board of directors meeting - amazon web services · 2016-11-10 · 9:00am – 11:00am december 17,...

Board of Directors Meeting 8:30 am – 10:30 am BIA Boardroom | 29 King St E, Unit B, Kitchener

AGENDA – January 28th, 2016 – BIA Board

Board Package:

Executive Director Report

Economic Development Report

BIA Staff Report

Purchasing Policy

Time Topic Lead and Expectation on Board

8:30 am Call to order / Welcome and Dawn Phillips-Brown

Introductions Motion

8:35 am Approval of Agenda Dawn Phillips-Brown

Declaration of Conflicts Motion

8:40 am Approval of Minutes Dawn Phillips-Brown

Motion

8:45 am Approval of Financials Stewart Barclay

Motion

8:55 am Offer to Lease Status Stewart Barclay Motion

9:00 am Purchasing Policy Lindsay Walden Motion

9:05 EcDev Downtown Annual Report Cory Bluhm Information

9:15 am Executive Director Job Description Dawn Phillips-Brown Discussion

9:55 am Takeaway Recap TBD Other Business

10:20 am (In-Camera) Dawn Phillips-Brown Discussion/Information

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. Monthly Budget –January/February 6. Reaching Downtown Residents - TBD 7. Oktoberfest 2016 - TBD 8. Utilizing Board talent for BIA success – TBD 9. Application Process for Board positions - TBD 10. Board Member Commitment Form – TBD 11. Member Communication Survey

Upcoming:

Honouring the Budd Family – Gilt Restaurant, Tuesday February 16th, 6:30 pm

9:00am – 11:00am

December 17, 2015

29 King St E, Unit B Kitchener

BOARD OF DIRECTORS MEETING

Minutes

Present: Dawn Phillips-Brown, Lindsay Walden, Stewart Barclay, Councillor Sarah Marsh, Linda Jutzi, Paul Walman, Cory Bluhm, Darryl Moore, Zenia Horton, Councillor Frank Etherington,

Shirley Madill, James Mitchell, Michelle Cutts, Frank Voisin, Domini Baldasaro, Berry Vrbanovic,

Jeff Gadway, Ryan Lloyd-Craig

Dawn Phillips-Brown in the Chair.

WELCOME

The Chair called the meeting to order at 9:03 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 Frank Voisin, seconded by Frank Etherington

“That the Board approve the Agenda as proposed.”

Carried Unanimously

APPROVAL OF MINUTES

Moved by Zenia Horton, seconded by Frank Voisin

“That the Minutes of the Board of Directors meeting held on November 26, 2015

be approved as printed.”

Carried Unanimously

Jeff Gadway and Ryan Lloyd-Craig left the meeting. (9:05am)

IN CAMERA

Moved by Domini Baldasaro, seconded by Stewart Barclay

“That the Board enter a closed meeting for the purposes of discussing personal

information about Board candidates.”

Carried Unanimously

Sarah Marsh joined the meeting (9:06am)

Public meeting recessed (9:06 am)

Public meeting resumed (9:11 am)

Paul Walman joined the meeting (9:11 am)

Moved by Domini Baldasaro, seconded by Stewart Barclay

“That Ryan Lloyd-Craig and Jeff Gadway be nominated to fill (2) vacant board

positions for the remainder of the term of the current Board of Directors.”

Carried Unanimously

Jeff Gadway and Ryan Lloyd-Craig returned to the meeting. (9:12 am)

POLICE UPDATE

James Mitchell, Waterloo Regional Police Services, provided the Board with 2015 statistics,

noting the drug, social assistance, theft and disturbance calls were down compared with 2014.,

while some increases in offences around liquor, unwanted person and arrests could be

attributed to proactive actions by police. The Board discussed the impact of construction

downtown, noting that construction created more private areas for people to congregate out of

sight.

Darryl Moore joined the meeting (9:16 am)

James Mitchell left the meeting (9:32 a.m.)

GOVERNANCE UPDATES

Lindsay Walden, Secretary, provided a presentation on Board governance, covering the

mandate of a BIA, expectations and responsibilities of Board members, and overcoming

common challenges for Boards.

Frank Etherington left the meeting (9:45 am)

Darryl Moore declared a conflict with respect to the next Agenda item, Office Move

Discussion, and left the meeting (10:01 am)

OFFICE MOVE DECISION

Michelle Cutts spoke to the report of the Office Move Committee. The Board discussed the

pro’s and con’s around various options for the office relocation, including the needs of the

BIA, and discussed communicating the move to members.

Moved by Lindsay Walden, seconded by Domini Baldasaro

“That the Executive Director enter into formal discussions to secure an acceptable

Offer to Lease the premises based on the following location and criteria:

Address: 50 Queen Street South, Kitchener

Lease Term: No less than five (5) years

Option to Renew: Not less than 1 x 5 year

Total Rent: Not to exceed $40,579.00 per annum, excluding the cost of

utilities and HST.

Carried Unanimously

(Absent: Frank Etherington, Darryl Moore)

Moved by Frank Voisin, seconded by Jeff Gadway

“That the Executive Director is allowed to incur moving costs to allow for the

effective move and purpose of FF&E at the new location, up to a maximum of

$33,857 inclusive of HST.”

Carried Unanimously

(Absent: Frank Etherington, Darryl Moore)

Darryl Moore returned to the meeting (10:30 am)

CHRISTKINDL

Linda Jutzi spoke to the positive response to the expanded BIA activities at this year’s Christkindl

festivities downtown, noting that both members and event organizers appreciated the new huts

available.

