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.

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Executive Committee Report – May 31, 2007

BRIDGS
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.

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.

Minutes, February 21, 2007

BRIDGS
(Bear River Innovation, Development and Growth Society)
February 21, 2007
Trading Post (Youth Centre)

Present: John Malmstrom, Laurel Shishkov, Sandy Burrell, Gerry Chute, Susan Malmstrom, Hal Theriault.

1. Call to Order/Adoption of Agenda
Meeting called to order at 7:30 PM.
MOTION to accept the Agenda. CARRIED.

2. Introduction of Minutes from Previous Meeting

3. New Business
Executive Committee Minutes: were read by Secretary Susan Malmstrom.

Treasurer’s Report: Treasurer Wayne Smith was absent. He forwarded the information that the Youth Centre rent was paid for March. A Treasurer’s Report will be submitted at the next Executive Committee meeting.

Strategic Plan: A bid for proposals was put out for a consultant to write the strategic plan. Donna Hatt submitted a very strong proposal, and the Strategic Plan Committee recommended that it be accepted; copies were passed around. MOTION: Made by Susan, seconded by Laurel that Donna Hatt Consulting be hired to write the Strategic Plan for Bear River. APPROVED.

Youth Centre:
• Gerry passed along a $20 donation to the Youth Centre to help defray some recent costs.
• Laurel created a great design for the posters for the upcoming Variety Show (March 3); Sandy and Gerry worked very hard at posting 200 of them up all over the community, including Digby. In the process, Gerry had the chance to speak to many people about the Youth Centre, including the manager of the Sears outlet who is interested in creating a skateboard park in Digby, and may want to partner with us. Wayne will be acting as the stage manager for the Variety Show; Susan will take photographs.
• Gerry offered to stay on the Youth Centre Committee as the official fundraiser. This greatly frees up the time of other volunteers working on behalf of the Centre.
• The Youth Centre is considering offering a monthly swim meet at the Lifeplex. Cost is $85, and the time would be 6:30 to 7:30 PM.
• The Youth Committee has been approached regarding moving the Centre to the Oakdene. The Committee will follow up on this. One of the major considerations before making such a move is that BRIDGS makes sure that BREDS has another party interested in taking the space over before we leave.

Safety Meeting: BRIDGS was contacted by Nova Scotia’s Minister’s Task Force on Safer Streets and Communities to send representation to a meeting regarding safety issues and challenges. Sandy and Susan offered to attend. Some of the issues that they would like to raise will be: speeding cars, vandalism, bridge railings, condition of the boardwalk, lack of sidewalks.

Communications: Since almost all of BRIDGS’ correspondence and dissemination of information is done via e-mail, John offered to begin posting BRIDGS minutes in the Youth Centre, the Oakdene and the Post Office so that people without e-mail can access our information.

Search Committee: A Search Committee needs to be formed ahead of the Annual General Meeting. Hal will contact Don Rice and Cindy Harris to see if they will agree to act as the Search Committee.

4. Review and Adoption of Minutes from Previous Meeting
Hal noted that there should be one change made to January’s minutes: remove the language, “from a list provided by the Office of Economic Development”, as we have been informed that a list of recommended consultants through the OED does not exist (there is contact information available from ACOA if we need assistance with locating a consultant). MOTION: Moved by Laurel, seconded by Gerry to approve and adopt the Minutes of the January 10, 2007 meeting, with correction as noted. CARRIED.

5. Next Meeting
AGM, March 14, 2007 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.

Executive Committee Report – Jan 04/07

BRIDGS
Executive Committee Report
January 4, 2007
Malmstrom Studios

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

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

Treasurer’s Report: Treasurer Wayne Smith reported that the Youth Centre is currently in debt in the amount of $20.46. This includes the amount of $50.20 owed to the Cherry Brook Grocery as a result of a debit purchase incurred by a member of the Youth Committee. Wayne and Hal are scheduled to meet with the Youth Committee this evening, and will discuss options to balance the account. Using BRIDGS funds designated by donors to specific projects and programs other than the Youth Centre to cover these expenses is never an option, and this needs to be stressed to all BRIDGS members.

MOTION: by Wayne, seconded by Tim that commingling of funds for separate BRIDGS projects is not authorized, and that responsibility for ensuring this shall rest with the Treasurer. CARRIED.

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

Expenditures by BRIDGS Members:
MOTION: by Wayne, seconded by Tim that BRIDGS, its committees, subcommittees, and/or any agents will not incur any debt, at any time, with any vendor for any reason without prior, written approval by the BRIDGS Executive Committee. CARRIED.

Bear River Pageant: Hal will deliver an update on the progress of the pageant at the February meeting, as he will be unable to attend January’s general meeting.

Community Input on BRIDGS: Discussion was raised regarding how inclusive (and transparent) BRIDGS can be with regard to our projects and programs. The Committee feels that the following BRIDGS protocol will always be followed:
• The public is always invited to all general meetings;
• Anyone who attends any meeting may join and serve on any subcommittee;
• Anyone who wishes to receive our minutes will do so if they forward their e-mail address to the Secretary;
• Meeting dates are always published in the Tributary and the Bear River Health Clinic Newsletter, and anyone who is on our e-mail list regularly receives notice of upcoming meetings. In addition, special meetings (such as the Village Meeting) are advertised via mailed flyers and posters;
• Members of the press are always invited to the general meetings.

The Executive Committee felt that we have gone to great lengths to ensure inclusiveness and transparency, and will continue to do so as our projects progress.

