HomeMy WebLinkAboutKitchener BIA - 2012-11-20
Nov. 20, 2012
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: Colin Leis, Kevin Ballantyne, Zenia Horton, Le-Anne Pilecki, John
Vickery, Darryl Moore, Dan Glenn-Graham, Sam Vishal, Adrian Darmon, Michael
VonTeichman, Christine Michaud, Michael Falcone, Rod Regier,
BIA Staff: Erin Rudland
Regrets: Mayor Carl Zehr, Frank Etherington,
Absent: none
Guests: Kourtney Reygork; Leadership Waterloo Region
Agenda: Welcome – Chair, Colin Leis
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Call to order at 9:00 am - are there any conflicts of interest to be declared
none declared
Agenda: __________________________ _ Introductions – Colin Leis
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All Board members introduced themselves
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Welcome to Kourtney Reygrok; Leadership Waterloo Region Kourtney is
doing a shadowing position with Councillor Dan Glenn-Graham
Agenda Item: Approval of the Agenda – Colin Leis
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
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Order of the agenda changed to allow for Rod Regier’s arrival due to an
earlier engagement
Motion: To approve the agenda as submitted.
Motion/Moved by: Kevin Ballantyne and seconded by: Le-Anne Pilecki
All in favour unanimous, motion passed.
Agenda Item: Approval of October 2012 minutes – Le-Anne Pilecki
The board of Directors reviewed the October 2012 minutes from the previous Board
Meeting on October 16, 2012.
Motion/Moved by: Le-Anne Pilecki passed a motion to approve the minutes as
submitted; Moved by Dan Glenn-Graham and seconded by Michael Falcone.
All in favour, unanimous, motion passed.
Agenda Item: _____ _Financial Statements (May) – Kevin Ballantyne
Board reviewed in detail all items pertaining to the October 2012 financial
statements as submitted by the treasurer. No issues or concerns were raised
based on the submission.
Motion: Kevin Ballantyne submitted the motion to approve the statements as
presented and reviewed. Second was Michael Falcone.
All in favour, unanimous, motion passed
Agenda Item: WRPS Update-Adrian Darmon
Superintendent Darmon provided an update on projects WRPS is working in the
downtown core.
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Crime Map is available on the website; not particularly user friendly
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
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There are no trend worthy stats at this time with respect to the crime map;
prostitution reports are up in October over past months
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Prostitution has slowly been moving to Victoria Street
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Graffiti hotline has been in place for over a year although reports are not
coming in; hope to improve this service
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An on-line reporting system has been in place since Oct. 2012; it is designed
to report minor incidences where an officers visit is not necessary
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Pamphlet of “who to Call “when to Call” is nearing distribution and will go out
to the downtown core area first
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Dan suggested police services utilize a Short term Mental health Team that is
available, Adrian was aware of such program and it has been utilized in the
past
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Action Item: Communication to BIA members to go out with regards to taking
advantage of the graffiti hotline so police are able to track incidences and similarities
in occurrences
Agenda Item: Economic Development update; Rod Regier
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The city is close to finalizing amendments regarding the City Centre project.
Traffic impact study not yet finalized; site plan to be finalized by end of
December2012; following approval construction plans will be put into motion;
May/June construction expected; project expected to take 24 months to
complete
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Have received funding approval for Bramm yard project; monthly parking
facility to be constructed to assist with the Tannery/Warehouse district
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Millennium project at 1 Victoria has provided preliminary concepts; 18 stories
to be constructed with ground floor retail, condos, underground parking,
above ground parking and apartment suites; building will be 50% higher than
School of Pharmacy
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Desire 2 Learn currently employs 650 employees and are hiring an additional
50 per month....expected they will outgrow their facility within one year
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Courthouse project in on schedule for spring opening; Region will assume the
space from the former courthouse; 200 Frederick St. Will go through a
disposition process thus be offered to other Government agencies first,
education institutions secondly and then offered to the public
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
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Eaton Lofts; contractors have been secured for clean up and to progress with
renting retail space
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Stag Shop property; insurance issues have been resolved and clean up
should resume shortly
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The City is reviewing the allocation of “Free Parking” spaces outside the
immediate downtown BIA boundary; looking at re=installing parking meters to
generate revenue
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Margaret Avenue Development still in the design planning stages
Action item; Erin to follow-up with Rod with regards to looking into the demolition
process of the Stag Shop property through Property Standard
Agenda Item: __ Interim-Executive Director Update– Erin Rudland
The following is a brief update on some of the projects being worked since the last
Downtown BIA Board of Directors meeting.
