Present:
Eva Martens – Chair, Executive Director;  Jim Foreman – CAP; Stephanie Muir – Lavandula; Brenda E & Terry R – Penny Pincher Costumers Inc/Entertainer Central ; Sharla Armstrong ; Subbu Subramonian - board member; Tosin Ikotun – RBC – incoming board treasurer;
Barrington Hector – Neighbour to Neighbour – guest
NOTES: minutes derived & edited from the meeting recording transcript
A: Welcome & Introductory remarks: Eva Martens, chair
All Welcome everybody. I'm going to share the agenda screen, Quorum present, meeting called to order at 9:02 a.m.
Welcome our new Executive Director – Doris Sanchez
Welcome our incoming Board Treasurer – Tosin Ikotun, RBC
Welcome our incoming Board Member – Stephanie Muir , Lavandula
              MOTION TO ACCEPT: Eva Martens;  Seconded: Terry Rhodes; PASSED
B: Review & Approval of February agenda: Eva Martens, chair
              **posted agenda noted a September date: corrected in “situ” @ 9:05 a.m
              Approval motion: Subbu Subramonian
              Seconded: Terry Rhodes
C: Review & Approval of January minutes: Eva Martens, chair
              Approval motion: Brenda E
              Seconded: Subbu S
 
D: Board Business:

1. OLD BUSINESS
   • Branding contract – awarded (Marketing) currently in motion

 

• Coach Lanterns – removal/refurbishing/re-installation initiated(Safety/Beautification) – contact initiated, currently in motion, Lanterns itself is under warranty, costs incurred will be the removal, storage & re-installation after re-furbishing

 

• Office Security Camera (Safety)
  • tabled, needs further exploration
• Complaint Policy (Governance)
  • currently being drafted & re-branded
• Graffiti grants/issues (Safety/Beautification)
  • Doris: consulted with the City of Hamilton, graffiti remover machine (fully functional) more effective in warmer weather
• Take out to the View (Marketing)
  • we are moving forward – needs a Marketing Committee, further discussion at the Townhall meeting
• Easter event
  • we are moving forward – needs a Marketing Committee, further discussion at the Townhall meeting
• Social Media
  • Suzannes’ services has been extended for another month
  • This cost is well within the budget
  • Brenda E motioned approval

 

1. NEW BUSINESS

 

• BUTT Blitz – April 26 (Beautification)
  • Doris: moving forward, possible partnership with Green Team / Beautiful Alleys – BIA membership updated via email
  • ACTION: Eva Martens to reach out to John Gabriel if he is willing & able to partner with this initiative

 

• Temporary Patio Program – blanket approval sent, applications open March 1st
  • Doris: moving forward, blanket approval application has been set to the City – BIA membership updated via email

 

• Planters – quote from City initiated (Beautification)
  • Doris: moving forward, communication with the City Horticulture started awaiting quote– BIA membership updated via email

 

• Gift Cards (Marketing)
  • Hello Network
  • Miconex

Moving forward, quotes have been obtained

• Streetfest (Marketing)
  • Doris: committee has been formed (Dianne Hines, Elva – Elvas Aesthetics, Brenda & Terry – Penny Pinchers Costumes, Eva Martens – committee meeting soon to be set

 

• Family Day Townhall- Feb 19th at 3pm
  • Posters completed, sent to BIA membership
  • Doris: BIA membership reminder sent via email
  • Doris: suggestion box will be set-up to encourage particpation

 

• Mohawk College Co-op placement – starts: April 8th
  • Details have been sent to BIA membership – via email

 

• Safety Audit (Safety/Beautification)
  • Jim Foreman: indicated that 2x a year safety audit is optimal, one in the evening, preferably prior DST starts: auditing store safety (store open signs left on) street lighting conditions
  • Volunteers/assistance encouraged
  • ACTION: Doris to possibly follow up with City re: garbage can/ashtrays for replacement; Benches for refurbishing

 

• Coldest Night of the Week – February 24th
  • BIA members participation encouraged
  • Terry will participate: in costume
  • BARRINGTON HECTOR – guest from Neighbour to Neighbour
  • Encouraging participation, donation
  • ROUTE: starts at St. Stephens church westbound to 17th – northbound to Mountain Avenue and back to St. Stephens
  • https://cnoy.org/location/hamiltonmountain

 

• TREASURERS REPORT
  • 2023 Balance Sheet Review submitted by (Joel Newman)
  • Tosin – incoming treasurer reports:
  • Met with the accountant to review budgetary details
  • ACTION: Doris to forward 2024 approved BIA budget

 

• NEW MOTION to ADD to Agenda: to explore RBC Express Banking
  • MOTION: Brenda E
  • SECONDED: Jim Foreman
  • ACTION: Eva Martens exploring RBC Express banking due to the added layer of security it offers as well as the expediency of finance operations
  • Approved

Motion: point of order
No objections
MEETING ADJOURNED
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