Loading...
HomeMy WebLinkAboutKitchener BIA - 2017-05-24DovNTo)wN_ KitcFiener BIA BOARD OF DIRECTORS MEETING Minutes 8:30 am -10:30 am May 24, 2017 City of Kitchener 200 King Street W Conestoga Room Present: Darryl Moore, Erika Holenski, Domini Baldasaro, Phong Tran, Meghan Hawkins, Chelsea Cybalski, Ryan Lloyd -Craig, James Mitchell, Councillor Frank Etherington, Councillor Sarah Marsh, Mayor Berry Vrbanovic, Linda Jutzi, Cory Bluhm. Guest: Andrew Wilding Regrets: Stewart Barclay, Paul Walman, Shirley Madill. The meeting began at 8:30, with Darryl Moore as Chair. APPROVAL OF AGENDA/DECLARATION OF CONFLICTS Two additional items were added to the agenda: Shape DTK Process, Canada Day. Moved by Erica Holenski, seconded by Frank Etherington "That the Board approve the May 24, 2017 meeting agenda." No conflict of interest was declared by any Member of the Board at this time. APPROVAL OF MINUTES Moved by Chelsea Cybalski, seconded by Phong Tran "That the Board approve the April 26, 2017 minutes." Carried Unanimously Carried Unanimously WRPS Report James advised there has been a focus recently on the east area of downtown by WRPS. He advised OneROOF will be moving and are in the planning stages for a process to search for a new location, anticipated to be outside of the downtown core. He shared information on a policing forum for best practices in enforcement for the downtown that will be led by Kitchener. Invitations are being shared with all of Ontario, and he believes there will be participants from across Canada. James Mitchell left the meeting (8:41 a.m.) Recommendation for BIA Constitution Changes Darryl advised three meetings have taken place to review and update the terms of the BIA Board. He reviewed the recommendations shared with agenda circulation. First, to dissolve the executive committee, as the full board is responsible for decision making and providing critical direction to the Executive Director. Ryan Lloyd -Craig joined the meeting (8:45 a.m.) The second recommendation is to adjust the term of the committee to two years to fall in line with Council's term of office. This would result in ratification for a one year period in 2018, followed by a two year period in 2019, then every two years moving forward. The final recommendation is to formalize the Finance Committee. The Marketing Committee does not need to be formalized at this time. Sarah Marsh joined the meeting (8:47 a.m.) This constitution change must be taken forth to Council for final approval. Jeff Willmer will be arranging a meeting for Linda and the Chair to meet with staff to prepare this item to take forth to council. Cory recommended that further information be provided regarding the newly formalized Finance Committee when brought forth to Council. Moved by Darryl Moore, seconded by Frank Etherington 'That the BIA Board of Directors approve that the process to change the Constitution as specified by Chapter 70 of the City of Kitchener by-laws be initiated by the Executive Director and the BIA Board Chair for future consideration by City of Kitchener Council. Changes to be requested are: 1. Dissolve the Executive Committee 2. Change the term for Directors to be two (2) years 3. Add 'Finance Committee' to the standing committee list, adding roles and responsibilities" Carried Unanimously Terms of Reference — Governance Committee Domini reviewed the Terms of Reference for the Governance Committee, advising responsibilities include creation of governance policies and procedures, creation and annual review of Terms of Reference for permanent committees of the board, recruitment, orientation, training and evaluation of membership. Darryl advised the benefit of this committee will be that the full board can focus on the larger work of the BIA rather than the details of new people joining the board, recruitment etc. Clarification was requested regarding attendance requirements for Directors vs. Ex officio members. Further, it was recommended that meeting times for the Governance Committee be earmarked throughout the year. Moved by Darryl Moore, seconded by Frank Etherington "That the BIA Board of Directors approve that the Terms of Reference for the Governance Committee with identified changes" Carried Unanimously Terms of Reference — Marketing Committee From time to time committees will be formed as ad hoc to the full board with a focus on key items of work of the BIA Board. Linda reviewed the Terms of Reference for the Marketing Committee, advising responsibilities include review of Community Event Sponsorship submissions for the purpose of evaluating and making a recommendation for Tier Two funding, identification of marketing campaigns in alignment with the strategic priorities as well as evaluation of campaigns. This team will be meeting on a quarterly basis, with additional meetings as necessary during event sponsorship peak times. Reporting back to the full committee will take place in May/June. Moved by Darryl Moore, seconded by Erika Holenski "That the BIA Board of Directors approve that the Terms of Reference for the Marketing Committee" Carried Unanimously