Attendees: David O’Connell (DO), Colin Best (CB), Joe Taglieri (JT), Kristina Tesser Derksen (KTD), Miguel Gonsalves (MG), Margaret Lara (ML), Sara Bergsma (SB), Eric Chabot (EC), Rachel Shuttleworth (RS)

Regrets: Troy Newton (TN)

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

EC asked the committee 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 motioned to accept. DO seconded the motion. Motion passed

Treasurer’s Report – MG

• Expenses in December around $23,000, consistent with trends from the last few months.
• Total expenses for the year approximately $211,000 (10% lower than anticipated).
• Projected surplus for 2020 is $64,000.
  • Revenues higher by $44k (mostly due to Sony donation, Digital Main Street)
  • Expenses lower by $20k
• Some of the revenues from 2020 will be used for expenses in 2021, but still a healthy carry-forward into the new year (Digital Service Squad, banner printing and installation).
• Events likely can’t happen this summer due to COVID, expenses will likely trend this way for several months into 2021.
• DO moved to accept the Treasurer’s Report. CB seconded the motion. Motion passed.

Council Reports

KTD (Local)

• Town Hall closed for a period over the holidays.
• Due to stay-at-home orders, Town facilities are closed, some registered virtual programs in place.
• CN intermodal decision has been delayed, likely to February, Town and other community groups are opposed to the hub.

CB (Regional):

• Visit region’s website, click on yellow banner, for COVID-19 information and updates.
• For specific questions, email accesshalton@halton.ca.
• Growing COVID-19 numbers in Milton, high relative to elsewhere in the region.
• Region’s budget was approved last month.
• Regional official plan review still underway.
• Depending on vaccine, could be September or later before municipalities return to normal.
• DO moved to accept the Council Reports. MG seconded the motion. Motion passed.

Executive Director’s Report

Staffing:

• Application for Canada Summer Jobs Grant underway for two students (different times of the year).
• Shahrez (Digital Service Squad member) completing his contract with us at the end of this month.
• Have spoken to Rachael about staying with us beyond the Digital Main Street project term.

COVID-19

• Several businesses have complained about anti-masker issues – protests, rude customers, people coming into the store not wanting to wear masks.
• Received complaints from the community related to businesses continuing to operate in the lockdown.
• Continuing to communicate updated rules and requirements to businesses, grant opportunities, etc. BIA is not taking an enforcement role.
• KTD – Keep directing members to the information they are looking for. Enforcement will be managed by health department, police, etc.

2021 operational calendar

• Operational calendar summary presented.
• Calendar outlines our work for the year, project timing, etc. Helps with HR and budget planning. Updated regularly.
• Events – Q1-Q3 virtual events only, and face-to-face event at Christmas. Dependent on vaccine rollout timing. Virtual events could include videos, scavenger hunts, activities to do at home or online, social media engagement, sponsorship, etc.
• For Farmer’s Market, Chamber is considering both Fairgrounds and Main Street and will make a decision based on Public Health requirements (decision likely next week)
• Promotions – Promoting downtown through social media, website, Discover Guide, etc. Digital Service Squad building capacity of our members and helping them promote themselves online. Had planned to be doing 360 photography of businesses but with lockdown, haven’t been able to. Squad is building a digital marketing resource bank and doing one-to-one consulting. Would like to begin exploring different ways to use wifi downtown.
• Attracting new businesses – Continue monitor vacancies and share information when businesses inquire about space.
• Advocacy & key issues – Support our members, provide information, and voice their needs and concerns to all levels of government. Key areas currently: COVID-19, also temporary patio program and new Digital Main Street funding.
• Beautification – New banners going up this month. Wreaths will be removed when banners come down. Summer landscaping, electrical, seasonal décor, etc.
• Sponsorship – Will start reaching out for event/activity sponsorship as well as garden sponsorship.
• Summary –
  • Q1 – COVID-19, Admin, DSS/DMS
  • Q2 – Beautification, sponsorship, virtual events
  • Q3 – Summer activity, beautification, Holiday planning
  • Q4 – Holiday event if possible, beautification, planning for 2021

Temporary patios

• Milton Economic Development creating a permanent program for temporary extended patio.
• BIA and Chamber providing input to town staff on development of the program.
• Report for Council likely in February, roll out of program in March or April.
• Town suggested exploring using on-street parking spots in order to extend patios. We are exploring this further and will be speaking to members about it.
• Asked Town to keep fees similar to last year for permits and use of parking spots.

Digital Main Street update

• OBIAA and others requesting funding from provincial and federal governments to run DMS again.
• Currently working with Economic Development on a letter for Mayor Krantz to send to MPP, MP, various ministers, etc expressing support for the program.
• Conducting a survey of members and got lots of positive feedback on the program.

Digital Transformation Grants

• Approximately 40 businesses received the $2,500 grant (approx. $100,000 awarded to main street businesses). Many have begun their digital marketing work with this money.
• Some businesses have hired businesses within our BIA for their projects.
• Two businesses expressed concern over being able to spend the dollars in time because of COVID-19/lock-downs – considering declining the grant.
• Among other things, OBIAA asking funders to extend deadline for grant recipients to spend the money.

Digital Service Squad:

• Due to lockdown, Squad supporting businesses virtually. Providing one-on-one support for businesses, developing and gathering content for a ‘Resource’ section on our website.

Transformation Team

• Our application was approved for Transformation Team (team of marketing specialists) out of Communitech. BIA will receive free digital marketing support, access to learning, for up to four weeks.
• Areas of focus: enhancing our website, recommendations on our social media activities and how we manage customer information, expanding our own knowledge in specific areas.

CB moved to accept the ED Report. KTD seconded the motion. Motion passed.

New business

• CB – Idea of honouring Mike Boughton – he was a business owner downtown for 50 years, a council member for 11 years and a BIA board member.
• Consider naming one of our remaining walkways in downtown after him – either the one by Ivy or Bergsma’s. The only named walkway we currently have is Hugh Lane.
• Would be a great way to reference these walkways and recognize his contribution.
• RS to inquire at the Town. Board to discuss further and make a motion next month.

Adjournment:

• CB moved to adjourn. JT seconded the motion. Motion passed.
• Meeting adjourned at 7:11 pm.

Attendees: Colin Best (CB), David O’Connell (DO), Troy Newton (TN), Kristina Tesser Derksen (KTD), Eric Chabot (EC), Margaret Lara (ML), Sara Bergsma (SB), Rachel Shuttleworth (RS)

Regrets: Joe Taglieri (JT), Miguel Gonsalves (MG)

EC called the meeting to order at 6:33 pm.

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

Treasurer’s Report –

• No treasurer’s report presented. Will be shared by email following meeting.

Council Reports

KTD (Local)

• Town putting temporary patio program in place.
• Council discussed outdoor ice rinks – some initial conversations about having in a rink at the Civic Precinct (downtown).
• EC suggested looking at getting a chiller to help extend the skating season.
• Concerns coming up related to gatherings within businesses on Main Street. Bylaw Department has said to report incidents and they will send officers out.

CB (Regional):

• Region moving into next phase of Regional Official Plan review. Reviewing four options for the plan and decision will be made in June/July in terms of which option to move ahead with.
• A large focus on intensification in the plan. Intensification will require changes to be made to the water system. Options are to find additional water sources, reduce the well-water area or switch to lake water.
• Province announcing next Tuesday which colour code we will be in when Halton reopens.
• DO moved to accept the Council Reports. SB seconded the motion. Motion passed.

Executive Director’s Report

Member updates

• Car accident on Main & Martin – vehicle collided with a building where The Sleep Factory is. Bollards were knocked down. Generated more discussions around safety barriers (possibility to include some Downtown Milton signage within that).
• KTD – Suggestion to consider lowering the speed limit along Main Street.
• EC, DO – Could use rumble strips or speed bumps.
• TN – Traffic report was done years ago, could be some useful recommendations/information there.

Staffing:

• Shahrez (Digital Service Squad member) completing his contract with us at the end of this month.
• Rachael wrapping up with us at the end of February and moving to a new position.
• Application for Canada Summer Jobs Grant underway for two students (different times of the year).

Beautification

• Delays in receiving sample banner from the printer. Once that is approved, banners will be available within a couple weeks. Wreaths will be removed when banners are installed. Installer ready to go.
• Put flags and markers in to mark receptacles to help limit damage from snowplows.
• Reached out to discuss 2021 flowers with Flower Shed.

Digital Main Street

• Halton Regional Council passed motion calling on provincial and federal governments to provide more funding for Digital Main Street and expand the program to support businesses outside downtown areas. (Resolution attached.)
• Presenting to Milton Economic Development Advisory Committee (MEDAC) next month about the Digital Service Squad program.

Digital Service Squad, Digital Transformation Grants

• OBIAA has processed some additional grant applications and a few more of our businesses got approved for Digital Transformation Grants ($2,500)
• Digital Service Squad program wraps up in February, report due in March.
• Have not been able to have too much face-to-face time with businesses due to COVID. Have done some 360 photos of businesses that they can share on their Google Street View, websites, etc.
• Squad created a Resources section for our website, as well as tutorial videos, to answer some of the common questions businesses have related to digital marketing.

Digital Transformation Team

• Free support and training from a team of digital marketing specialists for four weeks.
• Helping us with a basic redesign our website and a reorganization of information. Providing us with plans and suggestions for other updates to make.
• Providing us with suggestions and best practices for other marketing activities – social media, email marketing, etc.

Future Proof Community Collaboration

• Discussions underway on interactive map/database project to promote local businesses across Milton.
• Would make information about businesses more accessible through voice-enabled devices and a searchable online map.
• Partnership between Chamber, Qwhery and Haltech. DMBIA would be a supporter in the project.
• Around $15k-$20k available to support the project.

Walkway dedication

• Requested information from the Town on process to name a walkway, awaiting more information.

Temporary patios

• Temporary patio applications opened today, fees same as last year. Applications accepted online only, includes a digital mapping tool.
• Town staff currently working on a permanent program for seasonal patios to be rolled out in 2022.
• Several members that had patios last year interested in expanding them into on-street parking spaces this year. We are in discussions with the Town on this.
• We have requested that the Town:
  • Allow use of on-street parking spaces for patios for 2021 and beyond
  • Keep fees as low as possible now and in the future for restaurants using parking spaces for patios
  • Allow patios to remain open for as long as possible
• CB – On-street patios exist in many other communities, they would be great for people and businesses in Milton. Importance of fees being reasonable so businesses can afford to put patios out. Town has 70 parking spaces at the Brown Street lot so there is lot of parking available downtown now.

