Executive Committee Report – May 31, 2007

Executive Committee Report
May 31, 2007
Trading Post

Present: John Malmstrom, Susan Malmstrom, Rev. Ken Perkins, Hal Theriault.

The meeting was called to order at 8;30 AM.

Variety Night, May 26: Although the room was very hot and the night was long, we had a great crowd and raised over $900. For future events, it was decided that all volunteer performers would be limited to 3 songs or 15 minutes of performance time, whichever comes first, with the emcee one the stage during applause for the third tune thanking the performer(s). Time negotiations for any special guest headliners may be customized. All posters and other notices will list the beginning and end times (i.e. 7:30 – 9:30 PM), which will be observed, just like a meeting.

Active Saturdays Update: Active Saturdays! is going well, thanks to our enthusiastic sports coordinator Caroline Draper. Gerry will be hosting ballfield cleanup on June 9, and there will be a skateboard clinic on June 16, and a special karate demo on June 23.

BRIDGS Meetings: Susan reminded the committee that since the last two regular BRIDGS meetings have been given over to Consultant Donna Hatt and the Bear River Strategic Plan, we’ve fallen behind on conducting regular BRIDGS business; most importantly, a call for revitalized subcommittees, i.e. Fundraising, Youth, Board Development/Recruitment, Pageant, Communications. This should be addressed at the next meeting.

Bear River Pageant: Hal gave an update that we will have a draft script within two weeks, and will be able to have a reading/open rehearsal staged sometime in August. More importantly, we need to put out a call for players.

Cherry Carnival: Cindy, Hal, Gerry and Susan are meeting with Darryl to coordinate the partnership between the Firehall and the Youth Centre to administer the auction. Cindy and Susan are working on putting together a volunteer force; Gerry will work with Darryl on pickup.

BRIDGS Blog: Future Bear River resident Flora Doehler has voluntarily created a blog with comprehensive information related to BRIDGS, including photos, minutes of all meetings, announcements, email address, etc. All members of the Executive Committee have seen the blog and are very impressed with it. MOTION: for BRIDGS to endorse the blog, and to publicize the address, made by Susan, seconded by Ken. APPROVED. The blog will be presented at the next general meeting.

Meeting adjourned at 10:00 AM.

Minutes, September 23, 2006

(Bear River Innovation, Development and Growth Society)
September 23, 2006,
Youth Centre (Trading Post Building)

Present: Cindy Harris, John & Susan Malmstrom, Hal Theriault, Wayne Smith, Norma Wagner, Gerry Chute, Andre Bouchard.

1. Call to Order/Adoption of Agenda
Meeting called to order at 7:30 PM.
MOTION to accept the Agenda made, with an addition from Norma, a report on the progress of the Bear River Medical Centre. CARRIED.

2. Introduction of Minutes from Previous Meeting

3. New Business: Introduction of and welcome to new member, Gerry Chute.

Executive Committee Minutes: were read by Secretary Susan Malmstrom.

Treasurer’s Report: Wayne Smith submitted a report for board approval; seconded by Cindy. ACCEPTED.

Youth Centre:
• John said that we have three options for the Youth Centre at present: continue to try and raise funds each month; close the centre permanently; create a new subcommittee to examine the viability of the centre.
• Tim Wilson has officially resigned as chair of the former subcommittee due to time restraints. He will continue to try to assist when and where he can.
• Andre offered that there are project grants available, such as physical activity funding, which could assist in paying rent. There are also community funds available.
• Suggestion was made to meet with BREDS to see if they would be amenable to being paid month by month rather than signing a lease, until the viability of the centre is ascertained.
• Gerry suggested that we find out if the area youth really want to become involved, and what their demographics are.
• An interim Youth Task Force was suggested. They will exist for 6 weeks, to determine viability and sustainability. MOTION made by Wayne: To form an interim Youth Task Force who will meet separately from the general BRIDGS meeting; seconded by Cindy; CARRIED.

Bear River Health Centre: Norma reported that the Health Centre has received provincial funding from the Department of Health. They are currently conducting a search for an administrative assistant and program coordinator. Hal is serving on the search committee. The rebuilding is nearly complete as well.

