2023 Meeting Minutes

Attendees: Colin Best (CB), Ian Campbell (IC), Eric Chabot (EC), Sara Bergsma (SB), Eric Parris (EP), Kristina Tesser Derksen (KTD), Julie Rock (JR), Miguel Gonsalves (MG), Margaret Lara (ML), Joe Taglieri (JT)

Rachel Shuttleworth (RS)

Regrets: None

Guest: Tom Dusmet

EC called the meeting to order at 6:34 p.m.

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

Council Reports

Local (KTD)

  • Have our budget meeting on January 23 to determine final Town budget. Staff suggesting a tax increase of 7.96% and we’ve been discussing ways to reduce that amount through efficiencies.
  • Budget includes a request for DBIA to receive additional event support. Response from councillors to DBIA delegation in December was pretty positive and the request is aligned with the Town’s cultural and economic goas. Final decision to be made at January meeting.
  • Meeting planned later in February with Town staff to go over the implications of Bill 23 (More Homes Built Faster Act) from land use planning and development perspective. Development charges will also be impacted.

Regional (CB)

  • Had budget presentations today from Police and conservation authorities. Regional staff looking at 3% increase, along with around 4.7% increase for police.
  • Meeting with Conservation Halton next week about the floodplain. Will report back with any updates.
  • Bronte Street is open. Will be doing more work there in the spring. New regional budget includers tendering for new regional road 401 interchange.
  • Bill 23 – Will be hearing more updates in the coming months including implications for our region.
  • EP – Asked more details about property tax increases for Milton.
  • CB – Between town, region and school board, increase may be around 4.26% or less (Town rate will depend on how the votes go for the motions on January 23). Milton has the lowest tax rate in the GTA except Toronto. Town’s proposed budget is available at Milton.ca (420 pages).
  • KTD – 4.76% is the blended rate. The proposed Town portion is 7.96% as of now.
  • SB moved to accept the council reports. IC seconded the motion. Motion passed.

Treasurer’s Report (MG)

  • Monthly expenses came in at around $30k (as reflected in the Town reports to date), there is an additional $18k that has been spent but is not year appearing in the Town’s reports. Total expenses for the month are around $48k.
  • Total expenses for the are likely around $418k. We were over the approved budget for this year but this was supported by additional revenue. Sets a good benchmark for how we should look at our budget going forward. Team did lots of work getting sponsorship and grants to support additional projects for the year.
  • Revenues for the year were around $485k. May see a surplus of around $31k for this year – final numbers will be available soon as books are finalized for 2022.
  • EC – Accumulated surplus?
  • MG – Estimated around $200k.
  • RS – A couple more vendors have requested refunds from HolidayFest 2022. Most of the refunds were processed in December 2022.
  • CB moved to accept the treasurer’s reports. JR seconded the motion. Motion passed.

Executive Director’s Report (RS)

General updates

  • Welcome to Tom Dusmet – thanks for joining us for the meeting.
  • TD – Have been a resident of Milton since 1986 and have been involved in many community initiatives. Retired investment advisor. Have industrial and financial experience.
  • We are currently working on the 2023 operating calendar and will bring a draft to the February meeting. This outlines our activities for the year and is used as a basis for sponsorship for the year. Key points to date:
    • Proposing campaigns/contest/smaller activities for spring (no larger Easter event). This is consistent with what our members want and allows us to focus resources on planning for Summerfest.
    • SummerFest will be first weekend in June (same timing that we used to Street Festival as many vendors and businesses assume that’s when it will happen).
    • Car show – Incorporating a car show element into SummerFest worked well. Gave car owners a chance to participate but didn’t put as much strain on the car clubs to organize logistics. If we had a partner willing to take on a larger event with us we could consider it but we can’t do it alone.
    • KTD – Had an impromptu car show in September. Optimist Club contact said they were happy with the smaller events. Harder to get commitments from some car owners than it used to be. We reached out to the broader community and got other car owners involved. Plan to do the event again in 2023.
    • RS – Worked with Jeep Club for Winter Twinkle Express and they were great. Also, targets a younger demographic. Nice to have the opportunity to work with different car groups, could appeal to a wide range of people.
    • TD – Have contacts with Fiat Club, Ferrari Club, and other car clubs. Weekly events can be tough to get people to commit to.
    • RS – Milton Cruisers always managed logistics of parking 150 cars on the street. If lots of different clubs involved in one large event, could be harder to identify who manages parking, load-in, load-out (need key, experienced volunteers to manage this). Smaller events work well.
    • Run Tiny Tots Trick or Treat in the fall.
    • Winter – Larger winter events. Exploring possible partnership between Miracle and HolidayFest.
    • Beautification – Will run garden sponsorship program this year. Consider running a seasonal light sponsorship as well.
    • KTD – Could revisit the idea of doing Remembrance Day banners along Main Street in partnership with the Legion, Town, etc.
    • RS – Could cost out design, banners and installation costs for this and explore feasibility with Legion, etc.

Events in December 2022

  • December was a busy month event-wise.
  • HolidayFest – Gained lots of valuable learning from the HolidayFest cancellation. This month, we are reviewing all event contracts (entertainers, vendors, sponsors) to see what updates are needed with respect to event cancellations. So far, less than half of our vendors have requested refunds.
  • Have discussed event cancellations with other BIAs and we are all sharing lessons learned.
  • Winter Twinkle Express – Positive feedback from attendees. Around 500 attended each day. Some businesses said they benefited from the activity (more so those businesses closer to Brown Street lot). Got a good amount of donations for our charity partners. Collecting further feedback from members on this through our survey underway now.
  • Member survey about December events and activities

46 responses to date, still waiting on responses from members that want to provide input.Will be really helpful feedback for planning for 2023.

  • Some businesses said they don’t like so many road closures. For Holiday Street Market prior to COVID, road was closed on three consecutive Saturdays in December. During COVID there were no closures. Now we are back into road closures for events. New downtown businesses haven’t experienced road closures before.
  • Many members have said they were negatively impacted by the Santa Claus Parade’s switch to a Saturday and would prefer it back on Sunday. Also had requests from a couple members that we issue a statement to the parade committee. So far, 80% of survey respondents said they wanted it on a Sunday.
  • KTD – Several bands committed to other events and parades on the Sunday so organizers had to change it.
  • RS – Also Police were committed to other parades on the Sunday.
  • SB – We are the voice of the merchants so we should let the organizers know what our members are saying.
  • TD – Sunday makes sense for a parade. Some communities do evening parades.
  • RS – Will do a letter on behalf of our members requesting that the parade be held on a Sunday.

Winter event

  • Miracle was usually on a Monday morning, for December 2022 it was switched to a Friday night.
  • Many of our businesses are closed Friday night, restaurants open. A few complaints from members about road closure.
  • In order for the partnership to work well, need to ensure we agree with Tiger Jeet Singh Foundation on day of the week, time of day and footprint for winter event.
  • SB – The winter event is a big undertaking for our team. Any arrangement we make needs to relieve stress and ensure it is has a net positive benefit. I think Saturday makes the most sense for events with a retail component. Would like to know how logistics would work. Would be nice to ensure we keep featuring local entertainers at the event.
  • KTD – Miracle organizers estimating that Miracle attracted around 8,500 people. I like the idea of spreading the risk and the work across more people. That said, would need clarity on who would do what, who pays what, etc. Friday night event brought some benefit to downtown restaurants.
  • EC – What is the impact to our budget. Consider how much time it would take to organize the event together. Two shut-downs in December is a lot (plus the parade). HolidayFest is pretty new and came up because we had money to do it. If we don’t have money, we don’t run it. We are pretty flexible.
  • RS – In general, businesses benefit more when events are run in front of their stores and during their hours of operation. Would need to know if Miracle organizers are willing to run event up to Brown Street. Can’t apply for Reconnect if it’s not our event but grants are never a guarantee. Would need to whether we would still engage sponsors or whether that would all be the foundation.
  • TD – Could consider doing an event a different time of the year and spread the events out throughout the year. Weather risk is higher in the winter. Could bring people downtown when it’s less busy.
  • KTD – I like the idea of tagging along on events that others are running. Example – explore working with Milton Concert Band in the summer for their concert series. Possible link to some events that happen at the Fairgrounds.
  • MG – Likely can’t add new things to the calendar, but could consider a rotating schedule for some events or other partnerships.

Government relations

  • We are participating in provincial budget consultation meeting happening this week. Any suggestions for topics let me know and I can bring those to the meeting.

LED light displays

  • KTD – Heard many positive comments from businesses and residents about the snowflakes. One business owner said his female staff feel safer leaving after their night shifts. Makes Main Street brighter.
  • EC – Suggest taking them down in March, it stays lighter later after that.
  • EP moved to accept the ED report. ML seconded the motion. Motion passed.

New Business

  • EC – Two staff have accumulated a lot of lieu time this year. Events are very labour intensive and we are short on staff hours available to do the work. We got a month and a half of extra time from staff this year.
  • RS – It was a very busy year and we took advantage of a lot of really great opportunities to create value for our members and the community. I don’t think it will be as intense all the time, but we are definitely moving towards bigger, more impactful events projects and we’ve seen the positive impact they have. We need good staff and enough staff hours to make these things happen. Also, the additional event support we are requesting from the Town will help us fill some of the staffing gap so we can pay for additional staff hours to run the event and can keep good staff.
  • (In camera discussion by the board).
    • KTD moved to pay out extra hours up to $6,700 for the permanent employees. SB seconded the motion. Motion passed.

Adjournment

  • SB moved to adjourn. ML seconded the motion. Motion passed.
  • Meeting adjourned at 8:10 pm.

Attendees: Ian Campbell (IC), Eric Chabot (EC), Sara Bergsma (SB), Eric Parris (EP), Julie Rock (JR), Margaret Lara (ML), Rachel Shuttleworth (RS)

Regrets: Kristina Tesser Derksen (KTD), Colin Best (CB), Miguel Gonsalves (MG), Joe Taglieri (JT)

Guest: Tom Dusmet (TD), Michael Falcone (MF)

Michael Falcone introduced himself, professional background, past BIA experience.

SB called the meeting to order at 6:41 p.m.

SB 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 IC, seconded by EP. Motion passed.

Treasurer’s Report (delivered by RS)

  • MG will be sending financial update along in the next couple days.
  • Town in process of closing the books for 2022 so we should have our final numbers for the year soon.
  • Expenses are normally low in January because our focus is on administration and planning for the year ahead. No major beautification or event expenses for this month.

Council Reports (delivered by RS)

Local

  • 2023 Town budget passed on January 23, with Town portion of taxes increasing by 7.99% ($31 per $100k in property assessment). Includes increases for fire department, improvements to transit and two new busses, camera technology to prevent speeding.
  • Town will be doubling the Community Fund amount (from $250k to $500k) to support community groups hosting festivals and activities.
  • Milton has lowest tax rate in the GTA and second lowest in the province.
  • Parking lot between Knox and Chudleigh’s – Town has renewed agreement to sublet that space and use it as a temporary municipal lot. We often use that lot for events.
  • KTD is the chair for MEDAC. They are renewing their membership and meetings will begin again soon. BIA should be involved in their discussions and provide small business perspective.

Regional

  • 2023 budget has been approved at the Region. Has a 3.7% tax rate increase.
  • Visit Halton.ca for details on budget.
  • EP moved to accept the council reports. IC seconded the motion. Motion passed.

Executive Director’s Report (RS)

ED transition

  • Selected a consultant from the BIA world to help with the posting, applicant reviews and first interviews. The ED position should go back to full-time now because we’ve grown our budget (through alternative revenue sources), our portfolio of events and scale of our projects.
  • Recommending a salary range for position between $68k-$72k. Consistent with most recent OBIAA salary survey. We don’t offer benefits.
  • TD – Can Town extend health benefits? Do other BIAs offer benefits?
  • RS – Cost to our budget currently for the required benefit costs are around 11-12% of salary costs. Town benefits would cost us around 27% (estimated) of our salary costs. It would come from our budget. Some BIAs have benefits and/or bonuses, and some don’t.
  • MF – Is there room to increase overall salary if needed? Would it be a permanent role or contract?
  • RS – It’s a permanent position. Purpose of some of the Town contribution to our events was to go towards staffing so we can better handle larger events. Some of the event work can be done by coordinator staff and some of it (ie sponsorship) requires a senior staff person.
  • SB – Hiring someone who can raise funds would mean they can help pay for their own salary and then some. We can’t go beyond the top end of the range and that aligns with what other BIAs are paying. SB, EC and RS supporting with posting & selection process.
  • EC moved to accept proposal for ED hiring strategy including the recommended salary range ($68-72k) and to hire the consultant to support in the hiring process. IC seconded the motion. Motion passed.

