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

Regrets:

EC called the meeting to order at 6:33 p.m.

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

Review of previous minutes

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

Treasurer’s Report

• From an operational perspective we had a successful year. Things opened up in the second half of year.
• Expenses reported so far are approximately $250,000. Around $18-$20k still needs to flow through. Revenues were $331,622.
• Expected surplus is around $27k for 2021, and there is the unused amount transferred from the reserve of $39k. Total transfer back to surplus is expected to be around $66k.
• HolidayFest was successful from financial perspective and was very well-received in the community.
• Had financial contributions from province and Town, and expected expenses for 2021 that did not materialize due to the shut-down. Assuming things reopen in 2022, we have some flexibility.
• CB moved to accept the Treasurer’s Report. SB seconded the motion. Motion passed.

Council Reports

CB (Regional)

• February 9 is Regional council meeting where we are dealing with Regional Official Plan for 2031 to 2051. Expecting lots of delegations at that meeting. Important opportunity for public input.
• Check the Halton Region website for COVID updates (red and yellow banners).
• Downtown could qualify as a Community Improvement Program area through the region. This would be beneficial for property owners.
• Meritor building has been demolished. Developer will be holding public meeting and then coming to Council with their plans for this mixed-use area.

KTD (Local)

• Town installed two ice rinks – one at Rotary Park and one in Campbellville.
• We are in a modified Step 2. Vaccine clinic coming up at the Sports Center coming up next week.
• Upcoming Town council meeting includes a vote for Milton’s position on the Regional Official Plan, a new development with 1,000 homes, and a couple other items.
• JT moved to accept the Council Reports. SB seconded the motion. Motion passed.

Executive Director’s Report

2022 Operating Calendar

• Calendar organized by strategic priority – promotions, attracting businesses, advocacy, beautification, added operations. Lists items that happen on a regular basis every year, and new/modified 2022 items. Adjust as needed as things change throughout the year.
• Q1 and part of Q2 focus more on planning and administration. Expecting further lifting of public health restrictions after that, so we would return to more events.
• Events – Uncertainty remains due to COVID impact. DMSF likely not possible and we are a few months behind in planning. Car Show possible as the planning period is shorter. Other potential events include Farmers’ Market, Tiny Tots, HolidayFest, activations.
• Marketing & promotions – Website and social media, Downtown Flashback Tour, wifi stats, Discover Downtown Milton guides, Easter campaign.
• Member database – Member database update, OBIAA CRM committee.
• Member communication & support – Member feedback survey, welcome kit update, COVID updates
• Focus on attraction of new businesses – Sharing vacancy information, maintain relationships with landlords, events help attract businesses (vendors become tenants).
• Advocacy – Chamber GR committee, OBIAA, Town relationships, patios, All Candidates meeting.
• Beautification – Mural update, opportunity to do more in beautification this year if our event focus is lighter, spring clean-up (ambassador), seasonal décor (grant application), safety barrier at Main & Martin, parkette update.
• Ops/Admin – Sponsorship, grant applications, insurance research, basement & admin clean-up.
• Keeping a list of potential projects that we can review and address when the time is right – made progress on several items on the list in 2021.

Discussion:

• CB – Could flip order of summer events, Car Show earlier and DMSF later. Dufferin Aggregates willing to provide stones for safety barrier. CB is working to get approval from the Town for this.
• AC – DMSF creates greater value than Tiny Tots for small business.
• EC – Town contribution is critical for us to host DMSF and they haven’t committed.
• RS – Town hasn’t filled events person role so they can’t support at the capacity they have before. Town staff time is necessary for day of event as well. Summer activity/activation – could do an enhanced summer activity ie ‘Love your Downtown’ Peterborough campaign with patios, buskers, promotions (no road closures, less planning required).
• KTD – Consider bringing in a third party to run events. Residents thought Holiday Street Market was fabulous even if vendors and members didn’t.
• EC – Instead of one large event, do more frequent smaller events that attract same amount of people but over period of time. Could create an events position that specific works weekend events. Each year we negotiate with Town to get them onboard with DMSF. Could ask them for resources to allocate as we see fit.
• KTD – Still need volunteers and Town support even if we have a specific event person.
• RS – DMSF has maybe 40-50 day of Town employees. We relied too heavily on volunteers in key roles for HolidayFest. Would like to request the Town’s DMSF dollars (around $40k – TBD) to be spread over the events we are hosting. Also request approximately 30 day-of staff for events.
• MG – Consider what could be removed from DMSF to make it work within a smaller budget, planning window. Apply HolidayFest model to summer event, need to support businesses (they are losing Q1).
• SB – Agree with exploring a third party. If we host event, we need to offer entertainment/music to go with the vendors, food, etc. People really want to get out. Tiny Tots costs businesses lots of money in candy, could go away if needed. Smaller events still take a lot of staff time. Suggest doing a scaled down version of the Street Festival, plus HolidayFest.
• KTD – Could combine summer events (smaller version of Street Festival combined with Car Show). Determine if Milton Cruise is interested in getting involved.
• RS – Local dealership has a car club that might be interested in partnering if Milton Cruise cannot. Don’t know yet how much staff time we need for other projects (mural, seasonal décor if funded).
• SB – Summary, could work within the scope of what we have and do HolidayFest-sized event in the summer (combo small DMSF & Car Show), HolidayFest, could drop Tiny Tots if needed.
• KTD – Townsend Smith worked with Milton Ford to do Ribfest on Main Street. Could explore event planning company partnerships for next year.
• AC – Have contact for an event company he and Cheryl talked to a couple years ago.

Funding Updates

• My Main Street funding – Got pricing from two companies for custom LED street pole decorations. Suggestion to order mostly standard decorations for poles and create a few custom ones and keep adding a couple new decorations each year.
• Reconnect grant – Applying for HolidayFest for 2022.
• Request to Town for funding and staffing for 2022 events.

Event summaries

• Summaries provided for Tiny Tots and HolidayFest. Events were successful
• EC arranged to have video clips taken at HolidayFest and we had volunteers count attendees in them. Used that to estimate total attendees. Would love to do this for events going forward. We have estimated number of attendees for past events but our estimates were much less accurate. At Tiny Tots we had volunteers with clickers at all open entry and exit points.
• Estimated total visitor spending on the day (based on survey responses) – Tiny Tots was $25,000, HolidayFest was $200,700.
• Staff costs – we track our hours roughly. We have staff in the office that are new to our events, lots has changed due to COVID, new people at the Town, so hours were a bit higher relative to past.
• KTD moved to accept ED’s Report. SB seconded the motion. Motion passed.

Other Business

• EC would like to discuss some possible new policies we could implement (recommended by OBIAA). Specifically, policies for human resources, board member roles, etc.
• Executive is discussing possible staffing policy and will bring update to upcoming meeting.
• Current board term is coming up. To ensure smooth transition to incoming board, recommend a policy on board roles and responsibilities.
• Could be other policies that OBIAA has that would be useful for our board as well, will review them further and we could implement them over the course of the year.
• KTD – Thank you to the Milton Winterhawks for their generous donation from the Winterhawks for Hospice. They donated $2,065 to the Townsend Smith Foundation. Buds Cannabis also made donation.

Adjournment

• SB moved to adjourn. KTD seconded the motion. Motion passed.
• Meeting adjourned at 7:55 pm

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

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

Guest: Eric Parris

EC called the meeting to order at 6:36 p.m.

EC 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 January minutes. ML seconded the motion. Motion passed.

Treasurer’s Report (Delivered by RS)

• Expenses 16k for January, normal for this time of year, no event expenses currently.
• Rest of Reconnect grant will be coming in next few weeks, approximately $5k.
• CB moved to accept the Treasurer’s Report. ML seconded the motion. Motion passed.

Council Reports

KTD (Local)

• Town staff currently developing an Airbnb short-term rental staff report due to high number of complaints received about short-term rentals in neighbourhoods. Staff looking at ways to regulate these, ie licencing fees, restricting days per year, primary residences only, etc.
• Can now dispute and pay parking tickets online through automated system.
• Council passed motion to send a strongly worded letter to Government of Quebec stating Council does not agree with Bill C-21 (bill preventing people working in civic spaces to wear religious symbols).
• Recreation facilities reopened January 31, most restrictions lifted.
• A member complained about garbage on Main Street, snowbanks make it hard for waste management staff to access garbage bins. Asked Operations to dig out garbage in a few spots.

CB (Regional)

• Had a Regional Council meeting today, included a public meeting about MEV (specifically about 50 hectares behind velodrome). Needs to be rezoned as a research area. Also included workshop regarding next Regional Plan, lots of discussion and debate.
• Census numbers released for Canada. Milton’s population is 132k people. Was projected to be 138k, we are not in top 10 growth cities. Short about $9M to be able to fully fund our growth.
• ML moved to accept the Council Reports. CB seconded the motion. Motion passed.

