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HomeMy WebLinkAboutKitchener BIA - 2017-06-28 8:30 am – 10:30 am June 28, 2017 City of Kitchener 200 King Street W Conestoga Room BOARD OF DIRECTORS MEETING Minutes Present: Darryl Moore, Erika Holenski, Domini Baldasaro, Phong Tran, Meghan Hawkins, Paul Walman, Chelsea Cybalski, James Mitchell, Councillor Sarah Marsh, Linda Jutzi, Cory Bluhm. Regrets: Stewart Barclay, Shirley Madill, Ryan Lloyd-Craig, Councillor Frank Etherington, Mayor Berry Vrbanovic. The meeting began at 8:31, with Darryl Moore as Chair. Darryl congratulated Cory on successfully posting to his interim position of Executive Director of Economic Development. Cory will continue on with the Board until his replacement has been confirmed. APPROVAL OF AGENDA/DECLARATION OF CONFLICTS Moved by Erika Holenski, seconded by Paul Walman “That the Board approve the June 28, 2017 meeting agenda.” Carried Unanimously No conflict of interest was declared by any Member of the Board at this time. APPROVAL OF MINUTES Moved by Phong Tran, seconded by Chelsea Cybalski “That the Board approve the May 24, 2017 minutes.” Carried Unanimously Board Meetings – Summer Schedule thrd Most members indicated they can attend the July 26 and August 23 board meetings with the exception of Meghan in July, and Linda in August. Meetings to proceed as planned. WRPS Report James advised the process is underway for a new Community Resource Officer for the downtown. This position will assist with vacation coverage and backup as necessary, and provide for rotating shifts between three instead of two downtown Community Resource Officers. He indicated one of the constables will be off for a short period of time during the summer and a replacement has been found for the period of time required. This new position will have the same hours as the current Community Resource Officers, with the grant securing the position for a two year period of time. There may be a possibility of adjusting the hours of this team where necessary. Action: Linda to ensure events information is shared with James Mitchell, and in turn, shared with WRPS at daily briefing. Downtown policing forum is confirmed for October 17-18, and will be held in the Ballroom at the Walper Terrace. James advised a registration link will be shared in early July and open for a two week period of time. They are hoping for 20-30 groups from across the province and would like the city and the BIA to participate as well. James indicated this type of forum has not been held in Ontario previously, and WPRS is anticipating a successful event. Sponsorship is open for this event, WPRS would like to encourage participants to visit downtown restaurants and stores. Time will be made available for these participants to engage in the downtown. Further information to be provided at a future date. James Mitchell left the meeting (8:49 a.m.) April, May Financials Phong advised much of the report is fairly normal, however there are a few items slightly over budget. No questions form the committee. Moved by Chelsea Cybalski, seconded by Erika Holenski “That the Board approve the 2017 April Financials.” Carried Unanimously Moved by Erika Holenski, seconded by Paul Walman “That the Board approve the 2017 May Financials.” Carried Unanimously Moving forward, monthly updates will be provided. The Board can expect some adjustments as a result of invoicing received past the date of presentation to the board, but will likely be little difference. Event Reports - Review The Marketing committee has agreed to do written reports and have someone from the marketing committee attend each event – which has led the team to realize additional participation on the committee is necessary. Linda has interviewed two potential new members for consideration. Meghan indicated the new reporting process is much easier and more effective. Erika shared some very positive feedback regarding an event, indicating the reporting for the Board is very easy to read and she appreciated the information. Linda recognized the value in partnerships and collaboration that has taken place to ensure these great events continue in our downtown. Cory shared some of the experiences from Hamilton, with consistency and engaging community, they now have a process that flows quite easily and many attendees with much less organization behind the scenes because of the commitment in early days. Information and feedback will be provided to Summer Lights, and BIA will work with them to consider for the future. Cory Bluhm left the meeting (9:00 a.m.) Dom suggested it may be helpful to receive a scoring of some sort to indicate how each event went. This would be simple for the BIA and/or marketing committee to provide and help influence future events. The same scale used for grant proposals could be used to report back when the event has been completed. Photos from events are shared on the webpage. Canada Day update With a country band lined up, Linda indicated the crowd may be different than in past years. Less vendors are planned for on the street, and those vendors who are attending will have full electrical support – this results in a small deficit in the budget line, however will support continued charges for future events with likely more vendors. Sarah Marsh joined the meeting (9:05 a.m.) The fireworks will be slightly longer this year, a total of 4 minutes, which Linda assured the Board is fairly long as far as fireworks go. The BIA is holding responsibility for the fireworks given the relationship is already established. Linda shared some of the safety requirements for fireworks to proceed. Budget 2018 - Preparation With the use of a PowerPoint presentation, Linda provided information on the budget process for 2018. In fall of 2016, the BIA Board agreed to create new strategic priorities, with a focus for a 5 year plan, and development of a reserve fund for a large project to celebrate the LRT launch. As a result, Shape DTK was completed in 6 months, and priorities have been communicated to the public, council and BIA membership. Feedback received was very positive, with a small amount of concern identified by council regarding business attraction. The membership event held at the Darlise Café had attendance of approximately 20 people. Next, the Board will need to consider how and when the reserve fund will be spent. With direction, Linda will incorporate new projects aligning with the priorities, build a business plan that is tied to the budget and consider