Board of Directors Meeting 8:30 am 10:30 am Schmalz Room, City Hall

Transcription

1 Board of Directors Meeting 8:30 am 10:30 am Schmalz Room, City Hall Board Package: AGENDA February 16th BIA Board of Directors Minutes January 2017 Board Meeting SCHMALZ ROOM Community Event Funding Grant Applying for CEFG, Application, Review Form, and Overview Document Information for Motion Community Event Program Time Topic Lead and Expectation on Board 8:30 am Call to order / Welcome and Introductions Darryl Moore Motion 8:32 am Approval of Agenda Declaration of Conflicts Darryl Moore Motion 8:35 am Approval of Minutes Darryl Moore Motion 8:40 am Community Event Grant Program Approvals for Tier Two Linda Jutzi Discussion/Motion 8:50 am Vacant Board Positions Darryl Moore Motion 9:00 am OBIAA Presentation Kay Matthews, Executive Director OBIAA (Ontario BIA Association) Information 10:25 am In-camera Darryl Moore 10:30 am Meeting Adjourned Darryl Moore

2 Upcoming: Strategic Planning Session: February 28 th, 2017 Location: Caucus Room City Hall 8:00 am to 4:00 pm *Lunch will be provided - Information Package regarding Shape DTK 2020 results will be sent to Board Directors by February 22, Board Meetings are now being held on the 4 th Wednesday of the month - if you did not receive the SERIES invite please contact Stefanie Golling at sgolling@kitchenerdowntown.com. ***Future Board meetings, starting in March will be held in the Conestoga Room on the first floor of City Hall***

3 BOARD OF DIRECTORS MEETING 8:30 am 10:30 am January 19, 2017 City of Kitchener 200 King Street W Schmalz Room, 2 nd fl Minutes 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. Carried Unanimously APPROVAL OF AGENDA/DECLARATION OF CONFLICTS Moved by Frank Etherington, seconded by Paul Walman That the Board approve the Agenda as provided. Carried Unanimously 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 8 th minutes. 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

4 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 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 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.)

5 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 Cybalski Motion to go in camera. Moved by Phong Tran, Second by Stewart Barclay Motion to leave in camera. Carried Unanimously Carried Unanimously

6 ADJOURNMENT Moved by Phong Tran, seconded by Chelsea Cybalski That the meeting adjourn. (10:36 a.m.) Carried Unanimously

7 DTK Community Development Funding Program What is it The purpose of this funding program is to encourage efforts that help to build a positive image for Downtown Kitchener and enable community events that focus on collaboration and an amazing experience in Downtown. Community Event Funding (Maximum $5,000 per project) Apply for Community Event Funding to receive support for a collaborative community event in Downtown Kitchener. Application requirements: Builds pride in our Downtown by showcasing local businesses, arts and culture and/or community organizations Encourages the development of new partnerships through local businesses Involves promotion of a minimum of three (3) Downtown businesses Are accessible and open to the general-public Examples include: Block parties Arts and Culture events Cross-sector events Applying for a Community Development Funding Applications are due sixty (60) days prior to event in order to qualify for 2017 funding: Step 1: Fill out the Community Event Funding Grant Application. Step 2: your completed application or drop it off at the Downtown Kitchener BIA Office at 54 Queen Street South, Kitchener. Community Events Funding Application: Stefanie Golling sgolling@kitchenerdowntown.com Step 3: The Community Funding committee reviews your application, and makes a decision on approval. We may come back to you with questions and conditions after this review. Step 4: If your project is approved, we will send you a letter to let you know. Step 5: Make your purchases for your project, and submit your itemized receipts to the Downtown Kitchener BIA to receive your reimbursement cheque. Reimbursement will be issued within 30 days of the delivery of proper receipts. Step 6: Event Report due 30 days after your event. Curious if your project would apply? Describe it for us briefly in an , (insert contact) and we will provide feedback accordingly.

8 Grants will NOT be awarded to: Individuals, for the purpose of private gain. Government agencies, political or partisan groups, universities, colleges, exclusive clubs or associations, organizations or events not based in Downtown Kitchener. Events that are targeted at specific groups Applicants who have failed to document a minimum 50% contribution to total project costs. Applicants who have failed to successfully carry out a project for which funding was previously awarded. Funding must NOT be used to: Support ongoing programs or services that are already funded directly by the Downtown Kitchener BIA. Pay for the applicants operating expenses that are not directly related to the project for which the grant is awarded. Purchase land or buildings. Pay for travel expenses. Hotel accommodations in the Downtown core will be accepted (The Crowne Plaza, and the Walper Hotel). *Applicants may be required to purchase Commercial General Liability insurance if there is considered to be a risk, to limit the liability to the applicants as well to the Downtown Kitchener BIA and the City of Kitchener. The review committee will advise if proof of insurance is required. The Downtown Kitchener BIA reserves the right to change or remove the Funding Program.

9 COMMUNITY EVENT FUNDING PROGRAM 2017 APPLICATION FORM (Projects/Programs to be completed in 2017) Name of Program / Project: Total Program / Project Costs: $ Total Requested from BIA $ *Note that total requested amount must not exceed 50% of total program/project costs and cannot be greater than the maximum project funding cap of $5000. Project Coordinator: APPLICANT INFORMATION Telephone Number: Work: Home: Address: Name of Group / Organization: Downtown Kitchener BIA Member Mailing Address: Y / N Community Group Y / N Telephone Number: Website: Social Media URLS: Twitter: Facebook: Pinterest: Instagram: Other: *Note that all reimbursements must be made to an organization.

