March 2016

Downtown Milton Business Improvement Area

 

AGENDA

Board of Director’s Meeting

 

Wednesday, March 9th, 2016

6:30PM

 

 

  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
  • Christmas Wreaths
  1. Next Meeting Date:     Wednesday, April 13th at 6:30pm
  2. Adjournment

 

 

 


 

Previous Meeting’s Minutes

Downtown Milton BIA Meeting Minutes

Location: Downtown Milton BIA Office

Wednesday, February 10th, 2016

 

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

Regrets: Jackie Rowley, Mike Boughton, Colin Best,

 

Action Items Summary:

  • Laurie: Speak with Bob from the Legion re: Security Costs
  • Laurie: Develop Sponsorship Package for CN: Lighting Solution
  • Laurie: Obtain 2 more quotes for tent/flags/table cloth
  • Laurie: To look into Upwork for Welcome Package Creative

 

Call to Order: 7:36PM (Due to consultant presentation)

 

Review of Previous Minutes:

MOTION to accept: Sara, Seconded by: John

 

Declaration of Pecuniary or Conflict of Interest:

  • Potential conflict of Bergsma’s revitalization of Christmas wreaths

 

Treasurer’s Report: John da Silva

  • The 2015 Budget has now been closed; with a possible fluctuation of $1000 after audit
  • The 2015 budget planning exercise set out an spend outline accurate for the time of yearly forecasting:
    • Admin costs: PT Salary, advertising
    • Set costs: DMSF, Car Show, Beautification
    • The Surplus has been a result of changes to admin costs, such as PT salary, and a decreased spend in Advertising
    • There was also a noticeable impact of sponsorship dollars of $25,000 in 2015
    • The overlap of ED
    • DMSF came in under budget + an increase of sponsorship from CN (Town)
    • Car Show was cancelled due to PanAm
    • Flower cost were negotiated down an additional 4K as well

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

 

Council Report:

n/a – Both Councillors were unable to attend due to other prescheduled commitments

 

Executive Director Report:

Event Updates

Membership Engagement Social Media Seminar

  • Great turnout of 30 members
  • Great feedback from members, many have put some of what they learned into action
  • Will look into another membership engagement seminar in April

Downtown Milton e-Newsletter: Sign Up and Win

  • A handout, explanation and update of program will be provided at meeting

Downtown Milton’s Annual Easter Egg Hunt

  • March 26th this year – posters have been printed and promotion has started early so people and members are aware that it is an early Easter this year
  • Milton Face Painter will be joining us as a “sponsor” as long as we can provide shelter
  • Pop corn machine from Troy’s Diner for Mill Pond activities (candy floss if warm-ish)

Downtown Milton Street Festival

  • All entertainers have been selected as of February 3rd 2016 – letters will be going out to all who applied by February 29th 2016
    • A wait list has been started as more applications still flow in
    • Vendor applications are coming due February 29th 2016
    • Beer tent: The Legion is very excited to run the beer tent; this will be the first year they have ever been involved and are thrilled to join the festival
      • The BIA will receive 8% of all profits
      • The town has asked for two additional officers
      • Fencing will be paid for by The Legion

    A motion was put forth:

  • The DMBIA will cover the cost of the extra security if 50% of the cost is covered by The Legion by an increase of percentage of profit, or in lump sum
    • In Favour: Unanimous

Downtown Milton “Crusin on a Hot Summers Night” – Is back!

  • Sponsorship package has been sent out:
    • Black Magic will be sponsoring grab bags for Car Registration.  The Vault will also be providing something for bags
    • Wallace Chevrolet is also on board as sponsor

Beautification

Lighting

  • CN Jim has not confirmed amount, or if funds are available from head office

    A motion was put forth:

  • The DMBIA will provide a comprehensive sponsorship package to CN in asking for a complete lighting solution
    • In Favour: John, Miriam, Sara, and Margaret
    • Against: Val
    • Abstained: David

Downtown Study

  • A virtual video of sorts was shown at meeting, a community gathering space may be proposed next to Dorland-Height
  • Town identified “opportunity lands” to sell off for Live/Work space
  • Increased walkability
  • Should see zoning challenges brought to council for potential changes by summer (read: we should see the commercial zoning restrictions in ground floor vacancies addressed by summer)

Changes to BIA Garbage

  • Meeting was held at Town Hall; all BIA concerns were addressed

Downtown Milton BIA Welcome Package

  • Bang! (David) kindly helped with an idea as to what a well-designed package like this will cost.  3 quotes have been procured – more information to be delivered at the meeting

 

 

 

 

 

 

Marketing Committee

Event Branding – attached pricing from KKP, more information will be delivered at meeting

    A motion was put forth:

  • A Downtown Milton Branded Tent, Flag and Tablecloth is to be tendered by 3 separate quotes, to be purchased with a max cost of $3000
  • In Favour: Unanimous

 

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

 

New Business

Marketing Committee Update – Margaret

 

 

MOTION to adjourn the meeting (10:45PM): Valerie, Seconded by: Miriam


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