Executive Director’s Report

• Strategic Priorities member survey now open, goal of 60 responses. Ambitious goal based on past participation rates, but we need member input to help us with prioritizing and decision-making.
• Chamber has launched Community Awards program – we’ll nominate some downtown businesses.
• Grant updates:
  • Reconnect 2021 – Final report submitted, received a total of $21k to support HolidayFest.
  • Reconnect 2022 – Applied for HolidayFest, slight increase in requested amount for promotions outside Milton, more day-of staff and targeted activations.
  • My Main Street – Applied for standard and custom LED street pole decorations, art contest, community workshops, music nights, staff time. Included several letters of support from community organizations, members, partners.
  • Canada Community Revitalization Fund – Our application was successful and we are currently in the initial planning stages, reaching out to partners, etc.
• Town of Milton event support request
  • Town cannot provide as much staff time investment into DMSF as they have in the past for 2022 (resources are diverted to COVID recovery), and they are approaching the reopening cautiously and not willing to host a large DMSF event this year. We requested the Recreation Department provide financial investment and some staff time to allow DMBIA to take the lead on hosting a summer and winter event. RS preparing formal request/proposal for Town. Board members confirmed the proposal should be a five-year request.
  • Based on 2018 calculations, Town made a net contribution of around $92k into DMSF, BIA invested $34k (both include event expenses, staff time, and revenues). Adjusted for inflation, Town’s investment would equate to $100k in 2021. Proposal should state that in the new model, both parties’ contributions remain in a similar range, adjusted for inflation.
  • Town seems agreeable to providing $40k in 2022. Helps cover some event costs for one event, but not additional staff time we need to run smaller summer and winter events. Town could provide some day-of staff support for SummerFest, not for HolidayFest.
  • KTD – Based on Town’s investment in the DMSF in the past, reasonable to request a larger financial contribution to help cover additional staff at BIA to host both events.
  • CB – Council is in full support of continuing to run this event, even if some departments within the Town are not. It is also an election year and events are popular. BIA can run events for lower costs than Town. Better off having BIA lead the events, with a financial contribution from Town. Continue to require some Town staff to support in planning, but with proper support we can reduce our dependency on Town staff. DMSF & downtown events benefit the community.
  • EC – Whether to continue to negotiate with Town staff or submit proposal to Council. Our contribution is largely the increased staff time needed to manage the events. Need to request enough money to be able to deliver two HolidayFest-sized events (1 stage, vendors, activations, etc.) each year for five years. Can’t rely on grants.
  • CB – Proceed with negotiating for staff budgets for 2022. Submit the proposal now and begin discussions for further budget allocation for 2023 and beyond.
  • RS to submit formal request to Town. Request similar level of support as in the past (but a larger financial contribution and less Town staff time), plus inflation, for five years.

OBIAA 2022 Conference

• Happening in April in Niagara Falls
• RS interested in attending full conference, KTD interested in attending for one day.
• CB made motion for RS and KTD to attend conference. Seconded by ML. Motion passed.

SummerFest

• Target date for event is June 18, 2022, 12pm to 8pm. Developing logo, website pages for SummerFest.
• Asked Milton Cruise to get involved, they are gauging interest from their members (wouldn’t stay for the whole event). Some businesses between Charles and Fulton asked for (more) activations in front of their stores. Car Show element is an option. Some activations can get really expensive.

Mural & Parkette

• Mural project: Conversations with Arts Milton underway to determine how they can support the project. Reached out to STEPS about I HeART Main Street program (public art projects in downtowns).
• Parkette: Town said they can’t remove the millstone because they don’t want to disturb the infrastructure under it. Town’s designers will start working on sketches, but said to proceed with mural design in the meantime. Important to ensure artwork and furniture layout work well together – we may need support from councillors on our board to move parkette updates along.
• CB moved to accept ED’s Report. ML seconded the motion. Motion passed.

Other Business

• CB – Lots of additional traffic downtown right now due to closure of parts of Bronte Street. Work was supposed to be done by March 4 but delayed due to weather, etc.

Adjournment

• EC moved to adjourn. ML seconded the motion. Motion passed.
• Meeting adjourned at 7:16 pm

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

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

Guest: Eric Parris

EC called the meeting to order at 6:32 p.m.

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

Review of previous minutes

• MG moved to accept February minutes. SB seconded the motion. Motion passed.
• CB moved to ratify the HR policy e-vote. SB seconded the motion. Motion passed.

Treasurer’s Report

• Expenses 16k for February, consistent with prior month.
• 9.3% of budget has been used.
• Need to pay back some of the Canada Summer Jobs Grant from last year.
• RS – Got funding for two students last year, but we retained the employee from the first period instead of hiring a different person, so couldn’t use the second grant.
• OBIAA conference costs are included in the expenses.
• CB moved to accept the Treasurer’s Report. ML seconded the motion. Motion passed.

Council Reports

KTD (Local)

• Council approved Economic Develop Strategy.
• Seasonal patio program is going ahead (April 16 to October 31 for public property patios). Allows restaurants to expand capacity, assists with pandemic recovery.
• Council approved policies for mobility hub around the Go Station, working to make that area a complete community (accessible, walkable, complementing historic downtown).

CB (Regional)

• On March 21, province lifting mask mandate, but still encouraged to wear masks. Updates at Halton.ca.
• Bronte Street North construction – Watermain work delayed, extended to end of April. Bronte will be closed most of the year which means more traffic downtown.
• Regional Official Plan Review – April 13 for public meeting, June 15 for final vote. Looking at no boundary expansion, more density in current areas. Whole economy has changed due to COVID, CB requested review of plan in five years.
• SB moved to accept the Council Reports. ML seconded the motion. Motion passed.

Executive Director’s Report

• SP has resigned. Will be posting to fill the Marketing and Administration Assistant as soon as possible, possible link to Canada Summer Jobs but not critical. Will do an exit interview prior to her leaving.

Member Survey

• Thank you to AC for encouraging us to conduct a member survey.
• 73 responses (a third of membership)
• Strategic priorities ranked as follows: 1. Promotions (social media, events, marketing), 2. Beautification, 3. Attraction of new businesses, 4. Advocacy
• What they like about BIA – Communication (newsletters), events, beautification, in-person outreach
• What they dislike about BIA – Some businesses get more exposure than others, want more in-person networking with other members, lack of parking
• Greatest opportunities for downtown – More events, better business mix, unique character and atmosphere of downtown, marketing and exposure, building & development
• Greatest threats – Lack of parking, public health restrictions, decline in foot traffic, costs (taxes, rent), poorly maintained storefronts & sidewalks, growth focused outside downtown
• Safety – Over 70% said downtown feels safe. Speeding, traffic and road safety primary concerns. Some concerns around safety at night and crime and break-ins.
• Top business priorities for members – Growth, build/support community, promote business, property and space improvements
• How members want BIA to support these goals – Marketing and promotions (top score), events and activities, increase foot traffic, connections between members, etc.
• Top scoring events – Street Festival, HolidayFest, Farmers’ Market on Main Street
• Lowest scoring events – Farmers’ Market at Fairgrounds. Members said Easter Egg Hunt and Tiny Tots ok but can be expensive and don’t generate much sales.
• Several people expressed interest in exploring a board position.
• CB – Lots of parking on Mary Street, more signage might be needed. Suggest having members remind their staff to park behind buildings and let customers park on Main.
• MG – This info will be useful as we decide what areas to refocus on or not.

Funding Update

• Reconnect Ontario 2022 – Applied for HolidayFest 2022.
• Canada Summer Jobs – Applied for two positions for 2022.
• My Main Street – Applied for LED seasonal decoration project. Expecting response this month.
• Canada Community Revitalization Fund – Discussing agreement for mural project.
• Town of Milton – For 2022, Town providing financial contribution, staff time for planning, operations and SummerFest day-of staff. Willing to discuss arrangements for 2023+. Hopefully some of the dollars can be used for HolidayFest as well.

Wifi report

• Can log into the dashboard and get data for a two-month period.
• Passersby – people in vicinity of access point for less than 5 minutes. Daily average 14k for February.
• Visitors – in vicinity for more than 5 minutes. 700-1,700 visitors for February.
• February 12 was highest day (Saturday), February 27 was lowest day (Sunday)
• Can see what areas get the most visitors, what get the most repeat visits, etc.

SummerFest & HolidayFest

• Milton Cruise not able to lead car show element of the SummerFest.
• CB – Some specific members of Milton Cruise might participate, and offroad club might be interested.
• Santa Claus Parade moved to Saturday, November 27 due to police availability. RS suggested running HolidayFest on November 19. Secondary option is December 3 but more likely to need snow removal, etc. Could explore a private security company if police are not available.
• SB – Merchants need more time to get stores ready for holidays. Suggestion to run event December 3.
• All – Proceed with December 3 for HolidayFest.

