Board of Director’s Meeting – Minutes

Wednesday, February 15, 2024
Location: Virtual via Zoom 6:30 p.m.

Attendees: Eric Chabot (EC), Monique Gaudet (MG), Colin Best (CB), Diana Lakich (DL), Tom Dusmet (TD)

Regrets: Eric Parris (EP), Ian Campbell (IC), Kristina Tesser Derksen (KTD)

Guest: Lauren Pearson (LP), Digital Service Squad Team Member, Town of Milton, Moe Hartley (MH)

EC called the meeting to order at 6:35 p.m.

EC 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 (MG)

  • In 2023, we managed to maintain total expenses at a level similar to 2022, despite inflation. It is fantastic that we’ve managed to maintain the same level of programming as 2022 without a significant rise in expenses.
  • We received partial payment of the tax levy.
  • Sponsorship dollars were significantly higher in 2023 than 2022
  • MG: We are still pending our final closing numbers for 2023
  • CB: Final 2023 budget should be provided by The Town possibly by the end of March 2024.
    • CB moved to accept the Treasurer’s Report. DL seconded the motion. Motion passed.

(In camera discussion by the board).  Employee benefit program:

  • CB moved to accept the introduction of a DMBIA Employee Benefit Program of 100% employer paid with a maximum of $1000 per month for the 3 permanent employees. DL seconded the motion. Motion passed.

 

Council Reports

Local presented by CB

  • January 29th, council unanimously supported the motions to address illegal land uses in Milton, particularly the numerous incidents of agricultural and rural (and other) zoned lands being used illegally to park large transport trucks.

 

Regional (CB)

  • Approved the Allocation Report, reference 2023 Halton Region Allocation Program
  • Colin will receive an update from regional staff regarding the capital programs
    • TD moved to accept the Council Report. DL seconded the motion. Motion passed.

 

Executive Director’s Report (MG)

  • **Administration:
    • Highschool Co-op student from St. Francis Xavier Catholic Secondary School will be starting on February 21st – June 12th, 2024, Monday, Wednesday, Thursday, and Fridays from 12pm – 2:20pm. He will work on updating our current member database.
    • Ian Campbell is resigning from the DMBIA board on March 31, 2024
    • The Treasury Policy is in The Town’s work plan. We will take the policy change to Council likely in the middle of the year. Nothing is needed from our side currently. They will make the change retroactively effective from January 2024, so you will see full year of interest from the Reserve Funds account.

ENHANCED PROMOTION ON THE DOWNTOWN MILTON COMMUNITY AND ITS BUSINESSES

  • Social media and promotions – Key focus is the Downtown Milton BIA businesses and Taste of Downtown Milton
  • We continue to increase our Instagram followers; currently at 9,610 followers.
  • Giveaway promotion will be highlighted for Taste of Downtown Milton.
  • Vacancy rate: 8%
  • Business updates

New:

  • Hyderabad Cafe opened at 150 Mill Street

Sold:

  • The Works will be operating with new owners starting February 26

For Sale:

  • 181 Main Street- Allegra Spa listed in January

Closed:

  • 207 Main Street- Muse Studio & Market will be leaving at the end of February, building currently for rent
  • 157 Main Street- Square Co Work Space – home of Nicole Ansari Photography, Pure Aperture Photography and Mike Streeter Photography will be closing their studio at the end of February
  • 15 Martin Street #3 – Freedom Mobile closed at the end of January
  • 222 Main Street – Naan Guys closed at the end of January
  • 150 Main Street – King of Glass closed at the end of December. The Studio Hair Design was previously operating at the back of the building and has now moved into the full space again.
  • **Upcoming Events:
  • A Taste of Downtown Milton: February 23, 2024 – March 17, 2024 / 17 participating restaurants. We had over 1000 clicks on the website within one hour of launching the menus
  • SummerFest 2024: Saturday, June 1, 2024 @12pm – 8pm, extending to Fulton St.
  • Pride Halton: Sunday July 14th, 2024 / PRISM
  • Summer Days & Summer Nights: Fridays in July / Arts Milton
  • See you in September Car Show: Saturday September 14, 2024 @ 5pm – 10pm
  • Milton Food & Wine Festival: October 4-6 – Food and Wine Festival
  • Tiny Tots Trick or Treat: Saturday October 26, 2024 @ 10am -12pm
  • Miracle on Main Street in Downtown Milton: Saturday December 9, 2024 @ 2pm -7pm
  • **Sponsorship:
  • 2024 DMBIA sponsorship package has been sent out to potential sponsors and will continue throughout 2024

 