Agenda Item: Action Items Review – Erin Rudland
The following is a brief update on some of the projects being worked since the last Downtown BIA
Board of Directors meeting.
Operational/Organization and Key projects
Policing Issues:
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Major graffiti issues in October and now into November with the potential to seriously affect
our budget. (Total spent Jan to Sept $4867, Total for October $3495 an increase of 72% in
one month). We have been working with Curtis Gloade of WRPS and need to find a
solution to this every growing problem.
2013 Budget Process
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
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Meeting with the Joyce Evans of the City of Kitchener to go over levy amounts for 2013
and meeting with Kevin to start budget planning
Staffing:
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Hired new PT staff member Lori Muller – working 25 hours a week she has taken the lead
on the Jewellery, Fashion & Gift Show as well as the Shopping and Dining Guide
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Grant applications – HRDC and City – working with a consultant locally to assist Breanna
with the City application as well as FEO. This is also good training for Bre to learn how to
apply for these types of grants while also taking some work off the plate of the BIA.
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Volunteer Support – marketing committee has taking on workload for events such as
Sugar Plum Gala, Rangers Express and Downtown Dollars
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Board Engagement – Board volunteers participated in Sugar Plum Gala, Rangers Express,
Remembrance Day, Attending Open Houses and community partner events.
Marketing:
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Rangers Partnership – Working on securing more volunteers for the bus
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Website Phase 2 – We added Plug-in for the calendar so you can import our events
directly to your Microsoft Outlook calendar. Also added Downtown Dollars page, gallery
and downtown card
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Marketing Committee – Restructure to action oriented. New board members jumped on
and participated Chris Michaud with the Sugar Plum Gala and Rangers Express, John
Vickery offered box for promotions
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Shopping and Dining Guides – New amalgamated map produced with more services and
businesses highlighted on one guide
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Kitchener 100 Bus – participated in the Santa Claus Parade we had volunteers walking
beside the bus handing out shopping and dining guides, Downtown Cards and What to do
brochures
Beautification:
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Christmas Decorations – just finished being installed
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Garbage Issues – Dealing with the City of Kitchener on bins and proper placement for
garbage in the Downtown Core
Retail Attraction:
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Jewellery Fashion & Gift Show – New staff member Lori Muller has taken the lead on this
project as well as the Shopping and Dining Guides
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Incoming Calls from prospects – new calls from 5 businesses looking for space in the core.
All of them need 1000 sq.ft. or less….tough to find.
City Meetings:
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Downtown Advisory Committee
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
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CAO Monthly Meeting
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Events
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Economic Development
Strategic:
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Planning 2013 – Budget planning and program planning in full swing
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Downtown Plan – Events, DT Live, Music Works (working with Silvia at the City of
Kitchener on the Music Works program….working session this week on Thursday)
Events and Communications
Social Media (On-going)
• Continuing to Developing social media strategic plan (Facebook, Twitter, YouTube and
Kitchenerdowntown.com)
• Working with the membership and strategic partners to gather event information and get it
online real time.
• Continued to increased followers on Facebook (18 new likes this month 749 total) and
twitter (40 new follows this month 1976 total)
Event Videos
• Working with Endless Potential Media Group, Hey Cadet Films and Hilary Abel from the
City of Kitchener in Economic Development to produce #GetDowntown videos.
