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HomeMy WebLinkAboutKitchener BIA - 2013-01-15 Jan. 15, 2013 9:00 am - 11:00 am Location: BIA Office Downtown Kitchener BIA Kitchener, ON Board of Directors Meeting Minutes Colin Leis, Kevin Ballantyne, Zenia Horton, Le-Anne Pilecki, John In attendance: Vickery, Darryl Moore, Dan Glenn-Graham, Adrian Darman, Christine Michaud, Cory Bluhm Erin Rudland BIA Staff: Mayor Carl Zehr, Michael Falcone, Michael Von Teichman, Sam Vishal Regrets: none Absent: Kourtney Reygork-Leadership Waterloo Region Guests: 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 No introductions required. Welcomed Cory Bluhm back from his leave of absence. 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 the Agenda – Colin Leis No items added; Moved board meeting Review up in time slot to be dealt with prior to “In Camera” discussions Motion: To approve the agenda as submitted. Motion/Moved by: Christine Michaud and seconded by: Kevin Ballan All in favour unanimous, motion passed. Agenda Item: Approval of Past minutes – Le-Anne Pi Board reviewed the minutes from December 18, 2012 as submitted by the secretary. No changes or additions/omissions were noted. Motion: to approve the past minutes as submitted. Moved by Le- seconded by Zenia Horton. All in favour; unanimous; Motion pas Agenda Item:WRPS Update Superintendent Darman provided an update on projects WRPS is working in the downtown core. Damage to car windows was active in December; 31 incidences in downtown core; one arrest was made in conjunction with 64 Benton St.; there have been minimal occurrences since Dec. 26; in all likelihood issues were due to Christmas Police focused on “lock-it or Lose-it” campaign for shoppers during Christmas season Dan Glenn-Graham asked about the legalities of video surveillance; was assured that it is helpful to police and legal as long as it is not infringing on “personal space” of individuals 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: _____ _Financial Statement Board reviewed in detail all items pertaining to the December 2012financial statements as submitted by the treasurer. No issues or concerns were raised based on the submission. -was noted that the City clawback was mostly due to 4 addresses which had vacancy Motion: Kevin Ballantyne submitted the motion to approve the sta as presented and that they would be further reviewed after the a have completed their audit. Second was Frank Etherington All in favour, unanimous, motion passed : to finalize the budget for 2013 by next meeting; Kevin Ballantyne Action item 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. The City’s Economic Dev. Department has revamped their website to be more inline the BIA and City events The “Get into Winter” campaign was launched-promotes all activities, events in Kitchener throughout the winter 1 Victoria Condo project; design almost completed; several open houses coming up; $400sq.ft. RIM launching BB10 Jan. 30; involving the community; event at Tannery; also hosting a skate party at Civic Square; banners to go up Econ. Dev. To produce a progress report to go to Council; complete with data and expectations for 2013; to be done in conjunction with BIA staff Fire site at Inception clothing to be cleared up soon Agenda item: E Downtown Kitchener BIA Executive Director Update – January 2013 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 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 LRT Projects – Ongoing working relationship with the Region on LRT project as we participate in the over communication strategy and ensure Business concerns and needs will be top of mind for the region. Modeled after our King Street Construction strategy having key messaging and available contact person will be necessary to ensure businesses are informed at all times. Garbage – Presentation to Council on Monday January 7 related to the removal or transfer of ownership of th Downtown Garbage bins. This project moves forward as slow bin by bin approach with Scott Berry and Monica Grau. Communication to come from the City of Kitchener and the BIA will liase with businesses to ensure they know where their garbage should go. Policing – ongoing work being done in partnership with WRPS on issues happening in Downtown. A general communication will be developed by WRPS on when to call police and will be distributed through the membership when available. WRPS has encouraged members to call when incidents are occurring so they can be logged and serviced accordingly. Staff and WRPS will continue to work together over the coming month on issues related to downtown. Audit – We are scheduled to have KPMG in the office conducting the 2012 audit the week of February 11. We th have been working through obtaining all the necessary documentation for this audit with Diane, TD Bank, the city of Kitchener and Kevin Ballantyne. Heritage Canada Grant – need