2026 Meeting Minutes

Attendees: Monique Gaudet (MG), Eric Chabot (EC), Shelly Howe (SH), George Minakakis (GM), Diana Lakich (DL), Tom Dusmet (TD), Colin Best (CB), Eric Parris (EP), Abhi Sarkar (AS)

Regrets: Moe Hartley (MH)

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

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

Motion to accept the previous meeting minutes by EC, seconded by CB. Motion passed.

Treasurer Report (TD):

  • TD presented a revised spreadsheet aimed at streamlining the expense tracking process
  • Key improvements include consolidated contracts, enhanced expense trending capabilities, and the elimination of manual data entry, reducing the potential for errors
  • Expenses were minimal this month; testing of the new spreadsheet will continue next month when there is greater expense volume
  • CB moved to accept the Treasurer Report. EP seconded the motion. Motion passed.

Council Report:

Local (GM):

  • The last two council meetings were heavily focused on development and the introduction of the Official Plan
  • At the February Monday council meeting, it was noted that approximately 4,000 new homes and 14,000 new residents are projected
  • GM’s key takeaway is that economic development must keep pace with residential growth
  • The benchmark is 350–400 new jobs needed per 1,000 new residents to build a sustainable local economy where residents work closer to home, reduce commuting costs, increase disposable income, and reinvest locally
  • Based on GM’s current observations, the town needs to accelerate economic development efforts to match the pace of incoming residential growth
  • Winter cleanup this season was significant, generating a high volume of calls and access issues
  • The town removed 44 million cubic meters of snow and crews drove approximately 137,000 km in the effort
  • The town held both virtual and in-person public meetings related to the Official Plan
  • Virtual sessions drew roughly a dozen attendees each
  • Rural in-person meetings saw stronger and more vocal turnout (60–70 residents), while urban sessions were impacted by a snowstorm cancellation and saw low attendance
  • Key public concerns centered on land use changes and the impact of growth
  • The Official Plan targets 2051, with the next two election cycles expected to serve as the foundational period that sets the stage for that long-term growth

Regional (CB):

  • Two notable housing developments are underway:
    • 48 assisted rental units are being added at 1001 Kennedy Circle
    • A proposal for 47 mixed units (including 2- and 3-bedroom units for low-income families) at the corner of Highway 25 and Britannia Road is scheduled for the following Wednesday’s Regional Council meeting
  • Several regional infrastructure projects are expected to launch this spring, including a Steeles Avenue bridge widening and a long-term plan to widen Steeles Avenue from Tremaine Road to Winston Churchill to six lanes (5–10-year project). An underpass beneath the CPR tracks just west of the Milton Banquet Centre is also being explored.
    • TD clarified where on Steeles the bridge is going to be widened
    • CB explained it’s the one on Steeles and Bronte Street (currently two lanes, will be widened to four lanes)
  • EP moved to accept the Treasurer Report. TD seconded the motion. Motion passed.

Executive Director Report:

ADMINISTRATION:

  • MG noted that some updates carried over from January due to the absence of a board meeting
  • Three items requiring ratification were brought forward: The appointment of Shelly Howe to the Downtown Milton BIA Board of Directors, approval of three representatives to attend the OBIAA conference, and George Minakakis’ appointment to the board at the January 27 meeting
  • The OBIAA membership fee has increased this year following a change in their fee structure, which is now calculated as a percentage of levy
  • MG raised the question of how to handle 2026 VISA transaction approvals going forward
  • Currently, transactions are routed to Eric for Workday processing, with invoices going to Diana for signature. The board was asked to consider whether to maintain this arrangement or consolidate everything back to Diana.
    • EC suggested keeping the current process in place, noting that he can be reached by text if a reminder is needed. EC suggested that invoices be submitted through Workday with more lead time.
    • MG concluded that to streamline the process, she will do all of the expenses at the end of the month and notify EC and DL by email upon completion.
  • MG requested that board members direct communications to Alisha, Marketing Coordinator, through Downtown Milton’s Facebook and Instagram accounts rather than her personal cell. Going forward, requests should be routed through MG.
  • MG brought forward a staffing compensation matter for board consideration and requested board approval to align compensation with that established practice. MG also indicated a willingness to revisit the structure going forward.
    • EC recommended the matter be handled in camera and that relevant details be shared with board members at that time.
  • MG will be sending the 2026 Strategic Plan to the Strategic Planning Committee and to the Board for final review
  • MG noted that she is reviewing the BIA’s governance documents, some of which are outdated
  • OBIIA is offering a shared membership rate with the Tourism Industry Association of Ontario (TIAO), an opportunity that many other BIAs have already taken advantage of. MG noted it is worth exploring.

