Downtown Milton Business Improvement Area
Board of Director’s Meeting
Wednesday, February 8th, 2017
Location: DBIA Boardroom
- Call to Order
- Review of previous minutes
- Declaration of Pecuniary or Conflict of Interest
- Treasurer’s Report
- Council Report
- New Business
- Executive Director’s Report
- Next Meeting Date: Wednesday, March 8th, 2017 at 6:30 p.m.
Previous Meeting’s Minutes
Downtown Milton BIA Meeting Minutes
Location: DBIA Office
Wednesday, January 11, 2017
Attendees: Sara Bergsma, David O’Connell, Margaret Lara, Colin Best, Stephen Mangotich, Valerie Nicholson
Regrets: Mike Boughton, Eric Chabot, John Da Silva
Call to Order: 6:38 p.m.
Review of Previous Minutes:
MOTION to accept: Colin, Seconded by: Sara
Declaration of Pecuniary or Conflict of Interest:
Treasurer’s Report: John da Silva
- Approved, with surplus
- Refer to ‘New Business, Offer to Lease 230 Mary St’ for budget recommendation
MOTION to accept Treasurer’s Report: Colin, Seconded by: Stephen
- Approved at Council on Monday, January 9th, 2017 to proceed with next steps, with 2 small amendments: 1) sending the report to the Conservation Authority for comment, 2) include that places of worship are allowed in Downtown Milton.
- 50 people attended the Open House scheduled on February 3rd, 2017 from 6:30 – 8:30 p.m.
- Official Plan and Zoning By-law Amendments will be brought forward in the first quarter of 2017, conduct public consultation on parking needs and utilization within the Downtown through the Downtown Milton Parking Study, present heritage conservation options for the Downtown, and move forward with a business case for redevelopment of Town-Owned Opportunity (Precinct) Lands
- Full report is now online: http://www.milton.ca/MeetingDocuments/Council/agendas2017/rpts2017/PD-054-16%20Downtown%20StudyFinal%20Report%20UNSIGNED.pdf
Carriage Square Channel Bridge:
- Report has been deferred to February 27th, 2017
- Approved new development plan approval process to speed up approval process for green and brown field, special study areas (3-5 years is too long)
MOTION to accept Councilors’ Report: Margaret, Seconded by: Sara
Executive Director Search
- Candidate interviews were conducted by SRG
- Short list of candidates were sent to the Hiring Committee by SRG on Friday, February 3rd
- Hiring Committee to determine which candidates will move ahead on the process (2nd interviews: Wednesday, February 8th
Summer Student Grant
- DBIA application was submitted on January 20, 2017
- Interesting observation: application deadline has been extended to February 3rd, 2017, with a mass media campaign (radio) supporting this extension
Canada 150/Milton 160 Celebrations:
- Applications were submitted to the Canada 150 fund (DBIA) and the Ontario 150 Community Celebration Program (DMSF Committee)
- On January 23rd, 2017 we received notification that both applications were denied.
- Rationale: overall, 921 applications from festivals and events across the province were received, with requests totaling more than $28 million. All applications were accessed based on the strength of the proposal against program criteria. Due to the volume of applications and the level of funding requests, not all initiatives could be funded.
Canada 150/Milton 160 Proposal:
- Refer to Board Package email for attachment that includes tactical recommendations to promote DT Milton leading up to these celebrations
- MOTION to proceed with this proposal (including which tactics to moved ahead with)
Offer to lease 230 Mary St:
- Marked up version of the lease to be provided from Risk Management on Monday, February 6
- Initial response from Risk Management indicated 2 main risk concerns (refer to email attached to the Board package). These include:
- Ground of the parking lot (uneven sections).
- Grading solution (line painting) to cost $300 – $500
- No light fixtures
- Pilot project for one-year lease; will be daytime parking for stores/office employees between 9 a.m. – 5 p.m. (similar to the Town parking lots at Main & Brown and Charles & Mary, which no not have lights over the parking lot). Neighboring streetlights along Mary Street and the parking lot West of this lot should be enough to light this area
- Insurance: Colin to investigate who insures the contents of the DBIA office.