Events and activities

Chamber events

• Farmer’s Market will take place at the Fairgrounds (allows for more vendors and compliance with Public Health requirements). Has not been announced publicly yet. We have requested booth space for our members but depends on whether Public Health allows for non-food vendor space this year.
• Supporting Chamber in their Incredible Race taking place in the spring. The race will be virtual and may incorporate 360 photography of the inside of businesses.

Easter scavenger hunt

• Opportunity to use GooseChase, a scavenger hunt app. Received free account for 2021 through Digital Main Street. Create ‘missions’ to complete at home and in Downtown Milton.
• Prizing, social media and promotions, exploring ways to incorporate sponsorship into scavenger hunt.
• Pilot the app this time around, see if it is of interest for future events.

Street Festival & event/activity downtown this summer

• Discussions with Town (Lorrie Ferrentes) to discuss alternatives to the Street Festival – smaller, virtual.
• We asked if the Town would work with us towards a larger face-to-face event for the holidays since the Street Festival will not be happening in its usual way and Lorrie looking into this.
• Patios will be our big draw this summer and we will do some marketing around those.
• KTD – Suggestion to explore whether we could close Main Street and promote a socially-distanced, safe ‘patio festival’. Engage more restaurants in patios, patrons would reserve a table.
• DO – Incorporate music if we can, busker style/acoustic, or a DJ, no stages.
• RS – Will inquire with Town and Public Health about that for later in the summer.

Canada Healthy Communities Initiative

• New funding opportunity launched yesterday through federal government to transform public spaces in response to COVID-19. Will explore options from our ‘potential projects list’.
• CB moved to accept the ED Report. KTD seconded the motion. Motion passed.

New business

• KTD – Townsend Smith Foundation is raising money to build the hospice – Catch the Ace. Prize is up to $2,800 now. Get your tickets.
• CB – Bollards at Main & Martin St. are not strong enough to stop vehicles, we need something stronger to ensure the safety of pedestrians and our businesses. Request that the BIA send a letter to Town staff. Address the letter to John Grovy and Heide Schlegl.
  • CB motioned that the Downtown Milton BIA request that the Town install safety barriers be at Main and Martin Street. DO seconded the motion. Motion passed.
• CB – Some significant properties for sale on Main Street, James Street office has been sold.
• RS – There are some units downtown that have businesses coming in soon – either they are working on permits or decided to hold off on opening a bit longer due to COVID-19. Recent closures were Starbucks and The Shoe Stop. Expansions coming from Barn Door, Ohana, etc.

Adjournment:

• CB moved to adjourn. KTD seconded the motion. Motion passed.
• Meeting adjourned at 7:15 pm.

Attendees: Colin Best (CB), Troy Newton (TN), Kristina Tesser Derksen (KTD), Eric Chabot (EC), Margaret Lara (ML), Sara Bergsma (SB), Miguel Gonsalves (MG), Rachel Shuttleworth (RS)

Regrets: Joe Taglieri (JT)

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

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

Review of previous minutes

• Motion to accept February minutes by SB, seconded by ML. Motion passed.
• Motion to accept January minutes by CB, seconded by KTD. Motion passed.

Motion to nominate new Vice-Chair

• CB nominated Sara Bergsma for the position, seconded by MG. Motion passed.

SB chaired the rest of the meeting.

Treasurer’s Report

• In January, spent $17,000 (mostly operating costs), received first half of levy.
• In February, spent $9,000 but second pay cycle had not gone through at the time the report was received. Assumption that spending will be similar to the previous month.
• These months are likely a preview of what we will see most of the year.
• CB moved to accept the Treasurer’s Report. TN seconded the motion. Motion passed.

Council Reports

KTD (Local):

• Received a video about the new condo proposal at Bronte & Main which will be shared on the Town’s website. Anticipating questions will come in from residents once it goes public.

CB (Regional):

• Vaccinations starting on March 15 in Halton with people over 80, then moves down. COVID-19 updates posted on halton.ca (yellow banner).
• Due to widening of 401, infrastructure construction on Tremaine Road delayed, scheduled to open in fall of 2024.
• Town and Region working on some upgrades to Bronte Street. May be some closures this summer. Expect more traffic downtown as a result.
• Deadline for Official Plans is July 1, 2022. Some regions are requesting that the province delay the deadline – no extension given at this point.
• Region getting lots of pressure to intensify in existing urban areas instead of building in greenfield areas. Council received one application already for a condo building, three others coming.
• ML moved to accept the Council Reports. MG seconded the motion. Motion passed.

Executive Director’s Report

Member updates

• Complaint received from member – concern that community was not properly notified about a cannabis store coming. Concerns brought to the AGCO, MPP, MP, BIA and Chamber.
  • CB – This is approved at the provincial level. Nine applications received for cannabis stores in Milton and one for a research facility. From what is seen in other jurisdictions, it appears these stores are well-organized, follow strict rules and put security in place.
  • EC – Like a liquor license, they had to provide public notice in various locations. Consultation period is closed now so no more we can do. Some recourse possible through Public Health if any rules are broken in terms of distancing from patios, etc.
• Health inspections happened recently at several restaurants. We were contacted by some members asking why AGCO was asking about COVID protocols. We explored this and found that both the Minister of Labour and AGCO can reinforce the Ontario Reopening Act (AGCO designed for this in Nov. 2020). We have communicated to restaurants to ensure they have safety plans in place.

Beautification

• We received the banners. Delay in installing is due to challenges sourcing the correct hardware to replace broken/missing pieces. Exploring option to get custom hardware made. Trying to do the whole installation at once, but if it takes to long to get the hardware done, we will install what we can now and complete the rest later. Wreaths will come down soon.

Digital Main Street

• Program wrapped up at the end of February. Early March, new funding became available to extend program until June. Since Rachael (our last DSS member) left already, we are not pursuing extension.
• Have spoken to the Chamber and Milton Economic Development about the way forward for DMS in Milton. With eligibility for grants and other facets of program available for non-downtown businesses, this program could fit well with a group that targets businesses across Town.
• Work underway with Chamber on a voice-enabled interactive map and search tool to find local businesses. Project funded through DMS by Haltech. Tech company Qwhery is a partner.

Board administration

• Currently two positions vacant with the BIA Board – planning call-out to members in newsletter.
• TN – Alan Cooke would be a great addition to the board. Wife owns a business on Main Street, he is a VP of a cannabis company, attended our meetings in the past and said he’d be willing to come back.
• EC – Ask him to attend next meeting and just need a motion to have him join board. Rachel to reach out to Alan, and confirm with Town what forms are needed.

Website redesign

• Through Digital Main Street’s Transformation Team program, we made updates to the content and organization of our site, but look and functionality are not where we want them.
• Have collected three quotes and need a motion to proceed with a website redesign.
• CB moved to spend up to $5,000 with a local agency to do a website redesign. KTD seconded the motion. Motion passed.

Temporary patios

• Seasonal patios can be open from April 15 to Dec 31 (for private property, and a month earlier for private property).
• Town working on a traffic calming pilot project for Main Street within the BIA this summer. Awaiting further updates on this.
• Four of our members have submitted temporary patio applications to date.
• Some other members interested in on-street patios. BIA asking Town to allow some on-street parking patios this year, before a permanent program for temporary patios is put in place for next year.
• CB – Town to take out two parking spots on either side of the crosswalk at Hugh Lane to allow more visibility in terms of parking, patios, etc. Guelph has a whole downtown dining area, Burlington does a great job with on-street patios. Positions the downtowns as a destination, not a drive-through area.

Easter Scavenger Hunt

• Scavenger hunt running from March 26 to April 5, using GooseChase app (free in 2021 through Digital Main Street).
• The Darling Home for Kids is our charitable partner.
• Participants will complete missions at home and in Downtown Milton to earn points.
• Sponsor outreach underway. To date gold sponsor confirmed. Several businesses donating prizes.
• Pilot the app this time around, see if it is of interest for future events.
• Providing some egg decorating kits to interested members (donated to us before last year’s event).

Participation requested in Main Street resilience study

• Researchers at McMaster seeking BIAs for a study on how retail and restaurant entrepreneurs are dealing with ‘new normals’ and changes to underlying customer, supplier, employee and investor systems. Want to learn how businesses are dealing with the crisis, provide guidance to others.
• Need 5-6 retailers, 2-3 restaurants and some BIA executives from BIA to interview – 45-60 minutes. interviews in April, two short follow-up interviews later in the pandemic, compensation $20/interview.
• Involvement of OBIAA, several other BIAs in the research.
• Benefits – position ourselves as thought leaders, showing we have a lot of offer beyond our own borders, relationship building with other BIAs, other OBIAA, research bodies.
• SB, TN, CB willing to participate.

Canada Healthy Communities Initiative

• Grants available through federal government investment ($5k-$250k) to transform public spaces in response to COVID-19 for projects that create safe and vibrant public spaces, improve mobility options and/or provide innovative digital solutions to connect people and improve health.
• Round 1 applications now closed. Round 2 opens in May.
• Project concepts:
  • Speakers: Explored outdoor speaker system for use at events and to enhance the ambiance downtown at specific times. Programming partnership opportunities. Town said it could contravene Noise and Road Occupancy Bylaws, but open to allowing the project if certain conditions are met (ie extensive consultation with the community, mechanism to handle complaints, etc.) Estimated cost is $50k-70k.
  • Improvements to the Spice o’ Life parkette infrastructure and mural
  • Enhancements to wifi
• KTD – Last year Cheryl got more flowers for the parkette which was much appreciated. Great to explore other improvements to parkette & mural as this is a gateway to the Charles St. businesses.
• JT – Talk to the property owner of the parkette wall to see if they want to have the mural changed.
• EC – Suggestion to look at doing a light projection with a programmable projector so it could be changed seasonally, artwork wouldn’t get dated. Example from Distillery District.
• KTD – Could make a green wall with plants, vines, etc. Good from a sustainability perspective.
• JT – I like the idea of being able to change the image regularly to keep it relevant and fresh. What’s popular today may not be relevant down the road. Include promotions for events, retail, etc.
• EC – Suggestion to pay a landscape designer to do a plan. It is municipal land, but we could get the ball rolling by working out about design proposal, then try to collaborate with the Town to make it happen.
• KTD – Like the speaker idea. Some businesses play music outdoors already, need to determine how to manage that.
• EC – Speakers and the parkette projects fit together as a multimedia strategy. Speakers can be used for music, stories, events, promote businesses, etc. Helps to brand & delineate BIA as more experiential. Have proposals from vendors ready to go so we can be ready when opportunities come up.
• EC moved to have an exploratory fund of $2,000 to develop design proposal for the parkette (wall, benches, landscaping, etc.). TN seconded the motion. Motion passed.

