Transcript - BIA Election Outreach and Funding - Business Improvement Area Sub-Committee

BIA Election Outreach and Funding - Business Improvement Area Sub-Committee - March 10, 2026

BIA subcommittee meeting March 10th. Sound check one. Good morning everybody. Welcome to the business improvement area subcommittee. Uh it's 10:31 Tuesday, March 10th. Um we have Corum present. So I'd like to call this meeting to order. Please be reminded that all electronic devices are to be switched to a non-audible function during committee meetings. Um, I will now commence with a roll call. Please indicate your presence when I call your name. Uh, councelor Esther Paul's councelor Moren Wilson present. Uh, Susie Braithweight from International Village here. Tracy McKinnon from Westdale and Stony Creek here. Uh Adrien Meckley from Hus Village here. Uh Susan Penny from Waterdown here. Uh Betina Shoreman from Lock Street. Uh David Taylor from Dundas here. Emily Walsh from downtown here. Stephanie Wheeler from Ottawa Street here. and myself from Barton Village. Uh Doris Sanchez and councelor Tammy Huang uh send their regrets. Jennifer is here. Um we'll just do a quick introduction to uh Jennifer Madn who is representing uh Ancaster BIA. Welcome Jennifer. Thank you and good morning. Okay, I am sorry to interrupt uh uh Chair Ugle. Um Jennifer has advised me that her camera is not working properly, but she is in the meeting. Okay. Um I'm going to we're going to kick off this meeting uh with a land acknowledgement. Something new, but uh something I feel is important that we add to the meetings. The city of Hamilton is situated upon the traditional territories of the era eerie neuro neutral hiron wendat hodnosonyi and missagas. This land is covered by the district with one spoon wampam belt covenant which was an agreement between the honosonyi and the inishabc to share and care for the resources around the great lakes. We further acknowledge that this land is covered by the between the lakes purchase 1792 between the crown and the missagas of the credit first nation. Today, the city of Hamilton is home to many indigenous people from across Turtle Island, North America. And we recognize that we must do more to learn about the rich history of this land so that we can better understand our roles as residents, neighbors, partners, and caretakers. May I have a mover and a seconder to approve the agenda as presented? Moved by David, seconded by Stephanie. Are there any amendments from committee members to the agenda, including anything you wish to discuss today? Seeing nothing, please indicate your vote. All in favor, the motion is carried. Are there any declarations of interest? Seeing none, let's move on. Um, may I have a mover and a seconder to adopt the minutes of the February 17th, 2026 meeting as presented? Moved by Susan, seconded by Emily. Are there any discussion on the minutes? Seeing none, please indicate your vote. All in favor? That motion is also carried. That is flying through. Okay, items for information. Uh, for those providing presentations today, please remember that presentations are limited to 10 minutes. Um, I'm going to start by passing the chair to Susie to provide an update on the passport program working group. Um so we have a short list of ideas that have been um sort of vetted through the working group and um we think we have what is going to be um an option that we can bring to this committee. Um so the hope would be to invite um the group that has brought that idea forward to us um to the next m meeting to present that idea. Um there's a few a few things that need to be adjusted. So um we're going to go back to them and then we'll invite them to the next meeting to present that option for the consideration of this committee. That's the entire update. Are there any questions for Naen? Amen. Okay, I will take the chair back. Uh we have some guests in the room with us today. Um Shauna Evans, project manager, elections education and supports and Chandra Jobs, uh elections officer, candidate and outreach and Philip Wonder who's observing on their alongside them today. Um please begin your presentation. Thank you for the introductions. Uh much appreciated. So, good morning members of the BIA subcommittee. As you say, I'm with the elections team, uh part of the uh election education and support. Uh myself, we have Chandra um as Dean introduced and then Philip Wonder is our newest election officer and he will be overseeing uh training of all of the poll workers as we uh hire them to employ our polls on advanced voting days and then of course on actual election day. Before we get started, I'd just like to take a moment to thank Christina from economic development. Uh we did uh meet with her last week and she was kind enough to provide guidance on reaching out uh to yourselves in advance of reaching out individually so you understand uh where we're coming from and the type of information that we'd like to share with you as it relates to the 2026 municipal election. And then I'd also like to thank Tamara for uh getting us on the agenda last minute. We approached her on Thursday and she was