10 Group / Organization s Mandate & Prior Work Please provide a brief overview of your mandate and highlight prior work in the community: Target Demographics Please explain briefly (200 word maximum) the target demographics you wish to host this event for: Target Timeline Please explain briefly (200 word maximum) the target timeline you wish to host this event:

11 PROPOSAL INFORMATION Project or Program Summary Please describe briefly (200 word maximum) the program or project, and how it will help to bring an amazing experience to our Downtown: Affiliations / Collaboration with Downtown Kitchener Businesses Please list the businesses and/or other organizations in Downtown that will be involved with the event: Note: To be eligible for funding, a minimum of three (3) businesses should be included in the project. Other Partnerships / Collaboration Please provide a list of any other partners, anticipated public involvement and if applicable any anticipated need for road closures or access to other public spaces:

12 Budget: Revenues Please provide a budget showing anticipated revenues. Note, Actual financials must be reported within thirty (30) days of the event. Revenue Budget Actual * Final report only Local Government Notes Provincial Government (specify) Federal Government (specify) Foundations (specify) Cash Donations Fundraising Applicant Contribution Sponsorships (specify) Other Cash (specify) In-Kind (list products and or services that are being provided for your use free of charge) Total Revenue

13 Budget: Expenses Please provide a budget showing anticipated costs; what is the total budget, how much is requested from the BIA, what are the other contributions (shared funding, volunteer labor, donated materials, fundraising). Note, Actual financials must be reported within thirty (30) days of the event. Expenses Budget Actual * Final report only Fee for artists Administration costs Travel Facilities rentals Equipment Rentals Equipment Purchases Technical support Licensing Fees Marketing Printing Materials Other Total Expenses: Amount requested from Community Event Funding Program Notes DECLARATION In making this application, I/we, the undersigned, declare to the best of our knowledge that the information contained in this application is accurate and complete. Further, that should our proposal be accepted in part or in whole, the funds granted would be used for the stated purposes and that I/we would comply with all terms and conditions as outlined. Name (please print) Signature Position/Title Date

14 Review Completed by: Review Totals: / 64 Project Percentage: Community Event Funding Grant: Application Review Please rate the following on a scale from 1-5 (1 being weak and 5 being strong) How does the event align with our four strategic priorities for Downtown Kitchener? ( /20) An Amazing King Street Experience New Urban Neighbourhoods: Innovation District Building a Collaborative Community Does this event help attract our target demographics? ( /20) Passionate Urbanites Young Professionals Mature Students Young Urban Families Downtown Kitchener Business Improvement Area 54 Queen Street South, Kitchener Ontario N2G 1V6 1

15 Funding Requirements: ( /24) Is the event committed to working with Downtown Businesses/organizations (minimum of 3)? Will this funding build pride in our Downtown Community? Will this provide new partnerships though local businesses and Community groups? Is the event accessible and open to the general public? In your opinion, if this event did not receive the Community Funding Program would it still have the same impact on the community? No (2) Yes (1) Was this Funding submission received in a timely manner? No (1) Yes (2) Grants will not be awarded to: Individuals, for the purpose of private gain Government agencies, political or partisan groups, universities, colleges, exclusive clubs or associations, organizations or events not based in Downtown Kitchener Events that are targeted at specific groups Applicants who have failed to document a minimum 50% contributions Applicants who have failed to successfully carry out a project for which funding was awarded Comments: Downtown Kitchener Business Improvement Area 54 Queen Street South, Kitchener Ontario N2G 1V6 2

16 Community Event Funding Grant 2017 Overview Form Name of Program/Project Total Requested from BIA Project Coordinator Name of Group/Organization Mailing Address BIA Member Address Level of Funding Confirmed Notes Date Grant Received Confirmation of Funding date sent / / / / Final Report Budget Actuals Copy of Supporting Invoices Received Invoice Addressed to DTKBIA Payment Sent Completed Attached Received Sent

17 Tier 1 Funding approval up to $5,000 Staff Member Name Review Total Review Percentage Staff Overview Tier 2 Funding approval from $5,000 to $10,000 Board Member Name Review Total Review Percentage Board Overview Overall Breakdown Review Total Review Percentage Staff Board

18 2017 Community Event Grant Program - MOTION Recommendation: That the Board make a motion for the Community Event Grant (Sponsorship) Program regarding approvals for funding under $5,000 (Tier One) and over $5,000 (Tier Two). Background: How does the program work? There are FOUR attachments in your February Board Package. They explain how the program works. 1. What is the grant and how to apply? 2. The Application form for the grant 3. The Review form for Staff and BIA Board Directors 4. The Overview form for our record keeping and accounting at the BIA office This program was implemented in 2014 to provide event organizers and place makers with funding for events that align with our Downtown Strategies. These events were generally smaller in size. The program has been successful and is well documented and recorded. The program was designed to allow for up to $3,000 in funding based on the outcome of the grant application. In the past the applications were reviewed by BIA Staff, the Executive Director and the Member Advisory Committee. The program ensures that place makers in the Community that create events/activities that align with our Downtown Priorities are all scored the same way and treated equally for funding consideration. In 2017 we have $90,000 allocated to this fund. It was suggested in 2016 to the BIA Board that we continue with the program asking all place makers to fill out the grant. It was discussed that we would create a Tier One and Tier Two level. The decision on who would review the grant from the BIA Board of Directors was not established. The Tier levels were not established, just discussed that there would be two levels. An example of a program that would fall under this grant would be the Summer Lights Festival. In 2016 the event organizer received $6,000 and the funding came under Arts and Culture programming. In 2017 with a simplified budget while we pause for SHAPE DTK 2020 this event organizer would be required to apply for the Community Event Grant. What is the ask of the BIA Board in February 2017? That the BIA Board of Directors approve two levels. Tier One is BIA staff up to $5,000 and Tier Two is over $5,000 with approval coming from the BIA Board of Directors (to be determined).