Miscellaneous updates

• Safety barriers: Letter for Town coming soon requesting safety barriers at Main & Martin.
• Closing Main Street a day for patios: Town was hesitant on that since it resembles an event and are not expecting too many events this summer this summer. Next we will be talking to Public Health. More to report on this next month.
• Maintenance staffing: Want to get a better understanding from Town on what staff do in terms of maintenance downtown. Could consider engaging a part-time maintenance person if needed.
• Durante condo – They want delegates to support their proposal to Council. KTD – Could put it out to members and they can delegate. Sharing video for board members to see. EC – Could put a letter out to say we support development in downtown and anything that enhances the livability and number of people visiting downtown.
• Walkway dedication – Concerns from the Town about safety (possible confusion for Fire & Emergency Services), fairness and inclusivity (not aligned with the Town’s existing naming and recognition program). Suggested installing a bench ($2,500) or tree ($900). Cost unknown to put a plaque on an existing bench. We could consider something related to the Civic precinct or in the parkette. CB to connect further with Town Clerk.
• CB moved to accept the ED Report. TN seconded the motion. Motion passed.

New business

• New businesses – Icelyn Aesthetics, Nurse Yara coming soon, new accountant, Ohana moving to new location.
• SB – One building for sale (2,400 sqft) and currently moving everything out, Muse moving to a new downtown location.

Adjournment:

• CB moved to adjourn. TN seconded the motion. Motion passed.
• Meeting adjourned at 7:50 pm.

Attendees: Colin Best (CB), Troy Newton (TN), Kristina Tesser Derksen (KTD), Eric Chabot (EC), Margaret Lara (ML), Sara Bergsma (SB), Miguel Gonsalves (MG), Joe Taglieri (JT), Rachel Shuttleworth (RS)

Regrets: None

SB called the meeting to order at 6:33 pm.

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

Review of previous minutes

• CB moved to accept March minutes. JT seconded the motion. Motion passed.

Treasurer’s Report

• Expenses to date $43,000, consistent with expectations, main expenses are rent and salaries
• March had $11,000 in expenses
• January, there was an extra pay period so monthly expenses were slightly higher
• 85% of expenditures to date are operating costs
• RS – Third staff member in place in Jan and Feb so those months a bit higher, beautification and some advertising expenses coming through in April
• CB moved to accept the Treasurer’s Report. ML seconded the motion. Motion passed.

Council Reports

KTD (Local):

• At most recent council report, staff brought forward report on development policies for mobility hubs (ie around the GO station) – addresses height, urban development, parking
• Province is encouraging high density development around transit areas
• Working with staff on doing rainbow crosswalk downtown for Pride Month, and banning plastic water bottles from Town facilities (this had been put on hold due to COVID-19)

CB (Regional):

• Mobility Hub extends to Court St, planning for 22,000 people to be in the triangle between Thompson, Main, Nippissing, Child’s Drive.
• Motion coming to add a no-growth scenario to Regional Official Plan (staying within existing urban and employment areas), at Council Meeting on April 21
• Staff holding online info session/public consultation for possible widening of Steeles Avenue between Industrial Drive and new Tremaine Road
• Preparing for more consultation on the Official Plan, coming to Milton Council May 3
• EC moved to accept the Council Reports. TN seconded the motion. Motion passed.

Executive Director’s Report

Board administration

• Nomination of new board member – Alan Cooke
• AC – Vested interest in downtown, wife owns Barn Door Studio and she is in the process of expanding, finished reno work and waiting on permits. Work as Senior Vice President of Operations for Auxly, cannabis provider. Want to support downtown as much as we can.
  • CB moved to accept the Council Reports. TN seconded the motion. Motion passed.
• RS – Will put a call-out in member newsletter soon to recruit for the remaining board position.

Beautification

Street pole banners:

• Amount spent to date on banners (31 poles completed): approx. $8,500
• 10 poles have missing or broken hardware that needs to be replaced. Heide at the Town helped track down original hardware supplier. We’ve asked the Town whether they would cover cost of hardware (banner hardware is not covered in any of our current MOUs with the Town).
• Est. cost to complete the 10 remaining poles that had banners in the past: $2,300 (hardware, install)
• Est. cost to add hardware and banners on up to 12 poles between bridge and 310 Main St: $3,400
• SB – Banners look fantastic, colourful, clear images. I support including banners on all the poles within our boundaries. Note some trees are larger and partially block banners along Main.
• KTD – Good way to include more members into our beatification efforts.
• RS – Will ask Town if they will cover cost of hardware. We cover banner design, printing and installation. Will seek to have it added into Town MOU. Possible insurance implications.
• EC moved to get banners up on the additional poles along Main St E (eastern side of BIA district). CB seconded the motion. Motion passed.

Parkette improvements:

• Discussion about changes to Spice o’ Life parkette: mural at 258 Main (private property) and parkette layout/design (public property).
• Total Skin and Body property owner in full support of project.
• Town Parks & Recreation Department representative said they get lots of requests for updates to public spaces, have an extensive consultation process they follow, parkette redesign is not currently a priority, supports us moving ahead with mural update, and supportive of tactical urbanism initiatives.
• Marina – Green Propeller & Sustainable Milton – interested in the project, experienced in park designs.
• Canada Health Community Initiatives grant applications period May/June. Explore other funding too.
• MG – Who pays for parkette improvements, how it benefits members.
• KTD – Parkette is gateway to businesses on Charles, highly visible area. Suggestion to include a sign in parkette to draw attention to Charles St businesses. Received complaints last year from constituents saying the parkette looks neglected. Cheryl got extra flowers put in – temporary fix.
• CB – Have received comments about making it more accessible to seniors in walkers and wheelchairs. Recommend pointing the Town in the right direction, suggest theme and ensure planting, signage, lighting, etc is consistent with other spaces in downtown district. Good timing as Town staff are coming back with a Civic Square study later this year. Would help downtown compete with other retail areas.
• JT – Town has done some pruning and trimming this week, opens up the space.
• EC – Town or others own all the assets the BIA works on (streets, sidewalks, buildings, etc.) so this is similar. Execute on existing motion to engage consultant for parkette redesign ideas.
• RS to reach out to design consultant and arts community to engage them in the project.

Easter Scavenger Hunt

• Virtual event using the GooseChase app, ran from March 26 to April 5.
• Lots of engagement in the event and interest on social media. 120+ teams signed up, 88 played, 3,530 missions completed. Lots of love for downtown businesses on display throughout the game.
• Sponsors were The French Study and Forest Hill Keystone, charitable partner was The Darling Home for Kids, five businesses donated prizes.
• Lots of learnings we can carry forward into future games.

Road closure for extended patio ‘event’

• Town and Public Health did not have information, unaware at this time if this will be permitted.
• Next step is to gauge interest from restaurant businesses.
• JT – Could explore ways to help restaurants with patio costs if needed. Patios are a good downtown attraction and help to bring attention to all of downtown, other businesses benefit.
• TN – Town has waived the fees for patios. Costs of fence rental is the primary cost for patios.
• RS – Applications open for Reconnect Festival & Events program. Applications due soon, but could submit for a ‘back-to-business’ type event around the holidays. Funding can be used between now and March 2022, can be for virtual or face-to-face event.
• KTD, CB – Consider partnership with Farmers’ Market or Fall Fair, driving people to Main St afterwards.
• EC – Early winter could be reasonable timeframe for events. Base it off past Holidayfest plan.
• RS – Could submit Holidayfest plans with enhancements. Target end of November, as last push for outdoor patios before some of them shut down. Contingency plan – run it in spring or virtual.

CB moved to accept the ED Report. EC seconded the motion. Motion passed.

Other business

• CB – Orange safety barriers at Main & Martin are a temporary measure while Town staff finds permanent option. Asked them to seek out something welcoming looking. / Several sales of buildings and conditional offers on downtown buildings. / Deal closed on 34-acre area of land off Steeles, backing onto Martin – mixed use development of retail, employment and residential.
• AC – Our building was sold, new owner bought four commercial units and apartments upstairs.
• RS – Icelyn Aesthetics is a new business in Carriage Square, renovated the space and it looks fantastic.
• MG – Advertising expenses low so far, consider how we can further promote our businesses.
• RS – Planned advertising spending includes: spring and summer contests and activities, patio promotions, Halloween activity, $5k for website redesign, dollars for Holiday event promotions.
• EC – BIAs can spend on items providing a collective benefit, can’t spend money for specific businesses.
• JT – Some businesses and landlords don’t use social media, want brick and mortar support. Personal touch is important. Many businesses and property owners downtown don’t know about the BIA or what we do. Need to communicate with them so they know they can reach out to us for support.
• RS – Different businesses want different types of support – social media exposure, flowers, information & updates, accessing to funding. BIAs need to support in a variety of areas so we meet different needs.
• EC – Important to communicate what we are doing so everyone knows what we do for them already.
• AC – Businesses need help right now. Suggestion to get gift cards to support the businesses. Could look at getting businesses to get their customers to shop at other downtown businesses too. AC & RS to connect afterwards to discuss gift card initiative.
• TN – Barn Door ran a contest to encourage people to like Troy’s Diner, generated a lot of attention.
• CB – Board members need to be ambassadors for BIA and talk to contacts and neighbours.
• EC motioned to use $1,000 from Advertising budget for a gift card initiative. CB seconded the motion. Motion passed.

Adjournment:

• CB moved to adjourn. MG seconded the motion. Motion passed.
• Meeting adjourned at 7:52 pm.

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

Regrets: Troy Newton (TN), 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 April minutes. ML seconded the motion. Motion passed.

Treasurer’s Report

• Expenses to date are $62,000, consistent with expectations, main expenses are rent and salaries.
• April expenses were just under $15k, expecting that to continue for the next few months.
• Will be incurring beautification costs over the summer. On track for a possible surplus of $30k.
• Need to consider whether we will continue with a 3.5% levy increase for next year.
• Consider changes in our operations in a post-pandemic world.
• RS – Objective continues to be to have a third person staff member. Grant funding is helping to cover this resource for this year. Our current office space is the right size for our team and we will be working there more often as restrictions lift. Will ask other BIAs about any post-pandemic operational changes they are making.
• CB moved to accept the Treasurer’s Report. SB seconded the motion. Motion passed.

Council Reports

KTD (Local):

• Announcement today with MP about expanding rural broadband – Mayor and several councillors have been pushing for rural broadband expansion for a decade.
• Town investing almost $30 million in roads and bridges in 2021, another $4.2 million in public parks.
• Rainbow crosswalks coming at Main & Charles and Main & Brown – visual affirmation of inclusion support for LGBTQ2+ community. Flags will be raised at Town Hall and benches at the libraries.
• Golf Tournament on August 20 for Townsend Smith Foundation.

