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Home My WebLink AboutKitchener BIA - 2015-08-27 8:00 am - 12:00 pm August 2015 Location: 29 King St. E Unit B Kitchener, ON BOARD OF DIRECTORS MEETING Minutes Present: Dawn Phillips-Brown, Stewart Barclay, Lindsay Walden, Mayor Barry Vrbanovic, Councillor Sarah Marsh, Linda Jutzi, Paul Walman, Cory Bluhm, Michelle Cutts, Stacy Tozer, Domini Baldasaro, Darryl Moore, Nik Harron Regrets: Zenia Horton, Councillor Frank Etherington, Shirley Madill, James Mitchell Dawn Phillips-Brown in the Chair. WELCOME The Chair called the meeting to order at 8:03 a.m. and proposed that approval of Agenda and Minutes, as well as the Financial Update from the Treasurer, be set aside until a quorum of voting members was present. CONFLICT OF INTEREST No declaration by any member of the Board at this point in the meeting. POLICE UPDATE Christine Michaud, Manager, Community Relations, provided an upd Waterloo Regional Police Services, noting that the BIA recently sent out a communication to members about the opening of a Methadone Treatment Clinic in the also spoke to a reduction in loitering around the TD Building onscaping d changes. Domini Baldasaro joined the meeting (8:10 a.m.) ION UPDATE Ms. Michaud also provided the Board with an update on a series of community meeti stakeholders, of which attendees included the BIA, GrandLinq, th of Waterloo and Kitchener Utilities. A member information sessild in late August. Participation from BIA members was low. Following a discussion on varying road closures, staff noted tha outlining road closures on its website that is updated daily. Tasked staff to profile the tool online and with members, and to encourage members to share the m their customers and clients. Christine Michaud left the meeting (8:30 a.m.) APPROVAL OF AGENDA aÝ;7 ,ä {·;Þ©· .©-är ;-7;7 ,ä tÒ That the Board approve the Agenda as proposed. Carried Unanimously (Absent: Nik Harron, Darryl Moore and Sarah Marsh) APPROVAL OF MINUTES aÝ;7 ,ä {·;Þ©· .©-är ;-7;7 ,ä 5zz .7© That the Minutes of the Board of Directors meeting held on June 25, Carried Unanimously (Absent: Nik Harron, Darryl Moore and Sarah Marsh) FINANCIAL UPDATE Stewart Barclay, Treasurer, provided the Board with an update on SEPTEMBER TOWN HALL Linda Jutzi, Executive Director, provided the Board with an update on the September Member Town Hall, noting that the date for the Town Hall has been moved avoid conflict with Rosh Hashanah. Ms. Jutzi also noted that representatives from WRPS and Ion would be present. City representatives confirmed that due to a conflict with another event, City staff would be unable to be present for the entire Town Hall. The Board suggested that the BIA also invite representatives from the Working Centre. Nik Harron joined the meeting (8:45 a.m.) DRAFT 2016 BUDGET Ms. Jutzi presented the Board with a draft budget for input. Bas membership and the Board, the budget was drafted to focus on thr beautification, events, and marketing for retention/attraction. Darryl Moore joined the meeting (8:51 a.m.) Sarah Marsh joined the meeting (9:10 a.m.) aÝ;7 ,ä tÒ r ;-7;7 ,ä {·-ä é;© That the Board enter into a closed meeting for the purposes of considering personal matters about an identifiable individual, including municipal or local Carried Unanimously The Board moved into an In Camera meeting to discuss staff roles a.m.) The Board exited the In Camera Meeting and resumed the Public Meeting. (9:30 a.m In reviewing the Meetings and Professional Development section o suggested that director training and meetings line item be substantially reduced, and suggested that employee appreciation line be removed from the Budget. Meeting Recessed (10:10 a.m.) Meeting Resumed (10:20 a.m.) The Board discussed various line items, including the Downtown M attraction. The Board suggested that the magazine should be released in the first month of 2016 at the latest. It was agreed that staff at the BIA and City would look into whe designate the Downtown as a tourist area for Canada Day 2016. In discussions around social outreach in the Downtown, the Board expressed its support for staf to investigate opportunities and potentially include a line item outreach worker. The Board discussed reducing the allocation to Member Events andMeetings. Ms. Jutzi agreed to use a variance format in presenting the Budg and will provide the Board with an updated budget and outline of the Town Hall. CONFLICT OF INTEREST At this point in the meeting, Darryl Moore declared a conflict of interest wit agenda item Office Lease. Darryl Moore left the meeting (11:23 a.m.) OFFICE LEASE Linda Jutzi equested Board input into the process of investigating new locations. The discussed, to accommodate the 2016 workplan and schedule, and de available. The Board asked that Ms. Jutzi pull together a small committee to provide input into the process and factors under consideration for the move. Paul Walman, Barr agreed to participate. Stewart Barclay confirmed that Perimeter Development did not have an appropriate space available and thus no conflict of interest, and that he would also participate on the Committee. Darryl Moore returned to the meeting (11:44 a.m.) 2015 CAPITAL EXPENSES The Board discussed the allocation of remaining funds for capitathe purchase of 10 small huts for use by BIA members at various even suggested that Ms. Jutzi return to the September Board meeting w of the remaining capital investments. Linda Jutzi left the meeting (12:05 p.m.) IN CAMERA MEETING aÝ;7 ,ä 5zz .7©r ;-7;7 ,ä {·-ä é;© That the Board enter into a closed meeting for the purposes of considering personal matters about an identifiable individual, including municipal or local board Carried Unanimously The Board entered the In Camera Meeting. (12:05 p.m.) The Board exited the In Camera Meeting and resumed the Public Me ADJOURNMENT aÝ;7 ,ä {·;Þ©· .©-är ;-7;7 ,ä {·-ä é;© Tha (12:31 p.m.) Carried Unanimously