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HomeMy WebLinkAboutKitchener BIA - 2016-10-27DowNTo" Kitchc----n,--r B I A BOARD OF DIRECTORS MEETING Minutes 8:30 am -10:45 am October 27, 2016 City of Kitchener 200 King Street W Schmalz Room, 2"d fl Present: Lindsay Walden, Stewart Barclay, Frank Voisin, Darryl Moore, Domini Baldasaro, Ryan Lloyd - Craig, Councillor Frank Etherington, Councillor Sarah Marsh, Mayor Berry Vrbanovic, Linda Jutzi. Regrets: Jeff Gadway, Paul Walman, Shirley Madill, James Mitchell, Cory Bluhm. Lindsay Walden 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 Moved by Frank Etherington, seconded by Darryl Moore "That the Board approve the Agenda as provided." Carried Unanimously APPROVAL OF MINUTES Moved by Frank Voisin, seconded by Stewart Barclay "That the Board approve the September minutes with one correction, removal of Dawn Phillips -Brown from the absent list." Carried Unanimously Update from WRPS In James' absence, Mayor Vrbanovic provided a brief update on the two new Waterloo Regional Police Service staff circulating the businesses of downtown and participating in meetings relating to the downtown. This is a great new pilot for the core. No additional information is available regarding the downtown ambassadors/social workers pilot program being considered in partnership with the Working Centre. Information was shared at the Town Hall. Board Development Committee Discussed at the August meeting, the concept of a board development committee fits well with the requirement in the Board Terms of Reference to have a committee focused on governance. With Lindsay's departure, the Board will have three vacancies. The Board discussed steps to fill these positions and potential members, or those who have indicated interest. Due to timing, a governance committee will be struck in the New Year with the new Executive. The Board agreed the following experience/locations would be beneficial for the vacant positions: Legal, Human Resources, Financial, Warehouse/Market districts, Retail. Mayor Vrbanovic left the meeting (8:55 a.m.) Action: Linda to connect with legal offices in the downtown seeking potential representation. Interested individuals to connect with nominations@ kitchenerdowntown.ca. Action: Constant Contact message to be sent to membership seeking representation with a legal, human resources or financial background, located in either the Warehouse or Market districts. Interested individuals to connect with nominations@ kitchenerdowntown.ca Action: Frank to connect with Andrew Walden regarding interest in board participation. Action: Lindsay to advise membership at AGM of interested candidates will be contacted in December. Selection process and final decision to be made in December. Ryan joined the meeting (9:10 a.m.) Sarah joined the meeting (9:16 a.m.) The Board discussed mailing information to membership, as well as other challenges faced by the Board in communicating with membership. Cory joined the meeting (9:18 a.m.) Financial Report Stewart provided a brief overview of the documents circulated to the committee with the agenda and/or additional information shared with the Board prior to the meeting. He provided additional information regarding the risk/concerns outlined in the documents provided, reviewed the financials including savings and over expenditures, and provided context to some of the concerns raised in explaining these expenses to the membership. The Board discussed the expenditures listed considering various aspects of the work completed by the BIA. Linda provided additional context surrounding the expenditures of the BIA office. Mayor Vrbanovic joined the meeting (9:34 a.m.) Some clarification was sought regarding details within each line item, and consideration given to ensuring clarity of future reports. Action: Linda and Stewart to collaborate on restructuring financials to provide concise information regarding events to board and membership in future. Linda clarified the importance of consistency and privacy of information contained within the board package. Moved by ???, second by??? "That the Board redact two items circulated with agenda relating to staff benefits and expenses." Carried Unanimously The information provided to the board regarding the Canada Day event does not include sponsorship, funding from the city or any grants that could have been received. Linda clarified, projected revenues are estimates and not necessarily financials that can be depended on. The board previously discussed adjusting the financing in 2017 for this event. Additionally, Stewart indicated that communication of potential Corporate Sponsorship is required from the full board. For 2017, the City has applied for a Provincial grant and expects to receive funding. The Federal grant is a more complex in that the city is not legally able to apply, and as such, the BIA is responsible if a grant from the Province is desired. Prior to proceeding, Linda is seeking additional legal clarification to confirm the BIA is in the appropriate position to apply. Jeff Young will be presenting at the November board meeting regarding 2017 plans for the Canada Day event. Town Hall Feedback, Spending Proposal to AGM Budget Funding for 2017 will be allocated after the survey has been completed with membership. Some event groups have indicated concern with reduced funding for events in the downtown. As such, Linda would like to confirm with the Board that the BIA will continue to proceed as agreed previously. The Board discussed how funding could potentially be allocated for marketing in 2016 while still supporting the enhancement fund for 2017. Mayor Vrbanovic left the meeting (10:27 a.m.) Action: Linda to investigate options for marketing the downtown between November and February, using a portion of the surplus currently available within the 2016 budget. Action: Linda to consider changes to spending for 2017 then circulate proposal to Board for approval prior to AGM. Information shared to include 2016 Proposal and 2017 Proposal for comparison. Electronic vote to take place via email prior to AGM. Moved by Sarah Marsh, second by Stewart Barclay "That the Board allocate $20,000 from surplus for 2016 to marketing in 2017." Carried AGM Action: Full package to be shared with board for approval, then shared with membership 5 business days prior to AGM. OTHER BUSINESS Nothing at this time. InCamera Nothing at this time. ADJOURNMENT Moved by Frank Voisin, seconded by Stewart Barlay "That the meeting adjourn." (10:42 a.m.) Carried Unanimously