ENHANCED PROMOTION OF THE DOWNTOWN MILTON COMMUNITY AND ITS BUSINESSES:

  • Miracle on Main Street: A reconciliation update across the three partners (Downtown Milton, the Town, and the Tiger Jeet Singh Foundation) confirmed total contributions of $79,000, with Downtown Milton’s share at $18,000. Total event expenses came to $68,822.81, with the remaining surplus directed to the Tiger Jeet Singh Foundation.
  • A member newsletter was sent out highlighting a “Getting to Know Your BIA” feature, which saw strong engagement as tracked through Mailchimp
  • The new member welcome package has been updated
  • The sponsorship package for DMBIA events and initiatives is complete
  • SupportLocal2Win: MG said contest performed well overall
    • AS added that while ROI fell short of expectations, customer response was positive. The contest was well-received as a new community initiative, with interest in similar events going forward.
  • The BIA held a social media giveaway with Aiden N Co, Wildflour Bakery, Wildwood Bookstore and Thai House. Each member donated a $25 gift card.
  • Taste of Downtown Milton: running from February 20th – March 15th. A promotional video for the event with Heart of Ontario will be published soon. The BIA will be doing more behind the scenes and member videos for the 21 participating restaurants.
  • SummerFest: vendor and entertainer applications are open. BMO has confirmed their return as presenting sponsor for Summer Fest, with additional returning sponsors also secured. Outreach to prospective sponsors is ongoing.
  • A member networking event is planned for Monday, March 23rd, incorporating a presentation on social media benefits
    • MG and Alisha will collaborate on the presentation, which Alisha will deliver
    • Event will take place at Southside Community Church
    • TD noted that he expects good attendance since members seem to like the idea. EP also noted that food should be provided. AS said that he will connect with Monique about food.
    • EC shared the format for these events in the past – vineyard or microbrewery tastings, finger foods, appetizers, member engagement (hosting at member businesses, allowing members to talk about their business)
  • Board then discussed SummerFest, # of food trucks permitted, patio licensing fee
  • MG explained that there was a motion passed at Council – new patio program will include application fees / a processing fee for the administration of the patio program
    • AS notes that this will upset businesses. TD agrees that it’s not fair, considering the levy BIA businesses pay.
    • MG suggests holding off on this topic until more information is available
    • CB says council is trying to make this as fair as possible. If it is exorbitant, GM and CB can bring it back to council
    • GM adds that the rationale behind this is to ensure the patios are being done correctly, to establish inspections, and to prevent insurance issues
    • EC suggests that Alisha interview the author of the report and have him explain the benefits of the program
    • MG requested to gather more information first, as she typically serves as the liaison between members and the board. She will collect feedback and relay it to the board on an ongoing basis.
  • On the topic of SummerFest, MG says that the benefit of SummerFest is as a community event to earn sponsorship and vendor revenue, so the food truck zone is part of that and should stay
    • DL suggested that clearer communication with members may help manage expectations — specifically, reinforcing that this is a placemaking event for the broader community and families, not a member-driven initiative. DL noted that many members are unaware of their membership status or that they contribute to the levy through their taxes or rent, which may be contributing to frustration.
  • MG raised the Legacy of Honour program, noting that the organization had been under the impression that no fundraising was required on their part. Going forward, MG proposed reaching out to Frank to encourage the organization to contribute to fundraising efforts, including applying to the Town’s Community Fund for up to $2,500 to help offset installation costs, rather than Downtown Milton continuing to absorb the project expenses.
  • $200 a month will be allocated to social media and content creation to cover food and services for ongoing filming and photography

BUSINESS UPDATES:

For Lease:

  • A portion of 147 Main Street East (The Butcher Bar)
  • 295 Main St E UNIT #4 (Wet Pets)
  • 160 Main St E, Milton (WeeCare Health)

Additional update:

  • Pet Makeover is open under new ownership
  • The Eighth Note closed

OTHER BUSINESS:

  • The Farmers Market MOU has been signed with no significant changes
  • Regarding the snowflake installation, some lights remain out due to moisture entering the receptacles from snow. The majority are now functioning, and the issue is being monitored.
  • On the December fire affecting Wildflower and Nurse Yara, Wildflower sustained minimal damage and MG connected with ownership in December. Nurse Yara remains closed.
  • The Christmas tree is still in place at the park.
  • Finally, some street receptacles were damaged during town plowing — one side of the street was impacted. MG has spoken with Rob, and the town has agreed to cover the repair costs. The damage has also prompted a conversation about potentially replacing the aging receptacles with a more durable solution.

CB moved to accept the Executive Director Report. EP seconded the motion. Motion passed.

Attendees: Eric Chabot (EC), Shelly Howe (SH), George Minakakis (GM), Diana Lakich (DL), Tom Dusmet (TD), Colin Best (CB), Eric Parris (EP), Moe Hartley (MH), Mira Nasser (MN), Alisha Bustamante (AB), Rachel Shuttleworth (RS)

Regrets: Abhi Sarkar (AS)

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

Treasurer Report (TD):

  • TD shared visuals of the revised spreadsheet that was discussed last month
  • Materials & Contracts trending section is yet to be built
  • Expenses trending is on track and matching up with the budget

CB moved to accept the Treasurer Report. EP seconded the motion. Motion passed.

Council Report:

Local (GM):

  • Last town hall meeting that GM and CB attended discussed the growth of Trafalgar Road. Planners said that Main Street will eventually open up all the way through, adding complexity for the downtown core
    • Development timeline: could begin within 4–6 years
    • Plans indicate a substantial commercial/merchant district that would draw significant traffic to Trafalgar

Regional (CB):

  • The main road work affecting the BIA will be Tremaine Road, which will be expected to reopen in the fall
  • Monday’s Council meeting will cover the Fire Master Plan and will mark the start of the next stage of the Milton Education Village
    • GM flags the Milton Education Village as a key economic driver and calls for programs centered on AI and advanced manufacturing — moves that could bring targeted employers to the area, grow the local economy, and reduce commute dependency.
  • The provincial budget and throne speech on March 26th may bring changes to internal government

TD moved to accept the Council Report. MH seconded the motion. Motion passed.

