May 2024

Board Meeting (2024-05-16 9:05 GMT - 4)

Present:
BOARD MEMBERS: Eva Martens – Chair; Executive Director; Jim Foreman; Stephanie Muir; Penny Pincher Costumes Inc. Entertainer Central; Sam Minniti (c/o Esther Pauls); Tosin Ikotun (Treasurer), Subbu Subramonian; Sharla Armstrong
NOTES: minutes derived & edited from the meeting recording transcript
A: Welcome & Introductory remarks: Eva Martens, chair
All Welcome everybody, we have a quorum present
B: Review & Approval of April agenda
MOTION TO ACCEPT AMENDED AGENDA: Motion – Jim Foreman; 2nd – Stephanie Muir; PASSED
C: Review & Approval of April Minutes: Eva Martens, chair
MOTION TO ACCEPT APRIL MINUTES: Motion – Subbu Subramonian; 2nd Jim Foreman - PASSED

D. Board Business:

GOVERNANCE

Need to fill Board of Director roles for: Vice Chair & Secretary – recruitment needed among BIA members

EVA – we have a need to fill the Vice Chair and Secretary positions for the Board, if you know of a BIA member interested, reach out to Doris for further details on what the position entails

Need to coordinate with Dirty South to accept their Chamber of Commerce Award – Doris

Doris – getting the correct scheduling for Dirty South for the photo op along with Caribbean Canadian Restaurant, perhaps during Streetfest

CONSENT AGENDA – introduction (attachments sent with Agenda)
Eva Martens– all agenda items and previous minutes are summarized into one agenda item for expediency in approvals. CAVEAT: Board Members are responsible in ensuring that they have read the contents.
Jim Foreman – if we are looking at having fewer meetings, the CONSENT AGENDA would expedite the meetings
Sam Minniti – the city uses parliamentary procedures with the Consent Agenda, however, it does allow for removal of agenda items that warrants more discussion, but certainly expedites standard agenda items
MOTION to ADOPT CONSENT AGENDA: Motion – Eva Martens; 2nd – Jim Foreman
Hello Gift Cards – tabled after Streetfest. Motion to table – Eva Martens; 2nd – Subbu Subramonian - passed

BEAUTIFICATION/SAFETY COMMITTEE

JIM FOREMAN/SHARLA ARMSTRONG REPORT (attached with Agenda)
Cigarette Butts is an ongoing issue; perhaps a request for more ashtrays from the city will help solve the issue; another safety walk in the fall has been scheduled and needed to look for trip hazards; graffiti has been addressed which requires a closer examination
Eva Martens – motion to accept the safety report, 2nd – Subbu Subramonian – passed
Eva Martens – a quick update on the Mural Panel, it has been followed up and action has been taken to replace the panel

MARKETING REPORT

Eva Martens – a quick update on rebranding: have met with the re-branding team, working on about 5 or 6 ideas refining the logo and finalizing the re-brand
Doris Sanchez – a quick update on the CHCH ads running, scheduling is being worked out and the 10sec clips has been updated to current stores
Doris Sanchez – a CHCH live broadcast will soon be scheduled, it is a lottery system that CHCH will take the lead on to be broadcast over the Christmas season

EVENTS COMMITTEE REPORT

Doris Sanchez – the first Sidewalk Sounds/Night Market will be on the 17th running from 6-9pm; a good number of pedestrian traffic is expected, encouraging store owners to stay open a little later than usual
Eva Martens – continuous committee member recruitment is ongoing
Doris Sanchez – STREETFEST – website has been updated outlining the entertainment, new funding partners have come forward (Councillors Esther Pauls & John Paul Danko)
Events Budget has been approved by the Board of Directors via email and copy has been attached with the agenda

FINANCE REPORT

Tosin Ikotun – significant progress is being made with setting up the premium online banking, 1st Quarter profit & loss statement has been presented, the 2nd Quarter will be more defined as larger expenditures are expected due to Events, Rebranding, Beautification
Tosin Ikotun – city audit is currently underway
Eva Martens – requesting a motion to accept 1st Quarter financial statements – Stephanie motion, 2nd Jim Foreman - passed

-Ended at 10:06 -