CB (Regional):

• Regional Official Plan Review – Online sessions taking place in all the communities, Oakville session happening tomorrow. Explores five growth concepts. Trying to find some middle ground in the concepts. Report coming back to Milton Council June 21.
• May 31 – Mature Neighbourhood Study will be released (relevant for many downtown properties).
• Construction continues on Tremaine Road. Construction in Milton Heights is the work for the interchange. Britannia Road work is moving into the next phase (Trafalgar to 407).
• Some rehabilitation work planned for bridge beside Troy’s.
• MG moved to accept the Council Reports. ML seconded the motion. Motion passed.

Executive Director’s Report

Brief updates

• Camp Cannabis is open, they are happy to be downtown and interested in getting involved.
• Sophia is our new team member, hired through Canada Summer Jobs, in place for the summer.
• Received two CSJ grants for this round. Planning to use some of this support to help with a back-to-business event later this year. Receiving around $9k in funding.
• Website redesign progressing well. Bright, dynamic, excellent representation of Downtown Milton.
• Beautification – Flowers to be installed early June. Exploring larger signs for garden sponsorship.
• Contacted Town to ask if they would pay for hardware so we can install remaining banners (<$4k).
• Rainbow crosswalk – Positive response on social media when we shared the Town’s news release. Safety was significant consideration in Town selecting the locations. Lifespan is 7-8 years, and Town plans to maintain them indefinitely at this point.

Farmers’ Market

• Market happening at the Fairgrounds from May to October.
• Secured a booth for use for eligible BIA members to use for free. Right now, food/grocery/agriculture vendors can participate in market, hopeful that it will open up to other businesses later in season.
• Great opportunity for businesses to sell items, promote their businesses, drive traffic to their stores.
• Two eligible members confirmed to date – working to secure others.

Temporary patios

• Patios delayed due to the lockdown – open date TBD.
• Businesses are eager to get patios opened as soon as they are allowed to.
• Several patio applications still in review with the Town. Ivy Arms requested use of on-street parking spot to expand patio. Barn Door considering it. Casa Americo opted for similar patio to last year.
• No update yet on whether Town will be implementing a traffic calming pilot for the summer.
• Planning a marketing push for the patios once they are open.

Local Love Giveaway

• Three-week, social media contest to help generate interest and followers for local businesses – one business type per week (restaurants, personal services, retailors).
• Three winners per week receive $100 gift card to local business. One business type per week – restaurants, personal services and retailers.
• Exploring possibility of sponsorship in the future.
• Thank you to Alan for bringing this contest idea forward. Great way to support our businesses.

Summer/Canada Day Scavenger Hunt

• Virtual scavenger hunt on GooseChase, 10-day duration in June/July.
• Focusing on summer theme, showcasing downtown attractions, elements, businesses, some Canada Day elements. More in-person missions in Downtown Milton than last scavenger hunt.
• Will be seeking sponsorship, identifying charitable partner.

HolidayFest/Back to Business Event

• Application submitted for Reconnect Festivals & Events grant – requesting $24k (50% of eligible costs).
• Estimated event budget – $50k. Based on HolidayFest 2019 with larger road closure, security, social distancing, stage & paid entertainment, individual activations, staffing, marketing. Support tourism.
• If we don’t receive additional funding, we reduce the size and scope of the event.
• If public health rules prevent us from hosting event in Nov/Dec, will host it in early spring 2022.
• Members seem comfortable with this timeframe – allows them to staff up ahead of time.

Digital Main Street: Future Proof Community Collaboration

• Marketplace Milton launching soon – voice-enabled search tool to help access information about Chamber and BIA businesses in Milton. Works with Google Assistant & Amazon Alexa.
• Partnership between Chamber, BIA, Qwhery, Haltech.
• We are reviewing business descriptions in our database, adding keywords for businesses.

Parkette & Mural (Spice o’ Life)

• Interest from community groups and businesses in mural and parkette redesign. Members have lots of ideas on how to create a more useful, versatile space there.
• Town recently did pruning, planting in the parkette and it looks great. Challenge – only one bench there so there are few ways to use the space. Town is supportive of mural update, but parkette redesign is not a priority. Town supports ‘cheap and cheerful’ tactical urbanism solutions for parkette. Staff suggested we apply for funding for mural and tactical urbanism elements.
• Interest from Arts Milton, Sustainable Milton, Milton Historical Society, possibly FASM, and our members in the area. Received funding opportunities from MPP, MP.
• Point of caution – Consider who pays for what. This project could bring a lot of interest from other property owners on having BIA help with installing artwork.
• Civic precinct will be happening in a few years which will create a big draw around Main & Brown. Parkette improvement helps generate interest at the other end of our district too.
• CB – Parkette needs updating, bench has been in place for 30+ years, not accessible. Staff have authority to do updates, won’t require very large budget or Council approvals. CB and KTD to discuss with Town staff. Mural would be a great way to encourage more art downtown. Project is opportunity to bring more interest and excitement to downtown, especially in the absence of events.
• RS – Review of three design options from Green Propeller – Seating, Outdoor Stage, Activity options.
• AC – Suggest finding local businesses that we can buy tables, benches from, so it supports local businesses and gives them exposure.
• MG – Need clarity on process, confirmation from Town on what we are allowed to change in parkette.
• CB – BIA to create a proposal for staff which includes proposed design(s). Mention stakeholders supporting project, copy Mayor and Council so they are aware. 50th anniversary for creation of parks.
• EC – Highest likelihood of success – Design proposal needs to be well thought out, easy to implement, with support of professional designer.
• KTD – Keep design simple and straightforward. Ensure options are basic, easy to maintain. Chess pieces could get stolen.
• RS – Combination between Seating and Outdoor Stage options likely best. Business just want a place for customers, staff, community to sit and relax. MHS suggested millstone could be moved to Victoria Park, and took pictures of mural so it is recorded in archives and can be redone anytime.
• Mural options
• Mural painted directly on the wall
• Panels installed on the wall (like at Adam Van Koeverden’s office)
• Panels installed on the wall with digital screen inset
• Arts Milton willing to coordinate mural (artist call out, contracts, logistics, etc), completion in time for Culture Days in October. BIA could focus on finding funding, final design approvals.
• Suggestion to keep the mural on lower portion of the wall, mature trees hide upper half of wall. When you look at mural you are often closer to it so it would be easier to look at if it was smaller.
• KTD – Mural is eye-catching for motorists so suggest keeping it visible to them. Like the idea of a digital sign so content can be changed, but vandalism could be an issue. Cost an important consideration. May need to notify existing artists that we want to paint over their artwork.
• EC – Painting mural beige would be a good start, could be a community project with painted panels, and change panels out over time until dollars are available to pay someone to do the whole mural. Manage expectations with all stakeholders (property owners, other members, Arts Milton, etc.)
• Next steps – RS to create parkette proposal for Town. Pursue application for CHCI for the mural. Could do Zoom consultation with interested members. Speak to property owner about mural costs.
• CB moved to accept the ED Report. MG seconded the motion. Motion passed.

New business

• EC – Zoom meetings work well for our board, efficient and saves time. Suggest a hybrid with face-to-face and virtual board meetings in future.

Adjournment:

• CB moved to adjourn. KTD seconded the motion. Motion passed.
• Meeting adjourned at 7:43 pm.

Attendees: Colin Best (CB), Kristina Tesser Derksen (KTD), Margaret Lara (ML), Sara Bergsma (SB), Miguel Gonsalves (MG), Troy Newton (TN), Joe Taglieri (JT), Rachel Shuttleworth (RS)

Regrets: Eric Chabot (EC), Alan Cooke (AC)

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

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

Review of previous minutes

• ML moved to accept May minutes. KTD seconded the motion. Motion passed.

Treasurer’s Report

• Expenses for the month were $15,000, YTD expenses are $77,500
• Expenses to note for last month: charities rebate $2,000, website redesign $2,000
• Revenue – received second half of tax levy and $39,000 from surplus
• Projections – if we continue on the current trend, would have an excess based on our base levy. Option to transfer surplus dollars back to reserves account now or hold on to surplus dollars for now until we finalize event plans for rest of year. Will hold on and revisit decision in the fall.
• CB moved to accept the Treasurer’s Report. JT seconded the motion. Motion passed.

Council Reports

KTD (Local):

• Town reopening on June 11 – some programs resuming with capacity limits in place (fitness, etc.), splash pads opened in May, Rotary Park Pool opening in June.
• Transit on Demand now in place.
• Rainbow crosswalks being installed downtown this week.

CB (Regional):

• Red banner at Halton.ca highlights changes in restrictions for COVID-19 rules.
• Construction projects underway throughout region.
• June 21 & 29 Town Council Meetings – discussions on Regional Official Plan growth concept options. Everyone invited to participate.
• JT moved to accept the Council Reports. ML seconded the motion. Motion passed.

Executive Director’s Report

Brief updates

• RS on vacation the weeks of July, August meetings. Will email to select different dates.
• Move to Step 1 – bringing lots of questions from businesses, excitement about opening.
• Flowers installed downtown last week.

Temporary patios

• Patios can open June 11. Some members still waiting on permits. Marketing push planned for summer.
• Town Engineering Department is working to enable use of on-street parking spots to expand patios (Casa Americo, Ivy Arms). Grateful for Town staff’s support.
• No update yet on possible traffic calming pilot project for Main Street this summer.
• Town and BIA discussing possibility of retail-focused ‘patios’.
• Social media posts from members and community on closing Main St to allow for more patios. Lots of logistical challenges and considerations. Discussing further with Town.

Farmers’ Market

• Secured a booth for use for free by eligible BIA members to sell items and promote their stores.
• Currently food/agriculture vendors can participate, hopeful it will open up to other businesses later.
• Three BIA businesses participating. Continuing to call out to other members in newsletter.

Fun in the Sun Scavenger Hunt

• Virtual scavenger hunt on GooseChase, June 25 to July 4.
• Focusing on summer theme, some Canada Day elements, downtown landmarks, local businesses.
• MCRC is charitable partner. Some sponsorship support received to date.
• Lots of interest on social media. One department from Town is participating as a team building activity.

HolidayFest/Back to Business Event

• Target date for event – End of November 2021. Planning to begin soon.
• Expect to hear back about our Reconnect Festivals & Events Program application mid-summer.