Executive Director Report:

ADMINISTRATION

  • We are waiting for a decision on our Canada Summer Jobs application. Once approved, we will need to publish the job posting. (MN)

ENHANCED PROMOTION ON THE DOWNTOWN MILTON COMMUNITY AND ITS BUSINESSES

  • Audited featured businesses on social media – Since Summerfest, 91 unique businesses have been featured, 89 yet to be featured.
    • AB spoke with some of the participating restaurants for feedback on Taste of Downtown Milton:
      • Big Mama and Papa’s Pizza: Low volume of TODM menu orders — delivery-focused model means fewer spontaneous in-person orders unless customers already knew about the promotion
      • The Bistro on Main: Jon noted most regulars stuck to their usual orders
      • Butcher Bar: Alexis reported their lunch menu has been very popular
      • Blossom Café: Taste offerings have been “flying off the shelves!”
      • Sweetpalms Bakery: Sarah said the promotion has been great for new customer discovery
      • Terra Mar/Wildflour Bakery: Ines noted strong foot traffic driven by the promotion, even among guests who didn’t order from the Taste menu
      • Viva La Tortilla: Lucy said her menu was still popular, but slightly less so than last year following a price increase
      • The WORKS: Melody noted the promotion is especially popular on weekends
  • SummerFest entertainer applications closed last Friday, and all accepted entertainers will be contacted by this Friday. Vendor applications close next week, 75% of vendors have been accepted.
  • Logistics planning and sponsor outreach are in progress. MN is working with RS on sponsor outreach.
  • MN had a meeting with Division Chief of Fire Prevention, Jason Rosewell, and Heide from Traffic at the town. They expressed concern about the fire lane clearance on Main St. They have increased it by 1 ft and our events moving forward will need to undergo a fire inspection.
  • MN met with the town Recreation and Events department about Summer Saturday’s. They have asked that we reach out to Operations and find out in what capacity they can support us with clearing the garbage receptacles and sweeping the street.
  • Summer Saturdays will also need approval from business owners and residents
  • Milton Prism is hosting the Pride Parade once again in Downtown Milton on July 19, 2026.

INCREASED FOCUS ON ATTRACTION OF NEW BUSINESSES

  • Big Bite Sushi is opening soon at 295 Main St. E Unit #4 (former Wet Pets location)

ENHANCED ADVOCACY WITH LOCAL GOVERNMENT ON KEY ISSUES AFFECTING DOWNTOWN

Patio Program Update

  • MN spoke with the Town’s Risk Department regarding the Patio Program. The department maintains that a paid program was always the intended direction, and that Andy had communicated the upcoming change to all six businesses.
  • Rationale for the charges:
    • Town staff were dedicating significant hours to patio inspections, including after-hours and Saturday visits, making it unsustainable to continue offering the program at no cost.
    • Patio drawings were constantly changing
  • This issue was raised during yesterday’s OBIAA call, where the consensus was that the fee of $698 + HST is substantial. It should be noted that, per an email from Cristina at Economic Development, businesses that participated in the program last year would be eligible for the renewal rate of $524 + HST.
  • MN consulted with the Downtown Burlington BIA, which collaborated with the city on applications
    • They negotiated a waiver of the application fee for any DBBIA member renewing without patio changes
    • DBBIA members are charged $40 per square metre of patio space
    • The Downtown Burlington BIA absorbs the cost of walkways by purchasing and storing them directly, offsetting expenses through flower bed sponsorships
  • The Board discussed comparing local charges to those of other BIAs, which typically charge by the square foot. EC noted that on a full-cost basis, the Town’s fees are not excessive
  • GM noted that those with concerns had the opportunity to raise them at previous meetings
  • After reviewing the associated charges, the Board concluded it was not worth pursuing a reduction, even of $100.
  • MN noted that Downtown Burlington successfully negotiated with the city to reduce the liability requirement to $1 million, helping to offset overall costs for businesses.
  • MN noted that next steps should include engaging directly with affected businesses to understand their perspective on the changes.
  • Board discussed the possibility of renting or purchasing safety barriers for member use.

Farmers’ Market MOU: MOU has been completed and signed.

ENHANCED DOWNTOWN EXPERIENCE FOR BUSINESSES AND VISITORS THROUGH BEAUTIFICATION EFFORTS

Beautification

  • Receptacles and benches were damaged by sidewalk plows. MN is following up with Operations on the repair. Last communication was that they would like the town’s contractor to repair them.
  • Christmas Tree and lights have been picked up and the parkette is now clear. MN will be reaching out to the town about re-sodding the area.

OTHER BUSINESS

  • Miracle on Main St.
    • A decision will need to be made in the near term regarding the structure of the partnership between the DMBIA and TJSF, and whether one will be pursued for this year
    • RS overviewed previous partnership structures, and what possible partnerships could look like for the coming year
    • EC noted that if we were to partner for Miracle on Main 2026, we need to leverage the charitable aspect of the event. RS agrees – position the event as the community coming together to have fun and support a great cause.
    • The value of the event needs to be better communicated to members
  • Executive Director posting
    • RS has started drafting a new job description and evaluation matrix for hiring
    • Targeting to post ED listing in April and hire by May

Attendees: Eric Chabot (EC), George Minakakis (GM), Diana Lakich (DL), Colin Best (CB), Eric Parris (EP), Moe Hartley (MH), Mira Nasser (MN), Alisha Bustamante (AB),

Guests: Robbie Grewal – Economic Development, Town of Milton (RG)

Regrets: Abhi Sarkar (AS), Shelly Howe (SH), Tom Dusmet (TD)

DL called the meeting to order.