- Risk Management requires proof of General Insurance Liability Insurance with a minimum of $2,000,000.00 policy limit, naming the DBIA and Corporation of the Town of Milton as the certificate holders and as additional insured.
- Budget recommendation: fund the capital cost through our surplus; great opportunity to generate revenue for the DBIA, however, ensure we have the right formula to generate the targeted revenue (to be agreed upon):
- Capital improvements (to configure the property into a parking lot): $ 10K – $20K in a parking kiosk, grading, electrical, and lighting; consider looking into SMART Technology
- Lease (12 months): $ 18,000 / year Capital Cost Recovery: $ 20K (excludes the lease rate)
- Cash flow Management: $ 18,000 / 52 weeks = $ 346 / 7 days = $ 50 / day / 3.50 = 14 hours of daily parking. We require covering our monthly lease rate 14 hours of daily parking (approx. 425 monthly hours)
- Revenue: understand the demand for parking in the downtown area. How many cars may we expected in a given week / month? Parking rates (avg rate): $ 3.00 to $ 3.50 / hour. Worst-case scenario: $ 20K /52 weeks = $ 385 weekly cost / 7 days = $ 55 / day / $ 3.50 = 17 hours of daily parking required to breakeven.
- If we assume on average that 1 car is parked for I hour only = 17 vehicles per day = 50% of property capacity (34 vehicles).
- Logistics of parking spaces, for discussion:
- Poll key businesses in the DBIA to see if they’d be interested in using these spaces (employee parking only?)
- How do we administer this?
- Execute agreements with BIA members for designated spots or will it be first come, first serve basis?
- Consider selling tags to BIA members to park there; identify parking spots for each business
- Parking Enforcement: if car is not tagged, they will be ticketed
MOTION to accept New Business Report: Colin, Seconded by: Val
ED Report – January 2017
Downtown for the Holidays
- Great turnout from our Board members, thank you for your support!
Friday December 3rd Evening Horse Drawn Carriage Rides
- Traditional Friday night wagon rides were SOLD OUT
- $555 was collected and donated to The United Way of Milton
- Recommend we include carriage rides in 2016 and continue to support the United Way (5 of their volunteers were a HUGE help at this Event)
Saturday Downtown Milton Pop-Up Market
- There is A LOT of potential to grow this Event in 2017. Consider the following:
- Develop a Winter theme and invite external vendors on the street that cater to this theme; look to grow number of external vendors (4 in 2016)
- Sell greenery and/or Christmas trees along Main St
- Include a date/time for a Christmas tree lighting ceremony (could be sponsored, consider Canadian Tire, similar to Owen Sound Festival of Northern Lights Event)
- Grow engagement of our BIA members (15 members participated in 2016)
- Consider renting heaters, tent covering Main Street
- Look at extending the time (full day event); continue to close to the street
- Need activities on the street; marshmallow roasting stations with fire pits along Main St (would need volunteers to monitor this)
- Charge for participation?
- Consider serving alcohol (craft beer, rum and eggnog, cider) in a gated area on Main St (extended patios for BIA members?)
- Next steps: Tara to determine what worked in 2016 and outline recommendation for the 2017 Christmas market. To be completed before the ‘ramp up’ of the Downtown Milton Street Festival
- Tara to investigate logistics of hospital bed races in Downtown Milton. Teams to collect pledges and all proceeds will be applied to the Milton District Hospital Foundation.
MOTION to adjourn the meeting (7:07PM): Colin, Seconded by: Margaret
ED Report – February 2017
Downtown for the Holidays
- Tara to determine what worked in 2016 and outline recommendation for the 2017 Christmas market
- Recommendation to be completed by end of March, 2017
Annual Easter Egg Hunt:
- Taking place on Saturday, April 8th, 2017 from 10:00 a.m. – Noon
- Main St will be CLOSED during this timeframe (road closure application has been submitted to the Town)
- Currently sourcing sponsorship and donations of candy for our members
- Scooters Catering has graciously donated Easter Egg baskets and Egg decorating kits to the DBIA
- Application deadline for Entertainers was January 27, 2017. To date, over 50 Entertainers applied
- Entertainment selection will take place at the next DMSF Committee meeting scheduled for February 7th, 2017
- The Committee is working with Sherwood Entertainment to review the rider agreement for Honeymoon Suite (lead contender for closer) to determine size of stage, dressing room required, etc.