Event Strategy

• After COVID, many BIAs opting for smaller activations instead of large-scale festivals, at least for now. Discussion on our vision for Downtown Milton events.
• SB – Most people getting vaccinated. For some members, events are the most important thing BIA does for them. May not help on the day, but brings business later. Outside vendors want to come back. If we renege on DMSF, could risk losing Town’s investment in downtown for events.
• KTD – Short-term, may see hesitation but likely lots of pent-up demand for events. People that are vaccinated and comfortable will come, others won’t. DMSF integral to what we do, could grow it.
• CB – Challenged Town staff a couple years ago to maintain investment in DMSF. Need to ensure Town continues stays involved and invests in it. DMSF is the only event the Town does now. Hold Halloween event if possible. Full support for holiday event.
• TN – Need to maintain DMSF and our events. Festivals give our businesses exposure. Otherwise, too easy for people to just buy off Amazon, etc. Festivals are good for business on day of and afterwards.
• RS – Approximately two thirds of DMSF are external vendors. Bring in revenue, attract visitors, but also some members complain about vendors in front of their stores. Big loss to not have Janet Davidson at the Town now (retired).
• TN – Reduction in external vendors reduces revenue and makes it look sparse, less professional. Events that do well are large, lots of food, music and stuff to buy. Suggestion to expand DMSF west past Brown St, fit more vendors and attractions there. Can charge vendors more.
• SB –Suggestion to grow it as much as possible. Open DMSF spaces up to downtown businesses first, if the don’t respond, bring in external vendors. Need a good headliner. If live music not allowed, use recorded concerns on large screens.
• KTD – Draw crowds with vendors, music, etc. Bands want to get back on stage.
• MG – We have surplus dollars available if needed for events.
• CB – Milton Cruise wants to do the Car Show. Were hoping to do something in Milton this summer.
• MG – Car Show is a lower cost but brings benefit to our members. Good cost-benefit.
• TN – Beneficial to restaurants because people come and stay.
• RS – Minimal disruption for businesses not participating because road closes mid-day.
• CB – BIA boundary goes to Bell St., Brown St. lot available. Use these spaces for events.
• JT – Suggestion to have reserve fund for PPE for events.
• MG – Could consider new events, suggestion to do something to coincide with Pride.
• RS – Could do something that coincides with Street Festival in June (Pride Month).

Spice o’ Life Parkette

• Not planning to apply for Canada Healthy Communities Initiative (CHCI) funding for this project.
• Mural
  • Not eligible for CHCI because it is on private property. Property owner supportive of project for community benefit (not able to invest in it at this time).
  • BIA will not proceed with updating the mural now. Still seeking pricing.
  • Will explore general façade improvement programs in other communities.
  • KTD – There are some provincial programs to help maintain historical character of buildings.
  • CB – Question of how much municipality would want to put into it. Suggestion for discussion with Town staff (RS, CB, KTD) to see if façade improvement would be feasible for Milton.
• Parkette
  • Town (Operations) supportive of redoing the parkette and appears able to take on the project (awaiting final confirmation). We have provided possible design based on stakeholder input. Suggestion includes: more seating and tables, planters, lighting, some resurfacing, small performance area. Town’s urban designers reviewing.
  • Possible timing of construction – fall 2021 to spring 2022.
  • For summer, Town put two picnic tables in parkette and we are watching how they are used.
  • Thank you to Colin and Kristina for their support and helping to move this forward. Members are thrilled and feedback on social media to the picnic tables has been positive.

Wreaths

• Wreaths need to be fluffed and redecorated before next winter, or new seasonal décor needed.
• Wreath costs: materials and labour (every 3-4 years), storage, transportation, installation, removal.
• Other options include:
• Holiday banners: 5-8 year lifespan, costs: printing, installation and removal, no storage
• Other light-up decorations on poles: min. $1k per unit, similar costs to wreaths
• RS – Need to fluff wreaths every few years. Some brackets need to be replaced. Wreaths not visible at night because don’t light up (but we have string lights on poles).
• TN – Looks good to have lights, light-up decorations.
• JT – Could use banners to promote events and activities downtown.
• CB – Could explore other light-up décor options for the ends of the BIA district.
• SB – Suggest keeping wreaths and revisit post-COVID (once we see what events will cost). Suggestion to look at solar light options, flood lights, solar spotlight that can light up wreaths.

Municipal/Regional Issues

• Vue Developments on Main Towers
• Developer asking for our support (Board agreed to do a letter of support at a previous board meeting) and local businesses to support project at the June 21st Council meeting.
• Will proceed with letter of support. Scott at Chamber is a delegate and will reference our letter.
• KTD – Any private citizen can delegate at the meeting.

Regional Official Plan Growth Concept

• Town of Milton staff is recommending an expansion to Milton’s urban growth boundaries. Requesting a letter of support from the BIA.
• CB – Last month, Regional Council voted 18-5 to look at other growth concept options. Town staff putting forward ideas on growth option. Will be lots of debate on this. Concerns about how much farmland to use, how much intensification. Province has their own rules, could put in an MZO.

Development Charges –

• Town of Milton is making updates to development charges and new rates would come into effect June 26. Decrease in rates for residential and retail growth, increase for non-retail.
• Suggestion received from a BIA member that we submit a letter to the Town stating importance of keeping rates low for downtown.
• CB – Ongoing issue, reviewed every few years. Comments heard from elsewhere is that the rates penalize downtown because infrastructure already exists there. If you change the use of an existing building, you get charged the same as in a greenfield development. Need to make better use of existing infrastructure. Town has changed development charges changes (still needs to come to Council), Region currently going through their review process.
• RS – Letter will advocate for lower fees for downtown since it’s not net new construction. This will encourage businesses modernize their space.
• CB moved to accept the ED Report. KTD seconded the motion. Motion passed.

New business

• JT – Asked if BIA notified when protests are going to happen. Would be beneficial to provide notice to members ahead of time if we know.
• RS – We were notified of one protest ahead of time and notified our members, posted on social media. Other protests have popped up and we find out afterwards.

Adjournment:

• CB moved to adjourn. TN seconded the motion. Motion passed.
• Meeting adjourned at 7:49 pm.

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 Halton.ca 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.

Wifi

• 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.

Adjournment:

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

Attendees: Colin Best (CB), Margaret Lara (ML), Eric Chabot (EC), Alan Cooke (AC), Kristina Tesser Derksen (KTD), Rachel Shuttleworth (RS)

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

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

AC 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 August minutes. ML seconded the motion. Motion passed.

Treasurer’s Report (provided by RS since MG was away):

• Operating expenses on track, additional $20k in expenses this month are related to flower installation and maintenance. Will be incurring flower maintenance costs from June to September.
• Received partial payment for Canada Summer Jobs grants.
• $4k in expenses were spent in July and are not yet reflected in the financial report yet.
• Have spent 58% of budget to date – on track for our spending this year.
• CB moved to accept the Treasurer’s Report. ML seconded the motion. Motion passed.

Council Reports

KTD (Local):

• Entered Stage 3 on July 16, things reopening at Town (facility rentals, programming, etc.)
• Town staff now accepting input, suggestions for 2022 budget. Budget goes to Council in December.
• Town’s Culture Plan ‘Here to Stay’ has been released. Helps create a roadmap for defining culture in Milton, Aims to encourage people to stay in Milton and will drive cultural investment. Suggestions made about spreading investment beyond downtown, but downtown remains an important location for cultural focus, investment. Suggest partnerships with DMBIA, Chamber, etc.

CB (Regional)

• Entered Step 3 of Reopening Plan. Unknown how long we will be at this step.
• Construction season – Town and Regional crews working on various projects.
• Town and Regional staff working on ‘preferred option’ for Regional Official Plan, which incorporate elements of four other options. This option due to come back to Regional Council in September/October. Plan covers the next 30 years.
• ML moved to accept the Council Reports. RS seconded the motion. Motion passed.

Executive Director’s Report

General Updates

• Unfortunately, Troy Newton has resigned from Board. Troy had some concerns related to downtown construction, recent downtown projects, etc. AC, CB had recent conversations with Troy as well and heard his perspectives. We are grateful for Troy’s contributions to our board, events and community.
• Outreach needed for new board members. Asking Board members to talk to people in their networks.
• AC – Suggestion to have a virtual strategy session/discussion with business owners to get their feedback. How can we generate more footfall downtown? Collect ideas and use that to drive our strategy for 2022 and beyond. There could be lots of emotion as it’s a challenging time.
• CB – Suggest doing another member survey, find out if members want the Farmers’ Market back.
• AC – Find out if members want Market or whether we should do mini-events or activations instead. Could develop a way to encourage market-visitors to come downtown too.
• RS – In our MOU with Town, extra maintenance (extra garbage pick-ups, sweeping, litter, etc.) is based around market dates, festivals. Those moved/cancelled due to COVID so less maintenance is happening. Getting lots of garbage and litter complaints. Need changes made to Town-BIA MOU.
• AC – Concerns about garbage and junk behind Knox. CB to talk to David Miles (Region) about that.

ENHANCED PROMOTION OF THE DOWNTOWN MILTON COMMUNITY AND ITS BUSINESSES

• Confirmation received today that we were are receiving a Reconnect Ontario grant, $23k for HolidayFest. Looking forward to a great event. COVID still a risk. Funds to be spent by March 2022. Reconnect has to be matched by funds from other sources.
• Town has $17k in 2021 budget for DMSF 2021. Since event was cancelled, Town said we can write a proposal requesting the reallocation of these dollars to other downtown events/purposes.
• Farmers’ Market – Considering using the BIA booth for our own staff and general downtown promotions for a couple weeks. CB said 2,400 market had attendees last week
• Self-guided walking tour with QR codes – In cooperation with the Milton Historical Society, exploring ways to create a self-guided tour of downtown, showing history of important buildings and highlighting current businesses. Could incorporate QR codes, printed cards. Possible costs: design, printing, etc.
• Music on Main – Working with local music schools and hosting music at two locations on a Friday evening. Good opportunity to go through the revised event application process.
• Tiny Tots Trick or Treat – Planning for October 30. Event is based on having kids collect items from many locations – looking into public health rules around this.
• EC – Ask businesses to stay behind the table for Tiny Tots, and visitors in front of it to maintain 2-meter distance. Ensure visitors stay outdoors for event.
• AC & EC – Could look at a longer period of time or have specific time slots for visitors.

INCREASED FOCUS ON ATTRACTION OF NEW BUSINESSES

• Should BIA explore doing artwork or branded window wrap for use in vacant units?
• AC – Retailer’s perspective will be that those dollars are better spent supporting the businesses.
• EC – Branded wraps could make vacancy look like a permanent problem, but it isn’t for us.
• How active should/can the BIA be in trying to help fill vacant spaces?
• EC – Leave this to the real estate agents. Pass along contact information to interested businesses but don’t need to intervene much further. There is demand for space so the market will fill the spaces.
• CB – Town Economic Development department supports commercial real estate requests.
• RS – In the past we’ve generally had 2-3 space inquiries/month. No inquiries for a couple months.