Farmers’ Market

• Some pushback recently on social media about market happening at the Fairgrounds.
• Chamber had to make the decision months before the event and Fairground provides more flexibility.
• Told Chamber we may do some activations downtown on Market days to bring visitors to Main St. Chamber offered to help promote it.
• KTD – Market vendors like the Fairgrounds, but many vendors are not Milton-based. Important to consider downtown business needs. Complex issue and Chamber will examine it closely for 2023.
• SB moved to send a letter to Milton Chamber encouraging them to bring the Farmers’ Market back to Main Street in 2023. ML seconded the motion. Motion passed.

Public art mural project

• Participating in I heART Main Street, run by STEPS. They provide pro bono support and advice for BIAs to undertake public art projects. Some financial support available if artist(s) from a minority group.
• Partnership with Arts Milton, confirming what tasks they can take on for the project.
• Other BIAs have done mural projects painting the wall instead of panels (public or private property).
• Originally wanted panels because they could be moved to a new location if needed. Disadvantage of panels – won’t cover whole wall, not as visible from afar, concerns around vandalism on wall.
• However, panels wouldn’t cover the whole wall so they would only be visible from some parts of the
• CB – Reach out to Jill Hogan re whether this could be a pilot CIP project. Could strengthen our relationships with Town and Region, may be funds available. There is an application process.
• RS – Will reach out to Town to inquire about any funding through the Culture Plan.
• Need to raise $15k in order to access the full federal grant funding. Finalizing grant agreement.
• Launching 2022 sponsorship package shortly (includes events, mural, gardens, guide).
• Will reach out to potential partners (Laurier, Conestoga, etc.).
• Assembling working group for project to support with planning and implementation.
• MG – Need to close the funding gaps and secure sponsorship to cover costs.
• SB – Bergsma’s will donate all the paint and sealers for the project – make this a C2 initiative.
• CB moved to accept ED’s Report. SB seconded the motion. Motion passed.

Other Business (CB)

• Staff reviewing whether they can use armour stones as safety barrier at Main & Martin.
• Suggestion to do a public meeting for provincial candidates to discuss downtown issues.
• Proposal going up for 164 Main Street for some remodeling.

Adjournment

• CB moved to adjourn. SB seconded the motion. Motion passed.
• Meeting adjourned at 7:48 pm.

Attendees: Eric Chabot (EC), Margaret Lara (ML), Colin Best (CB), Sara Bergsma (SB), Alan Cooke (AC), Joe Taglieri (JT), Rachel Shuttleworth (RS)

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

Guests: Eric Parris, Julie Rock, Ian Campbell

EC called the meeting to order at 6:33 p.m.

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

Welcome and introduce guests.

Review of previous minutes

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

Treasurer’s Report (Delivered by RS)

• Expenses were $17k for March.
• Impact of salary adjustments is now reflected.
• 14% of budget used to date.
• Few expenses reflected to date for SummerFest, but those will show up in next month’s report.
• Marketing & Admin Assistant left at the end of March so staffing costs will be a bit lighter for April until new person is hired.
• CB moved to accept the Treasurer’s Report. ML seconded the motion. Motion passed.

Council Report

CB (Local and Regional)

• Regional Official Plan Review – Public meeting happening April 13, going to Regional Council June 15 for final vote.
• Civic Precinct Report reviewed by Council at April 11 meeting, council reviewed staff recommendation to retain consulting services for public engagement and design of updated precinct concept.
• Provincial election to be called early May, election day will be June 2.
• SB moved to accept the Council Report. AC seconded the motion. Motion passed.

Executive Director’s Report

• Finalizing paperwork to hire new Marketing & Administration Assistant and she will start this month. Will be with us for the summer and returning to school in September.

Downtown Milton SummerFest

• Happening Saturday, June 18, 12-8pm.
• Vendor acceptances sent and still working to finalize participating members. Anticipating approx. 70 vendor & BIA member booths.
• Selecting entertainers, discussed options for closers.
• SB – Ensure a good variety of music throughout the day. Lots of great local bands.
• Some sponsors confirmed, further outreach underway.
• Trying to include a small-scale car show for a minimum four-hour period during the event.

Milton Farmers’ Market

• Sent letter to Chamber encouraging them to bring market back to Main Street in 2023.
• Will gauge interest from members about whether they would use a market booth this year if we get one. BIA could get a booth for all or part of the summer.

Public Meeting with Provincial Candidates

• Targeting meeting on Thursday, May 12 in the evening at Southside Community Church.
• Asked board to suggest questions, send ideas to RS ahead of the meeting.
• Will have a public form for members and others to ask questions.
• EC – Could accept additional question suggestions when attendees sign in at the door.
• Want to include a networking/meet & greet element to event.
• CB – Agree with proposed timing – 45 minutes for networking, 45 minutes for moderated discussion.

LED Seasonal Decorations

• We were not approved for the My Main Street grant for this project. Could consider applying for the Canada Community Revitalization Grant for a small portion of the project (ie smaller number of standard decorations, no custom decorations, etc.).
• Board recommends continuing to use wreaths as long as needed, until we get other decorations.

Public Art Mural Project

• Assembling working group to help plan and implement project and a few people on this call are participating – thank you!
• Discussion on what needs to come to the board for approval for this project.
• EC – Working group are going to be most knowledgeable about the project and have lots of expertise in this area. Working group to recommend art design for board approval. All other aspects are best managed by the working group.
• RS establishing project timelines, reaching out to potential sponsors, etc.
• Town staff requesting a resolution to be passed by Council at May 9th meeting indicating that the Town will forward any grant funds we receive directly to BIA. Provides back-up documentation in case funders want it.
• CB moved to accept ED’s Report. AC seconded the motion. Motion passed.

Other Business (CB)

• CB – Town did not approve the use of armour stones as a barricade for the Main & Martin intersection, so those will not go ahead. Town exploring other options for that space.

Adjournment

• ML moved to adjourn. SB seconded the motion. Motion passed.
• Meeting adjourned at 7:25 pm.

Attendees: Eric Chabot (EC), Sara Bergsma (SB), Margaret Lara (ML), Kristina Tesser Derksen (KTD), Rachel Shuttleworth (RS)

Regrets: Miguel Gonsalves (MG), Alan Cooke (AC), Joe Taglieri (JT), Colin Best (CB)

Guests: Eric Parris, Julie Rock, Ian Campbell, Nancy Cuttle

EC called the meeting to order at 6:35 p.m.

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 April minutes. ML seconded the motion. Motion passed.

Treasurer’s Report (Delivered by RS)

• Expenses on track, around $17k for this month
• Expenses for SummerFest starting to come in, policing was the biggest expense to date
• New staff member started at the end of April. Were down one staff person for a few weeks in March.
• Sponsorship and vendor revenues coming in for SummerFest. Town has been great with connecting us to past Street Festival sponsors. Will likely have more vendors than originally anticipated.
• Sitting at around $20k for sponsorship and $14k for vendor fees. Hoping to be able to use Town’s contribution towards SummerFest and HolidayFest.
• ML moved to accept the Treasurer’s Report. KTD seconded the motion. Motion passed.

Council Report

KTD (Local and Regional)

• In consent agenda, Council approved the mural funding for BIA through the federal funding program.
• May 30th Council Meeting – reviewing proposed regulations around Air B&B, short-term rentals.
• Canada Day will be happening at the Fairgrounds again this year.
• Attended Milton Youth Awards at Arts Centre – Recognized outstanding youth and their fundraising for charitable causes, initiatives to support the community, etc.
• Provincial Election coming next month.
• Municipal Election coming in October, so entering ‘Lame Duck Council Phase’ – Means there won’t be any significant votes that would impact the next council.
• RS – Will any changes to Street Festival be impacted by this council phase?
• KTD – Only large-scale projects would be impacted, Events are within scope for staff to manage so likely won’t be impacted.
• ML moved to accept the Council Report. SB seconded the motion. Motion passed.

Executive Director’s Report

• Approved for two Canada Summer Jobs students. Currently have one student in the office doing marketing, events, administration. Second student will be focused on beautification, smaller activations on the street to promote the downtown, etc.
• OBIAA Conference took place at the end of April.
• KTD – Great conference. Attended a session on best practices from other BIAs (ie big pink building in Barrie, mural alleyway in Beamsville, Welcoming Streets program where a social worker interacts with homeless community and keeps atmosphere friendly. Good vendors and networking,

Downtown Milton SummerFest

• Happening Saturday, June 18, 12-8pm.
• Anticipating approx. 70 vendor & BIA member booths. Some members that had a booth in the past said they want to focus on operations inside and some short staffed.
• Released entertainer line-up for BMO (Main) Stage.
• Newly added – Milton Strong Performance Area supported by Lajy Welding where local businesses and performers will do demos, classes and shows.
• Two car show shifts confirmed. First is Milton Cruisers – 12-4pm, Second is Mustang Club – 4-8pm. Will have Operations, Police and volunteers help manage pedestrians when cars are on the move.
• Call for volunteers went out. Request that board members, guests volunteer on the day if available.
• Town working to secure some staff to help at the event.
• Looking at possible charitable partner, want to find a partner that feels they would benefit from exposure gained through event (less emphasis on fundraising).
• KTD – Manage expectations and look for a partner that is looking to promote their brand, connect with community and raise awareness about a cause.
• Staffing feels very tight for BIA to manage this event. Will be critical that we have a third permanent, trained person in the office going forward if we take on events like this. Too much to take on everything the Town had done in the past and only have two permanent staff doing it. Need to hire a long-term third person following the summer.