  • **Community Partnerships:
  • Met with Bianca Caramento, President & CEO of the Milton Chamber of Commerce, to discuss the partnership opportunities for 2024. A Business After Hours event will be hosted within the DMBIA, jointly organized by a member of both the Chamber and DMBIA. This will be a one-time opportunity for all DMBIA members to attend, demonstrating our collaborative efforts on new initiatives.
  • Met with Andy Scott, Senior Director, Strategic Initiatives & Business Development at the Town
    to review project-based consultations and strategic placemaking initiatives for the DMBIA. The DMBIA would like to plan focus groups so that people within the community can be heard and provide opinions.
  • DL: What strategies will you use to encourage attendance at the Focus Groups and ensure a diverse representation of participants?
  • MG: Segment the DMBIA membership into categories such as property owners, business owners, retailers, and restaurants.
  • TD: It is very tough to get people to come out
  • EC: Eric participated in a citizen survey through random sampling to verify the process, they provided a brief telephone survey, recorded response, and consolidated the data and reached out to specific people to offer them the chance to participate in a focus group for two hours. Implement a random sampling process and incentivizing the people, create a matrix of participation.
  • CB: Very important to have a diverse group. Reference Milton.ca, downtown study for reference.
  • MH: If they are not completed professionally, and moderated by an individual that is asking the correct questions it would not be beneficial.
  • MG: To review comments and concerns with Andy Scott
  • Memorandums of Understanding (MOUs) with The Town will be revised to reflect updates regarding banners, receptacles, light displays, and flower beds.
  • **Grants:
  • Tourism Growth Program in Southern Ontario is open until February 29th, 2024
  • I wanted to double check the confirmed revenue component of the application to ensure I had the correct information prior to moving forward with applying for the Milton Food and Wine Festival. Unfortunately, in-kind support is not enough. They explained that FedEv Ontario is seeking projects that already have their funds leveraged to ensure that the organization’s budget can support the event if they are approved.  As the applying organization, The DMBIA must submit audited reports and financial statements demonstrating revenue coverage and sustainability.
  • I would like to try to apply for additional funding for the See you in September Car Show. I do not want to miss out on this opportunity.
  • My Main Street Program: Opens February 15, 2024:  Update: Meeting with Doug Sampano, Director, Facilities, Operations & Environment at The Town on Tuesday February 13th to review potential projects. Flower bed upgrade and redeveloping Ivy Arms Walkway.  An update will be provided at the upcoming board meeting.

 

INCREASED FOCUS ON ATTRACTION OF NEW BUSINESSES

  • We continue to promote Downtown Milton as a vibrant and growing business community. There seems to be a disconnect regarding our message. I think that we need a clear picture of what we would like Downtown Milton to become. As mentioned above I have reached out to The Town to begin placemaking initiatives within the community.
  • 2024 BIA Strategic Member Survey pending review from the board. I feel that it is a bit long and would like to shorten it.  Andy Scott would like to review the survey.
  • MG: The board approves of sharing the survey with Andy Scott for feedback.
  • Working on the 2024 Operating Calendar which will align with the 2024 Strategic Member Survey responses.
  • EC: The survey appeared biased, and he asks that it be resent in a Google Document for the board’s review and edits.
  • MG: Resend survey in a Google Document to board members.

ENHANCED DOWNTOWN EXPERIENCE FOR BUSINESSES AND VISITORS THROUGH BEAUTIFICATION EFFORTS

  • **Beautification
  • Patio Program update: This is the engineering/design standard that all municipalities now follow:

https://ontario-traffic-council.s3.amazonaws.com/uploads/2022/04/B001463_OTC_Restaurant_Patio_Guidelines_e02.pdf

We continue to operate under the temp patio program delegated authority which affords F&B establishments the opportunity to operate a seasonal patio at no cost. If there is a desire for a long-term permanent patio program, based on the experience in other municipalities I think it is reasonable to assume that Council might suggest the program be revenue neutral in that fees introduced cover staff time etc.  An additional update will be provided after the OBIAA call.

Here is an example of when the program was made permanent in Guelph: https://www.guelphmercury.com/news/we-knew-this-moment-was-coming-downtown-guelph-patios-to-cost-businesses-10-per-square/article_568e8296-b446-5873-8426-4cf7ff8f8a2a.html

  • DMBIA adding a base around the garden beds as per the picture attached.  Possible My Main Street Program
  • CB moved to accept the Executive Director Report. TD seconded the motion. Motion passed.

 

Special Guest Report:

Lauren Pearson (LP)

  • LP presented a progress update on Phase 1 of the Milton Food and Wine Festival
  • MG: What is needed for the DMBIA to take ownership of this event?
  • LP: Emphasized the importance of securing support from both the Town and the DMBIA to endorse the partnership, ensuring that sponsorship packages are presented with the appropriate branding.
  • CB: Expresses enthusiasm about the event’s potential for partnership and inquired about the submission of a report to The Town for council approval.
  • LP: Scheduled a meeting with Jenna Patterson and Andy Scott to review the event’s details.
  • EP: Discussed the compensation plan for Lauren Pearson’s involvement in the event.
  • LP: Announced the establishment of her own marketing agency and her intention to handle the event’s marketing. Expects minimal costs as she plans to utilize social channels and PR opportunities.
  • TD: Expressed confusion regarding the event’s funding.
  • MG: Raised concerns about potential financial liabilities associated with the event.
    • EC: Proposed establishing a contingency fee for Lauren Pearson’s services, suggesting an amount of $2000 start up fee. Also emphasized the importance of having a predefined Memorandum of Understanding (MOU) between Lauren Pearson’s marketing firm and the DMBIA.
    • MG: Coordinate with Lauren Pearson and The Town to draft a similar contract used for the Holiday Market (2018/2019)
    • MG: Collaborate with Lauren to finalize the MOU and sponsorship package before approaching potential sponsors.
    • EC: The MOU and agreement needs must be finalized before seeking sponsorship funds and initiating event marketing efforts. It needs to be understood that the risks of the event are under Lauren Pearson’s (third party company).

(Board discussion).  Lauren Pearson Third Party Start Up:

  • CB moved that DMBIA will provide Lauren Pearson’s business (third party company) a startup fee of $2000 for the Food and Wine Festival once the final MOU is agreed upon and signed by all parties. TD seconded the motion. Motion passed.

 

New Business:

Adjournment

  • EP moved to adjourn. DL seconded the motion. Motion passed.
  • DL – Meeting adjourned at 8:35 pm.