Thursday January 18th, 2024
9am - 10am
** NEW** Dial in via Google Meet Video Conference Video call link: https://meet.google.com/bkq-vhjw-ami
A. Welcome & Introductory Remarks: Chair E. Martens
B. Review & Approval of the Agenda: Chair E. Martens
C. Review & Approval of November & AGM Minutes: Chair E. Martens
D. Board changes:
● Introduce and formally motion to accept new board members
Diane Hines - Made you Look Optical .
Jim Foreman with Cancer Assistance Program.
● Accept resignation of Sarah Matacic
● Motion to remove Joanne Emberson based on board policy regarding meeting attendance.
E. OLD Business:
Branding contract award - review presentations -
Motion to select?
● Unicorn rebellion
● Socially Infused
- BIA Awards of Excellence Nominations have been submitted in Dec to City Council
- Changing board meeting frequency to quarterly from requiring 9 per year. This change would reduce the frequency for board members to be in attendance and hopefully get more members able to be a part of our board. To formally change this will require a modification of our procedural by-law.
- I would like to add more frequent community focused meetings led by the ED with a board member representative to answer questions.. And we could host the community centered meetings at different times to allow for more community involvement. _ Table for future discussion
- Office Security Cameras (currently on hold until we hire a new ED)
- Complaint Policy - waiting for one more signature then will be published online and active
F. NEW BUSINESS
- Official recognition of removal of Alexa Chavez from Executive Director position. (as per Dec 18th
notification)
- New hiring manager in place to proceed with interviews. Patty Hayes who has been involved with BIAs in
Hamilton for 20+ years (note this was approved by email to expedite process - Motioned by B. Eszenyi Seconded by S. Matacic
- Hiring committee - still need one more member
- CHCH marketing budget approval - see presentation - City Grant applications were completed by Alexa Chavez prior to Dec 15th
- Change cellphone costs for ED. Phone buy out with bring your own phone plans to remove any outstanding
liabilities if future audits. Motion to approve.
G. Financial report
- Final Audit documents from 2022 completed. Motion to accept.
H. Safety Report: Jim Foreman
- Coach Lanterns (Quote will be required for defective lanterns to be removed prior to proceeding)
I. Beautification Committee: E. Martens
- Winter Planters - Thanks to At Your Home renovations and Mountain Kidz Klub for building and painting the snowflakes. They were not positively received unfortunately based on social media. We needed better communication about these to the community around their intention. Hopefully we can build on these for next year to improve.
- Snow Globes were received Dec 22nd and the Chair and several volunteers came to help paint them. We were unable to complete this prior to the holidays. To be Installed this week at the ends of our BIA and at Upper Wentworth and at E22nd.
J. Marketing Report: E. Martens
- CHCH Live on Location Holiday Filming was a success.
- Take-out at the View - See Attached document for full details. Capitalizing on our location next to escarpment and new picnic tables to market people coming to Concession to grab takeout and bring it to the park to enjoy the food with our stunning view.
Noting CHCH marketing plan - Would like to explore Take it the View as our first Live on Location.
- Social media with the Generator going well. E.Martens will film some segments with Suzanne to get some direct communication out to the community. Motion to Extend contract for another month?
K. Events Committee: E. Martens
- Ideas for Bunny Hop & Shop?
- Need to start planning for Streetfest.
- Streetfest Committee volunteers?
L. Executive Director Updates: E. Martens
- Community Events
- Action Plan, Governance
M. Open Questions
-Openfloortoattendees.
9am - 10am
** NEW** Dial in via Google Meet Video Conference Video call link: https://meet.google.com/bkq-vhjw-ami
A. Welcome & Introductory Remarks: Chair E. Martens
B. Review & Approval of the Agenda: Chair E. Martens
C. Review & Approval of November & AGM Minutes: Chair E. Martens
D. Board changes:
● Introduce and formally motion to accept new board members
Diane Hines - Made you Look Optical .
Jim Foreman with Cancer Assistance Program.
● Accept resignation of Sarah Matacic
● Motion to remove Joanne Emberson based on board policy regarding meeting attendance.
E. OLD Business:
Branding contract award - review presentations -
Motion to select?
● Unicorn rebellion
● Socially Infused
- BIA Awards of Excellence Nominations have been submitted in Dec to City Council
- Changing board meeting frequency to quarterly from requiring 9 per year. This change would reduce the frequency for board members to be in attendance and hopefully get more members able to be a part of our board. To formally change this will require a modification of our procedural by-law.
- I would like to add more frequent community focused meetings led by the ED with a board member representative to answer questions.. And we could host the community centered meetings at different times to allow for more community involvement. _ Table for future discussion
- Office Security Cameras (currently on hold until we hire a new ED)
- Complaint Policy - waiting for one more signature then will be published online and active
F. NEW BUSINESS
- Official recognition of removal of Alexa Chavez from Executive Director position. (as per Dec 18th
notification)
- New hiring manager in place to proceed with interviews. Patty Hayes who has been involved with BIAs in
Hamilton for 20+ years (note this was approved by email to expedite process - Motioned by B. Eszenyi Seconded by S. Matacic
- Hiring committee - still need one more member
- CHCH marketing budget approval - see presentation - City Grant applications were completed by Alexa Chavez prior to Dec 15th
- Change cellphone costs for ED. Phone buy out with bring your own phone plans to remove any outstanding
liabilities if future audits. Motion to approve.
G. Financial report
- Final Audit documents from 2022 completed. Motion to accept.
H. Safety Report: Jim Foreman
- Coach Lanterns (Quote will be required for defective lanterns to be removed prior to proceeding)
I. Beautification Committee: E. Martens
- Winter Planters - Thanks to At Your Home renovations and Mountain Kidz Klub for building and painting the snowflakes. They were not positively received unfortunately based on social media. We needed better communication about these to the community around their intention. Hopefully we can build on these for next year to improve.
- Snow Globes were received Dec 22nd and the Chair and several volunteers came to help paint them. We were unable to complete this prior to the holidays. To be Installed this week at the ends of our BIA and at Upper Wentworth and at E22nd.
J. Marketing Report: E. Martens
- CHCH Live on Location Holiday Filming was a success.
- Take-out at the View - See Attached document for full details. Capitalizing on our location next to escarpment and new picnic tables to market people coming to Concession to grab takeout and bring it to the park to enjoy the food with our stunning view.
Noting CHCH marketing plan - Would like to explore Take it the View as our first Live on Location.
- Social media with the Generator going well. E.Martens will film some segments with Suzanne to get some direct communication out to the community. Motion to Extend contract for another month?
K. Events Committee: E. Martens
- Ideas for Bunny Hop & Shop?
- Need to start planning for Streetfest.
- Streetfest Committee volunteers?
L. Executive Director Updates: E. Martens
- Community Events
- Action Plan, Governance
M. Open Questions
-Openfloortoattendees.