Bear River Pageant/Presentation: Hal reported that we should hear about provincial funding in about a month. The benefits to the community of such a project include:
• Summer and possibly long-term employment
• Developing partnerships with other community groups
• Infrastructure improvements through cultural heritage funding
• Retrofitting funding for the buildings
• Increased tourism
MOTION made by Susan to release funds to Hal designed for research and writing the Bear River Pageant, seconded by Cindy; CARRIED.

Community Volunteerism Presentation: John proposed that we have a village wide meeting in autumn of all of the volunteer organizations, open to the public, to give the groups a chance to demonstrate what they have accomplished during the year, what their future plans are, what kind of volunteer opportunities are available, etc. John has already talked to Board of Trade and Legion Auxiliary representatives, who support the idea. Cindy will talk to the Fire Hall, and offered to work with John on coordinating this.

Other Recent Achievements:
• BRIDGS received a certificate of appreciation from the Fire Hall for our volunteer efforts during the Cherry Carnival
• We have all been working on membership development
• The Ladies Auxiliary is offering to sponsor a coffee canteen for the Youth Centre
• There was a great turn out for the Save the Ferry Rally; lots of BRIDGS people there.

4. Review and Adoption of Minutes from Previous Meeting
MOTION: Moved by Cindy, seconded by Wayne to approve and adopt the Minutes of the September 13, 2006 meeting. CARRIED.

5. Next Meeting
October 11, at 7:30 PM at the Youth Centre (Trading Post).

6. Adjournment
Motion made by Susan for adjournment, CARRIED. Meeting adjourned at 9:00 PM.

Minutes, August 9, 2006

(Bear River Innovation, Development and Growth Society)
August 9, 2006,
Youth Centre (Trading Post Building)

Present: Cindy Harris, John & Susan Malmstrom, Hal Theriault, Wayne Smith, Tim Wilson, Don Rice, Norma Wagner, Larry Knox, Flora Doehler, Jesse Doehler-Knox, Nikki Sang, Julian & Barbara Graham, Glendean Parker.

1. Call to Order/Adoption of Agenda
Meeting called to order at 7:30 PM.
MOTION to accept the Agenda made by Cindy Harris, seconded by Don Rice. CARRIED.

2. Introduction of Minutes from Previous Meeting

3. New Business

Executive Committee Minutes: were read by Secretary Susan Malmstrom.

Treasurer’s Report: Wayne Smith submitted a Treasurer’s Report. All of the information reflects all expenses that have been paid to date. He has access to the information on-line at any time. He noted that the report reflects that we have assets for the first time. When the bank statement is received, it will be faxed to Wayne so that he has a copy before the general meeting. MOTION to accept the Treasurer’s Report was made by Wayne, seconded by Cindy. CARRIED. MOTION was made to reconcile the Treasurer’s Report with the bank statement by Wayne Smith, seconded by Julian Graham. CARRIED. Don Rice suggested that it is not necessary to read aloud the Treasurer’s Report line by line as this will bog down future meetings.

Youth Centre: Youth Committee Chair Tim Wilson reported on the following:
• The painting party attracted about a dozen participants, including parents.
• The insurance bill cannot be pro-rated, since we are one of 120 other participants in the policy. This means that we have an upcoming insurance bill of $525 due on October 1st, which presents a challenge. It is critical that the Youth Centre is successfully launched in order to maintain credibility with the village and with funders. We will have to find a way to pay for this (plus the rent, which will also be due). Suggestions of a fundraiser or a partnership with the local PTAs were made. If the Youth Centre could offer a program such as homework help, we may be able to partner with the schools.
• A planned budget for the next six months should be drawn up.
• In the next six weeks, volunteer staffing needs to be put into place. A roster of volunteers from amongst parents and BRIDGS members needs to be made. Jane Kingston and Bonnie Macleod will approach the parents of the local teenagers. We need to find out from the insurers if background checks are mandatory for volunteers. (Andre Bouchard would be a good contact for this.)
• Ages 14-16 are the target youth audience.
• September 16th is the tentative grand opening day.
• The upstairs of the Trading Post is also available to the Youth Committee to rent. Glendean Parker said that she could take to BREDS an offer of an additional $50 per month for the space. It is a large space with a restroom.
• Hal suggested an emergency meeting of the Youth Committee to discuss funding possibilities with Andre Bouchard. Hal and Susan offered to attend the meeting. Tim will contact everyone with a date.