a motion to approve the grant application in the amount of $47,000 from the Board. Our Canada Day financial report is enclosed and the grant will be filed today, if approved. Events, Marketing and Communication Current Projects Lunar New Year – February 8-10th •Kick off celebrations taking place at City Hall January 20th featuring food samples (from members), entertainment, art exhibits and more •Lunar New Year Celebrations at the Kitchener Market January 21st with all day programming including free cooking classes, performances, face painting, crafts, children’s readings and more •Working with Shilu Gan (Conestoga College Event Management Co-op Student) to book performers, staging and arrange all logistics •Working with our partners THEMUSEUM, Kitchener Market, City of Kitchener and the Central Ontario Chinese Cultural Centre to insure that all organizations are represented and to establish and authentic celebration •Information added to Websites – Kitchenerdowntown.com, downtownkitchener.ca and kitchenermarket.com •Social Media promotions have begun •Print advertisements have started to run in Snap •Poster drop to community Centre’s •Coming: print advertising in the Waterloo Regional Record, Kitchener Post and Leisure, Radio commercials on CKWR on the Chinese radio program, poster delivery to the membership, Red Envelop program with participating membership and promotion through partner’s websites. Canada Day – July 1st 2013 •Working with Gabrielle Clermont on grant submissions: Tier 2 Grant – City of Kitchener and Celebrate Canada •Developed a working budget for grant submissions 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 •Developed a potential head liner list with Cory Crossman to obtain pricing 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 Aradia Fitness – New Owner Downtown Crepe Café What I’ve been working on… Snap Ads gather info for new business ads for February 2013 Issue Website Business Listing Updates – ongoing Data Management member updates – ongoing Communication with membership – personal visits – disseminate information E-mail communication with members, partners, stakeholders Maintain update distribution lists ongoing Social Media posting for businesses owners Website updates i.e. new members Downtown Walkabouts Board Packages – assemble & deliver Bank Deposits Organized Monthly BIA Member Networking Event at Entertaining Elements Provide downtown cards to educational institutions and office towers Constant Contact Set-up and transfer distribution lists to program Promote Lunar New Year Event with Members – sign up for scratch and save promotion Work on Rangers Passport Contest with Lori Lori Muller – Rangers Passport -Worked with Amanda Rossignol on passport design and contest details -Contestants will be given the Passport while shopping at participating downtown retailers/restaurants and will need to get 5 different signatures on the passport for a chance to win VIP Box Seats sponsored by Dundee Realty -Contest runs from Jan 11 – Feb 1 -500 passports printed and will be distributed with ballot boxes to participating members and will aslo be available at the BIA Office Who To Call -The guides have been approved and are off to the printers – having 500 copies printed Lunar New Year -Worked to develop “Scratch and Win” red envelopes – Year of the Snake -Encouraging members who participated in previous years to sign up and enrolling new members -Looking for Restaurants to participate in “Taste of Asia” specializing and Asian cuisine being held at Kitchener City hall, Feb 8 2013, from 11am-2pm in the rotunda th : Erin put forth a motion to approve the application to Canadian Motion Heritage for a grant with respect to Celebrate Canada. Seconded by Christine Michaud All in favour; unanimous; Motion approved 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 Erin Rudland tendered her resignation to the Board for her position within the BIA effective Jan. 21, 2013; a formal letter was presented. Erin offered assistance to the Board with respect to the ED starting on Jan. 22, 2013 Agenda Item Boundary Expansion presentation: Er Erin informed the Board of the information and package with regards to the boundary expansion. : Other Business Board Discussion: new Board members Recruitment -departures as at April 2013 will be Kevin Ballantyne, Christine Michaud, Michael Von Teichman, ,Colin Leis Recruitment committee formed of Colin Leis, Christine Michaud, Dan Glenn-Graham (assisted by Kourtney Reygork) : to review Board regulations with regards to terms of members. Action Item Other: Dan Glenn-Graham noted that the City discussed clawbacks to FREE Christmas parking; the Board did not approve such. Agenda Item___Adjournment – Colin Leis Motion/Moved by; Colin Leis Seconded; Christine Michaud ;all Motion Passed. Next Meeting – Feb. 19, 2013 BIA office 9:00 am to 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