Ann Palmeter Regrets Grand Pré and Area Community Association. Société Nationale de l Acadie (SNA) Municipality of the County of Kings

Transcription

1 Stewardship Board, Landscape of Grand Pré Society Approved English Minutes Louis Millet Community Complex / Commercial Street, New Minas, NS April 10, :30AM - 3:30PM Directors Present Claude DeGrâce (Chair) Société Nationale de l Acadie (SNA) Naomi Blanchard (Co- Chair) Grand Pré and Area Community Association Charlie Curry Grand Pré Marsh Body Stan Surette Société Promotion Grand- Pré Councillor Mike Ennis Municipality of the County of Kings Robert Moreau Regrets (called in for item 8.1) Parks Canada Géraldine Arsenault Parks Canada Marilyn Perkins Glooscap First Nation Ann Palmeter Regrets Grand Pré and Area Community Association Hélène Lavigne Société Nationale de l Acadie (SNA) Ex- officio Present Madelyn Lemay Municipality of the County of Kings unfilled Ceased operating Destination South West Nova Ina Amirault NS Acadian Affairs Marcel McKeough NS Communities, Culture and Heritage Loretta Robichaud NS Agriculture Others Angela Morin Recording Secretary Public attendance: 4; Presenters: 0 1. Welcome and Introductions 2. Confirmation of Agenda 3. Regrets 4. Approval of Minutes 5. Treasurer s Report 6. Correspondence 7. Co-Chairs Report (attached) 8. New Business 9. Roundtable 10. Open Floor 11. Next Meeting date: May 15, In camera discussions 13. Adjournment 1. Welcome and Introductions Chair DeGrâce started the meeting at 9:50 a.m. and welcomed the Board to the Society s second year. He introduced Ms. Lemay as the new ex-officio Board member designated from the County. 2. Confirmation of Agenda Councillor Ennis moved to confirm the agenda with the addition of 8.4. Education and Marketing Committee Recommendations. Ms. Lavigne seconded. Approved unanimously.

2 3. Regrets Mr. Moreau sent regrets. It was noted that Destination Southwest Nova had ceased operating since the last meeting and thus would no longer be sending a representative. 4. Approval of Minutes 4.1. March 6, 2014 (attached) It was agreed in future to use 12-point font for legibility. Co-Chair Blanchard moved to approve the minutes. Mr. Surette seconded. Approved unanimously. The record of decisions of the March 24 Board meeting in camera teleconference will be appended to these April meeting minutes for approval at the May meeting Matters arising from the Minutes Correspondence protocol Co-Chair Blanchard moved to accept the correspondence protocol with the revisions made by the Board. Ms. Perkins seconded. Approved unanimously Records management protocol Co-Chair Blanchard moved to accept the records management protocol as presented. Ms. Arsenault seconded. Approved unanimously Code of Conduct It was agreed the document would be revised based on Board input and tabled for approval at the next Board meeting teleconference on May 15, (Action: Mr. McKeough) Board Operating Policies Co-Chair Blanchard moved to accept the Board operating policies as presented. Ms. Arsenault seconded. Approved unanimously. Action: Ms. Morin will date the document, post to website on the Board page and add to the Board member binder package. It was recognized the document may be amended in the future Management Plan, Strategic Plan and MOU It was agreed the documents need to be completed by the June AGM. Mr. McKeough confirmed that the MOU had sufficiently changed since the first version and it would be required to go to Cabinet for approval and signature. If a French translation was ready at the same time it too could be signed or be pre-approved to be signed when the translation was complete. Councillor Ennis moved that the Board retain an editor to edit, confirm with signatories and prepare for the final confirmation of all the documents. Ms. Lavigne seconded. Approved unanimously. It was noted the MOU would be the first priority due to its associated signing requirements. 5. Treasurer s Report 5.1. February 2014 financial report for acceptance (attached) Co-Chair Blanchard moved to accept the financial report. Councillor Ennis seconded. Approved unanimously Auditor Three quotations were requested to prepare either a Notice to Reader or a Review Engagement; two companies had responded. Co-Chair Blanchard moved that the Society engage TC Jones to undertake a review engagement of the Society s books for a cost of $2700 plus HST. Councillor Ennis seconded. Approved unanimously. The Board agreed that many times over the last year, its Co-Chairs have expressed the need to be thrifty, frugal and how important it is to scrutinize any spending. 6. Correspondence 6.1. North Grand Pré Community Church The Co-Chairs had met with Ms. Leung and discussed possible directions for building maintenance support, noting that if the group register as a society and hold a deed for the property, it may meet Municipal Heritage Designation requirements and thus be potentially eligible for municipal and provincial funding support. Mr. McKeough cautioned against