Strategic Plan: There has been no news on the Strategic Plan since our last general meeting.

New Business:
• A letter from Adrian Potter was published in the Digby Courier on July 27. The two main points that must be countered are: 1) Funding that BRIDGS receives should be used for a water delivery system for the village; 2) BRIDGS is not being truthful regarding our relationships with other organizations. In address to the first issue, government support is always mandated to specific expenditures and must be allocated accordingly. In address to issue #2, John talked to Daryl Jelfs of the Fire Hall and Mary Golding of the Legion Auxiliary, and both re-iterated their support of BRIDGS. Rather than rebutting the letter in a subsequent issue of the Courier, the Executive Committee decided that it was more prudent to address Mr. Potter’s concerns in a personal letter, which also served as an invitation to attend a BRIDGS meeting. Since there has been no follow-up in the Courier, the issue is currently tabled.
• Town Meeting: To bring the village up-to-date on what the local volunteer organizations have been accomplishing, and hope to accomplish in the coming year, BRIDGS would like to organize a joint community meeting where they would have the opportunity to share their information with everyone else. Invitees will include BREDS, the Board of Trade, the Ladies Auxiliary, the Fire Hall and the Medical Clinic (plus any other group that would like to participate). John volunteered to begin to make contact with the directors of these groups to ascertain if the other groups are amenable to this idea. MOTION was made to launch a community-wide meeting to showcase the volunteer organizations of Bear River by Tim Wilson, seconded by Julian Graham. CARRIED.
• Save the Ferry Rally: The Digby Ferry to St. John is in danger of being closed. Everyone is encouraged to bring a sign and make some noise at an upcoming rally at the Ferry Terminal on Friday, August 11, 11:30 AM.

5. Review and Adoption of Minutes from Previous Meeting
MOTION: Moved by Cindy Harris, seconded by Julian Graham to approve and adopt the Minutes of the July 12, 2006 meeting. CARRIED.

6. Next Meeting
September 13, at 7:30 PM at the Youth Centre (Trading Post).

7. Adjournment
Motion made by Susan Malmstrom for adjournment, CARRIED. Meeting adjourned at 9:30 PM.

Executive Committee Report – July/06

Executive Committee Report
July 27, 2006
Trading Post/Youth Centre

Present: John Malmstrom, Susan Malmstrom, Tim Wilson.

The meeting was called to order at 10:00 AM.

Youth Centre:
• The insurance policy states that we are only covered from Oct. 2005-06. Tim will investigate this with Jane Kingston.
• Susan offered to write a letter to Andre Bouchard’s supervisor to relate what a great job Andre is doing for us and what an asset he is to the program.
• Once a date is set, a flyer will be sent out to all Bear River addresses announcing the grand opening of the Centre. Susan offered to pick up the paper and will forward a draft to Tim via e-mail. The flyers can be printed at the office of Jr. Theriault in Digby.

Other Topics:
• John spoke informally with Darryl Jelfs, Fire Hall Chief, at our Sunday post-carnival clean-up. A representative from BRIDGS will be invited to attend a meeting at the Fire Hall to discuss the future of the Cherry Carnival and how we might partner with them next year.
• Susan suggested that BRIDGS proposes to the Board of Trade, BREDS, and the Legion Auxiliary to hold a joint fundraiser, similar to the tsunami relief effort organized by Simone Wilson.

Meeting adjourned at 11:00 AM.

Minutes, March 29, 2006

(Bear River Innovation, Development and Growth Society)
Tuesday, March 29, 2006
Bear River First Nations Cultural Center

Present:  Cindy Harris, Jane Kingston, John & Susan Malmstrom, Hal Theriault, David Isles, Don Rice, Rob Buckland, Tiiu Poder, Mary Golding, Glendean Parker.  Special Guests: Cameron Smith, Bear River Fire Hall; Deputy Warden Jimmy McAlpine, Municipality of Digby; Cpl. Ron Koknevicius, RCMP, Digy Detachment; Carol White, Hillsburg United Church.