  • Robbie Grewal – Senior Director of Strategic Initiatives, Town of Milton
  • Introduction: Robbie leads the Town of Milton’s economic development department and oversees government relations and strategic initiatives in collaboration with the CAO and commissioners.
  • Major global conflicts, trade challenges, and the slowing movement of capital investments have impacted the businesses RG has consulted with in his first 60 days. Businesses have begun cost cutting and pumping the brakes on growth plans.
  • However, underlying data shows that Milton has maintained economic momentum relative to other GTA municipalities.
  • The future of Milton’s economy is likely going to include more small and medium-sized businesses, with a focus on attracting and developing them rather than chasing large anchor employers.
  • There are dependencies to growth. The Town will have to match the supply of space to the companies who want to operate and grow in Milton.
    • When people want to open businesses and invest in Milton but can’t find space, RG calls this “leakage.” These businesses end up going to neighboring communities that have the supply.
    • Milton’s office vacancy rate is approximately 1%, meaning there is virtually no available space. By comparison, neighboring municipalities like Brampton, Oakville, and Burlington are sitting at 8–12% vacancy, which is where investors and agents take clients instead.
    • Economic development strategy will need to focus on activating commercial and office developments. Tools available to the Town include tax increment financing, deferred DCs, and expedited planning and permitting processes.
  • If the Town can land this outcome, Milton’s daytime economy is likely to increase exponentially, with a significant positive impact on Main Street. The more Main Street becomes a destination, the more it reinforces business attraction. The relationship is symbiotic.
  • RG leads a small team and cannot dedicate significant resources to downtown issues day-to-day but is committed to fostering a stronger relationship with the BIA and doing as much as possible to support it.
  • Central to RG’s vision is strengthening what he calls the “economic development ecosystem” (the network of organizations including the Town’s economic development department, the Downtown BIA, the Chamber of Commerce, etc.) He is committed to rebuilding these connections.
  • EC asks how RG sees himself being able to help the BIA:
    • Placemaking initiatives
    • Sharing data and research (office study, economic development research)
    • Engaging directly with Main Street businesses to understand their needs
      • RG noted feedback from recent visits was mixed: one business felt positive and well-supported, while another felt unseen and disengaged from the Town

Treasurer Report (TD):

  • None (Treasurer absent)

Council Report:

Local (GM):

  • GM highlighted a significant opportunity to bring business owners downtown for networking, noting that the BIA’s role will be determining how best to facilitate this.
  • Reviewed growth projections from the Official Plan:
    • Milton is projected to grow from 160,000 to 245,000 over the next 6 years — a roughly 50% increase
    • Even if only a third of that growth materializes, it remains substantial
    • This growth will bring significant challenges

Regional (CB):

  • Approximately $28 billion in funding proposed for development charges. Details still being worked through.
  • Late Thursday announcement: regional chairs will no longer be elected; they will be appointed directly by the province. Regional council composition is also subject to change. Full implications remain unclear.
  • An update on the Tremaine Road interchange opening is expected next week.
    • Current concern: the majority of traffic is pass-through. Vehicles are not stopping locally.
    • Main street experiences gridlock end-to-end, with no movement
  • Official plan update is forthcoming (as noted by GM).
  • Region is developing master plans for all regional roads within urban areas — target: expansion to six lanes within 5–10 years. Roads currently under master plan review: Trafalgar Road, Steeles Avenue, Derry Road. Britannia Road cited as a positive example — currently offers faster cross-town movement than alternatives.

EP moved to accept the Council Report. MH seconded the motion. Motion passed.

Executive Director Report:

ADMINISTRATION

  • Canada Summer Jobs for the events summer student (May – June) was approved for the full amount. Job posting to be published shortly.
    • EC highlighted that the applicant can be up to 29 years old and does not have to be a student.
  • Content creators Justin & Lauren reached out about creating content.
    • AB suggested trialing one reel or carousel.
  • AB reported that the TikTok launch yielded strong early results.
  • An Instagram collaboration with Conservation Halton is planned for the end of May.
  • DL noted that AB’s social media presentation at the BIA’s recent member event was well received.

ENHANCED PROMOTION OF THE DOWNTOWN MILTON COMMUNITY AND ITS BUSINESSES

  • SummerFest
    • Vendors have been finalized. We have accepted 86 vendors this year and have confirmed 24 members so far who are interested in having booths and patios on the street.
    • Entertainment line-up has also been finalized; we will have 17 performers in three locations.
    • Our charity partner for this year is the Halton Learning Foundation.
    • Sponsor outreach is currently underway for SummerFest, we have verbal commitments for around $20k in sponsorship, on par with last year
    • Call for volunteers will be launching next week.
    • Board members are encouraged to volunteer on the day of the event.

