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Home My WebLink AboutKitchener BIA - 2013-03-19 Board of Directors Meeting March 19, 2013 | 9:00am - 11:00am BIA Boardroom | 29 King St E, Unit B, Kitchener AGENDA 9:00 amCall to order / Welcome and Introductions – Le-Anne Pilecki, Chairperson 9:05 amApproval of Agenda – Le-Anne Pilecki, Chairperson Declaration of Conflict of Interest o 9:10 amEnforcement of Property Standards By-law – Shannon Weber & Shayne Turner 9:35 amApproval of past minutes –Le-Anne Pilecki -March 19, 2013 Board of Directors Meeting -April 24, 2013 Annual General Meeting 9:40 amGovernance Sub-Committee – Shannon Weber 9:50 amBoard and Executive Nominations – Le-Anne Pilecki Director Vacancies o Secretary Vacancy o 10:05 amTreasurer Report – Kevin Ballantyne 10:15 amExecutive Director Update – Shannon Weber Boundary Expansion Update & Outreach o Social Media Direction o Removal of Bulk Waste Bins o 10:30 amEconomic Development Update – Cory Bluhm 10:40 am WRPS Update- Adrian Darmon 10:50 amNew Business Board meeting dates and times o 11:00 am Adjournment 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 Property Standards By-law, Chapter 665 – City of Kitchener Municipal Code Highlights Common areas where violations have been observed in Downtown: SIGNS: A sign and any structure therefor shall be installed and maintained: (a) in conformance with the requirements of the City’s Sign By-law [Kitchener Municipal Code, Chapter 680]. (b) in good repair and without any visible deterioration when viewed from any property other than the property on which the sign is situated; (c) in a safe and structurally sound condition; and (d) in a reasonably vertical plan unless otherwise approved by the City. 665.14.2 Unused – Business is no longer operating A sign that is unused, not cared for or discarded shall be removed from the property or shall be stored within a building. DOORS AND WINDOWS: The doors, windows, including storm and screen windows, shutters, hatchways and other exterior openings in a building shall be maintained in good working order and good repair, in a safe condition and, except for screen windows, reasonably weather tight and draft free STAIRS, FLOORING AND RAILINGS: Every stair, floor, landing, verandah, porch, deck, loading dock, balcony along with any guard, balustrade, railing, screen or other appurtenance attached there to shall be maintained in good repair and in a safe and structurally sound condition. ROOFS AND CHIMNEYS: Every roof, including chimneys, stacks, masts, lightning arrestors, antennas and other roof structures shall be maintained in good repair and in a safe and structurally sound condition. PAINT: Every exterior surface, not inherently resistant to deterioration, on a building or any part thereof or appurtenance thereto shall be maintained, without visible deterioration, with a protective coating of paint or equivalent weather resistant material. 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 9:00 am - 11:00 am Location: BIA Office Board of Directors Meeting - March 19, 2013 Kitchener, ON Minutes In attendance: Colin Leis, Zenia Horton, Le-Anne Pilecki, John Vickery, Darryl Moore, Dan Glenn-Graham, Michael Falcone, Frank Etherington, Cory Bluhm BIA Staff:Shannon Weber, Trudy Sohl, Breanna Scott Regrets: Mayor Carl Zehr, Kevin Ballentyne, Sam Vishal, Christine Michaud, Adrian Darman, Michael Von Teichman Guests: Kourtney Reygork; Leadership Waterloo, Matt Betik: KPMG, Colin Goodeve; City Clerks Office, Josh Joseph; Transport-City Agenda:Welcome – Chair, Colin Leis Call to order at 9:00 am - are there any conflicts of interest to be declared none declared Agenda: __________________________ _Introductions – Colin Leis All Board members introduced themselves and welcomes stated. Agenda Item:Approval of the Agenda – Colin Leis No items added. Motion: To approve the agenda as submitted. 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: Colin Leis and seconded by: Michael Falcone All in favour unanimous, motion passed. Agenda Item: Sharrows & Bicycle Corrals: Josh Joseph, City of Kitchener Cory Bluhm introduced Josh and his role; spoke of what sharrows were Josh gave a brief overview of his job functions He provided a handout on sharrows Proposing to install super sharrows; first in Ontario Explained the benefits To install artistic bike racks Ambassadors will ride the route to promote and assist after installation Goes to Council Apr 8/13; to be installed by May 26/13 May 26/13 Mike Fest Motion: The Downtown Kitchener BIA supports the initiative for Super Sharrows Motion moved by Colin leis; Seconded by Zenia Horton All in favour; unanimous: Passed Agenda Item: Boundary Expansion and Municipal Act: Colin Goodeve Discussion on Boundary expansion Colin Goodeve explained the procedure according to the Municipal Act Action Item: Shannon to follow-up with where assistance can be used from Board for the Boundary expansion outreach. Motion: Moved by Le-Anne Pilecki: That pursuant to Section 209 of the Municipal Act, 2001, notice of the proposed by-law to alter the boundaries of Downtown Kitchener Business Improvement Area (BIA) be sent to every person who is assessed for rateable property that is in a prescribed business property class which is located within the newly proposed boundaries, as outlined in Appendix A of Finance and Corporate Services Department report FCS-13xxx Seconded by Michael Falcone; All in Favour; unanimous; 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: Approval of Past minutes – Le-Anne Pilecki Motion: To approve the agenda as