kind enough to uh oblige and that's why we're here today. So, thanks for that. So, as I've mentioned, we're here to discuss the upcoming 2026 municipal election and talk about how the elections office and the BAS can collaborate to support local businesses and voters. Our goal is to build strong partnerships that support voters having accurate, accessible information, including areas where our BAS serve as busy focal points for our communities. Typically, we'd be here a little bit earlier, here a little bit later, but in any event, we still would like to get involved where we can and identify opportunities that exist. Thank you, Shauna. So, we are here reaching out to the BAS because the BAS are trusted community organization with strong ties to residents, co-workers, business owners, and visitors. We believe your events and communication channels offer important touch points with the public with sorry m of whom may not typically engage with election information through traditional municipal channels and the BAS help create vibrant public spaces exactly where engagement already thrives. with us work together we can ensure working together we can ensure people who live work or spend time in your districts are informed prepared and supported leading up to the voting day. We are hoping to to achieve what we are hoping to achieve together um an increased voter awareness and participation by making practical election information available in places people already go. um to support local businesses by reducing confusion about election related topics um such as signs, disruption, accessible requirements. Um and to connect with a hard-to-reach audience such as shift workers, young adults, uh newcomers, residents with uh that may not already have access to or may not have access to to the internet. Um, we like to promote um accurate nonpartisan partisan, sorry, I always say this word wrong. Um, I'm trying my best. Um, information, ensuring voters know where and when to vote, what ID is accepted, and what's changing for 2026. And um I'll just say some of the updates for 2026 are um you can vote anywhere in your ward um as well as we're increasing the advanced voting opportunities. Here are reason here's a few reasons why we would like to work with the BAS. Um there's many events, street festivals, market, uh cultural celebrations, seasonal events. These events offer high foot traffic and relaxed settings um which are perfect for um distributing voter information, answering questions um and help residents check in on the voters's list to see if they are on that. Um and then we just want to uh provide accessible accessibility and voting options. Um, these events help reach voters who may not follow city communications. Um, and like having that presence. We believe in our communities support that messaging that municipal elections and communities are driven and not um administrative activity if that makes sense. So thank you Chandra. So in terms of what that participation could look like uh for our local BAS there are a lot of options that we can um offer. There's attendance at all of the festivals there. I know that each BIA hosts number of events through the year. um acknowledging I I I made this point earlier about um possibly, you know, we're here a little bit later than anticipated, but hoping that there's potentially an opportunity that we can uh still participate and understand the events that are going on and how we can contribute to that in a meaningful way. So, as far as what we're currently doing in by way of engagement, we've done some uh pop-up tables and information booths at our rec centers. We started that back in early February. Um, and we're going to continue to do that going forward. Uh, we'd also like to provide uh that presence in your BAS and we have uh student ambassadors that we will be hiring the month of May to carry out that work through the summer. And our goal is to make sure that our student ambassadors um are busy out spreading information on the upcoming municipal election and how people can participate. Um, also we have an approved communications plan for the 2026 election and all messaging has been approved in accordance with that plan. So all social media uh posts um anything that gets uh available or sorry that is available digitally uh we can certainly provide that to each of the BAS. So you can then share with your members, share with your communities about um all of the information that we are sharing citywide when it comes to anything municipal uh election related. There's also will be uh printed materials. If posters uh work for some, we can certainly provide that. also how to get on the voters's list, clear direction on that so that you can communicate that information. And at any point in in in the process, if you do have questions about the election, um myself and and Chandra are certainly available to meet uh with the the BAS as you see uh see fit. So, I just want to yeah really uh stress how we want to help support you uh create this partnership and it's not just about 2026. This is looking forward to future elections and continuing to build the