GARBAGE REMOVAL DOWNTOWN

Cory Bluhm, Manager, Economic Development, City of Kitchener, provided an overview of past

and current waste removal practices downtown. The Board discussed various options to

address beautification challenges due to waste on the street, and the role that the BIA could

play to support municipal government efforts to address the challenges.

Domini Baldasaro left the meeting (10:53 am)

Michelle Cutts left the meeting (11:01 am)

Shirley Madill left the meeting (11:02 am)

Frank Voisin left the meeting (11:03 am)

OTHER BUSINESS

The Board agreed to discuss opportunities to assist persons with disabilities to participate

in downtown events at a future Board meeting.

Action:

That engaging persons with disabilities be added to the Agenda running list

Action:

That the Executive Director return to the Board with a communication strategy for

the approved office move

Action:

That promotions around Kitchener Rangers games be added to the Agenda running list

ADJOURNMENT

Moved by Paul Walman, seconded by Darryl Moore

“That the meeting adjourn.” (11:11 a.m.)

Carried Unanimously

(Absent: Frank Etherington, Domini Baldasaro, Frank Voisin)

EXECUTIVE DIRECTOR UPDATE

Presented by: Linda Jutzi January, 2016

Happy New Year!

Bright spots and healthy growth trends continue in Downtown Kitchener. This is evident in the

commitment we are seeing from developers investing in buildings Downtown. Growth can also

be attributed to factors including; years of hard work and urban renewal from our predecessors,

determination to continue with ongoing improvements and to the future completion Light Rail

Transit.

2015 highlights:

Tech Loves Downtown

Developer confidence led to older buildings being renovated for new tenants, especially for

technology expansions. Tech companies like Google, Vidyard and Igloo Software chose to stay

downtown as they grow. Technology companies are willing to pay a premium to be in

Kitchener’s Innovation District.

Restaurants and Theatre

A time-honoured tradition of spending an evening having dinner and going to the movies has

resurfaced Downtown. Since the opening of Apollo Cinema on Ontario Street and fabulous

places to dine including; Gilt, TWH, B@theMuseum, The Berlin, Mercury Café and McCabes’

rooftop expansion, Downtown Kitchener is becoming a trendy place for a fun evening out.

Cultural Kudos

Our creative use of urban spaces is paying off making Downtown a valued cultural experience.

The 2015 Canada Day event saw the highest attendance on record as did The Christkindl

Market - despite all the construction. Our musical festivals continue to grow in attendance all of

these record highs indicating that citizens of Kitchener are feeling good about getting

Downtown.

The information contained in this document is intended for internal use by the Board of Directors and Management of the Downtown Kitchener BIA and may contain confidential and/or privileged material, any duplication, distribution, re-transmission or dissemination without the written consent of the Downtown Kitchener BIA is prohibited

What to expect in 2016?

While construction paves the way for future growth, it also creates challenges for business in

Downtown Kitchener. With ongoing LRT construction, there has been significant upheaval and

a corresponding decline in foot traffic. These factors impacted our core and were felt keenly by

Downtown business owners. Yet in this same tumultuous year we saw twenty new businesses

choose to relocate to our Downtown.

For sweet ’16, LRT construction will continue and more businesses will locate to the core. The

confidence displayed by developers has resulted in more people living and working Downtown.

As this trend continues it will translate to a higher rate of business success and retail attraction.

This is your Downtown.

The BIA is committed to creating events and marketing campaigns that support members. We

are committed to investing in beautification Downtown. We will continue to collaborate with the

City of Kitchener, Police Services and The Working Centre for a clean and safe Downtown.

The BIA will endeavor to seek new partnership opportunities that will build on our commitment

to improvements.

Wishing everyone a prosperous and healthy 2016!

The information contained in this document is intended for internal use by the Board of Directors and Management of the Downtown Kitchener BIA and may contain confidential and/or privileged material, any duplication, distribution, re-transmission or dissemination without the written consent of the Downtown Kitchener BIA is prohibited

Date: January 19, 2016 To: Board of Directors, Downtown Kitchener BIA From: Cory Bluhm, Manager of Downtown Development cc: Subject: Economic Development Update – January 2016

The following is a list of key highlights of work currently underway at the City that pertain to the work of the Downtown Kitchener BIA:

1. Awesome Rising – the most recent “Awesome Report” was released in late 2015. The report is both a celebration of the downtown community (ex: new businesses, new developments, etc.) and a statistical evaluation of how the downtown is performing overall. In this edition, the data analyzed is from 2014. To view the online version, follow this link: http://www.kitchener.ca/flashgallery/mags/ecdev/awesomerising/index.html

2. Velocity Expansion – the City is contributing $500,000 to assist in the expansion of UW’s

Velocity program, which will be moving into the vacated Google space at the Tannery. The proposed expansion will double the number of startups in the program.

3. Façade Grant Activity – numerous projects have recently been completed or are

underway: 45 King St W (The Berlin); 44 Queen St S; 336 King St W (Goodvibes Juice Bar); 8 Queen St N; 144-150 King St W; 20 King St E (Amaya Express); 243 King St E. A number of other projects are in the design phase.

4. New Year’s Eve – an estimated 5,000+ people took in NYE at City Hall. It was the first

year in memory where numerous restaurants/nightclubs programmed events simultaneously, leading to a better turnout at City Hall and overall vibrancy in the core.

5. Garbage – based on commentary of the last BIA Board meeting, the City is working with

the various agencies involved to identify a variety of options for reducing the impact of garbage bags on King Street sidewalks and will report back in the future.

