January 2017

Downtown Milton Business Improvement Area

 

AGENDA

Board of Director’s Meeting

 

Wednesday, January 11th, 2017

Location:  DBIA Boardroom

6:30 p.m.

 

 

  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, February 8th, 2017 at 6:30 p.m.
  9. Adjournment

 

 

 

 

 

 

Previous Meeting’s Minutes

Downtown Milton BIA Meeting Minutes

Location: DBIA Office

Tuesday, December 13th, 2016

 

Attendees: Eric Chabot, Sara Bergsma, David O’Connell (arrived at 7:30 p.m.), Margaret Lara, John Da Silva, Colin Best, Stephen Mangotich, Valerie Nicholson

Regrets: Mike Boughton

 

Call to Order: 6:41 p.m.

 

Review of Previous Minutes:

MOTION to accept: Colin, Seconded by: John

 

Declaration of Pecuniary or Conflict of Interest:

  • N/A

 

New Business:

Executive Director Search

  • Hire a recruitment firm to develop a job description including a salary recommendation for the position of Executive Director Milton DBIA, upon acceptance and completion of this document the same firm is to conduct recruiting activities on our behalf

MOTION to accept: Dave, Seconded by: Stephen

 

  • Engage with SRG to provide the DBIA with a job description and conduct recruiting activities on our behalf, selecting option 3 with a guarantee period timeline of 1 year at a cost of 14% of the annual salary plus $1500 in disbursements

MOTION to accept: Stephen, Seconded by: Colin

 

  • The SRG engagement team will be comprised of David, Stephen and Eric

MOTION to accept: Colin, Seconded by: John

 

  • The hiring committee will be comprised of Margaret, David and Stephen, with Sara acting as an alternate should one be required

MOTION to accept: Valerie, Seconded by: Margaret

 

Offer to lease 230 Mary St.

  • The DBIA Board is interested in leasing this property depending on rent, insurance and maintenance costs on an annual basis.
  • The intent is that it be used for downtown employee parking (with minimal improvements such as line painting); potential for a 34-car parking lot with vehicles having parking tags to ensure that they are authorized to park there.
  • Would need to arrange for separate snow plowing services.  Consider using the same contractor that currently plows lots on the North side of Mary Street, depending on cost.
  • Andrew Casale (agent for the owners, the Granieri’s), to draft a potential lease for the property (similar to the previous tenant) for review by the Board.
  • Ballpark figure to insure the size of this lot would be $500 – $750.
  • Tara to investigate who insures the contents of BIA office (does the Town currently hold an Insurance policy for the DBIA?)

 

 

Treasurer’s Report: John da Silva

  • Report is up-to-date as of November, 2016; currently sitting at a cash flow position of $50,000
  • December comes in line with what we expect (final Christmas events will be showing by January report)
  • By the end of 2016, we should have a $30K surplus

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

 

Council Report:
Downtown Study:

  • Council agreed to defer the presentation of the Downtown Study until Monday January 9th at 7pm to allow councillors time to read the 300+ page report and give the public opportunity to hear the presentation at a reasonable time 
  • Tara has communicated the date of the next Council meeting to all DBIA members in hopes that some will attend.

 

Carriage Square Channel Bridge:

  • Carriage Square bridge proposal originally scheduled to be presented at the Council meeting on Monday, January 9th has been deferred, as information is owing from new insurer

 

175 Main St.:

  • On December 12th, the OMB appeal for the condo development was adjourned until June 29th as the applicants are requesting a Judicial Review of the Conservation Authority’s dealings with their application over the last 3 years.
  • Five parties including Sargent Farms were in attendance at this meeting, plus a number of residents some of whom want to be participants at the hearing.

 

Activity in Downtown Milton (partially due to the Downtown study):

  • Property of McKersie-Kocher funeral home has been sold.  Original owners will continue to run it.
  • Milton Bible Church is for sale; will be moving to new location in September, 2017
  • First order of 2017 will be to look at re-zoning.  This includes:
  • Rear of Main St (retail) – includes Carriage Square, Mary St, Charles St, Mill St
  • Look at more residential area downtown (Civic Square)

 

Martin Street Public School:

  • Will re-open in September 2017; for updates on progress, Jenny Panda, a local artist does a drone shot every month.  Can be viewed through her Facebook page.

 

Education Village:  

  • Currently looking for space to lease.  They are looking at offsite campuses in Milton as well, which could mean the Downtown area

 

Ward Boundary Recommendation:

  • Council approved new ward boundaries; municipality to be divided into four along Derry Road and Regional Road 25 come the next election.

