Board of Director’s Meeting – Minutes

Wednesday August 13, 2025, 6:30 p.m.
Location: Virtual ZOOM

Attendees: Monique Gaudet (MG), Abhi Sarkar (AS), Colin Best (CB), Moe Hartley (MH),
Tom Dusmet (TD), Eric Parris (EP), Eric Chabot (EC), Diana Lakich (DL)

DL called the meeting to order at 6:36 p.m.

DL asked the board if there was any declaration of pecuniary interest or conflict of interest. None were made.

Motion to accept the previous meeting minutes by CB, seconded by EP. Motion passed.

Treasurer Report (TD):

  • TD reported there is not much of significance to share at this time.
  • TD had to redo all of June’s numbers and add July’s due to discrepancies, possibly because Norpal recently had a new baby and was distracted.
  • Most expenses are as expected and on the lighter side, likely because not all numbers are in yet.
  • Summer event expenses are reflected in the report.
  • There was a small deposit for a Christmas event, included in the Christmas numbers.
  • Overall, the financials are incomplete and do not fully represent the current situation.
  • MG noted that many expenses are still pending. The Workday system is currently being updated, which affects the approval process.
  • DL asked for a specific deadline by which items should be approved to ensure Tom has the necessary information for his report.
  • MG to verify budget reporting dates with accounting
  • MG noted expenses of $1,500 and below will be approved by the Executive Director. Expenses over $1,500 will require approval. EC will be added to the approval process for higher-value items.
    • MH moved to accept the Treasurer Report. CB seconded the motion. Motion passed.

Council Report

Regional & Local (CB)

  • No regional or local council meetings are scheduled in August.
  • The next local council meeting is on September 8; the next regional meeting is on September 17.
  • Multiple construction projects are underway in Milton, including Nipissing Road, Ontario Street South, and speed cushions on Martin and Commercial Streets.
  • There was a break-in at Shoppers Drug Mart at 3:00 a.m., which required a police investigation and caused some delays downtown; the situation was resolved by 11:00 a.m.
  • There are currently seven candidates for the upcoming by-election; the deadline for nominations is August 22, 2025, 2:00 p.m.
  • All were encouraged to attend the BIA’s All-Candidates meeting on September 16.
    • TD moved to accept the Council Report. AS seconded the motion. Motion passed.

Executive Director Report

  • **Administration:
    • Funding for the Canada Summer Jobs program was received and deposited.
    • The Town is updating the process for Workday Visa approvals so that it will route purchase approvals based on amounts under $1,500 to Monique Gaudet, Executive Director, and over $1,500 to Diana Lakich, Vice Chair
    • They will possibly create a special DMBIA Board role including both Diana and Eric for approvals. More information to follow.
  • **2026 Budget Review:
    • Tom Dusmet, Treasurer, and Monique Gaudet will meet to create a draft 2026 budget and send it to the board for review.

ENHANCED PROMOTION ON THE DOWNTOWN MILTON COMMUNITY AND ITS BUSINESSES

  • See you in September Car Show is on Saturday, September 13th, from 4 pm – 9 pm.
  • Review TapCanadian2Win contest and review investment Info Session PDF – Google Drive
  • MG informed the board about a proposed shop local contest running from November 3 to December 14. The contest offers a $10,000 weekly cash prize for participants who submit receipts showing purchases of $15 within the BIA. The cost to participate is based on the BIA’s levy and includes tent cards and marketing materials for businesses. It was noted that the total cost to participate in the contest, including GST and printing, would be close to $4,000.
  • The BIA is already investing in marketing through the Hamilton Halton branch, including a photo shoot, published article, and an upcoming social media campaign.
  • EC inquired about the counterparty or organization providing the contest service.
  • The contest is provided by the Canadian Urban Institute, in partnership with Interac and Rogers, and is supported by OBIA.
  • The estimated cost for the BIA to participate is approximately $3,500, based on the levy.
  • Concern was expressed that this is a significant expense for the BIA.
  • TD suggested considering an alternative to the province-wide contest by running a local contest using the $3,500 budget. He proposed that the BIA could offer a cash prize directly to Milton participants, managed through their own social media and promotional channels. This approach would ensure that the benefits and participation are focused on the Milton community, rather than being spread across Ontario.
  • Sheriff Country is looking to come back to Milton Aug 27 with a rain date of the 25thor 26th. More details to follow.

INCREASED FOCUS ON ATTRACTION OF NEW BUSINESSES

  • Member/business updates:
  • New:
  • Hakka House 220 Main Street – new sign in the window
  • Beacon Pilates 155 Main Street – grand opening August 16
  • Sweetpalms Bakeshop – 25 Commercial Street

ENHANCED ADVOCACY WITH LOCAL GOVERNMENT ON KEY ISSUES AFFECTING DOWNTOWN

  • **Legacy of Honour Banner Program
    • Working with Cityscape for installation and repairs. Below is the current status.
    • Main Street – Downtown Milton BIA: 52 working banners
    • Mary Street – Town Hall / Town of Milton: 6 working banners
    • Total working banners to date: 53
    • Broken banners (potentially fixable): +4 (confirmation pending)
    • Banner with a hornet’s nest: +1 (Town assistance needed to remove nest before determining if repair is possible)
    • Potential total: 58 (if all repairs are possible)
    • DMBIA needs to reprint 22 banners based on wear and tear, plus the 5 broken banners if they can be fixed.
    • Waiting on an estimate for print and labour.
  • **All Candidates Meeting
    • Meeting is set for Tuesday, September 16, at 6:00 pm – 7:30 pm at Southside. Invites will be sent out. Candidate’s deadline is August
    • Declared candidates include Rick Di Lorenzo, George Minakakis, Adejisola Atiba, Zainab Raza, Shahbaz Khan, Gourav Suri, Cecil Young
  • **AGM review
    • Last year’s meeting was held on October 10th from 7:00 pm to 8:00 pm. Proposing Wednesday, October 1, or Thursday, October 2, 2025.
    • Should we invite Andy Scott to review the plans for the Civic Precinct project?
    • Having Andy Scott present might encourage more members to attend.
  • Due to limited survey responses and time constraints for members, a town hall format at the AGM is being considered to encourage in-person discussion and feedback. The town hall would allow members to share their thoughts and feedback directly, rather than through written surveys.
  • It was noted that hosting events at a restaurant can be costly, sometimes amounting to thousands of dollars.
  • Providing incentives, such as free food, is important to encourage member attendance.
  • These factors need to be considered when planning the AGM or similar events.

ENHANCED DOWNTOWN EXPERIENCE FOR BUSINESSES AND VISITORS THROUGH BEAUTIFICATION EFFORTS

  • **Beautification
  • The DMBIA staff went out and did a big garbage clean-up on August 6.
  • ABL staff member is coming to sweep the sidewalk of cigarette butts and debris along curbs on Thursday, August 14th, from 9 am – 1 pm.

Other Business:

  • EP suggested was made to introduce additional trophy categories at the car show, such as “Best Foreign” or “Best Retro” vehicle. The aim is to add a competitive element and increase engagement and bragging rights among participants.
  • TD supported the idea of introducing separate awards for domestic and foreign vehicles at the car show.
  • AB sponsors one award, DL sponsors second award.

Adjournment

  • DL moved to adjourn. TD seconded the motion. Motion passed.
  • DL Meeting adjourned at 7:10 pm.