6. Spring Enhancements – like 2015, the City will be addressing a variety of infrastructure

needs. Work for this Spring will include: i) replacement of tree up-lighting, dead tree replacement, and full installation of flowers in granite planters; ii) refinishing of benches and installation. Cost sharing options for BIA consideration (within the Beautification budget) will be presented in February.

7. Upcoming Projects:

a. City Hall Outdoor Spaces Master Plan – public input session planned for March b. Comprehensive Review of the Downtown Zoning Bylaw – consultations expected

to occur in Q2/Q3 of 2016. c. Updating of the Downtown Urban Design Guidelines – consultations expected

in Q3/Q4 of 2016.

http://www.kitchener.ca/flashgallery/mags/ecdev/awesomerising/index.html

DTKBIA MONTHLY SUMMARIES

CHRISTINE MICHAUD, MANAGER OF COMMUNITY RELATIONS

Holiday Networking Event: Source location and organized event

Holidays on King /Christkindl Market: Proofread and edit all marketing material.

Assisted with set up and tear down

ION Construction: Daily Walkaround to businesses within the current construction Zone.

Reaching out to the businesses along the Duke Street Corridor to help prepare them for the

upcoming construction in that area. Ongoing meetings and walk-arounds with Regional

Rapid Transit representives to ensure sidewalks are clear, wayfinding and flaggers are in

position. Meetings with Region Rapid Transit, Waterloo Region Tourism and UpTown

Waterloo BIA and Kitchener Utilties and Hydro to discuss best practices and work on

challenges that affect the area's business sector due to construction. Work in conjunction

with Region Rapid Transit to develop a large map of the DUKE ST corridor businesses in

preparation of the impending construction. Supply daily parking/construction updates to

Stef and Bethany for constant contact and website. Ensure all businesses downtown

receive parking passes when requested.

ION ART WALK: Work in conjunction with the Art Disctrict Gallery to develop banners of

Local Artists' work printed on them. These will be displayed along the fencing during the

DUKE STREET construction phase. Proposed a cost-sharing request which resulted in

partnership with Westmount Signs, Grandlinq, Region Rapid Transit and the BIA sharing

the cost of up to 30 6-foot Vinyl Banners

Chits for Charles Campaign; Particpated in TV and Radio Interviews during this campaign

which brought great awareness to the businesses along the Charles Street Corridor

Safety and Security: Meet with various businesses on an ongoing bases to address

their concerns for panhandling, loitering etc. Attend S&S Committee for monthly meeting

to discuss issues in and around the Downtown Core.

Budds Retirement: Assisted in sourcing out the venue and long-time business

associates of the Budd Family. Helped to develop the invitation ( proofing and editing)_

d. e. 3. Foster a positive experience Downtown

f. 2. Influence a long-term vision of community development & growth

g. 3. Foster a positive experience Downtown

h. i. 2. Influence a long-term vision of community development & growth

j. k. 2. Influence a long-term vision of community development & growth

l. m. 3. Foster a positive experience Downtown

n. 3. Foster a positive experience Downtown

3. Foster a positive experience Downtown


4. Develop a sound governance system



2.Influence a long-term vision of community development & growth 3. Foster a positive experience Downtown

4. Develop a sound governance system LORI MULLER, BUSINESS INTEGRATION & EVENTS 1. Build a positive image for Downtown

Kindness Meters: (In early stage) Refurbished parking meters that are placed in Downtown

Cores and raise money for various charitable organizations that help marginalized

individuals in the downtown area. Researched other BIAs who have participated in this

intiative - (Fredericton, Vancouver, Ottawa (London plans to start theirs in the spring)

Reached out to the City for support with this project. Met with the Joe Mancini at the

Working Centre for feedback. Dine and Dash to the movies Campaign: Brainstormed for concept. Connect - in person

- with all restaurants involved and explain the program to them. Follow up with posters to

be displayed in their windows. Proof board package and send to Beth to create PDF for sending to Directors. Update Board members on community networking events/opportunities that require

tickets; ie: Chamber Gala Office admin: Downtown Dollar tracking sheets, banking, mailing cheques, supplying

CITY with required board updates. Proof and Edit monthly Newsletter prior to release DAAC: Attend and participate in monthly meetings Downtown Ambassadors: Schedule staff to cover construction area during busiest times

of day. 2016 Board Binders: Update binder information for 2016 to be sent out to the Board

of Directors

Christkindl Sourced outside vendors to take part in Christkindl Picked up all Christkindl decor and accessories every week leading up to

event Bought heaters and fire extinguishers for huts Met with Jen Zunich - proposed new route for Carriage Rides due to

construction Met with Bosman to discuss delivery details and placement of huts Met with Becker Bros. to discuss hut delivery to City storage (after Christkindl)

Setup Christkindl Huts, trees and decor - Wednesday, December 2nd

Worked the entire weekend of Christkindl to monitor the event and attend to any mattters

our members and outside vendors had. Teardown huts and decor - Sunday, December 6th Met with Becker Bros. to move Huts to Mayfair lot and City Storage ( Monday Dec.7th)

3. Foster a positive experience Downtown Christmas Decor Program

Met with retail/restaurant members to help with their Christmas decor lending indoor/outdoor

prelit trees

Met with retail/restaurant members to encourage having their windows painted for the

holidays

Visited the members to choose 5 windows to be decorated for the Christmas Season from

Conestoga College ( Styl Frugal, King Framing, Bread Heads, Petsche's, B&G Diamonds.)