ENHANCED ADVOCACY WITH LOCAL GOVERNMENT ON KEY ISSUES AFFECTING DOWNTOWN

• Town’s Economic Development Dept – Seeking volunteers to participate in sessions to help them formulate their strategic plan. Opportunity to help ensure interests of small business are reflected.
• What actions we can take to support businesses through future construction projects?
• CB – Give as much notice as possible.
• KTD – Councillors to ask staff to give DMBIA as much notice as possible for construction projects so business can plan. Unfortunately, construction season coincides with patio season. Important to maintain roads because if they are a mess, no one wants to come downtown. Where possible councillors can try to influence planning schedule to minimize disruptions for businesses.

ENHANCED DOWNTOWN EXPERIENCE FOR BUSINESSES AND VISITORS THROUGH BEAUTIFICATION EFFORTS

• Used snow diamond LED decorations for sale from another BIA at a discounted rate. Would need to purchase additional brackets. Asking price is around $13k, plus annual storage and maintenance costs. Wouldn’t work on Mill St. poles, might work on Mary St. poles. Need to confirm with the Town.
• CB – Concern about damage from wind. Could try to buy a few to decorate specific areas.
• KTD – Wouldn’t match our new wreath colours. Could be used in a specific areas, off Main St., etc.
• AC, CB could go see them if Town says it’s ok to use them downtown.
• AC – Option to try to negotiate lower storage rates or could use other half of his storage bin.
• EC – Skinnier than the wreaths, could get rid of some wreaths or store some more permanently. Ask Classic Displays about lifespan of LEDs.
• CB moved to accept the ED Report. ML seconded the motion. Motion passed.

New Business

• CB – Santa Claus parade moving ahead pending health department approvals – November 21. Possibility of putting out chairs that can be sponsored or rented.

Adjournment:

• CB moved to adjourn. EC seconded the motion. Motion passed.
• Meeting adjourned at 7:45 pm.

Attendees: Colin Best (CB), Miguel Gonsalves (MG), Sara Bergsma (SB), Joe Taglieri (JT), Eric Chabot (EC), Alan Cooke (AC), Kristina Tesser Derksen (KTD), Rachel Shuttleworth (RS)

Regrets: Margaret Lara (ML)

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. None were made.

Review of previous minutes

• JT moved to accept September minutes. KTD seconded the motion. Motion passed.

Treasurer’s Report:

• Incurred $161k in expenses by end of August. July & August included much of the beautification costs for the year ($20k in July, approx. $10k in August), and some technology costs.
• Original budget becomes $222k when adjusted for COVID, removal of Town’s $17k for the Street Festival, etc. Spent 73% of the revised budget to date, and on track to remain within budget for this year. Expecting a small surplus.
• RS – Submitted a proposal to the Town to keep the $17k and use it for other events this year.
• AC moved to accept the Treasurer’s Report. KTD seconded the motion. Motion passed.

Council Reports

KTD (Local):

• Fall recreation programs are up and running.
• Transitioning to on-demand service for transit system. Will be some fixed route adjustments that align with GO train routes, specific neighbourhoods, some high schools.
• Bronte Street construction still underway, but it’s moving further away from Main Street, more towards Steeles. Walkways complete under the railway at Main & Bronte – very well lit.
• Some action coming forward to Council related to rules for Air B&B.
• Mature neighbourhood study underway.

CB (Regional)

• Health Commissioner at the Region issued new COVID regulations. Check Red and Yellow banners on the Halton Region website for details. There has been an uptick in cases due to the variant.
• Region and Town collaborating on construction projects – Bronte St., and Main St E by 5th Line.
• Federal election coming up – see Halton.ca for local details. Advance poles happening all weekend. Go to Elections.ca for voter information card details.
• KTD asked about voter cards and special ballots.
• CB –Need voter registration card or one piece of government issued photo ID or two pieces without a photo. For special ballot, can vote at Returning Office (180 Market Drive), 7 days/week.
• SB moved to accept the Council Reports. JT seconded the motion. Motion passed.

Executive Director’s Report

2022 Budget

• MG: A ‘return to normal’ budget, planning a return to pre-pandemic activities and programs.
• 2020 budget was $296k and takes into account the effects of COVID. This year’s budget is at $323k, represents a 9% increase which is normal in the context of the pandemic.
• Expenses – Increasing staffing expenses to have an additional person in the office to help manage evens and programs, normal inflationary increases for current staff, two summer students with one being supported by Canada Summer Jobs grant. Additional beautification costs relate to litter clean-up and landscaping. Incurring additional insurance costs. Slightly lower event costs than in 2020 budget (expecting lower sponsorship and vendor revenues as well). Revenues – 3% levy increase (was 3.5% in recent years) which accounts for $7k in revenues. $35k drawdown from reserve.
• RS: Moved some dollars from Contract line item up to staffing to help cover the increase in staffing costs. Incurring new insurance costs. Budgeted slightly lower for events in 2022, but were conservative on revenue projections for events (sponsorship and fees). Beautification includes additional dollars to support litter clean-up. Town has backed off on some of the litter clean-up because we haven’t had our large events or the market. We are getting lots of litter complaints. These dollars will help alleviate that (either pay Town Operations staff to provide more support or hire someone ourselves with help of Canada Summer Jobs). Grants unpredictable so didn’t budget for any except Canada Summer Jobs.
• SB – Should reach out to all the downtown insurance providers about Directors & Officers insurance.
• JT – Sometimes receptacles are hard to find, especially in some areas – could have a map. Some downtowns have divided receptable (recycling, waste, etc.).
• CB – 15 bins downtown, placed based on usage. Some people use them for household waste. Got our current bins because they have a lid/cover which helps keep waste contained.
• RS – Town is great with picking up larger discarded items, putting out additional temporary bins.
• KTD – Additional bins require staff time to empty and maintain – impacts the bottom line.
• CB – Ensure we have a buffer for tax write-offs, charities rebates in case those increase next year.
• EC – Vacancies Rebate program no longer in effect.
• RS – Work by Operations – we pay the Town each year for operational support, still looking for documentation on what that covers (ie litter pick-up, snow removal, etc.)
• EC – In Sauble, hire students to keep clean beach. In Owen Sound, BIA ambassadors help with litter clean-up, watering, etc. Have more control if we manage it ourselves with students. Get them a t-shirt.
• RS – They could help with events, weekend activations, delivering items to members, etc.
• EC – Would be covered under regular WSIB.
• KTD – In newsletter, encourage business owners to keep the area outside their own businesses clean.
• AC – Some businesses owners are better at cleaning up their own waste than others. Parking is also an issue – some businesses use up key spots on Main all day long.
• CB – Some upper floor tenants use receptacles for household waste. Remind landlords to tell their tenants where to put their waste. Will speak to staff re getting some recycling bins out on Main Street. CB will talk to Town about getting Bylaw offers to help with outreach to businesses posting posters.

General Updates

• AGM happening in two weeks – reminder to register.
• OBIAA Conference in Hamilton Sept 27-29. RS attending and we have an additional ticket. EC attending Wed, could have someone else attend Mon & Tues. KTD could attend one day, AC may be available.

Events

• Shop Local – Receiving funding from Chamber for self-guided historical walking tour that promotes businesses. Program also supporting some advertising for events, photography, general promotions.
• Tiny Tots – Saturday, October 30, 10am-12pm. Working with Public Health and Town to ensure compliance with public health requirements (controlled entry and exit points, traffic flow management, sanitization protocols, etc.) Businesses need to participate outdoors. Providing booth space in the closed off area as needed for members. Currently seeking sponsorship. In Town proposal, requested $3k to help cover the costs of sanitizer, signage, safety items, some hand-outs.
• HolidayFest – Saturday, November 27. Working with Public Health and Town. Vendor and entertainer applications open soon. Planning and logistics underway. Currently seeking sponsorship for event but wondering how to address a possible event cancellation in the sponsorship agreement.
• KTD – Force majeure usually relates to unforeseeable circumstances. It could be argued a cancellation due to COVID is foreseeable. Could involve suspending the obligation until services can be carried out.
• CB – If Santa Claus Parade is cancelled due to COVID, sponsorship dollars credited for next year. Working with Public Health to finalize details for parade. Farmer’s Market has been working well throughout the summer so hopefully other outdoor events will as well.

Potential Opportunities

• Santa Claus Parade Sponsorship – In the past, we have been a Silver sponsor for $500. Has been an unusual year. Gold ($1k) and Platinum ($2k) include more signage, exposure. Platinum includes radio spots, opportunity to do a float. If we want to do a float, would need board members/volunteers to coordinate and manage the float as staff is busy with HolidayFest the weekend after.
• Garden beds and baskets – Normally we have them removed at the end of September. Last year we paid for an extra week.
• Banner project – Town won’t cover banner hardware costs this year, will need to complete the banner update project ourselves including hardware, additional banners, installation (cost is $4-5k beyond what we were funded for through the filming).
• Used light up decorations from another BIA were sold. New decorations range from $620 to $1,100.
• Agreement to continue to use wreaths for now.
• SB – Should leave the flowers in as long as we can without continuing to have them maintained.
• AC & EC – Can volunteer for a parade float. AC has a truck that can be used.
• SB moved to sponsor Santa Claus Parade at the Platinum level and complete the banner project. MG seconded the motion. Motion passed.
• CB moved to accept the ED Report. ML seconded the motion. Motion passed.

New Business

• None

Adjournment:

• CB moved to adjourn. JT seconded the motion. Motion passed.
• Meeting adjourned at 7:46 pm.

Attendees: Miguel Gonsalves (MG), Sara Bergsma (SB), Joe Taglieri (JT), Eric Chabot (EC), Alan Cooke (AC), Kristina Tesser Derksen (KTD), Margaret Lara (ML), Rachel Shuttleworth (RS)

Regrets: Colin Best (CB)

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. None were made.

Review of previous minutes

• SB moved to accept September minutes. JT seconded the motion. Motion passed.

Treasurer’s Report:

• In September, incurred $25k in expenses, half relates to staffing, other half is rent, ads, beautification.
• Incurred $178k in expenses to date.
• Received confirmation that Town will contribute $14,250 towards winter event (from dollars earmarked for Street Festival). Grateful for Town’s support.
• Revised budget is $243k (does not include $39k drawdown from reserve). Have used 70% to date. Expecting to incur $67k between now and end of year, plus $42k for Christmas event. Total expected expenditures are $287k. Expecting a small surplus at the end of the year.
• ML moved to accept the Treasurer’s Report. SB seconded the motion. Motion passed.

Council Reports

KTD (Local):

• Town creating new Economic Development Strategy. Stakeholders can give input through an online survey – can get downtown businesses involved. KTD to send link so we can share with members.
• Budget call reports coming to Council in November. No information yet on potential tax rate increases. Town’s reserves held out pretty well through pandemic and Milton is in a better financial position than some municipalities.

