Board of Director’s Meeting – Minutes

Wednesday, August 9, 2023
Location: Online via Zoom 6:30 p.m.

Attendees: Eric Chabot (EC), Sara Bergsma (SB), Colin Best (CB), Monique Gaudet (MG), Eric Parris (EP), Tom Dusmet (TD), Ian Campbell (IC)

Regrets: Kristina Tesser Derksen (KTD)

SB called the meeting to order at 6:45 p.m.

SB asked the board if there was any declaration of pecuniary interest or conflict of interest. None were made.

Motion to accept the previous meeting minutes by CB, seconded by TD. Motion passed.

Treasurer’s Report (TD)

  • August was a quiet month for expenses.
  • To date the DMBIA 2023 operating budget is on target.
  • Beautification expenses increased due to the installation of our garden beds, hanging baskets and maintenance. This expense also included the cost of the contract for our Christmas lights storage and installation that will take place in the winter.
    • CB moved to accept the Treasurer’s Report. SB seconded the motion. Motion passed.

Council Reports

Regional (CB)

  • There were no meetings at the Regional level for the month of August, they will resume in September
  • Visit under roads to view the many road projects that are going on. There is information about the Tremaine road work that will take another two years to complete, as well as lots of paving projects taking place around town.
  • The big news is that we got the bollards replaced downtown
  • We had The Town discussions regarding the official plans, zoning bylaws and various other activities such as the mobility hub, and the strategic plans for the town’s future development. Reference
    • SB moved to accept the Council Reports. TD seconded the motion. Motion passed.

Executive Director’s Report (MG)

  • **Administration:
    • Canada Summer Jobs update: Zach’s last day is August 24, 2023.  Zach is working on the CRM tool updates, litter clean up, follow ups for upcoming events, and was onsite at the Milton Concert Band for their last event on July 27th.
    • The Town is working on an Asset Retirement Obligations (ARO) program that is needed for the new accounting system that is being implemented. Asset Retirement Obligation program phase 1 has kicked off. The DMBIA needs to provide the following lists by September 15th. I am currently working with Alyona on this. I may need to reach out to the board for additional support if needed.  I have included the ARO PowerPoint presentation in the board package for your reference.
    • The DMBIA needs to provide a list of all active agreements that we currently have that are not with The Town of Milton and evaluate them for the risk of (ARO).
    • The DMBIA needs to provide an asset listing and evaluate risk of (ARO).
  • **2024 DMBIA Operating Budget Discussion:
    • Reviewed the 2024 Detailed Operating Budget as per spreadsheet provided to the board in the August Board Package
    • EC questioned our two largest events (SummerFest and Miracle on Main Event) and the risk factors associated with these events pertaining to our 2024 operating budget
    • MG confirmed that the allocation of funds from The Town for 2024 Miracle on Main event will need to be approved within The Town of Milton budget.
    • CB confirmed that The Town budget approval is schedules for December 4 & 5 2023.
    • TD to confirm DMBIA current reserve amount.
    • August 11: draft budget will be sent The Town for review.
    • August 23: Monique and Angela to review the draft budget for any discrepancies.
    • Angela has left The Town and is temporarily replaced by Israel Ali.
  • **2023 AGM
    • The AGM date has been set for October 4th from 6pm – 8pm at Southside @Main
    • Eventbrite will begin to charge for free events for over 25 people on September 6th. To avoid this charge, we will use a Google form for registration purposes to track ticket sales and attendee sign ups.
  • ** Boad Member Update
    • Julie Rock did not respond to my email regarding the request to provide an intern board member.
    • We did put out a call for Board Members as we have Julie’s position and one additional open spot.
    • I received an application from the owner of Diana Lakich. She is interested in applying and I will be meeting with Diana the week of August 8th as an introduction.
    • EC suggested that Diana Lakich attend the next couple of meetings to ensure that she would like to join the board.
    • EC confirmed that our board meetings are open to all that would like to attend.
  • **Lease Renewal:
    • Lease renews on September 30, 2023.
    • I spoke with our realtor Lorraine Kerr and our Landlord is agreeable to extending the Lease for a further FIVE (5) YEAR term from October 1, 2023, to September 30, 2028, at the following monthly base rents:

Year 1:  $1,174.00 (no increase from current rate)

