Executive Committee Report – Oct 08/07

BRIDGS
Executive Committee Report
October 8, 2007
Youth Centre

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

The meeting was called to order at 9:00 AM.

Youth Centre/Active Saturdays Update:
•    Active Saturdays! is still going strong, but now it’s Active Wednesdays!  Everyone meets at the ballfield at 6 PM, as long as weather permits.
•    Gerry will talk to Glendean Parker of BREDS regarding the power bill and the rent.  We should not have to incur much more than the base price this month.
•    John asked Susan to check in to when our insurance renewal is due.
•    Variety Night: Laurel took care of the publicity; Gerry and Hal are hanging posters, plus they did a mail drop.  Sandy Burrell is doing decorations and Louise Wood is handling the canteen.
•    New Employee: Jared starts either October 15 or the 22nd (at the latest).  We still need a phone, answering machine, computer and printer.  Reminder that Hal will be Jared’s supervisor, and will report on Jared’s progress at BRIDGS meetings in the Service Canada reporting format.  Hal can meet with him on the 22nd, is out the rest of that week to a “best practices” workshop in Alberta.

BREDS Fundraiser: BREDS is holding a supper and singing night at the Legion on October 20 to help raise funds.  John will put out an official call for volunteers at our next meeting.

Strategic Plan: Executive Committee and the Strategic Plan Committee will review the Plan and come together for a brainstorming session (after Variety Night and before the November meeting).  Susan will contact Laurel to see what day works best for her.  We may be able to have it after a short Executive Committee meeting.

November Volunteer Summit Meeting:  The next BRIDGS general meeting date will be used to host the annual “Celebration of Bear River Volunteerism.”  Susan will be sure to invite the organizations’ representatives and contact press and politicos.  What do we want to list as BRIDGS’ accomplishments?  John outlined them via Youth Centre, Strategic Plan, and the Pageant.

Doctor Search: Gerry is working with Leslie Harris and the Clinic’s board on this.  We need to put together a profile of Bear River, past, present and future; plus a package of Bear River perks (e.g. golf package, art lessons, excursions, etc.) unique to our community.

Pageant: Hal and Ken will work on the final report, which is now due to the Office of Tourism.

Meeting adjourned at 10:00 AM.

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Executive Committee Report – Sept 10/07

BRIDGS
Executive Committee Report
September 10, 2007
Trading Post

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

The meeting was called to order at 9:00 AM.

Special Speaker: at this week’s general meeting will be Terri McCulloch, who has expertise on Bay of Fundy interpretation.  There is no place at this end of the province that has an interpretive centre, and Bear River could take advantage of this.  Hal said that this is part of the Digby Area Tourism Association’s plan for the area, and Bear River could be a satellite location.

General Meeting: Question was raised as to whether we will have time for regular meeting business on Wednesday.  John will put through quickly any issues that need to be addressed to allow plenty of time for Terri.  Some important items: 1) our new employee, Jared Haight, will start at the Youth Centre on September 24; 2) we received the first annual grant for the Youth Centre from the Municipality of Annapolis in the amount of $1,000.

Youth Centre/Active Saturdays Update:
•    Active Saturdays! is still going strong.  We will continue to offer soccer and softball at Lansdowne Field.  For next year, we may change the day and time to an evening weekly event (e.g. Active Thursdays!).  We will apply for another grant, with the aim to buy gloves and other equipment.
•    Meanwhile, to get Jared set up, Gerry and Hal are working on getting a phone and computer; Susan is arranging internet and phone hook-up; Caroline will be working with him to get properly registered with the RCMP.  Gerry will meet with him on his first day; John will meet with him during his first week.  Jared will report to Hal, who will keep BRIDGS apprised on his progress via monthly report.
•    There is an opportunity for advertising our activities through Digby Elementary School.  Caroline Draper has information on this—Ken believes that it is through their publication, “The Tide.”  We will find out if a similar publication goes out from the Annapolis system, and be sure that Jared knows how to access these.
•    Hal is working with Glendean and BREDS to write a grant which will help bring potable water to the building.  Since they rent to the Youth Centre, this is a health issue for the children occupying the space.
•    Next rent check is due on October 1.
•    Variety Night: is October 27.  Gerry and Hal will have Jared work right away on publicity for the event.  It was proposed that we have costumed characters from the play on hand.  Also, we need to check as soon as possible on the next deadline date for the Tributary.

Strategic Plan: It was decided that the Executive Committee and the Strategic Plan Committee should review the Plan and come together for a brain-storming session as soon as possible.  Susan will contact everyone about their availability for such a meeting.  The intention will be to decide what our immediate, short-term goals (doable in six months) are, and to draft a timeline for short- and long-term aims.