Summer Activity Series

• Will have the second student run simple, smaller scale activations in the summer. Goal is to attract some of the market visitors and others to Main Street, keep a lively atmosphere downtown – music, activities, etc. that can be done on the sidewalk, not shutting down the street.

MPP Candidate meeting

• Happening tomorrow evening. Down to two candidates attending the meeting (Liberal & NDP), but all candidates have been invited. Received some question submissions from the public, and some questions we came up with ourselves.

Member statement related to the floodplain

• With election coming, a few landlords have been taking more action on the floodplain.
• Landlords are eager to get access to mapping study (LIDAR) from two years ago that hasn’t been released yet by the Town.
• KTD – With Townsend Smith, Conservation Halton didn’t allow us to acquire a location that we wanted due to the results of the LIDAR study. Apparently study’s models are worse and they show a greater risk of flooding than what we had in the past. Will email staff and ask for an update.
• SB – Lots of bureaucracy around this issue. Concern that the study could uncover more challenges. Would need a lot of scientific research and resources to go up again the Conservation Authorities.
• EC – Best course of action is for landlords to assemble a group of downtown people to advocate for the issue. Conservatives likely best ally on making any changes happen to floodplain regulations (they already took steps to reduce the powers of the Conservation Authorities). Liberals and NPD would not take up the issue. We needed action 30 years ago on the floodplain regulations. BIA can support the efforts of landlords on the issue, and our councillors can reach out to Town staff for updates. In other communities, studies have been done and it often gets worse, not better afterwards. Cost for study by engineering firm to do an initial study could be min. $20k-30k. BIAs don’t have the power to change the rules but we can support those that are trying.

Mural project

• Received contribution agreement from the government. Funding is for 75% of project costs. Total project budget is $60k, need a commitment that BIA will cover additional $15k through our own budget and sponsorship. Around $6k in sponsorship raised to date. Part of our contribution will be staff time ($3-5k TBD).
• SB motioned to cover the remaining portion of the mural project costs through the BIA budget. KTD seconded the motion. Motion passed.
• Strong focus on diversity and inclusion with grant application. We could look at 50/30 challenge, workplace inclusion plan or other initiatives. STEPS has a strong commitment to diversity and our mural working group identified diversity as an important theme for the artwork. No further action to be taken at this time.

Seasonal décor

• About to submit funding application to HHBRTA (regional tourism organization) for seasonal lighting.
• Funding comes from FedDev, through RTOs, and supports tourism events, infrastructure, etc.
• Used previous lighting grant application and adapted it to this opportunity. Grant amounts are smaller so we reduced the scope of the project (grants are between $20k-$100k)
• Removed the colouring contest element of the project. Applying for funding to help cover decorations for around 60% of poles and can use this as a base for this project. Could develop a sponsorship program around this and grown our collection of decorations over time. A small piece of the funding would be used for programming evenings (music on the sidewalk, activities, etc.).
• Would hear by end of June if we are successful.

KTD motioned to accept ED Report, ML seconded motion. Motion passed.

New business

• RS asked about civic precinct study.
• KTD – Civic precinct study was just recent to a consultant to be reviewed due to the changes stemming from the pandemic. Space needs have evolved so consultant will review and revise recommendations.
• RS – Looks like a lot of staff recommendations have been removed (less office and commercial), the focus will be more on the parking and public square aspect. Want to ensure we don’t lose out opportunities for development downtown. Offices downtown help drive foot traffic downtown for local businesses. Our board should remain involved and ensure we are asking questions.
• EC – Will likely be more rounds of public consultations.
• KTD – BIA and Chamber are important stakeholders and staff should ensure both are consulted.

Adjournment

• SB moved to adjourn. ML seconded the motion. Motion passed.
• Meeting adjourned at 7:18 pm.

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

Regrets:

Guests: Eric Parris, Julie Rock, Ian Campbell

EC called the meeting to order at 6:31 p.m.

EC 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 May minutes. JT seconded the motion. Motion passed.

Treasurer’s Report

• Expenses as expected, around $16.6k for this month.
• Expenses for SummerFest are coming in. SummerFest sponsorship coming along well which helps cover costs for event.
• Some unusual items to be investigated further with Finance Department:
  • Audit expense higher than usual
  • Tax levy amount doesn’t match budgeted amount
• Anticipate that drawdown from surplus can be returned to reserve this year.
• CB moved to accept the Treasurer’s Report. SB seconded the motion. Motion passed.

Council Report

KTD (Local)

• Survey for ‘Living in Milton’ Town of Milton Official Plan is closing tonight. Opportunity for stakeholders to provide input.
• Digital Main Street program is running again for this year – opportunity for businesses to get support and resources for digital marketing.
• June is Pride Month, Town and community groups have activities planned.
• Town unveiling an Orange Crosswalk at the corner of Martin & Mill Street, by Mill Pond, on June 13.

CB (Regional)

• Regional Official Plan coming back to Regional Council with staff recommendations on June 15
• Construction continues along Ontario Street
• New bollards expected to be installed along Main Street at Martin in the next week. Orange water barriers have been removed in anticipation of the new bollards.
• ML moved to accept the Council Report. JT seconded the motion. Motion passed.

Executive Director’s Report

Administration

• Interviews underway for second Canada Summer Jobs student position – this person will support with beautification, litter clean-up, downtown activations on weekends.

Summer activity series

• With support from our additional student, we will run some small weekly activations later this summer (music, activities, possible collaboration with businesses running initiatives, public art activities, etc.) to attract visitors after they go to the market, or others, to Main Street.
• KTD provided recommendation for pianist and he has a piano that can be transported for mobile shows. Could also engage local music schools, young performers, etc.
• EC – Do low touch, high impact initiatives. Signage and marketing to get people shopping downtown and to visit businesses. Tie in with things happening already in the downtown.
• CB – Look at Flix at Fairgrounds plans.

Downtown Milton SummerFest

• Happening Saturday, June 18, 12-8pm.
• Approximately 70 vendors and BIA members, 20 sponsors. Entertainment happening at BMO Stage and Milton Strong Performance Area. Car show confirmed for Commercial to Fulton – two shifts of around 30-35 cars, four hours each. More adult volunteers needed! Town secured some staff to support at event. Charitable partner is Food for Life.

Staffing

• Staff resources are strained taking on all aspects of the event planning that were previously managed by the Town. SummerFest is a large-scale event and our team as it is currently is too small to take on all the planning for an event of this size. Current staff working lots of overtime to get through the work (estimate 2-3 extra days/week between two staff members). Need an additional permanent fully trained resource in the office if we want to continue to run events like this, and need to reduce volume of the other initiatives and new activities at this time. Will post for third position (permanent) later this summer. Board previously approved around $30k+ for the third position. Instead of hiring a junior person at a lower rate, could hire someone with more experience but part time. Told Town we need more help with planning – financial contribution, etc. Economic Development exploring this.
• EC – Overtime work could be properly covered by a third person in the office. Challenges with having to train new people all the time. Reserve student position(s) for tasks that require less training time.
• JT – Staff working from home or office? Boardroom not needed if we do not plan to meet in person. Want to ensure we are only paying for space we need.
• RS – Working from office during the weekdays. Not currently paying for any meeting space, only paying for office space. Had previously looked at other office space options but found our current space is best suited to our needs.
• EC – Make posting for third person for end of June/early July. Start in August.
• RS – Will determine whether it would be an assistant or a coordinator level position.
• EC – Budget has been approved to hire someone which will help reduce the strain on office staff. Will likely be a few efficiencies next year as well. Student positions don’t need a desk, they can focus on litter and outdoor tasks. Engage a recruiter to fill position.

Mural

• Contribution agreement signed and submitted. Delays in being able to communicate about the project because we haven’t been told by FedDev’s Communication Department that we can speak publicly about the project yet. Adam van Koeverden’s office spoke with FedDev on our behalf and FedDev said we can launch the call for artists and speak about the project but not mention FedDev until after we hear from the Communications Department. Will add them to the webpage once we get permission from the Communication Department. Will launch call for artists this week, and come back to the board by early August with a design plan for final approval.
• There will be a public art booth at SummerFest to promote the project and engage kids and families in creative activities.