 

 

 

 

 

Regional: 

  • Regional budget: 1.9% increase approved by Council
  • Tenders ready for Tremaine Rd and Britannia Rd (delayed due to environmental assessment)
  • Millage rates available in March 2017

MOTION to accept Councillors’s Report: Valerie, Seconded by: John

 

 

ED Report – December 2016

Membership/Community Engagement

Downtown for the Holidays

Friday December 3rd Evening Horse Drawn Carriage Rides

  • Traditional Friday night wagon rides were sold out; $555 was collected and donated to The United Way of Milton

 

Saturday Downtown Milton Pop-Up Market

  • Saturday morning offered the community a popup winter market featuring free pony rides for kids and Santa
  • Rick Imus provided music
  • 6 Volunteers (and superhero Colin Best) manned the barricades and helped with pony rides
  • 4 outside vendors participated
  • 15 BIA members opened doors, or sold merchandise on the street
  • Event drew approximately 1500 people
  • Weather held up, though did get quite windy and cold nearing the noon hour
  • Potential is there, not bad for the first time, and organized in 3.5 weeks – but much more could be done to grow the event

 

Hometown Hockey in Milton

  • Email sent out to all members in helping town staff with initiatives that will increase Downtown Milton as an integral part of this Milton wide event
    • Being apart of a promotional video
    • Painting the Town Red

 

Beautification

Lamp Pole Lights

  • 5 receptacles have been fixed; 1 still require fixing; waiting to hear back from Town as we gingerly note that these receptacles can not be the BIA’s financial responsibility
  • 200 Main St
  • Total cost of the install was the true $5800

 

Town Information

Our 2017 year-end budget and “budget book” (which was attached to the email) have been provided to the town.

 

Vacancy Rate October 2016:

  • 5.4%
  • OBIAA Vacancy Average is 9.7%

 

MOTION to adjourn the meeting (8:35PM): David, Seconded by: Colin

 

ED Report – January 2017

Event Updates

Downtown for the Holidays

  • Great turnout from our Board members, thank you for your support! 

Friday December 3rd Evening Horse Drawn Carriage Rides

  • Traditional Friday night wagon rides were SOLD OUT
    • $555 was collected and donated to The United Way of Milton
    • Recommend we include carriage rides in 2016 and continue to support the United Way (5 of their volunteers were a HUGE help at this Event)

 Saturday Downtown Milton Pop-Up Market

  • There is A LOT of potential to grow this Event in 2017.  Consider the following:
    • Develop a Winter theme and invite external vendors on the street that cater to this theme; look to grow number of external vendors (4 in 2016)
    • Sell greenery and/or Christmas trees along Main St
    • Include a date/time for a Christmas tree lighting ceremony (could be sponsored, consider Canadian Tire, similar to Owen Sound Festival of Northern Lights Event)
    • Grow engagement of our BIA members (15 members participated in 2016)
    • Consider renting heaters, tent covering Main Street
    • Look at extending the time (full day event); continue to close to the street  
    • Need activities on the street; marshmallow roasting stations with fire pits along Main St (would need volunteers to monitor this)
    • Charge for participation?
    • Consider serving alcohol (craft beer, rum and eggnog, cider) in a gated area on Main St (extended patios for BIA members?)
    • Next steps:  Tara to determine what worked in 2016 and outline recommendation for the 2017 Christmas market.  To be completed before the ‘ramp up’ of the Downtown Milton Street Festival

Bed Races

  • Tara to investigate logistics of hospital bed races in Downtown Milton.  Teams to collect pledges and all proceeds will be applied to the Milton District Hospital Foundation. 

DMSF

  • Applications went live on DMSF website on December 19, 2017.  Tara has emailed past vendors and entertainers to alert them to apply for 2017
  • Next DMSF committee meeting with the Town is scheduled for Wednesday, January 11, 2017

Movie Night Under the Stars

  • Look at rescheduling in 2017 (cancelled in 2016 due to weather)
  • Consider picking a date based on theme, such as Summer Solstice (June, after the DMSF, yet before school is out), Back to School (September, is that too late?)
  • DBIA office to look for FULL sponsorship as the estimated costs are:
    • 24’ Screen: $1,600 = $1,200 + $400*
    • 12’ Screen: $1,200 = $800 + $400*
    • (*Flat rate movie licensing cost) 
    • Michelle Hawco (Realtor) sponsored half of the cost of the movie license in 2016; offered to give out free popcorn to our younger guests
    • Follow-up with businesses who showed interest in participating in 2016:
      • Troy’s Diner unavailable to join us in 2016, however noted that they would love to be apart of the next one
      • The Optimist Club of Milton offered concession type food.  All proceeds were going to Milton Children’s charities 
      • Halton Radio and Webupdate.ca showed interest in coming on board to assist in running this event

Beautification

Lamp Pole Lights

  • 1 left to repair; repaired the other 5 receptacles
    • Existing tree identified in front of parking lot of Dorland-Haights Gallery needs fixing
    • 200 Main St; wrapping of the post (receptacle) is needed
    • Ducon has been notified and we have been placed in a queue for work to be completed  
    • Initial install of $5800 has been paid for work completed

 

Executive Director Search

  • SRG was notified on December 21, 2016 that they were awarded the RFP.
  • SRG to engage directly with the DBIA engagement team (consisting of David, Stephan and Eric) and the hiring committee (consisting of Margaret, David, Stephen – with Sara acting as an alternate, if need be)

 

Summer Student Grant

  • The 2016 summer student grant cheque was received and deposited; total amount was $3013.00
  • The 2017 Canada Summer Jobs (CSJ) application period is now open.  Applications are due before January 20th, 2017
  • Motion for the DBIA to proceed with submitting an application for 2017, with Tara managing this process.

 

Vacancy Rate November 2016:

  • 5.7%

OBIAA Vacancy Average is 9.7%


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