Picked out new outfits for Artizone space and staged with new items.

STEF GOLLING, MANAGER OF EVENTS

1. Build a positive image for Downtown










2. Influence a long-term vision of community development & growth







Winter/Spring Events Calendar: draft list of events taking place in DTK, have designed,

continue to search for events and update as needed. Also provide direction for NYE

event calendar Constant Contact Communication (Newsletters): ION Construction Updates (11),

DTK Member Newsletter (2), Other (4) Board/WRPS Event Updates: 5 sent Holiday Window Painting Program: weekly communication updates/photos with artist,

add additional businesses to participant list DTKBIA Website: add additional content, remove board photos from website, create

ideas submission page Budget: maintain expenses on 2015 budget, create draft for 2016 budget Christkindl Market: create schedule of hours for hired security, book staging equipment and

sound, work with Humane Society for Santa photos, source Santa suit rentals, hire/direct event

staffing, create staff tracking sheets for hours, draft running timeline for event days, finalize data

for Fire Department package (changes made due to construction), send vendors updated

package with event updates/layout/timeslines (etc.), order stage heater rental, content creation

for signage, promote event through various social and print products Community Event Funding Grants: revise grant application for 2016, send

necessary documents to requesting applicants, review and process submitted final

grant reports, submit for grant payments K-W Comedy Festival: review and finalize 2016 Sponsorship package Santa Claus Parade: print documents for members, email information out through

Constant Contact Budds Goodbye Project: meeting with Astrodog Media regarding direction of video,

assist in the draft list of participants External Grant Applications in progress or submitted: Celebrate Canada

(submitted), Canadian Summer Jobs (in process) and Tier 2 (submitted) Diner en Blanc: creation of marketing materials, assist in producing ad for January

Snap launching event, continue with planning process. Member Advisory Committee: host meeting, prepare minutes and agenda Dine & Dash … to the Movies Programming: start outlining project, connect with Apollo

to collaborate, start content creation for marketing materials BikeShare: continue to develop advertising program Office Move: modify/update document formatting, print and coorolate packages for

committee and board, source quote for move, look into details surrounding Dolphin

Marketing: develop content and ad schedule direction for Black Friday and Christkindl 1. Build a positive image for Downtown

Holiday Village on King, upload events to social platforms (Snap, Grand Social, FEO)

BETHANY HAWKINS, GRAPHIC DESIGNER 2. Influence a long-term vision of community development & growth










4. Develop a sound governance system 1. Build a positive image for Downtown





Responded to emails & inquiries Planed upcoming projects & organized past; solved issues with

computer/programs Regularly updated "Parking Made Simple" map & website Diner En Blanc: web page, SNApd, Social Media, Logo, Poster, custom

URL troubleshooting Window Displays/Decorating: arranged appointments with landlords to update/tweak

windows; met with shop owners to exchange product for windows; discussed upcoming

windows, timeline & budget with BIA team & Danny; brainstormed ideas with Danny;

Monthly Summaries: re-formatted sheets for team & uploaded to SharePoint;

completed my own ShopToWinDTK: social media images; newsprint & online ads; wrote rules & regulations;

scheduled social media posts; monitored entries; release forms for prize winners;

selected, announced & consulted with winners; social media images announcing winners;

discussed proper winner protocols with reception; updated web page at end of program to

confirm contest was over Valentine's Day: brainstormed entertainment BIA Boundaries Map: sourced; updated; discussed with Finance and Corporate

Services Department; modified for Linda/Board Meeting Winter/Spring 2016 Calendar: determined monthly colours for entire 2016 year;

searched for DTK events in January-April to include; created calendar (based off template

from previous calendars); sourced & included event photos Downtown Parking Map for new BIA site: based off "Parking Made Simple"

template; sourced additional elements to include (missed streets, parking, etc); NYE ads: discussed NYE/Boxing Day ads (after further discussion with BIA team, was

determined to fore-go Boxing Day ads); researched NYE events; designed media, stylized

& organized text; gathered further info; Board Package: packaged & converted Dec's Board Package (incl.

financials) Website: re-linked DTK food page; Parking Signs: created & sent to print Queen & Charles parking signs for

during construction Discover Your Downtown: conceptualized new branding for 2016's DYD program,

incl. logo, slogans, media, etc. Dine & Dash to the movies: brainstormed project; conceptualized branding; created

logo, images, wording, poster, social media, table-toppers, newsprint ads, vouchers, web

page, list of restaurants; consulted with printer to print posters; New BIA Branding: new business cards; discussed new branding

Downtown Kitchener BIA Comparative Balance Sheet

As at Dec 31, 2015 As at Nov 30, 2015 Difference

ASSET

Current Assets Cash In Bank(Board of Management) 1,863 49,130 (47,267)

Petty Cash 1,000 1,000 -

TD GIC/Term Deposit 8000742-01 50,000 50,000 -


TD CIG/Term Deposit 8000742-02 50,000 50,000 -


TD GIC /Term Deposit 8102823-04 56,268 56,268 -

Total Cash 219,892 267,159 (47,267)

Accounts Receivable 5,256 3,982 1,274

Interest Receivable - 1,572 (1,572)

HST Recoverable - Federal Portion 12,107 10,549 1,558

HST Recoverable - Prov Portion 15,111 13,166 1,944

Prepaid Expense 3,317 2,687 630

Computer Hardware 17,000 17,000 -

Computer Hardware Acc Dep'n (11,032) (9,430) (1,602)

Net Computer Hardware 5,968 7,570 (1,602)