Operating Calendar for 2023

  • Events – Focus for Q1 is administration, event planning, prep for the rest of the year, Farmers’ Market will be back on Main this year and we’ll participate, SummerFest in June, smaller activations in the summer ie Music on Main, concert series partnership, patios. Later in year could explore a Taste of Downtown type event/campaign to host in Q1 2024.
  • Marketing & promotions – We are active on social media, media relations, advertising. Not continuing with Discover Downtown Milton guide but will do a more regular community newsletter (less labour intensive and gives us more frequent contact with community). Applying for awards this year. Sponsor promotions throughout the year and will implement a winter light sponsorship program.
  • Member database – Maintain and update member contact info. Moving to OBIAA’s new CRM system.
  • Member community & support – Regular newsletter to members, did a survey in Q1, AGM in fall.
  • Attraction of new businesses – Share listings, maintain relationships.
  • Advocacy – Maintain relationships with government, support members, attend OBIAA conference.
  • BIA-managed infrastructure – Disposed of wreaths, plant and maintain gardens, maintain winter lights (do one or two service calls a year), ongoing litter clean-up.
  • Collaborate with town on town-owned assets – Notify town of graffiti, dead trees, waste issues, lights out, garbage.
  • Sponsorship – Q1 focus on sponsor outreach for all programs. Included a place-holder for winter event.
  • Administration – HR, finances, D&O insurance research, policy updates. Canada Summer Jobs funding and other possible funding.
  • MF – How often do you do member surveys?
  • RS – After each event we do online surveys of our members and the public. Sometimes we do membership wide surveys on key items (we go door-to-door as needed to increase participation).

Funding

  • Notified by the funder that we are likely able to charge additional staff time (which was previously unclaimed) to our public art project. Some paperwork is going to be needed for this. Expect we could be eligible for an additional $12k in reimbursements.

Police and graffiti

  • Met with police recently and they suggested two ways to help reduce graffiti downtown is more lighting and ensuring graffiti is cleaned up quickly.
  • Could consider using all or part of the above funding to do a campaign to help our members remove graffiti from their buildings. Could make a visible difference downtown and be relatively easy to administer. Recommend just doing it for members (not for municipally-owned infrastructure).
  • Milton Hydro and Bell expressed interest in possibly doing some public artwork on their utility boxes.
  • EP – Do we know who the perpetrators are?
  • RS – Police said a lot of them are high school students. Property owners and businesses aren’t filing reports about graffiti. Police only have three recent reports on file (one of them is ours) and there have been a lot more incidents than that. Police said they come down as much as they can but have limited resources available.
  • TD – Are there cameras downtown?
  • RS – Some property owners have cameras and some have submitted footage to us from those. In order for footage to be entered as evidence the person who took it needs to be willing to identify themselves and that’s not always the case.
  • MF – Could there also be an education piece so owners know how to submit a police report. Having more people submit reports could maybe entice police to put more resources towards monitoring the downtown. Could members be encouraged to put up more lighting?
  • RS – Planned for police to speak to our members at our AGM in September 2022 but the officer had to cancel due to illness. They provided a powerpoint with the information that we shared with members. More education could be helpful – workshop, meeting, etc.
  • MF – Some BIAs have a section of a wall/canvas that people are allowed to tag.
  • RS – One of the officers is looking into funding for a police-supported public art program for downtown in partnership with schools. Allows kids to do the artwork legally.
  • Explored a solar lighting option for the parkette (that space is so dark at night). Have been asking Town to do infrastructure updates to the parkette. Need our councillors to take it from here if we want this to move forward. Town considering a solar light pilot project with a local entrepreneur. RS asked Town to install a light in the parkette for the pilot – no response. Cost for the lights is around $5k. We could contribute towards the project but not our property or area of expertise so best for the town to lead.

OBIAA conference

  • Recommend that we register for a ticket for the conference for the new ED. Early bird rate is up at the end of February. Early bird rate is $775. Plus hotel. Last year a couple of our board members attended for the day as well.
  • Conference targets BIA board and staff – great learning and networking. Happening in London.
  • SB – Best to start with one ticket now. Can buy more tickets later for day rate if needed.

Beautification

  • Supplier reached out to ask if we want more snowflakes.
  • Board recommends no more snowflakes at this time.

Miracle/Winter event

  • Had an initial meeting with Tiger Jeet Singh Foundation about a possible partnership for this year’s winter event. Went well and there is interest on both sides in exploring further. Would need to get further into day of the week, location, responsibilities, costs and determine if partnership could work.
  • Friday night is a challenge because so many of our businesses are closed at that time. Works for restaurants but not others. The road closure that day would be disruptive for them but they wouldn’t get the benefit of an event if they are not open. Generally we try to match our events to when more businesses are open rather than asking our businesses to match our event schedule. Not all BIAs take that approach though.
  • Miracle wants a financial contribution to be able to make the partnership work. If we don’t have revenue coming in from other sources (ie sponsorship, fees, etc.) we won’t have dollars to spend.
  • SB – Suggestion to get some more information about what they would pay, do and then we decide.
  • JR moved to accept the ED report. EP seconded the motion. Motion passed.

Adjournment

  • EC moved to adjourn. EP seconded the motion. Motion passed.
  • Meeting adjourned at 7:41 pm.

Attendees: Kristina Tesser Derksen (KTD), Colin Best (CB), Miguel Gonsalves (MG), Ian Campbell (IC), Eric Chabot (EC), Sara Bergsma (SB), Eric Parris (EP), Margaret Lara (ML), Rachel Shuttleworth (RS)

Guest: Tom Dusmet (TD), Michael Falcone (MF)

Regrets: Julie Rock (JR)

SB called the meeting to order at 6:32 p.m.

SB 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 MG. Motion passed.

Treasurer’s Report (MG)

  • Total expenses to date have been around $27k split evenly over the first two months. Mostly just standard operating costs. Our budget for 2023 is $406k.
  • Revenues – in January received half of our annual levy (total levy is $258k for the year). In February, we received payments related to two of our 2022 funded projects.
  • RS – Submitted our final report for our 2022 Reconnect grant so we received our final payment for that – $7k. Also received payment for Canada Community Revitalization Fund – $22k. More reporting and a final payment still outstanding for this fund.
  • CB moved to accept the Treasurer’s Report. EC seconded the motion. Motion passed.

Council Reports

Local (KTD)

  • Community Stakeholder Engagement survey has wrapped up. Random phone survey by the Town to ask residents, etc. for feedback on Town services. Report will be available soon.
  • Seasonal patio will continue into the 2023 season. Will be an auto-renewal model for returning participants. Will start on Victoria Day weekend, along with the Farmers’ Market.

Regional (CB)

  • Had a housing workshop today at the Region, reviewing where we stand in terms of housing. Looking at the development of the Allendale property. Reviewing ways to assist with homelessness.
  • Currently at Federation of Canadian Municipalities board meetings in Ajax, discussing key issues.
  • Waiting for an application from Neatt Communities for Meritor property.
  • Had a meeting on Monday related to Fieldgate Homes’ new development – 1,129 homes at corner of Bronte & St. Laurent, and a plaza. Bronte will get busy with the construction happening.
  • TD – How will the Town deal with the increase in delays and busyness in the area?
  • CB – Construction could take a couple years. By 2025, Tremaine Road intersection will be open. Staff looking at encouraging more transit. Fieldgate is building a plaza so hopefully people will walk there.
  • TD – Can the municipality find a way to force builders to finish construction faster?
  • CB – Labour and supply change challenges are making construction difficult. Lots of worksites are looking for staff.
  • EP moved to accept the Council Reports. IC seconded the motion. Motion passed.

Executive Director’s Report (RS)

  • Joe Taglieri has resigned from the board. We’re sad to see him go! His input and feedback have helped make our board stronger and we appreciate everything he has done.
  • Marketing coordinator has left and we hired Lauren (student who worked with us last summer). Lauren is part-time with us while she wraps up her degree and will start full-time at end of April.
  • Reached out to four businesses for quotes for Directors & Officers insurance. Have received one so far, will receive second quote shortly.

ED transition:

  • SB – Interviewed some candidates last week and didn’t find the right fit. Challenging time to hire. Consultant we have been working with has reached who she can through the current channels. We suggest going to a recruiter as the next step. Recruiter actively reaches out to candidates and uses a wider range of channels to promote positions.
  • RS – We had 80 applicants, consultant did phone interviews with 8-9 people and we interviewed some. Recruiter we spoke to suggests bumping salary range up a bit.
  • CB – Many municipalities and companies are seeing staff being poached. The ED position is an important role and we want to make sure we have the right candidate. We should hire the recruiter.
  • EC – The ones that applied already have been reviewed and there didn’t appear to be a fit.
  • KTD – Chamber just hired, could ask the recruiter to check with them about possible applicants.
  • EC – Salary is a challenge. We need to attract and retain the right person.
  • MF – Have been through this before, we had to increase the salary significantly to get the right person.
  • MG – Surplus would be eroded over time if we go beyond our levy increase.
  • SB – Need to focus on fundraising aspect of the role. Our salary range is toward top of scale relative to other BIAs our size. If we go higher, we’d need to fundraise enough or cut back on event spending.
  • TD – Could consider a base salary plus bonus/commission based on performance.
  • EC – Concern that creating a pay for performance model incentivizes the fundraising and other parts of job get left out. ED only has oversight once a month so it’s hard to monitor. Maybe make a bonus based on overall performance.
  • MF – Consider bi-annual reviews, and opportunity to earn additional dollars as long as base performance measures are met. Or, do we eliminate all this trouble if we just increase the salary a bit.
  • TD – Could talk to the recruiter about whether it’s worth exploring benefits further. Some people might be more interested in benefits than in a higher salary.
  • RS – Estimate that if we were to go on Town benefit plan it would cost around an extra $25k per year.
  • CB – BIA, Library and Milton Hydro all have their own boards that manage them. They don’t answer directly to Town Council. They can all adopt similar policies if they decide to.
  • CB moved to hire the recruiter, and to ask him for input on salary and a bonus structure. IC seconded the motion. Motion passed.

Reviewing policies:

  • No changes to suggest for electronic voting policy or conflict of interest policies.
  • Constitution will need to be reviewed based on the new and updated policies we are working on.

Personnel policy –

  • TD – ‘Employees will devote their full working time and attention to the BIA’ – applicable to part-time employees?
  • MF – This is about employees being required to work for the hours they are being paid.
  • RS – We follow the Town’s holiday calendar which indicates which days full and part-time employees have off. We encourage team to use lieu days in the calendar year, or early in the following year upon approval from manager.
  • CB – It is a statutory obligation so employers have to give people time off for jury duty (can be unpaid).
  • Parental leave of absence – do we have to do 13 week minimum prior to them getting time off? RS to confirm with Ontario legislation.
  • Other topics addressed: cost of living adjustments, mileage, use of personal vehicles, conferences, work from home, monitoring of equipment use, public representation, complaints, etc.
  • RS to update policy based on board and HR feedback and bring back to board for approval.

Purchasing policy –

  • Proposing that the ED be able to approve purchases up to $1,500 (up from $1,000), two officers be able to approve purchases up to $2,500 (up from $1,500) and anything above that goes to the board for approval.
  • Note that the policy indicates that any approvals made by two officers between meetings needs to be brought to the disclosed at the next board meeting and included in the minutes.
  • CB moved to adopt the recommended threshold amounts for purchase approvals. EP seconded the motion. Motion passed.

