Thursday April 20th, 2023
9am - 10am
In attendance: Eva Martens, Subbu Subramonian, Darryl Howe, Brenda Eszenyi, and Terry Rhodes
Additional: Kathy Archer, Carolyn Rankin-Boutin, Carly Bedford, and Alexa Chavez
Regrets: Joanne Emberson, Sarah Matacic, and Jim Foreman
Absent: Esther Pauls
Welcome & Introductory Remarks: Chair E. Martens
Opening Statement – Quick review of OBIAA Conference, speaking on creating and fostering JOY in the city to engage people to want to live in our areas and downtown cores because it is an enjoyable place to live and work. Other Boards also have a hard time making sure people understand what a BIA is and what it is doing, making that communication to the members is a priority so that they understand why the board is doing the things it is doing and to get more people involved.
Review & Approval of the Agenda: Chair E. Martens
Motioned: Subbu Subramonian
Second: Darryl Howe
Review & Approval of March 2023 Minutes: Chair E. Martens
Motioned: Eva Martens
Second: Subbu Subramonian
Board Business:
Approval for Joanne Emberson to join the Board as a director:
Motioned: Eva Martens
Second: Terry Rhodes
Darryl Howe Resigned – To be received at next months meeting.
Procedure & By-Law Review Invitation: Meeting to go over the BIA’s policies and By-Law in depth. Review of Board meeting’s structure, updating policies or make the necessary amendments to reflect the turn towards digital board business (i.e., votes of approval via email). Open invitation to board members to join this review meeting.
Digital Marketing Campaign: To continue our existing campaign for Search Engine Optimization keywords to boost Concession Street businesses. It’s a six-month campaign renewed every year with Star Metroland Media (Hamilton News). The cost is $500 per month, equalling to $3000 per campaign, running from June until September. The active analytics are shared with us throughout the entire campaign and after, this allows us to monitor the Return of Investment very closely to see if the campaign is working for us the way we want it to. Everything is set up already with the keywords and we would be able to go right into continuing the existing campaign.
Google Workspace: This may be part of the procedure review but we would like to move our board business to Google Workspace so that we can have a digital format to have documents easily accessible by the board as well as having a more professional email address for the BIA through our domain rather than a Gmail address. We would also be able to have email addresses set up for the executive team (i.e., [email protected], [email protected], etc.) so people can contact them directly if needed. This would also add layers of security which is important to have in place when dealing with board business documents and information especially digitally. We will confirm that this is within our current By-Law to do, or if we would need to make an amendment to reflect moving to a digital platform.
Executive Team:
Vice Chair and Treasurer positions are open, need to be filled as soon as possible.
BIA Rebrand: Review the list of Hamilton branding firms to work with (List was sent to board prior to meeting). It is important for us to work with a company that has worked with other BIAs, as they would understand that we run a little bit differently than a business or organization and how important it is that our brand showcases our story and history while communicating our values.
Safety Report: J. Foreman
Ashtrays: The ashtrays in the waste bins on the street need maintenance, they are rusting out. This could be a problem if lit cigarettes fall into the waste bin and cause a fire. The spring-loaded flaps get stuck open and can’t be closed by hand, as it is rusted away. Most likely this is an issue city-wide if anyone is paying attention. It’s expected that if there have been fires breaking out in the garbage bins the City would be addressing it, but one never knows. Follow up with City Public Works with this as it is their assets.
RBC ATM Update: A keyed switch has been installed on the automatic door leading to the RBC ATM. RBC is in receipt of all keys made for this switch and the door’s lock. The idea is that the door will not be locked on any regular basis, but will serve as an option when trouble with squatters arises. New development: it appears as though there has been inconsistencies in when the door is being locked and there are no notices posted regarding when the door is locked. This has been addressed with the building owner to be resolved.
Crosswalk at Concession & East 22nd: Someone had mentioned that the corner of East 22nd and Concession looks as if it might pose a danger to pedestrians crossing. There is only a stop sign for cars turning from East 22nd onto Concession. A lady was hit there a couple of years ago. Some time ago someone from the City had erected a temporary device at the corner, it was up for part of a day and then it was removed, so not sure if the City was monitoring traffic there or not.
