Thursday November 16th, 2023
9:12am - 10:15am
Dial in via Zoom Meeting
A. Welcome & Introductory Remarks: Chair E. Martens
B. Review & Approval of the Agenda: Chair E. Martens
C. Review & Approval of September & AGM Minutes: Chair E. Martens
Motioned to approve September minutes: Brenda E
Seconded: Eva Martens
Tabled AGM minutes as
D. Board Business:
- Unicorn Rebellion Rebrand Presentation (10 Minutes)
- Socially Infused Rebrand Presentation (10 Minutes)
- BIA Awards of Excellence Nominations
This awards program was developed to honour individual BIA members for the vital contributions they make to their community.
We need 2 nominees submitted by December 18th. There are three categories to choose from to submit the nominations for:
Façade Improvement – Recognizing the business or property owner for improvements to their property.
Sparkle Award – Recognize the business or property owner for ongoing maintenance of their property, creating a clean aesthetically pleasing environment.
Business/Community Partnership – Recognize the business or property owner for their involvement with the community on an on-going basis and being supportive of community initiatives. This could be through their participation in programs or events sponsored by the BIA or actively assisting with the BIA or community initiatives with invaluable volunteer hours and commitment.
The nominees from each BIA will be presented with a plaque of recognition at the awards ceremony on March 28th.
Each nomination will be checked for any outstanding work orders, property issues, or fire code issues. They will also be checked to ensure that the appropriate business license is in place. If there is anything outstanding, the nomination will not be accepted and the BIA would be advised to submit a new nomination.
Two options could be: Lyn’s Canadian Caribbean for the façade improvement award and Zarky’s for the Sparkle award.
- Office Security Cameras
Both would be self monitoring via phone apps, not 24/7 professional security monitoring
Telus – approx. $320 but $15 monthly so for a year $180, $500 total investment
(can’t pay the amount yearly, only monthly but can go onto the monthly phone bill, higher investment overall & reviews are average)
Google Nest – approx. $300 and $80 for a year subscription, $380 total investment
(better reviews & quality products, can coincide with existing google monthly bill if we choose the monthly subscription instead of yearly payment)
- Complaint Policy
- New Meeting Time (Review Form Responses & Discuss)
- Google Meet Switch (January Board Meeting)
- No December Board Meeting, Board to Reconvene in January
E. Safety Report: A. Chavez
- Encampment in Mountain Drive Park
City is aware, complaints have been made since early September. Will follow up with the encampment protocol, you can reference it in the weekly updates from the city on their website, it is referenced that it is in wards 6 & 7. Staff from Esther Pauls office confirmed their awareness of the encampment and that they are working to ensure it prioritized for the city.
- Rusted out Ashtrays in Garbage Bins (In Process with Public Works)
- Coach Lanterns
The lanterns are being replaced under the 10-year warranty, we will get 20 new lanterns to replace old ones and 13 of the old ones will be going to get recoated and sent back to us to replace the remaining lanterns. We will be looking at getting a few quotes for the installation of the lanterns & we will also be getting the overall timeline from the suppliers. The 10-year warranty will be renewing with the new lanterns being installed. We will also be double checking that all lanterns have electrical access through Alectra to ensure they are all installed and working correctly.
F. Beautification Committee: E. Martens
- Winter Planters
G. Marketing Report: A. Chavez
- CHCH Live on Location Holiday Filming
Filming is taking place on December 13th and will be aired on December 14th during Morning Live, usually it happens around 7:30 am – 8 am.
The businesses that were randomly selected are:
Skyn Med Spa
Candiwerx
Bring Me Some
Green Machine Kitchen
H. Events Committee: A. Chavez
- Winter Activation Ideas
We are working with Mountain Kids Klub on a couple of winter events, like breakfast with Santa and a lighting event at the pergola, the dates and times for these events are still to be confirmed and the details will be shared as soon as possible. They will also be doing their annual Santa Cruise Toy Drive on Saturday December 10th at 5pm and we invite businesses to take part and get involved if they can.
I. Executive Director Updates: A. Chavez
- Community Events
St. Stephen on the Mount is hosting their Christmas Market & Café on Saturday November 18th, from 10am to 2pm, they will have crafts, raffles, baked goods and more.
Mountain Kidz Klub is having their annual Christmas bazaar on Saturday December 2nd, from 11am to 3pm at the Eastmount Community Centre, they will have crafts, baked goods, a penny sale and raffles.
- Action Plan, Governance
We are working on a welcome/member package to be given out to new and existing businesses in the BIA, it will be a reference tool with high-level information for being a part of the BIA like available grants, key contacts, ward & councillor info, frequently asked questions, details on what a BIA is, and the responsibilities of being a business owner and BIA member.
We have also been working on updating existing policies and adding new ones, this is something we are going to continue as there are rules and guidelines we need to follow and having policies and procedures outlining things it will help the board now and in the future function a little easier. This is also leading us to create a bit of a hand off package to new board members/board terms & executive team members when there is a change of hands, this will hopefully minimize any information being lost in the change and can be used as a tool to educate new board members that are not familiar with being on a board and are fairly new to the role.