Board of Management policy –

  • Took elements from Municipal Act, our Constitution, our board orientation documents, OBIAA and other BIA policies. Covers purpose, term, membership eligibility, responsibilities, etc.
  • Community member participation – Some BIAs have policies around board composition. Having a policy will help ensure we have a variety of strengths and opinions on the board and continue to maintain a strong voice from BIA members. Recommending a maximum of three people on the board that are not BIA members (don’t pay the levy), or councillors. They would need to be recommended by a BIA member and could hold their position for one term (unless the person is selected by the board as an officer). We get a lot of interest from residents wanting to join and need to have good representation from BIA members as well.
  • Policy maintains some requirements we had in our board documents previously – board members must attend 75% of our board meetings in the year, and they must get involved in things outside of board meetings – ie events, projects, committees, expense approvals, etc.

SummerFest

  • Planning is underway and things are coming together well. Vendor and entertainer applications are open. Sorting out logistics, working on sponsorship.

Winter event

  • Had second meeting with the Tiger Jeet Singh Foundation to discuss what the potential budget would be for the event and where funding could come from (ie contribution from BIA, Singh family and Town).
  • We propose that BIA contribute some dollars and also staff time.
  • They would manage sponsorship but we discussed possibly adding a lower level sponsorship for smaller companies/business that just want some basic exposure and a booth on the street.
  • TJSF are agreeable to a Saturday and would like to move it to a later afternoon/evening event.
  • They would like to keep their branding, so we wouldn’t use HolidayFest, and I think that’s fine.
  • Area of caution/consideration – They have volunteers but no staff so we would be the ‘staff’ to run much of the logistics for the event. It is hard to find staff right now, but I do think the team in the office would do a fantastic job and the partnership presents a lot of great opportunities for our members and the community.
  • CB – Please give everyone lots of notice. Tell them early and often about what’s happening and when.
  • CB moved to accept the ED report. IC seconded the motion. Motion passed.

New Business

  • ML – I’m going to be resigning from the board and this will be my last meeting. I’ve been involved in the board for eight years and it’s been a great experience being involved. I’ve communicated my intentions to RS already.
  • SB – A sincere thank you for all the contributions. It’s been great working with you.

Adjournment

  • CB moved to adjourn. ML seconded the motion. Motion passed.
  • Meeting adjourned at 7:52 pm.

Attendees: Kristina Tesser Derksen (KTD), Colin Best (CB), Miguel Gonsalves (MG), Ian Campbell (IC), Eric Chabot (EC), Sara Bergsma (SB), Eric Parris (EP), Rachel Shuttleworth (RS)

Guest: Tom Dusmet (TD), Patricia Townson (PT)

Regrets: Julie Rock (JR)

Meeting attendees introduced themselves.

EC called the meeting to order at 6:38 p.m.

EC 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’s Report (delivered by RS)

  • Expenses for the month are approximately $24k, around $11k not reflected yet in the report
  • SummerFest expenses are starting to come in and some invoices coming shortly.
  • To expect for the next couple months – salary line item will be a bit higher through the ED transition period while RS trains the new ED, also we have summer students with us for the summer, revenues coming in for SummerFest (vendor fees and sponsorship)
  • CB moved to accept the Treasurer’s Report. EP seconded the motion. Motion passed.

Council Reports

Local (KTD)

  • Traffic calming policies being updated. Town keeping an eye on Martin St, already have measures in place for Main Street and other places around town – ie cameras, speed bumps, etc.
  • Patio season is coming – May 12 is when patios can open.
  • Town seeking input from residents related to additional residential units. Relates to Bill 23.
  • Overnight parking exemptions have increased (previously could only park for 18 days overnight but now can park for 25).
  • TD – Has the Town looked at digital signs telling people to slow down?
  • KTD – If residents identify a problem area, Town may install the signs temporarily to encourage people to slow down. Statistics say that over time they lose their effectiveness. Staff also do speed studies in some areas.

Regional (CB)

  • New rental and homebuyer regulations coming in from the province. Could impact leases for people downtown. Visit Ontario.ca for details.
  • Province making changes to Places to Grow regulations which will end the law from 2005 and put in a new one. Planners from Town and Region will then come back to us with new recommendations.
  • Mayor’s Breakfast happening tomorrow morning. Expecting some updates related to the Milton Educational Village and other topics.
  • Regional Strategic Plan available at halton.ca – they are looking for public input into the four key areas.
  • Town approved an apartment building on Nippissing Road. Still waiting for a response from Metrolinx about when the Go Station will be expanded – this expansion will be important for the new building.
  • SB moved to accept the Council Reports. EP seconded the motion. Motion passed.

Executive Director’s Report (RS)

SummerFest – June 3

  • Planning going well for the event. Approved vendors are submitting final paperwork and payment. Sponsorships will be a bit lower this year because more competition for sponsorship dollars. Some customized packages for HolidayFest 2022 sponsors. Vendor fees revenue lower because some vendors using HolidayFest 2022 credits.
  • Speaking to Carriage Square property manager to do kids’ area in Carriage Square instead of car show. Not planning a car show for this year’s event – focus will be other parts of the event and managing workload for the team. Could mean we get some complaints about the ‘size’ of the event because closure would be one block less, but there is a lot happening in the space we have.

Winter partnership event

  • Continued discussions with TJSF about budget and logistics for this possible partnership. Expected budget for joint event is around $75-$78k. There are synergies as compared to running two separate events. However, they spend more on rides and activations, and we spend more on staging and entertainment. We propose the following financial contributions be made: $38k from the Town, $23k from Singh family, $18k from DMBIA. We would do some fundraising to recoup some of our own costs – ie vendor fees, sponsors that we bring in. Previously Singh family was funding the entire event themselves. We would also contribute around $25k worth of staff time.
  • We got Reconnect grants in 2021 and 2022. Funding pool used to be around $50 million but for 2023 is around $19 million. Program renamed to ‘Experience Ontario’ and they’ve made some changes. RS to look and see if we are eligible to apply.
  • KTD – Unknown how the Town will respond to the request for funding. The Town should contribute but will need to see what’s possible. Brampton makes a significant contribution to the event there, Mississauga is interested in running an event this year.
  • CB – Councillors make the decisions. There is some support from Council for this already.
  • KTD – The additional Community Fund dollars that council approved will be awarded as of next year. The timing doesn’t work for this year. Would be ideal to have a staff recommendation about where the dollars would come from before we do a delegation to council.
  • EC – Ask TJSF what the deadline is to be able to move forward for 2023, and do a delegation to council before that.
  • RS – Will get a deadline – maybe June/July. The amount we’d be requesting from the Town to support SummerFest and the winter event is approximately equivalent to our original event contribution request from last year (we asked for more, then lowered the dollar amount after the initial request).

Administration

  • Summer student positions – Finalizing details for our summer student roles and waiting for final confirmation from the federal government about funding for this year.
  • Draft Board of Management policy shared with the board. Updated based on feedback from last month’s discussion and Town Clerk input.
  • SB moved to accept the Board of Management policy. EP seconded the motion. Motion passed.
  • Directors and Officers insurance – Selected a provider, currently working to finalize the policy.
  • Local board code of conduct – Provided by the Town Clerk, it is currently in place through the Town. Reach out to integrity commissioner if you have questions (contact details provided).
  • ED transition – PT will be doing some training days in April with us and then starting full-time May 1.
  • EP moved to accept the ED report. IC seconded the motion. Motion passed.

Adjournment

  • IC moved to adjourn. EP seconded the motion. Motion passed.
  • Meeting adjourned at 7:23 pm.

Attendees: Kristina Tesser Derksen (KTD), Julie Rock (JR), Ian Campbell (IC), Rachel Shuttleworth (RS), Colin Best (CB)

Guest: Monique Gaudet

Regrets: Miguel Gonsalves (MG), Eric Chabot (EC), Sara Bergsma (SB), Eric Parris (EP), Tom Dusmet (TD)

KTD inquired about the Musicians on Main Street. DMBIA is coordinating this event with Arts Milton as they provide a similar event. We are working with them on finalizing the dates for the end of July and the month of August.

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

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

Motion to accept the agenda by IC, seconded by JR. Motion passed.

Motion to accept the previous meeting minutes by JR, seconded by IC. Motion passed.

Treasurer’s Report (delivered by RS)

  • Expenses are significantly higher for April due to Summerfest – approximately $20k in entertainment costs (includes the stage, entertainers, and activations)
  • Support for recruiting a new executive director – $6500.
  • Web Maintenance expenses / many of our annual software renewals have come in over the last month – $1000.
  • Revenues are on a sliding scale for this month as it is hard to pin down exact numbers due to the incoming payments for Summerfest. A clearer picture will be provided next month.
  • Keep in mind that revenues for sponsorships and vendor fees will be lower than usual because of the credits that we offered from the Holiday Fest cancellation.
  • Reminder that a motion was passed on April 17 to have Tom Dusmet begin as the new Treasurer. We are working on the transition over the next couple of months.
  • JR moved to accept the Treasurer’s Report. IC seconded the motion. Motion passed.

Council Reports

Local (KTD)

  • Construction season is coming up – Bronte St. will be closed for the month of June to complete the final phase of the project. Bronte section north of Main St. between Main and Steeles will be closed.
  • The Town is in a strategic point of focus, focusing on long term strategic planning, transit has become a flashpoint by which they are measuring all other planning to improve routes, enhance the quality of life, and increase convenience and access.
  • Civic Precinct report/update will be provided to council in June. Civic Precinct project will be downtown in the parking lots on Brown St, the plan is to have a large civic space for gatherings in downtown Milton like Celebration Square in Mississauga. We hope to see actual physical evidence regarding the project by 2026.
  • IC moved to accept the Council Reports. JR seconded the motion. Motion passed.

Regional (CB)

  • Attended the Federation of Northern Ontario Municipalities in Perry Sound and will send Rachel and Monique pictures.
  • Visited Downtown Newmarket which is very similar to Downtown Milton as they are also on a flood plain and converted a parking lot into a Civic Square which he will send pictures to Council and BIA.
  • KTD: First ever Pride parade will be on August 20, this is for all of Halton.
  • JR moved to accept the Council Reports. IC seconded the motion. Motion passed.

Executive Director’s Report (RS)

  • ED transition – Welcome to Monique Gaudet, new ED! Will be joining us full-time as of May 23.
  • Approved for two Canada Summer Jobs positions (Event support in May & June, Beautification, litter clean up and activations in July & August). The first student, Maya, started with us. The second student Zack will work for us in July and August.
  • Policies – Currently updating Personnel policy and will be brought back to board for review/approval. Next, the Constitution will be updated based on the Board of Management and the Personnel policies. Rachel will review this with Monique during the transition.
  • Working on final report for Canada Community Revitalization Fund (mural project). Once that’s completed and submitted, expecting to receive our final payment.
  • Nominations open for Chamber’s Community Awards. Suggestions? The Board will take this back and send suggestions via email. https://miltoncc.awardify.io/categories.
  • See ED Report for nominations.
    • Business Awards (Small, Medium, Large) based on number of employees and does need to be operating for at least 3 years: Employee numbers: Small 1-10/ Medium 11-25/ Large 26+ –
    • Entrepreneur of the Year
    • Not-for-Profit of the Year
    • Sustainability
    • Volunteer of the Year
    • Lifetime Achievement
  • SummerFest – Happening Saturday, June 3. Finalizing site plan, Operations support from The Town, sponsorship, and vendors. We had a great meeting with the Town for operational support and we are thankful for their support.
  • We have changed the road closures. Originally, we were approved to Fulton St, but it has changed to Commercial St. as we are no longer including a car show. We can revisit the extension for next year, however, in the past we did have a stage at each end of the closures which is an additional expense. If we were to extend the event, we would need to find an attraction that is big enough and affordable.
  • 83 vendors / 20 are BIA members. The revenue from paying vendors is about $15K, about 14 of them are coming in on credit from Holidayfest, including the credits the revenue would be closer to 20K.
  • Winter event – We are in the process of preparing a formal request from The Town for funding for this event. Expect a delegation to Council in June. Requesting a final decision before June 28 to move forward with this event for 2023. Experience Ontario fund (formerly Reconnect Ontario) is only for 2-day events now, so we could not apply. Seeking other funding opportunities.
  • Farmers’ Market – The market opened on the first Saturday of the May long weekend. We are supporting the Chambre on this project, by reserving two booths at the market for our members to fill.
  • Member/business updates:
    • Halifax Donair announced they will be retiring/closing.
    • Chef Mayo opening where Camp Cannabis was (old TD & Starbucks)
    • My Dosa Place/My Roti Place is open where Castle Lounge was.
    • Heal Wellness is open old Ohana was.
    • Gongcha (corn dog place) is planning to open in June in the old Starbucks location.
    • Would like to introduce a “Taste of Downtown” campaign in the slower season as we are becoming more of a food destination.
  • Flowers in the garden beds are being planted in June.
  • Garden sponsorship program has begun.
  • Receptacles repaired this week. Several were destroyed by snow plows this past winter. We have an MOU with The Town that says that we are responsible for the receptables, however, this is Town damage.
  • KTD – suggested that this needs to be re-visited as this is negligence not wear and tear.
  • CB- suggested a direct appeal to Council.
  • KTD: Spoke towards her meeting with the Chambre of Commerce – a consultant form the Ontario Chamber came in to review the type of members that the Chambre wants to attract, and it was noted that restaurants may be best served by BIAs as Chambers have lots of different business types to serve.

