April 2016

Downtown Milton Business Improvement Area



Board of Director’s Meeting


Wednesday, April 13th, 2016




  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
  • Marketing Committee
  1. Next Meeting Date:     Wednesday, May 11th at 6:30pm
  2. Adjournment





Previous Meeting’s Minutes

Downtown Milton BIA Meeting Minutes

Location: Downtown Milton BIA Office

Wednesday, March 9th, 2016


Attendees: Eric Chabot, John Da Silva, Colin Best, David O’Connell, Valerie Nicholson, Sara Bergsma, Margaret Lara, Miriam Dorland-Haight, Laurie Chambers

Regrets: Jackie Rowley, Mike Boughton,


Action Items Summary:

  • Laurie: Speak with Bob from the Legion re: Security Costs
  • Laurie: Speak with Horizon Packaging re: Wreaths
  • Laurie: Ask Dorothy from ShearDisplay lighting to wrap a couple poles in lights (as seen in the package) to see what the true effect would be


Call to Order: 6:48PM (Due to consultant presentation)


Review of Previous Minutes:

MOTION to accept: Colin, Seconded by: John


Declaration of Pecuniary or Conflict of Interest:


Treasurer’s Report: John da Silva

  • The 2015 surplus of 24K has been transferred  
  • We have now received 50% of the assigned levy from the town
  • We have received $500 sponsorship dollars, for the social media seminar offered to BIA members only to be allocated to membership engagement
  • Membership engagement budget at 51% spent from $500 speaker cost of social media seminar

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


Council Report:

  • Cross walks will be in place by May 2016 along Main St.
  • Town Budget has now been passed
  • Termain Rd is reported to be open by 2019 to help decrease traffic along Main St.
  • Sherwood building schedule will run from 2017 to 2018
  • Condo (175 Main St):
    • 150 people from the Milton community attended both informational sessions
    • April 25th has been scheduled for the next meeting
    • The Town has 180 days to complete the report and bring a recommendation to council
    • 5 themes of interest were discovered by staff: 1)Parking 2)Sargent Farms 3)Height of condo building proposed 4)The look and Feel of the building itself 5)Traffic concerns

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


Executive Director Report:

Event Updates

Downtown Milton e-Newsletter: Sign Up and Win

  • An AMAZING success:
    • 279 people signed up!
      • 77 People new to Milton
      • 192 People who have lived in Milton for over 3 years
      • The goal of sending more people to our website was smashed – with an additional 650 unique views for the month of February alone
      • The first e-Newsletter was sent out March 3rd, and was incredibly well received.  As of Friday March 4th, the newsletter had a 51% open rate (industry standard is 22%)
      • So…. IT WORKED!
      • We will continue to promote sign-up on social media to keep with our goal of 10 web sign ups a month
      • We will be signing people up at our events from now on
      • We have also constructed a place for all e-Newsletters to be accessed on our Website as requested

Downtown Milton’s Annual Easter Egg Hunt

  • March 26th this year – posters are up in businesses, with a record 37 businesses participating
  • Martindale Dental, Rainbows Face Art and Famiizuu have come in as sponsors. We hope to hear back from Metro as well to help with costs associated with running the event (games, candy, etc)
  • We are expecting 700 families to attend, if nice out 900+
  • Our face painter has been warned of potential swarming – she noted that this is usual and is ready for a mob of children (if warm enough)

Downtown Milton Street Festival

  • Entertainers have been selected and notified, stage
  • Vendor applications are being reviewed and arranged to have the best mix of retail, food, services, etc.
    • Final list will be ready by end of March and all approved vendors will be notified
    • Beer tent:
      • The Legion understand our trouble with the security costs and is looking into a few ways of mitigating costs
      • Bob is still very much interested in running the Beer Tent and is happy to work with us in finding a suitable solution



  • A two tiered Sponsorship package has been prepared
  • A detailed lighting solution with costs will be provided to you at the meeting (pictures have been attached to this email, as printing them comes out jet black)

    Board asked that we look into better pictures of how the lights will actually look wrapped around the 53 lamp post within the BIA – sighting valid concerns that the pictures may not incite sponsorship dollars if it can not be visualized

    Board asked that Horizon Packaging be contacted to see if their services could be rendered in “fluffing” the wreaths; adding this would be a positive aspect to any sponsorship interest

Downtown Milton BIA Welcome Package

  • Waiting on final draft from our creative team in Spain
  • We expect to have a hard copy of the actual package for you to take home, on Wednesday
  • An initial printing of welcome package will be for all 180 members, will then be handed out as a on need basis for new businesses as they pop up
  • Extra packages will be stored in office ready for Town Hall Meetings, Events, etc.

Downtown Milton Tent, Flags and tablecloth

  • Please see attachment for visual
  • All elements have been printed and are all on their way; ready for our first totally branded event! Easter!
  • LPTents came in as the best cost, and covered shipping and logo vector file creation fee, in order to win our business

175 Main St. Condo

  • Waiting on Conservation Authority to deliver a binding decision on building in the flood plane 
  • Once the Conservation Authority decides, the town will deliver their recommendation to council
  • Council will vote at that time
  • During the town hall, most residents are happy for development, they generally just do not like the proposed design and height; and are worried about the Street Festival, Farmers Market and parking – though the condo would likely help our parking issues
  • The BIA has submitted a letter of support that coincides with the general theme of the Downtown Study
  • We also found that this is a lot of residential support for the Downtown Study and will take full advantage of percolating information pertaining to its outcomes

March Vacancy Rate:


…Without Mill St. vacancies: 4.7%

New Businesses this Month:

Charles Men’s Fashion – Old Wedding Boutique in Carriage Square

Production Company – 6 Month Lease (in this building)

MOTION to accept Executive Director Report: John, Seconded by: Dave


New Business

Marketing Committee Update – Margaret

Wreaths –

  • Laurie to contact Horizon Packaging to see if they are able “fluff” the wreaths, store them, and deliver them 
  • If they are unable to store them, Eric suggested he may be able to build a storage system for his basement that will keep them “fluffed” rather than being stacked on one another
  • Pick-up and drop-off would be necessary

Board Member Attendance

    A motion was put forth to board in request of the BIA Constitutional Board Member Absentee rules to be enacted

    The vote was unanimous

    A letter is to be delivered to Absentee Board Member


MOTION to adjourn the meeting (9PM): Valerie, Seconded by: Miriam

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