relationship so that we can work together and when we work when people come together um good things happen and we just want to keep building that momentum that we've gotten over this last year or so. Um so just going over what uh Shauna just mentioned. So benefits also for the BIA and local businesses uh that we're looking to achieve together is to reduce confusion around the elections and sign and law enforcement. This would prevent misinformation by giving businesses consistent reliable messaging um they can share with customers. This will enhance the BIA role as a community community connector and with that increase voter engagement with your district, strengthen local representation. Um, this will help keep businesses areas vibrant and informed without disruption. Thank you, Chandra. So, in terms of next steps, firstly, thank you so much for the opportunity to come and speak with you today. uh we certainly value the opportunities that we hope to create together. Uh we would like to work with the BAS individually. Chandra will be providing uh reaching out in to each of you individually. So I guess the intent with us being here today is that we've prefaced our conversation already. So when we do call you, you know exactly uh what we want to talk about and how we can best uh support you. Um, we appreciate the opportunity to speak and certainly if there are any questions for us at this time, we are more than happy to answer. Thank you for your time. Thank you very much. Are there any questions for the team? Adrien, um, is a BIA allowed to endorse a candidate or are they allowed to be active in elections like advocating for issues that are important to our area or like I said directly supporting either a counselor or the uh, mayor? Thank you for that question through you chair to the committee member. Uh in terms of uh there's the third party registration that can take place. I will certainly follow up with the details on what that looks like. It applies to corporations and businesses versus individuals. Um I will get the detailed requirements for the third party advertisers and get that back to you in an email. Great question though. Thank you. Looks like Susie has a question. From what I understand in the municipal act, we're not allowed to endorse any candidates. Um, we can meet with candidates privately and have discussions about issues that we're facing, but we're not allowed to publicly endorse. Maybe Christina can clarify that further in the next meeting, but that's always been my understanding. Thanks for that, Susie. Any other questions? Susan, we actually have a policy to that effect that we've put in place. It's uh it's about not endorsing and also we get a lot of requests from candidates who want to speak to our membership. And we basically um say that if there's an opportunity and all are invited, but that we wouldn't give one individual candidate that platform that we would if there was an opportunity where we could feature uh candidates that we invite everybody. Uh so we we are fairly strict up here in Waterdown and I can share that policy. Um it's actually built off of Burlington's policy. Beg, borrow, and steal. Thank you, Susan. Uh Christina's got her hand up. Um yes. Um hi everyone. Just um following up on Sus's comment. Um yes, you are correct. Um it is through the chair. It is it is in the municipal act. Um the nonpartisanship. The other thing to keep in mind as well as business improvement areas, you are the collective voice for all of your members. So unless it is 100% agreement of everyone, remember that when you speak as the BIA, you are speaking on behalf of every single one of your members. So just to keep that in mind as well. Thank you for the clarification, Christina. No other questions. Um, okay. Thank you again for your presentation. Uh, you don't have to stay for the remainder of the meeting if you don't wish to. Um, but thank you very much. May I have a mover and a seconder to receive uh the items for information 7.1 and 7.2? Moved by Susie, seconded by Susan. Uh, please indicate your vote. All in favor? And that motion is carried. Don't know if Jennifer has a question. Jennifer, I see your hand up. Did you have a question about trying to without the camera working raise my hand? I'm just trying to get it to go down again. Oh, gotcha. Okay. Um, we do have a motion. Um, it's a a business improvement area sub uh, sorry, business business improvement area expenditure request. Susie Braithweight from International Village. Please introduce your motion. I have several motions. So this is a motion outlining the expenditure request from International Village, Barton Village, Concession Street, Ottawa Street, West Hill Village, Lock Street, and Dundas BIA to be funded from the parking revenue program. Do you need any more information than that, Sam Tamara? No, that's fine, Susie. Thank you. Okay. Uh, so moved by Susie, seconded by myself. Are there any questions on the motion? Wonderful. Please indicate your vote now. And that motion is carried. Uh, okay. General information updates from the business development office. Christina Gesler, business development