New Business

JR: Will be away for Summerfest.

JR: is on the Her Quest for Hospice Committee; the event is an Amazing Race style, and it is happening Saturday September 9, hoping for a DMBIA team of 4 to participate.

Adjournment

CB moved to adjourn. IC seconded the motion. Motion passed.

KTB – Meeting adjourned at 7:23 pm.

Attendees: Eric Chabot (EC), Sara Bergsma (SB), Kristina Tesser Derksen (KTD), Rachel Shuttleworth (RS), Colin Best (CB), Monique Gaudet (MG), Eric Parris (EP)

Regrets: Julie Rock (JR), Ian Campbell, Miguel Gonsalves (MG), Tom Dusmet (TD)

EC called the meeting to order at 6:34 p.m.

EC 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 KTD. Motion passed.

Treasurer’s Report (delivered by RS)

  • We are in the process of transitioning the treasurer’s role. Tom is away for the month of June so the transition will begin next month. Tom has begun looking at the financial statements and will provide the report for July.
  • Expenses incurred over the last few months are a bit higher due to Summerfest. The actuals will be a bit different as the Visa Cycle is delayed. Everything is on track and expenses are coming in as planned. Final numbers will be available at the end of the month.
  • There is an increase in staff time due to our summer student and overlap in ED.
  • Utilization projections are on track, key points: salaries are bit higher, miscellaneous is higher due to the ED search fees, revenues are still being accounted for.
  • We have received verbal confirmation from CCRF that they will be sending the 12K, this will go into our 2022 budget, and placed directly into our reserve.
  • SB moved to accept the Treasurer’s Report. CB seconded the motion. Motion passed.

Council Reports

Local (KTD)

  • KTD will be chairing the upcoming council meeting on June 19, the holiday event motion will be forwarded at this meeting, all relative information has been sent to staff for support.
  • KTD received more emails regarding graffiti on Main St, closer to Tremaine. KTD has sent the emails to the police, and they will forward them to the correct team. This specific person asked for wrapping more of the utility boxes with the graphics.
  • Two council meetings this month were split in half, nothing of urgency for the DMBIA.
  • Conservation Halton is releasing their floodplain mapping.
  • KTD attended a meeting with Conservation Halton and a known landowner that is looking for more development opportunities. Conservation Halton is not able to allow development currently.

Regional (CB)

  • CB thanked KTD for putting together the motion for the winter event.
  • The Regional council meeting today spoke about the downloading of regional functions to the local municipalities. Growth projections are going to be closer to the mobility hub and Britannia Road.
  • Bronte St closure has been extended to June 30th, a paid duty officer will be onsite during the farmers market from 9 am – 1pm to relieve some of the pressure off Mill St, James St, and Main St
  • Regional staff informed CB that the tender for the Tremaine Road Interchange has now been closed and are hoping to start the work in the next month.
  • Still waiting to hear from Meritor regarding their planning application which should have a big effect on Downtown Milton.
  • SB moved to accept the Council Reports. EP seconded the motion. Motion passed.

Executive Director’s Report (RS)

  • ED transition – Rachel and Monique are wrapping up the final transition. Rachel’s last day will be Friday June 16th.
  • We have been approved for two Canada Summer Jobs positions Maya’s last day is June 28th. The second student Zach will start on June 19th for July and August.
  • Verbal confirmation from Canada Community Revitalization Fund (mural project to receive our final payment of 12K, pending auditing financials.
  • 2024 Operating Budget discussions to begin next month regarding high level priorities, increases and large spends.
  • Social media and promotions – Key focus was promoting SummerFest and the downtown businesses via videos. These promotions were well received.
  • Summerfest was a big success reference Wrap Up Draft report for full details. Costs for the event are still under review due to the Visa Reconciliation. The final report will be provided.
  • CB: provided two suggestions regarding SummerFest. 1. Advertise the free transit more, and to provide signage directing people to the bus stops. 2. Arrange parking with the fairground for additional space
  • KTD: provided positive feedback regarding the Food Truck Zone, it was very beneficial having them in a separate location.
  • RS: spoke about the challenge of getting the members involved. Soccer World, and Butcher Bar came out at the last minute. We continue to engage the members on a regular basis by providing events, social media posts, announcements, etc.
  • KTD: Reviewed the details of bringing the Car Show back to Main St in Downtown Milton. MG, KTD, and Larry Green (Optimist Club) will be meeting to review the details.
  • Car Show possibilities: Tentative date: Saturday September 16th, picky bagging off the Farmer’s Market Road closure, include a variety of cars (fast and furious cars) for the younger audience, extend the closure to Fulton St.
  • Milton Farmers’ Market – We have two booths reserved every Saturday. The members are participating, and it has been well received. Participating members: Southside on Main, Muse Studio and Market, Fine Arts Society, Mill Town Cycle, Grace Church, and the Historical Society. We do have two openings, June 10 & 17, which the BIA is using. Our summer students will be onsite both days, we include a colouring table and giveaway.
  • Chamber’s Community Awards have been put through. Julie Rock is nominating herself.
  • Small business of the year: Mill Town Cycle
  • Mid-sized business of the year: Ohana Family Salon
  • Not-for-profit of the year: Fine Arts Society of Milton
  • Sustainability excellence award: The Kind Matter Company
  • Pretty Rad changed owners. Their re-opening was at Summerfest.
  • Continuing to work on the implementation of the CRM database, there is an orientation call Thursday June 15. Lauren and I will be attending. Further information will be provided at the next board meeting.
  • Winter Event: Delegation to Council is on June 19 @ 7 pm at Town Hall. Please feel free to attend for additional support. Speaking notes will be provided to KTD and a simple email will be sent to each councillor asking for their support and offering to answer questions.
  • EC: asked if the Winter Event motion would be a one off or would this be a long-term solution. Would we be applying through the Community Fund annually. In terms of budget, we will need to commit this amount in our 2024 budget prior to the event taking place. This will need to be reviewed by the board and we must formulate our approach on how we are to budget this. Based on Rachel’s comments we will include a line item for these events in our 2024 budget.
  • KTD: confirmed that this is a one-off solution and staff have requested that this cannot be a regular addition. Staff will expect to see this money dealt with in our own budget moving forward.
  • RS: spoke towards the last paragraph in the motion, that there is a possibility that this negotiation could possibly be included in the budget. Staff understand that our need for stability is required, and they have shifted gears towards us by applying through the Community Fund.
  • CB: commented on how Brampton goes out of their way to support their Winter Event and Burlington has the Sound of Music Festival, and the city runs the Santa Clause parade. Milton is behind the times, and we need to host community events.
  • Flowers have been installed in the garden beds.
  • Garden sponsorship program underway, not as many participants as we would have hoped. Participants: The Flower Shed Garden Centre, A.M. Professional Corporation, Bud’s Cannabis Store, Adam van Koeverden, CIE Property Management, Grace Anglican Church, and Mill Town Cycle.
  • In May, increased litter clean-up frequency to once a week (paid for by BIA). Two part-time staff came out after the Farmers Market on June 17th for litter clean up, ABL Employee and Arnold. They worked from 10 am – 3 pm and filled 7 bags of garbage, this is something that is definitely needed. Our summer student will begin litter clean up on June 29.
  • Cigarette Litter in Downtown Milton: The Kind Matter Company posted about this on Instagram, and it was very apparent during the clean ups leading up to Summerfest that this is a problem.
  • Suggestions provided by Monique to increase awareness via social media.
  • A Greener Future runs a Butt Blitz Campaign each Spring. We can bring this to downtown Milton to raise awareness.
  • We can purchase ashtray containers – $85.00 each to place them in random spots around downtown Milton. Do you feel this will set a precedence based on locations and controversy on who empties it?
  • Survey members to see if this is a cause of concern for them and split the costs of the ashtray?
  • Reach out to The Town for partial payment?
  • KTD: Suggested that a notice be sent out to our members communicating that we are receiving complaints from our neighbours, and patrons in Downtown regarding the increase of cigarette butts. Partner with the Town on communications and have their public relations department put something together Town wide. Ashtray Containers may be difficult as we would need to ask the Town for money and then verify whose responsibility it would be to empty them. Connect with other BIAs to see how they tackle this problem.

New Business

Adjournment

  • CB moved to adjourn. IC seconded the motion. Motion passed.
  • EC – Meeting adjourned at 7:29 pm.

Attendees: Eric Chabot (EC), Sara Bergsma (SB), Kristina Tesser Derksen (KTD), Colin Best (CB), Monique Gaudet (MG), Eric Parris (EP), Tom Dusmet (TD), Ian Campbell (IC)

Regrets: Julie Rock (JR)

EC called the meeting to order at 6:33 p.m.

EC 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 TD. Motion passed.

Treasurer’s Report (TD)

  • June’s main highlight: The salaries for June are higher due to the overlap in ED salaries and severances.
  • Rachel’s visa statements will be reconciled next month and will be reviewed and closed out.
  • Rent expenses are higher due to the one-time annual escalation charge as per the lease with the Town of Milton.
  • Cash flow is at a negative now based on the expenses from SummerFest and the $108,411 contribution from The Town that will be allocated in September as a journal entry. This journal entry will balance out the negative cash flow.
  • CB moved to accept the Treasurer’s Report. EC seconded the motion. Motion passed.

Council Reports

Local (KTD)

  • Strong Mayor Powers is in effect in certain municipalities providing Mayors the ability to move certain motions through council, but they still need a third of council approval. The Mayor of Milton does not intend to use this motion unless it is needed.
  • Sustainable Milton and DMBIA to connect and review recyclable products and reusable bags.
  • The next council report has a motion on their agenda to ban fireworks.

Regional (CB)

  • June 30th @ 2:30 pm Bronte Street North opened, stopping most of the gridlock downtown.
  • Regional Council put in an Accelerated Allocations Report which gets a lot of interest from builders. You will begin to see area development along Trafalgar Rd and Britannia Rd.
  • There is a meeting next week with the Phase 4 development which will take place on both sides of Britannia Rd between Thompson Rd and Trafalgar Rd.
  • Regional staff informed CB that the tender for the Tremaine Road Interchange will be starting in August, partial ramp opening by the Fall of 2025, with full project completed by 2026.
  • Panorama development sales office in Milton Heights is opening soon. First phase of 300 homes will begin, out of a total of 800 homes.
  • TD moved to accept the Council Reports. EC seconded the motion. Motion passed.

