Board of Director’s Meeting – Minutes

Wednesday, July 12, 2023
Location: Online via Zoom 6:30 p.m.

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

Regrets: Julie Rock (JR)

EC called the meeting to order at 6:33 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 (TD)

  • June’s main highlight: The salaries for June are higher due to the overlap in ED salaries and severances.
  • Rachel’s visa statements will be reconciled next month and will be reviewed and closed out.
  • Rent expenses are higher due to the one-time annual escalation charge as per the lease with the Town of Milton.
  • Cash flow is at a negative now based on the expenses from SummerFest and the $108,411 contribution from The Town that will be allocated in September as a journal entry. This journal entry will balance out the negative cash flow.
    • CB moved to accept the Treasurer’s Report. EC seconded the motion. Motion passed.

Council Reports

Local (KTD)

  • Strong Mayor Powers is in effect in certain municipalities providing Mayors the ability to move certain motions through council, but they still need a third of council approval. The Mayor of Milton does not intend to use this motion unless it is needed.
  • Sustainable Milton and DMBIA to connect and review recyclable products and reusable bags.
  • The next council report has a motion on their agenda to ban fireworks.

Regional (CB)

  • June 30th @ 2:30 pm Bronte Street North opened, stopping most of the gridlock downtown.
  • Regional Council put in an Accelerated Allocations Report which gets a lot of interest from builders. You will begin to see area development along Trafalgar Rd and Britannia Rd.
  • There is a meeting next week with the Phase 4 development which will take place on both sides of Britannia Rd between Thompson Rd and Trafalgar Rd.
  • Regional staff informed CB that the tender for the Tremaine Road Interchange will be starting in August, partial ramp opening by the Fall of 2025, with full project completed by 2026.
  • Panorama development sales office in Milton Heights is opening soon. First phase of 300 homes will begin, out of a total of 800 homes.
    • TD moved to accept the Council Reports. EC seconded the motion. Motion passed.

Executive Director’s Report (MG)

  • The ED transition is complete.
  • Canada Summer Jobs update: Zach’s contract has begun: June 29, 2023 – September 1, 2023.  He is focusing on beautification (litter clean up), CRM updates, member involvement for upcoming events.
  • The upload of the OBIAA CRM tool has been completed. Lauren and I attended two training videos.  Zach is currently working on continued updates such as owners, addresses, categories etc.
  • The Town is implementing that is coming into effect as of December 31st, 2023. Initial meeting is set for Friday June 30.
  • The funds for the CCRF grant have been received and deposited on June 29th to 9500-5241 total $12,679. The grant is now closed.
  • A journal entry will be processed for the following contributions from The Town. The JE will be posted as of September 1, 2023. The Town only can reflect this in September Variance due to item #2 approved after May Variance. The JE includes three portions at total of $108,411:
    • #1: 2023 approved budget $69,661including previously annual contribution $17,250, additional transfer of $12,750 to support summer fest, and Jan 23, 2023, council approved additional funding for 2023 one-time contribution $38,281.
    • #2: BIA Budget increase request to fund winter event in Dec 2023 – approved by Council Jun 19th, 2023, Notice of Motion at $38,000
    • #3: Tim Hortons sponsorship revenue for SummerFest $750
  • 2024 Budget conversations need to begin this month. We need to review high level priorities, increases, and spending for the upcoming 2024 budget.
    • August 4: Draft Budget due to The Town for review
    • August 23: Angela has set this date to review the draft 2024 operating budget for the BIA after reviewed by The Town
    • September 27 or October: AGM – Approval of Budget
  • Review how to include SummerFest and Winter Event as a line item in the 2024 budget.
  • MG and TD will work on the draft detailed 2024 Operating budget to review at our next board meeting.
  • EC explained the budget process and provided past templates and direction for creating the 2024 budget.
  • Total cost for SummerFest event has been updated in the report:
Approximate Amounts
Revenues Sponsorship & vendor fees:

·       $36,405.00

Expenses* Event costs:

·       $51,656

BIA Staff time (November 22 to July 2023):