• 14 Videos have been completed and uploaded to our Youtube Channel “Downtown
Kitchener BIA” http://www.youtube.com/user/DowntownKitchenerBIA/videos
• videos to be used for marketing material
• videos have been picked up by a number of bloggers that have helped to promote
downtown as a destination as well as the Waterloo Region Record.
• Videos have been added to the new downtownkitchener.ca website run by Economic
Development
• Videos have helped to promote and showcase events that otherwise might not be known.
• To date we have 6866 views
Sugar Plum Gala – November 10th 2012
• Event had 113 attendees, down from last year with an attendance of 116
• Tim Louis was booked for dinner music
• Innuendo was booked for the dance with help from Chris Michaud
• Event was wrapped by 11:00pm
Downtown Dollar Program – Launched November 17th and runs November 19th-24th 9am-6pm
• Posters have been delivered to our downtown businesses and have been promoted for a
month
• Print advertising has been paid for through the Waterloo Region Record and Kitchener
Post
• Free promotion has gone out through Economic Development with over 20,000 delivered
to Kitchener residence “ Make your Winter Awesome” flyers
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
• 5000 post cards were handed out at the parade November 17th promoting the dollars
• KOOL FM ran a live to air from Downtown Kitchener during the parade promoting the
Downtown Dollar Program and retailers who participated: Gloss, Taya, Bobby O’Briens,
McCabe’s, Kava Bean Commons, Taste of Philly Cheese Stake, House of Angels,
Petsche’s Shoes, Budds
Event Management Co-op Student
• Shilu Gan has been brought on from the Conestoga College Events Management Program
• Shilu will be working with Breanna to support primarily Lunar New Year Festival
Member Relations
New Business Interviews:
Candy Candy Candy - 84 Queen St S owners Sharon & Dave Watson
K-W Vintage Variety
Projects Working
Downtown Gift Certificates information provided to businesses Worked on Shopping/Dining List
with Lori
Communicated with members for Gift Fashion Show
Engaged businesses for Taste of Downtown with RAK
Snap Ads gather info for new business ads
Website Business Listing Updates – ongoing
Data Sheet updates members – ongoing
Communication with membership – Interact with personal visits – daily
E-mail communication with members, partners, stakeholders
Maintain updated contact lists ongoing
Social Media posting for businesses
Signage for Halls Lane – no dumping – installed
Clean-up issues – waste management
Daily Downtown Walk
Identify new businesses located downtown and follow-up with visit
Board Packages
Downtown Card Follow-up with members
Networking Events communication to members – next member networking event to take place on
Wednesday December 5 at the Walper Hotel 5:30pm – 7:30pm
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Agenda Item In Camera Discussion – Colin Leis
Board discussed the forming of the Human Resources Committee. To be comprised
of John Vickery, Colin Leis and Sam Vishal
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
Motion moved by Micheal Falcone and seconded by Daryl Moore
All in favour, unanimous, Motion passed.
Board reviewed the minutes with regards to the Emergency board meeting of
October 2,2012. No changes noted.
Motion moved by Michael Von Teichman and seconded by Zenia Horton
All in favour, unanimous, motion passed.
Action item; Colin Leis to look into past Christmas bonuses and circulate email to
Board members for 2012 bonus consideration.
Hiring committee Update; Le-Anne Pilecki
-updated the board with regards to number of resumes that have come in; hiring
committee meeting on Nov. 21, 2012 at which time an email will go out informing
Board of number of candidates and interviewing dates
Action Item; Le-Anne Pilecki to email board members updates of interviewing
progress
Agenda Item ___ Adjournment – Colin Leis
Motion/Moved by; Michael Falcone Seconded; Daryl Moore
All in favour, unanimous, Motion Passed.
Next Meeting – BIA office 9:00 am to 11:00 am
Tuesday Dec. 18, 2012
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