Executive Director’s Report (MG)

  • The ED transition is complete.
  • Canada Summer Jobs update: Zach’s contract has begun: June 29, 2023 – September 1, 2023. He is focusing on beautification (litter clean up), CRM updates, member involvement for upcoming events.
  • The upload of the OBIAA CRM tool has been completed. Lauren and I attended two training videos. Zach is currently working on continued updates such as owners, addresses, categories etc.
  • The Town is implementing that is coming into effect as of December 31st, 2023. Initial meeting is set for Friday June 30.
  • The funds for the CCRF grant have been received and deposited on June 29th to 9500-5241 total $12,679. The grant is now closed.
  • A journal entry will be processed for the following contributions from The Town. The JE will be posted as of September 1, 2023. The Town only can reflect this in September Variance due to item #2 approved after May Variance. The JE includes three portions at total of $108,411:
  • #1: 2023 approved budget $69,661 including previously annual contribution $17,250, additional transfer of $12,750 to support summer fest, and Jan 23, 2023, council approved additional funding for 2023 one-time contribution $38,281.
  • #2: BIA Budget increase request to fund winter event in Dec 2023 – approved by Council Jun 19th, 2023, Notice of Motion at $38,000
  • #3: Tim Hortons sponsorship revenue for SummerFest $750
  • 2024 Budget conversations need to begin this month. We need to review high level priorities, increases, and spending for the upcoming 2024 budget.
  • Upcoming timeline:
  • August 4: Draft Budget due to The Town for review
  • August 23: Angela has set this date to review the draft 2024 operating budget for the BIA after reviewed by The Town
  • September 27 or October: AGM – Approval of Budget
  • Review how to include SummerFest and Winter Event as a line item in the 2024 budget.
  • MG and TD will work on the draft detailed 2024 Operating budget to review at our next board meeting.
  • EC explained the budget process and provided past templates and direction for creating the 2024 budget.
  • Total cost for SummerFest event has been updated in the report:
  • Approximate Amounts
  • Revenues
    • Sponsorship & vendor fees: $36,405.00
  • Expenses
    • Event costs: $51,656
    • BIA Staff time (November 22 to July 2023):
      • Total hours: Approx. 1583.50 hours
      • Estimated value of staff time: $50,656
  • Social media and promotions – Key focus was promoting SummerFest Wrap Up and the downtown businesses via videos.
  • We continue to promote member events via social media, newsletter, and our events calendar
  • Summerfest was a big success reference Wrap Up report for final number.
  • MG spoke about the possibility of updating our sponsorship package for 2024 to include an overall DMBIA annual package and an event specific package, this will provide customized packages for a variety of different sponsors.
  • The date has been set for The See you in September Car Show Friday September 15th 6pm – 10 pm
  • Rough expenses for 2023 based on 2019 Car Show line items: $6,764 – we removed the stage, lighting, swag items, and entertainers will be included based on final numbers.
  • Revenues to date including registration fees and sponsorship $4425. Additional inclusions will be added as per revenue increases.
  • Road closure is from Fulton to Brown St including the Brown St lot. The closures will be dependent on number of cars registered.
  • Currently 47 cars are registered. $25.00 per car
  • Sponsorships confirmed: Silver: Mr. Lube, Bronze: Renewal by Andersen.
  • SB suggested that we reach out to Gorrud’s Auto Group
  • Continue to reach out to potential sponsors, including conversations with RBC, Wallace, and Milton Ford, Expedia Cruises, and car companies within Milton.
  • Charity partner: Darling Home for Kids
  • We are combining classic cars with the fast and furious types of cars.
  • We have offered members the opportunity to set up a sidewalk display, extend business hours, and or have a special sale promotion: We currently have 5 signed up. Zach is following up this week in person.
  • Place musicians at Knoxx Church for entertainment. Rob Hewlett is confirmed as the DJ.
  • We have partnered with Arts Milton to Celebrate Milton Culture Days with the first-ever collaborative ‘Flavours of Downtown Milton’ program, brought to you by Arts Milton and Downtown Milton Business Improvement Area (DMBIA).
  • We currently have 10 restaurants participating. Zach is following up.
  • We invited restaurants to participate by offering one item on their menu from September 22nd to October 15th. Items on the ‘Flavours of Downtown Milton’ menu can be priced at one of two price points: $5.99 or $10.99
  • By participating in the ‘Flavours of Downtown Milton’ program we offered:
  • Online Showcasing: Arts Milton and DMBIA will prominently feature your restaurant on our websites, providing a dedicated page highlighting your participation in the ‘Flavours of Downtown Milton’ program.
  • Social Media Promotion: Arts Milton and DMBIA will promote your restaurant on our social media platforms, creating buzz around your unique cultural offering and encouraging our followers to visit and experience your establishment.
  • Inclusion on Arts Milton Cultural Map: Your restaurant will be listed on the Arts Milton Cultural Map, ensuring that locals and visitors alike can easily discover and explore the cultural offerings available in Downtown Milton.
  • The motion for Miracle on Main Street was approved by Council Jun 19th, 2023, Notice of Motion at $38,000 contribution from The Town
  • The date has been set for December 9, 2023, 2pm – 8 pm
  • Milton Farmers’ Market – continues until October 7, 2023. DMBIA’s patios will stay open until that date.
  • 13 Charles St. Mini Market Event was on Wednesday July 5th, hosted by Grateful Tattoos, along with participating members Lola Soap, Soccer World, Blo, Blue Room Spa, Tijuana Toms
  • DMBIA would like to begin networking events back to the businesses by connected like minded business.
  • Milton Concert Band – plays every Thursday @ 6:30 – 7:30 pm at Victoria Park for July. We will have a table present on July 27
  • Arts Milton – is hosting Summer Days/Summer Nights this year every Thursday in August @ 7 pm at Knox Church

New Business:

  • 252 Main St. – Arirang (corn dog place) and Gongcha (Bubble Tea), opening soon.
  • 249 Mary St. – Chef Mayo’s Grill and Shawarma, opening in July/August.
  • Renovations are happening in 16 Martin St. (previously the Green Eatery) and at 264 Main St. (previously The Law Office of Hutchinson, Thompson, Henderson and Mott), possible new businesses.

Closed Business:

  • 133 Main St. – Turnbull & Thompson Charted Accountants – Have recently merged with Melissa Coulson (just outside of the BIA) and are waiting on some renovations then will move into her office.
  • 13 Charles St. 103 – Soccer World – Will be leaving in October of 2023.
  • 295 Main St. 7 – Halifax Donair – Retiring sometime in July.
  • 295 Main St. 8 – Halifax Donair Retail Store- Closed
  • 6 Martin St – The Studio – Home of Julie Rock Photography – Closed
  • 6 Martin St. – Fine Arts Society of Milton at The Studio – Closed
  • 150 Mill St. – Pizza 360 – Closed in the end of June, will be moving to a new location in the future.
  • We have shared the following articles and links with our members regarding: OBIAA is calling upon the Federal Government to: Extend the CEBA repayment deadline to the end of 2024 or 2025. Extend the 33% (up to $20,000) forgiveness deadline for businesses.
  • Zach is assisting with litter-clean up on a weekly basis until September 1
  • Cigarette Litter in Downtown Milton: I have an introductory call with Kay Matthews at OBIAA and will include this in our conversation.
  • We dropped off letters to the tenants and business surrounding Mary St, referencing the increase of garbage that Dave O’Connell emailed about. I will be checking this location and reminding the businesses regularly.
  • I have a meeting with The Recycle Everywhere program, funded by the Container Recycling Fee (CRF), which makes it easier to recycle your empty beverage container — bottles, cans, cartons, or juice box. We will share this information with our members.
  • CB spoke about The Region’s new pilot project for garbage pickups; including automated pickups with a machine that picks up the garbage and larger containers.
  • CB moved to accept the Council Reports. IP seconded the motion. Motion passed.

Other Business

  • SB questioned Julie Rocks position as a board member due to her current situation. The board has agreed to look for an intern board member until Julie is ready to come back.

Adjournment

  • CB moved to adjourn. EC seconded the motion. Motion passed.
  • EC – Meeting adjourned at 7:32 pm.

Attendees: Eric Chabot (EC), Sara Bergsma (SB), Colin Best (CB), Monique Gaudet (MG), Eric Parris (EP), Tom Dusmet (TD), Ian Campbell (IC)

Regrets: Kristina Tesser Derksen (KTD)

SB called the meeting to order at 6:45 p.m.

SB 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 TD. Motion passed.

Treasurer’s Report (TD)

  • August was a quiet month for expenses.
  • To date the DMBIA 2023 operating budget is on target.
  • Beautification expenses increased due to the installation of our garden beds, hanging baskets and maintenance. This expense also included the cost of the contract for our Christmas lights storage and installation that will take place in the winter.
  • CB moved to accept the Treasurer’s Report. SB seconded the motion. Motion passed.

Council Reports

Regional (CB)

  • There were no meetings at the Regional level for the month of August, they will resume in September
  • Visit Halton.ca under roads to view the many road projects that are going on. There is information about the Tremaine road work that will take another two years to complete, as well as lots of paving projects taking place around town.
  • The big news is that we got the bollards replaced downtown
  • We had The Town discussions regarding the official plans, zoning bylaws and various other activities such as the mobility hub, and the strategic plans for the town’s future development. Reference Milton.ca
  • SB moved to accept the Council Reports. TD seconded the motion. Motion passed.

Executive Director’s Report (MG)

Administration:

  • Canada Summer Jobs update: Zach’s last day is August 24, 2023. Zach is working on the CRM tool updates, litter clean up, follow ups for upcoming events, and was onsite at the Milton Concert Band for their last event on July 27th.
  • The Town is working on an Asset Retirement Obligations (ARO) program that is needed for the new accounting system that is being implemented. Asset Retirement Obligation program phase 1 has kicked off. The DMBIA needs to provide the following lists by September 15th. I am currently working with Alyona on this. I may need to reach out to the board for additional support if needed. I have included the ARO PowerPoint presentation in the board package for your reference.
  • The DMBIA needs to provide a list of all active agreements that we currently have that are not with The Town of Milton and evaluate them for the risk of (ARO).
  • The DMBIA needs to provide an asset listing and evaluate risk of (ARO).

2024 DMBIA Operating Budget Discussion:

  • Reviewed the 2024 Detailed Operating Budget as per spreadsheet provided to the board in the August Board Package
  • EC questioned our two largest events (SummerFest and Miracle on Main Event) and the risk factors associated with these events pertaining to our 2024 operating budget
  • MG confirmed that the allocation of funds from The Town for 2024 Miracle on Main event will need to be approved within The Town of Milton budget.
  • CB confirmed that The Town budget approval is schedules for December 4 & 5 2023.
  • TD to confirm DMBIA current reserve amount.
  • August 11: draft budget will be sent The Town for review.
  • August 23: Monique and Angela to review the draft budget for any discrepancies.
  • Angela has left The Town and is temporarily replaced by Israel Ali.
  • EC moved for the approval of the 2024 Draft DMBIA Operating Budget to be sent to The Town for review.
  • CB moved to accept the Draft 2024 DMBIA Operation Budget. SB seconded the motion. Motion passed.

2023 AGM

  • The AGM date has been set for October 4th from 6pm – 8pm at Southside @Main
  • Eventbrite will begin to charge for free events for over 25 people on September 6th. To avoid this charge, we will use a Google form for registration purposes to track ticket sales and attendee sign ups.

Boad Member Update

  • Julie Rock did not respond to my email regarding the request to provide an intern board member.
  • We did put out a call for Board Members as we have Julie’s position and one additional open spot.
  • I received an application from the owner of Diana Lakich. She is interested in applying and I will be meeting with Diana the week of August 8th as an introduction.
  • EC suggested that Diana Lakich attend the next couple of meetings to ensure that she would like to join the board.
  • EC confirmed that our board meetings are open to all that would like to attend.

Lease Renewal:

  • Lease renews on September 30, 2023.
  • I spoke with our realtor Lorraine Kerr and our Landlord is agreeable to extending the Lease for a further FIVE (5) YEAR term from October 1, 2023, to September 30, 2028, at the following monthly base rents:
    • Year 1: $1,174.00 (no increase from current rate)
    • Year 2: $1,257.00
    • Year 3: $1,257.00
    • Year 4: $1,345.00
    • Year 5: $1,345.00
  • All other terms of the original lease to remain in effect, save and except monthly rental rates.
  • If we are agreeable to these rates, she will proceed to prepare the necessary Lease Extension Agreement documents for our signature.
  • The board agreed to the above rates and term of lease.