- Discussions are underway as to how we best manage all aspects (crowd control, bigger stage, trailer to be used as a dressing room, etc.)
- It is very likely that the Main St stage will need to be moved to another location (Fulton St), which will have the greatest impact on Brydens; Tara to notify Prentice of the stage potentially moving
- Vendor application deadline is February 27, 2017.
- BIA members: confirmed extended patios for Ivy, Brydens, The Works, Mo Jerk, Casa Americo; extended patios for Mama’s Perogies (new ownership as of Jan, 2017 and Joya (old South 202 location) is still TBC
- NEW for 2017:
- Reptile trailer!
- Kids Zone: Paddleboats and Obstacle Course will be added this year
- Looking at having wristbands for kids to assist with tracking numbers. Potentially could have a sponsor on the wristbands as well.
- Meeting scheduled with the Legion on February 6th, 2017 to discuss improvements for Beer Tent
Classic Car Show:
- Will take place on Friday, July 14th, 2017 from 6 p.m. – 10 p.m.
- Extended patios are confirmed: Casa Americo, Works, Ivy and Brydens
- First sponsor received (thank you Safari Children’s Dentistry!) in the amount of $750
- Tara will be meeting with Jo’Anne Schilling (Milton Cruise) on w/o February 20th, 2017 to further discuss logistics
- Previous sponsors will be notified via email with sponsorship packages the week of February 13, 2017
- Tara is currently investigating with the Town if an online payment system can be implemented to assist in the administration tasks of payment
Movie Night Under the Stars:
- Reschedule for September, 2017 (cancelled in 2016 due to inclement weather)
- Investigate locations: Mill Pond, the Fairground, Victoria Park, etc.
- ‘The show must go on’: include a back-up location (Knox Church, Milton Bible Church, etc.) so event can be moved indoors, if need be due to weather
- Next steps: Tara to develop an Event plan for Movie Night Under the Stars with recommendation for locations (outdoor and indoor)
- The market will run this year from May 13, 2017 – October 7th, 2017 (with the exception of June 3rd, for the DMSF).
- Once again, the DBIA has the opportunity to rent three (3) bump-out areas on Main St for use by our members.
- Our members utilize these bump-outs every Saturday and they are grateful for the opportunity we provide to them. The locations of these spots are:
- Milton Bible Church
- In front of Casa Americo Restaurant
- In front of La Toscana Ristorante
- The total cost for these bump-outs: $1808 (HST incl)
- MOTION to proceed with renting these bump-outs
- Received enthusiastic support from the MDHF (Anne Ondercin is completely onboard!)
- Discussed initial timing with the Anne; recommend these races take place on a Saturday in October, after the Farmers Market, which will align with the hospitals community opening celebration (October 14 or 21)
- Next steps: Tara to develop a ‘Bed races’ Event Plan for implementation. Oakville District Hospital does annual bed races; perhaps learning’s can be leveraged here?
- Approval will be required from both the DBIA Board of Directors and the MDHF
Lamp Pole Lights
Repairs required to (currently in the queue with Ducon):
- Existing tree lights: tree identified in front of parking lot of Dorland-Haights Gallery
- 200 Main St: wrapping of the post (receptacle)
- In ground receptacle in front of Milton Health Foods; occurred when truck went through window of storefront
- Initial install of $5800 has been paid for work completed
Garden Sponsorship Program
May – October, 2017
- Reach out to previous sponsors, which include: Vapemeet, Cutting Edge, Davidson Realtor, Casa Americo, Brydens and A.M Strategic Accountants
- Email all other BIA members informing them of the program and cost ($100)
Vacancy Rate January 2017:
- 6.84% (Elite Street Wear closed in January, 2017)
- OBIAA Vacancy Average is 9.7%