2019 Meeting Minutes

Board of Directors Meeting Minutes – January 16, 2019

Attendance: David O’Connell (DO), John Silva (JS), Colin Best (CB), Kristina Tesser Derksen (KTD), Sukh Brar (SBr), Sara Bergsma (SB), Cheryl Ciccarelli (CC)

DO called the meeting to order at 6.54pm.

DO asked the table if there was any declaration of pecuniary interest or conflict of interest – No declarations were made.

DO asked the group to review the previous meeting minutes.

  • CB requested one change to the Dec 18 minutes. He noted that he had “requested Region of Halton staff not Town of Milton staff to report back on the boil water advisory and its impacts”

SB moved to accept the minutes with this amendment. SBr seconded the motion. Motion passed.

JD presented the treasurer’s report (attached).

  • CC has provided notes on what has not been on show on the G&L yet. JS is confident that there will not be much deviation from this point.
  • Estimate of final surplus for 2018 is $30,000. Operational savings $7,000 in line with previous years. The 2019 budget has no surplus in it but is aligned with 2018.
  • JS thanked BOD for support and wished all BOD well.
  • CB moved to accept the treasurer’s report. SB seconded the motion. Motion passed.

John Silva left the meeting after giving his report.

KTD presented the local Councillor report.

  • Budget mtg – Monday budget sent back to staff to re-evaluate budget and cuts.
  • DMSF motion – passed – gave direction to staff keep status quo for this year.
  • Recessed until Feb 4
  • Discussions on development of 28 & 60 Bronte – see proposal attached

CB presented the regional Councillor report.

  • Development is also an official plan amendment
  • Crime – police notes on crime severity index.
  • Bill 66 – green belt and water shed opposed
  • Places to grow review – may or may not change # s for Milton – regional review – changing format not sure what will look like could be amalgamation– province wants one tier govts

SB moved to accept the Council report as presented. SBr seconded the motion. Motion Passed.

CC presented the Executive Director’s Report (attached).

CB made the following comments on Zoning:

  • CB pushing town staff to get going on civic precinct study – with the need for new office space – town hall expansion maybe helpful
  • Soft opening for Forest Hill coming up
  • CB confirmed Td is a home builder – 10% expansion only allowed.

CB also advised that he has been in contact with the organizers of the fairground event – Canada’s largest Easter Egg hunt April 20

For Discussion/Decision:

DMSF

  • DMSF was part of Council’s budget deliberations at the Jan. 14th Council meeting.
  • CB reported:
    • Mayor and council want more community engagement not less – staff says not set to do that type of thing
    • Staff suggesting that will need to look at getting more junior staff involved and looking for other efficiencies
    • CC to approach Janet and Joy to get the ball rolling.

Holiday Street Market

  • Summary attached
  • Based on feedback from members, public and BOD, it was decided not to continue the agreement for the HSM with Vaulted Inc.
  • BOD discussed possible alternatives for a Nov/Dec19 Holiday event.
  • BOD to take a preliminary look at what this possible event might look like and make a decision on whether to move forward with planning this at next meeting.

DBIA By-law

  • Town staff has indicated that we could request an update to our by-law. This would take some time to prepare a report and decided if any changes are needed.
    • CB: encourage bia to do this as it is over 40 years
    • May be opportunity to extend the BIA footprint to Bronte Street. DO has been speaking to RS to expand boundary – have begun looking into affiliate program based on expressions of interest from people like Eddieos – suggest 25 to Bronte
    • CB commented that with intensification this makes sense. If we don’t have retail and offices in downtown they will go elsewhere.

BOD suggested that we loop RS into this conversation and see what other issues to look at.

Other issues discussed:

  • myFM – FM remotes for BIA Members
  • CC reviewed opportunity for BIA members to take advantage of special pricing to do myFM remotes during Farmers’ market.
  • BOD discussed suggestion and agreed that we should promote this to our members.
  • The BIA made a donation to the Townsend Smith Foundation in Memory of Peter Haight made Friday, Jan. 11th for $250.
  • Treasurer? Any leads? See Sara
  • Ice Cream Lab posted on FB today that they are closing as of Feb. 3

CB made a motion to accept the ED report. SB seconded the motion. Motion passed.

DO asked for any new business. None was presented.

CB made a motion to adjourn the meeting. SB seconded the motion. All in favour – motion passed. Meeting adjourned at 7:55pm.

Board of Directors Meeting Minutes – March 13, 2019

Attendance: David O’Connell (DO), Miguel Gonsalves (MG), Colin Best (CB), Kristina Tesser Derksen (KTD), Sara Bergsma (SB), Margaret Lara (ML), Sukh Brar (SBr), Cheryl Ciccarelli (CC)

DO called the meeting to order at 6.44pm.

DO asked the table if there was any declaration of pecuniary interest or conflict of interest

DO noted that his company BANG! Creative was now hosting the DowntownMilton.com website and that they would occasionally be doing work on the site. DO will submit the required TOM paperwork regarding this declaration.

DO asked the group to review the previous meeting minutes.

  • CB moved to accept the minutes as presented. KTD seconded the motion. Motion passed.

MG presented the treasurer’s report (attached).

  • This was MG’s first meeting as treasurer. MG noted that the numbers from the first couple of months were as expected. Two factors affect the numbers for salary – RS’ Maternity Leave and the CL’s move to full time status. Major expenses begin in March as the Event season draws closer.
  • MG noted that he has added a column for expected variance to show key drivers.
  • MG has posed a question to TOM re: audit expenses and is waiting on a response. DO noted that this was an on-going issue with the Town
  • CB moved to accept the treasurer’s report. KTD seconded the motion. Motion passed.

KTD presented the local Councillor report.

  • At last council meeting, council approved a mulit-storey condo development near the GO station.
  • Transit Master plan will be available later this spring and is currently in a public consultation phase
  • Core Services review is currently underway for Community Services and Operations departments to audit the cost and service levels for our public-facing services. This should be completed by summer time.

CB presented the regional Councillor report.