ENHANCED PROMOTION OF THE DOWNTOWN MILTON COMMUNITY AND ITS BUSINESSES

  • Social media and promotions – Key focus right now is the See you in September Car Show and the downtown businesses via videos.
  • We continue to promote member events via social media, newsletter, and our events calendar.
  • We are running a DMBIA giveaway contest at the beginning of September to grow our followers on social media. $100 gift card when you follow us, mention your favorite downtown business, tag the business, and tag a friend.
  • The Kind Matter Company is 1 of the 3 finalists in the Sustainability Excellence Award category at this year’s Community Awards, hosted by the Milton Chamber of Commerce and is invited to the Gala on Wednesday, October 25th.

See you in September Car Show

  • The time of the event has been changed to 5pm – 9 pm, based on the timing of the sunset in September
  • Currently 73 cars are registered. $25.00 per car.
  • We have received pushback on the $25.00 registration fee however, we have explained that permits, road closures, and safety are our main costs for the event. Georgetown is charging $20 per car for their car show in August. They began promotions after us.
  • Sponsorships confirmed: Silver: Mr. Lube, Wallace Bronze: Renewal by Andersen, Expedia Cruises
  • We are currently in need of staging volunteers for the event. Staging will take place at the Sports Centre at 1:30 -3:30 pm

Additional Events

  • Milton Farmers’ Market – continues until October 7, 2023
  • Arts Milton – is hosting Summer Days/Summer Nights this year every Thursday in August @ 7 pm at Knox Church
  • PRISM is hosting the first annual Halton Pride Parade on August 20 @ 2pm – 3:30 pm on Main St, DMBIA is a sponsor of this event.

INCREASED FOCUS ON ATTRACTION OF NEW BUSINESSES

New Business

  • 295 Main St Unit 8 – Viva La Tortilla opened July 29
  • 264 Main St – New dental office opening
  • 16 Martin St – ADR Pet Stores – opening soon
  • 15 Martin St Unit 4 – Lebo Jewelry – opening TBD

Closed Business

  • 295 Main St Unit 7 – Halifax Donair – closed at the end of July
  • Changes to 310 Main Street are:
  • 102 – Pendleton Translations has moved out and Horizon Community Living North Halton is in its place
  • 108 – OMNI moved to a new location outside the BIA
  • 106 -There are two new businesses in this space: Performance Chiropractic and Regenisis Personal Fitness
  • 205 – Active Insight Counselling now shares a space with Fraser Counselling Services

Businesses For Sale

  • Posted in July:
  • SG Hair Design
  • The Works
  • Wings Up

ENHANCED ADVOCACY WITH LOCAL GOVERNMENT ON KEY ISSUES AFFECTING DOWNTOWN

CEBA LOAN REPAYMENTS AND FORGIVENESS DEADLINE

  • We continue to share the following articles and links with our members regarding: OBIAA is calling upon the Federal Government to: Extend the CEBA repayment deadline to the end of 2024 or 2025. Extend the 33% (up to $20,000) forgiveness deadline for businesses.

ENHANCED DOWNTOWN EXPERIENCE FOR BUSINESSES AND VISITORS THROUGH BEAUTIFICATION EFFORTS

Beautification

  • Zach continues to focus on litter clean up.
  • The gardens and hanging baskets are blooming nicely
  • We are focusing on garbage tips and prevention and putting waste in the right place. The last member update focused on Downtown Milton’s waste collection and prevention tips.
  • I met with David and Athena at Bang Creative; we spoke in detail about the problem affecting Mary Street. I have requested additional bins (2 black and 1 recyclable bin) for My Roti place and will be working with My Roti and Naan Guys to ensure that this problem is fixed. Strategies include bringing the bins in nightly and training the My Roti staff member, a visit from By-law, a ‘Keep Mary Street” Campaign, creating a garbage committee.
  • Hugh Lane Pathway continues to painted. I have received a request from The Town regarding the below hydro box. Arts Milton has asked about being able to paint it as part of culture days that happens at the end of September. It would also be a great “finisher” for the mural project. I have verified that this doesn’t belong to Milton Hydro. Is this the DMBIA’s? Can they paint it?
  • CB confirmed that this is not the DMBIA’s box.
  • EC suggested that Monique reach out to The Chamber.
  • MG spoke of two suggested projects: the upgrade of the parkette on Main St, and the upgrade of the Ivy Arms pathway.
  • EC asked for a vacancy rate to be presented quarterly.
  • CB moved to accept the Council Reports. TD seconded the motion. Motion passed.

Other Business

Adjournment

  • CB moved to adjourn. EC seconded the motion. Motion passed.
  • EC – Meeting adjourned at 7:29 pm.

Attendees: Eric Chabot (EC), Sara Bergsma (SB), Monique Gaudet (MG), Eric Parris (EP), Tom Dusmet (TD), Ian Campbell (IC)

Guest: Diana Lakich

Regrets: Colin Best (CB)

EC called the meeting to order at 6:39 p.m.

EC 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 TD, seconded by SB. Motion passed.

Treasurer’s Report (TD)

  • August was a quiet month for expenses.
  • To date the DMBIA 2023 operating budget is on target.
  • SB moved to accept the Treasurer’s Report. EC seconded the motion. Motion passed.

Council Reports

Local (KTD)

  • KTD provided detailed information about the Downtown Milton Civic Precinct project. The primary includes the historic downtown core and Milton-owned lands. The secondary area surrounds the historic downtown core. More information can be found at https://www.milton.ca/en/business-and-development/downtown-study.aspx
  • SB moved to accept the Council Reports. TD seconded the motion. Motion passed.

Executive Director’s Report (MG)

Administration:

  • Canada Summer Jobs update: The program is the process of being closed, DMBIA has received the activity report from payroll, and it will be submitted by the end of the month.
  • The DMBIA has completed the Town’s Asset Retirement Obligations (ARO) requirements based on this project I have confirmed that the The DMBIA is covered under the following policies: Property Insurance, Commercial General Liability and Cyber and Privacy Liability.
  • The DMBIA currently does not have a Directors & Officer policy, this should be covered through The Town. Risk Management will work on getting an application started with their broker. We have been unsuccessful working with other brokers.
  • The 2024 DMBIA Operating Budget has been submitted to The Town for review.
  • We should see the journal entry for the following contributions from The Town. The JE will be posted as of September 1, 2023, at total of $108,411.
  • The AGM is set for October 4th from 6pm – 8pm at Southside @ Main. Our numbers seem to be low. We are exploring the option of potentially having a guest speaker onsite or activation.

ENHANCED PROMOTION OF THE DOWNTOWN MILTON COMMUNITY AND ITS BUSINESSES

  • Social media and promotions – Key focus was the See you in September Car Show and the downtown businesses via videos.
  • We continue to promote member events via social media, newsletter, and our events calendar.
  • We placed in the Milton’s Readers’ Choice Awards for the two categories below however; I need to contact Metroland to ensure we receive our plaques as they announced that the Champion has declared bankruptcy and is moving to a digital platform.
    • 2-Platinum Family Activities Entertainment Downtown Milton SummerFest
    • 1-Diamond Local Festival Entertainment Downtown Milton SummerFest
  • Hallmark Movie Filming will take place in Milton. More details to come.
  • The Chamber Community Award Nominations from Downtown Milton: Wednesday, October 25th
  • Sustainability Excellence Finalist: The Kind Matter Company
  • Mid-Sized Business of the Year Finalist: CIE Property Management & Consulting Inc.
  • Large Business of the Year Finalist: Sargent Farms Ltd.

See you in September Car Show

  • The See you in September Car Show was a big success. We are in the process of completing the Wrap Up report with final numbers.
  • We hope to have the debrief meeting the week of September 25th with the DMBIA team, Town Councillor Kristina Tesser Derksen, Regional Councillor Colin Best, Larry Green, and Ries Boers.

Approximate Amounts

  • DMBIA 2023 Budget Allocation: $8500.00

Revenues

  • Sponsorship & registration fees: $12,360.00

Expenses

  • Event costs: $13,346.00
    • Not including BIA Staff time

**Additional Events

  • Flavours of Downtown Milton in partnership with Arts Milton will take place throughout Culture Days: September 22nd – October 15th. We have 13 restaurants participating.
  • Pop Up Concert (Knox Church) & Mural Painting (Hugh Lane) – The 2 Dollar Bills at Knox Church on Sunday September 24th 2pm – 3pm
  • Milton Farmers’ Market – continues until October 7, 2023
  • Tiny Tot’s Trick or Treat – Saturday October 28th, 2023 @ 10 am – 12 noon
  • Miracle on Main Street – Saturday December 9th, 2023 @ 2 pm – 8 pm

INCREASED FOCUS ON ATTRACTION OF NEW BUSINESSES

New Business

  • New Jewellery store in opening in Carriage Square
  • ADR Pet Stores planning to open in the next couple of weeks

Closed Business

  • Bryden’s closed on September 17
  • Businesses For Sale
  • Naan Guys
  • SG Hair Design
  • The Works
  • Wings Up

ENHANCED ADVOCACY WITH LOCAL GOVERNMENT ON KEY ISSUES AFFECTING DOWNTOWN

  • Canada Emergency Business Account (CEBA)
  • On Friday, September 19, 2023, OBIAA released an Advocacy Update on the Government announcement about the CEBA Loan extension. In the coming week OBIAA will create and distribute a survey and we will continue to share these updates with our members.
  • Here is what was announced:
    • 1. The loan repayment is extended until December 31st, 2026, if you choose to access the government loan (at an interest rate of 5%). If you choose this option, you will be forfeiting the loan forgiveness option.
    • 2. The 0% interest deadline and partial loan forgiveness has been extended from Dec 31, 2023, to Jan 18, 2024 (3 extra weeks to take advantage of the loan forgiveness)
    • 3. If you are unable to pay back the loan but want to still receive the loan forgiveness then you will need to obtain financing, this should be applied for by January 18, 2024, but you have until March 28, 2024, to obtain approval of the financing
    • OBIIA will continue to advocate for a year extension on behalf of the small businesses, this was brought up at the Advocacy meeting that took place yesterday.

ENHANCED DOWNTOWN EXPERIENCE FOR BUSINESSES AND VISITORS THROUGH BEAUTIFICATION EFFORTS

Beautification

  • Mary Street garbage has improved. I implemented the below strategies: businesses to bring the bins in nightly, speaking with My Roti owner and training their staff members, a visit from By-law was made in August, additional bins were ordered, and the long-standing oil bin has been removed. If there are additional complaints, I would like to implement a ‘Keep Mary Street” Campaign and try to create a garbage committee.
  • The gardens and hanging baskets continue to bloom nicely.
  • Follow up on the items presented by Councillors:
  • CB was in Downtown Oakville and noted that their crosswalks have bar lights under the top crosswalk signs that light up when the button is pushed by a pedestrian. He asked if it was possible, could a retrofit such as this be included in the 2024 budget for the Downtown crosswalk by Hugh Lane? Did you receive a response?
  • KTD requested moving the trash receptacle and bench that is currently in front of King of Glass and relocating them both to in front of Jay’s. Did this resolve the problem, do you need DMBIA assistance?

Other Business

Adjournment

  • SB moved to adjourn. EC seconded the motion. Motion passed.
  • EC – Meeting adjourned at 7:25 pm.

Attendees: Eric Chabot (EC), Sara Bergsma (SB), Monique Gaudet (MG), Tom Dusmet (TD), Ian Campbell (IC), Colin Best (CB, Kristina Tesser Derksen (KTD)

Guest: Diana Lakich (DL)

Regrets: Eric Parris (EP)

EC called the meeting to order at 6:40 p.m.

EC 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 TD, seconded by SB. Motion passed.

Treasurer’s Report (TD)

  • There was not much of a difference in the September numbers, as the car show expenses and revenues were not listed. We should see a difference next month.
  • SB moved to accept the Treasurer’s Report. CB seconded the motion. Motion passed.

Council Reports

Local (KTD)

  • Conestoga College now offers full-time program in Milton. Wilfrid Laurier University will call Milton Home in 2024. It is recommended that the Downtown Milton BIA begin focusing on marketing, and attractions for students and families.
  • Mary Street garbage continues to be a problem. MG notified The Region and Milton By-law has opened a case file on the location in question.
  • TD moved to accept the Council Reports. IC seconded the motion. Motion passed.