Executive Director’s Report

OBIAA Conference

• RS, EC, KTD attended OBIAA Conference in Hamilton. Opportunity to share ideas, network.
• KTD – Attended sessions on homelessness. Not as significant an issue for Milton yet but it does exist and may increase in next decade. Great tour of Ottawa Street BIA, revitalization projects.
• EC – Visited International Village BIA. In Hamilton, city pays for landscaping, maintenance, flowers, decorations. We pay for most of those things. Session on revitalizing through colour.

Request from the Town related to 2022 budget

• Town requesting a revision to our 2022 budget to reflect a $17,250 contribution from them for staging for DMSF. Would be an increase in our expenses (Department ‘9260 Summer Events’) and revenues.
• Relates to a change in responsibilities. Booking stages & equipment was previously managed by Town staff but in 2019 that was moved to BIA. Transfer comes from the Community Services Department.
• Stages, speakers and related costs around $28k in 2019. Town paid for a headliner/closer for $10k.
• Will meet with Community Services to finalize how roles are divided between Town and BIA.
• MG – Inflation will kick in and stage costs rise. Ensure Town can cover the difference.
• EC – We want to proceed with festival. Ensure Town can support cost difference for staging if needed.
• MG motioned to accept the revision to our 2022 budget to increase expenses by $17,250 for the Street Festival and a revenue transfer from the Town and ensure Town can help by covering potential increases in staging costs. Seconded by KTD. Motion passed.

Upcoming Events

• Downtown Flashback Tour – With funding support from the Chamber’s Shop Local program ($2.5k), working with Milton Historical Society on historical walking tour featuring downtown businesses. Includes info on our website, QR codes in garden beds, info cards for businesses. Launch later this fall.
• Tiny Tots Trick or Treat – Saturday, October 30. Coordinating logistics for event. Several new requirements related to signage, volunteer training, traffic flow. Good interest from members in participating. All participation is outdoors. Possibility of a couple new sponsors at the event. A few businesses want to participate but are short on staff. Also have lots of high school students looking to volunteer this time around. Town did not approve proposal to use $3k from DMSF budget for event.
• SB – If businesses provide their own table and candy, could assign a volunteer to help them. Many currently experiencing labour shortages and it’s hurting businesses. Have volunteers wear customs.
• ML – Questions related to event insurance.
• RS – Town covers us for Tiny Tots. We need to get our own policy for HolidayFest.
• Downtown Milton HolidayFest – Saturday, November 27. Working with Public Health, Town, Fire, Police, etc. Finalizing stage location. Doing well on entertainer applications. Outreach underway for more external vendors. Good response from members. Town approved proposal to use $14k from DSMF budget. In discussion with potential sponsors. ‘Experienced’ volunteers needed.
• JT – Ensure we are incorporate Pasqualino in the road closure.
• RS – Road closure is between Brown and Commercial so Pasqualino will be in the event.
• Santa Claus Parade – On board as a Platinum sponsor. Eric and Alan exploring option of doing a float. Register the float before November 3.

Litter management downtown

• Town Operations staff have been doing some daily cleaning for the last few weeks.
• BIA hired a temporary ‘ambassador’ to help with litter clean-up, poster removal, etc downtown. He worked recently and cleaned up 4-5 bags of litter. Willing to continue working.
• Will revisit our MOU with the Town on beautification and maintenance for 2022 season and beyond.

Garden bed electrical receptacles

• Receptacles to be repaired as they are needed for upcoming events. Last year, we did tall orange sticks and flags in the ground. No receptacles were hit by plows last year (not too much snow last year though). It looked ugly. Whether to explore something more decorative.
• KTD, EC – No need to do anything decorative, it’s orange, looks like it’s marking a locate, so it works.
• AC – Has some supplies available if needed to do sticks in the ground.

Beautification planning

• Local resident interested in downtown and willing to volunteer to support beautification. Offered to approach some design agencies to ask them to do a pro bono beautification plan (includes gardens, garbage bins, electrical boxes, etc.).
• EC – Some of those items sit with the Town. Best to focus volunteers on smaller, manageable projects.
• Engage volunteer to look at wraps for electrical boxes.

My Main Street Funding

• Federal government grants, $25k-$250k, supports community placemaking projects – events, activities, enhancements, and policy and capacity building designed to draw visitors and increase local vibrancy.
• Year 1 (2021) Applications open Oct 1-Nov 1, for work completed June 8-Dec 31, 2021. Reimbursement for work you are already doing, not for taking on new projects. 70% of funding goes into this round.
• Year 2 (2022) Applications open Dec 1-Feb 1, for work completed Jan 1-Dec 31, 2022. 30% of funding goes into this round.
• Option 1: HolidayFest – Could apply $30k for event and ask Town to move their contribution to 2022.
• Option 2: Patios – Infrastructure for seasonal patios (no plans underway so could work for round 2).
• Option 3: Lighting – Street pole lighting or lighting installations.
• Option 4: Parkette – Could propose to Town that we apply for the parkette redesign project (approx. $50k) and request that the Town dollars be used in 2022 for another downtown project – ie Ivy walkway improvements, safety barrier at Martin & Main, patios infrastructure.
• KTD – Positive response from public about the parkette picnic tables. They are used a lot, great comments on social media.
• RS – Spoke to Town about design suggestions for parkette (including some tables, benches, lights, resurfacing, etc.). No answer on our federal funding application for the parkette mural.
• MG – Ensure Town is supportive of our application.
• EC – Parkette/furniture costs fit well within criteria for grant program because we have support from community groups. Hopefully Town would support the application. If they don’t we won’t apply.
• RS – Would need support from KTD and CB on liaising with Town re parkette and moving project along.
• EC – Could also consider Accelerator Program.
• RS – Accelerator Program is similar to Digital Service Squad program that Town is going to run.

Police support downtown

• Two downtown buildings tagged this weekend (including one that was newly painted. Landlord called requesting a greater police presence downtown to deter vandalism and also speeding.
• EC – Special constable used to be assigned to downtown. He provided a crime incident report at board meetings. The person left, a new person came in and was not in place for long.
• KTD – Can request additional support from Police. Constable was around in the day, not at night.
• EC – In Sauble, Police said to report everything that happens. Police map all the calls (graffiti, crime, needles, peeing, loitering, speeding, fights, etc.) and allocate budget accordingly. Build a case over a period of time. Call the dispatch number each time or report it through email.
• AC – People always speed on Main Street. Last week a man person came into store, screamed at and threatened people. Have cameras at store but area doesn’t feel safe at night. Seeing it in other municipalities as well. Needs to be more of a police presence at night.
• EC – Some people hang out outside the building all day long.
• SB – See lots of speeding and people always blow through the stop sign. Would like Town to put in speed bumps or flags in the middle of the road to slow people down.
• AC – People associated with one downtown businesses rev motors after 8pm. Disruptive to everyone.
• KTD – Need police enforcement. Traffic calming measures could help – speed bumps.
• EC – Forward all complaints to Halton Police and track it. At Police budget time, can make a delegation.
• KTD – Town has not decided whether to keep the speed limit on Main St to 40 km/hour after patio season. Worth exploring speed cameras. Suggest DMBIA make a delegation when the speed camera question comes up at the Town. Will send contact details for Traffic Sargent.

For December Meeting

• Suggestion to have in-person meeting in December, maybe at Barn Door Café. RS to connect with AC.
• Could consider a hybrid model meetings for the new year.

AC moved to accept the ED Report. MG seconded the motion. Motion passed.

JT moved to accept the Council Report. ML seconded the motion. Motion passed.

New Business

• JT – Inquire about status of safety barrier at Martin & Main St.
• RS – We requested that that be added to 2022 Town budget. Will follow up.
• MG – A letter was sent by the BIAs in Toronto requesting that restaurants be allowed to go to full capacity like many of the sport and entertainment venues.
• RS – We were not contacted to sign letter. May have been through TABIA. Lots of complaints in the media, community related to restaurants still having capacity limits.
• SB – Once they can go to full capacity, problem will be finding staff. Staff shortages right now.

Adjournment

• SB moved to adjourn. KTD seconded the motion. Motion passed.
• Meeting adjourned at 7:56 pm

Attendees: Sara Bergsma (SB), Eric Chabot (EC), Alan Cooke (AC), Margaret Lara (ML), Rachel Shuttleworth (RS)

Regrets: Colin Best (CB), Miguel Gonsalves (MG), Joe Taglieri (JT), Kristina Tesser Derksen (KTD)

EC called the meeting to order at 6:37 pm.

EC asked the board if there was any declaration of pecuniary interest or conflict of interest. None were made.

Review of previous minutes

• AC moved to accept October minutes. ML seconded the motion. Motion passed.

Treasurer’s Report (delivered by RS)

• Expenses on track based on recent trends. Expenses for October were around $30k (includes $10k not yet reflected in Town reports, related to HolidayFest, with some for beautification and Tiny Tots).
• Total expenses to date are $209k. We’ve spent 82% of budget so far.
• Anticipating $44k in expenses for November & December, as well as HolidayFest expenses.
• Anticipated deficit is $2k, but does not take into account vendor and sponsorship revenues for HolidayFest. That will put us in a positive position.
• AC moved to accept the Treasurer’s Report. SB seconded the motion. Motion passed.

Council Report (delivered by RS)

• Visit the Region’s website regularly for COVID-19 updates.
• Two planning applications currently with the Town – Cedar Hedge Road and Fourth Line. They are for a total of 1,079 new homes, which is approximately 4,000 new residents in the next 2-3 years.
• SB moved to accept the Council Report. AC seconded the motion. Motion passed.

Executive Director’s Report

• My Main Street Funding – Did not apply for Round 1 of the grant. Spoke with Town Operations and Economic Development – too rushed to come up with a plan so we’ll revisit for Round 2 (Dec 1, 2021 to Feb 1, 2022). Possible projects include parkette, mural, safety barrier, Ivy Walkway, etc.

Tiny Tots Trick or Treat

• Took place on Saturday, October 30. Great turn-out and overall, a very successful event despite the wet weather. Had counters on the street – 4,000 attendees. Also, 36 BIA businesses participated, great support from sponsors and partners. Good interest from the community and media.
• ML – Came out to the event. Some stores run out of candy early. More visitors than expected.
• AC – Handed out candy on the street. Great to see so many people out. Positive experience for everyone. Had to go buy extra candy.
• SB – Ran out of candy close to 11:30, great turn-out.

Santa Claus Parade

• DMBIA is a Platinum Sponsor for the 2021 parade. Registered for a float for the parade, will be used to promote HolidayFest. AC assembling the float for the event. EC tried to get Winterhawks involved but they are not available.