  • Regional council is having a workshop next week on the water allocation and development charges for the next round of growth for Milton. Staff estimate about 10,000 homes could be built over the next five years in Milton.
  • Milton Regional Councillors and the Mayor are receiving an update on the 2019-2020 regional capital works program on April 10th. I will be passing on the information to the Board and local councillors including the proposed Main Street ~~East~~ West (corrected: 5-8-19 by CB at May 8th BOD meeting) pipeline work between Bronte and James.
  • The Region will be submitting their comments to the Province regarding the proposed Regional Review at the next Regional Council meeting on Wednesday March 27th favouring the status quo.

SB moved to accept the Council report as presented. SBr seconded the motion. Motion Passed.

CC presented the Executive Director’s Report (attached).

CC updated the Board on her conversation with RS re: boundaries and Associate Members. RS advised that boundary expansion is a long process and it is better to focus on associate members at this time.

  • Other BIAs say associate member programs work to increase engagement – benefits include marketing discounts for events
  • There are about 4-5 businesses on file as expressing interest in joining BIA
  • CB suggested that we investigate associate membership and evaluate their response
  • DO: how do we include new associate members?
  • CB: suggested highlighting that associate members were welcome in any new media release
  • BOD requested that the ED draft a report on how Associate Membership might work and how it could be rolled out for next meeting.

Holiday Street Market

  • BOD discussed member, vendor and community feedback on 2018 HSM. BOD discussed financial and other benefits and cons to the HSM experience.
    • CD introduced a motion that based on feedback from members, public and the BOD, the DMBIA dissolve the HSM agreement in accordance with the steps outlined in the contract.
      • SB seconded the motion. Motion passed unanimously.
  • BOD discussed whether the DMBIA should hold an alternative Holiday Event and agreed that it would be good to do but that there were many concerns including financial considerations about this course of action.
    • CB suggested that we could do an event similar to EE/TT events – using the same footprint with vendors, activities and/or a tree/craft component. Could hold it 10am to 5pm.
    • KTD cautioned that we need to make sure that we execute well as people will have a high level of expectation based on the HSM experience.
    • SB commented that it would be good to get TN’s input in light of his experience with Miracle on Main.
      • BOD requested that the April BOD agenda include a conversation on what a new Holiday event would look like.

Milton Public Market

  • CC reviewed Phil Suos’ MPM announcement on Milton Talks and the BOD reviewed some of the public comments including member reactions. CC also noted that there will be a Public Consultation meeting on March 21^(st). DO will attend and report at next meeting.
  • DO: the BIA has a tradition of supporting events occurring nearby with the ultimate aim to increase awareness of the BIA and encourage those attendees to visit Downtown Milton BIA businesses.
  • KTD: we want to encourage support of local businesses.

Milton Chamber’s Incredible Race

  • CC outlined opportunity for BOD.
  • CB motioned to move forward with BOD participation in the Chamber’s 2019 Incredible Race.
  • KTD seconded the motion. Motion passed.

Member Education

  • CC noted that there were several opportunities on the table for Member Education from outside sources ie: MEV, Emoggo and Silicon Halton. Alternatively, we could begin sourcing and hosting seminars. CC asked the BOD if they preferred to create a new Member Education section in the newsletter and collect all opportunities for members there or host our own.
  • BOD agreed that at this time we would collect this information and report it in the member newsletters.

Potential New Board Members:

  • We have two people who have expressed interest in joining the Board. According to the Constitution, there is one vacancy on the Board.
  • After discussion, the BOD agreed that the two individuals should complete a Board Application and that we should invite them to attend the April meeting so that they might have a better understanding of our Board. This would allow the BOD to evaluate which would be a better fit.

Updates:

Flood Plain

  • Don Clements’ group had a meeting with MPP Parm Gill and Steve Clark, Minister of Municipal Affairs. Don has requested an email list of members and landlords so that he might encourage them to write letters to these MPPs and others.
  • BOD had privacy concerns about releasing this information. It was determined that we could only provide information that was already publicly available.

Digital Main Street

  • Funding is available through this program to help small business increase their level of digital marketing knowledge.
  • The BOD agreed that the Digital Transformation Training and Grant Program and the Digital Training program should be included in the next member newsletter.
  • Further, that the ED should gather more information on the Digital Service Squad Grants and Programs and provide a report at the next meeting.

Other:

  • KTD noted that in the next newsletter we should also include a note to businesses that they should take an active role in clearing snow around their businesses. This should be done in addition to the work by TOM staff to clear the snow and ice.
  • CB requested that the following also be included in the next newsletter:
  • Owners and employees are requested not to park on Main Street
  • Businesses are encouraged to keep their areas clear of cigarette butts and other garbage.
  • DO asked the Board if there were any questions for the ED. No questions were brought forth.
  • CB made a motion to accept the ED report. MG seconded the motion. Motion passed.

DO asked if there was any other business. No new business was raised.

CD made a motion to adjourn the meeting. SBr seconded the motion. Motion passed. Meeting was adjourned at 8:23pm

Board of Directors Meeting Minutes – April 10, 2019

Attendees: David O’Connell (DO), Miguel Gonsalves (MG), Colin Best (CB), Kristina Tesser Derksen (KTD), Troy Newton (TN), Margaret Lara (ML), Sukh Brar (SBr), Cheryl Ciccarelli (CC). Guests: Joe Taglieri and Alan Cooke

DO called the meeting to order at 6.45pm.

Do introduced guests Joe Taglieri (property owner of 300 Main Street – Knead to Balance) and Alan Cooke (Co-owner, The Barn Door Studio). Joe and Alan are perspective Board member. Then the Board went around the table to do introductions.

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

DO asked the group to review the previous meeting minutes.

  • ML moved to accept the minutes as presented. MG seconded the motion. Motion passed.

MG presented the treasurer’s report (attached).

  • We expended 3.6% of the budget in March. Mostly salary, benefits, rent and landscaping. Nothing unusual.
  • CB moved to accept the treasurer’s report. TN seconded the motion. Motion passed.

KTD presented the local Councillor report.