Regional (CB)

  • CB welcomed Diana Lakich to the Downtown Milton BIA Board of Directors.
  • Attending a 4-hour workshop. Milton continues to grow and will build 92,000 homes over the next 10 years. The major 1 complaint is traffic.
  • SB moved to accept the Council Reports. TD seconded the motion. Motion passed.

Executive Director’s Report (MG)

Administration:

  • I continue to work on the D&O policy application with Aliya Orloff from The Town of Milton.
  • DMBIA September Variance Review is scheduled for Thursday October 12th at 10 am with DMBIA Treasurer Tom Dusmet and Israel Ali from The Town of Milton.
  • The journal entry for a total of $108,411 following contributions from The Town has been recorded as per the Septembers Budget vs Actual report.
  • Eric Parris has a potential candidate that is interested in joining the board.
  • The AGM took place on October 4, and the Graffiti Prevention Presentation was forwarded to our members. We had 20 clicks, which means that members opened this.
  • CB – recommended that I reach out to Andy Scott, Troy McHarg at The TOM regarding our current graffiti problem.
  • E-vote confirmed Diana Lakich, owner of Marquee Steakhouse and Piano Bar as new Board Member. Unanimous vote accepted.

ENHANCED PROMOTION OF THE DOWNTOWN MILTON COMMUNITY AND ITS BUSINESSES

  • Social media and promotions – Key focus was the See you in September Car Show in September and have shifted to Tiny Tots Trick or Treat and the downtown businesses via videos.
  • We continue to promote member events via social media, newsletter, and our events calendar.
  • Hallmark Movie “Christmas with a Kiss” continues to film in Downtown Milton, our social post got over 802 likes, and was shared 449 times. Wrap is on Friday October 13 @ 7pm.
  • We are applying for The FEO Top 100 Festivals and Events Program for SummerFest. The application is due November 30, 2023.
  • We launched a new advertising opportunity exclusive to members for $50.00. BIA members can now place ads in the monthly Downtown Milton BIA community newsletter. The growing community newsletter reaches 2000 individuals in Milton and surrounding areas.
  • We will begin promotional interviews with Cogeco about all our upcoming events, particularly Miracle on Main Street in Downtown Milton.
  • Business updates:
  • New Business: Shawarma Ally is opening in the old Halifax Donair, ADR Pet Store is officially open
  • For Sale: Milton Wash Works
  • Vacancy Rate: 10.1%

See you in September Car Show

  • Board summary report provided and reviewed.
  • Amounts
  • DMBIA 2023 Budget Allocation $8500.00 – we only used $915.00 of this amount. We came in ahead of budget by $7585.00
  • Revenues Sponsorship & registration fees: $12,360.00
  • Expenses
    • Event costs: $13,346.00
    • Staff Hours – 715 hours
    • Estimated Total Cost – $21,283.16
  • TD – recommended that we have a photographer onsite next year to provide the attendees with an instant photo of their car
  • EC – have a DJ onsite next year

Tiny Tot’s Trick or Treat

  • Saturday October 28th @ 10 am 12 noon
  • Sponsors: 1 presenting sponsor: Safari, 2 gold sponsors: Oakville Toyota, Milton Pediatric Dentistry. 2 bronze sponsors: Allstate Insurance, Renewal by Andersen, Scotiabank.
  • We currently have 32 members participating, with additional follow-ups to be made.

Additional Events

  • Milton Farmers’ Market – last weekend was October 7, 2023
  • Flavours of Downtown Milton in partnership with Arts Milton ends October 15th.
  • Tiny Tot’s Trick or Treat – Saturday October 28th, 2023 @ 10 am – 12 noon
  • Miracle on Main Street – Saturday December 9th, 2023 @ 2 pm – 8 pm
  • MG – spoke about the possibility of a tree lighting ceremony to begin the holiday season
  • KTD – reach out to Cerelli Tree Farm for a possible donation for a tree

Sponsorship and Community Partnerships

  • Connected with Cogeco regarding Miracle on Main Street Sponsorship opportunities and interviews for our upcoming events.
  • Connected with Wilfrid Laurier University regarding student partnership and Miracle on Main Street opportunities. I am meeting with Josh Manuel, Matthew Grills, and the president on October 28 at the Milton Education Village.
  • Meeting with Bianca Caramento on September 18th to review potential partnership opportunities.

INCREASED FOCUS ON ATTRACTION OF NEW BUSINESSES

  • Streetsville BIA has a Buy/Lease a property or business on their website. Do you think this would be beneficial to have on the DMBIA website?
  • EC – no this would not be beneficial as there would be too many real estate requests and questions.

ENHANCED ADVOCACY WITH LOCAL GOVERNMENT ON KEY ISSUES AFFECTING DOWNTOWN

  • We continue to provide our members with updates from OBBIA regarding small business benefits. The last member update provided information on: Free Shipping Tuesdays with Canada Post

ENHANCED DOWNTOWN EXPERIENCE FOR BUSINESSES AND VISITORS THROUGH BEAUTIFICATION EFFORTS

Beautification

  • Review CCRF report and the Commercial District Revitalization Grant Program that is provided in Downtown Hamilton for graffiti.
  • Mary Street Garbage: There have been several complaints regarding 221 Mary Street Milton.

Other Business

  • CB – The vendors from the Farmers Market preferred being downtown this year. They would like the market to stay downtown
  • KTD – recommended that MG reach out to Bianca Caramento at The Milton Chamber regarding a weekly Winter Market on Main Street.
  • The board reviewed potential marketing strategies and events for 2024
    • EC – create targeted events for our members, such as events that build habits.
    • EC – create a specific marketing plan that targets Downtown Milton as a local area and not a destination. Target locals, and create local traffic, begin to build a network of individuals within the area.
    • EC- target specific businesses and create promotions around them. Example: therapist, create posts about mental health in the BIA and promote specific businesses.
    • EC – MG to send out past strategic plans for the board to review
    • KTD – Main Street Music Festival/ Music on Main Street/ – Alfresco on Main including arts, jazz, and additional band. Partner with Milton Concert Band, members to offer onsite discounts at the event.
    • IC – create a cultural event to include the diverse population of Milton
    • DL – Close the road for a restaurant event, target a different market rather than the family festival market
    • SB – Dinner in the Street, offer preselected menus, 3 or 6 course meals.

Adjournment

  • SB moved to adjourn. EC seconded the motion. Motion passed.
  • EC – Meeting adjourned at 8:25 pm.

Attendees: Eric Chabot (EC), Sara Bergsma (SB), Monique Gaudet (MG), Tom Dusmet (TD), Ian Campbell (IC), Colin Best (CB), Kristina Tesser Derksen (KTD), Diana Lakich (DL), Eric Parris (EP)

Guest: Lauren Pearson, Digital Service Squad Team Member, Town of Milton

EC called the meeting to order at 6:32 p.m.

EC 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 TD, seconded by EP. Motion passed.

Treasurer’s Report (TD)

  • Monthly revisions need to be completed to ensure accurate figures. The benefit of this is to show completely accurate figures for each month.
  • Adjustments have been made to the beautification account as they were still in progress in October for seasonal maintenance.
  • There is limited information to report this month based on the financials. This could be because charges were not recorded prior to the cut-off date.
  • EC: recommended that the expense trending worksheet be updated to reflect current YTD spending to ensure that we do not have a shortfall and or surplus.
  • TD: Monique and Tom to complete this worksheet for the December board meeting.
  • IC moved to accept the Treasurer’s Report. SB seconded the motion. Motion passed.

Executive Director’s Report (MG)

Administration:

  • Canada Summer Jobs program will launch on November 20th, 2023 – January 10, 2024. I will apply for the same positions as last year.
  • Israel Ali, Financial Planning Analyst at TOM confirmed that currently our reserve is not set up as fund and if we would need to change the classification from Reserve-to-Reserve Fund to receive gains. To do this we need to take a report to Council to adjust the Treasury Policy to reclassify this reserve to a reserve fund, I will follow up with Israel in the upcoming year as per his email.
  • The TOM budget review meeting is scheduled for December 4, 2023.
  • 2024 Operating Calendar & Strategic Plan: Operating calendar, strategic survey & sponsorship – I would like to begin working on the 2024 operating calendar with dates, events, and projects for the year. Sponsorship package will follow. Would we like to designate the January meeting to planning for 2024?
  • EC: Rachel would create her operating plan and it would be reviewed in our general board meeting.
  • Re-send a revised 2024 Strategic Priority Member Survey, the last one was done just after Covid (2022), and many priorities have changed.
  • In the process of reviewing governance documents as part of Diana’s Welcome package.
  • MG: Asked Diana for her biography and headshot.
  • Julie Rock has been taken down from the website as a Board of Director. There is no longer communication as she is concentrating on her health.
  • Diana will be added to the website as a new member once all documents are signed and received.
  • Would like to re-introduce the board, and new board members on social media. Thoughts?
  • TD: commented yes to this
  • Would like to introduce the team on social media as many members do not know Lauren, Mira, or me. Include the benefits of our members working with us to increase their visibility.
  • EP: commented that this would be a great idea based on the community questions that receives. This will be a good opportunity for providing the correct point of contact.
  • OBIAA 2024 Annual BIA Conference is April 28 – May 1, 2024, in Mississauga. More details to follow.

ENHANCED PROMOTION ON THE DOWNTOWN MILTON COMMUNITY AND ITS BUSINESSES

  • Social media and promotions – Key focus was the Tiny Tots Trick or Treat Event and the downtown businesses via videos.
  • Promotions will begin for Miracle on Main Street in Downtown Milton.
  • Tiger Jeet Singh will be participating in the Santa Clause parade on our behalf, this will promote Downtown Milton, and the Miracle event. He will have three cars as part of his float and has requested to be placed in front of the band leading Santa’s sleigh.
  • We continue to promote member events via social media, newsletter, and our events calendar.
  • TD Commercial filmed on Friday October 27 on Main Street. Highlighted this as a news post
  • M. Night Shyamalan’s “Good Grades” thriller movie is being filmed between November 20-23 in Downtown Milton. More and confirmed dates to come.
  • SB: communicated that the timing of the filming was not ideal based on decorating Christmas windows
  • MG: requesting additional lead time updates of filming taking place in Downtown Milton.
  • EC: urging The Town to liaise with the DMBIA, providing a clear and concise plan /description of upcoming filming time and dates. This will enable us to prepare and provide our members with accurate information.
  • KTD: Councilors will advocate for The Town to proactively engage with the DMBIA upon receiving filming requests.
  • Winter lights will be displayed on November 28th by Classic Displays.
  • We are launching a giveaway program by promoting holiday shopping in downtown Milton. This will take place over 3 weeks beginning November 17 – December 1. Categories include Shop/Beauty & Services/Restaurants
  • We increased Instagram followers in the past three months to over 9K. Our goal is to be over 10K.

Business updates:

New

  • 295 Main St E Unit 7 – Shawarma Alley opened.
  • 264 Main St E Second floor – Jennifer Lynne Walker & Associates opened. Business was formerly Counting Butterflies located at 205 Main St E but has moved and re-branded.
  • 243 Main St E – Pretty Rad is officially operating as The Eighth Note
  • 270 Main St E – Chuck’s Roadhouse is currently looking for a franchise owner for this location.
  • ADR Pet Store officially opened.

Closed

  • 13 Charles St #103 – Soccer World closed at the end of October.

Sold

  • 196 Main Street East sold. Sara’s building.

Tiny Tot’s Trick or Treat

  • Based on our member surveys the event was a success and on average 2000 kids were on site
  • Fire and transit were a huge success
  • We had a total of 45 members participate
  • Biggest concern was the Main & Martin intersection. Many people were just strolling into the active intersection while the lights were turning and not paying attention to the traffic lights. This will need to be addressed for next year. Possibilities include an officer onsite, or additional barricades in place to direct the flow of traffic.