We are going to be reaching out to the membership and encouraging businesses to join the board or the meetings, get involved in our committees and be more engaged in the ongoing work and events that the BIA does. It is important to take part in the community and the BIA as it helps everyone
9:12am - 10:15am
Dial in via Zoom Meeting
A. Welcome & Introductory Remarks: Chair E. Martens
B. Review & Approval of the Agenda: Chair E. Martens
C. Review & Approval of September & AGM Minutes: Chair E. Martens
Motioned to approve September minutes: Brenda E
Seconded: Eva Martens
Tabled AGM minutes as
D. Board Business:
- Unicorn Rebellion Rebrand Presentation (10 Minutes)
- Socially Infused Rebrand Presentation (10 Minutes)
- BIA Awards of Excellence Nominations
This awards program was developed to honour individual BIA members for the vital contributions they make to their community.
We need 2 nominees submitted by December 18th. There are three categories to choose from to submit the nominations for:
Façade Improvement – Recognizing the business or property owner for improvements to their property.
Sparkle Award – Recognize the business or property owner for ongoing maintenance of their property, creating a clean aesthetically pleasing environment.
Business/Community Partnership – Recognize the business or property owner for their involvement with the community on an on-going basis and being supportive of community initiatives. This could be through their participation in programs or events sponsored by the BIA or actively assisting with the BIA or community initiatives with invaluable volunteer hours and commitment.
The nominees from each BIA will be presented with a plaque of recognition at the awards ceremony on March 28th.
Each nomination will be checked for any outstanding work orders, property issues, or fire code issues. They will also be checked to ensure that the appropriate business license is in place. If there is anything outstanding, the nomination will not be accepted and the BIA would be advised to submit a new nomination.
Two options could be: Lyn’s Canadian Caribbean for the façade improvement award and Zarky’s for the Sparkle award.
- Office Security Cameras
Both would be self monitoring via phone apps, not 24/7 professional security monitoring
Telus – approx. $320 but $15 monthly so for a year $180, $500 total investment
(can’t pay the amount yearly, only monthly but can go onto the monthly phone bill, higher investment overall & reviews are average)
Google Nest – approx. $300 and $80 for a year subscription, $380 total investment
(better reviews & quality products, can coincide with existing google monthly bill if we choose the monthly subscription instead of yearly payment)
- Complaint Policy
- New Meeting Time (Review Form Responses & Discuss)
- Google Meet Switch (January Board Meeting)
- No December Board Meeting, Board to Reconvene in January
E. Safety Report: A. Chavez
- Encampment in Mountain Drive Park
City is aware, complaints have been made since early September. Will follow up with the encampment protocol, you can reference it in the weekly updates from the city on their website, it is referenced that it is in wards 6 & 7. Staff from Esther Pauls office confirmed their awareness of the encampment and that they are working to ensure it prioritized for the city.
- Rusted out Ashtrays in Garbage Bins (In Process with Public Works)
- Coach Lanterns
The lanterns are being replaced under the 10-year warranty, we will get 20 new lanterns to replace old ones and 13 of the old ones will be going to get recoated and sent back to us to replace the remaining lanterns. We will be looking at getting a few quotes for the installation of the lanterns & we will also be getting the overall timeline from the suppliers. The 10-year warranty will be renewing with the new lanterns being installed. We will also be double checking that all lanterns have electrical access through Alectra to ensure they are all installed and working correctly.
F. Beautification Committee: E. Martens
- Winter Planters
G. Marketing Report: A. Chavez
- CHCH Live on Location Holiday Filming
Filming is taking place on December 13th and will be aired on December 14th during Morning Live, usually it happens around 7:30 am – 8 am.
The businesses that were randomly selected are:
Skyn Med Spa
Candiwerx
Bring Me Some
Green Machine Kitchen
H. Events Committee: A. Chavez
- Winter Activation Ideas
We are working with Mountain Kids Klub on a couple of winter events, like breakfast with Santa and a lighting event at the pergola, the dates and times for these events are still to be confirmed and the details will be shared as soon as possible. They will also be doing their annual Santa Cruise Toy Drive on Saturday December 10th at 5pm and we invite businesses to take part and get involved if they can.
I. Executive Director Updates: A. Chavez
- Community Events
St. Stephen on the Mount is hosting their Christmas Market & Café on Saturday November 18th, from 10am to 2pm, they will have crafts, raffles, baked goods and more.
Mountain Kidz Klub is having their annual Christmas bazaar on Saturday December 2nd, from 11am to 3pm at the Eastmount Community Centre, they will have crafts, baked goods, a penny sale and raffles.
- Action Plan, Governance
We are working on a welcome/member package to be given out to new and existing businesses in the BIA, it will be a reference tool with high-level information for being a part of the BIA like available grants, key contacts, ward & councillor info, frequently asked questions, details on what a BIA is, and the responsibilities of being a business owner and BIA member.
We have also been working on updating existing policies and adding new ones, this is something we are going to continue as there are rules and guidelines we need to follow and having policies and procedures outlining things it will help the board now and in the future function a little easier. This is also leading us to create a bit of a hand off package to new board members/board terms & executive team members when there is a change of hands, this will hopefully minimize any information being lost in the change and can be used as a tool to educate new board members that are not familiar with being on a board and are fairly new to the role.
We are going to be reaching out to the membership and encouraging businesses to join the board or the meetings, get involved in our committees and be more engaged in the ongoing work and events that the BIA does. It is important to take part in the community and the BIA as it helps everyone