  • Mature neighbourhood study was released – mostly residential in focus.
  • At next council meeting there will be a discussion about the proposed Bronte Condo development – 5 delegations have already been registered.
  • Councillor Tesser Derksen reported that she has purchased a building on Martin St. for her practice.

CB presented the regional Councillor report.

  • CB brought a map of the construction in Ward 1 (attached).
  • Region’s Growth Scenario completed through 2031-2041. Plans for 39,000 more homes for Milton. Should be approved by 2021.

SB moved to accept the Council report as presented. ML seconded the motion. Motion Passed.

CC presented the Executive Director’s Report (attached).

DMSF

  • TOM has suggested that we do not do an Opening Ceremonies this year. BOD discussed and agreed that we will not do the Opening Ceremonies this year.

For Discussion/Decision:

Holiday Street Market / Holiday Event

  • CC reviewed her initial report on a Holiday themed event (attached.) BOD expressed concerns with how big the event should be and the possibility of attendee expectations not being met.
  • CB introduced a motion to investigate 3^(rd) party options and report to the board at the next meeting. A decision should be made at that time to move forward with planning a Holiday event or cancel it in light of the insufficient timeline. KTD seconded the motion. Motion passed.

Digital Main Street:

  • CC reviewed her Digital Main Street Opportunities report (attached.)
  • BOD agreed that CC should investigate setting up a workshop for members to complete the initial steps of registration. CC to investigate options through OBIAA, MEV and Silicon Halton. Could invite members to bring their laptops and have people to help them through those 40 questions. CC to update BOD at next month’s meeting.

CB motioned to accept the ED report. ML seconded the motion. Motion passed.

DO asked if a there was any new business.

  • CC noted that CB had forwarded a report from Joy Anderson, Director – Cultural & Community Investment to The Town of Milton. It included a discussion on the DMSF. CC noted that she had discussed with Joy. They agreed that the BIA had taken on more than previously agreed to this year due to staff illness but that it was not feasible to take on additional work ie: sponsorship, marketing, and the other tasks that TOM has been doing for this year.
  • DO thanked the guests for their participation in this meeting and their interest in joining the Board. BIA to follow up with them before next meeting.

CB motioned to adjourn the meeting. TN seconded the motion. Motion passed.

Board of Directors Meeting Minutes – May 8, 2019

Board of Director’s Meeting Minutes

Attendees: David O’Connell (DO), Eric Chabot (EC), Colin Best (CB), Margaret Lara (ML), Sara Bergsma (SB), Sukh Brar (SBr), Cheryl Ciccarelli (CC).

Guests: Joe Taglieri (JT), Alan Cooke (AC), Melani Bastians (MB)

Regrets: Miguel Gonsalves (MG), Troy Newton (TN), Kristina Tesser Derksen (KTD),

DO called the meeting to order at 6.31pm.

DO introduced Melani Bastians (MB) – owner of The Green Eatery and the Undone Food Truck on Mary as well as representative of the Milton Public Market (MPM).

  • MB noted that has operated the Undone Food Truck for a couple of years and has in the past asked why not they were not considered part of the BIA.
  • CB welcomed MB to the meeting and the BIA. CB noted that membership in the BIA is based on property assessment.
  • MB noted that as of April 1, 2019, she is now the owner of The Green Eatery and wants to give back to the DBIA
  • MB also noted that she is a part of the Milton Public Market. As such, she will act as a liaison between the MPM and the DBIA. MB related a new offer from Phil Sous of the MPM. (Note: Phil emailed offer to CC after meeting and details will be published in in Member Newsletter.)
  • MB also talked about opportunities for BIA members to become “Community Partners”.
  • MB noted that there would be a special arrangement where BIA members could customize their offer for so that it could be something other than 10% discount ie: money off purchase or special offer. No charge for BIA members to become a community partner – cost would be in discount/offer.
  • Board asked questions about Memberships, Community Partners program and number of vendors expected.
  • DO thanks MB for attending. MB stayed for remainder of meeting.

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

DO asked the group to review the previous meeting minutes.

  • CB noted that 1 correction needed to be made to the May ED Report. Work being done is on Main Street West not East.
  • SB moved to accept the minutes as presented. CB seconded the motion. Motion passed.

Treasurer’s Report (attached).

  • MG was absent but sent his Treasurer’s report for review.
  • CB moved to accept the treasurer’s report. SB seconded the motion. Motion passed.

CB presented both the regional and local Councillor report.

  • Regional report:
    • Strategic plan meeting details online at Halton.ca comments accepted to May 24. Work plan for next 4 years.
    • Bronte construction should be cleared in 4 nights
    • Report from province to come on Government Structure
  • Locally: construction on Main continues
  • SB asked about the timeline. CB: ends in August. We are in the most intensive part now.

ML moved to accept the Council report as presented. SBr seconded the motion. Motion Passed.

CC presented the Executive Director’s Report (attached).

Budget and budget control

  • CC noted that the CJS grant was lower than anticipated and recommended that funds currently set aside for Banners be redirected to cover the shortfall of the grant.
  • CB made a motion to ok the use of Banner funds for Summer Student staffing. ML seconded the motion. Motion passed

Electrical

  • CC noted that there are 8 receptacles in need of repair but that based on previous repair bills, a new strategy was needed in order to fit within budget.
  • CB: suggests we explore other options.
  • EC made a motion to spend money on a possible solution. SBr seconded motion. Motion passed.

Classic Car Show

  • CC expressed concern over tight budget for Car Show. Noted that Gallinger had pulled out as sponsor this year.
  • BOD suggested several possible sponsors. Suggested that increased sponsorship could offset overages in budget. CC to investigate.

HSM

  • BIA will continue to explore option for the event including partnerships with event organizers.

SB made a motion to accept the ED’s report. SBr seconded the motion. Motion passed.

Other Business:

Potential New Members:

  • DO noted that we have two potential new members but only 1 open spot according to constitution.
  • EC noted that to open a second spot requires a change to the constitution which is a long process. In addition, there are more issues to consider than just expansion of the board. A full review of constitution is required.
  • EC invited JT and AC to continue to attend Board meetings and participate in discussions until a spot opens up. JT and AC agreed.