Office Furniture & Fixtures 95,723 95,723 -

Office Furniture & Fixtures Acc Dep (21,616) (18,127) (3,489)

Net Office Furniture & Fixtures 74,107 77,596 (3,489)

Leasehold Improvements 3,498 3,498 -

Leasehold Improv Acc Dep (2,209) (1,999) (210)

Net Leasehold Improvements 1,289 1,499 (210)

Total Current Assets 337,046 385,780 (48,734)

TOTAL ASSET $ 337,046 $ 385,780 $ (48,734)

LIABILITY

Current Liabilities Accounts Payable 45,933 36,062 9,870

Year End Accruals - 50,000 (50,000)

TD Visa #6039 payable 1,505 337 1,168

Acc'ts payable & Accr'd liabilities 47,438 86,400 (38,962)

Due to City of Kitchener 35,911 (22,198) 58,109

Gift Certificates Payable 13,900 (810) 14,710

EHT Payable 4,330 3,932 398

Total Current Liabilities 101,579 67,324 34,256

TOTAL LIABILITY $ 101,579 $ 67,324 $ 34,256

Page 1 of 2 Balance Sheet

EQUITY

Capital Reserves Reserve - Tax Write-Off 50,000 29,478 20,522

Total Capital Reserves 50,000 29,478 20,522

Retained Earnings Retained Earnings - Prior Year 161,549 204,268 (42,720)

Current Earnings 23,918 84,710 (60,792)

Total Retained Earnings 185,466 288,978 (103,511)

TOTAL EQUITY $ 235,466 $ 318,456 $ (82,990)

LIABILITIES AND EQUITY $ 337,046 $ 385,780 $ (48,734)

Page 2 of 2 Balance Sheet

Downtown Kitchener BIA Comparative Income Statement

Actual Dec 01, 2015 to Budget Dec 01, 2015 to Actual Jan 01, 2015 to Budget Jan 01, 2015 to Dec 31, 2015 Dec 31, 2015 Difference % of budget Dec 31, 2015 Dec 31, 2015 Difference % of budget annual budget remaining

REVENUE

Total Revenue 38,996 66,000 (27,003) 59% 949,918 930,504 19,414 102% 930,504 (19,414)

TOTAL REVENUE $ 38,996.35 $ 65,999.74 $ (27,003.39) 59% $ 949,917.84 $ 930,504.00 $ 19,413.84 102% $ 930,504.00 $ (19,413.84)

EXPENSE

Total Wages / Benefits 32,084 26,667 5,417 120% 364,705 370,475 (5,770) 98% 370,475 5,770

Total General & Admin 12,153 17,455 (5,302) 70% 87,570 91,408 (3,838) 96% 91,408 3,838

Total Meetings/Conf./Seminars 811 433 378 187% 23,818 19,700 4,118 121% 19,700 (4,118)

Total Streetscape & Beautification 3,794 16,250 (12,456) 23% 62,360 114,500 (52,140) 54% 114,500 52,140

Total Building Positive Image Downt 21,092 6,708 14,383 314% 60,472 67,500 (7,028) 90% 67,500 7,028

Total Building Positive Experience 27,704 18,000 9,704 154% 313,055 258,500 54,555 121% 258,500 (54,555)

Total Member Relations 2,150 625 1,525 344% 13,900 28,500 (14,600) 49% 28,500 14,600

Total Other Expenses - 1,167 (1,167) 0% 121 14,000 (13,879) 1% 14,000 13,879

TOTAL EXPENSE $ 99,788 $ 87,306 $ 12,482 114% $ 926,000 $ 964,583 $ (38,583) 96% $ 964,583 $ 38,583

NET INCOME $ (60,792) $ (21,306) $ (39,486) 285% $ 23,918 $ (34,079) $ 57,997 -70% $ (34,079) $ (57,997)

Page 1 of 1 P&L Summary

Downtown Kitchener BIA Variance Report As at December 31, 2015

The following report provides an analysis of key variances which have been seen in the Financial Statements when compared to the previous month.

Balance Sheet Variance Comment

Total Cash (47,267) decrease is largely due to $50K payment to City of Kitchener for BIA share of downtown beautification.

Accounts Receivable 1,274 increase is largely due to sale of Downtown Dollars to various customers.

Interest Receivable (1,572) wrote off outstanding balance from prior years to "miscellaneous income"

HST Recoverable - Federal Portion 1,558 normal activity

HST Recoverable - Prov Portion 1,945 normal activity

Prepaid Expense 630 normal activity for the month offset by $793 for 2016 Sage 50 support fee;

Computer Hardware (1,602) estimated dep'n expense for the year.

Office Furniture & Equipment (3,489) estimated dep'n expense for the year.

Leasehold Improvements (210) estimated dep'n expense for the year.

Accounts Payable 9,870 normal activity

Year End accruals (50,000) clear $$ accrued at 2014 year end upon receipt of actual invoice

Page 1 of 3 Variance



TD Visa 1,168 normal activity plus $880 to Sage 50 for 2016 support renewal

Due to City of Kitchener 58,109 adjusted to actual of $35K at 2015 year end

Gift Certificates Payable 14,710 increase is due to catch-up of all "sponsorship" downtown dollars for all of 2015

EHT Payable 398 normal accrual

WSIB Payable - Non-material variance

Income Statement

Total Revenue

Total Wages / Benefits

Total General & Admin.