Year 2:  $1,257.00

Year 3:  $1,257.00

Year 4:  $1,345.00

Year 5:  $1,345.00

    • All other terms of the original lease to remain in effect, save and except monthly rental rates.
    • If we are agreeable to these rates, she will proceed to prepare the necessary Lease Extension Agreement documents for our signature.
    • The board agreed to the above rates and term of lease.
    • Social media and promotions – Key focus right now is the See you in September Car Show and the downtown businesses via videos.
    • We continue to promote member events via social media, newsletter, and our events calendar.
    • We are running a DMBIA giveaway contest at the beginning of September to grow our followers on social media. $100 gift card when you follow us, mention your favorite downtown business, tag the business, and tag a friend.
    • The Kind Matter Company is 1 of the 3 finalists in the Sustainability Excellence Award category at this year’s Community Awards, hosted by the Milton Chamber of Commerce and is invited to the Gala on Wednesday, October 25th.
  • ** See you in September Car Show
    • The time of the event has been changed to 5pm – 9 pm, based on the timing of the sunset in September
    • Currently 73 cars are registered. $25.00 per car.
    • We have received pushback on the $25.00 registration fee however, we have explained that permits, road closures, and safety are our main costs for the event. Georgetown is charging $20 per car for their car show in August.  They began promotions after us.
    • Sponsorships confirmed: Silver: Mr. Lube, Wallace Bronze: Renewal by Andersen, Expedia Cruises
    • We are currently in need of staging volunteers for the event. Staging will take place at the Sports Centre at 1:30 -3:30 pm
  • **Additional Events
    • Milton Farmers’ Market – continues until October 7, 2023
    • Arts Milton – is hosting Summer Days/Summer Nights this year every Thursday in August @ 7 pm at Knox Church
    • PRISM is hosting the first annual Halton Pride Parade on August 20 @ 2pm – 3:30 pm on Main St, DMBIA is a sponsor of this event.


  • New Business

295 Main St Unit 8 – Viva La Tortilla opened July 29

264 Main St – New dental office opening

16 Martin St – ADR Pet Stores – opening soon

15 Martin St Unit 4 – Lebo Jewelry – opening TBD

  • Closed Business

295 Main St Unit 7 – Halifax Donair – closed at the end of July

  • Changes to 310 Main Street are:

102 – Pendleton Translations has moved out and Horizon Community Living North Halton is in its place

108 – OMNI moved to a new location outside the BIA

106 -There are two new businesses in this space: Performance Chiropractic and Regenisis Personal Fitness

205 – Active Insight Counselling now shares a space with Fraser Counselling Services

  • Businesses For Sale

Posted in July:

SG Hair Design

The Works

Wings Up


    • We continue to share the following articles and links with our members regarding: OBIAA is calling upon the Federal Government to: Extend the CEBA repayment deadline to the end of 2024 or 2025. Extend the 33% (up to $20,000) forgiveness deadline for businesses.


  • **Beautification
    • Zach continues to focus on litter clean up.
    • The gardens and hanging baskets are blooming nicely
    • We are focusing on garbage tips and prevention and putting waste in the right place. The last member update focused on Downtown Milton’s waste collection and prevention tips.
    • I met with David and Athena at Bang Creative; we spoke in detail about the problem affecting Mary Street. I have requested additional bins (2 black and 1 recyclable bin) for My Roti place and will be working with My Roti and Naan Guys to ensure that this problem is fixed.  Strategies include bringing the bins in nightly and training the My Roti staff member, a visit from By-law, a ‘Keep Mary Street” Campaign, creating a garbage committee.
    • Hugh Lane Pathway continues to painted. I have received a request from The Town regarding the below hydro box. Arts Milton has asked about being able to paint it as part of culture days that happens at the end of September. It would also be a great “finisher” for the mural project.   I have verified that this doesn’t belong to Milton Hydro.  Is this the DMBIA’s?  Can they paint it?
    • CB confirmed that this is not the DMBIA’s box.
    • EC suggested that Monique reach out to The Chamber.
    • MG spoke of two suggested projects: the upgrade of the parkette on Main St, and the upgrade of the Ivy Arms pathway.
    • EC asked for a vacancy rate to be presented quarterly.
    • CB moved to accept the Council Reports. TD seconded the motion. Motion passed.

Other Business


  • CB moved to adjourn. EC seconded the motion. Motion passed.
  • EC – Meeting adjourned at 7:29 pm.