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MAR 2024 minutes

Board Meeting (2024-03-21 9:05 GMT - 4)
Present:
BOARD MEMBERS + ED: Eva Martens – Chair; Executive Director; Jim Foreman; Penny Pincher Costumes Inc. Entertainer Central; Stephanie Muir; Tosin Ikotun (Treasurer)
GUESTS: Sharla Armstrong; Sarah Farr; Todd Lepitre; + 10 undeclared/anonymous attendees
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 9:03 a.m.
B: Review & Approval of March agenda with annotated addendum: Eva Martens, chair
MOTION TO ACCEPT AGENDA with ADDENDUM: Eva Martens;  Seconded: Jim Foreman; PASSED
C: Review & Approval of February minutes: Eva Martens, chair
MOTION TO ACCEPT FEBRUARY MINUTES: Eva Martens; Seconded: Jim Foreman; PASSED
 
D: Board Business:
 
  1. GOVERNANCE
  • Requesting a possible date/day change on the Board Meetings
     MOTION TO MOVE TO QUARTERLY MEETINGS: EVA MARTENS
    
 
  1. BEAUTIFICATION/SAFETY COMMITTEE
 
  • OLD BUSINESS:
 
  • BUTT Blitz – April 26 (Beautification)
    • ED REPORT: due to City Hall cyberattack, BEAUTIFUL ALLEYS will step in and do a clean up April 20th
    • BIA stores are encouraged to participate
Coffee cans for butts, clean up litter in front of stores
ACTION: ED to notify membership of storefront clean up to speed things up in terms of garbage/butt collection
  • Safety Audit (Safety/Beautification)
    • Need volunteers to do a night time safety audit
  • Temporary Patio Program
    • On hold – City Hall Cyber attack
    • Townhall was looking into applying
  • Planters – quote from City initiated
    • Jim Foreman: reported a burned garbage receptacle; city has picked up and replaced
  • Gift Cards (Marketing)
    • EVA MARTENS REPORT: further studies needed in tandem with Board Treasurer Tosin O.  Financial implications vs needs and benefits to the BIA membership
 
  • NEW BUSINESS:
    • Art Installation on West Wall of the Library has fallen & subsequently damaged, a replacement/repair necessary
ACTION: ED to follow up with original installer to repair and re-install
  • Inventory of viable Planters are underway/repairs are being identified
    • EVA MARTENS REPORT: inventory was done in the fall, if we want new planters to replace the damaged planters, they will be a different style
  1. MARKETING
  • OLD BUSINESS:
  • Mohawk College Co-op placement – starts: April 8
    • ED REPORT: these are tourism students looking to gain experience in special events
    • EVA MARTENS REPORT: not sure if the membership took advantage of the 2-week co-op students but the offer was sent to the membership
 
  • NEW BUSINESS:
 
  • BRANDING REPORT – Eva Martens
    • Landmarks/Infrastructure measurements – in play
    • Basic re-branding questionnaires – submitted
 
  • TAKE IT TO THE VIEW (Marketing) – Doris/Eva
    • EVA MARTENS REPORT: further discussion with the restaurateur’s membership whether this is a good investment
 
  • April 8th TOTAL ECLIPSE PARTY – 2pm – 5pm
 
  • ED REPORT:
  • BIA & Library providing Eclipse Viewers, Refreshments, music, staying within the footpath starting at the Wentworth Stairs
 
  1. EVENTS COMMITTEE
    • OLD BUSINESS:
    • Family Day Townhall- Feb 19th at 3pm – success
      • EVA MARTENS: looking to make it a regular occurrence good attendance, positive input, volunteers signed up


 
  • Coldest Night of the Week – February 24th
    • EVA MARTENS: Diane from Made You Look Optical joined in the walk; N2N has reached their target fundraising goals
 
  • NOSH contest winners – announced, awarded
  • Month-long coloring contest – ongoing
    • ED REPORT: good participation, enthusiasm is present
  • March Break Rock n Roll – success
    • ED REPORT: a low cost, highly participatory project
 
  • NEW BUSINESS:
  • FARMERS MARKET REPORT – Doris
    • Exploring grants available, researching Insurance
    • ED REPORT: research in location, possible vendors and insurability is ongoing.  The Insurance cost will be prohibitive regardless of setting up on Private property or City Property

  • EARTH DAY – ED REPORT
  • April 20: Spring Clean-up: Beautiful Alleys
    • April 22: Earth Day, plant a seed kits give-away
    •  SIDEWALK SOUNDS: - Doris
                              ED REPORT: switching back to Friday nights
  • Music/entertainment: 6pm – 9pm
  • Vendors on sidewalk – free of charge
  • First sidewalk sounds: Friday, May 17th ; entertainment in two locations, looking to have a soft landing on the date change, perhaps rotating locations for the remaining dates
  • NO OBJECTIONS - passed
 
 
  1. FINANCE/SECURITY
  • OLD BUSINESS
  • TREASURERS REPORT - presented
  • 2023 Balance Sheet Review (Joel Newman)
  • TREASURERS REPORT – input from Joel Newman
 
  • NEW BUSINESS
    • ED REPORT: Joel Newman requested an in-person get together with the new treasurer – working out the scheduling
    • RBC EXPRESS (Finance) – Eva Martens/Tosin
      • Moving ahead; scheduled for Friday Mar 22nd
 
  • The Generator social media will be renewed in May & June (month of April will be managed by Mohawk College Interns)
    • BRENDA E: motion to renew in May & June
    • STEPHANIE MUIR: second


 
MOTION TO AMEND AGENDA
EVA MARTENS: Motion
JIM FOREMAN: seconded, passed
 
 
  • ADDENDUM – Cybersecurity Workshop for BIA members/small business owners.  Concession Library – towards the end of April
    • ED REPORT: confirmed with the Concession Library on April 23 at 2pm – Programming Room; BIA membership have been notified if they wish to sign up

​

           

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  • Black History Audio Tour
  • Business Directory
    • Occupancy/Vacancy
    • Food
    • Late Night
    • Breakfast
    • Vegan/Vegetarian Options
    • SHOP
    • Entertainment & Fitness
    • Beauty
    • Professional Services
    • Health And Wellness
    • Community Partners
  • What's Happening NOW!
    • STREETFEST 2025
    • SIDEWALK SOUNDS 2025
  • About the BIA
    • What is a BIA
    • History of our Street
    • Market Assessment
    • Current Board
    • Meetings >
      • Agendas 2025
      • Minutes >
        • Jan 2025 Minutes >
          • Jan 2025 ED Report
        • Feb 2025 Minutes >
          • Feb 2025 ED Report
        • March 2025 Minutes >
          • Mar 2025 ED Report
        • April 2025 Minutes >
          • April 2025 ED Report
        • Oct 2024 Minutes - AGM
        • NOVEMBER 2024 Minutes
    • BIA Policies & Budget >
      • Budget >
        • Budget 2025
        • Budget 2024
      • Procedural By-Law
      • Code of Conduct
      • Procurement Policy
      • Hiring Policy
  • Contact