will be th Thursday the 29 in the BIA offices and we have good cross section of business/membership on the committee. Retail Recruiting – as mentioned in the past update the BIA (Erin) will be speaking at the upcoming International Downtown Association’s conference to be rdth held in Charlotte NC September 23 to 26. We have partnered with Downtown London BIA and Downtown Yonge BIA and MJB consulting sharing our Retail Attraction Strategy lessons and successes. MJB Consulting: Retail Recruiter Training is now completed as we worked through the final Module 4 this month. Still working through outreach to our initial list of prospects and will continue to work with MJB to assist where needed. VACANCY RATE: 12.4% down from 13.5% temporarily as the Halloween Store th is now occupying 173 King St W (David’s Gourmet) until November 8 only. The Bead Boutique was able to find a new location on King St at 150 King St W (formerly the Pocket Dog location). Both new retailers opened as of September st 1. We have also helped with Kitchener Coin shop find a new location for his store as they are displaced with the sale of the Braun’s Cycle building. Current VACANCIES: 23 Events and Marketing KitchenerON – festival is currently ongoing. Attendance at the various events is good and final report will be coming forward for next board meeting. The information contained in this document is intended for internal use by the Board of Directors and `Management of the Downtown Kitchener BIA and may contain confidential and/or privileged material, any duplication, distribution, re-transmission or dissemination without the written consent of the Downtown Kitchener BIA is prohibited KOI Music festival – the music festival was over the weekend and was well attended, early estimate is around 5000 to 7000 over the duration of the event. Good response from various business owners in the core, indicating business was up and people were spending money. Oktoberfest – We continue to work the “Downtown Experience” and the scheduling of all the content. The request for the Midway report was done on th September 12 and sent to committee without issue and was to be sent to th council for approval on September 26. The City legal department has requested a contract between the BIA this year for the use of the parking lot (City Centre) which we have reviewed and currently working on the wording of the contract. The BIA will also have to have a similar contract in place with GTA midways in order to make the event happen. We are working diligently to get all the necessary paperwork closed out in the next couple of week(s). Additionally, we have been able to secure the Elmira Kiwanis club to partner for ndth the 2 annual pancake breakfast scheduled for October 15 during the Oktoberfest car show in the east end. This engagement could not have been possible without the help and engagement of Darryl Moore which closed out the food requirements for Kiwanis club. Final details are being worked but a pancake breakfast will be from 9:00 to 10:30 and Kiwanis food service from 11:00 to 4:00 pm with estimated attendance being 7,000 to 10,000 for the event. All other activities for the Downtown BIA Oktoberfest experience are proceeding as per schedule. Food and Drink Expo – Partnership with BIA, Kitchener Market, The Record and the membership is moving forward. The teams have come to agreement on the high-level event content and the Record is currently out talking with Restaurant membership to get engagement. A call went out in the Saturday Record seeking vendors for the event and we have already seen interest from the public on the event. As we work the details of the event we will communication with the board and membership accordingly. Employee Appreciation and United Way day of caring - tomorrow, you are encouraged to come out as there is food, music and other surprises planned. This has been a significant partnership between United Way, Manulife Financial and the Downtown BIA membership. Website – We conducted the preliminary information/discovery session on the project and requirements. We are now currently in the design phase of the project where we will have (2) two options to review with the hopes of coming to a final design in the coming weeks. The marketing and event committee will The information contained in this document is intended for internal use by the Board of Directors and `Management of the Downtown Kitchener BIA and may contain confidential and/or privileged material, any duplication, distribution, re-transmission or dissemination without the written consent of the Downtown Kitchener BIA is prohibited th review the concepts for comment. Expecting a go live date of “November 18, 2011” for the website. Members – We have a joint project underway with CoK and the BIA to conduct a current pulse survey with the membership and others in the downtown core. Information gathered is to be used internally. The members are receiving current information on projects, events and other topics of interest from staff on a regular basis. We are working with the membership on Lot 9 garbage issues and updating on Halls lane project. ACTION ITEM: Mark Garner to look into Brauns Locksmith and the reason for their departure On the Radar ? LRT ? Events (Employee Appreciation, KOI, Kitchener ON) in September ? Arena (Kitchener AUD) ? City Centre ? Retail Attraction Agenda Item: ____________________ New Business – Margarida Anao ? Question brought up by Frank Etherington if it has ever been considered in running a Flea Market Downtown Kitchener. ACTION ITEM: Mark Garner to look into Flea Market with Jeff Young Agenda Item: ____ Board Meeting Review/Action Items – Margarida Anao ? No action Items from today’s Board meeting, no issues identified. ? Reviewed / Updated outstanding action items. Agenda Item _____ Adjournment – Margarida Anao Motion/Moved by; Dan Glenn-Graham, Seconded; Frank Etherington, all in favour. Motion Passed. th Next Meeting – October18 2011, New BIA office 29 King Street East, Unit B at 9:00am to 11:00am. The information contained in this document is intended for internal use by the Board of Directors and `Management of the Downtown Kitchener BIA and may contain confidential and/or privileged material, any duplication, distribution, re-transmission or dissemination without the written consent of the Downtown Kitchener BIA is prohibited