Executive Committee Report – Sept 04/06

BRIDGS
Executive Committee Report
September 4, 2006
Trading Post

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

The meeting was called to order at 8:00 AM.

Treasurer’s Report:
• The treasurer’s report was submitted by Wayne Smith and accepted by the Committee. Secretary Susan Malmstrom transferred to Wayne a check from Nova Scotia Cultural Division in the amount of $2,400 towards research for the Bear River multi-media production.

Youth Centre:
• Compensation to Tim Wilson for the Youth Centre signage bill was discussed, since the $120 came as a surprise to the Executive Committee. For the future, subcommittees should have their own budgets so that they can determine whether or not there are sufficient funds before expenditures occur. In the meantime, Tim offered to cover some incidental costs over the $120, and John and Susan are paying for the flyer paper. It was also suggested that we try to have items and services donated as often as possible, with the goal of paying for these kinds of things when we are up and running.
• Insurance: Tim was able to have the policy pro-rated, which means that instead of a $500 bill due on October 1, the amount will be $130.
• Next meeting of the Youth Subcommittee: Tim will organize a meeting with Andre Bouchard before the next general meeting. Hal and Susan offered to attend. Hal noted that the government budgets will be finalized soon, so time is of the essence if we want to approach them for funding.
• Lease Renewal: John stressed that we need to be certain of the village’s commitment to the Youth Centre before signing the lease renewal (also due on Oct. 1).

Economic Development Strategy:
• Hal will contact ACOA regarding our funding that they were holding pending the formation of a regional development authority.
• Hal will forward a proposal to Nova Scotia Tourism on September 11.

New Chair:
• Susan suggested that a Search Committee be formed to facilitate finding a new chair for next year.
• A transitional phase for a vice chair was suggested, with the current chair role evolving into an emeritus role.

Other Business:
• It should be stressed at the next General Meeting that it is critical for all members to keep track of their time and any donated expenses, including postage, long distance phone calls, paper, paint, etc. We need to start tracking this to demonstrate to funders that in-kind donations are constantly being made.

Meeting adjourned at 10:00 AM.

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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.

Minutes, July 12, 2006

BRIDGS
(Bear River Innovation, Development and Growth Society)
July 12, 2006,
Youth Centre (Trading Post Building)

Present: Cindy Harris, John & Susan Malmstrom, Hal Theriault, Don Rice, Pamela & George Barron, Barbara Graham, Glendean Parker, Linda Stroud, Jane Kingston.

1. Call to Order/Adoption of Agenda
Meeting called to order at 7:30 PM.
MOTION to accept the Agenda made by Pamela Barron, seconded by Cindy Harris. 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 was not present; a report will be submitted for board approval at the next general meeting.

Strategic Plan: Hal Theriault presented an update on funding for the Strategic Development Plan:
• Digby County: a check for $1,000 will be forwarded by the end of July;
• Economic Development: has pledged $10,000;
• ACOA: BRIDGS has requested $14,000.
• Annapolis County: has (verbally) pledged $1,000.
Funding through the proposed Regional Development Authority (replacing the now defunct WVDA) will need to be passed by both municipalities. BRIDGS has been advised to take no action on the Plan until we have the funding secured; this will most likely happen in the fall, after the RDA has been set up. John thanked Hal for his work on applying for these funds, and asked him to write a summary to keep the village apprised on our progress on this.

Youth Centre:
• Insurance: John thanked Jane Kingston for her work in applying for and setting up the insurance policy for the Youth Centre. Jane expressed her concern that there are not enough BRIDGS members to form subcommittees to perform the various tasks that need to be done.
• Electrical Work: Steve Trimper performed the electrical inspection and it is now ready for power. The meter for the Youth Centre is designated as Meter #1. John will contact NS Power to make sure it is turned on.
• Pre-Grand Opening: Andre Bouchard, Annapolis County’s Active Living Facilitator, will be contacted to facilitate a meeting with youth (and parents) to discuss what they would like to see offered at the Centre.
• Publicity: After the Youth Subcommittee holds their next meeting, they will contact The Tributary to submit a short update.
• Garden Basket: raised $108.