submitted. Motion/Moved by:Le-Anne Pilecki and seconded by: Michael Falcone All in favour unanimous, motion passed Agenda Item: 2012 Audited Financial Report: Matt Betik, KPMG___ Matt presented the Dec. 2012 Financials Explained the process that the auditors go thru Addressed highlights; re: staffing changeovers Questioned if there was any allegations or unethical behaviour with respect to turnover; all present unaware of such Spoke of Interim ED’s package which included incentive at back end; included in December 2012 financials Motion to Approve Financials as presented by KPMG Motion moved by Colin Leis; Seconded by Daryl Moore; All in Favour unanimous; Motion Passed Agenda Item: _____ _Financial Statements (Feb2013) Shannon Weber on behalf of Kevin Ballantyne Board reviewed in detail all items pertaining to the Feb. 2013financial statements as submitted by the treasurer. Shannon suggested we look at getting an Engagement Letter from our auditors in future Discussion re Kitchener Rangers rink board; it came to light that an additional $8000 is due for 2013-2014 season Motion: Colin Leis submitted the motion to approve the statements as presented and reviewed. Second was Michael Falcone 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 All in favour, unanimous, motion passed Agenda Item: Board Recruitment and Annual General Meeting: Colin Leis Colin presented a list of people who have shown interest in joining the Board for the upcoming year 2013 -Bruno (Crepe Cafe), Helena (Style Frugal), Paul Walman (Sherwood Copy), Linda Jutzi (Entertaining Elements), Sharon (Fine Feathers), Jamie (Coyne Law Firm) Motion to nominate Le-Anne Pilecki as Chairperson put forward by Colin Leis; Seconded by John Vickery All in favour, unanimous; Motion Passed Motion: Colin Leis put a motion forward to call the AGM for April 24, 2013; Seconded by Michael Falcone All in favour, unanimous; Motion Passed Agenda Item: __Executive Director’s Report: Shannon Weber Shannon presented the results of a survey that was submitted to the membership Michael suggested a recap of the previous year be available on future surveys so participants understand what work has been completed by the BIA in the past Agenda Item: _ _ Economic Development Update- Cory Bluhm The following is a brief update on some of the projects being worked since the last Downtown BIA Board of Directors meeting. Currently working on an annual report; report card baseline of Economic Developments initiatives-to be presented at AGM Presented a survey on downtown events, safety, attendance, etc. A Co-ordinated Events Committee was formed to get all interested parties who do events to work together to create good events and 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 Agenda Item: Staffing and Salaries: In Camera Session: Shannon Weber Agenda Item___Adjournment – Colin Leis Motion to adjourn the March 2013 meeting Motion/Moved by; Colin Leis Seconded; Le-Anne Pilecki; All in favour. Motion Passed. Next Meeting – Wed. April 24/13 Annual General Meeting at The Walper 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 EXECUTIVE DIRECTOR UPDATE Presented by: Shannon Weber May 21, 2013 The following is a brief overview of ongoing efforts to meet the strategic objectives of the BIA: AMAZING KING STREET EXPERIENCE Attracting Unique Stores & Restaurants: (opening in June) Cheeses Murphy – Duke Food Block Zoup – King & Ontario Artisan Zone – King & Queen Creating Unique Experiences: nd Style & The City Fashion Show – May 22, 12-1 pm, City Hall Rotunda st Canada Day Celebrations – July 1, 6-11 pm, Civic Square Foster Live Music: Partnership with KOICon music industry conference Downtown Live, Canada Day, Cruising on King + new concepts being developed for Taste of Downtown experience Upcoming Focus to meet this priority: Alignment of rstaff resources to focus on special events and community development. Coordinated meetings with City departments organizing downtown events. Reflecting member survey results and other consultations in programming. Ongoing pursuit of sponsorship and grant opportunities INNOVATION DISTRICT Boundary Expansion Creating connections within Tannery to learn about activities of interest, discuss how being a BIA member would be of benefit th Networking event at Tannery May 29 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 COLLABORATIVE COMMUNITY Networking Events: th May 29, #BIAtweetup @Tannery – connecting existing and prospective BIA members th June 26, LRT Walking Tour starting at McCabe’s Engagement in LRT Implementation: Working with LRT on ways to best inform members, develop project to minimize negative impact, and promote downtown as an accessible location OTHER OPERATIONAL AREAS OF FOCUS: HR Management – goal setting, job description review and team meetings Member Relations – meeting members, Networking event, following-up on concerns and ideas, working with WRPS on member visits Stakeholder Meetings – Oktoberfest, Grand River Shows, developers/property managers, Economic Development, CoK Enforcement & Operations, LRT Committee Work – DAC, Safety & Security, Oktoberfest CAC, BIA Executive Committee Business Development – interacting with prospective businesses, coordination with Econ. Development Boundary Expansion – outreach, prospective member data collection, co-ordination with City Clerk IT – troubleshooting ongoing issues and reviewing needs Revenue Development – sponsorship sales for Canada Day, grant submissions Beautification – patio planter program, Downtown Clean Team, waste issues 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