Summer Saturday’s

    • MN spoke to Lee from Operations about clean-up after the event. He suggested playing it by ear and seeing how the first week is garbage wise and he can post for operations help the following week, if needed.
    • MN has been in contact with Heide regarding next steps, including the requirement to gather signatures from residents between Martin St. and James St. — EC questioned whether this requirement was communicated accurately, as it seems onerous and inconsistent with how similar closures (e.g., filming) are typically handled.
    • MN raised concerns about the BIA’s capacity to execute the event given being one person down, the short timeline, and the need to secure buy-in from member businesses — activation costs (patios, tables, chairs, additional staff) were noted as a barrier; Arts Milton and local music schools were identified as potential programming partners.
    • After discussion, a decision was made to scale back to two weekends (the last weekend of June and the first weekend of July), considering Summerfest on June 6th and the onboarding of a new staff member around that time.
    • EC raised a broader question about whether the BIA’s resources are better directed toward permanent neighbourhood improvements rather than temporary events, noting that many Main Street businesses do not express enthusiasm for events and that a longer-term focus may be a more effective use of staff time.

The BIA is collaborating again with Arts Milton on Summer Days/Summer Nights to have bands performing in front of Knox Church on Thursdays in July and August.

 

INCREASED FOCUS ON ATTRACTION OF NEW BUSINESSES

Business Updates:

  • Spriggs Insurance has been sold to BrokerLink after 92 years on Main Street.
  • The Kind Matter Company will be closing their location in Downtown Milton as of May. They will continue operations at TERRA Greenhouses – Milton.

ENHANCED ADVOCACY WITH LOCAL GOVERNMENT ON KEY ISSUES AFFECTING DOWNTOWN

  • Ontario has expanded bring your own alcohol permits to outdoor public events. We will need to be more vigilant during events like SummerFest, even if Milton does not opt-in.
    • There will be security at the Beer Garden and we’ll implement increased signage this year re: alcohol
  • The 2026 Ontario Budget includes new supports for small businesses, including a tax cut and funding for entrepreneurship programs. These changes will help businesses save money now and support new businesses in the future, contributing to stronger and more active Main Streets.
    • DL requested that this information be included in an email to members businesses.

ENHANCED DOWNTOWN EXPERIENCE FOR BUSINESSES AND VISITORS THROUGH BEAUTIFICATION EFFORTS

OTHER BUSINESS

  • MN reached out to Flowershed about flowers for 2026 and waiting to hear back. Will also be reaching out to the town about greenery in the garden beds and their plan for this year.
  • Receptacles have been replaced by the town. There are four that are not working and it’s likely the fuses in the garden bed needs to be replaced. Will work with our electrician to get those repaired prior to the Farmers’ Market.
  • MN will be reaching out to ABL to handle litter clean-up on Main Street now that the weather is improving.
  • AB reached out to the organizers of Milton Good Neighbours Day to check if Downtown is on their list of areas for neighbourhood cleanup.

Chair (EC):

  • ED recruitment – no job posting has been published yet. Rachel (interim support) is managing well but is limited by tax season obligations; availability improves after April 30.
  • Job posting draft has been reviewed; TD and DL expressed approval. AS feedback is the only outstanding item.
  • Contract to be reviewed and updated by a lawyer to ensure ESA compliance (Janine and Rachel working on this). Proposed hiring timeline: post job beginning of May.
  • Rachel will conduct initial phone screening to narrow field to 2–3 candidates. Hiring committee of 2–3 people will conduct in-person interviews. Preferred hire by beginning of June to align with budget (severance offset). Final candidate(s) to be presented to the full board for approval before an offer is made.
  • Motion carried (all in favour) to continue Miracle on Main in the same structure as 2025
  • BIA’s role remains financial support and coordination with Rachel as primary liaison.
  • Key concern: lack of advance communication from TJSF regarding social media needs, expectations, and timelines.
  • Social media posting conflicts noted: TJSF expects immediate posting; BIA must also prioritize scheduled member content
  • Action: Staff to prepare MOU with clear expectations
  • Canada Day event confirmed: 10:00 a.m. – 5:00 p.m., daytime family format. Sponsors are being secured; planning is progressing well. (CB)

Motion to adjourn carried unanimously.

Attendees: Eric Chabot (EC), Tom Dusmet (TD), George Minakakis (GM), Diana Lakich (DL), Colin Best (CB), Eric Parris (EP), Moe Hartley (MH), Abhi Sarkar (AB), Mira Nasser (MN)

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

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

Motion to accept the previous meeting minutes by TD, seconded by CB. Motion passed.

Treasurer’s Report (TD):

  • Working with Nirpaal at the town to get financials to where we want them to be. Everything drops in automatically and we created the materials and contracts trending down at the bottom. It is broken down similar to how it was in the past.
  • Less expenses this month as they’re moving from CIMC to Workday Financial and we won’t see true numbers until June.
  • Tom provides a detailed breakdown of Rachel’s costs and the effectiveness of her outreach compared to Monique’s. Eric Chabot shares the current sponsorship numbers for Summerfest, highlighting a significant increase over the previous year.

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

Council Report:

Local (GM):

  • GM provides an update on the official plan and the growth in Milton, including housing and commercial real estate. Population target is 400,000 over the next 25 years, you can count on almost 10,000 people moving in every year over 25 years.
  • GM mentions the potential impact of high gas prices on local businesses and the opportunity for the BIA to capitalize on it. People are not going to be moving around as much and they’re going to look for something to do locally.