Downtown Flashback Tour

• Self-guided tour of historic downtown buildings and the businesses operating there today. Launching next week. Developed in partnership with Milton Historical Society and the Chamber’s Shop Local campaign. Includes info on our website, QR codes in garden beds. Funded through Shop Local ($2,5000) and individual churches sponsoring ($100 each) to be a part of it. Fun activation to showcase the businesses and tell the history of downtown. Helps people connect with downtown. Will run till end of January.

Chamber Shop Local

• Creating a promotional video encouraging people to shop, dine, visit downtown Milton, using footage from photo shoots this past summer (businesses, parks, etc). Editing funded through Shop Local campaign. Will get one version that recognizes Shop Local, and another version that doesn’t so we can keep using it afterwards.

Downtown Milton HolidayFest

• Happening Saturday, November 27. Lots of interest from community and media. Encouraging members to come out on the street or set up a display to help showcase their businesses and fill up the street. Two members working on extended patio applications. Last minute outreach to a few vendors. Full entertainment line-up posted. Some sponsorship support coming in. Need a few more ‘experienced’ volunteers for the day of the event to work in key positions. Harder to get members out in this weather than in the summer. Some businesses doing indoor activations (MHS ChristmasFest, Forest Hill Christmas Village, etc.)

Seasonal Patio Program Meeting

• Meeting scheduled for November 22 to get feedback from restaurants on the seasonal patio program and recommendations for the future. Will also include opportunity for retailers to join if they want to discuss possible sidewalk retail space. Several months ago some of our retailers said they might be interested in having DIY workshops outside, or displays, periodically. Today Toronto announced that CafeTO will be a permanent program – heard they are waiving the fees for year one at least.

Beautification

• Forest Hill is putting up a Christmas tree (12 feet high) in the parkette. Great to see that space being used in creative ways.
• Old bench and planters removed from parkette. Picnic tables will be in place there for the winter. New furniture will be added in 2022.
• No update on Canada Communities Revitalization Fund (mural project). Adam Van Koeverden’s office is following up on our behalf.
• Next week, wreaths will be installed and string lights will be replaced where necessary.
• Banner project – Banner hardware still in production. Remaining banners will be installed when wreaths are removed (January 2022).
• Garden bed receptacles will be repaired next week so they can be used for HolidayFest.
• Litter management & other support – Our new ambassador comes on Saturdays once or twice a month to pick up litter downtown and doing a great job keeping the street looking tidy. He also helped with event logistics at Tiny Tots.

Update on our request for Town’s 2022 Budget

• Town staff is requesting dollars for some new bollards (not a safety barrier) for Main & Martin intersection for 2022. They plan to work with the urban design team to come up with a more permanent solution for that intersection and cost that out for 2023 budget.

Human Resources

• Sophia will be continuing in her role until February 2022 (mid-Dec to mid-Feb covered through Canada Summer Jobs Grant).
• Request for cost of living adjustment for full-time employees effective January 1, 2022. Board to have discussion on adjustment amount.

December board meeting

• In person meeting for December 8 – light agenda, social time

SB moved to accept ED’s Report. ML seconded the motion. Motion passed.

Adjournment

• ML moved to adjourn. AC seconded the motion. Motion passed.
• Meeting adjourned at 7:02 pm

Attendees: Sara Bergsma (SB), Eric Chabot (EC), Alan Cooke (AC), Margaret Lara (ML), Kristina Tesser Derksen (KTD), Colin Best (CB), Rachel Shuttleworth (RS)

Regrets: Miguel Gonsalves (MG), Joe Taglieri (JT)

SB called the meeting to order at 7:23 pm.

SB asked the board if there was any declaration of pecuniary interest or conflict of interest. None were made.

Review of previous minutes

• CB moved to accept November minutes. EC seconded the motion. Motion passed.

Treasurer’s Report (delivered by RS)

• Expenses were almost $32k for November. Increase in monthly expenses are due to Holiday event.
• Grant, vendor fees and sponsor support helping to cover costs for HolidayFest.
• 91% of adjusted annual budget spent to date.
• Expected expenses are December are around $21k, plus $23k for HolidayFest.
• EC moved to accept the Treasurer’s Report. CB seconded the motion. Motion passed.

Council Reports

KTD (Local)

• 2022 Town budget has been approved by Council. Includes a 5.47% municipal tax rate increase (blended rate of 2.94%).
• Breaks down to a $20 increase per $100k of assessed property value. Our tax rates continue to be among the lowest in the region.
• Two elements that Council members ensured were reflected in the 2022 budget:
• The Steeles bus program pilot – an initiative through the Town and the Chamber of Commerce which brings employees from Mississauga to Milton by bus;
• Additional support for tree planting – Two new positions were added within the Town.

CB (Regional)

• Tax rate increase for regional portion of taxes is 2% (translates to a 2.9% rate adjustment).
• COVID numbers are rising so government is pausing on further reopenings at this time. Keep checking Halton Region website for updates.
• Province approved Amendment 48 to the Regional Official Plan – changes to mixed use developments, allows for greater intensification.
• Possible provincial election on June 2, 2022.
• Province not coming through on growth support for the region. Region is currently short by $9M.
• ML moved to accept the Council Reports. EC seconded the motion. Motion passed.

Executive Director’s Report

General

• Now opened: SG Hair Design, Bud’s Cannabis Store, Mirror by Nurse Yara, Soccer World
• Coming soon: Marquee Steakhouse
• Forest Hill Christmas tree in place in parkette – thank you to Eric for assistance, tools, supplies

Downtown Flashback Tour

• Launched in November and in place until end of January. Self-guided tour of historic downtown buildings and the businesses operating there today. Funded through Shop Local, churches contributed as well in order to participate. Could extend the tour into warmer months if we wanted to, and could add more locations. Good opportunity to pilot this type of initiative.

Santa Claus Parade

• Thank you to Alan for taking the lead on the parade float. Float used to promote HolidayFest, downtown businesses. Included flyers, signage, Paw Patrol characters. Chamber (Shop Local) involved.
• CB – High number of people came out for the parade. Overall, event worked out well and people were pleased to be out at an event again.
• AC – Two volunteers dressed as Paw Patrol characters were very popular with the kids and did a fantastic job. Asked them to come for HolidayFest.

Downtown Milton HolidayFest

• Event took place November 27. Overall, positive response from the community. Good turn-out. Developing attendee estimate using video footage, counter results, wifi stats.
• Member feedback was generally very positive. Several businesses, restaurants were busy.
• A couple businesses complained about parking – their regular customers couldn’t find parking on the day of event. Businesses that come out with a booth on the street, as well as some other specific businesses (some restaurants, retailers), benefit the most on event days.
• SB – Businesses need to notify customers about events and impact on parking downtown. Events make downtown feel vibrant, helps generate business in the future, not necessarily on the day of event.
• CB – When events happen, parking spots will fill up faster than usual. Events bring potential customers downtown so businesses should take advantage of that.
• EC – Cannot provide special parking privileges for specific businesses at event time. All businesses will want them and we don’t have it in our budget to accommodate everyone.
• AC – Store and café were busy all day long. Great to see people out enjoying our downtown again and see the businesses benefitting. Some businesses may not benefit as much as others, but events benefit the community as a whole.

My Main Street Funding

• Grants between $25k and $250k (federally-funded), supports local community placemaking projects, including events, activities, enhancements, and policy and capacity building designed to draw visitors and increase local vibrancy.
• Year 1 (end of 2021) – Spoke to Town staff about a couple project options, but the timeline was tight for applications and we decided not to apply for that round.
• Year 2 (2022) Applications open Dec 1-Feb 1, for work completed Jan 1-Dec 31, 2022 – Consider applying for the funding for this round. 30% of the grant dollars are left to be awarded.
• Project options:
• Parkette mural (beautification through public art) – Applied to Canada Community Revitalization Fund for this but haven’t heard back yet. Could repurpose application for My Main Street.
• Safety barrier at Main & Martin intersection – Town will put bollards up for 2022, and consider other safety barrier options for 2023 budget.
• SB – Loved the marquee letters at HolidayFest and they generated a lot of interest and engagement. Consider something more permanent.
• EC – Could incorporate art/creativity into the safety barriers (ie statue, etc), so it looks visually appealing and that keeps pedestrians and storefronts safe.
• KTD – Could involve FASM, local artists, engineers, etc.
• CB & KTD to request further action from Town staff on this project to make sure we get responses in a timely manner and can make a decision on whether to apply for this.
• Ivy Walkway improvement – new furniture, redesign of the Ivy walkway. Incorporate more seating, functional furniture into it. Project is highly dependent on the Town’s involvement, could be hard to achieve in a short time. Don’t apply for this at this time.
• Patio infrastructure – Boardwalks and other equipment to allow restaurants to extend their patios. Only a few restaurants extended onto Main Street, and this project would directly benefit a small number of businesses. Don’t apply for this at this time.
• Seasonal lighting – New light-up street pole decorations. Costs range from $800-$1800 per unit, approximately 50 poles. Other costs include brackets, annual installation and removal, storage and transport, maintenance, etc.
• KTD – Community in Scotland has local children design their street pole decorations and produce one new one each year. Decorations are unique and colourful. Excellent way to engage the community, involve children, showcase ‘local art’, etc.
• RS – Would need to design all at once instead of one per year for it to fit within the perimeters of the My Main Street funding.
• Banners in recognition of local veterans – showcase local war veterans on street pole banners in the fall, leading up to Remembrance Day.
• AC – Involve local businesses, families of local veterans, the Legion, etc. Could be a Legion-led initiative that we support. After Remembrance Day, present the families with the banners. Businesses could sponsor the banners, and have their logo included on them. Would need to cost out how much it would be to create, install, remove banners, then determine sponsorship.
• EC – Partnership opportunity with the Legion. Could ask Legion to lead the fundraising side and family coordination. We could lead on banner design, creation, installation.
• RS – Total cost of our recent banner updates falls below the threshold for My Main Street funding, so not a fit for that program, but could work as part of another program or as its own initiative. RS to include on list of possible projects, RS and AC to explore further.
• Highest potential projects for My Main Street application – Artistic safety barrier, mural (if we don’t get CCRF funding) and customized seasonal lighting. RS to develop grant application for one.
• EC moved to accept ED’s Report. CB seconded the motion. Motion passed.

Other Business

• CB – Speeding along Millside Drive: When Main Street is closed, many drivers speed along Millside Drive and we have received complaints from residents. I will ask Town to put detour signs up prior to events, construction or other road closures on Main Street so people know where to go.
• AC – Strategic priorities for members: A lot has changed for our businesses in recent years. Could consider reaching out to members in the new year and see what they want, need, how we can help.

Adjournment

• CB moved to adjourn. ML seconded the motion. Motion passed.
• Meeting adjourned at 8:57 pm