opportunities to collaborate with the City and other partners. Working backwards timing wise, Linda advised budget information must be submitted to the City of Kitchener by November 1, 2017, the AGM will need to take place in October (preferably prior to Oktoberfest), and the Board will need to approve the agenda in September. With the draft provided today, Linda would like to incorporate any feedback the Board has and provide an updated draft for the August/September board meeting. Jenn Grein left the meeting (9:22 a.m.) In-Camera Moved by Darryl Moore, seconded by Paul Walman “That the Board enter in-camera session” Carried Unanimously Moved by Sarah Marsh, seconded by Phong Tran “That the Board leave in-camera session” Carried Unanimously Jenn Grein joined the meeting (9:30 a.m.) Linda reviewed the document shared with the Board, requesting that members take notes and provide input/feedback on each area. She also welcomed contact in the next few weeks for new ideas to be considered. Linda has reached out to other BIA’s for information on their membership fees for consideration. With this information, in combination with the fact that Downtown Kitchener BIA levies have been maintained for the last three years, and buildings continue to increasing in value, she believes it would be an ideal year to request an increase. She has worked with Finance to ensure the impact will be minimal, and any comparison to other BIA’s would be on par. Linda provided information on percentages and how they are calculated, warning that this is not the most effective way of communicating the increase given the very complicated way this information is calculated. She provided information on the current funds in reserve and how they will be accounted for over the next few years. She outlined information on a potential sponsorship program in between the BIA, Kitchener, Shopify and a number of other stakeholders from the downtown. The program will aim to support new business owners in launching successfully in the downtown, provide a positive reflection on the downtown core as well as downtown business owners and the Downtown Kitchener BIA. She advised most sponsorship of events will remain the same with the exception of a decrease to funding for Canada day and increase in partnership opportunities to support additional patio events and summer opportunities to liven the street. This budget would continue to support funding for a significant launch of the LRT. Lastly, she suggested support for the renovation of Vogelsang Green to capitalize on the work the city is scheduled to complete on Queen Street. Cory Bluhm joined the meeting (9:38 a.m.) She indicated that updating of Vogelsang Green may take place regardless, however not to the extent recommended by the BIA. With use of several illustrations, Cory outlined how the space could be used more effectively with additional funding. The land is owned by the Federal Government, however the City of Kitchener would maintain. Cory provided further information on city plans to update Queen St. and how a project of this nature, supported by the BIA, would be beneficial. Additional funding has been included in the live music budget line to support the recommended changes to Vogelsang Green. Darryl provided a number of potential considerations for possible inclusion including advertising the streets are open, beautification, art installations (maybe even with a competition), additional flower boxes in various locations. Erika would like to see a viral approach to marketing, rather than focusing a significant amount of funding towards this. Linda advised additional funds can be put towards social media from the LRT marketing budget. Sarah suggested it may be beneficial to engage the downtown tech communities in sharing downtown opportunities, businesses etc. Perhaps adding a tech member to the marketing committee would be beneficial. Linda assured the Board that Breanna has a significant background and abilities in marketing and could develop a strategic plan for promotion. Sarah clarified, collaboration with tech would provide added benefit. Sarah requested that the variances and percentages be added in for each of the line items when the budget is recirculated. Further, it may be beneficial to consider shifting from downtown dollars in paper form to a reloadable plastic card. Linda advised it was not a possibility in past years due to lack of equipment at retailers. Phong suggested it may be more effective provide an app, so that less ‘added costs’ are incurred. Sarah Marsh left the meeting (10:00 a.m.) Darryl suggested a larger marketing session hosted by the marketing committee and open to membership. Linda outline timing is critical, with version two of budget coming forth to the board in July. She is recommending that this document be circulated to the board and that each person take the opportunity provide input with suggestions. This can include input from other members received through discussion etc. If surveying, would be beneficial to provide information received during consultation and ask for validation. Committee agreed, the board will make this decision, adding that due diligence has been done, and members felt comfortable with the committee showing leadership at this time. Ion should be completed by Spring 2018. One train has been received. Cory recommended that timing be added to funding options discussed, Linda will bring forward to July meeting, with a focus on a launch in the spring. Cory and Linda both provided information on the budget process that is undertaken with the city. Linda provided some potential considerations for future Canada Day events given other events planned throughout the community. She outlined why this is new path is being suggested and advised ‘giving away stuff really brings people out!’ Downtown dollars work, and that this initiative should be continued. Darryl asked that Board members take some time to summarize thoughts and provide to Linda ASAP so work can continue to move forward with this and preparations can take place for July meeting of the BIA Board. Other Business Nothing at this time. Jenn Grein left the meeting (10:22 a.m.) In-Camera Moved by Phong Tran, seconded by Paul Walman “That the Board enter in-camera session” Carried Unanimously Moved by Phong Tran, seconded by Erika Holenski “That the Board leave in-camera session” Carried Unanimously ADJOURNMENT Moved by Domini Baldasaro, seconded by Paul Walman “That the meeting adjourn.” (10:32 a.m.) Carried Unanimously