HomeMy WebLinkAboutKitchener BIA - 2016-11-24DowNTo"
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BOARD OF DIRECTORS MEETING
Minutes
8:30 am -10:45 am
November 24, 2016
City of Kitchener
200 King Street W
Schmalz Room, 2"d fl
Present: Darryl Moore, Lindsay Walden, Stewart Barclay, Frank Voisin, Paul Walman, Shirley Madill,
Ryan Lloyd -Craig, James Mitchell, Councillor Frank Etherington, Councillor Sarah Marsh, Cory Bluhm.
Regrets: Jeff Gadway, Domini Baldasaro, Mayor Berry Vrbanovic, Linda Jutzi.
Darryl Moore in the Chair.
WELCOME
The Chair called the meeting to order at 8:34 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 Paul Walman, seconded by Sarah Marsh
"That the Board approve the Agenda as provided."
Carried Unanimously
APPROVAL OF MINUTES
Moved by Lindsay Walden, seconded by Stewart Barclay
"That the Board approve the September 15th minutes."
Carried Unanimously
Moved by Stewart Barclay, seconded by Frank Voisin
"That the Board approve the October minutes, pending minor changes from Linda Jutzi"
Carried Unanimously
Update from WRPS
James advised that the divisional crime analyst was temporarily shifted to headquarters and as a result,
limited information is available today. James provided high level comparison with past years,
highlighting key items as provided in the brief review undertaken by the crime analyst. Please keep this
information confidential.
Cory Bluhm joined the meeting (8:39 a.m.)
Ryan Lloyd -Craig joined the meeting (8:50 a.m.)
James provided additional detail on training and process associated with the new carding policies
coming into effect with Waterloo Regional Police Services.
James Mitchell left the meeting (9:03 a.m.)
Message from the New Chair
Thanking Lindsay and Stewart for all of their work over the past term, Darryl indicated he would like to
focus on replenishing the Board to full membership and engage with a consistent pool of participants
and achieve significant work at the committee level. Regular updates to be presented at the full Board
meeting.
Jeff Gadway has provided resignation to Linda Jutzi.
Three seats are currently open, with one additional when Lindsay's term is complete.
December Board Meeting Decision
Members in attendance agreed the next Board meeting will be December 8t". The Schmalz Room at
Kitchener City Hall has been booked for the meeting.
Report from Nomination Committee, creating an onboarding process
Darryl advised Stewart has prepared a two page application form for new candidates to apply for a
position on the Board. This form will gather candidate background, skill set and indicate that Board
members must participate on one subcommittee. Applications are requested to be completed by
Monday and will be circulated to the full committee for review, followed by a shortlist of candidates.
New members will be approved at the December meeting and their official term will begin in January.
Candidates that do not fill positions on the BIA board to be encouraged to contact Linda Korabo to
participate on a City of Kitchener Advisory Committee as two are currently seeking specific
representation.
Action:
Board meeting dates for 2017 to be adjusted for stat holidays/other unique considerations, then
circulated for approval by the Board. Upon approval, meeting requests to be circulated to
membership.
Action:
Stewart to circulate application form to current board members.
Action:
Linda to contact potential facilitators to consider a session on governance/board development.
Any member interested in participating on the governance subcommittee is encouraged to advise the
Chair, as subcommittee may be meeting prior to January Board meeting. Paul Walman indicated
interested. Cory suggested January meeting include an orientation to participation on a board. This is
offered by Volunteer Resources to City of Kitchener Advisory Committees at the beginning of their
terms. Further, it would be beneficial to provide information and history relating to the BIA and Board.
Membership Meeting in December
Darryl inquired with the Board if there is interest in hosting a social for the membership in mid-
December. This would offer an introduction to the new Board members as well as an opportunity to
connect and engage with membership. Stewart confirmed funding is available for such an event.
Action:
In order to take advantage of the Christie Digital installation at City Hall, the Board would like to
proceed with a social event on Monday, December 19th 5-8:30pm at a central location to City Hall
(Rhapsody was considered). Linda and Staff to confirm date and location.
Jeff Young entered the meeting 9:43
Review of the Business Plan
The Business Plan will provide a guide for the work of the BIA in 2017. Board members were asked to
identify in advance any budget items or events of particular interest in order to allow Linda to prepare
information accordingly. Some inconsistencies to the business plan were identified. Further discussion
to take place prior to the business plan being finalized with the Board. It was suggested to focus in on
three committees rather than the five identified.
Sarah provided a brief note of clarification regarding graffiti removal in Waterloo: Business owners
arrange for removal then request reimbursement from the BIA.
Presentation from Jeff Young, Events, City of Kitchener — Canada Day
Jeff provided background information on Canada day over the years. Originally, Kitchener supported
the Columbia Lake event hosted by the university. Approximately 5 years ago, the city agreed to work
with the BIA in a joint venture to bring a Canada Day celebration back into the downtown. Due to
granting requirements, the BIA was required to apply for federal/provincial funding. Each year
attendance at the event has increased. Due to recent changes in the granting requirements, the city is
now able to, and has, applied for two grants, Ontario 150 and Heritage Canada. Information should be
available soon regarding any funding the city will receive. Jeff indicated either way, this will not affect
the event; additional funding would simply enhance the event further. The city will continue to be
responsible for the majority of the event, with the BIA providing financial support of $50,000, as well as
staffing primarily on the day of the event. Jeff provided further information relating to expenses for
various events including electrical for huts, licensing, delivery of lights for Victoria Park, fire work delay
and how the city solicits bands for the Canada Day event.
New Year's Eve 2016 will be similar to past years. A super hero theme is planned, with video games,
food, skating on square, and entertainment running from 6:00 - 12:20. This event will not be licensed.
It was suggested that the BIA work with the City to share information on restaurant offerings in the
downtown so that additional advertising can be gained. Parking will be free on surface lots after
S:OOpm and two hours of parking is free at either garage if you request a ticket at the
restaurant/service you are attending.
Other Business
On behalf of Linda, Cory requested the Board consider funding a modest promotion of the Christy
Digital installation running from December 17th to January 1St. Prior to vacation, Linda reviewed the
budget and has confirmed underspending in Live Music and Culinary Promotions; which would allow
for additional advertising for this event.
Action:
The Board agreed to spend up to $15,000 on additional advertising in support of the Christie Digital
installation and drawing customers to the downtown. Marketing Plan to be circulated to committee for
approval.
Board members asked that the regular meeting time of this committee be reconsidered. Some
members indicated it would be better if meetings took place outside of work hours or early in the
morning.
Action:
Meeting time for the Board to be reconsidered.
In -Camera
Nothing at this time.
ADJOURNMENT
Moved by Lindsay Walden, seconded by Paul Walman
"That the meeting adjourn." (10:28 a.m.)
Carried Unanimously