LED Seasonal Decorations

• Received notice today that we got approved for HHBRTA funding to purchase some new standard street pole decorations. Waiting to hear how much we were approved for (may be less than what we applied for). Planning to put a small working group together from the board to help spearhead planning & implementation on this project. Suppliers have told us orders for seasonal decorations need to be placed in the summer to ensure they arrive on time – there are supply chain issues causing delays.
• MG – Purchasing policy outlines how purchase can be made and additional details. Purchases over $25,000 would go through a request for bids/quotes process.
• EC – Can run our own bidding process (call out to contractors, public postings, etc). Don’t have to use Town’s online bidding process if the timing won’t work for us. Prepare request for quotes which outlines what we need in terms of decorations, installation, etc. Share publicly and invite companies to submit quotes.
• RS – This is largely an infrastructure project (new decorations) and has some some smaller expenses related to marketing and evening programming.
• JT motioned to accept ED Report, ML seconded motion. Motion passed.

New business

• July meeting – rescheduled to Wednesday, July 6.

In camera discussion

• Filling board positions

Adjournment

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

Attendees: Eric Chabot (EC), Sara Bergsma (SB), Margaret Lara (ML), Colin Best (CB), Miguel Gonsalves (MG), Eric Parris (EP), Julie Rock (JR), Rachel Shuttleworth (RS)

Regrets: Joe Taglieri (JT), Ian Campbell (IC), Kristina Tesser Derksen (KTD)

Guests: Nancy Cuttle

EC called the meeting to order at 6:34 p.m.

EC 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 June minutes. ML seconded the motion. Motion passed.

Treasurer’s Report

• Trending well for year to date. In May, expenses started ramping up for SummerFest ($21k), June expenses increased significantly due to SummerFest expenses and beautification ($45k)
• Fundraising is $25k ahead of what we budgeted for
• Still waiting for some final expenses for SummerFest
• Audit fee was showing higher than expected last month but it has been corrected now
• CB moved to accept the Treasurer’s Report. ML seconded the motion. Motion passed.

Council Report

CB (Local & Regional)

• Some planning items on the local and regional council agendas for July.
• Construction season underway – Bronte St construction underway, Ontario St construction should be done and repaved in the fall, Derry Road down to two lanes for construction in some parts.
• Trafalgar Road and Britannia Road development proposals are coming up (40-50k people each, including some commercial areas).
• CB just confirmed as President of Association of Municipalities of Ontario.
• Municipal election coming on October 24.
• ML moved to accept the Council Report. ML seconded the motion. Motion passed.

Executive Director’s Report

Administration

• Second Canada Summer Jobs student position – He is focused on beautification, litter clean-up, small downtown activations.
• Unfortunately, Alan Cooke has resigned from the board. Alan is a strong advocate for downtown business owners and his contributions will be missed.

Summer activity series

• Currently putting together a weekly schedule for music series which includes music schools, musicians, etc. Our summer student will be on site each week to coordinate logistics. (Note, the Music Exchange is also hosting live music/jam at Victoria Park on Saturday afternoons).
• CB – Downtown Oakville hosting live music in their square every Friday night in the summer.

Downtown Milton SummerFest

• Event was successful, great turn-out. Approximately 70 vendors and BIA members, 20 sponsors
• Currently wrapping up summary reports, compiling survey results, counting numbers of attendees, completing financial reporting, etc. Will have full wrap-up report next month.
• Many members were very positive about the event. Positive impact on sales, great exposure, etc. Complaint from a retailer about loss of parking spaces for their customers. Comment that Carriage Square needed more activities.
• CB – The businesses can help animate the area, set up a booth, etc. It is in the business’ best interest to have a booth and be where the people are.
• Some businesses in Carriage Square like bouncy castles, some complain that the bouncy castles block their storefronts.
• NC – MHS was pleased, had lots of people come by for the book sale and blacksmith demos.

Main Street closure for bollards

• Town closing Main Street on a Monday to install new bollards at Main & Martin, 9am-3pm. We could do an activity to encourage people to come down. Several businesses closed on Mondays.
• EC – Short timeline and several businesses closed. Best to communicate that road is closed and encourage people to visit the businesses, patios, enjoy the pedestrianized Main Street.

Town MOU

• Recent meeting with Economic Development, discussed reviewing MOU between Town and BIA. Their recommendation is to review MOU and incorporate requests into 2023 budget planning. Have separate agreements for events and beautification.
• CB – Council encouraging Town staff to develop formalized agreements with groups related to community events.

Flowers

• Challenging to grow plants in the flower beds this year due to dry conditions, trees getting bigger and damage during SummerFest. Contractor had to bury some potted plants because initial plants were not surviving. Will likely need to take this approach going forward. Would work better if there was a ledge around the garden beds but there isn’t so water runs off the beds.

Public art mural project

• Call for artists is closed, received some great applications from artists inside and outside Milton. Invited two artists to submit renderings of their proposed artwork. Mural working group will review and develop recommendation for the board in a couple weeks. Some negative feedback on social media about painting over existing mural. Concern about losing part of the past. Working group looking at best way to have a photo/print of existing mural installed nearby to continue to recognize is.
• CB – This mural could be the start of many other murals. Unfortunately, it’s deteriorating, and these things need to be replaced over time due to weather and time damage.
• NC – Outline the purposes of the project so they know we are dedicated to preserving the history.
• SB – Do a statement later once we have the artwork sorted out and it’s further along.
• ML – Is there a risk of graffiti happening on the new wall?
• RS – Planning to have graffiti coating on the artwork.
• EC – If we stop, could have a negative reaction to not doing the update. Need to stay on course with planning. If people don’t comment, may be because they are happy about it or don’t mind the change.
• Seasonal lighting
• Received contract for Hamilton Halton Brant Tourism Relief Fund. $18k less then what we applied for. Two options are that the BIA covers the cost difference (this is what the funder proposed), or else we go back to them with a reduced budget to fit within their amount. Costs that funder is not covering are project administration, bracket removal/installation, disposal, contractor. Project administration costs are the biggest portion of what’s not covered. Project needs to be done by December 31.
• MG – Around 20% of grant amount not approved. Hard to say no to an 80% funded project. What would it look like to retrofit the project into the approved amount?
• RS – Created a reduced budget to see what that would look like. Concern that funder doesn’t want to fund any admin costs, so if we propose a lesser amount, they may reduce funded amount as well. Student currently assembling a list of potential decoration suppliers.
• EC – Most of the project planning staff time is in the grant application process, so it’s been spent already. Remove project admin and staffing costs from the equation, and would be paying someone to do the wreaths and the string lights this year anyways. We would just be using those dollars to cover the cost difference on the new decorations. Volunteered to take wreaths to the dump and to join working group for this project. Could finish the additional decorations in the coming years.
• CB – Trees along Main St are getting bigging and it’s getting darker, so would be great to have the LED decorations up. Could be supply chain issues, so would likely need to move quickly. Ensure a professional does the installation, removal, and it’s done safely.
• ML – Could be some salvage value on the wreaths or could donate them to the Restore, etc.
• RS – Could see if any other BIA wants wreaths.
  • Colin Best moved for:
    • the Downtown Milton Business Improvement Area to enter into the Hamilton Halton Brant Tourism Relief Fund agreement;
    • the DMBIA to cover the Downtown Lights project costs (as outlined in the project budget) that will not be covered through the Tourism Relief Fund program.
  • Eric Chabot seconded the motion.
  • Motion passed.

New business

• CB – Graffiti downtown is increasing, have received complaints for businesses. Communicate to business and property owners about cleaning up graffiti as soon as possible. Report to police when tags are done.
• JR – Some tags in the courtyard behind Towne Square recently too.

New board members

• Three individuals submitted applications to join the board.
• CB moved to have Eric Parris, Julie Rock and Ian Campbell join the board. EC seconded the motion. Motion passed.

Adjournment

• CB moved to adjourn. ML seconded the motion. Motion passed.
• Meeting adjourned at 7:38 pm.

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

Regrets: Joe Taglieri (JT), Ian Campbell (IC), Miguel Gonsalves (MG), Julie Rock (JR)

Guest: Nancy Cuttle

SB called the meeting to order at 6:35 p.m.

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 July minutes. KTD seconded the motion. Motion passed.

Presentation by Jeff MacIntyre – OBIAA’s CRM Project

• Overview of Main Street RM 1.0 & OBIAA Main Street Analytics

Treasurer’s Report (delivered by RS)

• Some event expenses still coming in from SummerFest, and some summer beautification expenses were incurred recently, so expenses for last month were a bit higher than in the spring. Some other fees and donations have come in related to SummerFest and other sponsorship.
• First payment received for Hamilton Halton Brant Tourism Relief Fund.
• 47% of budget spent to date.
• Town adding a couple more revenue account codes to our budget to reflect recent grants we received.
• CB moved to accept the Treasurer’s Report. ML seconded the motion. Motion passed.