Regional (CB):

  • CB discusses the regional changes, including the new regional act and the increase in homelessness in the area. He highlights the challenges of dealing with homelessness and the role of outreach workers.
  • CB mentions the upcoming elections and the potential changes in regional governance.
  • TD moved to accept the Council Report. AS seconded the motion. Motion passed.

Executive Director Report:

ADMINISTRATION

  • Hired an intern for May-June, Bernice.
  • Attended the OBIAA conference. Many BIAs still find member engagement challenging.
  • Group Health benefits increased because of the amount of premiums used. Increase will be in place for a year and re-assessed next year.
  • Possibility of moving the AGM to a different date. Would like to have an All Candidates Meeting on the same day so need to settle on a date.
  • Need a developer to help with updating and optimizing our website. We haven’t been able to back it up. Suggestion to either reach out to Bang Creative and the Town of Milton.

ENHANCED PROMOTION OF THE DOWNTOWN MILTON COMMUNITY AND ITS BUSINESSES

  • SummerFest
    • Vendors have been finalized. We have accepted 86 vendors, 30 members, more than ever before, 16 sponsors and 17 performers.
    • MN discusses the need for additional help during Summerfest and the potential hiring of Rachel’s nephew.
  • Approval received for Summer Saturdays and the need for police officers or security.
  • MN mentions the challenges with insurance requirements for extended patios and the potential impact on small businesses when going from $2 million to $5 million, which is what the town requires. Will have to have a conversation with the town on what can be done about one day vendor insurance for events.
  • TD suggests looking into alternative security measures, such as bollards, to improve event safety.
  • Miracle on Main MOU. Detailed and includes all information from both parties. Conversations need to be had about social media.
  • Farmers’ Market, two booths this year.

INCREASED FOCUS ON ATTRACTION OF NEW BUSINESSES

  • Ongoing renovations at Nurse Yara’s and the opening of new businesses in the area.
  • Manousha opening up in June.
  • Hot Yoga and Pilates opening in the fall.
  • Rockstar Ice Cream open for the season.

ENHANCED ADVOCACY WITH LOCAL GOVERNMENT ON KEY ISSUES AFFECTING DOWNTOWN

  • MN took part in OBIAA Bring Your Own Alcohol survey. Many BIAs have the same concerns about liability. Town will not be opting in.

ENHANCED DOWNTOWN EXPERIENCE FOR BUSINESSES AND VISITORS THROUGH BEAUTIFICATION EFFORTS

OTHER BUSINESS

  • MN said flower baskets will be up on June 1 and receptacles are set to be fixed in time for the Farmers’ Market.
  • CB moved to accept the Executive Director’s Report. TD seconded the motion. Motion passed.

Other business:

  • EC talks about reconfiguring the office roles to improve efficiency.
  • MN discusses the challenges of balancing her responsibilities and the need for additional help during peak time.
  • MN suggests looking into tasks that Rachel could take over to free up her time for more important responsibilities.
  • DL suggested looking into automating certain tasks and reviewing the workflow to identify unnecessary steps.
  • MN discusses the need to organize tasks, mentioning that some tasks are easy for them to handle but others require learning new processes and coordinating with different people.
  • EC suggests that some tasks can be shifted from peak shoulder seasons to manage workload better. Proposes a return to fixed office hours to manage expectations and workload more efficiently.
  • EC outlines three potential strategies: hiring another ED, scaling back BIA activities, or finding additional resources to support Mira.
  • TD and EC discuss the feasibility of using Rachel to handle some tasks and the potential benefits of a long-term contract with an event planning company.
  • MN expresses concern about the workload leading up to the Summer Fest and the need for a clear plan to manage it effectively.
  • EC emphasizes the importance of resolving the workload issue to ensure Mira’s well-being and the sustainability of the BIA’s activities.
  • EC suggests using Rachel’s help to manage the workload leading up to SummerFest and then reassessing the situation.
  • TD agrees that using Rachel’s help is a good temporary solution and should be explored further.
  • MN confirms that Rachel is comfortable with the arrangement and that they have a good working relationship.
  • EC and TD discuss the importance of making Mira comfortable with the decision and ensuring that the plan is implemented effectively.

Moved to in camera session.

Attendees: Eric Chabot (EC), Tom Dusmet (TD), George Minakakis (GM), Diana Lakich (DL), Colin Best (CB), Moe Hartley (MH), Mira Nasser (MN), Rachel Shuttleworth (RS)

Regrets: Abhi Sarkar (AB), Eric Parris (EP)

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

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

Motion to accept the previous meeting minutes by GM, seconded by MH and CB. Motion passed.

Miracle on Main Discussion:

  • RS provides an update on the planning for Miracle on Main 2026, including the need for town funding to reinstate the event.
  • RS outlines the budget for 2026, including actuals from previous years and a wrap-up report on community impact. The recommendation is to increase the funding request from $38,000 to $55,000 to account for inflation and rising costs.
  • RS emphasizes the need for a clear plan and agreement on the funding request before presenting it to council.
  • TD and RS discuss the justification for the $55,000 funding request, including the value of volunteer hours and the need for additional paid staff.
  • RS explains the increased costs for amusement rides, insurance and consulting services.
  • GM asks if someone will present the funding request at the council meeting and RS agrees to attend with support from others.
  • CB mentions the need to amend the motion to reflect the $55,000 request and the importance of a strong presentation to council.
  • GM and EC discuss the importance of highlighting the value of the event in terms of community impact and the number of families benefitting.
  • RS provides statistics on the total donations raised through Miracle on Main events and the specific impact on Milton.
  • GM suggests focusing on the heart story of the event’s impact on families and children.
  • RS agrees to create a presentation that emphasizes the event’s positive outcomes and the importance of continued funding.