Additional Events

  • Miracle on Main Street – Saturday December 9th, 2023 @ 2 pm – 8 pm
  • A Taste of Downtown Milton – February 23, 2024 – March 17, 2024

Sponsorship and Community Partnerships

  • Cogeco, Wilfrid Laurier and Neatt Communities have confirmed Miracle on Main Street Sponsorship’s.
  • Created a “Light up the Winter Nights” sponsorship opportunity for which includes a Community Level for $250 allowing our members/smaller businesses to participate. Currently we have 4 confirmed sponsors.
  • Working with Cerelli Tree Farm on the donation of a tree for tree lighting in the parkette. Possibly moved to December 1st.
  • Meeting with Bianca Caramento was pushed. We will reschedule for this month.

INCREASED FOCUS ON ATTRACTION OF NEW BUSINESSES

  • We continue to promote Downtown Milton as a vibrant and growing business community.

ENHANCED ADVOCACY WITH LOCAL GOVERNMENT ON KEY ISSUES AFFECTING DOWNTOWN

  • Met with Doug Sampano regarding the current MOU in place for DMBIA’s electrical receptacles. I want to ensure he gets what he needs from me for the upcoming winter season to prevent damage and additional expenses for us.
  • Doug Sampano has assured me that The Town will pay for any receptacle damages incurred by snow plowing.
  • This past weekend a homeless woman was sleeping in front of Southside church, she was there still on Monday. Colin contacted Halton Regional Police and 311. They are doing wellness checks on her.

ENHANCED DOWNTOWN EXPERIENCE FOR BUSINESSES AND VISITORS THROUGH BEAUTIFICATION EFFORTS

Beautification

  • Sent an email to 133 Main Street regarding initial discussions about Graffiti – no response yet.
  • Tagged buildings include: 133 Main Street, 167 Main Street, 207 Main Street.
  • Met with Doug Sompano regarding graffiti and the additional funds left over from the CCRF grant. Will follow up with Glen Cowan on how to disperse the remaining amount from the CCRF grant on painting current graffiti.
  • TD moved to accept the Executive Report. EP seconded the motion. Motion passed.

Special Guest Report:

Lauren Pearson (LP)

  • DL: introduced Lauren Pearson and discussed their concepts for potential future events. Diana and Lauren then delivered a presentation on the “Milton Food & Wine Festival”
  • View presentation: Milton Food & Wine Presentation

Discussion points:

  • LP: Is ready to support marketing, promotions and collaborating with Diana and other restaurant owners to engage participation. Assistance from The Chambre and DMBIA is needed in aspects such as road closures and logistics.
  • KTD: thinks that Milton has reached a stage where it can successfully host such festivals due to population growth, however, there is curiosity on how other towns have worked with their municipalities to create these events.
  • DL: Diana and Lauren have a meeting with the past ED from Charleston to review resources, and event procedures.
  • EC: recommended that Monique send Lauren and Diana approximate SummerFest staff hours, a workback plan, and budget details. The suggestion also involves crafting an MOU to specific partners, that ensures that you have sufficient support.
  • Overall positive feedback was received by the DMBIA, suggested a possible smaller version.

Council Reports

Local (KTD)

  • The Town of Milton has banned the use of commercial fireworks. There will still be a process in place for people to apply for a special permit.
  • Upcoming council meeting Monday November 13th, 2023, discussions will be around voting on staff refined policy considerations.

Regional (CB)

  • The region is reviewing who oversees reversing the Greenbelt decision. Hoping to have more information after the December meeting.
  • Mayor’s letter highlighted that he would like it the same as it was in The Town’s positions, new point.
  • The Region is having a budget presentation, and the staff is projecting a 3% increase, but this is still to be determined.
  • EP moved to accept the Council Reports. SP seconded the motion. Motion passed.

New Business:

  • EC: Sara has resigned as Vice Chair at the DMBIA, she will stay on for training purposes. The DMBIA is recruiting a Vice Chair within the current board.
  • MG: The DMBIA is currently recruiting Directors, preferably current BIA members.
  • CB: There was a lady that was homeless over the weekend. Please call 311 for assistance.

Adjournment

  • IC moved to adjourn. EP seconded the motion. Motion passed.
  • EC – Meeting adjourned at 8:23 pm.

Attendees: Eric Chabot (EC), Monique Gaudet (MG), Tom Dusmet (TD), Ian Campbell (IC), Colin Best (CB), Kristina Tesser Derksen (KTD), Diana Lakich (DL), Eric Parris (EP)

Regrets: Sara Bergsma (SB)

Guest: Lauren Pearson (LP), Digital Service Squad Team Member, Town of Milton

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

EC 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 TD, seconded by DL. Motion passed.

Treasurer’s Report (TD)

  • Currently we are at 135% of budget on our expenses however, our revenues are higher, so we made up for our overage.
  • The expense trending report provides a comparison of the 2022 figures, but tracking is challenging due to differences in our current program and the timing of expenses compared to last year.
  • Revenue and expenses for December are still pending.
  • Substantial expenditures, such as $3400 for Christmas materials and supplies, are reflected in the report, including vendor costs and deposits.
  • Expenses related to summer events are still being accounted for.
  • October and November are characterized by high expenses, and there is an expectation of some carryover from November into December.
  • IC moved to accept the Treasurer’s Report. EP seconded the motion. Motion passed.

Council Reports

Local (KTD)

  • The Town of Milton budget was passed and there is a significant increase, the blended rate includes the region, police and school board will increase to 5.93% which is in line with Halton Hills, and The Town of Guelph.
  • The average home in Milton is assessed at $600,000, the market value $1.1 million, increase to a total of $4600 a year in property taxes, on average $260 extra per year.
  • TD: Who is responsible for Police presence in Milton?
  • KTD: The Halton Regional Police is at a regional level however, we are in contact with the police on a local level.

Regional (CB)

  • Regional Council approved the regional budget just over 3% plus the police and combined with the Town is just over 5.93%
  • The Region deferred a report for regarding Allocation looking coming back to the report in February
  • The Region approved the Halton Regional Police budget, including 28 new patrol officers, 8 of which will be in the Milton area.
  • Construction continues at the Tremaine Rd. interchange. Currently they are pounding in pillars for the embankment.
  • EP moved to accept the Council Reports. TD seconded the motion. Motion passed.

Executive Director’s Report (MG)

Administration:

  • The 2024 DMBIA Operating budget was passed by council at the budget meeting on December 4th, 2023.
  • OBIAA Membership renewal is due and will be paid this month. The membership includes the cost of the CRM & Membership annual fee. The total is $1328.87 including HST.
  • OBIAA 2024 Annual BIA Conference is April 28 – May 1, 2024, in Mississauga. Registration opens in January.
  • Review the Mobile Expression of Interest application for the OBIAA conference – attached in board package.
  • EC: we will not be participating in the Mobile Expression for the OBIAA con
  • I am attending The Ontario Ministry of Agriculture, Food and Rural Affair (OMAFRA) Downtown Revitalization Program free webinar on Wednesday December 13th @ 10 am
  • Compiling the results for the Miracle on Main Street in Downtown Milton Board Summary Report.

Board Member Update:

  • Laura Newton from The Kind Matter Company has expressed interest in joining the DMBIA Board of Directors. More information to follow.
  • Unanimous e-vote to approve Diana Lakich as the new Vice Chair was completed on November 20, 2023.
  • *Motion to approve Diana Lakich as the new Vice Chair for the DMBIA Board of Directors
  • KTD moved to accept the Council Reports. TD seconded the motion. Motion passed.

ENHANCED PROMOTION ON THE DOWNTOWN MILTON COMMUNITY AND ITS BUSINESSES

  • The Tree Lighting took place on Friday December 1st, 2023, at 5:30 pm. Cerelli Tree Farm & The Christmas Light Company donated their time and support.
  • Social media and promotions – Key focus was Miracle on Main Street in Downtown Milton, the downtown businesses giveaway contest, Light up the Winter Nights Sponsorship program.
  • Winter snowflakes are up.
  • We continue to increase our Instagram followers; currently at 9314 followers.
  • Walk and Talk” tour on Thursday December 21 @ 1pm -3pm with MP Adam van Koeverden about how the BIA is doing, Milton tourism, and funding opportunities, as well as visit 4 – 5 unique businesses including a brand-new business, 1 with heritage that’s a staple in Milton, 1 that may need help, and 1 other business that I think would be good to visit.
  • Downtown Milton’s Festive Elf Hunt with Martin and Mary – 3-day Instagram promotion starting December 19th – December 21st

Business updates:

New:

  • WeeCare Pediatric Home Health Care Inc. opened at 160 Main St. E.
  • Main Care Pharmacy & Clinic opened at 310 Main St. E. #108
  • The Sweetest Thing Bakery will be moving into 197 Main St. E. (old Service Ontario).
  • Smile Lounge Dental opening soon
  • Byrden’s is under construction – Chuck’s Roadhouse

Closed:

  • Comfort Bras by Pauline 155 Main St. E. moved to Milton Mall
  • Muse Studio Market will be leaving 207 Main St. E. in March

For Sale:

  • Business: Illusion Hair Studio

Additional Events

  • A Taste of Downtown Milton – February 23, 2024 – March 17, 2024

Sponsorship and Community Partnerships

  • Created a “Light up the Winter Nights” sponsorship opportunity for which includes a Community Level allowing our members/smaller businesses to participate. We had 8 members participate at various levels.
  • Cerelli Tree Farm and The Christmas Light Company donated their time and support for the tree lighting ceremony.
  • Creating the 2024 DMBIA sponsorship package.

Grants:

  • Experience Ontario 2024 is open however, they have changed the eligibility to the following criteria:
  • Take place between April 1, 2024, and March 31, 2025, over a minimum of two consecutive days*
  • Occur in the province of Ontario.
  • Be open to the public at large without membership in a club or group.
  • NEW! Previous year’s attendance must include tourist attendance at 30% of overall attendance or 5,000 tourists.
  • NEW! Has been held at least once in the previous three-year period.
  • Follow all municipal and provincial guidelines, including health and safety guidelines. *One-day tourism festivals or events held on Canada Day are eligible for funding

INCREASED FOCUS ON ATTRACTION OF NEW BUSINESSES

  • We continue to promote Downtown Milton as a vibrant and growing business community.
  • Vacancy Report:
    • 3 % based on store front locations.
    • 4 % based on office building vacant units: 250 Main Street (3), 310 Main Street (3), 225 Main Street (2)

ENHANCED ADVOCACY WITH LOCAL GOVERNMENT ON KEY ISSUES AFFECTING DOWNTOWN

  • Accessibility reports are due December 31, 2023, reminder email will be sent in the member update this week and posted in our new Facebook group.
  • This past weekend a homeless woman was sleeping in front of Southside church, she was there still on Monday. Colin contacted Halton Regional Police and 311. They are doing wellness checks on her.
  • OBIAA, continues to advocate for the extension of CEBA loan repayment on behalf of small businesses, is recommending this positioning statement: Supporting Small Businesses: Calling on the Federal Government to allow businesses pursuing the announced five percent (5%) loan to also qualify for forgiveness of the forgivable portion ($10,000 to $20,000).

ENHANCED DOWNTOWN EXPERIENCE FOR BUSINESSES AND VISITORS THROUGH BEAUTIFICATION EFFORTS

Beautification

  • Continue to follow up and work with tagged businesses buildings include: 133 Main Street, 167 Main Street, 207 Main Street.
  • Tree lighting, LED Christmas Snowflakes
  • EP moved to accept the Executive Director Report. TD seconded the motion. Motion passed.

Special Guest Report:

Lauren Pearson (LP)

  • LP presented a Progress Update and Request Presentation for the DMBIA to co-host the event.
  • DL showcased the hosting website for the three-day event, encompassing details such as sponsorship information, industry partners, the culinary village, and more.
  • Highlighted discussion points:
  • EC: Scaling down the event to stage 1, featuring dinner ticket sales exclusively for participating restaurants. This approach aims to avoid any associated DMBIA costs and chance of failure within the first year.
  • CB moved to accept. TD seconded the motion. Motion passed.
  • MG: Lauren and Diana will schedule a meeting with Monique to review an updated budget and explore event ideas.

New Business:

Adjournment

  • EP moved to adjourn. CB seconded the motion. Motion passed.
  • EC – Meeting adjourned at 8: pm.