Council Report

CB (Local & Regional)

• Councillor Dilorenzo brought motion to Council to enable home-based businesses.
• Town accepting suggestions for their 2023 budget.
• Town passed short-term rental bylaw. This will help to deter party houses, which are disrupting some neighbourhoods.
• Homeless situation currently underway downtown. Town working with social services to try to provide support for the person and encourage them to get help. Want to ensure support is provided to help make things better for this person. Police are aware and supporting the efforts underway.
• Construction projects: Ontario Street will likely be refinished by end of September and then repaved. Major bridge replacement on Bronte Street scheduled to be completed in December. Hydro lines on Bronte moved underground in anticipation of Durante Group’s proposal. Waiting for Ontario Land Tribunal decision on that development. Other applications are coming in for along Bronte Street. One was approved at the last Council meeting (180 Bronte).
• Meritor property – Developers have not submitted their application yet. Information will be posted on the Town website when it comes in.
• The new bollards that were recently installed at Main & Martin are much better sturdier than the old ones.
• RS – For the Town’s 2023 budget, BIA to recommend that the rest of the bollards at that intersection be replaced as well.
• Also requested that the Town look at options to have power installed in Brown St lots so this can be used for downtown events.
• ML moved to accept the Council Report. EC seconded the motion. Motion passed.

Executive Director’s Report (42h25s)

CRM project

• CRM project will provide BIAs with a standard, clear and easy-to-use way to manage member and stakeholder information.
• Provides valuable (aggregate) economic development insights for BIAs, economic development offices, etc related to their own communities and from across the province.
• OBIAA seeking financial support to help provide matching funds for their CRM project funding.
• EC motioned to sponsor the CRM project for $1,500. ML seconded the motion. Motion passed.

Administration

• Summer students wrapping up this month. Lauren & Zach have done a great job and will be missed. Zach will continue to support part-time with litter clean-up.
• AGM – Possible date: Wednesday, September 21 or sometime that week.
• After the formal AGM portion, could have a presentation by police about graffiti & crime prevention through environmental design and/or public meeting with municipal candidates. Note OBIAA recently advised against public meetings with candidates.
• CB – We’ve done these meetings in the past and work out well. We are hosting meetings for informational purposes for our members and the community, we are not endorsing specific candidates. Recommendation to proceed with candidate meeting.
• Board recommends proceeding with candidate meeting and the police presentation as part of AGM event.
• Marketing Coordinator – Posted position through local recruiter, targeting start date end of August/early September, started interviews this week.
• Approved for Reconnect funding to support HolidayFest. Event happening Saturday, December 3.

Overview of Summerfest wrap-up report:

• Total visitor spending was between $400k & $800k – generated money for local businesses.
• Budget conservatively for these for future years as these can vary widely.
• High volume of staff hours spent on event. Need sufficient trained staff in place to plan the event. May gain some efficiencies for next year because some of our processes and templates are established.
• Positive responses from members. Many reported higher than usual sales, majority reported that they think the event will generate new businesses for them in the future and high number believe event positions the downtown as a vibrant centre of community and business.
• Vendor and entertainer response very positive. Very high visitor response. Visitors spent on average over 3 hours at event.

Graffiti prevention recommendations

• Police provided several recommendations on how to prevent graffiti/tagging on buildings. Suggestions around signage, lighting, pruning trees and bushes, etc. Could share recommendations with members in newsletters. Other ideas include security in key areas, graffiti wall near skateparks around town, etc.
• Summer student has been taking photos of graffiti/tagging and we’ve been sharing with police, Town.
• SB – Is there evidence that the public graffiti wall would deter graffiti elsewhere? Would be good to see examples of the impact it’s had in other places. RS to ask police and OBIAA about examples of this.
• CB – Murals and public art also help deter graffiti/tagging.

Public Art Mural

• Property owner planning to complete repairs on the wall before the painting starts in September.
• Mural committee and artist have worked together to recommend a design for mural.
• Artist – Omar Hopkinson, a creator and art collaborator. Art experience with school boards, companies/brands, public street art (ie Bell boxes, traffic barriers), fashion and shoes, etc. Knowledgeable, passionate and highly skilled.
• Artwork – Themes and images in it include: multiculturalism, youth, nature, downtown history, family, Niagara Escarpment, active lifestyle, arts & culture, background will be a map of downtown. Vibrant, dynamic artwork in the centre, and then calming and subtle on the outsides. Some additional fine-tuning will be done to the design before it is painted on the wall.
• There will be a public education element to the project – we’ll work with the artist to arrange something (ie zoom, face-to-face, video, etc).
• EP – Great representation of lots of different aspects of life and living in Milton.
• NC – The Milton Historical Society is interested in keeping the historic elements visible – this is achieved through the map and the buildings in this design. Map will also include a star showing people where they are standing at that moment so people can place themselves within the artwork. Map will be a sepia colour. This artist is thoughtful, listens to recommendations and will do a great job.
• SB – Had a face-to-face meeting with the artist yesterday and it was fantastic to see his passion and ideas. He’s the right person to move the project forward.
• CB motioned to accept the proposed mural design. EC seconded the motion. Motion passed.

Seasonal lighting

• Request for quotations closed today for pole mount displays for downtown street poles. Lighting committee members will be reviewing the submissions then putting a recommendation forward to the board.
• Will need to do an e-vote over the next couple days so we can move ahead and get the order in as soon as possible.

Downtown photos

• We have a collection of photos of events and storefronts from 1990s to early 2000s. Zach is going to be spending some days scanning the photos in.
• Board agreed to donate the photos to the Milton Historical Society and ask for the electronic files.
• Most envelopes are labeled with a date/time/event.
• CB motioned to accept the ED report, ML seconded the motion. Motion passed.

New business:

• Julie Rock was excited to have joined the BIA board last month. However, she has had a health issue come up and needs to focus on that right now. We will hold the position for her until we hear more. RS will keep the board updated on this. We are wishing Julie the very best right now.

Adjournment

• CB moved to adjourn. EP seconded the motion. Motion passed.
• Meeting adjourned at 7:42 pm.

Attendees: Eric Chabot (EC), Sara Bergsma (SB), Margaret Lara (ML), Eric Parris (EP), Ian Campbell (IC), Miguel Gonsalves (MG), Colin Best (CB), Kristina Tesser Derksen (KTD), Joe Taglieri (JT), Rachel Shuttleworth (RS)

Regrets: Julie Rock (JR)

EC called the meeting to order at 6:31 p.m.

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 August minutes. ML seconded the motion. Motion passed.

Treasurer’s Report (MG)

• Operating expenses all at normal levels. Key drivers this month were salaries, and some beautification and event costs.
• Estimating some surplus this year. Regular expenses from now until end of month are around $19k per month. Added back in all the expected expenses for beautification and events between now and end of the year. If it plays out as projected, would spend around $448k. Town has committed to make a contribution of $30k to support our events.
• RS – If we spend less than budgeted on our grant-supported projects, we would receive less grant funding (would be a wash – less revenues & less expenses).
• CB moved to accept the Treasurer’s Report. ML seconded the motion. Motion passed.

2023 budget (MG)

• Assumptions driving 2023 budget:
  • It would be a regular operating year in 2023;
  • We would take on running the big events, and this comes with a natural cost and revenue increase;
  • There is a spike in inflation so many costs will increase;
  • Will need significant new expenses for employee costs to take on the events.
• Events – Increase in costs for winter and summer event expenses, increased salary costs involved in taking on events.
• Levy – 5% increase due to the rising costs from inflation.
• Sponsorship – Expect revenue to remain higher than what we budgeted for previously.
• RS: Expenses we had for wreaths would be replaced with expenses for LED lights. Also, we had put in $5k in beautification for litter clean-up, moved that from beautification account to salaries since we are had part-time staff doing this instead of contracting it out.
• RS: Town contribution – Previously Town had contributed estimated around $120k (2018 dollar value) to Street Festival. This year, they are making a $30k financial contribution and some in-kind support. Town is less willing to contribute staff time to support event planning and pulled back on covering expenses. This puts a tremendous strain on our office if we want to continue to support the events. In discussions with Economic Development about making the case for a larger dollar contribution so we can continue to run the events ourselves. Requesting $100k from Town for us to take on the summer and winter events. There are more risks associated with us taking it on. We can’t ask our members for a levy increase to cover the difference, would be up to Council to determine whether to make the contribution.
• CB: This comes under Economic Development. Halton Agriculture Society making a similar ask about Town supporting Canada Day.
• RS: This year we got $30k, asking for total of $100k next year to help cover the needs of the event in a sustainable way. This year was not sustainable. No one quit the office yet but we won’t keep our staff it we continue to expect them to organize such large events without more support.
• KTD: Need to make the case to Council and members about how this benefits the businesses, needs to be a value associated with spending the dollars on the events. At Town, rationale would be that they have the financial means but not the staff availability to host the events so the BIA is willing to take the planning off their plates if the property support is in place. Some members have requested help from the Town for patios, etc.
• MG: We’re asking for them to contribute hard dollars vs in-kind dollars. Will need to outline our rationale at AGM. These festivals have a lot of value for the community as a whole.
• CB: Go in with the budget for the full amount, and include the request. There will be other requests that Council needs to consider as well.
• SB: With the absence of the Farmers’ Market especially, businesses and the downtown have needed events and festivals for the exposure they bring. We need good staff so we can attract investment in the downtown and keep it vibrant. We aren’t here to run other people’s businesses, we are here to keep the downtown active, interesting, top of mind for visitors. If we stress out the office again we’ll have no one left to run the office. Important to run both a summer and winter event and I’d like to see us plan to grow both the events.
• JT: We are asking for dollars instead of in-kind contribution and it’ll result in a net savings for the Town.
• RS: Town used to contribute $120-130k in the event in hard costs and in-kind for SummerFest. We’re asking for them to contribute a little less and we’d use it to run a summer and winter event.
• KTD: HolidayFest is shopping season so that event is critical as well – supports retailers. SummerFest brings bigger benefit to restaurants.
• CB moved to accept the proposed 2023 budget. ML seconded the motion. Motion passed.

