Concession Street BIA
Board of Directors Meeting Minutes
Date: June 18 2026
Time: 9:04 a.m. – 9:59 a.m.
Location: Hybrid Meeting – 555 Concession Street, Hamilton and Virtual
Board Members Present
● Doris
● Eva
● Stephanie
● Tosin Ikotun
● Katie
● Jim (arrived shortly after the meeting commenced)
● Alana
Board Members Absent
● Subbu S
Guests Present
● Kim (Esther Paul's Office)
A quorum was confirmed.
1. Call to Order
The meeting was called to order at 9:04 a.m.
2. Approval of Agenda and Previous Meeting Minutes
The agenda was amended to include the Joy Box under New Business.
Motion: To approve the amended agenda and previous meeting minutes (Consent Agenda).
Moved by: Stephanie Seconded by: Alana
Carried.
3. Appointment of Board Secretary
Stephanie was formally appointed as Board Secretary.
Motion: To appoint Stephanie as Board Secretary.
Moved by: Eva Seconded by: Tosin Ikotun
Carried. Stephanie abstained from voting.
4. Treasurer's Report
Tosin Ikotun presented the Treasurer's Report.
Highlights included:
● Financial position remains healthy.
● Marketing and Events expenditures exceeded budget due to revenue-generating
initiatives.
● Operations remain below budget.
● Beautification expenditures remain below budget with additional projects still to be
completed.
● Payroll expenditures appear lower than anticipated and will be reviewed.
● Current bank balance is approximately $198,865.
Motion: To approve the Treasurer's Report.
Moved by: Eva Seconded by: Katie
Carried.
5. Safety Report
Jim presented the Safety Report.
Discussion included:
● Street walk observations and maintenance concerns.
● Graffiti and public infrastructure issues.
● Fraud prevention updates from the Superintendent's Advisory Committee.
● QR code scams, voice cloning, distraction thefts, and organized retail crime.
● Canadian Anti-Fraud Centre resources will be shared with the membership.
6. Beautification
The Board received an update regarding beautification initiatives.
Items discussed included:
● Green Venture completed seasonal planter maintenance.
● City plantings have been installed.
● Future City replacement of planters remains under discussion but is not anticipated
within the next few years.
7. Marketing and Events
Street Fest
● Approximately 5,000 attendees.
● Facebook engagement exceeded 14,000.
● Instagram engagement exceeded 67,000.
● Despite challenging weather conditions, the event was considered a success.
● Volunteers were recognized for their outstanding efforts.
Sidewalk Sounds
● Program expanded to eight entertainment locations.
● Additional locations will result in the program exceeding its current budget allocation.
Membership Updates
Business updates included:
● Dazzy's Variety opened.
● 564 Event Centre progressing through zoning and occupancy approvals.
● Squares opened under new ownership.
● Decor Furniture sold and transitioning into an artist collective.
● M4 Cards relocation noted.
8. New Business
Free Holiday Parking Program
The Board discussed continuing the annual Free Holiday Parking Program.
The program will operate from November 24 through December 24, with an estimated cost of
approximately $16,700 in forgone parking revenue.
Discussion included:
● Increased marketing efforts.
● Improved signage.
● Business promotional videos.
● A Winter Shopping Event to launch the initiative.
● Cross-promotion through Kim (Esther Paul's Office).
Motion:
To approve the Free Holiday Parking Program from November 24 through December 24.
Moved by: Tosin Seconded by: Stephanie
Carried.
Joy Box Initiative
The Board received an update on the Joy Box community initiative.
Discussion included:
● Strong public engagement, with more than 10,000 TikTok views.
● Opportunities for local businesses to participate.
● Approval of an honorarium for the creator.
● Reactivation of the BIA TikTok account.
● Potential collaboration with Kim (Esther Paul's Office) to promote the initiative.
Street Banners
The Board reviewed preliminary information regarding replacement of the Hamilton Music Fest
street banners.
Discussion included:
● High-wind mounting hardware.
● Estimated replacement costs.
● Available grant funding.
A complete inventory and supplier quotations will be presented at a future meeting before any
funding decision is made.
KPMG Audit
The Executive Director advised that the annual audit has commenced.
Administrative assistance may be retained to assist with document preparation and submission.
Action Items
● Review payroll variance.
● Complete the remaining street walk inspection.
● Share fraud prevention information with members.
● Send letters recognizing Street Fest volunteers.
● Promote the Free Holiday Parking Program.
● Plan and organize a Winter Shopping Event.
● Install promotional signage for the holiday parking campaign.
● Obtain inventory and supplier quotations for replacement street banners.
● Continue KPMG audit requirements.
● Schedule Board Secretary orientation with Stephanie.
9. Adjournment
There being no further business, the meeting was adjourned at 9:59 a.m.