Total Meetings/Conf./Seminars

Total Streetscape & Beautification

Variance

(27,003)

5,417

(5,302)

378

(12,456)

Comment

$36K levy adjustment for 2015 was booked in the month; This was partially offset by $10K higher than budgeted levy income from City

overspend is largely due to paying out lieu time at year-end.

underspend is made up of $4.5K in Depreciation and $2K in Professional Services/Consultants.

$600.00 overspend in Employee & Director Appreciation (staff xmas dinner) which was partially offset by no spending on $250.00

budget in Professional Development and Staff Training

Virtually no spending on $13.75K S&B Contribution to City and $2.5K in Downtown Clean Team budgets was partially offset by '$2.7K

overspend in Graffiti Removal and $1K in Streetscape.




Total Building Positive Image Downtown 14,383

Total Building Positive Experience Downtown 9,704

variance is due to overspending in Photography ($1.5K), Branding & Advertising ($12.7K - Downtown Dollars catch-up), and Other

Promotions and Sponsorships ($3.9K). The overspend was partially offset by no spending against budget in Holiday Promotions

($2.5K) and Website/Digital Media ($1K)

variance is made up of $1.5K overspend in Community Events Funding, $11.6K overspend in Winter Festivals, and $1.5K overspend

in Special Projects. The overspend was partially offset by a $5K underspend in Live Music Promotions.

Total Member Relations 1,525 $1.9K overspend in Member Networking Events was partially offset by $500.00 underspend in Business Seminars/Member Education.

Total Other Expenses (1,167) no spending on $1,166 budget for tax write-off;


Downtown Kitchener BIA Cash Position

As at Dec 31, 2015 As at Nov 30, 2015 Difference

Cash 2,863 50,130 GIC's 217,029 217,029

219,892 267,159 (47,267)

A/R 5,256 5,554 Prepaid 3,317 2,687

HST 27,218 23,716 35,790 31,956 3,834

Levy Revenue STILL TO BE RECEIVED - 76,479 - 76,479 (76,479)

-

TOTAL CASH TO DECEMBER 31 $ 255,682 $ 375,594 $ (119,912)

Payables (101,579) (67,324) (101,579) (67,324) (34,256)

Reserve (50,000) (29,478) Reserve - 2015 IS - (14,000)

Reserve - Top-up to $50,000 - (6,522) (50,000) (50,000) -

Underspend on Expenses YTD 38,583 (51,065) Expenses STILL TO BE INCURRED (14,000) (73,306)

24,583 (124,371) 148,954

TOTAL LIABILITIES TO DECEMBER 31 $ (126,996) $ (241,695) $ 114,698

CASH EXCESS / (SHORTFALL) TO DECEMBER 31 $ 128,685 $ 133,899 $ (5,214)

PROPOSED ADDITIONAL SPENDING TO DECEMBER 31 CASH EXCESS / (SHORTFALL) FROM ABOVE 128,685 133,899 (5,214)

BIA Office Move Expenses - Dec 15 (33,857) (48,000) (33,857) (48,000) 14,143

Pole Wrapping - 2015 - Moved to Payables - - Vendor Huts - 2015 - Moved to Payables - -

New Initiative - -

New Initiative - -

New Initiative - - - - -

PROPOSED ADDITIONAL SPENDING $ (33,857) $ (48,000) $ 14,143

FORECAST CASH EXCESS / (SHORTFALL) AT DECEMBER 31 $ 94,828 $ 85,899 $ 8,929

Page 1 of 1 Cash Position

Downtown Kitchener BIA Comparative Income Statement

Actual Dec 01, 2015 to Budget Dec 01, 2015 to

Difference % of budget Actual Jan 01, 2015 to Budget Jan 01, 2015 to

Difference % of budget

Annual budget

Remaining Dec 31, 2015 Dec 31, 2015 Dec 31, 2015 Dec 31, 2015

REVENUE

Revenue Membership Levy - Income 40,568 65,958 (25,390) 62% 914,089 903,004 11,085 101% 903,004 (11,085)

Grants - other - - - 30,529 15,000 15,529 204% 15,000 (15,529)

Interest Income - 42 (42) 0% 767 500 267 153% 500 (267)

Special Events Income - - - 5,500 12,000 (6,500) 46% 12,000 6,500

Miscellaneous Revenue (1,572) - (1,572) (967) - (967)

Total Revenue 38,996 66,000 (27,003) 59% 949,918 930,504 19,414 102% 930,504 (19,414)

TOTAL REVENUE $ 38,996 $ 66,000 $ (27,003) 59% $ 949,918 $ 930,504 $ 19,414 102% $ 930,504 $ (19,414)

EXPENSE

Wages / Benefits Salaries And Wages 28,383 23,949 4,434 119% 314,707 329,079 (14,372) 96% 329,079 14,372

EI Expense 360 250 110 144% 6,552 6,500 52 101% 6,500 (52)

CPP Expense 672 525 147 128% 11,836 11,705 131 101% 11,705 (131)

Employee Benefits 2,110 1,500 610 141% 24,095 17,100 6,995 141% 17,100 (6,995)

WSIB Expense 162 179 (17) 90% 2,552 2,468 84 103% 2,468 (84)

EHT Expense 398 264 134 151% 4,963 3,623 1,340 137% 3,623 (1,340)

Total Wages / Benefits 32,084 26,667 5,417 120% 364,705 370,475 (5,770) 98% 370,475 5,770

General & Admin Audit Fee - - - 3,765 4,000 (235) 94% 4,000 235

Bank Fees & Service Charges 145 24 121 604% 505 359 146 141% 359 (146)

