Board of Director’s Meeting – Minutes

Wednesday, November 8, 2023
Location: Virtual via Zoom 6:30 p.m.

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

Guest: Lauren Pearson (Digital Service Squad Team Member, Town of Milton)

EC called the meeting to order at 6:32 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 TD, seconded by EP. Motion passed.

Treasurer’s Report (TD)

  • Monthly revisions need to be completed to ensure accurate figures. The benefit of this is to show completely accurate figures for each month.
  • Adjustments have been made to the beautification account as they were still in progress in October for seasonal maintenance.
  • There is limited information to report this month based on the financials. This could be because charges were not recorded prior to the cut-off date.
  • EC: recommended that the expense trending worksheet be updated to reflect current YTD spending to ensure that we do not have a shortfall and or surplus.
  • TD: Monique and Tom to complete this worksheet for the December board meeting.
    • IC moved to accept the Treasurer’s Report. SB seconded the motion. Motion passed.

Executive Director’s Report (MG)

  • **Administration:
  • Canada Summer Jobs program will launch on November 20th, 2023 – January 10, 2024. I will apply for the same positions as last year.
  • Israel Ali, Financial Planning Analyst at TOM confirmed that currently our reserve is not set up as fund and if we would need to change the classification from Reserve-to-Reserve Fund to receive gains. To do this we need to take a report to Council to adjust the Treasury Policy to reclassify this reserve to a reserve fund, I will follow up with Israel in the upcoming year as per his email.
  • The TOM budget review meeting is scheduled for December 4, 2023.
  • 2024 Operating Calendar & Strategic Plan: Operating calendar, strategic survey & sponsorship – I would like to begin working on the 2024 operating calendar with dates, events, and projects for the year. Sponsorship package will follow. Would we like to designate the January meeting to planning for 2024
  • EC: Rachel would create her operating plan and it would be reviewed in our general board meeting.
  • Re-send a revised 2024 Strategic Priority Member Survey, the last one was done just after Covid (2022), and many priorities have changed.
  • In the process of reviewing governance documents as part of Diana’s Welcome package.
  • MG: Asked Diana for her biography and headshot.
  • Julie Rock has been taken down from the website as a Board of Director. There is no longer communication as she is concentrating on her health.
  • Diana will be added to the website as a new member once all documents are signed and received.
  • Would like to re-introduce the board, and new board members on social media. Thoughts?
  • TD:  commented yes to this
  • Would like to introduce the team on social media as many members do not know Lauren, Mira, or me. Include the benefits of our members working with us to increase their visibility.
  • EP: commented that this would be a great idea based on the community questions that receives.  This will be a good opportunity for providing the correct point of contact.
  • OBIAA 2024 Annual BIA Conference is April 28 – May 1, 2024, in Mississauga. More details to follow.


  • Social media and promotions – Key focus was the Tiny Tots Trick or Treat Event and the downtown businesses via videos.
  • Promotions will begin for Miracle on Main Street in Downtown Milton.
  • Tiger Jeet Singh will be participating in the Santa Clause parade on our behalf, this will promote Downtown Milton, and the Miracle event. He will have three cars as part of his float and has requested to be placed in front of the band leading Santa’s sleigh.
  • We continue to promote member events via social media, newsletter, and our events calendar.
  • TD Commercial filmed on Friday October 27 on Main Street. Highlighted this as a news post
  • Night Shyamalan’s “Good Grades” thriller movie is being filmed between November 20-23 in Downtown Milton. More and confirmed dates to come.
  • SB: communicated that the timing of the filming was not ideal based on decorating Christmas windows
  • MG: requesting additional lead time updates of filming taking place in Downtown Milton.
  • EC: urging The Town to liaise with the DMBIA, providing a clear and concise plan /description of upcoming filming time and dates. This will enable us to prepare and provide our members with accurate information.
  • KTD:  Councilors will advocate for The Town to proactively engage with the DMBIA upon receiving filming requests.
  • Winter lights will be displayed on November 28th by Classic Displays.
  • We are launching a giveaway program by promoting holiday shopping in downtown Milton. This will take place over 3 weeks beginning November 17 – December 1.   Categories include Shop/Beauty & Services/Restaurants
  • We increased Instagram followers in the past three months to over 9K. Our goal is to be over 10K.
  • Business updates:
    • New
      • 295 Main St E Unit 7 – Shawarma Alley opened.
      • 264 Main St E Second floor – Jennifer Lynne Walker & Associates opened. Business was formerly Counting Butterflies located at 205 Main St E but has moved and re-branded.
      • 243 Main St E – Pretty Rad is officially operating as The Eighth Note
      • 270 Main St E – Chuck’s Roadhouse is currently looking for a franchise owner for this location.
      • ADR Pet Store officially opened.
    • Closed
      • 13 Charles St #103 – Soccer World closed at the end of October.
    • Sold
      • 196 Main Street East sold. Sara’s building.
  • ** Tiny Tot’s Trick or Treat
    • Based on our member surveys the event was a success and on average 2000 kids were on site
    • Fire and transit were a huge success
    • We had a total of 45 members participate
    • Biggest concern was the Main & Martin intersection. Many people were just strolling into the active intersection while the lights were turning and not paying attention to the traffic lights. This will need to be addressed for next year. Possibilities include an officer onsite, or additional barricades in place to direct the flow of traffic.
  • **Additional Events
    • Miracle on Main Street – Saturday December 9th, 2023 @ 2 pm – 8 pm
    • A Taste of Downtown Milton – February 23, 2024 – March 17, 2024
  • **Sponsorship and Community Partnerships
  • Cogeco, Wilfrid Laurier and Neatt Communities have confirmed Miracle on Main Street Sponsorship’s.
  • Created a “Light up the Winter Nights” sponsorship opportunity for which includes a Community Level for $250 allowing our members/smaller businesses to participate. Currently we have 4 confirmed sponsors.
  • Working with Cerelli Tree Farm on the donation of a tree for tree lighting in the parkette. Possibly moved to December 1st.
  • Meeting with Bianca Caramento was pushed. We will reschedule for this month.



