​Board Meeting (2024-04-16 9:05 GMT - 4)
Present:
BOARD MEMBERS + ED: Eva Martens – Chair; Executive Director; Jim Foreman; Penny Pincher Costumes Inc. Entertainer Central; Stephanie Muir; Tosin Ikotun (Treasurer), Subbu Subramonian
GUESTS: Sharla Armstrong, Community Resource; Pierre Ragot, Hello Fresh Gift Cards
NOTES: minutes derived & edited from the meeting recording transcript
A: Welcome & Introductory remarks: Eva Martens, chair
All Welcome everybody, we have a quorum present
B: Review & Approval of April agenda
MOTION TO AMEND AGENDA: GUEST 2 – SOCIALLY INFUSED IS UNABLE TO ATTEND
MOTION TO AMEND: Jim Foreman; 2nd Eva Martens
ACCEPT AGENDA with AMENDMENT: Eva Martens;  Seconded: Jim Foreman; PASSED
C: Review & Approval of March minutes: Eva Martens, chair
MOTION TO ACCEPT MARCH MINUTES: Eva Martens; 2nd, Jim Foreman; PASSED
 
D. Board Business:
 

1.  GOVERNANCE

• Need to fill Board of Director roles for: Vice Chair & Secretary – recruitment needed among BIA members – Eva
• EVA – we have a need to fill the Vice Chair and Secretary positions for the Board, if you know of a BIA member interested, reach out to Doris for further details on what the position entails

 

1. BEAUTIFICATION/SAFETY COMMITTEE

 

• OLD BUSINESS:

 

• Art Installation on West Wall of the Library has fallen & subsequently damaged, a replacement/repair necessary
• DORIS: met with Installers who has a digital copy to replace the panels, target date: late spring (weather conditions)

 
 

• NEW BUSINESS:
  • City Horticultural Dept will start with the planters & baskets towards the end of the week
  • ACTION: Doris to inventory the number of planters vs BIA choice of plants (pollinators) see above
  • Inventory of viable Planters are underway/repairs are being identified

 

• DORIS: did an inventory of all planters and viability.  Total of 32 Planters + 20 Baskets will be supplied & watered by the City; 21 Planters will be planted with Pollinators, the BIA will have to source out, supply and plant the pollinators

 

• Coach Lanterns fully replaced – awaiting invoice from installers – initial quote was $3030

 
 

1. MARKETING

• OLD BUSINESS:

 

• April 8th TOTAL ECLIPSE PARTY – 2pm – 5pm
• DORIS: guestimate of 300 attendees, over 200 viewers were given away
• BIA & Library providing Eclipse Viewers, Refreshments, music
• A good day was had by one and all

 

• NEW BUSINESS:
  • BRANDING REPORT – Eva Martens/Vincent Bucaccio of Socially Infused (guest)
  • EVA: Motion to table the Branding Report, 2nd Subbu – passed

 

• TAKE IT TO THE VIEW–Eva
• Eva: additional committee members needed to review, will open for discussion at the May 5 Townhall

 
 

1. EVENTS COMMITTEE
   1. OLD BUSINESS:
   2. FARMERS MARKET REPORT – Doris
      1. Exploring grants available, researching Insurance

DORIS: further exploration needed due to space/location shortcoming, initial quote to insure this event will be $400/occurrence
Exploring a viable alternative such as NIGHT MARKET during Sidewalk Sounds;  I have applied for a $5000 grant, hopefully, this will alleviate the costs
 

• EARTH DAY – month long, plant a seed kits give-away
• April 20: Spring Clean-up: Beautiful Alleys
• DORIS: confirmed to take place on Saturday, April 20th at 9am along Concession Street & Alleyways
  • April 22: Earth Day
  •  SIDEWALK SOUNDS: - Doris
    • switching back to Friday nights, Music/entertainment: 6pm – 9pm, Vendors on sidewalk – free of charge

DORIS: 3 Musical Pods, acts have been confirmed, Food Drive for Mountain Kids Klub, Night Market integrated; encouraged Store Owners to stay open longer
 

1. NEW BUSINESS:
2. Streetfest Report – Doris
3. DORIS: confirmed 50 outside vendors; 10 Community Partners, Main Stage at St. Stephen, Community Stage at Zoetic, roving minstrels, CAP Parking Lot will be dedicated to the Kidz Zone includes 2 bouncers, finger art, face painting, musical workshops.  On the Street includes the Army of Westeros
4. May 17 Sidewalk Sounds/Night Market – Doris
5. DORIS: table vendors will be lining the sidewalks of Concession Street
6. Exploring a partnership with ‘Neon Ride’ – Doris/Eva
7. EVA: Neon Ride – a cycling team that rides around at night with Neon Lights on, it would make a great addition/attraction for the Night Market

 
 

• FINANCE:
• OLD BUSINESS
  • RBC EXPRESS (Finance) – Eva Martens/Tosin
  • The Generator social media will be renewed in May & June
  • DORIS: please approve, The Generator is so creative
  • JIM FOREMAN: Motion to approve, 2nd Brenda E - passed
  • (month of April will be managed by Mohawk College Interns)

 

• NEW BUSINESS
  • RBC EXPRESS PROGRESS REPORT– Eva/Tosin
  • TOSIN: RBC Express is underway, approvals for administrators are underway, it is a more expedient way to process bills, payments

 

• Hello Gift Card program – Eva/Pierre Ragot of Hello Fresh (guest)

 

• PIERRE RAGOT: It is a reloadable gift card dedicated to integrating the BIA merchants, no cost to setting up

 

• EVA: a great way to manage the BIA give-away or promotional programs; if more information is needed

 
 

1. SAFETY –
   1. NEW BUSINESS – Jim Foreman
2. Sharla Armstrong has partnered with Jim Foreman to complete the Safety & Security Audit on
3. JIM FOREMAN: worked out an amenable schedule with Sharla; April 29th an initial safety audit will be done ie: trip hazards
4. Eva expressed an interest in joining the audit

 
EVA: reminder: CAP is running a metal recycling program on Saturday at the parking lot
DORIS: reminders will be sent to BIA membership
 
EVA called the meeting to adjourn
 
- Ended at 10:06   -