Durante Property

  • EC asked about Durante request for letter of support.
  • JT asked if board was supportive. EC noted that we are supportive of growth and development.
  • CC relayed that she had responded to Durante that we would provide a letter of support and he was appreciative.

DMSF Vendor Complaint

  • EC advised that a previous vendor had called him to discuss an incident between the vendor and a barricade volunteer that had resulted in the vendor being banned from future DMSF events. The board discussed the situation and recommended changes to the vendor agreement and volunteer training. CC to discuss at DMSF committee.

Next Meeting

  • BOD agreed to move the June meeting from June 19 to June 12

SB made a motion to adjourn the meeting. SBr seconded the motion. Motion passed.

Board of Directors Meeting Minutes – June 12, 2019

Board of Director’s Meeting Minutes

Attendees: Eric Chabot (EC), David O’Connell (DO), Colin Best (CB), Troy Newton (TN), Kristina Tesser Derksen (KTD), Margaret Lara (ML), Sara Bergsma (SB), Sukh Brar (SBr), Cheryl Ciccarelli (CC).

Guests: Joe Taglieri (JT), Alan Cooke (AC), Brad Clements, David Nelson

Regrets: Miguel Gonsalves (MG)

EC called the meeting to order at 6.30pm.

EC introduced Brad Clement (Gen Three Ltd.) and David Nelson (Consultant who has been working with the Clements on the Flood Plain issue) to discuss the Flood Plain.

Brad discussed the use of a new technology called Lidar which he believes would favourably affect the flood level. He also discussed other considerations which would affect the flood level including work on Conservation Halton’s Kelso and Halton Hills dams, and the water/sanitation plant on Commercial St.

Brad said that they had learned that Conservation Halton has plans to get into this issue with a study. Conservation Halton will be looking for input from the public. As Brad and David are not stakeholders, they cannot give input but the BIA can. Brad encouraged the BIA to do so as this provides an opportunity to look at constraints with respect to the flood plain. David added that this is probably up for review in September.

EC expressed concerns about the cost of moving forward with an engineering evaluation of the issue.

The Board agreed that Lidar is the best way to move forward with a re-evaluation of numbers. CB suggested that Conservation Authorities will be examined at regional review.

Brad and David left the meeting following their presentation.

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

EC asked the group to review the previous meeting minutes.

  • SB moved to accept the minutes as presented. CB seconded the motion. Motion passed.

Treasurer’s Report (attached).

  • MG was absent but sent his Treasurer’s report for review.
  • EC relayed Miguel’s note: “Nothing out of the ordinary to report, other that we received additional revenues. Also expect that the majority of the expenses for the annual town fair will show up next month.”
  • CB moved to accept the treasurer’s report. DO seconded the motion. Motion passed.

KD presented the local Councillor’s report:

  • Tree replacement tax – if you are renovating and replacing boulevard trees that are diseased you can apply for a credit.

CB presented the regional Councillor’s report.

  • Construction main street east is now in the middle of the worst part – should be done by august
  • CN hearings June 20 to July 19
  • Next official plan coming up
  • Staff recommending not to have another allocation process
  • Sewage plant on Fulton closing in 2021 – 6 acre property – staff looking at future land use. New pumping station to stay.

DO moved to accept the Council report as presented. SB seconded the motion. Motion Passed.

CC presented the Executive Director’s Report (attached).

  • CC reported that there were problems with a contractor. She is working with Risk to resolve.
  • CC reported that still working on Car Show sponsorship – although should end up on track, some major sponsors did not return ie: Gallinger and GFS. EC asked CC to contact a previous sponsor again.
  • CC to continue to investigate possibilities for a HSM event. AC offered to assist with this.

DO made a motion to accept the ED’s report. _TN seconded the motion. Motion passed.

Other Business:

  • CB restore closes soon – hopefully relocating
  • Irate call today due to lots of drug use downtown – made call to police – wanted to see if anyone else has issues. KD said there is a tent village at mill pond. KD noted people walking down street tier 3 yelling at people and AC said Yogurty’s at back lot
  • CC related issues with generators and staging for dmsf
  • Cb said send him info on permitting process.

CB made a motion to adjourn the meeting. DO seconded the motion. Motion passed. At 7:58 pm

Board of Directors Meeting Minutes – July 10, 2019

Attendees: David O’Connell (DO), Colin Best (CB), Troy Newton (TN), Kristina Tesser Derksen (KTD), Margaret Lara (ML), Sara Bergsma (SB), Sukh Brar (SBr), Miguel Gonsalves (MG)

Cheryl Ciccarelli (CC).

Guests: Alan Cooke (AC),

Regrets: Joe Taglieri (JT), Eric Chabot (EC),

DO called the meeting to order at 6:36 pm.

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

DO asked the group to review the previous meeting minutes.

  • CB moved to accept the minutes as presented. SB seconded the motion. Motion passed.

Treasurer’s Report (attached).

  • MG reported that we have incurred 50% of expected expenses to date.
  • MG noted that the audit has happened. He would like to have a better system in place next year to prepare for the required paperwork.

CB moved to accept the treasurer’s report. TN seconded the motion. Motion passed.

KD presented the local Councillor’s report:

  • At Monday’s Council meeting a technical report was presented for the proposed condo at 101 Nipissing. The Condo at Derry/25 has been approved.
  • Official Plan review has launched and is being pushed through social media. Will focus on growth to 2041.
  • At the next meeting CB/KTD will be presenting a motion on Climate Change. We are the only municipality not to declare a Climate Emergency. We need dedicated town staff to manage sustainability – should not be a political issue. There are grants available but we are “leaving money on the table” by not having people to manage this.

CB presented the regional Councillor’s report.

  • Construction status of Main St. E – going to Mill and Mary sts.
  • Clean up expected for Car Show and finish work in August.
  • Bronte St. N work has started – to go to 3 lanes
  • Steeles Ave is finished.
  • Region:
    • Work has begun on the official plan that will cover to 2041
    • Mayor Burton to present a motion on allocation – have already approved 2200 units and will expect 1024 new home occupancies in Milton.
    • Restore will temporarily relocate to Rona – 18 to 24 months. Fire crews doing training around old Restore building.