On behalf of the Board, Darryl thanked Andrew for his assistance in the review of board governance and development of subcommittee terms of reference. Canada Day As agreed previously, the BIA will be charging a small fee of $250/vendor for electrical services for food vendors at the Canada Day event. This will ensure that adequate electrical services are provided to vendors and services will be rendered to attendees without disruption. As a result, a number of vendors have decided to no longer participate. She raised this with the board to ensure transparency with vendor participation levels and to confirm previous direction. Cory provided information on electrical services infrastructure in the downtown. Linda tabled the option of having Food Trucks participate as they are self-contained, however members were not in favour of this option. Darryl provided a caterer's perspective highlighting that their expectation would be to provide the best service with the tools that they have at their disposal. The Board discussed the strategy for this event, considering various aspects from vender perspective and cost considerations. ACTION: The board agreed to proceed as initially determined. Verbiage to be updated to reflect true costs as well as clarification on deposit. Shape DTK Process Cory advised according to initial timelines, confirmation and approval of this document was scheduled to take place at this Board meeting, however given agenda and tight timelines, he is recommending the strategy be brought forth to Council for approval, followed by Board approval with opportunities to still adjust where necessary. Cory briefly highlighted the key areas of the document. Linda provided timeline information to support proceeding in this manner and to ensure BIA Budget timelines are met. She advised that adjustments from the Downtown Action Advisory Committee have been integrated. Sarah highlighted concerns regarding focusing on drawing customers to the downtown as well as new business. Board Update Reports Update reports were provided with agenda circulation on each of the following: DTK Patio Crawl, Downtown Discovery Team, Patio Program, and the Community Event Funding Grant. Board members were given an opportunity to ask questions about updates. Downtown Discovery Team — Linda advised Alfred is finding business owners are receptive to his presence in downtown Kitchener, good relationships are forming with WRPS officers and his first official review will be taking place in approximately one month. Patio Program — Due to legal matter, timing for this program has been delayed for Duke Street, however Cory indicated a resolution is near. Patio requests are sought early in the spring due to timing for processing. Any businesses who applied late are still in the approval process, but should be complete very soon. Community Event Funding — An additional $10,000 has been requested. Linda has been connecting with various businesses to encourage accessing these funds. Community Event Funding Grant Program Linda advised the program seems to be working well, and indicated that it may be beneficial to adjust to fall in line with new priorities outlined. Via email, Paul complimented the Marketing Committee on the process undertaken. Mayor Berry Vrbanovic joined the meeting (9:43 a.m.) Moved by Linda Jutzi, seconded by Frank Etherington "That the sponsorship approval for Summer Lights Festival under the Community Event Funding Grant Program of $9200 for 2017 be accepted by the Board as per the recommendation of the Marketing Committee" Carried Unanimously Moved by Linda Jutzi, seconded by Sarah Marsh "That the sponsorship approval for Night\Shift under the Community Event Funding Grant Program of $9600 for 2017 be accepted by the Board as per the recommendation of the Marketing Committee" Carried Unanimously Moved by Linda Jutzi, seconded by Phong Tran "That the sponsorship approval for DTK Patio Crawl under the Community Event Funding Grant Program of $9400 for 2017 be accepted by the Board as per the recommendation of the Marketing Committee" Carried Unanimously 2017 Q1 Financial Report The first quarter financial reports were reviewed by members. Clarification was provided regarding $20,000 from the Region for the LRT Construction, earmarked for additional marketing as well as an LRT ambassador through the summer months. Linda to confirm retained earnings figures for 2016. Further discussions will take place in June, and will include April and May financials. This will take place on a monthly basis moving forward. Moved by Phong Tran, seconded by Sarah Marsh "To approve the 2017 Q1 Financials" Other Business Nothing at this time. Jenn Grein left the meeting (9:53 a.m.) In -Camera Moved by Darryl Moore, seconded by Chelsea Cybalski "That the Board enter in -camera session" Carried Unanimously Carried Unanimously Moved by Darryl Moore, seconded by Erika Holenski "That the Board leave in -camera session" ADJOURNMENT Moved by Darryl Moore, seconded by Frank Etherington "That the meeting adjourn." (11:25 a.m.) Carried Unanimously Carried Unanimously