March 2018

 Downtown Milton Business Improvement Area

Board Meeting Minutes (March 14, 2018)

Location: Milton Chamber of Commerce Boardroom

In attendance: Sara Bergsma, Jennifer Beaver, Eric Chabot, Colin Best, Margaret Lara, Troy Newton, Mike Boughton, David O’Connell, Rachel Shuttleworth 

Regrets: Valerie Nicholson, John Silva

Call to order: 6:35 p.m.

Declaration of Pecuniary or Conflict of Interest


Previous minutes

MOTION to approve amended December meeting minutes by Sara, seconded by Jennifer

Council Report

Local and Regional

  • Municipality has issued a court challenge with respect to the CN application in Milton
  • Tremaine Road overpass construction has started and will take around four years to complete

MOTION to accept Council Report by Sara, seconded by Margaret

ED Report


  • Events & Communications Coordinator (full-time) started on March 5
  • 2018 sponsorship deck – ongoing discussions with potential sponsors, if board members have suggestions on who to contact that may be interested in sponsoring events or beautification projects in Downtown Milton, please let Rachel know
  • New office furniture in place

Members, Vacancies

  • Vacancy rate for February – Estimated 6% (OBBIA vacancy average is 9.7%)
  • Member updates – Ice Cream Lab opening in new location mid-March, TD Bank has moved out, Incredible Family Chiropractic now open in former Simply Creative location, Whipper Snipperz rebranded to O’hana (under the new management), massage therapy clinic moving in to former Hen & Roost location, smoke shop moving in to former Rascals & Rhinestones location
  • Ongoing interest from a group of landlords for the BIA to take some action on the floodplain issue

Marketing & Promotions

  • Radio interview on MyFM for the Top 100 Award for the Street Festival
  • Member profiles shared recently in Snap’d and/or on social media – Ooh, La, La Boutique, The WORKS Gourmet Burger Bistro

Downtown Revitalization Fund

  • Funding available (through provincial government) for municipalities to support revitalization projects – up to $121,609 available for Milton (and Campbellville), there will be an application process (applications must come from the Municipality)
  • Still awaiting criteria and details on the application process
  • Rachel has been in regular contact with the Town on this, Town is waiting for criteria to be released before taking any action


Downtown Milton Easter Egg Hunt

  • Event taking place Saturday, March 24
  • Currently confirming members that are participating in the event
  • Secured sponsorship from Bronze level sponsors (no Gold Sponsor and no candy donations)
  • Through the event, helping to raise funds for school nutrition programs (charitable partner: Halton Food for Thought)

Downtown Milton Street Festival

  • 2017 festival recognized with a Top 100 award – one of the top 100 festivals and events in Ontario (economic impact information is important in this application – last year we had little information on this so that may be why our application was not successful)
  • Currently confirming entertainers and external vendors
  • Ongoing follow-ups with BIA members to confirm if they will participate
  • BIA managing vendor applications and payments (Town can no longer support with that)

Holiday Street Market in Downtown Milton

  • Overview of event results (summary report attached)
  • Discussed and agreed on the following recommendations for the 2018 event:
    • Continue working with Vaulted Inc. for the Holiday Street Market
    • Host the event on two Saturdays (ie Dec 1 & 8, 2018), not three
    • Expand the road closure to Fulton, Bell or both to make space for more vendors
    • No token system for 2018

MOTION to accept above recommendations for the 2018 Holiday Street Market by Margaret, seconded by Colin

Upcoming events

  • March 24 – Downtown Milton Easter Egg Hunt
  • April 13 – Community Awards Gala (Chamber)
  • May 29 – The Incredible Race
  • June 1 – Tentative date for Provincial Election All Candidates Meeting



  • Have been removed from Main Street are returned to storage (used a new contractor for the work)

Flower contract

  • Flower supply, installation and maintenance tender (3-year contract) currently open on the Town’s bidding system
  • Bidding closes this week – system will identify lowest compliant bidder
  • Have received multiple bids to date
  • Through this process, have gathered more detailed specifications about the work than what we had before

Revitalization Funding

  • Continue to explore wifi as a potential project to put forward for this funding
  • Stratford, Oakville, Junction BIAs – may have wifi, contact them for more information
  • Contact service providers for more information

MOTION to accept ED report by David, seconded by Troy

New Business

Board model

  • Discussion on proposing a different model for the board: Develop a Past, Current and Incoming Chair roles, Vice-Chair role
  • These changes would improve succession planning and on building talent in greater numbers
  • Develop a fixed term for each of those roles
  • End terms – stagger so half ends at Council half ends two years later
  • ACTION: Rachel to talk to OBIAA about process to change board model

Strategic planning

  • Outstanding input needed from a few people
  • ACTION: Board members to complete phase 1 and phase 2 of the strategic planning process and submit to Eric

Human resources discussion

  • (In camera portion of the meeting)

MOTION to adjourn meeting at 8:20 p.m. by Troy, seconded by Sara

Back to blog