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Kitchener BIA
BOARD OF DIRECTORS MEETING
Minutes
8:30 am -10:45 am
August 25, 2016
City of Kitchener
200 King Street W
Schmalz Room, 2"1 fl
Present: Lindsay Walden, Jeff Gadway, Stewart Barclay, Shirley Madill, Darryl Moore, Ryan
Lloyd -Craig, Frank Voisin, Domini Baldasaro, Councillor Sarah Marsh, Councillor Frank
Etherington, Linda Jutzi, Cory Bluhm.
Regrets: James Mitchell, Paul Walman, Mayor Berry Vrbanovic.
Lindsay Walden in the Chair.
WELCOME
The Chair called the meeting to order at 8:30 a.m.
CONFLICT OF INTEREST
No conflict of interest was declared by any Member of the Board at this time.
APPROVAL OF AGENDA
Moved by Stewart Barclay, seconded by Frank Etherington
"That the Board approve the Agenda as provided."
Carried Unanimously
APPROVAL OF MINUTES
Moved by Jeff Gadway, seconded by Stewart Barclay
Action items from last meeting are all included within this agenda with the exception of the
Canada Day discussion. Linda to circulate the marketing materials.
June minutes to be approved at September meeting.
"That the Board approve the minutes as provided."
Carried Unanimously
Ryan joined the meeting (8:42 a.m.)
WRPS Report
Report will be provided at September meeting. Cory advised that police have indicated there is
an increase in public alcohol consumption on the street in downtown as well as in the park. This
is being followed closely by police. Further follow up at future meeting.
Strategic Priorities 2016 to 2020
Discussion separated into two items, one to focus on strategy and Strategic plan document, and
second to focus on strategic priorities.
Town Hall — Reviewing the Draft for the Strategic Plan 2017
Linda reviewed the Draft Strategic Plan 2017 document developed for the town hall session
planned for October 4' at the Walper Hotel. The purpose of this meeting will be to provide the
membership with an overview of the 2017 spending proposal prior to the Annual General
Meeting, planned for November 1St at the Kitchener Public Library. She highlighted the changes
in 2017 compared with past years, including a significant increase in funding, removal of the
autumn campaign, additional funding for beautification via planter boxes and flowers, new
opportunities for Oktoberfest, potential for a human foosball tournament and much more.
The committee discussed the benefits of marketing now vs when the construction has ended
and the relaunch of downtown takes place. Discussion took place around businesses counting
on events that draw people to the downtown, a change in this could be very detrimental.
Alternatively, funds could be used elsewhere to gain a more significant impact. A suggestion was
made to bank a significant portion of funding for the relaunch in 2018. At that time, each
funding item can be reconsidered and agreed to by the committee. Further, it would be
beneficial to review each funding item as it is used throughout 2017. Stewart indicated a reserve
can be built as long as it is approved by the board and a plan in place to use for future years. It
was noted that it may be beneficial to review any additional items that may be expected for
2018, then adjust 2017 budget accordingly.
Action:
The board agreed the Town Hall is a good opportunity to outline options, share communication
and engagement plan. Linda to work with Cory and Jeff to develop plan for 6 month
membership engagement. Options to include increasing the reserve through limiting spending in
2017, in preparation for 2018 relaunch, and status quo. Outline of presentation to be shared
with board prior to next meeting, including how information is intended to be pitched to
membership.
Frank left the meeting (9:30 a.m.)
Dom joined the meeting (9:40 a.m.)
Action:
Additional meeting set for September 15 in the am.
Action:
Information on budget to be provided at next meeting including current suggestion, option with
significantly less spending for 2017, and recommendation for a balance between these two.
Financials from 2016, including details within each budget, item to be included for comparison.
Action:
Update to be provided to the Mayor.
Questions Regarding Patio Spending and ION Construction Marketing
Linda provided information with agenda circulation, she briefly reviewed, providing additional
information on the marketing campaign and its intent.
A portion of funds were spent in the spring for patio installation, and an additional portion will
be spent in the fall to remove. Linda anticipates 5 new restaurants with patios for 2017.
Next report on funding to separate funds used for furniture purchase and funds used for
installation/removal. Linda to consider guidelines for hanging advertising materials on the
fencing used for patios.
OTHER BUSINESS
Linda indicated the graffiti removal program has been financed by the BIA for a number of years,
and is typically over budget. Waterloo business owners are responsible for graffiti removal,
enforced by bylaw.
InCamera
Nothing at this time.
ADJOURNMENT
Moved by Stewart Barclay, seconded by Darryl Moore.
"That the meeting adjourn." (10:34 a.m.)
Carried Unanimously