2016 February Board Meeting

Downtown Milton Business Improvement Area

 

AGENDA

Board of Director’s Meeting

 

Wednesday, February 10th, 2016

6:30PM

 

 

  1. Presentation to Board: BIA Consultants, Suzy Godefroy & team (15min)
  2. Call to Order
  3. Review of previous minutes
  4. Declaration of Pecuniary or Conflict of Interest
  5. Treasurer’s Report
  6. Council Report
  7. Executive Director’s Report
  8. New Business
  • ED Six Month Review
  • Marketing Committee
  1. Next Meeting Date:     Wednesday, March 9th at 6:30pm
  2. Adjournment

 

 

Previous Meeting’s Minutes

Downtown Milton BIA Meeting Minutes

Location: Downtown Milton BIA Office

Wednesday, January 13th, 2016

 

Attendees: Jackie Rowley, David O’Connell, Mike Boughton, Colin Best, Valerie Nicholson, Sara Bergsma, Margaret Lara, Miriam Dorland-Haight, Laurie Chambers

Regrets: Eric Chabot, John Da Silva

 

Action Items Summary:

  • Laurie: Speak with David (and peeps at Bang!) re: Downtown Milton BIA welcome package
  • Laurie: Laurie to attend Committee of the Whole re: DT Study
  • Laurie: To attend Legion Board Meeting Feb 3rd at 730PM

 

Call to Order: 6:50PM

 

Review of Previous Minutes:

MOTION to accept: Colin, Seconded by: Margaret

 

Declaration of Pecuniary or Conflict of Interest:

  • No new conflicts

 

Treasurer’s Report: John da Silva

John had kindly sent the following by email:

2015 Surplus – I’m forecasting that our surplus for 2015 will be between $ 25K – $28K.  As I previously mentioned during December’s board meeting, this forecasted surplus is not what I expected.  Laurie and I reviewed the contributing factors that make up the majority of this forecasted surplus:  Labour, Advertising, and Beatification.  It seems that all is accounted for on the cost side.  My conclusion on the discrepancy between the AGM forecast ($5k) and this forecast are ($25K):

1) Staff Changes – the change of ED mid way through impacted the overall plan – advertising, part time staff, etc.  As much as we worked on making the change seamlessly by overlapping EDs, there is a learning curve and we should expect this.

2) Advertising – Contributes to approx. 50% of the DBIA Administration cost surplus.  

3) Events – Car show cancelled and Optimization of the Street Festival 

Reserve to date:

– End of 2015:  $9K

Beginning of 2016 (Estimated) – $ 9K + $25K = $ 34K

MOTION to accept Treasurer’s Report: Colin, Seconded by: Miriam

 

Council Report:

Councillor Best

  • Sherwood community centre will include an impressive: library, hockey rink, swimming pool, skate park and more
  • The Condo had a planning meeting with Conservation Halton who still need to approve the build
    • The condo will provide DT with a three level parking structure
    • The DT Study will be brought to council as of January 25th and the prelim findings will be available at that time.

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

 

Executive Director Report:

Event Updates

Downtown for the Holidays

  • Great turnout for each evening – not one carriage ride was empty; we are actually in need of more horses/carriages
  • The second Friday was mild and as such it was the busiest night at around 500ppl.  Great for downtown and our social media strategy, however we did experience some “disappointment” as not everyone could fit on the carriage rides
  • Restaurants reported a much higher number of patrons each night, however little to no impact on retail
  • Some key takeaways:
    • Kate and I spoke about a United Way partnership, and selling tickets for the carriage rides as a fundraiser for both BIA and UW; though, I still believe it important to offer a time of free rides for those in our community who can not afford such extravagance at the holidays
    • Moving the three nights into a Family Fun weekend – working better within the parameters of our businesses hours.  (eg. One Friday night, Saturday outdoor winter market – TBD)
    • Selling tickets would allow us to better gage how many horses/carriages we need

    Board noted that pay rides will need to be reviewed by Marketing Committee next year

  • Without Colin Best as our traffic guide, we would have run into delayed carriage rides because of street traffic
  • 150lb of food was collected and donated to Knox Church on behalf of the BIA

Membership Engagement Social Media Seminar

  • Troy has graciously offered to cater the seminar for us: coffee, water, wraps and sweets
  • Location has been confirmed at Bergsmas Loft, on January 18th at 10AM-12PM
  • We have confirmed 15 members as of Jan 7th – we expect to have around 20
  • Would like to run these quarterly if sponsorship holds up

Downtown Milton Street Festival

  • Committee meetings have increased to bi-weekly.  Entertainers and vendor applications are rolling in, and will be reviewed and selected by end of Feb.
  • Beer tent: Ivy had same sentiments as Bryden’s in being quite upset at the potential of direct competition coming in to run it – however felt okay with a charity.
    • The Legion has expressed some interest – Asked to attend the Legion Board Meeting February 3rd at 7PM
    • Should The Legion decline, we will actively start asking outside bars/pubs/restaurant

Beautification

Lighting

  • CN expressed a sincere interest in sponsoring a complete multi-season lighting solution up to the amount of 35K
    • Jim touched base with me Tuesday, January 5th and noted he is waiting to hear confirmation on an amount
    • Possible membership engagement survey to find out if our members feel comfortable with accepting funds, should greater Milton be enraged

    Board noted that this discussion should be tabled until we know if the funds are actualized, and all board members are present for discussion.

Photography

  • A quote for calendars has been submitted to KKP for both full size professional, as well as desk-top tent sized
    • AnnK has confirmed she would give permission to print and sell her photos
    • Potential fund raiser for the BIA for 2017

Consultancy: Sponsorship, Strategic Planning, and Marketing

  • Susy Godefroy and team, consult for both Downtown Oakville BIA as well as the Downtown Burlington BIA, and is going to put together a holistic BIA consultancy package for our review
    • Proposal to be sent to board early in the week of January 11th

    A brief presentation by Suzy and Team to better understand what they could uniquely offer the DBIA in the way of Strategy, Marketing and Sponsorship goals

Marketing Committee

  • Brian from the Works will Chair the meeting, on days that he is busy at the restaurant, Margaret will give the board report

    Marketing committee has been allocated a $500 budget for the inventive prize; will be used to purchase a “Day Downtown Milton”

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

 

New Business

Marketing Committee Update – Margaret (handout provided)

Wreaths: Sara found that $30 of cinneme, and an hour of “fluffing” that the wreaths are actually useable.  This translates into:

  • 52 wreaths at $30 = $1560
  • 52 wreaths at 1hr effort = 52hrs (or 6.5 days effort)
  • Sara offered a ½ price discount to do work at $72/hr = $3244
  • For a total budget of $5304, not including installation, or take down

 MOTION to adjourn the meeting (8:26pm): Valerie, Seconded by: Miriam


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