NOVEMBER 2025 MEETING MINUTES
Thursday November 20, 2025 - 9am - 10am
In Person – Cancer Assist Boardroom – Present: Eva M, Jim F, Alana T, Tosin I, Doris S
Dial in via Google Meet – Stephanie M, Subbu S
A. Welcome & Introductory Remarks:
Chair E. Martens – We have a quorum present, this meeting starts @ 9:02am
B. Board Business:
- Motion to activate Consent Agenda **
- Review & Approval of November agenda **
- Review & Approval of September 2025 minutes (attached) **
- Seeking Board Members: Secretary **
Motion to accept September 2025 minutes: Alana P, 2nd: Jim F
C. Financial Report: Tosin Ikotun
Banking updates; Income/Expense Statement: As of November 20, 2025 we have $91,000 in the bank. Expecting further invoices prior to closing out the year
Motion to accept Treasurers Report: Eva M, 2nd Jim F
Treasurers Report shared in person, presented and attached
D. Safety Report: Jim Foreman – Safety Audit took place on Monday, November 17 at 6pm
Safety Auditors: Jim F (chair) Eva M and John Alexander (JT Pets)
Summary Observations: More lights at Sam Lawrence & East Side of Concession Street, Fix/Replace burnt out pole lights & Coach Lanterns
E. Beautification Committee: Eva Martens/Stephanie Muir/Janna Goodyear
Christmas Decoration Proposals- More Christmas Lights to be installed, planter box wraps in Christmas theme underway, Cedar Tree Decorations underway, Wooden installations to be placed at the Concession Street gateways
F. Marketing Report: Doris Sanchez (see: attached ED report)
Free Holiday Parking from December 1 – 31: BIA Cost of $16,706.69
Lawn signs, meter stickers, social media notices, posters will be installed by December 1
G. Events Committee: Doris Sanchez, Eva Martens, Janna Goodyear (see: attached ED report)
Free Thanksgiving Luncheon: Cost: $2742 – 100 attendees (Residents & Volunteers)
Halloween Costume Parade/Hamilton Day – Cost: $1,700 + Promotional Cost of $800.00
Free Breakfast with Santa: Cost: $2,200 – Saturday, December 6th – sold out as of November 19th
H. Executive Director Updates: Doris Sanchez (report attached)
Social Media Statistics
Halloween Costume Parade: November (highest) FB: 4,139 IG: 29,586
I. New Business
- BIA membership update – no new turnover
Thursday November 20, 2025 - 9am - 10am
In Person – Cancer Assist Boardroom – Present: Eva M, Jim F, Alana T, Tosin I, Doris S
Dial in via Google Meet – Stephanie M, Subbu S
A. Welcome & Introductory Remarks:
Chair E. Martens – We have a quorum present, this meeting starts @ 9:02am
B. Board Business:
- Motion to activate Consent Agenda **
- Review & Approval of November agenda **
- Review & Approval of September 2025 minutes (attached) **
- Seeking Board Members: Secretary **
Motion to accept September 2025 minutes: Alana P, 2nd: Jim F
C. Financial Report: Tosin Ikotun
Banking updates; Income/Expense Statement: As of November 20, 2025 we have $91,000 in the bank. Expecting further invoices prior to closing out the year
Motion to accept Treasurers Report: Eva M, 2nd Jim F
Treasurers Report shared in person, presented and attached
D. Safety Report: Jim Foreman – Safety Audit took place on Monday, November 17 at 6pm
Safety Auditors: Jim F (chair) Eva M and John Alexander (JT Pets)
Summary Observations: More lights at Sam Lawrence & East Side of Concession Street, Fix/Replace burnt out pole lights & Coach Lanterns
E. Beautification Committee: Eva Martens/Stephanie Muir/Janna Goodyear
Christmas Decoration Proposals- More Christmas Lights to be installed, planter box wraps in Christmas theme underway, Cedar Tree Decorations underway, Wooden installations to be placed at the Concession Street gateways
F. Marketing Report: Doris Sanchez (see: attached ED report)
Free Holiday Parking from December 1 – 31: BIA Cost of $16,706.69
Lawn signs, meter stickers, social media notices, posters will be installed by December 1
G. Events Committee: Doris Sanchez, Eva Martens, Janna Goodyear (see: attached ED report)
Free Thanksgiving Luncheon: Cost: $2742 – 100 attendees (Residents & Volunteers)
Halloween Costume Parade/Hamilton Day – Cost: $1,700 + Promotional Cost of $800.00
Free Breakfast with Santa: Cost: $2,200 – Saturday, December 6th – sold out as of November 19th
H. Executive Director Updates: Doris Sanchez (report attached)
Social Media Statistics
Halloween Costume Parade: November (highest) FB: 4,139 IG: 29,586
I. New Business
- BIA membership update – no new turnover