Late payment charges - - - 721 - 721

Insurance Expense 461 500 (39) 92% 5,387 6,000 (613) 90% 6,000 613

Maintenance & Repair/Cleaning 324 350 (26) 93% 3,357 4,200 (843) 80% 4,200 843

Occupancy costs 2,636 2,054 582 128% 31,637 30,684 953 103% 30,684 (953)

Photocopier & Fax 767 300 467 256% 2,471 3,600 (1,129) 69% 3,600 1,129

Postage, Courier & Delivery 64 30 33 210% 278 365 (87) 76% 365 87

Stationery / Office Supplies 138 200 (62) 69% 5,891 2,400 3,491 245% 2,400 (3,491)

Telephone Expense / Communication 417 300 117 139% 5,498 3,600 1,898 153% 3,600 (1,898)

Accounting costs 570 530 40 108% 7,203 6,200 1,003 116% 6,200 (1,003)

Professional Services/Consultant - 2,000 (2,000) 0% 5,284 6,000 (716) 88% 6,000 716

Employee Parking & Travel 289 - 289 1,319 - 1,319 - (1,319)

Internet & Computer Mtce Expense 975 1,167 (192) 84% 8,773 14,000 (5,227) 63% 14,000 5,227

Cash over/short 65 - 65 178 - 178 - (178)

Depreciation 5,301 10,000 (4,699) 53% 5,301 10,000 (4,699) 53% 10,000 4,699

Miscellaneous - - - 0 - 0 - (0)

Total General & Admin 12,153 17,455 (5,302) 70% 87,570 91,408 (3,838) 96% 91,408 3,838

Meetings & Professional Development Directors/Committee Meetings 139 83 55 166% 5,121 1,000 4,121 512% 1,000 (4,121)

Director Training & Development - - - 8,874 13,000 (4,126) 68% 13,000 4,126

Prof. Development & Staff Training - 250 (250) 0% 6,565 4,500 2,065 146% 4,500 (2,065)

Employee & Director Appreciation 673 100 573 673% 3,258 1,200 2,058 271% 1,200 (2,058)

Total Meetings/Conf./Seminars 811 433 378 187% 23,818 19,700 4,118 121% 19,700 (4,118)

Streetscape & Beautification S&B Funding Program - - - 4,481 - 4,481 30,000 25,519

S & B Contribution to City - 13,750 (13,750) 0% - 85,000 (85,000) 0% 50,000 50,000

Seasonal Beautification - - - 2,182 - 2,182

Downtown Clean Team 106 2,500 (2,394) 4% 15,147 22,500 (7,353) 67% 22,500 7,353

Streetscape Maintenance - - - 43 - 43

Graffiti removal 2,689 - 2,689 7,960 7,000 960 114% 7,000 (960)

Streetscape 999 - 999 32,548 - 32,548 5,000 (27,548)

Total Streetscape & Beautification 3,794 16,250 (12,456) 23% 62,360 114,500 (52,140) 54% 114,500 52,140

Page 1 of 2 P&L Detail

Building Positive Image Downtown

Photography 2,424 1,000 1,424 242%

Branding & Advertising 14,734 2,000 12,734 737%

Marketing - Videos - - -

Other Promotions & Sponsorships 3,863 - 3,863

Downtown Dollars 70 208 (138) 34%

Holiday Promotions - 2,500 (2,500) 0%

Shop Local Campaign - - -

Downtown Card - - -

Web Site / Digital Media - 1,000 (1,000) 0%

Total Building Positive Image Downt 21,092 6,708 14,383 314%

Building Positive Experience Downto Cruising King Street - - -

Winter Festivals 19,675 8,000 11,675 246%

Culinary Events - - -

City Events - - -

Canada Day - - -

Oktoberfest - - -

Special Projects 6,529 5,000 1,529 131%

Live Music Promotion - 5,000 (5,000) 0%

Blues Festival - - -

Holiday Events - - -

Community Events Funding Program 1,500 - 1,500

KOI Music Festival - - -

Event Photography - - -

Fashion Events - - -

Total Building Positive Experience 27,704 18,000 9,704 154%

Member Relations Member Communication 277 - 277

Annual General Meeting - - -

Member Networking Events 1,873 - 1,873

Memberships/Subscriptions - 125 (125) 0%

Business Seminars/Member Educ. - 500 (500) 0%

Total Member Relations 2,150 625 1,525 344%

Other Expenses & Reserve Dev. Tax Write Off - 1,167 (1,167) 0%

Suspense - - -

Total Other Expenses - 1,167 (1,167) 0%

TOTAL EXPENSE $ 99,788 $ 87,306 $ 12,482 114% $

NET INCOME $ (60,792) $ (21,306) $ (39,486) 285% $

2,424 6,000 (3,576) 40%

32,576 24,000 8,576 136%

49 - 49

14,339 11,500 2,839 125%

70 2,500 (2,430) 3%

3,674 5,000 (1,326) 73%

2,761 5,000 (2,239) 55%

- 1,500 (1,500) 0%

4,579 12,000 (7,421) 38%

60,472 67,500 (7,028) 90%

433 11,500 (11,067) 4%

58,218 49,000 9,218 119%

13,932 32,000 (18,068) 44%

46,000 20,000 26,000 230%

75,937 30,000 45,937 253%

12,221 13,000 (779) 94%

34,208 15,000 19,208 228%

9,850 25,000 (15,150) 39%

34,196 30,000 4,196 114%

3,889 - 3,889

19,172 20,000 (828) 96%

5,000 5,000 - 100%

- - -

- 8,000 (8,000) 0%

313,055 258,500 54,555 121%

373 - 373 213 5,000 (4,787) 4%

6,736 16,000 (9,264) 42%

1,077 2,000 (923) 54%

5,500 5,500 - 100%

13,900 28,500 (14,600) 49%

- 14,000 (14,000) 0%

121 - 121

121 14,000 (13,879) 1%

926,000 $ 964,583 $ (38,583) 96%

23,918 $ (34,079) $ 57,997 -70%

#N/A #N/A

24,000 (8,576)

