Board of Directors Meeting

8:30 am – 10:30 am Schmalz Room, City Hall

AGENDA – March 24th, 2016 – BIA Board

Board Package:

February 2016 Board Minutes

Time Topic Lead and Expectation on Board

8:30 am Call to order / Welcome and Lindsay Walden

Introductions Motion

8:35 am Approval of Agenda Lindsay Walden

Declaration of Conflicts Motion

8:40 am Approval of Minutes Lindsay Walden

Motion

8:42am Office Move Status Linda Jutzi

APRIL Meeting Date Change/Location Information/Discussion

8:45 am WRPS Report James Mitchell

Information

8:55 am Garbage Removal Update Cory Bluhm

Information

9:25 am Executive Director Quarterly Linda Jutzi Reporting -­­Update on format and job ED Job Description Committee

description Information

9:35 am BIA Logo Presentation Bethany Hawkins, Graphic Designer, BIA

Presentation

10:00 am Canada Day Update Linda Jutzi

Information

10:10 am Takeaway Recap TBD

Other Business

10:15 am (In-­­Camera) Lindsay Walden Discussion/Information

10:30 am Meeting Adjourned Lindsay Walden

Future Agenda Running List:

1. Purchasing Policy – January 2. ED Job Description /Reporting Templates -­­ January 3. On Boarding/Governance Presentation "What is the role of the Board?" – December 4. Committee for Business Attraction/Recruitment –February 5. Reaching Downtown Residents -­­ TBD 6. Oktoberfest 2016 -­­ TBD 7. Utilizing Board talent for BIA success – TBD 8. Application Process for Board positions -­­ TBD 9. Board Member Commitment Form – TBD 10. Member Communication Survey 11. Reserve Fund Allocation -­­ May

Upcoming:

Office Move: Friday April 1st, 2016. Please visit us on Monday the 4th for a tour of the new BIA office at 54 Queen Street South. (just under Queen Street Yoga)

ION UPDATE:

Please mark April 4th, 6:00 to 8:00 pm at the Apollo Theatre. Grandlinq and the Region will be present. Presentation will be broken into 4 Corridors; Charles Street, Duke Street, Victoria/Francis, Benton/Frederick.

8:30 am – 10:30 am

February 25, 2016

29 King St E, Unit B Kitchener

BOARD OF DIRECTORS MEETING

Minutes

Present: Dawn Phillips-­­Brown, Lindsay Walden, Stewart Barclay, Councillor Sarah Marsh, Paul Walman, Councillor Frank Etherington, Shirley Madill, Frank Voisin, Domini Baldasaro, Berry Vrbanovic, Jeff Gadway, Linda Jutzi, Zenia Horton, James Mitchell,

Regrets: Cory Bluhm, Darryl Moore, Michelle Cutts, Ryan Lloyd-­­Craig

Dawn Phillips-­­Brown in the Chair.

WELCOME

The Chair called the meeting to order at 8:40 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 Domini Baldasaro

“That the Board approve the Agenda as provided.”

Carried Unanimously

APPROVAL OF MINUTES

Moved by Frank Etherington, seconded by Jeff Gadway

“That the Minutes of the Board of Directors meeting held on January 26, 2016

be approved as printed.”

Carried Unanimously

OFFICE MOVE

Linda Jutzi provided an update on the move, noting that the BIA would open doors and

commence operations at its new location on April 4. The BIA will hold an Open House for

members at its new location. Board meetings will be held at City Hall going forward, due to lack

of meeting space at the new location.

Sarah Marsh joined the meeting (8:45am)

GARBAGE REMOVAL

The BIA has met with City staff, including Operations, By-­­law Enforcement, and Economic

Development, to discuss current practices around garbage removal, and options to address

concerns that garbage is being left out on the street. Operations has committed to putting

together a review of options to address concerns, including cost and outcomes.

Berry Vrbanovic joined the meeting (8:51am)

James Mitchell joined the meeting (8:55am)

POLICE UPDATE

Constable Mitchell provided an update on policing activities, and requested that the BIA remind

members to secure ATMs. Constable Mitchell also requested that the BIA survey members for

their thoughts on the new downtown policing shift schedule.

Linda Jutzi informed Constable Mitchell that police officers working downtown were welcome to

use space at the BIA’s new offices.

James Mitchell left the meeting (9:09am)

MAGAZINE

Ms. Jutzi provided an update on the progress of the magazine development, noting that the BIA

intended to print a substantial increase in the quantity of copies, due to interest. Copies will

also be distributed to residents of neighbouring areas.

OKTOBERFEST

Ms. Jutzi noted that Oktoberfest will be celebrating its 50th anniversary in 2018, and that

efforts were underway beginning in 2016 to build to the 2018 event. The BIA discussed early

collaboration opportunities to celebrate the event downtown, and methods of engaging

downtown businesses.

RESERVE FUNDS

On behalf of Michelle Cutts, the Chair provided an update on a survey of the Board for use of the

existing unallocated reserve funds. The majority of respondents preferred that the money be

allocated to beautification with a focus on restaurant patios and store/business facades.

Action:

Staff will return to the May meeting with a plan for allocation of the funds.

OTHER BUSINESS

Jeff Gadway informed the Board that Vidyard is leading an initiative called PlugIn KW. The

initiative is intended to bring together local downtown professionals for social and charitable

outcomes. Six events are planned for 2016, with the first on March 10, at the Apollo Theatre.

Board members were encouraged to share information on the event.

Frank Etherington left the meeting (10:08am)

Domini Baldasaro provided a status update to the Board on the development of the Executive

Director job description, noting that she anticipated the draft description being brought

forward at the March Board meeting.

The Chair informed the Board that with budget reporting currently under development, the

BIA was unable to comply with certain provisions of the approved Purchasing Policy.

Moved by Sarah Marsh, seconded by Domini Baldasaro

“That the Policy come into effect once a monthly budget breakdown has

been provided and approved at the April Board meeting.”

Carried Unanimously

The Chair informed Board Members that the Board will be discussing succession planning at the

March Board meeting, and asked Members to consider their potential interest in Executive roles

in advance of the March Meeting.

ADJOURNMENT

Moved by Paul Walman, seconded by Jeff Gadway

“That the meeting adjourn.” (10:23 a.m.)

Carried Unanimously