Charitable Status: Cindy Harris investigated changing our status to that of a charity. We may re-visit this at some time in the future, but it is not viable at present.

Cherry Carnival: Cindy Harris said that anyone who would like to volunteer needs to sign up at the Fire Hall. John will provide BRIDGS identification for those volunteering. If anyone from BRIDGS would like to help clean up on Sunday, there will be a group of BRIDGS members meeting at the Fire Hall at 10:00 AM.

5. Review and Adoption of Minutes from Previous Meeting
MOTION: Moved by Cindy Harris, seconded by Pamela Barron to approve and adopt the Minutes of the June 14, 2006 meeting. CARRIED.

6. Next Meeting
August 9, at 7:30 PM at the Youth Centre (Trading Post).

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

Minutes, June 14, 2006

BRIDGS
(Bear River Innovation, Development and Growth Society)
June 14, 2006
Youth Centre (Trading Post Building)

Present: Cindy Harris, John & Susan Malmstrom, Hal Theriault, David Isles, Don Rice, Pamela Barron, Tim Wilson, Julian Graham, Barbara Graham, Donna Parkins. Special Guest: André Bouchard.

1. Call to Order/Adoption of Agenda
Meeting called to order at 7:30 PM. Andre Bouchard, Active Living Facilitator for the County of Annapolis led the group in a warm-up (lively!) exercise to introduce ourselves.

MOTION to accept the Agenda made by Don Rice, seconded by Tim Wilson. 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 was not present. The report will be submitted for board approval at the next general meeting.

Mid-Year Report: Chair John Malmstrom gave a mid-year of progress in the village of Bear River. He emphasized that we are at the six-month point of his time as chairperson, and it is important for the group to be looking toward the future. Mr. Malmstrom’s report:
Bear River, the Village has:
1. Identified and built strong consensus amongst community stake holders through dialogues with area volunteer organizations and village-wide “town hall” presentations/gatherings
2. Based upon the community’s input, created a “Vision Document” which sets out the general objectives of Bear River’s short, intermediate, and long term goals
3. Formalized the structure of the BRIDGS organization including subcommittees, by-laws, incorporation and regular open meetings for the community.
4. Successfully lobbied with municipal government to secure feasibility studies for local infrastructure improvement necessary for the realization of the village’s long term goals
5. Built a successful relationship with the local and regional press to help the greater community remain informed and involved with the village’s progress
6. Exceeded expectations through local grass-roots fundraising to enable the imminent opening of a village “Youth Centre” – the first short term goal identified by the community
7. Established encouraging contacts with local, provincial, and federal funding sources including, in particular, a $10,000.00 grant for the partial funding of a Community Economic Development Strategy from the Nova Scotia Office of Economic Development
8. Begun to change perceptions to reflect BR as a “vital community”
9. Have demonstrated that the funding is available, unified voice is the way towards government support, sustainable economic development is key to infrastructure repair –BR’s revitalization can be done if the village wills it.

Challenges and recommendations in the next 6 months will be:
1. Opening the Bear River Youth Centre (BRYC)
2. Continuing maintenance of BRYC
3. Scheduling another village wide meeting to report progress
4. Preparing for shift in executive committee (new Chair to be elected in December), on-going board development
5. Community Economic Development Strategy Document—funding completion, bids, selection of vendor, writing
6. Establishing, strengthening subcommittees for
a. BRYC
b. Village meeting
c. Economic Development Report
d. Board development
7. Bear River’s future can be bright if the village wills it.