ML moved to accept the Council report as presented. MG seconded the motion. Motion Passed.

CC presented the Executive Director’s Report (attached).

  • Member News:
    • Adam van Koerverden installed signage at the old Ice Cream Lab location. CB reported that the office is expected to open July 17.
  • Beautification:
    • The garden contracts are being reviewed by one of the Town’s Supply Chain Management specialists.
  • Car Show
    • CC noted the need for volunteers to hand out CS prizes – DO, SBr, AC, KTD volunteered.
  • DMSF Results:
    • Cc reviewed the summary of DMSF results.
  • Sidewalk Sale
    • Charity partners – CC advised that instead of one charity partner for this event, we have reached out to several local Milton youth organizations to invite them to come down to set up an info booth, hand out giveaways or take registrations.

Clements request:

  • The board discussed Brad Clement’s request from the June meeting.
  • DO to speak to Crozier. A draft letter to be presented to the Board at the August meeting for review.

Wifi Update:

  • CC relayed the update on Main Street Wifi from the Town’s IT department.
  • Expected to be implemented shortly.
  • Budget and MOU need to be finalized.

CB made a motion to accept the ED’s report. TN seconded the motion. Motion passed.

CB made a motion to adjourn the meeting. TN seconded the motion. Motion passed.

Meeting adjourned at 7.39pm.

Board of Directors Meeting Minutes – August 14, 2019

Attendees: Eric Chabot (EC), David O’Connell (DO), Colin Best (CB), Troy Newton (TN), Kristina Tesser Derksen (KTD), Margaret Lara (ML), Sukh Brar (SBr), Cheryl Ciccarelli (CC).

Guests: Alan Cooke (AC), ACTION – Ruth Hull, Heather Murch, Gary Williams

Regrets: Joe Taglieri (JT), Sara Bergsma (SB), Miguel Gonsalves (MG),

EC called the meeting to order at 6.41pm.

Presentation by ACTION –

Group discussed implications of Reid Quarry which is proposed for Campbellville.

Gary to KTD: Old Milton – approximately 25,000 people on Kelso well water and could be affected

Ruth (Toxicologist): no evaluation has been done of impacts to humans or environment. It is important that Milton residents and businesses know that they could be affected. There is a public meeting Sept. 25 at Milton Sports Centre. ACTION is hosting a fundraiser on Sun. Oc. 27 at Country Heritage Park and is looking for donations.

ACTION is hoping that the BIA could spread the word to BIA businesses that are looking to support. Want help with outreach and getting volunteers. People can send letters to Ministry of Natural Resources. Environmental Assessment is supported by local leaders (Council, Lisa Raitt, Parm Gill, Adam Vankoeverden)

CB: bringing this issue to regional council in September

Ruth to be ACTION contact person

Group from ACTION left meeting

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

EC. asked the group to review the previous meeting minutes.

  • CB moved to accept the minutes as presented. DO seconded the motion. Motion passed.

Treasurer’s Report (attached).

  • CB questioned DSMSF – CC explained that Journal Entries were being done now and that once final numbers were confirmed, that we were be on budget.

CB moved to accept the treasurer’s report. DO seconded the motion. Motion passed.

KD presented the local Councillor’s report:

  • voted Monday to accept staff recommendation for Bronte St. rehabilitation – working on land appropriation but should be done by spring
  • bridge to be inaccessible for over 1 year. Will be split one side. Vs other. 2-3 years to complete. Chance that may cause issue with Tremaine opening but trying to mitigate.
  • ACTION – Council supportive of Parm’s initiative to secure an environmental assessment.
  • Canada Day – town approached Mohawk for 2020. Agricultural Society approached after agreement with Mohawk reached. Some backlash. Can be reviewed for future years.
  • Core services delivery report now available – will look at Aug 26 Council meeting.

CB presented the regional Councillor’s report

  • Regional budget increase forecast at 2% increase for next year.
  • Working on Tremaine bridge and overpass – expected completion 2022
  • Conference this weekend
  • KTD: would we host federal meeting? EC: probably not. – looking for a larger audience. Can ask question at Chamber sponsored event.
  • DO can we see if we can get our name at the Chamber’s event to get exposure.

DO moved to accept the Council report as presented. ML seconded the motion. Motion Passed.

CC presented the Executive Director’s Report (attached).

Beautification:

  • Re: issues with current contractor. BOD asked What is the plan? Do we need to continue with the contract? Do we need to allocate more money to this? CC to discuss with Jennifer Ahern.

Wifi:

  • DO discussed meeting with Frank Adili (TOM, IT) and the plans for Wifi implementation.
  • CB asked if some of that money was earmarked for garbage receptacles. CC to investigate.

Budget

  • CC reviewed notes to form basis of budget talks for 2020.

Holiday2019

  • CC reviewed possible budget for a Holiday 2019 event. CC to email budget with notes to the board for review. CC advised that we’d need to continue the discussion by email due to time constraints.

AGM2019

  • BOD discussed options for 2019 AGM.
  • Picked Wednesday, Oct. 16th – 1 week after October BOD meeting.
  • CC to look at restaurant or other venue with catering. Find a speaker. Extend invite to candidates.

OBIA Announcement

  • CC discussed OBIAA email with notes for Federal election and requests for BIA action. CC to send email to BIA for review.

Flood Plain

  • DO has spoken to Nick Mocan from Crozier about the letter requested by the Clements. Nick has requested time to assemble notes.

CB made a motion to accept the ED’s report. DO seconded the motion. Motion passed.

Other Business

Sukh: Digital Main Street – DO has talked to a couple of people on the street. Waiting for call backs and to hear back from DMS

CB made a motion to adjourn the meeting. SBr seconded the motion. Motion passed.

Meeting adjourned at 8:35 pm.

