Board of Director’s Meeting – Minutes

Wednesday, July 7, 2021
Location: online 6:30 p.m.

Attendees: Colin Best (CB), Margaret Lara (ML), Sara Bergsma (SB), Miguel Gonsalves (MG), Eric Chabot (EC), Alan Cooke (AC), Rachel Shuttleworth (RS)

Regrets: Troy Newton (TN), Kristina Tesser Derksen (KTD), Joe Taglieri (JT)

EC called the meeting to order at 6:34 pm.

EC asked the board if there was any declaration of pecuniary interest or conflict of interest. No declarations were made.

Review of previous minutes

  • CB moved to accept June minutes. ML seconded the motion. Motion passed.

Treasurer’s Report

  • Expenses for the month were $12,800. Additional expenses, not yet reflected in the ledger, were $23,500 (mostly for flower installation and maintenance, also some for Fun in the Sun and Farmers’ Market). Total monthly expenses were $36,000.
  • YTD expenses are $116k (including all expenses for current month). Total budget for year is $278k, less some adjustments ($17k from Town, $39k from Surplus). Revised budget would be around $222k, and we’ve spent 52% of that.
    • CB moved to accept the Treasurer’s Report. ML seconded the motion. Motion passed.

Council Reports

CB (Regional):

  • Local Council report sent by KTD prior to meeting.
  • Update on COVID-19 vaccinations provided at recent Regional Council meeting – 44% fully vaccinated. See red banner at for COVID information.
  • Regional Council unanimously approved ROPA 48, amendments for employment conversions and mobility hubs. Includes intensification for area at Main & Bronte (subject to provincial approval).
  • Construction to begin next week on Ontario St S, between Child’s Dr & Laurier, to put in new pipes.
    • SB moved to accept the Council Reports. MG seconded the motion. Motion passed.

Executive Director’s Report

General Updates

  • Member database update underway – reaching out to all members to get their information up to date.
  • Marketplace Milton is now live – voice directory to help connect users to information about local businesses. Funded through Digital Main Street. Ran workshop last week for Chamber & BIA members.
  • New website going live in two weeks – stay tuned!
  • Wreath redecorating happening later this month. Team of volunteers in place to help. Thanks to Margaret and Sara for supporting this project.

Farmers’ Market

  • Public health restrictions loosening on market, allowing non-food/agriculture vendors as of mid-July.
  • We are reaching out to other members to get them involved in the BIA booth. Harder to get members involved in the market when it is not on Main St. Members that have been involved enjoy it.

Temporary patios

  • Patios are a popular downtown attraction. Highlighting patios on our social media all summer.
  • Town staff working with businesses to allow street parking spots for patios (Casa Americo, Ivy Arms). Have different formats for how they are doing on-street patios but both comply with Town regulations.
  • In discussions with Town staff: plans for permanent patio program, ‘patios’ for retailers, etc.
  • Possibility of extending the pilot program to 2022 to give businesses and Town more time to try things.

Fun in the Sun Scavenger Hunt

  • Virtual scavenger hunt on GooseChase, held June 25 to July 4. Focused on a summer theme, some Canada Day elements, downtown landmarks, local businesses.
  • Lots of engagement on the app and social media. Slightly lower participation than Easter hunt (more things open now than at Easter, and other hunt was just a few months ago).

HolidayFest/Back to Business Event

  • Preliminary planning for event – plans, budget, etc. Will hear back about Reconnect Program application mid-summer.

Funding Programs

Shop Local Program

  • Through Ontario Chamber of Commerce, funding available for local chambers to support businesses as they reopen and recover and promote consumer confidence.
  • Collaborating with Milton Chamber and Economic Development Milton on funding application.
  • Potential opportunities related to downtown: photography/videography, late summer/fall activity (self-guided tour showcasing businesses and historic buildings), Shop Local print piece distributed to residents, support for HolidayFest, expansion of Local Love contest, etc.

Digital Main Street

  • Digital Service Squad: Milton Economic Development agreed to take on managing a Digital Service Squad. Will work with them to write application. If successful, will help transfer the program over.
  • Digital Transformation Grants: $2,500 grants opening up mid-July. Not available for businesses that received funding already. Businesses outside the downtown will be eligible as well.

Photography Program

  • Approved for some photography services through Hamilton Halton Brant Regional Tourism Association – aiming to promote tourism and unique local experiences, encourage consumer confidence, etc.
  • Photos will focus on general downtown experiences and some local businesses. Currently identifying businesses and models to participate.


  • Initial discussions with Town IT department on what needs to be done so we can better leverage the wifi system (ie customized landing page, count bounces/pings, simplify log-in, etc.). Limited training provided when the system was first set up. Town staff exploring the technical side further.

OBIAA Conference

  • September 26-29 in Hamilton, they are aiming for in-person with virtual elements.
  • Annual training and networking opportunity for BIA staff, board members, etc. Discounts available if multiple delegates attend.
  • RS hoping to attend. If any board members wish to attend, please contact RS.
  • CB moved to accept the ED Report. MG seconded the motion. Motion passed.

New Business

  • CB – Elections Canada preparing for a possible fall election. They may be looking for spare space downtown (first floor). Possible call for election by August 12.
  • AC – Sit on Chartered Institute of Logistics and Transport Board for North America. Planning for in-person conference in Q4, and they have agreed to host the event in Milton. Great chance to engage and showcase downtown businesses (ie catering for the event, host a session or tour downtown, etc.). Opportunity to have a BIA representative speak at the conference. Due to COVID restrictions, likely no more than 100 participants this year. Webinars make conference available to international audiences (thousands of viewers in previous years). Excellent way to showcase our businesses and our town.


  • CB moved to adjourn. SB seconded the motion. Motion passed.
  • Meeting adjourned at 7:03 pm.