Meeting Aug 21, 2025 at 08:57 EDT
Meeting records derived from Google Transcript 
 
Summary
Doris CONCESSION BIA ED opened the meeting, addressing meeting logistics and confirming the attendance of Eva M; Alanna P, Tosin I, Jim F, and Subbu S.
 
A financial report indicated strong financial health with additional funds, prompting consideration of next year's budget to avoid excess surplus, while the KPMG audit is in progress with final analysis expected by the end of October.
 
Jim reported two fire incidents, a major one at Prime Pizza and recurring trash bin fires due to cigarette butts, leading to a discussion with Doris CONCESSION BIA ED about bin design issues and efforts to get city approval for standalone ashtrays and explore a cigarette butt recycling program. The beautification committee is finalizing planting designs, and Doris CONCESSION BIA ED proposed hiring a second full-time person for the BIA. New business ideas for next year’s budget include a welcome tent at Streetfest and flag banners to direct attention to street businesses.
 
Details

• Meeting Logistics and Attendance Eva CONCESSION BIA Chair initiated the meeting, addressing issues with meeting links and admitting attendees. Noted the in person presence of Eva, Alanna, Tosin, Jim, and Doris.  Subbu logged in shortly after, and officially called the meeting to order at 9:06 AM, reminding everyone that the meeting was being recorded (00:06:30).
• Motion to activate Consent Agenda: Jim, 2nd Alanna

 

• Financial Report Overview A financial report was presented, highlighting continued strategic investment in beautification and community engagement for Concession Street (00:09:38). The report indicated strong financial health with additional funds in the bank account, prompting a need for careful consideration of next year's budget (00:16:15)

 

• Budget and Audit Updates The budget for operations is near its maximum, with reconciliation still underway for some line items and marketing/event budgets (00:13:07). The KPMG audit is in progress, with final analysis expected around the end of October, potentially requiring the AGM date to be adjusted for budget presentation (00:14:26).
• Motion to accept Financial Report: Subbu, 2nd Jim

 

• Safety Report: Fire Incidents Jim delivered a safety report, detailing two recent fire incidents: a major fire at Prime Pizza on July 24th, causing an estimated $750,000 in damages across two interconnected restaurants, and recurring trash bin fires, including one on August 20th, primarily due to discarded cigarette butts (00:18:13) (00:20:14).
• Cigarette Butt Management and Bin Design Issues Jim and Doris CONCESSION BIA ED discussed the ongoing problem of cigarette butts causing fires in plastic trash bins, citing a design flaw in the bins and the corroding of metal ashtrays (00:21:34). Doris CONCESSION BIA ED is working to get city approval for standalone ashtrays and is exploring a cigarette butt recycling program with Unsmoke Canada (00:24:36) (00:29:32).
• Beautification Committee Initiatives The beautification committee needs to finalize planting designs for next year and plan for fall planting (00:30:34). Umbrellas were added to patios, costing around $2,000, which were well-received and secured to prevent theft (00:31:39). There is also a proposal to expand a patio into an activity zone for musicians (00:33:37).
• Executive Director's Report and Staffing Proposal Doris CONCESSION BIA ED presented their executive director's report, stating they are finalizing event committees and grant applications (00:35:40). They proposed hiring a second full-time person for the BIA, noting that other BIAs have two full-time staff, which would help with project follow-ups and daily operations (00:36:55).
• Event Success and Social Media Engagement Cornfest budget has been approved, and the July Sidewalk Sounds event saw approximately 500 attendees, contributing to a vibrant Friday night atmosphere on Concession Street (00:40:32). Social media engagement has significantly increased, with 22,300 engaged on Facebook and 24,000 on Instagram as of August 13th, surpassing Streetfest engagement numbers (00:42:27).
• New Business Ideas and Business Updates New business proposals for next year's budget include a welcome tent at Streetfest to incorporate businesses outside the main zone, and flag banners to direct attention to side street businesses (00:46:49) (00:49:39). Doris CONCESSION BIA ED also provided updates on new and departing businesses, including the Hamilton Boxing Club, Thai Delish, and a new Vietnamese outfit replacing Akus Family Dining (00:51:26).

 
ACTION ITEMS: Suggested next steps
Doris CONCESSION BIA ED will work on the 2026 budget for the AGM in October and request to push forward the final numbers for the AGM.
 
Doris CONCESSION BIA ED will finalize event committees and grant applications in early October.
 
Doris CONCESSION BIA ED will bring up the bank balance from last year at this time.
Doris CONCESSION BIA ED will find another pizza place that can do a mobile setup for Cornfest.

Doris CONCESSION BIA ED will work with Esther Paul's office to expedite the approval for standalone ashtrays and follow up with a supplier for standalone ashtrays.

Doris CONCESSION BIA ED will try to partner with Unsmoke Canada campaign for cigarette butt recycling if businesses want to collect them.

Doris CONCESSION BIA ED will follow up with the city horticulturist regarding next year's planting proposals and send out proposals for fall season planting, possibly using plants from Terra Greenhouses for more height and visibility.
 
Motion to adjourn meeting at 9:54am: Eva, 2nd Jim