Council Reports

KTD (Local)

• Had last council meeting of the term on Monday night. Staff presented a new digital strategy which will make it easier for residents and others to interact with the Town (pay taxes, apply for permits, etc.) Will still be able to do those things by phone, mail and in-person too but this will streamline data management across all departments.
• Municipal election happening October 24. Campaigning underway. Will be advance polling dates.

CB (Regional)

• Currently in Edmonton at the Association of Municipalities of Ontario (AMO) board meeting.
• Sympathies to families effected by shooting incidents in Milton and Mississauga on Monday.
• Region looking at 3-4% tax increase overall.
• Construction: Bronte St. N. bridge deck is down and staff hoping to have it open by December. Tremaine work on overpass will be starting soon.
• Residents on Mill & Mary are complaining about traffic due to the construction around Bronte St. I’ve asked Town for good signage and detour routes ahead of winter events.
• Region announced this week that they are appealing the Ontario Supreme Court decision about CN.
• Federal government recently announced new infrastructure funding to support downtowns – will be exploring this further with respect to the civic square project.
• Saturday’s car show organized by local volunteers (including KTD, Alan Cooke, etc.) was a success, great turn-out.
• Three Farmers’ Markets left this year. Lots of people asking when the market will return downtown.

MG moved to accept the Council reports. EP seconded the motion. Motion passed.

Executive Director’s Report (RS)

General

• Summer students wrapped up their contracts before Labour Day and were fantastic. Lauren will help with events going forward, Zach will help with litter clean-up. Filled the position for Marketing Coordinator.
• AGM and public meeting with provincial candidates happening next week. Registrations now open. Some candidates have confirmed participation, online form is open for people to submit questions.
• Chamber and BIA were contacted to do some advertising in digital directories in hotel rooms. Our members will receive special price and additional exposure for ads from downtown businesses.

Events

• Music on Main wrapped up, great way to show that things are always happening in Downtown Milton. Not huge number of attendees but adds some additional interest downtown.
• Approved for Reconnect grant for HolidayFest – 50% matching grant. Promotions coming out for HolidayFest soon.

Beautification

• Flower gardens on Main St. have been great this summer. Will be removed in the coming weeks.
• Graffiti – Have been in discussions with police about rise in downtown graffiti. Constable will be coming to the AGM to share tips for businesses and property owners on how to deter graffiti and tagging on their buildings and property. Had a situation where some young perpetrators were identified because of some evidence we received from someone downtown. The person who filmed the evidence didn’t want to be identified so police couldn’t formally charge the perpetrators, but they received a warning. Police suggested that any evidence submitted anonymously be submitted through Crime Stoppers next time.
• JT: There is lots of graffiti downtown and property owners/businesses are not taking fast enough action to remove graffiti so more graffiti appears. Bylaw needs to be more involved in enforcing having property owners get rid of tags/graffiti as soon as possible. There are lots of dark corners. Need more police presence.
• CB: Raised it at council on Monday night – lots of graffiti on underpasses, town signs, downtown buildings, etc. Asked bylaw staff to reach out to property owners to get them to clean up graffiti as soon as possible. Town is also looking into anti-graffiti coating for some key spots.
• Mural: Power washing underway and artist is gathering supplies and getting set. When work started on the wall there were a few negative posts on social media. We issued a statement saying that much-needed repairs were needed to this wall on private property so most people understand why it’s happening.
• Seasonal lighting: New LED lights have been ordered, will be installed in November. There will be some programming happening as part of that as well (similar to Music on Main).
• CB moved to accept the ED Report. JT seconded the motion. Motion passed.

New Business

• CB: Mary Street between Charles Brown to be closed for half an hour on Monday for a wreath-laying on Mary Street. Rolling closure from 10:30-11am.

Adjournment

• EP moved to adjourn. ML seconded the motion. Motion passed.
• Meeting adjourned at 7:32 pm.

Attendees: Eric Chabot (EC), Sara Bergsma (SB), Margaret Lara (ML), Miguel Gonsalves (MG), Colin Best (CB), Ian Campbell (IC), Rachel Shuttleworth (RS)

Regrets: Julie Rock (JR), Eric Parris (EP), Kristina Tesser Derksen (KTD), Joe Taglieri (JT)

EC called the meeting to order at 6:29 p.m.

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

Review of previous minutes

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

Executive Director’s Report (RS)

Event updates

• Tiny Tots Trick or Treat happening Saturday, October 29, 10am-12pm. Planning and promotions are underway. Charitable partner is MCRC. Overall a good participation rate from members. A few members don’t want to participate due to COVID concerns. Clown coming out to do balloon twisting.
• Downtown Milton HolidayFest happening Saturday, December 3, 12-6pm. Got signed agreement from Ontario government for Reconnect grant. Winterhawks have confirmed that they are attending and running the ball hockey tournament. Stage will fit best at Martin St (same as last year). A couple Carriage Square businesses expressed concerns about having the stage at this location but other locations won’t work. Will address concerns as best we can. Logistics planning underway. We are working on vendor and entertainer selection. Reaching out to a few more potential sponsors.
• Other winter events:
  • Santa Claus Parade – Saturday, November 26. We are a gold sponsor.
  • Miracle on Main – Friday, December 9, 6-10pm.
  • Our new lights will be on display ahead of these events.
• ‘Programming evenings’ through HHB Tourism Relief Fund grant – We’ll be organizing programming for three evenings in November and December, showcasing our new lights, engaging the community and creating an attraction downtown. Includes music, indoor/outdoor activities, etc. in November and December. Will engage our members and tap into activities they have going on as well.

Beautification

• Mural – Painting is underway and it looks amazing. Challenging for artist (Omar) to work around the wall repairs happening at the same time and this has slowed down the painting but he has been flexible and accommodating and is doing an outstanding job. No date set yet for mural unveiling.
• Seasonal lighting – New LED decorations will be installed on street poles around November 24 or 25 (just before the Santa Claus Parade). Vendor needs to remove the string lights in order to put the brackets up the new brackets. We can decide later on whether we want to put string lights on again later.

Administration

• We have submitted our 2023 proposed budget to the Town. Ongoing discussions with Town staff underway about the request for additional event dollars to support the sustainability of our events.
• We need a treasurer for our board. Miguel is wrapping up at the end of this year, and we need to find a replacement. Any volunteers or suggestions please let Rachel know.
• Our Downtown Ambassador is unavailable for work right now. Will explore whether we can find someone to temporarily fill the position (1 day per week of litter clean-up).

Treasurer’s Report (MG)

• Our revenues surpassed our expenses for this month which is unusual (due to some grant revenue).
• Had $39k in expenses, and a large expense was made for the lights project.
• There are several cost items that need to come through still for this year.
• RS – Town provided their financial contribution for events for 2022 this past month. We’ll have a lot of expenses coming through in November and December as we run HolidayFest and wrap up two grant projects.
• MG – How best to present the funding request to the Town.
• EC – Last time we provided the financial case as well as the qualitative benefit of the events when we made the case for the Town to continue to contribute.
• RS – Explained to Town staff in our discussions that we cannot keep spending large amounts of staff time trying to keep the Town contribution in place. Seriously inhibits our ability to continue to deliver events year after year. We need a longer term commitment from the Town that they will support the events and what level of support we will receive.
• EC – Most effective approach is to make case directly to Council.
• ML moved to accept the Treasurer’s report. IC seconded the motion. Motion passed.

Council Report (delivered by RS)

• Councillors were unable to attend today but reminded everyone to please get out and vote in the municipal election.
• MG moved to accept the Council report. ML seconded the motion. Motion passed.

New Business

• RS – Lots of construction and improvements being done to downtown buildings right now – new paint, siding, Thompson House construction, etc. Lots of people are investing in their buildings. Great to see so many improvements and enhancements being done to downtown buildings.

Adjournment

• MG moved to adjourn. IC seconded the motion. Motion passed.
• Meeting adjourned at 6:43 pm.

Attendees: Eric Chabot (EC), Sara Bergsma (SB), Margaret Lara (ML), Miguel Gonsalves (MG), Colin Best (CB), Ian Campbell (IC), Eric Parris (EP), Kristina Tesser Derksen (KTD), Rachel Shuttleworth (RS)

Regrets: Julie Rock (JR), Joe Taglieri (JT)

EC called the meeting to order at 6:32 p.m.