Board of Directors Meeting Minutes
Date: June 18 2026
Time: 9:04 a.m. – 9:59 a.m.
Location: Hybrid Meeting – 555 Concession Street, Hamilton and Virtual
Board Members Present
● Doris
● Eva
● Stephanie
● Tosin Ikotun
● Katie
● Jim (arrived shortly after the meeting commenced)
● Alana
Board Members Absent
● Subbu S
Guests Present
● Kim (Esther Paul's Office)
A quorum was confirmed.
1. Call to Order
The meeting was called to order at 9:04 a.m.
2. Approval of Agenda and Previous Meeting Minutes
The agenda was amended to include the Joy Box under New Business.
Motion: To approve the amended agenda and previous meeting minutes (Consent Agenda).
Moved by: Stephanie Seconded by: Alana
Carried.
3. Appointment of Board Secretary
Stephanie was formally appointed as Board Secretary.
Motion: To appoint Stephanie as Board Secretary.
Moved by: Eva Seconded by: Tosin Ikotun
Carried. Stephanie abstained from voting.
4. Treasurer's Report
Tosin Ikotun presented the Treasurer's Report.
Highlights included:
● Financial position remains healthy.
● Marketing and Events expenditures exceeded budget due to revenue-generating
initiatives.
● Operations remain below budget.
● Beautification expenditures remain below budget with additional projects still to be
completed.
● Payroll expenditures appear lower than anticipated and will be reviewed.
● Current bank balance is approximately $198,865.
Motion: To approve the Treasurer's Report.
Moved by: Eva Seconded by: Katie
Carried.
5. Safety Report
Jim presented the Safety Report.
Discussion included:
● Street walk observations and maintenance concerns.
● Graffiti and public infrastructure issues.
● Fraud prevention updates from the Superintendent's Advisory Committee.
● QR code scams, voice cloning, distraction thefts, and organized retail crime.
● Canadian Anti-Fraud Centre resources will be shared with the membership.
6. Beautification
The Board received an update regarding beautification initiatives.
Items discussed included:
● Green Venture completed seasonal planter maintenance.
● City plantings have been installed.
● Future City replacement of planters remains under discussion but is not anticipated
within the next few years.
7. Marketing and Events
Street Fest
● Approximately 5,000 attendees.
● Facebook engagement exceeded 14,000.
● Instagram engagement exceeded 67,000.
● Despite challenging weather conditions, the event was considered a success.
● Volunteers were recognized for their outstanding efforts.
Sidewalk Sounds
● Program expanded to eight entertainment locations.
● Additional locations will result in the program exceeding its current budget allocation.
Membership Updates
Business updates included:
● Dazzy's Variety opened.
● 564 Event Centre progressing through zoning and occupancy approvals.
● Squares opened under new ownership.
● Decor Furniture sold and transitioning into an artist collective.
● M4 Cards relocation noted.
8. New Business
Free Holiday Parking Program
The Board discussed continuing the annual Free Holiday Parking Program.
The program will operate from November 24 through December 24, with an estimated cost of
approximately $16,700 in forgone parking revenue.
Discussion included:
● Increased marketing efforts.
● Improved signage.
● Business promotional videos.
● A Winter Shopping Event to launch the initiative.
● Cross-promotion through Kim (Esther Paul's Office).
Motion:
To approve the Free Holiday Parking Program from November 24 through December 24.
Moved by: Tosin Seconded by: Stephanie
Carried.
Joy Box Initiative
The Board received an update on the Joy Box community initiative.
Discussion included:
● Strong public engagement, with more than 10,000 TikTok views.
● Opportunities for local businesses to participate.
● Approval of an honorarium for the creator.
● Reactivation of the BIA TikTok account.
● Potential collaboration with Kim (Esther Paul's Office) to promote the initiative.
Street Banners
The Board reviewed preliminary information regarding replacement of the Hamilton Music Fest
street banners.
Discussion included:
● High-wind mounting hardware.
● Estimated replacement costs.
● Available grant funding.
A complete inventory and supplier quotations will be presented at a future meeting before any
funding decision is made.
KPMG Audit
The Executive Director advised that the annual audit has commenced.
Administrative assistance may be retained to assist with document preparation and submission.
Action Items
● Review payroll variance.
● Complete the remaining street walk inspection.
● Share fraud prevention information with members.
● Send letters recognizing Street Fest volunteers.
● Promote the Free Holiday Parking Program.
● Plan and organize a Winter Shopping Event.
● Install promotional signage for the holiday parking campaign.
● Obtain inventory and supplier quotations for replacement street banners.
● Continue KPMG audit requirements.
● Schedule Board Secretary orientation with Stephanie.
9. Adjournment
There being no further business, the meeting was adjourned at 9:59 a.m.