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HomeMy WebLinkAboutKitchener BIA - 2014-01-21 8:30 am - 10:30 am January 21, 2014 Location: 29 King St. E Unit B Kitchener, ON BOARD OF DIRECTORS MEETING Minutes In attendance: Le-Anne Pilecki, Zenia Horton, Michael Falcone, Sharon Morton, Shannon Weber, Dawn Phillips-Brown, Councilor Dan Glenn-Graham, Councilor Frank Etherington, Cory Bluhm, Domini Baldasaro, Paul Walman, Darryl Moore Regrets: Mayor Carl Zehr, Kevin Ballantyne, Linda Jutzi, Kevin Thaler, Lindsay Walden Guests: Adam Hughes, Youth on Board Welcome and Introductions Le-Anne Pilecki Call to order at 8:40 am Le-Anne Pilecki Approval of Agenda __________________________ _ Le-Anne Pilecki No conflicts of interest declared Motion: To approve the Agenda. Moved by Dan Glenn-Graham; seconded by Paul Walman. Motion Carried. Approval of Minutes Le-Anne Pilecki Note that Michael Falcone should replace Linda Jutzi as a member of t sub-committee. Motion to approve the December 17, 2013 Board of Directors meeting minutes with the correction regarding composition of the Strategic Planning sub-committee. Moved by: Zenia Horton; Second by Michael Falcone; Carried. Governance Committee Update Dawn Phillips-Brown Dawn updated our latest Board recruitment work including upcoming meetings with two potential Board candidates. Dawn, Shannon and Le-Anne will be meeting with them in the next few weeks. We will be working over the coming year to engage new members as part of Board recruitment. However, an initial target for our current vacancy th we will be connecting with Communitech to see if they have a nominee. Dawn asked that requested that current Board members confirm the, if they are interested in remaining on the Board past March 26 th. We need to put forward a list for election until December 1 st. The Board should have a brief meeting directly following the A the Executive. Dawn highlighted the draft Constitution changes. We must finalize and have the Board vote on the changes by the February Board meeting to be ready for AGM package. Mayor, WRPS, Economic Development and Executive Director be non-voting, ex-officio. The Board agreed that this was an appropriate approach. Our Board votes on members. Council approves the Councillor appo entire Board at an appointment meeting of Council. Discussion on how many regular non-voting members could be eligible. Including two Councillors we will have minimum of 8 voting members and maximum 12 voting members. Discussion on removal of Board members and agreement that if mem than a special meeting of members would be required to remove a of the attendance requirements. Governance Committee will follow-up with descriptions of the Officers of the Board. Secretary is responsible for oversight of records maintenance of the organization. Through Board approval/policy we may wish to allow opportunity for Executive Director to act on an interim basis. Committees will remain the Executive Committee and Governance Co-hoc committees will be the purview of the Board Dawn will create a recommended Executive Committee description. Meetings we will add that the budget must be approved by members then presented to City Council for approval. Shannon and Dawn will review the possibility of having a member Darryl was concerned about ensuring that we have a wide representation from sectors. The Board discussed changing the wording for the top paragraph of page 2 that we will endeavor to recruit from a wide sector of memberships and then define further in Board policy. Finance Report Shannon Weber Shannon Weber presented the draft year-end financial reports on behalf of Kevin Ballantyne. Motion: To approve the draft financial statements ending December 2013 Moved by Paul Walman, seconded by Michael Falcone. Carried. Strategic Plan Framework Shannon Weber Shannon Weber presented the updated Strategic Plan Framework. Cory Bluhm suggested that we add a fourth priority related to fo downtown, through events etc. Shannon will take this back to the Strategic Plan Committee and the Executive to make edits for next Board meeting. 2014 Budget Shannon Weber Shannon Weber presented the 2014 Budget to the Board. Michael Falcone questioned the Downtown Dollars promotion. Question of whether it is actually encouraging people to shop, d services Downtown or is it just helping people who already spend Shannon Weber explained the challenges that she observed with th slippage, member participation and staff administration. A cost-benefit analysis was provided to Kevin Ballantyne and Shannon will follow-up with a report to the Board at a future Board meeting. We will also look to receive feedback from our member amittees. Economic Development Update Cory Bluhm Cory Bluhm spoke to the Live music promotion initiatives in the partnership and pilot program to spur live music scene. We have program still. WRPS Update Shannon Weber Kevin Thaler was unable to attend and Shannon Weber noted on histhere are no concerns on King St. The cold weather tends to reduce calls for service Downtown. T few concerns on Weber Street that are just outside the BIA. Other Business None Adjournment Motion to adjourn the January 21, 2014 meeting. Moved by Paul Walman, seconded by Sharon Morton. Carried.