​ANNUAL GENERAL MEETING 2025
Thursday, October 16, 2025
10am – 11am
Concession Library, 2nd Floor (In person Meeting)
Dial In via google meet (online attendee)
 
PRESENT IN PERSON: Eva M; Jim F; Tosin I; Alanna P; Doris S
ONLINE ATTENDANCE: Stephanie M; Kim TG
REGRETS: Terry R; Brenda E; Subbu S; Jinay S
GUESTS IN PERSON: Christina G (City of Hamilton); Suzanne Z (The Generator); Janna A (Urban Zoo); Faye G (Volunteer Coordinator); Sherry B (Kumo Salon)
 
Summary
Doris CONCESSION BIA ED convened the meeting, where the consent agenda and last year's AGM minutes were approved. Tosin I presented the Treasurer's report and the 2026 budget proposal, which included a 4% levy increase to fund a new full-time administrative assistant, with Alanna and Jim approving the budget. Jim Foreman reported on safety audits and community issues, while Suzanne highlighted the success of marketing efforts, and Doris CONCESSION BIA ED recapped the year's events, including Street Fest and Cornfest. Christina Geissler of the City of Hamilton detailed initiatives supporting BIAs, such as the homelessness toolkit and a new 2026 vacancy assistance grant, and Doris CONCESSION BIA ED discussed ongoing dialogues with crime managers, the importance of crime reporting for data collection, and the ramp-up of crime prevention safety storefront audits.
Details

• Meeting Opening and Agenda Approval Doris CONCESSION BIA ED called the meeting to order at 10:04 a.m., confirming a quorum and welcoming online guests Stephanie M from Lavandula and Kim TG from Esther Paul's office. The consent agenda, including approval of the day's agenda and review of last year's AGM minutes, was moved forward by Jim Foreman and seconded by Janna
• Chairpersons’ Report: Eva M CONCESSION BIA CHAIR: Motion to approve this report by Jim F and 2nd by Alanna P
• Eva M presented her report, noting significant growth and an increase in pedestrian traffic on the street. The Board has approved a proposed full-time administrative assistant position to support the executive director, who has been instrumental in organizing events and is performing well.
• Board Member Recognition and Future Elections Eva M expressed gratitude to the Board Members for their commitment and recognized Tosin for his excellent work as Treasurer and Alanna for stepping up as Vice Chair. Eva also noted that Board Elections would occur in 2026, aligning with the city election schedule, and that some executive board positions are still open.
• Beautification Projects and City Maintenance Eva provided updates on beautification efforts, including improvements to plants, cedar trees, and the use of seasonal wraps for planters which proved to be cost-effective. There is an ongoing discussions with the city regarding traditional maintenance approaches for native plants and the safety concerns surrounding hanging baskets, which will not be part of next year's budget.
• Community Patios and Parking Program Eva M reported that community patios, initially an add-on project, were well-received and utilized by residents, especially during events, despite some concerns about illicit use. The patios will be a budget item for next year, funded in part by shared parking revenue, which may impact the full free parking program.
• Treasurer's Report and 2026 Budget Proposal Tosin I presented the financial update as of September 30, 2025, highlighting that operating expenses were under budget, while street-related expenses were over budget. The proposed 2026 budget includes a 4% increase in the city-requested levy to accommodate a new full-time administrative assistant position, slight increases in rent and utilities, and continued support for events like Cornfest. The budget was approved with a motion by Alanna and seconded by Jim.
• Safety Audits and Community Issues Jim Foreman reported on the semi-annual safety audits, noting issues with graffiti and corroded combination trash/ashtray bins, which the city plans to phase out. They also discussed a police-led community meeting on car theft and suggested that future meetings should focus on issues relevant to merchants and the increasing concern of gun violence.
• Marketing Report Highlights Suzanne Z (The Generator) presented the marketing report, revealing 1.825 million total views on social media over the past year. Top posts included new restaurant openings like Diner on Concession and events such as Street Fest. She noted that 75% of interactions came from regular photo posts and highlighted the demographics, with women aged 35-44 being the most engaged audience on both Instagram and Facebook.
• Events Recap Doris CONCESSION BIA ED provided a recap of the year's events, including Street Fest, which had a $200 surplus after accounting for grants and vendor income. They also discussed the Bunny Hop, Sidewalk Sounds, Cornfest (which exceeded its budget but had good returns), and the first-time Truth and Reconciliation event, where a hat pass collected $440 that the BIA matched. Other events mentioned were the Halloween costume parade, Breakfast with Santa, the plant swap, and the first-ever Thanksgiving luncheon for the community that introduced local restaurateurs. MOTION TO APPROVE ED REPORT: Eva M, 2nd Alana P
• City of Hamilton BIA Support Initiatives Christina Geissler from the City of Hamilton's economic development department detailed the city's support for BIAs, including a homelessness toolkit to help businesses address issues without always involving the police. She also mentioned a memorandum of understanding (MOU) outlining departmental responsibilities, a BIA toolkit for operational efficiency, and a permanent graffiti removal grant program. Christina outlined the various financial contributions from economic development, such as operating budget contributions, shared parking revenue, Christmas grants, and a new 2026 vacancy assistance grant to help BIAs address commercial vacancies.

 
AGM Meeting Adjourned at 11:05 am: Motion: Jim F, 2nd Tosin I