MEETING MINUTES
Thursday, April 16, 2026
In Person-Cancer Assist Boardroom
Dial in via Google Meet
 
 
1. Call to Order
The meeting was called to order at 9:04 a.m. by the Eva Martens, following confirmation of quorum.


2. Attendance: In Person Present

• Doris (Executive Director) Eva Martens (Chair) Jim (Chair, Safety Committee) Alana (Co-chair)

2.1 Attendance: via Google Meet

• Stephanie (Lavandula Spa), Tosin (Treasurer)

Regrets:

• Kim TG (Esther Pauls’ Office)
• Subbu S

Absent: Brenda E (Penny Pincher Costumes), Terry R (Community Rep)


1. Call to Order
The meeting was called to order at 9:04 a.m.


3. Approval of Agenda
Motion: Approval of the Board Meeting Agenda.
Moved by: Alana
Seconded by: Stephanie
CARRIED


4. Approval of Previous Minutes (March 2026)
Motion: Approval of the April Agenda and March Board Meeting Minutes.
Moved by: Alana
Seconded by: Stephanie
CARRIED


5. Board Membership Changes
The Board formally acknowledged the withdrawal of Brenda and Terry from the Board of Directors. It was noted both individuals expressed interest in remaining connected and supportive of Board initiatives.
Motion: To formally remove Brenda and Terry from the Board of Directors.
Moved by: Eva
Seconded by: Stephanie
CARRIED


6. StreetFest Update
Doris Sanchez provided an update regarding ongoing StreetFest planning and logistics.
Discussion included:

• Continued mapping and measuring of vendor spaces.
• Reduced vendor capacity due to street layout limitations.
• Confirmation that StreetFest will proceed despite reduced vendor capacity and potential revenue impacts.
• Returning vendors currently continue securing spaces.

7. Financial Report
Tosin Ikotun presented the financial report.
Financial Summary

• Total Revenue Collected: $125,962
• Current Account Balance: $139,493.09
• Primary revenue source: City levy collections.
• Expenditures remain within approved budget allocations.

Motion: To approve the financial report as presented.
Moved by: Jim Foreman
Seconded by: Stephanie
CARRIED


8. Safety and Security Update
Doris Sanchez/Jim Foreman provided a safety and security update.
Key items discussed:

• The reported incident at Bloom Coffee and Joe Dogs was confirmed to be a scheduled fire and police inspection associated with patio liquor licence applications.
• A daylight safety audit will be scheduled prior to StreetFest where possible.
• Attendance is planned for the Police Superintendent Advisory Committee meeting on June 2.
• Discussion occurred regarding police drone pilot programs and previous recommendations submitted through advisory discussions.

9. Planter Box Program
The Board discussed updates to the planter box program.
Items included:

• The City proceeding with the approved planter box initiative.
• Green Venture reviewing pricing for maintenance services.
• Potential educational and social media initiatives related to native plantings.
• The planter box inventory currently reduced to approximately 50 units due to damage and lack of replacement.
• Preliminary discussion regarding a future “Adopt-a-Planter” initiative.

10. Fashion Show Review
The Board reviewed the recent BIA Fashion Show event.
Highlights included:

• Approximately 200 attendees.
• Positive audience response despite minor organizational challenges.

The event generated a surplus of $3,922 following expenses and BIA contributions.
 
Motion: To allocate the Fashion Show surplus of $3,922 as a donation to CAP.
Moved by: Alna
Seconded by: Stephanie
CARRIED


11. Easter Parade and Community Engagement
The Easter Parade was reported as highly successful despite cold and wet weather conditions.
Highlights included:

• More than 400 candy bags distributed.
• Strong family participation and community attendance.
• Significant social media engagement:
  • Facebook Reach: approximately 5,000
  • Instagram Reach: approximately 51,000

The event was recognized as one of the BIA’s strongest social media campaigns to date.


12. Community Cleanup and Upcoming Events
Updates were provided regarding neighbourhood cleanup initiatives conducted in partnership with local walking groups.
Upcoming initiatives include:

• “Beautiful Alleys” cleanup scheduled for April 25.
• Sidewalk Sounds event scheduled for May 23.
• Coordination with City staff for adjusted waste collection during cleanup events.

13. Patio Program Discussion
The Board discussed temporary patio placements for the upcoming season.
Discussion included:

• Rejection of the proposed patio location in front of the library.
• Consideration of a new patio location between Redstone Pizza and the Caribbean restaurant near CINT College.
• Exploration of potential patio subsidy opportunities previously offered through City programs.

14. Business and Grant Updates
Business condition updates and grant announcements were provided.
Grant funding secured includes:

• $800 from the Provincial Liberal Association for StreetFest environmental cleanup.
• $1,000 ParticipACTION funding for StreetFest.
• $2,500 from the Hamilton Community Foundation for Truth and Reconciliation programming.

The Board acknowledged the requirement to proceed with a Truth and Reconciliation event planned for September.


15. Future Initiatives and Community Development
Discussion included:

• Status of proposed condominium development applications.
• Opportunities to recognize the area’s Middle Eastern business community through future cultural programming initiatives.
• The need to establish a hiring committee to recruit additional administrative support for the Executive Director.

16. Action Items / Next Steps
Action Item
Responsibility
Follow up regarding Secretary position interest
Doris Sanchez & Stephanie

Secure additional administrative assistance
Board

Schedule daylight safety audit prior to StreetFest
Doris Sanchez

Confirm planter box maintenance pricing
Green Venture

Conduct native plant social media outreach
Green Venture

Confirm May 23 Sidewalk Sounds with CAP
Doris

Research patio subsidy opportunities
Board

Plan Truth and Reconciliation event utilizing grant funding
Doris Sanchez

Establish hiring committee for additional support staff
Board


17. Board Appreciation and Election Reminder
Eva thanked Board members for their continued dedication and acknowledged the increased vibrancy, pedestrian traffic, and positive activity occurring throughout the district.
The Board was reminded that Board elections are scheduled for October as part of the fourth-year election cycle.


18. Adjournment
The meeting adjourned at approximately 9:38 a.m.
CARRIED
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