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HomeMy WebLinkAboutKitchener BIA - 2017-01-19DowNTo-" Kitchener BIA BOARD OF DIRECTORS MEETING Minutes 8:30 am -10:30 am January 19, 2017 City of Kitchener 200 King Street W Schmalz Room, 2"d fl Present: Darryl Moore, Stewart Barclay, Domini Baldasaro, Paul Walman, Shirley Madill, Ryan Lloyd - Craig, Meghan Hawkins, Chelsea Cybalski, Erika Holenski, Phong Tran, Councillor Frank Etherington, Linda Jutzi, Cory Bluhm. Regrets: Frank Voisin, James Mitchell, Mayor Berry Vrbanovic. Darryl Moore in the Chair. CALL TO ORDER/WELCOME NEW BOARD MEMBERS The Chair called the meeting to order at 8:32 a.m. Moved by Paul Walman, seconded by Domini Baldasaro "That the Board reconfirm the unanimous vote to elect the four identified new individuals to the Board of Directors." APPROVAL OF AGENDA/DECLARATION OF CONFLICTS Moved by Frank Etherington, seconded by Paul Walman "That the Board approve the Agenda as provided." No conflict of interest was declared by any Member of the Board at this time. APPROVAL OF MINUTES Moved by Stewart Barclay, seconded by Phong Tran "That the Board approve the December 8th minutes." Carried Unanimously Carried Unanimously Carried Unanimously Minute Process Dom overviewed the process for minute approval and circulation. The board had no questions regarding the information provided. Moved by Darryl Moore, seconded by Erika Holenski "That the Board approve the process for secretarial submissions of minutes as provided by Domini Baldasaro." Carried Unanimously Working Centre Pilot Program Information regarding the Working Centre Pilot Program was provided with agenda circulation; the Board was given an opportunity to ask questions regarding information provided. Linda advised the program will run until the end of 2017, and funding will be provided directly to the Working Centre to administer the program. She anticipates the WRPS pilot program with two officers present in the downtown to continue, however will be reviewed quarterly by WRPS and as such, suggested it is best to proceed with the Working Centre Program to ensure presence and assistance throughout the summer months. Ryan Lloyd -Craig joined the meeting (8:44 a.m.) Evaluation of the program will be continuous. Monthly meetings and updates will be schedule to ensure the process is adjusted where necessary to accommodate the needs of the downtown. Linda indicated the Working Centre and Ambassadors would provide a presentation to the board if considering continuation beyond 2017. It was suggested that the titles of these positions be changed from Downtown Ambassadors to something more reflective of the outreach services they will be providing. Budget for these positions was outlined at the town hall, and was provided in the Board package. Additional information was provided on the day to day processes for this team as well as the downtown clean team. Shape DTK 2020 update Comments re: Forum Cory provided an update on Shape DTK 2020. He advised 1200 surveys have been completed, which should supply fairly representative input. Six round tables have been completed with an additional 4 still planned, as well as over 100 small round tables. Two hundred people attended the forum this past Tuesday at the Museum. He estimated that over 2000 people will have participated in this process when it is completed. Linda touched on the various groups engaged through round tables seeking additional suggestions from the Board. Board members shared stories of great moments from the forum. Some of the key topics of the evening included environmental concerns, events in the core, livening the street, art throughout downtown, historical Kitchener, parking, and discussion on what draws people to the downtown. Cory articulated the true win for the evening: that the team of people who want to make Kitchener's downtown a success continues to grow! He encouraged the group to ensure action takes place with the positive input received and continue with the building momentum. It was suggested that it would be beneficial to compete a forum such as this with youth. Cory indicated approximately one third of the people in attendance were BIA members or worked for a company that is a BIA member. Cory Bluhm left the meeting (9:28 a.m.) Changing Board Meetings in 2017 Holding Important Dates in February The committee reconsidered the day and time of the Board meeting, given various members availability to participate at various times. Moved by Phong Tran, Second by Paul Walman "That the Board meeting be held on the fourth Wednesday of each month from 8:30- 10:30 a.m." Carried Unanimously Frank Etherington left the meeting (9:38 a.m.) Committees of the BIA Board — Director Involvement Subcommittees of the BIA Board have been confirmed. Linda indicated a Terms of Reference has already been completed for the Governance subcommittee, however the Finance and Marketing subcommittees will need to develop and share their Terms of Reference with the Governance Subcommittee, followed by the BIA Board. In order to move this work ahead, Board members were asked to identify which subcommittee they would like to participate with. Governance: Domini Baldasaro (co-chair), Shirley Madill (co-chair), Erika Holenski Finance: Stewart Barclay (chair), Ryan Lloyd -Craig, Phong Tran Marketing: Paul Walman (chair), Meghan Hawkins, Chelsea Cybalski Frank Voisin and Council members to be added in. Please provide initial information and draft Terms of Reference to Darryl and Linda. Action: Shirley to share examples of Terms of Reference. Action: Linda to share London BIA Financial Reporting with Finance subcommittee for consideration. Other Business Nothing at this time. In -Camera Moved by Ryan Lloyd -Craig, Second by Chelsea Cybolski "Motion to go in camera." Moved by Phong Tran, Second by Stewart Barclay "Motion to leave in camera." Carried Unanimously Carried Unanimously ADJOURNMENT Moved by Phong Tran, seconded by Chelsea Cybalski "That the meeting adjourn." (10:36 a.m.) Carried Unanimously