Board of Directors Meeting Minutes – September 11, 2019

Board of Director’s Meeting Minutes

Attendees: Eric Chabot (EC), David O’Connell (DO), Colin Best (CB), Troy Newton (TN), Kristina Tesser Derksen (KTD), Margaret Lara (ML), Miguel Gonsalves (MG), Cheryl Ciccarelli (CC).

Guests: Alan Cooke (AC), Joe Taglieri (JT)

Regrets: Sukh Brar (SBr), Sara Bergsma (SB),

EC called the meeting to order at 6:31 pm.

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

EC asked the group to review the previous meeting minutes.

  • CB moved to accept the minutes as presented. DO seconded the motion. Motion passed.

Treasurer’s Report (attached).

MG notes that he’d like a better understanding on reserves. CB noted that excess at the end of year goes into reserves. Cc has requested contact from Zantea and Siyu for Miguel.

DO moved to accept the treasurer’s report. CB seconded the motion. Motion passed.

KD presented the local Councillor’s report:

  • It is budget season. It has been recommended that there be an increase in property taxes to maintain current levels of service. Last year staff recommended 13% increase and council ended up at 8% increase.
  • Core services review is in
  • Sherwood opens this month – soft opening Sept 21. Library opens on the 30th with the grand opening on family day.
  • Fire Department has finished work at the old Restore building. It should be down at end of month.

CB presented the regional Councillor’s report

  • Announced Britannia Road construction over CN tracks – 6 lanes.
  • Regional review should be back in November. We will learn if 1 or 2 tiers for Halton.
  • Region is working on a budget but has been told by the Province that will have to assume extra services

MG moved to accept the Council report as presented. DO seconded the motion. Motion Passed.

CC presented the Executive Director’s Report (attached).

  • Halton Retail & Tourism Partnership Committee Meeting – Sept. 16th – even though not specifically a tourist office, important to keep up to date with this area
  • AGM has been set for La Toscana on Wed. Oct. 16th from 6:30 pm to 8:30 pm. David O’Connell and Frank Adili will speak on the implementation of Wifi on Main Street.
  • CC reviewed the SS19 Summary Report noted that the event seemed more successful than last year but could still be tweaked to encourage greater participation.

Holiday Event

  • 1. E Vote Ratification – SB had made the following motion “put forth a motion to proceed (with researching costs, booking, reserving or renting…. etc…) for the DBIA to run a medium size holiday street market” and an e-vote was held by the board. The board voted unanimously in favour of the motion. The Board was asked to confirm their vote at the meeting.
    • CB moved to accept the motion. MG seconded the motion. Motion passed. ../E-Vote Record- Holdiay19 .docx
  • 2. HolidayFest2019
    • CC reviewed the plans and proposed budget for HolidayFest 2019.
    • The board debated the pros and cons of hosting the event and discussed which elements were important to include.
    • CC was instructed to proceed with plans for HolidayFest and to include vendors on the street. The board also agreed with the necessity to increase the amount budgeted for social media marketing. The board was advised that we may not break even on the event and could run a deficit if no sponsorship was secured.
    • Board urged that we announce this event asap as there are other groups looking at hosting something similar on the same day.

CB made a motion to accept the ED’s report. TN seconded the motion. Motion passed.

Other Business

  • CB: Federal election has been called. Encourage people to vote and have candidates to come out.
  • DO: power now in Oasis pkg lot on Mary Street. There is going to be a food truck pavilion in that lot.
  • CB – Champion has a report about crime downtown. JT mentioned that he’s seen an increase and has had to call police. Bus Stop means that lots of garbage. Bus stop should have a bin. TN also mentioned that he’s seen people from the creek.
  • Board discussed increased crime and vagrancy in Downtown Milton. CC to see if there is still a community officer or other person to discuss with.
  • JT spoke about garbage problems in relation to bus stop near his business. TN agreed. CB to investigate.

TN made a motion to adjourn the meeting. CB seconded the motion. Motion passed.

Meeting adjourned at 8:12 pm.

Executive Director’s Report To Board of Directors

FYI ITEMS

Member News

  • Vacancy Rate: 5.04% as of August 31. (OBBIA vacancy average is 9.7%)

Marketing and Promotion

  • No advertising planned for this month.

Beautification

  • Have paid 2 installments of maintenance. Waiting on Jennifer Ahearn (TOM) for resolution
  • Still waiting on final agreement on installation/storage charge.

WiFi

  • IT is working on getting this set up asap and will set a meeting with the info provider to discuss options

Budget

  • Miguel and Cheryl have begun working on 2020 budget Must be voted on at October meeting.

AGM

  • AGM is booked at LaToscana for Wed. Oct. 16th from 6:30 pm to 8:30 pm
  • 6:30 pm – light refreshments and Networking 7:30 pm meeting starts
  • Speaker: Have asked David O’Connell and Frank Adili to speak about Wifi implementation
  • Invitation attached

For Discussion/Decision:

Sounds of Summer Sidewalk Sale

  • Summary Report ready for review – see attached.

Holiday Event

  • Ratification of e vote
  • Event Plans
    • Proposed street layout and schedule
    • Sponsorship flyer
    • Budget
  • Information to follow at meeting

Board of Directors Meeting Minutes – October 9, 2019

Board of Director’s Meeting Minutes

Attendees: Eric Chabot (EC), David O’Connell (DO), Colin Best (CB), Kristina Tesser Derksen (KTD),Margaret Lara (ML), Sukh Brar (SBr), Sara Bergsma (SB), Cheryl Ciccarelli (CC).

Regrets: Miguel Gonsalves (MG), Troy Newton (TN), Alan Cooke (AC), Joe Taglieri (JT)

EC called the meeting to order at 6:32 pm.

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

EC asked the group to review the previous meeting minutes.

  • CB moved to accept the minutes as presented. DO seconded the motion. Motion passed.

Treasurer’s Report (attached).

  • MG has sent September Treasurer’s report – attached.
  • EC discussed reserves – MG to confirm with town
  • Note that town has confirmed Journal Entries related to DSMF have been submitted to accounting ($29K)

CB moved to accept the treasurer’s report. DO seconded the motion. Motion passed.

