MEETING MINUTES
Thursday, March 19, 2026
In Person-Cancer Assist Boardroom
Dial in via Google Meet
 
 
1. Call to Order
The meeting was called to order at 9:17 a.m. by the Eva Martens, following confirmation of quorum.


2. Attendance: In Person Present

• Doris (Executive Director) Eva Martens (Chair) Alan P (Co-Chair)

2.1 Attendance: via Google Meet

• Jim Foreman (Chair, Safety Committee), Alana P (Vice Chair), Stephanie (Lavandula Spa), Kim T.G (Esther Pauls office)

Regrets:

• Tosin I (Treasurer)

Absent: Brenda E (Penny Pincher Costumes), Terry R (Community Rep)


3. Quorum
Quorum was not achieved at the scheduled start time due to technical issues but was confirmed at 9:17 a.m. upon arrival of an additional board member.
Due to technical difficulties, the Board approved a one-time procedural exemption allowing auditory confirmation of votes in place of visual verification.


4. Approval of Agenda and Previous Minutes
Motion: To approve the March 19, 2026 agenda and prior meeting minutes (consent agenda), including the temporary voting accommodation.

• Moved by: Jim Foreman , Seconded by: Alana P - Carried

5. Financial Matters
5.1 2024 Financial Audit
Motion: To approve the 2024 audited financial statements prepared by KPMG.

• Moved by: Eva Martens, Seconded by: Jim Foreman - Carried

6. Business Arising
6.1 Board Vacancy

• The Board continues recruitment efforts for the Secretary position.

7. Reports
7.1 Safety and Maintenance Report

• Property maintenance concerns noted:
  • Damaged flashing (Zarky’s)
  • Loose eavestrough (Guardian Pharmacy) was addressed promptly
• City-related damage to storefront glass at 555 Concession was addressed promptly.
• Board directed that a notice be issued to property owners to inspect buildings following recent high winds.

7.2 Streetscape / Beautification Committee

• Seasonal transition underway:    Removal of winter décor, Installation of spring/Easter wraps

7.3 Events and Promotions
CNOY Event

• 279 registered attendees; strong participation, Promotional giveaway items were fully distributed.
• Positive community engagement and increased social media activity.

Fashion Show

• Ticket sales: 28 sold; 75 complimentary tickets allocated.
• Promotion includes VIP tickets to the Juno Awards. Paid advertising campaign launched.
• Sponsorship funding secured (~$2,000+). MC confirmed; opening remarks assigned.

Compliance Note:

• Discussion held regarding raffle/contest regulations; Board acknowledged need to ensure compliance with applicable municipal and provincial lottery licensing requirements.

7.4 Upcoming Events

• Easter Event: Scheduled for April 4, 2026 at 11:00 a.m.
• Street Festival:
  • Format revised to curbside due to municipal restrictions (hospital zone).
  • Anticipated reduction in vendor capacity and revenue.

8. Delegations: Guests:  Shirley Huisman (Crime Stoppers), Pieter Ciere (Crime Stoppers)
8.1 Crime Stoppers Presentation
Representatives from Crime Stoppers provided an overview:

• Volunteer-based organization funded through donations and fundraising.
• Offers anonymous tip reporting to support police investigations.
• Requested:
  • Permission to distribute awareness materials
  • Placement of donation devices in local businesses
  • Participation in community events

Key Clarifications:

• All crimes must first be reported to police for official records.
• Crime Stoppers acts as a supplementary anonymous reporting channel, not a replacement.
• Information received is relayed to law enforcement through secure processes.

9. New Business

• None recorded.

10. Adjournment
Motion: To adjourn the meeting. Time: 10:09 a.m. Carried


11. Action Items

• Prepare and distribute fashion show promotional materials and VIP ticket messaging.
• Continue ticket sales and cross-promotion efforts.
• Assemble raffle prize basket.
• Issue property maintenance notice to BIA members.
• Finalize fashion show logistics with coordinator.

12. Notes for Compliance
These minutes reflect:

• Recorded motions, movers, and outcomes
• Quorum verification
• Clear separation of reports and decisions
• Compliance with transparency expectations under the Municipal Act, 2001