and business improvement area officer is here with an update for the committee. Sorry, I'm just uh there we go. Have my camera off and I'm off mute. Good morning everybody. Um have um have some updates for the group. Um first of all, BIA awards of excellence um are confirmed for April the 1st. Um everything has um everything has been organized. Everything is on track. Just a reminder um if you could please um in contact with your winners. I haven't heard back from 100% of all of the winners from each of uh the BAS. So if you could please remind them um that the awards ceremony starts at 3:00 at the Sea Hotel on the rooftop. Um, and then after our ceremony is completed, we will move over to the Hamilton Chamber Awards at Carmen's right next door. There are the last I heard the email that I sent out, there were about 35 tickets left for um the Chamber Award dinner. Um, so do not delay if uh if you have not purchased your tickets. Um the BIA awards at the Sea Hotel is free and we can accommodate as many I think as would like. I just would still need numbers just from a capacity perspective. Um but there are no tickets for that one. The tickets are only for the chamber award dinners. So um don't delay if you haven't gotten your tickets. Um, next, uh, for the Juno funding that was allocated to all of the BAS, for those that are choosing, um, that have opted to participate in that, um, I will, uh, send out a follow-up email after this, uh, there is on the city of Hamilton tourism website on the forged in music, there is a listing of all of the BIA confirmed events. it it is it is being uploaded as everything is being um vetted and confirmed um by the Juno's team. Um but there you will find a listing of all of the activations um of what the BAS are doing with that $2,000. So that's great to see that. Um and that might be a nice thing to reference if you as well are promoting your events um within your respective areas. Next um wanted to talk a little bit about the vacancy supplemental grant. Um very happy that to confirm that our economic development specifically our commercial districts and small business budget was approved by council. That means we are moving forward with this new grant for 2026. So just wanted to give you guys um a sense of what to expect next. Um first of all um we are going to be conducting um an updated commercial vacancy audit which we do annually anyways. So we would like to have 2026 numbers when we um from that we will confirm the allocations to each BIA. Um I will also be following up with a tip sheet on some of the initiatives and things um that you can use this funding for. Um really at the end of the day um the intention of this funding is to help try and address commercial vacancies within your within your BAS. um and if there is not a lot of commercial vacancies um more from a retention perspective. So the tip sheet will have some ideas on things that um that would be considered eligible expenditures or projects that you could take on. Um of course if you have other ideas um all submissions will have to come in through me um they will be vetted and then once they're approved then we will be able to issue payments. So that is coming very very soon. Um, next, uh, let me see here. Oh, um, for the IDA conference in September, really happy to see that all of the BAS have expressed interest in taking up economic development's offer to, um, pay for the registration. We will be um, as we get closer, as that's in September, as we get closer to the actual conference date, um, we will be purchasing um, a bulk amount of tickets. So, don't worry about your registration. that will be taken care of. However, if if you would like to stay in a hotel or any other um expenses um will be the responsibility of the BIA. I would encourage you not to delay um as um hotel rooms do book up fairly quickly. Um it might even be a little bit late, but I I would encourage you to take a look and see if you want to make arrangements to stay in Toronto for the actual um IDA conference. And then just the last thing that I wanted to uh just note for everybody that the temporary outdoor patio program is now officially open for intake of applications. So we have started processing those applications. We have moved our intake um into an automated system called C CRM which is a customer response management tool. This automation actually allows for applicants to be able to pay for all of their fees directly online. Um, and then by the time it gets to the reviewing parties, all of that is in order. So, um, just to let you know, it'll look a little bit different. Um, but it should be more efficient. And I am still committing to the service level timelines of 2 to five business days. So, the sooner you get your applications in, you'll have your permits in hand. Another thing new for this year and this is all being communicated already to the permits that I have issued. The p the patio program starts April 1st, runs to October 31st. That is the same. But what we have implemented now is an official permit that we're asking the businesses to print off and prominently display in the front windows