Marketing Report:
Review of Current Budget and Advertising Opportunities: Quick overview of what changes had been made to marketing items prior to October 2022, the contract with Outfront Media (digital billboard advertisements) was cancelled and part of those funds were reallocated to the sponsorship of the “That’s So Cinema” movie nights at The Zoetic. Marketing meeting to be announced for an in depth look at how we want to move forward with print advertisements for events or promotions for the BIA and what opportunities are available or have come to our attention.
Events Report:
Bunny Hop & Shop Review: Overall great day with lovely weather, we had lots of people out and about walking the street and getting Spring/Easter treats from businesses, Brenda and Terry from Penny Pincher Costumes had Bugs Bunny out on the street for the day and everyone loved it and were taking pictures, sharing on social media who they saw. We had a lot of engagement for our colouring contest, many entries were dropped off in person as well as via email or social media. Just waiting on a few more votes from board members on which entries shall be the winners.
Streetfest Update: We have submitted our SEAT application as well as our Emergency Response Plan to the City. We are working with PAL Insurance to get a quote for this year’s event. We have also sent our application form into St. Johns Ambulance for First Aid. We have confirmation from Truss Productions for our stages and sound equipment, and Direct Traffic for the road closure. We have been reaching out to past and new performers for entertainment, so far, we have the Fire entertainment fully booked, a handful of musicians fully booked and more are still tentative, we have also booked a Zumba instructor to keep the energy up in-between performances.
Executive Director Updates: A. Chavez
OBIAA Conference Update: We attended the conference this week and we took lots from it regarding policy development and working with community partnerships. We also got lots of inspiration for events and activations or initiatives to incorporate into our programming. Quick overview of sessions attended, working with municipal department – economic development at the city, event sponsorship vs event hosting, intentionally inclusive events and programs, working with community organization partners, and making accessibility a priority for events and everyday visitors to the BIA.
Action Plan Update: Improve BIA transparency – increase communication between public, BIA members, Board members, community partners. Emails, newsletters, social media posts, website updates. Efforts to make it more frequent, clear, and detailed so there is no miscommunication or things are missed. Address questions or concerns quickly and involve those that may need to be included in the communications. Improving and building on what we have already been working on and going through the trial and error of implementing new tactics. We are working on putting together a social media strategy for increased posts and engagement. These items take time to put in place along with the many other projects the BIA is working on, but it is on our priority list as a board.
9am - 10am
In attendance: Eva Martens, Subbu Subramonian, Darryl Howe, Brenda Eszenyi, and Terry Rhodes
Additional: Kathy Archer, Carolyn Rankin-Boutin, Carly Bedford, and Alexa Chavez
Regrets: Joanne Emberson, Sarah Matacic, and Jim Foreman
Absent: Esther Pauls
Welcome & Introductory Remarks: Chair E. Martens
Opening Statement – Quick review of OBIAA Conference, speaking on creating and fostering JOY in the city to engage people to want to live in our areas and downtown cores because it is an enjoyable place to live and work. Other Boards also have a hard time making sure people understand what a BIA is and what it is doing, making that communication to the members is a priority so that they understand why the board is doing the things it is doing and to get more people involved.
Review & Approval of the Agenda: Chair E. Martens
Motioned: Subbu Subramonian
Second: Darryl Howe
Review & Approval of March 2023 Minutes: Chair E. Martens
Motioned: Eva Martens
Second: Subbu Subramonian
Board Business:
Approval for Joanne Emberson to join the Board as a director:
Motioned: Eva Martens
Second: Terry Rhodes
Darryl Howe Resigned – To be received at next months meeting.
Procedure & By-Law Review Invitation: Meeting to go over the BIA’s policies and By-Law in depth. Review of Board meeting’s structure, updating policies or make the necessary amendments to reflect the turn towards digital board business (i.e., votes of approval via email). Open invitation to board members to join this review meeting.
Digital Marketing Campaign: To continue our existing campaign for Search Engine Optimization keywords to boost Concession Street businesses. It’s a six-month campaign renewed every year with Star Metroland Media (Hamilton News). The cost is $500 per month, equalling to $3000 per campaign, running from June until September. The active analytics are shared with us throughout the entire campaign and after, this allows us to monitor the Return of Investment very closely to see if the campaign is working for us the way we want it to. Everything is set up already with the keywords and we would be able to go right into continuing the existing campaign.
