BIA MEETING MINUTES
Thursday January 16, 2025
9:02am – 9:42am
In attendance: Eva M, Jim F, Tosin I, Doris S
Additional: Jinay S, Alanna P, Brenda E, Terry R, Stephanie M, Kim TG (for Coun. Esther Pauls)
NOTE: ** minutes derived from Google Meet transcript**
A. Welcome & Introductory Remarks: Chair E. Martens
B. Board Business:
- Motion to activate Consent Agenda
* *Triggering Consent Agenda **
- Review & Approval of January agenda **
- Review & Approval of November 2024 minutes (attached) **
- Seeking Board Members: Vice Chair, Secretary **
Motion to activate: Terry R; 2nd Alanna P; no objections - passed
C. Safety Report: Jim Foreman
November 18th – Concession Street Safety Audit was conducted with John Alexander of JT Pets – full report to follow: Summary observations: leave lights on at the front of your store
Spring Safety Audit should be 2 teams of 2 to cover the Easterly & Westerly ends of the BIA in equal measure. Spring schedule to be booked
D. Beautification Committee: Eva Martens/Stephanie Muir/Janna Goodyear
Christmas Decors /Update Feedback
Jim F: some coach lights were not on earlier in the Fall
DORIS: 4 photosensors were replaced by the electricians installing the Christmas light, issue resolved
Jim F: gift boxes worked well but will need an update soon now that the Christmas Season has passed
Eva M: The Christmas themed wrap will be replaced with something more season appropriate as soon as the frost lets up
DORIS: worth noting ** all cedar tree decorations are donations from the neighbourhood & storeowners, they came for free 😊
E. Marketing Report: Doris Sanchez/Eva Martens
- Social Media Statistics (attached), numbers are looking good for engagements, looking to keep the same momentum
Eva M: we are also looking to diversify with other social media outlets
F. Events Committee: Doris Sanchez
Christmas celebrations summary – (attached)
Wellness promotions starts on January 25th through to March 28 through CAP
Putting together the logistics for the Valentines/Family Day weekend with participating restaurants
2025 Events are now posted and dates are set, a new event will be introduced: TASTE of CONCESSION Food Crawl – timing will coincide with the Streetfest promotion. Details are being ironed out
Eva M: perhaps a townhall can be brought back again to keep the neighbourhood updated
Jim F: it did work out well in 2024, we should do it again, we are a neighbourhood association
G. Executive Director Updates: Doris Sanchez
- Streetfest application are open for edits prior to sending out
Jim F: re-structure spacing for the food vendors to 20x10 for food vendors
Eva M: maintaining $150 for vendors is quite fair to small business, ensure there are space allocations for Non-profit partners
- PT Admin Assistant job description in finalizing process, will soon be posted publicly
EVA M: we have to make sure that hours and salary commensurate with employment standards
H. Financial Report: Tosin Ikotun
- bank balance as of January 16, 2025 - $143,297
Eva M: Our financial position is strong at this time of year as opposed to same time last year
Doris S: we have recently been approved for $1,444 grant from the Economic Development Dept to help defray the costs of Christmas decorations
I. NEW BUSINESS
No new business
ADJOURNED: 9:42 a.m.
Thursday January 16, 2025
9:02am – 9:42am
In attendance: Eva M, Jim F, Tosin I, Doris S
Additional: Jinay S, Alanna P, Brenda E, Terry R, Stephanie M, Kim TG (for Coun. Esther Pauls)
NOTE: ** minutes derived from Google Meet transcript**
A. Welcome & Introductory Remarks: Chair E. Martens
B. Board Business:
- Motion to activate Consent Agenda
* *Triggering Consent Agenda **
- Review & Approval of January agenda **
- Review & Approval of November 2024 minutes (attached) **
- Seeking Board Members: Vice Chair, Secretary **
Motion to activate: Terry R; 2nd Alanna P; no objections - passed
C. Safety Report: Jim Foreman
November 18th – Concession Street Safety Audit was conducted with John Alexander of JT Pets – full report to follow: Summary observations: leave lights on at the front of your store
Spring Safety Audit should be 2 teams of 2 to cover the Easterly & Westerly ends of the BIA in equal measure. Spring schedule to be booked
D. Beautification Committee: Eva Martens/Stephanie Muir/Janna Goodyear
Christmas Decors /Update Feedback
Jim F: some coach lights were not on earlier in the Fall
DORIS: 4 photosensors were replaced by the electricians installing the Christmas light, issue resolved
Jim F: gift boxes worked well but will need an update soon now that the Christmas Season has passed
Eva M: The Christmas themed wrap will be replaced with something more season appropriate as soon as the frost lets up
DORIS: worth noting ** all cedar tree decorations are donations from the neighbourhood & storeowners, they came for free 😊
E. Marketing Report: Doris Sanchez/Eva Martens
- Social Media Statistics (attached), numbers are looking good for engagements, looking to keep the same momentum
Eva M: we are also looking to diversify with other social media outlets
F. Events Committee: Doris Sanchez
Christmas celebrations summary – (attached)
Wellness promotions starts on January 25th through to March 28 through CAP
Putting together the logistics for the Valentines/Family Day weekend with participating restaurants
2025 Events are now posted and dates are set, a new event will be introduced: TASTE of CONCESSION Food Crawl – timing will coincide with the Streetfest promotion. Details are being ironed out
Eva M: perhaps a townhall can be brought back again to keep the neighbourhood updated
Jim F: it did work out well in 2024, we should do it again, we are a neighbourhood association
G. Executive Director Updates: Doris Sanchez
- Streetfest application are open for edits prior to sending out
Jim F: re-structure spacing for the food vendors to 20x10 for food vendors
Eva M: maintaining $150 for vendors is quite fair to small business, ensure there are space allocations for Non-profit partners
- PT Admin Assistant job description in finalizing process, will soon be posted publicly
EVA M: we have to make sure that hours and salary commensurate with employment standards
H. Financial Report: Tosin Ikotun
- bank balance as of January 16, 2025 - $143,297
Eva M: Our financial position is strong at this time of year as opposed to same time last year
Doris S: we have recently been approved for $1,444 grant from the Economic Development Dept to help defray the costs of Christmas decorations
I. NEW BUSINESS
No new business
ADJOURNED: 9:42 a.m.