1. Call to Order
Meeting called to order at 7:30 PM

2. Introduction of Minutes from Previous Meeting

3. New Business
Hillsburg United Church Donation:  Carol White presented David Isles with a check from the Church in the amount of $125 towards the launch of the Youth Centre.
Fire Hall Presentation:  Cameron Smith of the Bear River Fire Hall made a presentation regarding the ongoing need for additional volunteers for the Fire Hall’s regular duties and programs, and the additional need for workers when the Cherry Carnival planning gets underway for this year’s event (slated for July 15).  The following are opportunities for BRIDGS members to get involved:
i)    Regular firefighting duties, including truck and hall maintenance
ii)    Breakfast Fundraiser—First Saturday of every month: serving, cooking. dishwashing, etc.
iii)    Cherry Carnival: need help with the auction, manning booths, picking up garbage, giving directions, managing crowds, running other errands as needed
iv)    Junior Firefighters: this is a new initiative that the Fire Hall is launching to get youth involved and line up potential future firefighters.  BRIDGS may also be able to help with creating a youth float for the Cherry Carnival with the Junior Firefighters.
Please contact Cameron any time to volunteer: 467-0440, or email: bearriverfd@pitzo.com.  Don suggested that the Fire Hall keep running notices in the Tributary to try and attract more volunteers.
Meeting Dates: Susan suggested an alternative to the current twice-monthly meeting schedule.  It was proposed that the officers meet ahead of each monthly meeting to formulate the agenda and take care of regular, ongoing duties.  This would necessitate the entire Board to only need to convene once per month.  MOTION: Moved by Cindy Harris to convene the officers once per month, to precede a monthly meeting by the full board.  Seconded by Jane Kingston.  CARRIED.
New Treasurer: Wayne Smith has offered to step in as Treasurer, to take over for Jane who was Acting Treasurer.  When Wayne returns from Ontario, the other officers will meet with him to open a checking account and establish signing authority.  MOTION: Moved by Rob Buckland that the Offices of Chair, Vice Chair or Treasurer will have signing authority, any two of the three signatures being necessary to issue a check on behalf of BRIDGS.  Seconded by Don Rice.  CARRIED.  (Other duties of the Treasurer will include establishing and maintaining a current balance sheet, drafting proposed budgets, implementing an annual audit, and creating a receipt system for donations.)
Health Centre: The question was raised as to what BRIDGS might do for the Health Centre, which recently suffered a devastating fire.  Currently, their board is waiting to hear from their insurance company.  Hal and Susan had recently attended their annual general meeting, where Hal suggested that they contact the Job Creation Partnership to hire a manager via federal funding.  The South West Health Authority recently turned them down for a proposal for an employee. Jimmy and Brian Coker (their board member) met to discuss the rebuilding effort.    Hal will contact Shirley Isles to see if they need assistance with writing proposals.  BRIDGS can also offer any letters of support that might help.  Glendean said that the Ladies Auxiliary of the Legion will organize a benefit on the Centre’s behalf, and that BRIDGS members could help with this, along with the Fire Hall, Board of Trade, and the local churches.
Water & Sewage Issues: Jimmy announced that the proposed Water Study (critically important for the area) has been approved and added to this year’s budget and  is definitely on the Municipalities’ schedule.  Once funding is secured for the project, which will involve many upgrades and adjustments, it will be put forward for tender.

4.  Subcommittee Meeting Presentations
Youth Subcommittee:
David presented the latest fundraising report, as well as a draft of a monthly budget proposal.  Other potential revenue streams: Malmstrom Studios will donate (up to) $100 in a match challenge grant to other local art studios; Jane (along with Bonnie Macleod) created and donated a garden/spring-themed basket for raffle—David will contact Sobey’s to set up a donation table day; Rob has donated 2 bicycles which after repair, might be rented out to tourists this summer; bottle drives were discussed, with Jimmy offering advice to make them a success (pre-publicity is key—along with a central donation centre and 4 or 5 trucks).  Jimmy also advised BRIDGS to submit a financial report and project budget in the form of a proposal to both municipalities, which he would support.  Rob also suggested a for-charge service to pick up materials for recycling or proper disposal.
Liability insurance for the Youth Centre is the priority expense for BRIDGS that will be aquired as soon as enough funding is secured, Jane having completed the research to identify the appropriate insurer.  Once this hurdle is passed, we will be able to launch the Centre.

5.  Review and Adoption of Minutes from Previous Meeting
MOTION:  Moved by Jane Kingston, seconded by Rob Buckland to approve and adopt the Minutes of the January 24, 2006 meeting. CARRIED.

