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.

Chairperson John Malmström’s AGM report

Chairman’s Annual General Meeting Report
Bear River Innovation, Growth, and Development Society (BRIDGS)
Delivered by John Malmström at public meeting on April 11th, 2007

In partnership with numerous other organizations and through its volunteer efforts, BRIDGS 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. Co-lobbied with Board of Trade to stimulate municipal governments 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. Answered the community’s desire to serve local young people by opening, maintaining, staffing, and funding (all through generous local donations and first of a continuing series of “Variety Nights”), of a safe, fun gathering place for area youth with regular hours of operation.
7. Received generous investments from Annapolis and Digby Municipalities, Nova Scotia Department of Tourism, Culture and Heritage, and Nova Scotia Office of Economic Development.
8. Created significant contract employment for area residents while creating sustainable economic activity.
9. Changing perceptions province-wide, which reflect Bear River as a “vital community.”
10. Have demonstrated that the funding is available, projects are achievable, unified voice is the way towards government support, sustainable economic development is key to infrastructure repair
11. Major projects underway:
o operation of the Youth Centre (continuing)
o Strategic Development Plan for Bear River (Completion Date May1st.)
o Bear River Pageant (due to premier this summer)

Challenges and recommendations in the next 6 months will be:
1. Continuing operation and funding of the Bear River Youth Centre (BRYC) to include a paid employee.
2. Completion of the Strategic Plan leading to realization of objectives
3. Bear River Pageant
4. Executive Board and volunteer base development
5. Continuing forward momentum and daily small victories

Executive Committee Report – Feb 08/07

Executive Committee Report
February 8, 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.

Bear River Pageant:  Susan gave Wayne a check for $11,500 for deposit to the Pageant account from Nova Scotia Tourism; and a check for $3,000 for deposit to the Pageant account from the County of Annapolis.  Digby has approved an additional $3,000 which has to be given final approval at their next meeting.  Hal gave Susan an invoice in the amount of $5,000 for writing, research and setting up the pageant.  All bills for the pageant need to be submitted by March 31.  MOTION: Made by Susan, seconded by Tim to proceed with work on the pageant and to pay all invoices hereto.  APPROVED.  We have a budget for costumes and props.  To find costume and set designers, we will put out a request for proposals, plus personally contact people in the village that we know have these skills.

Savings Account: John would like to set up an interest-bearing account for BRIDGS so that BRIDGS can tap the small amounts that this will yield from the funding that we receive as a slush fund for small operating expenses that are incurred.  MOTION: made by Wayne, seconded by Tim to set up an interest savings account for BRIDGS.  APPROVED. It was also suggested that the power to transfer funds from the checking to the savings account (and vice versa) should rest with the Treasurer.  MOTION: made by Susan, seconded by Tim that the Treasurer of BRIDGS will have the power to transfer funds between BRIDGS accounts.  APPROVED.

Annual Meeting:  the Annual Meeting of BRIDGS is scheduled for Wednesday, March 14.  This will be advertised in the Tributary, and posted in the Post Office.  The office that is currently up for election is that of Vice Chair.  This is a signatory position, as are the Chair and Treasurer (the Secretary has no signatory power).  It was suggested that the new constable of the Digby RCMP be contacted to see if she would like to attend as our special guest, since she is on record as someone who would like to support youth groups.

Youth Committee:  Gerry joined us this morning to report on the Youth Committee.
•    The fundraiser has been re-scheduled for Saturday, March 3, still at the Oakdene.  We need to fill the Oakdene that night, and we need to get the word out that we need more volunteers at the Youth Centre.  As m.c. that evening, Gerry will be talking about this and other issues throughout the evening.
•    We are still looking for two volunteers for the Centre, one to act as a fundraiser, the other to recruit and coordinate worker bees to cover the Centre’s hours.  At the end of April, we lose Sandy and Louise, so we have a tight deadline.  Susan is working on a small Wellness grant to get a fitness instructor for a few weeks, which might give Sandy and Louise a break for a few nights.  She will also get together with Hal to try and draft a grant proposal for a Centre coordinator through Service Canada.
•    There will be a Youth Centre meeting at 6 PM ahead of the regular BRIDGS meeting on February 14.
•    Sandy and Louise have forwarded a wish list to Gerry that we will go over at the next general meeting.

Meeting adjourned at 10:30 AM.

Minutes, December 13, 2006

(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.