Executive Committee Report – March 12/07

BRIDGS
Executive Committee Report
March 12, 2007
Trading Post

Present:  John Malmstrom, Susan Malmstrom, Wayne Smith, Hal Theriault, Tim Wilson, Gerry Chute.

The meeting was called to order at 9:00 AM.

Treasurer Wayne Smith announced that he needs to resign his position as Treasurer, as he is moving out of the area in June.  John has notified Cindy Harris, who serves on the Search Committee of the situation.  Tim offered to contact Don about some possible leads on a new treasurer.

Treasurer’s Report:  Wayne handed out the latest Treasurer’s Report, which included an addition of $1,000 to the Strategic Plan, and over $800 raised by Variety Night for the Youth Centre.

Treasurer Wayne Smith submitted a Treasurer’s Report to the Executive Committee, with a motion for acceptance.  Seconded by Tim. CARRIED.

Variety Night: was successful, both financially and as a community outreach project.  It was wonderful publicity for the Youth Centre, and we have received a lot of positive feedback.  It also set a positive tone for future BRIDGS activities.  John asked for feedback on what might be done differently for future variety nights:
•    Wider advertising, such as The Clare Shopper
•    Organize the event earlier
•    Pre-sell tickets.
Gerry would like to plan the next variety night around Cherry Carnival.  He would like to see if we can find a volunteer event planner.

Youth Centre and Committee: Susan will contact the two municipal disability employment services to find out if we can hire a supervisor for the Youth Centre.  John said that BREDS has forwarded a lease for the Youth Centre to sign, so we need to make a commitment as to where the Youth Centre will be located.  Possibilities currently include: stay in place, move upstairs, move to the Oakdene.  Each possibility was discussed.  Considerations include: heat, phone/phone access, safety of the venue, how to keep the kids in one place (at the Oakdene).  Gerry will contact both Glendean Parker of BREDS and Linda Findlay of the Oakdene and report back at the general meeting.

Annual Meeting:  The AGM will be postponed to April 11, so as not to conflict with the Health Clinic’s AGM.  The regular BRIDGS meeting will start at 8:00 PM to give people time to attend both the Health Clinic’s AGM and our general meeting.  At our AGM, the chair will give the annual update and the treasurer will present a financial report.  We will also need to arrange for an auditor for 2008.  Our goal will be to have a new treasurer in place by April 11; this will give us plenty of transition time for Wayne to work with the new person.  The topic of formalized membership parameters will also be put forward. Membership benefits should be tied to our Vision Statement.  Membership is an important issue, as it will demonstrate to government funders our self-sustainability.  MOTION: made by Wayne, seconded by Tim that a membership committee be formed.  CARRIED.

Meeting adjourned at 10:30 AM.

Executive Committee Report – Sept 25/06

BRIDGS
Executive Committee Report
September 25, 2006
Trading Post

Present: John Malmstrom, Susan Malmstrom, Tim Wilson, Wayne Smith, Hal Theriault.

The meeting was called to order at 9:00 AM.

Treasurer’s Report:
• The treasurer’s report was submitted by Wayne Smith and accepted by the Committee.

Youth Centre:
• The month to month rental agreement was OK’ed by Glendean Parker who will take it to the BREDS board.
• The Youth Task Force is launching a phone survey to determine the level of interest in the Youth Centre. There will be a meeting on Sept. 28 to finalize the script.
• A follow-up meeting to the phone analysis will take place at the Yout Centre on October 12 at 7 PM.
• Susan will write a letter to MacDonald Chisholm Trask Insurance thanking them for making an exception to the Youth Centre by pro-rating the policy when she forwards the insurance payment, due Oct. 1.
• Hal will look into the Job Creation Partnership as a possible funding source for a Youth Centre employee. John offered to assist if necessary.
• Grey Mckenzie is interested in speaking at the next general BRIDGS meeting regarding his own efforts at youth outreach in the community.

Bear River Pageant:
• Hal is researching and writing the core script.
• Susan will forward a copy of the contract to Wayne for record keeping.
• John asked Hal to deliver bullet-pointed “accomplishment” lists at the general meetings.

Town Meeting:
• John will work with Cindy to get things in to place for the volunteer organizations meeting.
• John will see if we can have this meeting at the Fire Hall in November.

Other Business:
• It was suggested that the Treasurer’s Report be delivered at the end of the meeting. It will be a summation; if members have questions, they can talk to Wayne after the meeting.

Meeting adjourned at 10:00 AM.

Minutes, September 23, 2006

BRIDGS
(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

BRIDGS
(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

BRIDGS
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.