- (49)

11,500 (2,839)

2,500 2,430

5,000 1,326

5,000 2,239

1,500 1,500

12,000 7,421

67,500 7,028

11,500 11,067

49,000 (9,218)

32,000 18,068

20,000 (26,000)

30,000 (45,937)

13,000 779

15,000 (19,208)

25,000 15,150

30,000 (4,196)

- (3,889)

20,000 828

5,000 -

- -

8,000 8,000

258,500 (54,555)

5,000 4,787

16,000 9,264

2,000 923

5,500 -

28,500 14,600

14,000 14,000

- (121)

14,000 13,879

$ 964,583 $ 38,583

$ (34,079) $ (57,997)

Page 2 of 2 P&L Detail

Downtown Kitchener BIA

Customer Aged Summary As at Dec 31, 2015

Name Total Current 31 to 60 61 to 90 91+

City of Kitchener 913 - 20 893 -

Grandlinq Contractors 1,042 - 542 - 500

Junior Achievement 1,458 792 667 - -

KWCF 792 792 - - -

Region of Waterloo (T&ES) 200 200 - - -

Region Rapid Transit 50 50 - - -

Thalmic Labs 800 800 - - -

Total outstanding: $ 5,256 $ 2,633 $ 1,229 $ 893 $ 500

Page 1 of 1 Receivables

DOWNTOWN KITCHENER BUSINESS IMPROVEMENT ASSOCIATION

PURCHASING POLICY

Definition of Terms:

BIA – Downtown Kitchener Business Improvement Association

ED – Executive Director of the Downtown Kitchener BIA

Board – Board of Directors of the Downtown Kitchener BIA

Approved Budget - The annual budget, including any revisions thereof, as presented by the Executive

Director of the BIA and approved by the BIA Board by motion, as it relates to (a) and (b) below:

a) an annual operating budget presented on a monthly basis which shall set forth, in detail, both

the anticipated revenues and expenses on an accrual basis; and b) an annual capital expenditure budget which shallset forth, in detail, the anticipated capital

expenses.

Authorization, Application and Compliance

This policy authorizes the Executive Director and Board of Directors of the Downtown Kitchener

Business Improvement Association to act as the legal Purchasing Agent.

The ED will monitor compliance with the provisions of the policy. Failure to comply with the provisions will

be reported to the Executive Committee. Continued non-compliance will be reported to the Board.

This policy applies to all contracting and procurement activities of the BIA and is binding upon all staff,

including the Executive Director, and representatives of the BIA, including the Board of Directors.

Purchase of goods, services or equipment will be made ona competitive basis, in keeping with accepted

public purchasing practices, and in accordance with applicable federal, provincial and municipal laws.

Procurement activities shall be performed with integrity, and with the ability to withstand scrutiny.

Splitting of purchases to avoid any of the policy requirements outlined herein is prohibited.

Approvals:

Level 1

The ED may make a financial transaction a maximum of $1,000 without prior consultation with, or

approval by, the Board of Directors provided that:

a. the purchase is one that was included in the approved budget; and b. the purchase does not result in an overage in the budget item.

Level 2

The ED may make a financial transaction of $1,000 and over but not greater than $5,000 provided that:

a. the purchase is one that was included in the approved budget; and b. the purchase does not result in an overage in the budget item; or c. The ED received approval of the Treasurer and one other member of the Executive

Committee.

Level 3

The ED may make a financial transaction of $5,000 or over only at the direction of the Board and

provided that:

a. the purchase is one that was included in the approved budget; and b. the purchase does not result in an overage in the budget item; or c. the purchase has been approved by motion at a meeting of the Board of Directors and the

approval is documented in the minutes of the meeting.

Reporting and Record Keeping

As a best practice, the ED should strive to obtain a minimum of two quotes for goods and services. A

single quote is acceptable in situations where obtaining two quotes creates an unreasonable burden,

such as in situations where there is a sole provider of a service.

For level 2 or 3 purchases, the ED must maintain records highlighting what went to tender, the name

of the successful bidder, and the reasoning for choosing the successful bid.

For requests for funding outside original budget lines, ED must maintain records outlining funding

request, why it was approved or declined, value to BIA, approval date by Board.

Conflict of Interest

Conflicts of interest include actual, potential or perceived interests that arise between official duties and

private interests, including financial and other interests of staff, Board members, and close relatives.

Staff members involved in the procurement process must declare any conflicts of interest to theED.

Board members involved in the procurement process must declare any conflicts of interest to the

Executive Committee.

Staff and Board members must also declare any conflict of interest related to funding requests to the ED

and the Executive Committee, respectively.

Member Goods and Services

If there is a service or goods provider within the boundaries of the BIAthat meets the requirements of

the bid call, the ED is encouraged to engage a member of the BIA to tender or quote.

A member of the BIA is not guaranteed of being the successful bidder.

Administration

The BIA ED or Board may bring forward, from time to time, amendments to this policy.

Amendments must be approved by the Board.

Last updated: January 2016

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