·       Total hours: Approx. 1583.50 hours

·       Estimated value of staff time: $50,656

  • Social media and promotions – Key focus was promoting SummerFest Wrap Up and the downtown businesses via videos.
  • We continue to promote member events via social media, newsletter, and our events calendar
  • Summerfest was a big success reference Wrap Up report for final number.
  • MG spoke about the possibility of updating our sponsorship package for 2024 to include an overall DMBIA annual package and an event specific package, this will provide customized packages for a variety of different sponsors.
  • The date has been set for The See you in September Car Show Friday September 15th 6pm – 10 pm
  • Rough expenses for 2023 based on 2019 Car Show line items: $6,764 – we removed the stage, lighting, swag items, and entertainers will be included based on final numbers.
  • Revenues to date including registration fees and sponsorship $4425. Additional inclusions will be added as per revenue increases.
  • Road closure is from Fulton to Brown St including the Brown St lot. The closures will be dependent on number of cars registered.
  • Currently 47 cars are registered. $25.00 per car
  • Sponsorships confirmed: Silver: Mr. Lube, Bronze: Renewal by Andersen.
  • SB suggested that we reach out to Gorrud’s Auto Group
  • Continue to reach out to potential sponsors, including conversations with RBC, Wallace, and Milton Ford, Expedia Cruises, and car companies within Milton.
  • Charity partner: Darling Home for Kids
  • We are combining classic cars with the fast and furious types of cars.
  • We have offered members the opportunity to set up a sidewalk display, extend business hours, and or have a special sale promotion: We currently have 5 signed up. Zach is following up this week in person.
  • Place musicians at Knoxx Church for entertainment. Rob Hewlett is confirmed as the DJ.
  • We have partnered with Arts Milton to Celebrate Milton Culture Days with the first-ever collaborative ‘Flavours of Downtown Milton’ program, brought to you by Arts Milton and Downtown Milton Business Improvement Area (DMBIA).
  • We currently have 10 restaurants participating. Zach is following up.
  • We invited restaurants to participate by offering one item on their menu from September 22nd to October 15th.   Items on the ‘Flavours of Downtown Milton’ menu can be priced at one of two price points: $5.99 or $10.99
  • By participating in the ‘Flavours of Downtown Milton’ program we offered:
    • Online Showcasing: Arts Milton and DMBIA will prominently feature your restaurant on our websites, providing a dedicated page highlighting your participation in the ‘Flavours of Downtown Milton’ program.
    • Social Media Promotion: Arts Milton and DMBIA will promote your restaurant on our social media platforms, creating buzz around your unique cultural offering and encouraging our followers to visit and experience your establishment.
    • Inclusion on Arts Milton Cultural Map: Your restaurant will be listed on the Arts Milton Cultural Map, ensuring that locals and visitors alike can easily discover and explore the cultural offerings available in Downtown Milton.
  • The motion for Miracle on Main Street was approved by Council Jun 19th, 2023, Notice of Motion at $38,000 contribution from The Town
  • The date has been set for December 9, 2023, 2pm – 8 pm
  • Milton Farmers’ Market – continues until October 7, 2023. DMBIA’s patios will stay open until that date.
  • 13 Charles St. Mini Market Event was on Wednesday July 5th, hosted by Grateful Tattoos, along with participating members Lola Soap, Soccer World, Blo, Blue Room Spa, Tijuana Toms
  • DMBIA would like to begin networking events back to the businesses by connected like minded business.
  • Milton Concert Band – plays every Thursday @ 6:30 – 7:30 pm at Victoria Park for July. We will have a table present on July 27
  • Arts Milton – is hosting Summer Days/Summer Nights this year every Thursday in August @ 7 pm at Knox Church

New Business

252 Main St. – Arirang (corn dog place) and Gongcha (Bubble Tea), opening soon.

249 Mary St. – Chef Mayo’s Grill and Shawarma, opening in July/August.

Renovations are happening in 16 Martin St. (previously the Green Eatery) and at 264 Main St. (previously The Law Office of Hutchinson, Thompson, Henderson and Mott), possible new businesses.

Closed Business

13 Charles St. 103 – Soccer World – Will be leaving in October of 2023.

295 Main St. 7 – Halifax Donair – Retiring sometime in July.

295 Main St. 8 – Halifax Donair Retail Store- Closed

6 Martin St – The Studio – Home of Julie Rock Photography – Closed

6 Martin St. – Fine Arts Society of Milton at The Studio – Closed

150 Mill St. – Pizza 360 – Closed in the end of June, will be moving to a new location in the future.

  • We have shared 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.
  • Zach is assisting with litter-clean up on a weekly basis until September 1
  • Cigarette Litter in Downtown Milton: I have an introductory call with Kay Matthews at OBIAA and will include this in our conversation.
  • We dropped off letters to the tenants and business surrounding Mary St, referencing the increase of garbage that Dave O’Connell emailed about. I will be checking this location and reminding the businesses regularly.
  • I have a meeting with The Recycle Everywhere program, funded by the Container Recycling Fee (CRF), which makes it easier to recycle your empty beverage container — bottles, cans, cartons, or juice box. We will share this information with our members.
  • CB spoke about The Region’s new pilot project for garbage pickups; including automated pickups with a machine that picks up the garbage and larger containers.
    • CB moved to accept the Council Reports. IP seconded the motion. Motion passed.

Other Business

  • SB questioned Julie Rocks position as a board member due to her current situation. The board has agreed to look for an intern board member until Julie is ready to come back.


o CB moved to adjourn. EC seconded the motion. Motion passed.
o EC – Meeting adjourned at 7:32 pm.