BIA MEETING MINUTES
 
Thursday March 20, 2025
9:00am – 9:57am
 
In attendance: Eva M, Tosin I, Doris S
Additional: Alanna P; Brenda E; Stephanie M, Subbu S; Terry R
Regrets: Jim F, Kim T.G (Ester Pauls’ office)
 
 
A. Welcome & Introductory Remarks: Chair E. Martens
Welcome everyone, we do have a quorum
Hiring: We have moved onto the interview phase; Eva M, Stephanie M & Janna G had some input in the candidate selection
B. Board Business:
- Motion to activate Consent Agenda
* *Triggering Consent Agenda **
- Review & Approval of March agenda **
- Review & Approval of February 2025 minutes (attached) **
- Seeking Board Members: Vice Chair, Secretary **
 
Motion to activate: Stephanie M, 2nd: Tosin I – no objections, passed
 
C. Financial Report: Tosin I (Full Report Attached)

• Current Balance as of March 20, 2025: $125,053.42

           Summary Expenditures:

• Operations Budget: $30,650  Expenditures To date: $10,310
• Payroll Budget: $$87,400  Expenditures To date: $11,786
• Marketing & Events Budget: $77,300   Expenditures To date: $14,015
• Beautification Budget: $22,360    Expenditures to date: $6,189

Eva M: Let the minutes reflect that an amendment is to be made to the financial report to outline that the bulk of the Marketing Expenditure did arise out of the CHCH 2024 advertising contract.  2024 final bill was received and paid in Jan 2025.  This advertising contract has not been renewed for 2025
Motion to accept financial report with amendments: Eva M; 2nd Stephanie M
D.  Safety Report: Jim Foreman (regrets)
Summary Report: Looking to schedule a Spring Safety Audit – possibly in May
Continue to be vigilant and keep the lights on at night, recently observed a pair of lurkers at the CAP Office
 
E. Beautification Committee: Eva Martens/Stephanie Muir/Janna Goodyear
Planter Box Decorations/Spring Pollinator Planting
Doris: renewing the planter box decorations to include BIA logo as a wrap around
Quotes are being obtained from True Hamiltonian
Eva M: prior to budget approval, submit quotes & a plan of action
Stephanie M: ensure that planter box decorations be removed and replaced promptly in a safe manner
Pollinator Planting budget approval of $2,000
Motion to approve Pollinator Planting project: Eva M, 2nd Stephanie M, no objections - passed
F. Marketing Report: Doris Sanchez/Eva Martens
Doris: Wellness Promotion Update: 26 Tickets redeemed so far, this promotion ends March 28th
G. Events Committee: Doris Sanchez, Eva M, Janna G
Streetfest Vendors approved so far: 26 outside vendors; 3 community partners
Doris: awaiting Streetfest 2025 budget approval.  Can be done via email
Easter Event: April 19th from 11am – store to store Easter candy collection to be led by the Easter Bunny (Terry R)
2024 – expenditure: $750
2025 Request: $1800 Motion to approve requested: Motion: Subbu; 2nd Stephanie M

H. Executive Director Updates: Doris Sanchez (attached)
Eva M: Let the minutes reflect that the ED Report in reference to the Planter Box decorations is to be tabled pending submission of quotes; ED Report to include Jim Foremans’ Meet the Candidate Report
Motion to accept: Eva; 2nd Stephanie M – no objections, passed
 
 
H. NEW BUSINESS (see attached MEMO)
1. Temporary Patios – 3 to be installed in a neutral and central location for the sole purpose of offering a BIA community gathering place.  Quote obtained: $4,300 (including supply, installation, removal, permit cost, tax & metered parking cost) Crash barrier costs are covered by the City of Hamilton
This will also offer an opportunity for advertising spaces over the summer months, BIA Logo and ownership at the forefront
Motion to approve: Eva, 2nd Terry R – approved
 
2.  Hillcrest Mosaic – it is currently presenting a trip & fall hazard
a) Patch up the sidewalk
b) create a life-sized replica to install at BIA Window or bench
c) submit a request for an additional community board over by Shoppers
Budget, costing can be approved via email, pending submitted plan of action
 
ADJOURNED: 9:57 a.m.