Board of Director’s Meeting – Minutes

Wednesday, January 8, 2025
Location: Virtual via Zoom 6:30 p.m.

Attendees: Monique Gaudet (MG), Moe Hartley (MH), Colin Best (CB), Diana Lakich (DL), Tom Dusmet (TD), Kristina Tesser Derksen (KTD), Eric Parris (EP)

Regrets: Eric Parris (EP)

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 MH. Motion passed.

Treasurer Report (TD):

  • TD reviewed the 2024 budget:
  • Expenses are close to the budget, with only minor overages in employment benefits and training.
  • Compared to the previous year, spending increased by approximately $28,000, with expenses still pending. The concern was that November and parts of October required more adjustments than usual due to delayed approvals.
  • Earlier months showed no major discrepancies.
  • Year-to-date utilization appears stable.
  • Miracle on Main Street used all allocated funds this year, unlike last year when there was a surplus.
  • Increased costs affected events, including Tiny Tots, due to additional expenses like police presence.
  • Higher sponsorship revenue allowed for reallocating funds to enhance events like the car show.
  • Overall, spending was higher this year due to increased costs across various areas.
  • CB questioned if there were any surprises between actuals and budget, that have not been seen before
  • TD no, all expected expenses
    • CB moved to accept the Treasurer Report. KTD seconded the motion. Motion passed.

Council Reports

Local (KTD)

  • A new Director of Communications and Customer Experience, Tash Harriet, was recently appointed at the Town of Milton.
  • The Town hosted a free recreation week from January 6–12, offering free facility access and programs. Participation numbers for the free week are not yet available but will be reviewed.

Regional (CB)

  • No regional meeting since the last BIA meeting; the next one is on January 22.
  • CAO Jay McCaskill retired after 11 years, and the region is searching for a new CAO. Bob Gray, Commissioner of Legislative and Legal Services, is the acting CAO.
  • Potential for back-to-back provincial and federal elections, with a slight chance of a provincial election before March 24 and a likely federal election in May or June.
  • Suggested DMBIA consider hosting a Meet the Candidates night focused on downtown issues.
    • TD moved to accept the Council Reports. MH seconded the motion. Motion passed.

Executive Director Report

**Administration:

  • **Administration:
  • 2025 DMBIA sponsorship package will remain the same as 2024.
  • The Executive Committee met on December 18, 2024, during which MG proposed granting an additional week of paid vacation to Lauren Uba, Marketing Coordinator, bringing her total to three weeks per year to align with the rest of the team.

*Motion to approve an additional week of paid holidays for the following employee: Lauren Uba

  • TD moved to accept the motion. CB seconded the motion. Motion passed.
  • A salary increases of 3% was incorporated into the 2024 budget. I would like to send in the Change of Status forms including the motion below confirming the increasing to The Town.

*Motion to approve a 3% salary increase for 2025 for the following employees: Monique Gaudet, Mira Nasser, Lauren Uba

  • TD moved to accept the motion. CB seconded the motion. Motion passed.

**2025 Strategic Planning Committee

  • 2025 Operating Calendar & Strategic Plan will begin Monday January 13, 2025, 1pm – 3pm

Onsite: 251 Main Street East, Main Boardroom

Monday January 13th – 1 pm – 3pm

Monday February 10th – 1 pm – 3pm

Monday March 31st – 1 pm – 3pm

Virtual Meeting Dates: Via Zoom 

Monday January 27th – 1 pm – 3pm

Monday February 24th 1pm – 3pm

Monday March 24th 1pm – 3pm

  • Confirmed Participants: Domenic Pasqualino, Abhideep Sarkar, Diana Lakich, Eric Chabot, Kristina Tesser-Derksen, Monique Gaudet, Lauren Uba, Mira Nasser
  • TD asked if the committee will directly benefit the business owners.
  • MG explained the following;
  • We’re starting from scratch, with each session being unique. The first session will: Serve as an introduction. Review our vision and mission to ensure alignment with the 2022 strategic planning committee. Explore new ideas rather than repeating past initiatives.
  • The second session will focus on: Goal setting. Conducting a SWOT analysis and other strategic assessments
  • The third session will focus on the Member Strategic survey
  • The process will not just focus on events but will consider the entire BIA

ENHANCED PROMOTION ON THE DOWNTOWN MILTON COMMUNITY AND ITS BUSINESSES

  • **DMBIA Events:
    • Taste of Downtown Milton: Friday February 21, 2025 – Sunday March 16, 2025
    • SummerFest: Saturday June 7th 2025 12 pm – 8 pm, the event will be announced this month.
    • We continue to promote member events via social media, newsletter, and our events calendar.

INCREASED FOCUS ON ATTRACTION OF NEW BUSINESSES

  • New businesses:
  • Big Mama’s and Papa’s Pizzeria Milton grand opening on Friday January 17th 4pm – 6pm
  • Vacancy Rate, 8%
  • EC asked about the 8% is that upstairs, downstairs or just ground floor? How did you calculate. Example: If a building has five units and four are occupied, the one vacant unit counts toward the rate.
  • MG confirmed that this method of calculation was understood.
  • General agreement that 8% is a good vacancy rate.

ENHANCED DOWNTOWN EXPERIENCE FOR BUSINESSES AND VISITORS THROUGH BEAUTIFICATION EFFORTS

  • **Beatification:
    • An ABL employee was hired for four hours to handle litter cleanup before the holiday break.
    • MG would like to do this again in January to ensure litter cleanup is under control.
    • CB asked that all paper be taken down from the street poles.
    • The Christmas tree will be taken down by the end of next week.
    • Board discussion to review options for the flower beds along Main Street as the trees are getting bigger and the roots are not allowing for flowers to grow.
    • MG suggested keeping just the greenery, as seen outside Pasqualino, exploring grants for watering solutions, though nothing is available yet, edging, flattening, the beds.
    • TD Suggested planting Portulaca, a low-maintenance ground cover with small flowers that thrives in tough conditions. Hamilton was referenced as an example of streets lined with flowers. Noted that Portulaca takes time to establish but can fill in well by the second year.
    • KTD commented on the following: Elevated flower beds improve the look of the street and help prevent issues like dogs urinating in them, kids running through them, and litter accumulation.
    • Raised planters may face less exposure to damage compared to ground-level flower beds.
    • A significant upgrade to the flower beds could create a noticeable improvement and be well appreciated by the community.
      • TD moved to accept the Executive Director Report. CB seconded the motion. Motion passed.

Other Business:

  • CB raised concern about recent accidents involving medical incidents and vehicles plowing into buildings, referencing events in New Orleans, Germany, and Halton. Proposed to consider having vehicles parked at each end of future events for safety, as fire trucks or transit vehicles may not always be available.
  • Acknowledgment that distracted driving and medical incidents can be unpredictable, and barriers like plastic ones won’t stop a vehicle.
  • Suggestion to always have vehicles across the street for added protection.
  • The Farmer’s Market has been asked to look into other ideas and will follow up.

Adjournment

  • TD moved to adjourn. MH seconded the motion. Motion passed.
  • EC Meeting adjourned at 7:05 pm.