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

Review of previous minutes

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

Treasurer’s Report (MG)

• Expenses came in at $22k for October.
• Standard month in terms of expenditures, some additional revenues came in this month.
• Used about 77% of budget to date, several of our events and projects are happening between now and end of the year so expenses will be higher than normal for next two months. Expecting to have some surplus.
• RS – For HolidayFest and Downtown Lights projects, will likely be spending full funding amounts. Mural coming under budget as there is a lot of in-kind support for project which is great. For that project we would be covered for 75% of eligible costs that we spend.
• EP moved to accept the Treasurer’s report. KTD seconded the motion. Motion passed.

Council Reports

Local (KTD)

• Municipal election now wrapped up. KTD, CB continuing as councillors for Ward 1. Mayor remains in place. There are two new councillors for Ward 3 and a new local councillor for Ward 4.
• Province approved growth plan that the region did not approve. This means more development coming for Milton.
• BIA delegation to council for event support happening December 12. By then councillors will have reviewed the proposed budget. KTD has spoken to some fellow councillors about our event request. There is lots of budget pressure right now. Councillors will be looking closely at how much property taxes should change. Make the point that investing in downtown and events is what will help small businesses, bring more economic activity to our downtown. RS currently talking to Town staff about the request and how best to make the presentation to councillors.
• MEDAC – KTD is chairing that committee. BIA would be a good fit for the committee or a sub-committee focusing on small & home-based business. RS agrees BIA should be involved in some of those discussions.
• Economic Development’s new GIS mapping system rolling out. Can look at population, spending habits based on neighbourhood, ward, etc. We should inform members about the new system. Will be publicly accessible on Town’s website.

Regional (CB)

• Had last regional council meeting of the previous term today.
• Got report from province for Bill 23 which has some major planning changes and regional official plan approval with some changes to it (removes the region from planning and leaves it to the municipalities, with involvement from the Ministry).
• Construction projects currently underway. Ontario Street should be done by end of November, Bronte Street should be open by end of December
• ML moved to accept the Council report. EP seconded the motion. Motion passed.

Executive Director’s Report (RS)
Delegation to council

• Board members welcome to attend delegation to council to show support. Happening December 12. EC & RS working on presentation.

Event updates

• Tiny Tots Trick or Treat took place Saturday, October 29, 10am-12pm. Huge turn-out and long line-ups. Most businesses ran out of candy. Some members were overwhelmed. Staff will develop some recommendations related to traffic flow and organization of this growing event.
• HolidayFest – Townsend Smith confirmed as charitable partner. Requested additional police support for event (police will be onsite earlier and staying later). Sponsorship is a bit lower than last year but some sponsors decided to sponsor SummerFest instead of HolidayFest this year, so no concerns. Requesting staff support from Town – waiting to hear back. Will have a couple additional BIA staff at the event (former summer students) but need more staff/volunteer support.
• Other events – Santa Claus Parade happening soon. We are supporting a light display for Miracle on Main and will have a booth at event.
• Train rides – Closing Brown St lot for two evenings of train rides through lights funding. Along with this, we will promote the light displays and other activities happening at the businesses. Happening December 10 and 16.
• KTD – Asked whether Miracle will continue to be run as an evening event. Worth exploring opportunity to combine Miracle with HolidayFest. Each partner could have a lot to bring to the table. RS has discussed briefly with Troy and will continue to explore. Questions would need to be answered around timing, duration, roles and responsibilities, sponsorship, etc.

Beautification

• Graffiti – Got a few comments from property owners recently that police need to be downtown more often to help deter graffiti. Posted information from police on our website about what owners should do if they find graffiti or see it happening.
• Mural – Painting is complete. Artist and art assistant did a wonderful job. Unveiling event happening tomorrow at parkette with partners and dignitaries. Celebration to follow at Pretty Rad with appetizers, opportunity to meet the artists. Celebration costs (at restaurant) will not be covered by funding. Board supports providing attendees with a drink ticket. SB asked if graffiti coating has been applied to wall, it has.
• Lights – Will be installed right before Santa Claus parade. SB suggested we post wreaths online and sell at a discount or try to get a new home on them. EC can take any remaining wreaths to dump afterwards.
• CB moved to accept the ED report. IC seconded the motion. Motion passed.

New Business

• December meeting will be in-person. KTD possible location is Butcher Bar work if they are open by then.

Adjournment

• CB moved to adjourn. EP seconded the motion. Motion passed.
• Meeting adjourned at 7:17 pm.

Attendees: Colin Best (CB), Ian Campbell (IC), Eric Parris (EP), Margaret Lara (ML), Kristina Tesser Derksen (KTD), Rachel Shuttleworth (RS)

Regrets: Eric Chabot (EC), Sara Bergsma (SB), Miguel Gonsalves (MG), Julie Rock (JR), Joe Taglieri (JT)

CB called the meeting to order at 6:35 p.m.

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

Treasurer’s Report (delivered by RS)

• Large amount of expenses in November due to events and projects, approximately $136k. Includes mural expenses, lights, event expenses, etc.
• 117% spent from original 2022 budgeted amount. We were able to make additional investments due to funding we received for additional projects. Expecting some surplus for 2022. Lots many expenses coming in this month with cancellation of HolidayFest, and other projects happening.

Council Reports

Local (KTD)

• Had our budget meeting this week with some delegates present. Staff proposing a property tax increase of 7.96%. Council will debate this in January and decide what to do. Town faces the same pressures as all of us – inflation, rising costs, etc.
• Bill-23 and potential impacts on development charge revenue as a result of that.
• Bronte reopening December 22. Some work will continue in the spring but road will remain open.
• Town partnering with local volunteer groups to have four community rinks in Milton.

Regional (CB)

• Bill-23 discussions still underway.
• First regional council working meeting held today with introduction of the budget.
• Bronte Street and Ontario Street will reopen shortly.
• Council and staff looking at community fund and civic precinct. Meritor plant will be coming back for a public meeting early in the new year.
• IC moved to accept the council reports. ML seconded the motion. Motion passed.

Executive Director’s Report (RS)

HolidayFest Cancellation

• Event cancelled on December 3 due to high winds and dangerous weather.
• Some expenses still outstanding for this event.
• Had very generous offer from Miracle on Main to invite our vendors to their event. Had about a dozen vendors participate, several were booked with other events already.
• Offering alternative events for 2022 for our vendors. Considering offering credit for 2023 events and whether refunds will be needed in specific cases. Important to maintain positive relationships with several of our vendors that come for all our events.
• Have 33 external vendors from HolidayFest. We were anticipating 58 booths which included sponsors and BIA members.
• Still incurred our expenses for the event and sponsorship and vendor revenues have been spent.
• Waiting for confirmation from Reconnect program that we will still be eligible to receive the funding even though event did not take place. We have a good case to show that we are working to pivot into other events as best we can.
• Sponsors – one came out to an alternate event. Sponsors got all the lead-up exposure. About half the sponsors wanted a booth and the others just wanted logo exposure.
• KTD – Many sponsors and experienced vendors would know the weather is beyond our control and wouldn’t expect us to pay back or provide discounts. For some this will be the cost of doing business. Good to manage it on a case-by-case basis. Board here to support as needed. Will be a good opportunity to review the contracts with all our stakeholders for events. Need to go with what is in the contract, but also could make good faith gestures when it is possible.
• Haven’t heard from most of our entertainers. One of the bands played at Miracle on Main instead.
• A few BIAs had to cancel events that day so we have received some tips and ideas from others.
• CB – Weather was brutal that day. Thanks to all the staff and volunteers for the work on the day. Everyone did the best they could with what we had.

Administration

• Treasurer position – Need a treasurer to take over the position for 2023. A few board members had candidate ideas. Following up to fill the role.
• Council delegation – We presented on Monday to Council and had a good discussion about downtown events. We will follow up with an email to council to reiterate our messages. Town staff were really helpful in the lead-up to the delegation, and in helping us host SummerFest and pivot from cancelled HolidayFest. CB – At meeting Mayor highlighted the new snowflakes.
• Member survey launching next week to get feedback on our recent events as well as the lights. Will ask members for feedback on the Santa Claus parade on Saturday vs Sunday. Feedback from this survey will be incorporated into our final reports for grants.
• Possible tourism funding available for early 2023. Will look at whether it’s still open for applications and if so, could do something restaurant/food focused featuring special menus and deals. If we were to do this, could do this instead of a kid-focused Easter/spring event.
• CB – Thanks to the whole office team and part-time staff for all the work on recent events.
• Winter Twinkle Express – Event went well on December 10, lots of smiles. Some vendors will be coming out to December 16 event and lots of promotions happening through the radio and online.

Adjournment

• EP moved to adjourn. ML seconded the motion. Motion passed.
• Meeting adjourned at 7:07 pm.