Youth Centre: Several things need to be finalized before the Youth Centre can be officially opened. Recreation Nova Scotia has not contacted us regarding our application, which means that we do not have liability insurance. The toilet has been installed, and the issue of power to the building has been resolved. After much discussion regarding what remains to be accomplished, John called for volunteers to serve on the Youth Subcommittee to complete these tasks. Barbara Graham, Julian Graham, and Tim Wilson all volunteered to serve.
André Bouchard led a discussion on opening the Centre. His suggestions included:
• Special invitations to young persons for a grand opening;
• Establish a proper foundation to create a safe space;
• Some community standards will be non-negotiable (i.e. no drugs, alcohol, smoking, etc.)
• Establish minimum age groups and times/days;
• Give the youth a feeling of ownership of the space;
• Set up relationships first, then create the programming;
• Who are the chaperones? BRIDGS members, parents, the Subcommittee, other volunteers.

5. Review and Adoption of Minutes from Previous Meeting
MOTION: Moved by Tim Wilson, seconded by Cindy Harris to approve and adopt the Minutes of the May 10, 2006 meeting. CARRIED.

6. Next Meeting
Wednesday, July 12, at 7:30 pm at the Youth Centre (Trading Post).

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

Minutes, May 10, 2006

BRIDGS
(Bear River Innovation, Development and Growth Society)
May 10, 2006
Bear River First Nations Cultural Center

Present: Cindy Harris, John & Susan Malmstrom, Hal Theriault, David Isles, Don Rice, Rob Buckland, George Barron, Tim Wilson, Julian Graham, Wayne Smith.

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

2. Introduction of Minutes from Previous Meeting

3. New Business
Executive Committee Minutes: were read by Secretary Susan Malmstrom.
BRIDGS Liaisons: as per the suggestion of the Executive Committee, it was decided that a good way to connect with the other organizations in town was to assign BRIDGS members to act as go-betweens for these groups. The liaisons don’t need to attend the other groups’ meetings, although many of them are already doing this; they only need to contact the group prior to a BRIDGS general meeting to see if the other organization has any concerns that they would like to see raised at our meeting. The assignments are: Fire Hall: Cindy Harris, Oakdene: Cindy Harris, BREDS: Rob Buckland, Health Centre: Don Rice, Legion: Susan Malmstrom.
New Member: Julian Graham, a supporter of the Youth Centre, was welcomed as he joined us for the first time.
Treasurer’s Report: Wayne Smith presented his initial report. John suggested that in future reports, noting pending receipts and debits would be helpful. George suggested that it might be worthwhile to research the pros and cons of charitable status for the organization. Cindy offered to look into this for the next meeting. MOTION to accept the Treasurer’s Report made by Wayne Smith, seconded by Cindy Harris. CARRIED.

4. Youth Centre: Power still needs to be hooked up and the toilet installed. John offered to come by and get this done. Supplies need to be purchased. Rob suggested approaching Wilson’s Hardware to see if they could donate supplies, or sell them to us at a discount; Hal offered to look into this. Equipment, signage and programming were discussed at length. John and Hal will contact Andre Bouchard for assistance. We cannot have anyone other than board members in the space, however, until liability insurance has been purchased. We are still waiting for membership status from Recreation Nova Scotia, so that we can get insurance through them at a discounted rate.

5. Strategic Development Plan: John and Hal met with Louise Watson of the Office of Economic Development. They will provide funding for the initial investment of $10,000. The estimate for the overall cost may be around $30,000. We will have to put this out to tender. It will be necessary to have the endorsement of both the municipalities to proceed with the plan, via a token amount of funding. John and Hal are scheduled to present to the Municipality of Annapolis on May 16. The strategic plan is a critical step for moving BRIDGS forward; we cannot secure any kind of substantial funding without it. Hal is also conducting ongoing research of cultural and tourism grant opportunities.

6. Review and Adoption of Minutes from Previous Meeting
MOTION: Moved by Cindy Harris, seconded by Don Rice to approve and adopt the Minutes of the March 29, 2006 meeting. CARRIED.

7. Next Meeting
June 14, at 7:30 pm at the Youth Centre (Trading Post).

8. Adjournment
Motion made by Tim Wilson for adjournment, seconded by Susan Malmstrom.
CARRIED. Meeting adjourned at 9:00 PM.

Minutes, March 29, 2006

BRIDGS
(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.