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HomeMy WebLinkAboutKitchener BIA - 2016-04-28DowWo 8:30 am -10:30 16 April 288, 2016 K;tct,en�r g�.o. 200 King Street West Kitchener BOARD OF DIRECTORS MEETING Minutes Present: Mayor Berry Vrbanovic, Stewart Barclay, Lindsay Walden, Councillor Sarah Marsh, Darryl Moore, Councillor Frank Etherington, Linda Jutzi, Domini Baldasaro, Jeff Gadway, Cory Bluhm, Ryan Lloyd -Craig, Dawn Phillips -Brown, Shirley Madill. Regrets: Paul Walman, Frank Voisin, Zenia Horton. Lindsay Walden in the Chair WELCOME The Chair called the meeting to order at 8:37 am. CONFLICT OF INTEREST No conflict of interest was declared by any Member of the Board at this time. APPROVAL OF AGENDA Moved by Sarah Marsh, seconded by Darryl Moore "That the board approve the agenda as presented." Carried Unanimously APPROVAL OF MINUTES Moved by Jeff Gadway, seconded by Ryan Lloyd -Craig "That the Minutes of the Board meeting held on March 24, 2016 be approved as presented." Carried Unanimously BOARD COMMITTEE REPORT The Chair spoke about creating standing committees for board development and governance, as well as finance. This will streamline board meetings and spread out the work on the board. The Board discussed the idea. In respect of the board development and governance committee, it was discussed that there should be a more strategic approach to recruitment and a skills matrix should be used. It was also discussed that the Executive Director will sit on that committee. The hope is that this committee will allow the board to get governance off of its agenda and move forward with larger more strategic discussions Moved by Ryan Lloyd-Criog, seconded by Jeff Gadway "That the Board create both a Leadership and Development Committee and a Finance Committee." Carried Unanimously The members of the Leadership and Development Committee initially will be Sarah Marsh, Jeff Gadway, Domini Baldasaro and Darryl Moore with the Executive Director participating as well, and when necessary. Upon a first meeting Terms of Reference and Mandate should be discussed, a Chair should be picked and it should be set up that brief Minutes will be taken with reports to the Board at their regular meetings. The members of the Finance Committee will be Stewart Barclay and Ryan Lloyd -Craig, as well as an external member and the Executive Director. Action Item It was also discussed that Zenia Horton will be resigning from the Board and a chair for the member advisory committee will be needed. This person is usually someone from the Board. This will be put onto the May, 2016 Agenda or another future Agenda. BIA LOGO REDESIGN It was stated that at the March, 2016 meeting many board members did not understand the three logos being discussed. An explanation was provided with the Board Package for April, 2016. Linda Jutzi asked if there were any questions form the Board on the information provided. There were none. Linda Jutzi explained she wanted to proceed to change the logo on Downtown Kitchener BIA communication. This would be our corporate signifier on strictly corporate things. It was agreed the staff should redesign the logo and come back to a May or June meeting with 3 designs for the Board to see and discuss. Action Item BIA Staff to bring back logo designs for review and consideration in a future meeting (perhaps May or June) EXECUTIVE DIRECTOR JOB DESCRIPTION Domini Baldasaro provided an overview on the work that has been carried out to date. She explained that the Committee set up to review the Executive Director job description has looked into several descriptions and reviewed how measurable can be made. A Scorecard is being drafted. The idea is that the Board would quarterly get an update on the "buckets" and the Executive Director would begin to work more from a Strategic Plan and a Business Plan that can be adjusted as necessary. Shirley Madill showed a sample score card which she uses with her Board and it shows green, yellow or red in any given area depending on what has progressed with that area in the last quarter. The Board provided feedback to the Committee on what they had come up with to date. Action Item The Committee was going to work with Linda to finalize some changes. It was agreed that a business plan would be in place that Linda Jutzi would design, by the fall so the Board can get on track in understanding what the BIA has and is doing, and how things are progressing. There will need to be a motion to approve the Executive Director job Description at the next meeting. THE DOWNTOWN BIA AMBASSADORS VISITED AND EXPLAINED WHO THEY WERE AND THEIR ROLE KPMG AUDITED FINANCIAL STATEMENTS Matthew Bettik, KPMG presented the audited financial statements from 2015. He took the board through the draft and commented that the audit went well and that the BIA is following sound financial practices. Moved by Jeff Gadway, seconded by Stewart Barclay "Motion to approve the 2015 audited financial statements." Carried Unanimously BLUES FESTIVAL PRESENTATION Rob Deyman of the Blues Festival presented about the 12 Bars of Blues program and explained that in order for the program to continue and improvements to it to be made, the Blues Festival is requesting an additional $10,000.00 above and beyond the $30,000.00 commitment the BIA gives to date. The Board discussed the benefits of the 12 Bars of Blues and had the chance to ask questions and discuss the request after the Blues Festival representatives left. Motion by Ryan Lloyd -Craig, seconded by Domini Baldasaro "It is moved that the BIA Board approve additional funding in the amount of $10,000.00 to support the Blues Festival for the 12 Bars of Blues Program for 2016 only, with review annually thereafter." Carried Unanimously Action Item It was discussed that the additional funding should get the BIA more highlight as a sponsorship and more promotion. This request should be made by Linda when she communicates approval of the additional funding. It was also discussed that Linda and her team will endeavor with their efforts to ensure that businesses downtown are "brought into" the event through activation in windows and the like. Activation in businesses is an issue that continues to come up and should be put onto the May or June Board meeting agendas. Shirley Madill left at 10:00 am EXECUTIVE DIRECTOR Q1 and Q2 UPDATE Due to limited time, Linda provided a brief summary of the report she had sent out and suggested if Board members have questions they should send them to her directly or it can always be discussed further in May. Action Items The question of a survey being done and Downtown Wifi should be put to future agendas. With respect to Wifi it was suggested Linda check with the City of Kitchener first, as they may have some information that could assist in her consideration of the project. ECONOMIC DEVELOPMENT UPDATE Cory Bluhm reviewed three significant upcoming things with the Board: 1. Long Term planning for Rapid Transit 2. Zoning by-law review for Downtown Business (types) 3. Urban design guidelines that will be coming out next fall Stewart Barclay Left 10:34 Linda Jutzi distributed the Discover Downtown brochure. ADJOURNMENT Moved by Jeff Gadway, seconded by Domini Baldasaro "That the meeting adjourn." (10:35 a.m.) Carried Unanimously