Google Workspace: This may be part of the procedure review but we would like to move our board business to Google Workspace so that we can have a digital format to have documents easily accessible by the board as well as having a more professional email address for the BIA through our domain rather than a Gmail address. We would also be able to have email addresses set up for the executive team (i.e., [email protected], [email protected], etc.) so people can contact them directly if needed. This would also add layers of security which is important to have in place when dealing with board business documents and information especially digitally. We will confirm that this is within our current By-Law to do, or if we would need to make an amendment to reflect moving to a digital platform.
Executive Team:
Vice Chair and Treasurer positions are open, need to be filled as soon as possible.
BIA Rebrand: Review the list of Hamilton branding firms to work with (List was sent to board prior to meeting). It is important for us to work with a company that has worked with other BIAs, as they would understand that we run a little bit differently than a business or organization and how important it is that our brand showcases our story and history while communicating our values.
Safety Report: J. Foreman
Ashtrays: The ashtrays in the waste bins on the street need maintenance, they are rusting out. This could be a problem if lit cigarettes fall into the waste bin and cause a fire. The spring-loaded flaps get stuck open and can’t be closed by hand, as it is rusted away. Most likely this is an issue city-wide if anyone is paying attention. It’s expected that if there have been fires breaking out in the garbage bins the City would be addressing it, but one never knows. Follow up with City Public Works with this as it is their assets.
RBC ATM Update: A keyed switch has been installed on the automatic door leading to the RBC ATM. RBC is in receipt of all keys made for this switch and the door’s lock. The idea is that the door will not be locked on any regular basis, but will serve as an option when trouble with squatters arises. New development: it appears as though there has been inconsistencies in when the door is being locked and there are no notices posted regarding when the door is locked. This has been addressed with the building owner to be resolved.
Crosswalk at Concession & East 22nd: Someone had mentioned that the corner of East 22nd and Concession looks as if it might pose a danger to pedestrians crossing. There is only a stop sign for cars turning from East 22nd onto Concession. A lady was hit there a couple of years ago. Some time ago someone from the City had erected a temporary device at the corner, it was up for part of a day and then it was removed, so not sure if the City was monitoring traffic there or not.
Marketing Report:
Review of Current Budget and Advertising Opportunities: Quick overview of what changes had been made to marketing items prior to October 2022, the contract with Outfront Media (digital billboard advertisements) was cancelled and part of those funds were reallocated to the sponsorship of the “That’s So Cinema” movie nights at The Zoetic. Marketing meeting to be announced for an in depth look at how we want to move forward with print advertisements for events or promotions for the BIA and what opportunities are available or have come to our attention.
Events Report:
Bunny Hop & Shop Review: Overall great day with lovely weather, we had lots of people out and about walking the street and getting Spring/Easter treats from businesses, Brenda and Terry from Penny Pincher Costumes had Bugs Bunny out on the street for the day and everyone loved it and were taking pictures, sharing on social media who they saw. We had a lot of engagement for our colouring contest, many entries were dropped off in person as well as via email or social media. Just waiting on a few more votes from board members on which entries shall be the winners.
Streetfest Update: We have submitted our SEAT application as well as our Emergency Response Plan to the City. We are working with PAL Insurance to get a quote for this year’s event. We have also sent our application form into St. Johns Ambulance for First Aid. We have confirmation from Truss Productions for our stages and sound equipment, and Direct Traffic for the road closure. We have been reaching out to past and new performers for entertainment, so far, we have the Fire entertainment fully booked, a handful of musicians fully booked and more are still tentative, we have also booked a Zumba instructor to keep the energy up in-between performances.
Executive Director Updates: A. Chavez
OBIAA Conference Update: We attended the conference this week and we took lots from it regarding policy development and working with community partnerships. We also got lots of inspiration for events and activations or initiatives to incorporate into our programming. Quick overview of sessions attended, working with municipal department – economic development at the city, event sponsorship vs event hosting, intentionally inclusive events and programs, working with community organization partners, and making accessibility a priority for events and everyday visitors to the BIA.
Action Plan Update: Improve BIA transparency – increase communication between public, BIA members, Board members, community partners. Emails, newsletters, social media posts, website updates. Efforts to make it more frequent, clear, and detailed so there is no miscommunication or things are missed. Address questions or concerns quickly and involve those that may need to be included in the communications. Improving and building on what we have already been working on and going through the trial and error of implementing new tactics. We are working on putting together a social media strategy for increased posts and engagement. These items take time to put in place along with the many other projects the BIA is working on, but it is on our priority list as a board.