Meeting adjourned at 10:30 AM.

Minutes, December 13, 2006

BRIDGS
(Bear River Innovation, Development and Growth Society)
December 13, 2006
Trading Post (Youth Centre)

Present: Cindy Harris, Norma Wagner, Don Rice, John Malmstrom, Susan Malmstrom, Laurel Shishkov, Gerry Chute, Hal Theriault.

1. Call to Order/Adoption of Agenda
Meeting called to order at 7:30 PM.
MOTION to accept the Agenda. CARRIED.

2. Introduction of Minutes from Previous Meeting

3. New Business
Executive Committee Minutes: were read by Secretary Susan Malmstrom.

Treasurer’s Report: Treasurer Wayne Smith was absent. A Treasurer’s Report will be submitted at the next general meeting.

Communications Sub-committee: John suggested that a Communications Subcommittee be formed, and offered to chair it. We need to be sure to meet Tributary, Spectator and Courier deadlines; and we need to work on the directory that was suggested at the Village Meeting in November. Gerry, Cindy and Laurel are already working on the directory. They will contact Peter Newton to ask how best to structure this (web presence, printed version, etc.). We will also need to contact the Board of Trade regarding space on their re-launched website. Don, Cindy, Gerry and Laurel agreed to meet before the next general meeting. It was suggested that they contact Tim Wilson, as he expressed interest in assisting with the directory at the Village Meeting.

Strategic Plan Update: The Strategic Plan will be far ranging and extremely important to the community. We have received a letter of offer, which means we need to supervise the execution of the plan after putting it out to bid. A subcommittee needs to be formed to supervise and manage the execution of this bid. Gerry, John and Laurel offered to serve on this Subcommittee. They will meet as soon as BRIDGS receives the first check from the Office of Economic Development. These funds must be used by end of March, 2007, so there will be no time to lose once the check comes in. We should have a list of potential matching funding entities ready as well. BRIDGS members as well as the community at large will see the plan as it is formulated. The Strategic Plan Committee will also be responsible for the dissemination of this information to the community.

Bear River Pageant: The Nova Scotia Department of Tourism released official word that the Pageant will receive a total of $22,500 from their office. Hal was thanked for creating and drafting this application. Again, funds must be spent by the end of March, 2007. Ultimately, this project will benefit the village, with such upgrades as new equipment for the Oakdene, and summer employment. The board was reminded that these funds are specifically targeted to Pageant expenditures. John asked if Hal could write a short synopsis detailing the Pageant accomplishments thus far.

Youth Centre:
Report from the Youth Centre Task Force was delivered by Gerry:
• The Youth Committee will be working with Andre Bouchard (Municipality of Annapolis) to present their “Dance Revolution” program in the spring. This program will be targeted to any and all children throughout the community, including outlying areas. It will be offered at the Oakdene;
• A talent/variety show is in the planning stages for presentation at the Oakdene in March. This will serve as a fundraiser for the Youth Centre;
• We are currently searching for a volunteer fundraiser for the Youth Centre to take the Youth Centre Committee’s efforts to a higher level. In the meantime, proposals have been forwarded to both municipalities, and Hal will draft a proposal to Service Canada to fund an employee;

Village Meeting Follow-up: The feeling is that we had a strong turnout, and it was a very positive meeting. The discussion centered on cooperation and communication amongst the organizations, as well as the importance of volunteerism in small communities. Every organizational representative spoke positively of their group’s future plans. Our goal for the next meeting will be to triple that strong turnout!

Joint Stocks Renewal: Our joint stocks renewal is due. Secretary Susan Malmstrom will fill out the necessary paperwork before the end of our fiscal year (March).

Bear River Health Clinic Update: Norma reported that the Clinic had its official re-opening, with the Minister of Health and other dignitaries in attendance. Now that they have new staff in place, they are able to secure and provide more programs, which are currently being scheduled. The Clinic volunteers thanked BRIDGS for hosting the Village Meeting, which they were happy to use to inform community members of the re-opening.

4. Review and Adoption of Minutes from Previous Meeting
MOTION: Moved by Cindy, seconded by Don to approve and adopt the Minutes of the November 8, 2006 meeting. CARRIED.

5. Next Meeting
January 10, 2007 at 7:30 PM at the Youth Centre (Trading Post).

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

Executive Committee Report – Dec 08/06

BRIDGS
Executive Committee Report
December 8, 2006
Trading Post

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

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

Youth Centre:
For publication, we need to get a wish list from Committee members Louis and Sandy, as well as hours to post.  Susan will publish a thank-you letter to donors via e-mail and the Tributary.

Village Meeting;
The recent village meeting was quite well attended, and we were pleased to have politicians and press in attendance.  We will need to watch the Spectator for an upcoming article.

Communications:
John would like to launch a Communications Subcommittee, and will offer to chair it, as a BRIDGS Executive Committee member.  The two projects he has in mind are: keeping the Tributary and Spectator informed as to what we are accomplishing; researching a quarterly publication (as discussed at the Village Meeting) of volunteer organizations and special events.  Gerry Chute and Tim Wilson have also expressed interest in this project.

Treasurer’s Report:
Susan has drafted a letter to the Deep Brook Lions Club at the request of the Youth Subcommittee.  The Lions are interested in possibly making a donation.

Strategic Plan Initiative:
Hal will contact Donna Hatt to propose submitting a joint proposal to Economic Development.

Meeting adjourned at 10:00 AM.