6.  Next Meeting
May 10, at 7:30 pm at the Bear River First Nations Cultural Centre.

7.  Adjournment
Motion made by Cindy Harris for adjournment, seconded by Rob Buckland.
CARRIED.  Meeting adjourned at 8:45 PM.

Personal Information Responses

Personal Information Responses
(Based on 23 Submitted Forms)

8 emails
13 mail
2 no* *already on the email list

12 yes
2 no
2 maybe
6 blank

Other Organizations
Legion: 3
Church: 4
Health Clinic: 1
Ladies Auxiliary of the Legion: 2
Board of Trade: 2
Digby Exhibition: 2
Historical Society: 2
Fire Dept.: 2
Peace Garden: 1

“Special Skills” listed:
Grunt work
water/sewage operations
music festival organization
Government (our MLA)
organizational skills
IT skills

• Vision sounds good.
• Very good to see some positive input—especially from youth group.
• I’m very encouraged to see what your group is doing.
• It felt human and small town and clear.
• How do we demonstrate solidarity to funding organizations?
• SAVE THE OAKDENE—Oakdene must be used again as a theatre and as a gymnasium and allow the youth to use the unused rooms for their gathering coffeehouse.
• Where were the other 800 people who live here?

Minutes, September 14, 2005

Wednesday September 14, 7:30 pm
At the Oakdene Centre

Present:  John and Susan Malmstrom, Andrew Riddles, Cindy Harris, Hal Theriault, Chris Hutchins, Pamela Barron, Don Rice, Rob Buckland, Jane Kingston, Tim Wilson, Flora Doehler, Larry Knox, Greg McKenzie.

1. Call to Order
Meeting called to order by Chairperson John Malmstrom at 7:30pm.

2. Introductions/Call for Presentations  & Delegations

3. Adoption of Agenda
MOTION:  Moved by Cindy Harris, seconded by Andrew Riddles to approve the agenda. CARRIED.

4. Review and Adoption of Minutes from Previous Meeting
MOTION: Moved by Cindy Harris, seconded by Andrew Riddles to approve and adopt the Minutes of the August 30, 2005 meeting.  CARRIED.

5. Meeting Presentations & Delegations
Outreach to Community Groups & Outcome of Presentations:

•    Very good response from Fire Dept. (25 –30 people present at meeting)
•    Request for BRIDGS group to assist with volunteer support at the Cherry Carnival & BRIDGS could coordinate volunteer efforts in the community
•    Fire Chief will be the contact between the Fire Dept. and BRIDGS
•    Discussion of town incorporation

•    Date of meeting with BREDS yet to be determined

•    Good response from Oakdene Board
•    Concerns re: water supply for downtown area, group insurance for public buildings (Jane volunteered to do research when time is appropriate as she has insurance background)

•    Definite perception of BRIDGS  “stepping on toes” regarding the Mill property and the Historical Society
•    Questions regarding the relationship between the Municipality of Digby and the Board of Trade over the Mill property project
•    Hal will meet with municipal representatives to determine their relationship to the Board of Trade and potential relationship with BRIDGS

•    Include implementation of a community water system for Bear River
•    BRIDGS to become a coordinating body for volunteer support in the community
•    Review the inclusion of the Mill Property and Historical Society in the Vision statement

6. Continuing Business

a.  Policing
•    John trying to set up a meeting with Digby and Annapolis County Police Departments
•    George and John planning to go to the detachments to discuss policing issues in Bear River and invite them to a future BRIDGS meeting

b.  Formation of a Business Plan
•    Hal approaching Economic Development to see if funding is available for development of a plan or feasibility study

c. Meeting Dates
•    Meeting date will be even Tuesdays, the 2nd and 4th Tuesday of every month

d. Nomination of Vice President
MOVED by Cindy Harris, seconded by Rob Buckland that Tim Wilson be nominated Vice President of BRIDGS. CARRIED.

7.  New Business
•    Discussion re: officially inviting a member from each community group to sit on BRIDGS
•    Next step would be to invite individual community leaders

8.  Next Meeting
•    The next meeting will be held on Tuesday September 20th   at 7:30pm at the Oakdene Centre

9.  Adjournment
MOTION:  Motion made by Cindy Harris, seconded by Andrew Riddles that the September 14th meeting of BRIDGS be adjourned at 9:00pm. CARRIED.