Council Report:

Local (GM):

  • GM congratulated the team on the success of SummerFest. Positive feedback was received from attendees and community members during the event, with no significant concerns or negative feedback reported.
  • GM noted the opening of the new Milton Museum has been well received, with increased foot traffic and excitement from residents and visitors.
  • Growth in Milton continues, with ongoing development and positive momentum in the community.
  • GM notes that this is an election year, which may bring changes and make the upcoming period interesting.

Regional (CB):

  • CB provided an update on upcoming Council matters and ongoing regional initiatives. A special Council meeting is scheduled for June 15 regarding development charge exemptions, and the region continues to work on homelessness programs, with the hope of expanding additional supports into the North Halton area.
  • CB mentioned one of the contractors on the Tremaine Rd. Interchange program confirmed that the interchange is expected to be fully completed and open by the end of November which will help alleviate traffic congestion in Downtown Milton, particularly during peak hours.
  • CB provided an update regarding the former Meritor property at Martin St. and Steeles Ave. The technical report for the proposed development, which includes approximately 1,083 housing units, will be coming forward to Council. The development is expected to be within walking distance of Downtown Milton and could provide a significant boost to downtown activity over the coming years.
    • TD moved to accept the Council Report. MH and DL seconded the motion. Motion passed.

Treasurer’s Report (TD):

  • TD reviewed the main expense trending report and noted increased expenses largely related to SummerFest contracts and event-related costs.
  • TD noted that when comparing expenses to the previous year, the BIA remains under budget. The lower expenses are primarily attributed to salary costs, with April and May showing reduced salary expenses compared to the previous year.
  • TD mentioned that some additional invoices may still be received, but overall spending appears to be on track and in line with expectations. Approximately $62,000 in expenses attributed primarily to SummerFest related costs and beautification.
  • TD concludes that the expenses are tracking as expected and there were no concerns raised by the Board.
    • CB moved to accept the treasurer’s report. GM and MH seconded the motion. Motion passed.

Executive Director Report:

ADMINISTRATION

  • First summer intern position came to an end on June 18. Recruitment is underway for the second summer intern position, with the job posting expected to be shared shortly and interview planned for the following week.
  • BIA team met with Economic Development, who connected the team with their website provider for guidance. The recommendation was to manage the updates through GoDaddy, which is expected to provide a seamless solution. Alisha to move forward with the next steps.
  • Update provided regarding vendor insurance requirements. Following concern raised at the previous meeting regarding vendors obtaining $5 million in liability coverage, the Town’s Risk team reviewed options and identified a new insurance provider/program that accommodates a wider range of vendor types that the current process. An onboarding meeting will be arranged with the new insurance provider and relevant Town departments to review the process and implementation moving forward.

ENHANCED PROMOTION OF THE DOWNTOWN MILTON COMMUNITY AND ITS BUSINESSES

  • SummerFest recap noted overall satisfaction from sponsors, vendors and attendees.
  • BIA and board members were invited to two events from SummerFest sponsors, a graduation ceremony at Laureate College and an airport tour by GTAA.
  • We’ve had a lot of success with social media campaigns and videos in driving traffic to downtown businesses and increasing engagement, especially on TikTok to reach a younger audience.
  • It was noted during SummerFest that several influencers from outside Milton, including Hamilton, Brampton and Mississauga, attended and created content featuring not only the event but also downtown businesses which would encourage visitors from outside the community to explore the area.
  • We spoke to businesses such as Barn Door Studio and Chocolate Sensations, who noted increased sales during SummerFest. It is an event that seems to be well-liked by a majority of our members.
  • Upcoming Summer Saturdays event is focused on low-cost activations and extended patios for members.
  • Concerns raised about the potential cost implications associated with traffic control requirements.

CB suggests limiting police presence to busiest hours to reduce cost. MN will reach out to the town for further discussions.

  • Planning for the car show is also underway. There will be changes in parking arrangements due to fire department regulations which will affect the number of cars that can be accommodated.
  • MN raises concerns about the Legacy of Honour program and if it’s covered by our budget or if the Legion is expected to fundraise.
  • EC recalls a previous discussion where they agreed to cover the costs. TD confirms.
  • TD clarifies that the Legion are responsible for producing the banners and we will handle installation and removal.
  • TD suggests we should build it into the budget and EC confirms. Motion made by TD to allocate $4,000 for banner installation and removal. Seconded by MH and DL.
  • Domenic Pasqualino raised several parking issues for his tenants during the Farmers’ Market. MN suggests talking to town by-law to resolve the parking issues and TD agrees to find a legitimate solution for overnight parking.
  • CB recalls a historical attempt to create a common driveway for the area, highlighting the need for a deal with the easement.

ENHANCED DOWNTOWN EXPERIENCE FOR BUSINESSES AND VISITORS THROUGH BEAUTIFICATION EFFORTS

  • Flower baskets intalled on Main St. and at the Ivy pathway, they look good for the summer.
  • TD inquires about the electrical sockets and MN confirms they are all working for the summer.
    • CB moved to accept the Executive Director’s Report. TD and MH seconded the motion. Motion passed.