somewhere where particularly if there's alcohol being served, the AGCO can see that it is an approved permit, what the capacity is of that permit, etc. Um, if there are any concerns of businesses being able to print off a copy of, um, I'm happy to print one off and mail them and that'll be upon request. So, just a couple of little massages to the program this year. Um, but um other than that, everything is on track. That is all my updates. Thank you, Christina. Are there any questions? Not a one. Wow. I guess I did good. Oh, there. Oh, Susan. Yes, Susan. Go ahead. I know the dates are probably in the previous email, but if we're looking at booking hotel rooms, the conference will be taking place at the Metro Convention Center or just in terms of where we might want to be looking to book. Um, you know what? I'm actually going to ask Susie Braithweight. Um, I actually I'd have to look it up. I don't have it at my fingertips. Susie, I think you've already booked I understand you've booked your hotel. Um, can you confirm the actual location of the conference? It's at the Western I think. It's at the Western at the Western Harbor Front. So, you'd have to book there because if you want to book outside of there, it's going to be a bit of a trek for you to get down to the waterfront every day. So, I would highly recommend. So, I booked from the Sunday to the Thursday, I think, or Wednesday. I can't remember where the end date is, but because you're going to want to book Sunday because you're going to want to get up early on Monday and get started. So that's but yeah, I would book now because they there's only so many rooms. Thank you. Thank you. Okay. Any other questions for Christina? Seeing none, uh may I have a mover and a seconder to receive the update? Moved by David, seconded by Emily. Uh all in favor? The motion is carried. Okay. Statements by members, members of committee. Uh does anyone have any updates or items of interest? Um please indicate by raising your hand so we can add you to the speakers list. Anybody have anything they want to share? Looks like Emily. Hey everyone. I just wanted to do a quick promo for our Juno's concert. Uh we are very excited to have Hotfix and Yasen in Shantario coming to uh Mills Hardware on March 18th. So everyone come on out and get excited for Junos. Oh and we are also excited that um we've working with Hamilton Music Collective and all proceeds from the concert will be going to them as well. So double bonus down here. Thanks. Excellent. Anyone else have anything they wish to share? Susan, I just wanted we've already had our Juno's um grant, our music pub took place last week and it was a great success and so I just wanted to extend my appreciation to the city of Hamilton and tourism. Uh it gave us a great opportunity to showcase a number of our restaurants and their food and we had 75 ticket holders that went uh through three different restaurants. So, it was a good event. So, thank you again to the city Wonderful. Thank you. Anyone else have anything to share? Okay, I'll go. Um, we also had our Juno's leadup um concert as well. We did it in partnership with Mainstage Rehearsal Studios and sort of a um, you know, obviously super appreciative that the funding was available to be able to support that. Um, and sort of an an added bonus um for us was that one of the artists who we um hired and who performed that night, I had a chance to chat with him afterwards and um he was almost in tears and said that he was considering quitting music altogether um when he got asked to participate in this particular event. Um, and so we had we had a bit of a discussion and I said, you know, in my mind there's there's two things that really bring people together across cultures and just like as human beings. One is food and the other is music. And I said, you know, I could see in your performance that you really appreciated the opportunity and that it's something you really enjoy. Um, and you know, he said that's absolutely the case. I said, if for no other reason than that, you absolutely should continue. So he was super grateful. um an opportunity that he wouldn't have received otherwise. So, just wanted to share that. Um and also just a quick call out um we're in planning mode for Beautiful Alleys. Um for those of you that participate already, I know uh Concession Street does. Um so, appreciate that. If anyone else wants to hop on board um with Beautiful Alley's Spring Cleanup this year, um I'm helping to coordinate um in the absence of um Brenda Duke um this year. So, uh, happy to connect with anybody who's looking to add that to their list of things to do in the spring. Um, so feel free to reach out and I will get you the information. Uh, anybody else have anything to share? Oh. Um, in that case, may I have a mover and a seconder to receive the statements? Uh, moved by Tracy, seconded by Stephanie. All in favor? Motion is carried. Um being no further business, the uh this rendition of the business improvement area subcommittee is adjourned at 11:03 a.m. Thanks everybody. Have a great day. Everybody.

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