KD presented the local Councillor’s report:

  • Hwy 401 expansion – in some spots 12 lanes other 10 thru Milton. 401 to James Snow and RR25 to James Snow expansion – done to 2025.
  • Budget call report – proposed tax increase – sent back to staff 9.22 increase sent back and have staff to bring back an increase in the range of 3-5 % staff to give options and council to decide whether efficiencies are something residents can bare
  • Motion passed re: pressure on province to investigate single use plastic deposit program. Discussion paper from province.
  • Aim to reduce litter and waste – incentivize to return for deposit EC done in PQ and Alb
  • Conservation Halton – Mayor put forth motion in support of Conservation Halton – provincial recommendation for all Conservation Halton authorities to focus on core mandate – caused confusion – not sure what they are meant to provide.
  • Brown Street Restore to be down by end of month

CB presented the regional Councillor’s report

  • Postponed carriage sq bridge due to Conservation Halton –
  • Vote oct 28 re: cannabis at local council – 1 yr review = staff report – is this something worthwhile? EC good as money leaves community otherwise – SBr agrees.
  • Now working on next budget still waiting on province heard that will take time on regional review.
  • EC did we know that there is federal funding on flood mitigation. CB matching program – staff review advised that should not pursue.

SB moved to accept the Council report as presented. ML seconded the motion. Motion Passed.

CC presented the Executive Director’s Report (attached).

AGM: CC asked BOD if there were members who plan on attending AGM but had not yet registered. Sara, Jeff, Sukh, Margaret

2020 Budget update

EC reviewed proposed budget and discussions arose around a few points including banners and wifi

  • DO: banners – wifi looking for opps to be revenue generating
  • would like to see an increase in social media adtg
  • – also opps to revamp website – online store – use pixels in social adtg – future proof

Changes were noted on the budget document. The BOD agreed to use this final draft for the AGM where it would be ratified by a vote at that meeting.

Holiday Event

  • Ratification of 2 e votes
  • On September 23, Board member Maragret Lara made the following e-motion:
  • On Sep 23, 2019, at 1:41 PM, Margaret Lara <margaretlara@rogers.com> wrote:

Hi All

I’d like to make the first motion as recommended by Eric and the executive members.

That is, I propose a motion to set aside August 29th directive “to proceed (with researching costs, booking, reserving or renting…. etc…) for the DBIA to run a medium size holiday street market!!”

  • An e-vote was held on this motion and was unanimously passed by the board.
  • DO made a motion to to accept e vote – CB seconded. Motion passed
  • On Sept 30, 2019 Board member David O’Connell made the following e-motion:

On Sep 30, 2019, at 12:13 AM, David O’Connell <david@creativitygoesbang.com> wrote:

…I will make a motion that:

“The BIA Board of Directors directs BIA staff to fund, organize and operate a Holiday themed event on Main St according to the proposal and budget submitted by BIA staff to the board on September 18th, 2019”

  • An e-vote was held on this motion and it was passed by a vote of 5 to 3.
  • DO motioned to go forward with HolidayFest as noted and accept the e-vote. CB seconded the motion. Motion passed.
  • Note: CC has approached the Optimist Club to run the two welcome centres for the event. This will help with staffing and supervision needs on the day. They would be our Charity partner for the event. This suggestion is being reviewed at their upcoming meeting.

Other:

Garbage Receptacles:

  • The BOD discussed 2 options – one was similar to the current design and one was a modern aluminum design that would allow for branding. The BOD like the second more modern option but would like to investigate cheaper options.
  • The BOD agreed that it would be ok with a few units now with more added over time as the budget allowed.

MOU for Trees/Street Lighting Etc.

CC noted that she will be meeting with Ops/Horticulture to review the MOU and asked if the board had any points that they wanted to be reviewed. One suggestion was to see if town could install perennials and we’d do hanging baskets. We do maintenance

SB made a motion to accept the ED’s report. CB seconded the motion. Motion passed.

Other Business

The board held an In Camera Session during which CC left the meeting.

  • During the session, the board passed a motion to extend Rachel Shuttleworth’s maternity leave and re-organize the office as per Rachel’s staffing suggestions – Scenario 1-Basic.

Meeting adjourned

Board of Directors Meeting Minutes – November 13, 2019

Board of Director’s Meeting Minutes

Attendees: Eric Chabot (EC), David O’Connell (DO), Colin Best (CB), Kristina Tesser Derksen (KTD),Margaret Lara (ML), Sukh Brar (SBr), Sara Bergsma (SB), ), Troy Newton (TN), Joe Taglieri (JT), Miguel Gonsalves (MG), Cheryl Ciccarelli (CC).

Guests: Maria and Dominic Pasqualino

EC called the meeting to order at 6.30 pm.

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

EC asked the group to review the previous meeting minutes.

  • SB moved to accept the minutes as presented. ML seconded the motion. Motion passed.

Treasurer’s Report (attached).

ML moved to accept the treasurer’s report. DO seconded the motion. Motion passed.

Domenic and Maria Pasqualino joined the meeting to discuss their concerns about the HolidayFest event.

Moving forward, if this event is continued Domenic would be willing to sit on the committee.

However, for this year, Pasqualino’s would participate if the road is closed.

Domenic and Maria left the meeting.

KTD presented the local Councillor’s report:

  • Budget in December
  • The Restore is half-way down
  • Vote on cannabis retail – passed. Bylaws to come.
  • Rick di Lorenzo asked how much money we lost due to opting out in Jan. – $70K
  • Conservation Halton – mapping – springtime – results

KTD presented the regional Councillor’s report

  • Allocation program for 8700 new homes in Milton
  • CB will present to Conservation Halton re: save pedestrian bridge on Nov. 21

MG moved to accept the Council report as presented. DO seconded the motion. Motion Passed.

CC presented the Executive Director’s Report (attached).

  • In addition to the items presented in the attachment, the following was discussed.