  • We continue to promote Downtown Milton as a vibrant and growing business community.


  • Met with Doug Sampano regarding the current MOU in place for DMBIA’s electrical receptacles. I want to ensure he gets what he needs from me for the upcoming winter season to prevent damage and additional expenses for us.
  • Doug Sampano has assured me that The Town will pay for any receptacle damages incurred by snow plowing.
  • This past weekend a homeless woman was sleeping in front of Southside church, she was there still on Monday. Colin contacted Halton Regional Police and 311.  They are doing wellness checks on her.



  • **Beautification
  • Sent an email to 133 Main Street regarding initial discussions about Graffiti – no response yet.
  • Tagged buildings include: 133 Main Street, 167 Main Street, 207 Main Street.
  • Met with Doug Sompano regarding graffiti and the additional funds left over from the CCRF grant. Will follow up with Glen Cowan on how to disperse the remaining amount from the CCRF grant on painting current graffiti.
    • TD moved to accept the Executive Report. EP seconded the motion. Motion passed.

Special Guest Report:

Lauren Pearson (LP)

  • DL: introduced Lauren Pearson and discussed their concepts for potential future events. Diana and Lauren then delivered a presentation on the “Milton Food & Wine Festival”
  • View presentation: Milton Food & Wine Presentation
  • Discussion points:
    • LP:  Is ready to support marketing, promotions and collaborating with Diana and other restaurant owners to engage participation.  Assistance from The Chambre and DMBIA is needed in aspects such as road closures and logistics.
    • KTD: thinks that Milton has reached a stage where it can successfully host such festivals due to population growth, however, there is curiosity on how other towns have worked with their municipalities to create these events.
    • DL:  Diana and Lauren have a meeting with the past ED from Charleston to review resources, and event procedures.
    • EC: recommended that Monique send Lauren and Diana approximate SummerFest staff hours, a workback plan, and budget details.  The suggestion also involves crafting an MOU to specific partners, that ensures that you have sufficient support.
    • Overall positive feedback was received by the DMBIA, suggested a possible smaller version.

Council Reports

Local (KTD)

  • The Town of Milton has banned the use of commercial fireworks. There will still be a process in place for people to apply for a special permit.
  • Upcoming council meeting Monday November 13th, 2023, discussions will be around voting on staff refined policy considerations.


Regional (CB)

  • The region is reviewing who oversees reversing the Greenbelt decision. Hoping to have more information after the December meeting.
  • Mayor’s letter highlighted that he would like it the same as it was in The Town’s positions, new point.
  • The Region is having a budget presentation, and the staff is projecting a 3% increase, but this is still to be determined.
    • EP moved to accept the Council Reports. SP seconded the motion. Motion passed.


New Business:

EC:  Sara has resigned as Vice Chair at the DMBIA, she will stay on for training purposes.  The DMBIA is recruiting a Vice Chair within the current board.

MG: The DMBIA is currently recruiting Directors, preferably current BIA members.

CB: There was a lady that was homeless over the weekend.  Please call 311 for assistance.


  • IC moved to adjourn. EP seconded the motion. Motion passed.
  • EC – Meeting adjourned at 8:23 pm.