2015 October Board Meeting

Downtown Milton Business Improvement Area



Board of Director’s Meeting


Wednesday, October 14th, 2015




  1. Call to Order
  2. Review of previous minutes
  3. Declaration of Pecuniary or Conflict of Interest
  4. Treasurer’s Report
  5. Council Report
  6. Executive Director’s Report
  7. New Business
  8. Next Meeting Date:                          Wednesday, November 11th at 6:30pm
  9. Adjournment



Previous Meeting’s Minutes

Downtown Milton BIA Meeting Minutes

Location: Downtown Milton BIA Office

Wednesday, September 9, 2015


Attendees: David O’Connell, John Da Silva, Colin Best, Valerie Nicholson, Sara Bergsma, Margaret Lara, Laurie Chambers, Eric Chabot, Mike Boughton

Regrets: Jackie Rowley, Miriam Dorland-Haight


Action Items Summary:

  • Laurie to investigate different options for tree lighting with what can be done with the 2016 budget
  • Laurie to look into sponsorship for the lights
  • Laurie to send an email to both councilors re: speed bumps on Main St.


Call to Order: 6:43pm


Review of Previous Minutes:

MOTION to accept: Colin, Seconded by: David


Declaration of Pecuniary or Conflict of Interest:

  • No new conflicts


Treasurer’s Report: John da Silva

  • John presented the recommended budget for 2016
  • Admin accounts are tracking and the 2015 budget may see a slight surplus of $3,000
  • With $8,880 already in reserve, total reserve should rest at a comfortable 12K for 2016
  • Beautification budget has been spent for 2015 with repairs of receptacles and lights.  Fall/winter maintenance may still be required at an additional cost.  Ongoing and increasing expenses associated with tree lighting are creating a significant impact to our budget.  Other options for tree lights were discussed but more information is required to make a decision around next steps
    • ACTION: We will keep an ongoing $7K in the budget yearly for maintenance; however will look for sponsorship for additional lighting solutions
    • Full time salary bonus of 3K will be held in surplus yearly until the 2018 9K payout
    • A tax levy increase has been proposed as costs continue to rise

MOTION to accept Treasurer’s Report: Val, Seconded by: Sara


Council Report:

  • Main Street will be closed between Bronte and Scott starting August 24th until the end of November.
  • Bumpers will soon be host to Champions Off Track B
  • 5th Wheel is scheduled to close this month
  • Increase of garbage cans will be noticed around Downtown
  • Councilor Mike would like to see speed bumps installed on Main St as traffic flows too quickly for pedestrians to cross safely
  • New parking lot is now open

MOTION to accept Council Report: Val, Seconded by: Sara


ED Report:

Event Updates

Taste Tours

  • Was a fantastic success
  • Over 40 people attended over two weekend – all of whom asked if this would be put on again next year
  • Many of the participants were new to Milton, and were pleasantly surprised at the quality of restaurants our Downtown boasts
  • The last weekend of the Taste Tours were cancelled as the BIA office was unable to confirm attendance with scheduled participants
    • Next year we will ensure to call all participants a full week before their scheduled tour – we found that many of the participants had forgotten they signed up three/four weeks prior to the tour
    • Will need to look into minimal payment for tour to insure attendance, and possibly create a small revenue flow

Fall Events

  • Paint the Downtown Red
    • Promotion mechanics have changed this year and will include a #change drive only from September 26th to October 3rd.  BIA to determine which businesses are interested in hosting a loose change drive and supply paint cans as donation jars.  These changes were made after concern from BIA members that the event was not helping support their business.  Also, the BIA needs to focus on its own fundraising/sponsorship but, at the same time, we don’t want to lose the relationship with the United Way.  Update to be presented at September meeting.
    • Tiny Tots Trick or Treat
      • This year the event actually falls on Halloween.  Laurie to have meeting with Chantalle at SDM for potential sponsorship
      • So Charming is a sponsor in kind as they are helping organize the day, as well as offering their assistance day of
      • Shop the Neighbourhood
        • November 28th
        • Downtown for the Holidays
          • Will be moved to the three Fridays in December before Christmas as retailers will already be open later to account for the increased foot traffic
          • So Charming will be helping with volunteers as well as planning of event activities
          • Holiday décor recommendations
            • Sara and Laurie to work up a mock lamp post with coloured mesh and natural elements
            • Laurie will cost out after mock up has been circulated


  • Downtown Banners have been replaced

Website Update

  • Great response to the website
  • Google analytics has been added and data is rolling in

Social Media Update

  • Instagram and Pinterest have been added
  • Renewed focus to Instagram first and foremost
  • Adding in a Social Media bucket to the existing advertising budget

MOTION to accept Executive Director Report: Colin, Seconded by: Val


New Business

  • AGM will be held on Wednesday, October 28th at 6:30pm in The Loft at Bergsma’s Paint & Décor.


MOTION to adjourn the meeting (9:10pm): Valerie, Seconded by: Colin


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