ADJOURNMENT

  • EC moved to adjourn. CB and TD seconded the motion. Motion passed.
  • EC Meeting adjourned at 7:56 pm.

Attendees: Eric Chabot (EC), Tom Dusmet (TD), George Minakakis (GM), Abhi Sarkar (AB), Eric Parris (EP), Colin Best (CB), Mira Nasser (MN)

Regrets: Diana Lakich (DL), Moe Hartley (MH)

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.

Motion to accept the previous meeting minutes by EC, seconded by AS and GM. Motion passed.

Treasurer’s Report (TD):

  • Rachel is now labeled under 3635 as a consultant and we can see it as a line item on the budget.
  • Contracts, landscaping, materials and supplies are in line with our summer projects and events.
  • TD highlighted the budget for SummerFest and the unexpected expense of additional police presence, resulting in a slight budget overrun.
  • TD concludes that the expenses are tracking as expected and we are on budget.
    • AS moved to accept the treasurer’s report. CB seconded the motion. Motion passed.

Council Report:

Local (GM):

  • Final council meeting before the summer break. Rachel’s motion is expected to pass with support from Colin and others.
  • The Canada Day event was successful despite the extreme hear, with strong community participation.
  • GM noted the Farmers’ Market and other downtown activities continue to receive positive community response.
  • Miracle on Main St. was highlighted as benefiting the broader Milton community, not just Downtown businesses. The program supports approximately 3,200 local households, while also contributing to community organizations such as the hospital. The scale of the program demonstrates its significant community-wide impact and the value of continued support for the initiative.

Regional (CB):

  • No significant regional updates to report. The next Regional Council meeting is scheduled for November 4, after the municipal election.
  • The AMO conference in August would be the upcoming opportunity to hear provincial updates and potentially advocate on key municipal issues.
  • Downtown Milton continues to be the primary hub for community activities and events, with the Farmers’ Market, Summer Saturdays, SummerFest, Canada Day and the Pride Parade generating ongoing activity.
  • Milton continues to experience significant development, with approximately 2,045 homes and 8,000 residents planned across the town, reinforcing the importance of a strong downtown as a shopping and community destination.
    • AS moved to accept the Council Report. TD seconded the motion. Motion passed.

Executive Director Report:

Administration

  • Second summer student, Mary-Grace, started and will support the car show and other initiatives through August 28.
  • Transition to the town’s Workday system has involved a learning curve and some initial challenges, but town staff have been supportive in resolving issues. The new process also reduces approvals required for invoice processing.
  • Website migration and updates are underway with GoDaddy. The directory is being overhauled, plugins updated, and the site optimized, with completion expected in about two weeks.
  • AGM: Preliminary dates being considered are September 21, September 23 or September 28. No issues with any of these dates. MN and TD to start working on the budget.

Summer Saturdays

  • The pilot received mixed feedback, with strong community interest but challenges getting businesses, particularly those within the road closure area, to participate or extend hours.
  • Restaurants and ice cream shops appeared to benefit most, while some salons and spas reported concerns about reduced business and customer parking impacts.
  • AS – Reported that business was generally consistent with normal Saturdays, but noted that Summer Saturdays attracted new customers from outside Milton, including Acton. Customers responded positively to the initiative, particularly the combination of downtown activity and free parking.
  • GM – Suggested that businesses should see the increased downtown traffic as an opportunity to attract customers. He questioned why some retailers and service businesses were not benefiting and emphasized the importance of having a strong business proposition, customer experience and positive approach to community events.
  • The program provided opportunities for buskers and free public activities, with strong interest from local musicians. There was some difficulty securing vendors willing to provide activities at no cost.
  • Staff will assess business feedback and participation before determining how the program could be improved or expanded in future years. The pilot may help increase downtown activity during the typically quieter July and August
  • EC – Owner-operated businesses may face greater challenges participating in Summer Saturdays due to limited staffing, preparation time, and concerns that road closures and parking disruptions could negatively affect their regular customers.

See You in September Car Show

Planning is underway for the September 12 Car Show, with registration now open at $25 per vehicle. Current priorities include security, sponsorship, and confirming Run for Milton as the charity partner. A new staging area is being explored at the Milton Curling Club due to concerns with speed bumps along the current route; the proposed rental is $300 + HST and would provide a more efficient staging location.

Other Initiatives

  • Downtown Flashback Tour: The DMBIA is reviving and modernizing the former Downtown Flashback Tour, using updated QR codes and signage to highlight the history of downtown buildings. A scavenger hunt and business stamp program are also being developed to encourage visitors to explore local businesses.
  • Downtown has a busy summer schedule, including bands in Victoria Park, That Band performances on Monday and Milton Concert Band performances on Thursdays, and Arts Milton’s Summer Days Summer Nights series in July and August.

Little Free Art Library

  • Exploring a new “Little Free Art Library” installation where community members can leave and take small pieces of handmade art. The project would provide a unique public-space feature and encourage community participation.
  • Staff are exploring potential locations, low-cost construction options, and partnerships with local artists and organizations such as Arts Milton and the Fine Arts Society. The installation would be open to community contributions with light oversight.

ADJOURNMENT

  • EC moved to adjourn. CB and EP seconded the motion. Motion passed.

Meeting adjourned at 7:40 pm.