Other:

  • Beautification:
    • Holley Electric completed string light work – took two days. 5 light poles not working and have been reported to TOM
    • Contractor Dave Marshall should have all wreaths up by morning of 14th or 15th
    • CC spoke to Jennfer Ahearn – still waiting on contract settlement with Ground Guys. Will probably have to pay initial installation and something for storage but should be able to get out of 3rd and 4th maintenance charges. Jennifer is also looking to see if can get out of contract easily for next year.
  • Budget/DMSF:
    • CC has been working with Sara Lorenco from TOM re: Journal Entries for DMSF – there are a bunch of items that need to be adjusted but biggest is the JE that transfers $29 K to BIA from TOM. Sara is working to have that done but reports that will probably not happen until late November early December.
  • December’s BOD Meeting: scheduled for – Wed. Dec. 11, 2019
    • Need to choose a location – BOD suggested Pasqualinos

TN made a motion to accept the ED’s report. DO seconded the motion. Motion passed.

Other Business

Other:

Social Media Contract: TN looked at contract. BOD discussed how AK was best used. TN appreciated opportunity to review contract.

DO: Mohawk Inn and Conference Centre closing – will be upgrading / building new facility. Better hotel and conference centre area. They still own. 18 mos. project expected. Dec 15 – festive farewell.

SB – China House – Chudleigh’s shop/café and office upstairs – bakery coffee shop

TN made a motion to adjourn the meeting. SB seconded the motion. Motion passed.

Board of Directors Meeting Minutes – December 18, 2019

Board of Director’s Meeting Minutes

Attendees:

Eric Chabot (EC), David O’Connell (DO), Margaret Lara (ML), Sukh Brar (SBr), Sara Bergsma (SB), Cheryl Ciccarelli (CC).

Guest: Joe Taglieri (JT),

Regrets:

Colin Best (CB), Kristina Tesser Derksen (KTD), Miguel Gonsalves (MG), Troy Newton (TN),

EC called the meeting to order at 6:30 pm.

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

EC asked the group to review the previous meeting minutes.

  • ML moved to accept the minutes as presented. SB seconded the motion. Motion passed.

Treasurer’s Report (attached).

  • CC presented MG’s report.
  • SBr moved to accept the treasurer’s report. ML seconded the motion. Motion passed.

Councillor’s Report:

  • CC read the Councillors emailed reports (below).
  • KTD:
    • The town’s portion of the blended tax rate increased by 5.68% in last weeks’s approved budget. We are currently undergoing interviews for our permanent CAO. Hope to have the successful candidate announced in the New Year. Mature Neighbourhood Character Study open house has held last week. The report should come before council for approval in February.
  • CB: Regional News for December
    • Approved the 2020 Operating and Capital Budget with a 1.75% regional tax increase. There are a number of capital projects which I will highlight later.
    • Regional staff are now negotiating with local builders who submitted expressions of interest for 8712 homes over the next 5 year in the Milton area for agreements that will be submitted to both councils early in the new year for approval.
    • Regional staff have informed me that they will be putting a report to council regarding the implementation of the initial steps of the Allendale property concept plan including the development of the corner of Childs Drive and Ontario St. S. and the future of the police station which should be vacant later in 2021.

SB moved to accept the Council report as presented. ML seconded the motion. Motion passed.

CC presented the Executive Director’s Report (attached).

  • In addition to the items presented in the attachment, the following things were discussed.
  • MoBay Jerk has closed and Caribbean Vibes will be opening in its place. Eta January 2020
  • The Yogurty’s and Escarpment Sports buildings are up for sale – Correction from CB: Yogurty’s is for LEASE only
  • The board also discussed Grill Daddy’s renovations and move to Village location.

HolidayFest

CC advised that full reporting would be available in January but asked for initial impressions from BOD.

EC advised that the Winterhawks raised $741 for the Townsend Smith Foundation at their Hospice for Hockey tournament at HolidayFest

SB advised that she has spoken to 2 volunteers who would be interested in organizing next year’s HolidayFest event. Their names are Leanne Robertson (Correction: Liane) and Sara from Crawfords.

Related Party Disclosure

Board was asked to complete the Related Party Disclosure form for Jan 1 2019 to Dec 31 2019. This is required of any regular board member who was active during this time period. Councillors are covered by a different town document.

  • SBr moved to accept the ED’s report. ML seconded the motion. Motion passed.

In Camera Session:

Guest Joe Taglieri was asked to leave the meeting.

ML made a motion to invite Joe Taglieri to join the Board of Directors. SBr seconded the motion. Motion passed.

Joe was welcomed back to the meeting and welcomed to the board.

Other Business:

Colin Best emailed a proposal for the Board’s consideration (below) which CC read at the meeting.

Hi Cheryl

Sorry that I cannot be there tonight to talk about this subject.

If you have time could you ask the board if they are interested in pursuing this idea of leasing the pedestrian bridge behind Carriage Square with the Condo Board at 100 Millside Drive?

Here is a brief outline of my proposal which I can make in detail at our next meeting after I get all the particulars worked out with the condo board.

The lease but be for the bridge only and both the BIA and Condo Board would be joint tenants splitting the fee of $ 1 per year rental and covering the liability and maintenance fees 50/50. Ernie Crowe who is a board member and engineer got a quote for about $ 6000 to redo the concrete walkway and the condo board already maintains the walkways to the bridge and have been cleaning and salting/sanding it. Jennifer Beaver is their property manager and can work out other details that I have missed but from what I can see the bridge will last another decade or two and just needs regular maintenance. The CH board is mostly afraid of liability as it is the only bridge that they own in the channel and they have no problem with the far older iron bridge behind Rotary Park as the Town owns it!

Let me know if you need any further information and I can send it to all board members.

Please inform all the board of my regrets regarding tonight and wish everyone a Merry Christmas and a Happy and Healthy 2020!

ps. see the attachment for the Halton Catholic School Board lease which is still in effect and CH does not even collect the fee!

CC also noted that she has sent a request to Risk asking them to look into the possibility of adding this to our insurance.

Further discussion on this issue is to take place at the January meeting.

Adjournment:

  • SB moved to adjourn the meeting. SBr seconded the motion. Motion passed. Meeting ended at 6:55pm.