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 – June 29, 2007

BRIDGS
Executive Committee Report
June 29, 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.

Strategic Plan: is ready and an invoice will be forwarded to the Office of Economic Development. We will send out a formal press release when the Plan is officially approved and available to the public. Funders to be thanked include the OED, plus the municipalities. Gerry suggested that an executive summary version be sent out door-to-door if necessary. The full plan will be available on the BRIDGS blog. Hal and John will make presentations to the other groups in town. It will also be featured prominently at our next November ‘summit’ meeting of volunteers and volunteer organizations.

Signage: The signs that Rob has need to be installed as securely as possible, with 4x4s and 2x4s plus hardware. Since Gerry has the equipment needed, he offered to be the central point of information on this, and will talk to Rob.

Trails Workshop: Susan attended a workshop that was presented by Recreation Nova Scotia and Nova Scotia Health Promotion on how communities can establish trails and other nature programs. This was listed as a priority by many people who were originally surveyed for the strategic plan, and should be pursued. The Board of Trade has stated that this is something they would like to accomplish, and will be raised as a topic within the Strategic Plan discussions.

Youth Centre/Active Saturdays Update:
• The Music Society is reforming, and we will forward a couple of names of young people to be involved. It would be great to have some informal coffeehouse nights at the Youth Centre featuring young people and acoustic music. In the meantime, we are looking into have a couple of official outings, such as a trip to the Lifeplex.
• We are currently waiting to hear back from Service Canada regarding our application for a job creation partnership with Digby Disabilities for a fulltime employee.
• There is a giant pile of refundable bottles and cans (from the Digby Exhibition) that currently sit in the Youth Centre. Gerry and Susan will coordinate getting them to the recycling centre.

Fundraising:
Susan and Cindy are going to get together in September to begin work on applying for charitable status for BRIDGS.

Bear River Pageant/Play: There will be a staged reading on July 28 at the Oakdene, 7:30 PM, suggested donation. Ticket prices for the play in August were set at $8 for adults and $5 for seniors and kids under 12. Ken will budget this in the future. Hal has worked well within what his funding has allowed. We are working towards making this a source of income. At the August debut, there will be special invitees—please let Sharon and Hal know if you would like to add someone to the list.

Cherry Carnival: Meetings are going well. Projected income: $1200

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 – Apr 14/07

BRIDGS Executive Committee Meeting
(Bear River Innovation, Development and Growth Society)
April 14, 2007
Trading Post

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

Meeting called to order at 9:00 AM.

Checks relayed from the Secretary to the Treasurer
$3,000 from Municipality of Digby, for the Pageant
$11,350 from Nova Scotia Tourism, for the Pageant
$600 from Nova Scotia, for the Pageant

Contracts: Hal said that a contract needed to be drafted in order to pay Carol Smith for work done.  It was agreed that all contracted work for BRIDGS would be set up so that invoices would be paid out as follows: one-third at the start; one-third at an agreed upon, significant point; and the final third at completion.

Youth Centre: Gerry is working with Steve Trimper, an electrician to find out what kind of work needs to be done to the upstairs space at the Trading Post before we can move.  He is in contact with Glendean Parker regarding our move date.

Variety Night: The entertainment roster is already lined up, and we have volunteers for the front door (Sharon Trueman and Cathy Banks), and Marketing (Laurel Shishkov).  We need to be sure the canteen will be staffed.  Gerry will be in touch with Louise Wood to see if she wants to cover this.

Pool Table: Gerry and Hal are working on getting a better pool table donated.

Treasurer’s Report: Ken said that he will keep a journal in order to track income and expenses.  John asked for a motion regarding transferring funds from one subaccount to another.  MOTION: The Treasurer is allowed to transfer funds from one subaccount within BRIDGS’ bank account to another subaccount when necessary (e.g. use the General Fund to cover a Youth Centre expense) as long as the debited subaccount is eventually reimbursed.  Made by John, seconded by Ken.  PASSED.  Ken was asked to buy a journal using some of the general fund money.

Pageant: Hal reported that all subcontracted work is on track, as is the play.  We may be able to use Variety Night to present a teaser for the play.

Strategic Plan: Consultant Donna Hatt is meeting with the Plan Subcommittee before the next general meeting to look at the preliminary draft.

Meeting adjourned at 10:00 AM.

Executive Committee Report – Apr 05/07

BRIDGS
Executive Committee Report
April 5, 2007
Trading Post

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

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

Search Committee: has still not found a Treasurer.  They will keep working on it up until the AGM and beyond, if necessary.  Wayne can act as Treasurer until June, if necessary.  Rev. Ken Perkins may be able to step in.  John will be in touch with him as soon as possible.

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

Youth Centre and Committee: The Youth Centre fund will be in deficit if the entire current Nova Scotia power bill is paid in full.  Wayne suggested that we pay half now and incur and carry a charge on next month’s bill.  MOTION: Youth Centre power bill will be paid in two instalments.  Seconded by Tim.  CARRIED.

Annual Meeting: The Chair will deliver a report that will be sent out with next month’s minutes of the AGM.  Slate of officers will be voted on and Donna Hatt will update everyone on the Strategic Plan.  We will keep it at the Youth Centre.

Funding: Hal is working on several grant proposals right now, including one through the Hudson’s Bay Co., all worth small amounts.  MOTION: To have Hal continue to work on grant proposals on behalf of BRIDGS made by Susan, seconded by Tim.  CARRIED.

Meeting adjourned at 10:30 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.