HomeMy WebLinkAboutKitchener BIA - 2016-01-28BOARD OF DIRECTORS MEETING
Minutes
8:30am —10:30 am
January 28, 2016
29 King St E, Unit B
Kitchener
Present: Dawn Phillips -Brown, Lindsay Walden, Stewart Barclay, Councillor Sarah Marsh, Paul
Walman, Cory Bluhm, Darryl Moore, Councillor Frank Etherington, Shirley Madill, Michelle
Cutts, Frank Voisin, Domini Baldasaro, Berry Vrbanovic, Jeff Gadway, Ryan Lloyd -Craig
Regrets: Linda Jutzi, Zenia Horton, James Mitchell
Dawn Phillips -Brown in the Chair.
WELCOME
The Chair called the meeting to order at 8:35 a.m.
CONFLICT OF INTEREST
No conflict of interest was declared by any Member of the Board at this time.
APPROVAL OF AGENDA
The Chair noted that an amended agenda to include an update on economic development
was presented to the Board, and that Financials would follow the Purchasing Policy.
Moved by Paul Walman, seconded by Ryan Lloyd -Craig
'That the Board approve the Agenda as amended.
Carried Unanimously
APPROVAL OF MINUTES
Moved by Frank Etherington, seconded by Frank Voisin
"That the Minutes of the Board of Directors meeting held on December 17, 2015
be approved as printed."
Carried Unanimously
PURCHASING POLICY
Lindsay Walden presented an updated draft Purchasing Policy for Board review and approval,
updated with feedback provided by the Board at the May 2015 meeting. The Board asked that
the Committee confirm that the conflict of interest section of the policy aligned with the
requirements in the Municipal Act, that some adjustments to the terminology around
approval levels be made to ensure clarity of intent.
Stewart Barclay joined the meeting (8:55am)
Moved by Paul Walman, seconded by Frank Voisin
"That the Board approve the Purchasing Policy, as amended, and that the
Policy come into effect March 1, 2016."
Carried Unanimously
FINANCIALS
Stewart Barclay, Treasurer, reviewed the Financial statements for November and December.
Action:
The Board will discuss use of the excess reserve at the February meeting and provide
direction on its use. Jeff Gadway and Michelle Cutts agreed to survey the Board on use
of the reserve in advance of the Board discussion.
Action:
Stewart Barclay confirmed that an update on the year-end audit would be provided
in March.
OFFICE MOVE
Stewart Barclay reported that the BIA was ready to enter into a lease for a new office, with
the lease being within the approved parameters set by the Board at an earlier meeting.
The Chair declared that a partner of her employer, Madorin Snyder, had reviewed the lease on
behalf of the BIA in consultation with Linda Jutzi. The Board discussed this and determined that
this did not appear to constitute conflict of interest given the minor nature of the service provided
by Madorin Snyder, the fact that it was not an item that went out for quotes or required board
input for selection and it was not any type of ongoing contract or commitment. Further, legal
services have been provided by Madorin Snyder to the BIA historically and Linda Jutzi had worked
with them on other matters previously. The Chair is not a business owner, but
an employee. It is common in a downtown BIA for services or products to be purchased
from them to time from its members, including those who employ its board members.
Moved by Stewart Barclay, seconded by Domini Baldasaro
"That the terms of the lease be approved as presented, and that the BIA
enter into a binding offer to lease the premises of 54 Queen St."
Carried Unanimously
ECONOMIC DEVELOPMENT
Cory Bluhm reviewed Economic Development's annual report on downtown, profiling trends
and upcoming efforts. The Board discussed opportunities to leverage the report material.
EXECUTIVE DIRECTOR JOB DESCRIPTION
The Board discussed creating a formal description for the role of Executive Director, including
measurement and reporting. A working group was struck to draft a description, reporting
back to the Board at the February meeting with an update and anticipated timelines. Jeff
Gadway, Shirley Madill, Berry Vrbanovic and Domini Baldasaro agreed to participate.
ADJOURNMENT
Moved by Jeff Gadway, seconded by Paul Walman
"That the meeting adjourn." (10:28 a.m.)
Carried Unanimously