3 inappropriate re-funding government funding to other groups. It was agreed to respond to the group with recommended avenues to explore and to help facilitate them towards appropriate funding. It was agreed by the Board that this North Grand Pré location was appropriate for an interpretation panel General correspondence There was some discussion regarding potential requests from private individuals. It was confirmed that this is not the Board s mandate, the Board had no role over the Board members who are regulatory authorities and it is not an appeal board. Its regulatory members responsibility is to bring relevant items to the Board LUB amendment This request was submitted to amend the Municipality s Land Use Bylaw to allow the signage proposed by the Form:Media signage plan. It was noted the amendment will take about 4 months to complete so it will be September before approved signs could be installed. The #101 highway signs are not included in the municipal LUB amendment. 7. Co-Chairs Report (attached) 7.1. Saltscapes Discussion about the banner prepared for Saltscapes and its use for other events this year. Four members of the Board volunteered to work at the kiosk at Saltscapes. Ms. Morin will distribute to them a schedule Discussion of signage implementation Discussion about the signage progress and the general locations of 3 welcome signs and 2 highway signs. Ms. Lemay noted a need to prepare an addendum to the Form:Media Plan of any other / new proposed signs, as amended by the Signage Implementation Committee. Co- Chair Blanchard moved that the Board confirm no commercial advertising be included on the signage for the Landscape of Grand Pré. Mr. Curry seconded. Approved unanimously Website Additions to the existing website to better address visitors, include the brandmark and simplify navigation have been discussed between the Co-Chairs, Mr. Olzsowiec and the Education and Marketing Committee. These changes are to be ready for review by the end of April and tabled for recommendation at the next meeting of the Education and Marketing Committee on June 2, New Business 8.1. Visitor Experience Opportunities Concept: review and decision - Mr. Moreau joined the meeting via teleconference and confirmed it would be a joint and cooperative project between the Society and Parks Canada and that project / funding is subject to approval from Parks Canada. There was discussion about the Project management and lead; the need to allow more time for the project and the need to strike a small working group/project Management team. Co-Chair Blanchard moved the Stewardship Board develop a partnership agreement with Parks Canada to conduct a VEOC Study, to be refined as per the Board discussion; that the Society contribute up to $50,000 towards the project and, if its capacity allows, this project be managed by the Society. Mr. Surette seconded. Approved unanimously Archaeological research It was agreed to proceed to initiate a working group on Archaeology with Co-Chair DeGrâce, NS Province staff, representatives from SMU and Kings County and the Society s cartographer to further refine the approach to the Phase 2 work. It was noted a Provincial permit requires exact location and all work to be filed with the Province upon completion. There was discussion about confirming the private landowner s agreement, access to the information, timeliness of completion, insurance and the presentation of the findings at a symposium on archaeology. Councillor Ennis moved that the Stewardship Board support Phase one with a contribution of $2500, based on

4 clarifications requested including sites confirmation; and for Phase 2, based on confirmation with stakeholders and clarification of the issues discussed. Ms. Lavigne seconded. Approved unanimously Advertising CBC NS / Radio-Canada Acadie The Education and Marketing Committee recommends to the Stewardship Board to proceed with this partnership advertising project. There was discussion about target market and audience. It was suggested asking the TV stations to provide measurements of the impact of the ad on website visitors and centre visitors, an initial message might be to invite viewers to see the landscape, to host the ad on the Society s website to increase the longevity of the expenditure and to make sure the website was ready. It was recognized there was a need to start to raise awareness. Co- Chair Blanchard moved to undertake this project as described and to set up a committee for this project. Mr. Surette seconded. Approved unanimously Education and Marketing Committee recommendations: Education and Marketing Committee recommends to the Stewardship Board that it pursue opportunities, working with the content of the newsletter, to explore media to reach out to all communities, beginning with The Grapevine and Le Courrier. Ms. Lavigne moved the Stewardship Board approve the motion. Ms. Perkins seconded. Approved unanimously Education and Marketing Committee recommends to the Stewardship Board that it proceed with the webcam project, with the dual lens option. It agreed that the local business participation option be actively pursued. Mr. Curry moved the Stewardship Board proceed with this project and with dual cameras towards the view. Ms. Perkins seconded. Approved unanimously Education and Marketing Committee recommends the Dykeland Public Awareness project to Stewardship Board for fast implementation for this summer season. Ms. Beverley Palmeter will chair the working group and it was advised the project be budgeted for $3000 to $5000. Ms. Perkins moved the Stewardship Board approve the motion. Mr. Curry seconded. Approved unanimously. 9. Roundtable 9.1. Mr. Surette noted continued dialogue is ongoing between Parks Canada and SPGP Ms. Robichaud advised on an upcoming federally supported program for ditching and overall maintenance and confirmed any Marsh Body s application would benefit from support. The Board agreed to support the Grand Pré Marsh Body if it applies for funding. Ms. Robichaud noted that there was much support for the public awareness project and felt it could be more broadly applied to other marsh bodies elsewhere in Nova Scotia Ms. Lavigne encouraged the Board to increase the attractiveness of the Landscape of Grand Pré to families/children Ms. Lemay recognized the strong focus and working nature of the Board Councillor Ennis thanked the Board for its hard work and noted that a thank you card should be sent to Ms. Sutherland for her contribution Ms. Perkins noted she might delegate her seat on the Education and Marketing committee to a tourism-specific staff person Mr. McKeough expressed renewed focus on resolving the Horton Landing issue. He applauded the Co-Chairs on focus and actions for the Board Mr. Curry reported on the Grand Pré Marsh Body s 2013 AGM, at which he and Ms. Palmeter provided an update on the Stewardship Board. He confirmed the Marsh Body s ongoing focus on roads and infrastructure.

5 9.9. Co-Chair Blanchard confirmed the Society s AGM on June 12 at the Interpretation Centre. A preliminary agenda would be sent out as early as next week. There was some discussion of possible presentation, showing of a movie, and whom to invite. There was discussion about showing the Grand-Pré Écho de l UNESCO movie and having the French film subtitled in English; it was suggested to reconsider for decision at the next meeting Chair DeGrâce provided some info on the 2014 Acadian World Congress, August The Society was invited by the Province to attend the Expo from the The associated costs to the Board to attend would be staffing a kiosk for the 8-day Expo. Co-Chair Blanchard, moved to support the Society s presence at the expo, with a minimum of providing banners, brochures, etc., and if anything further is required then this will be brought back to the May meeting. Mr. Surette seconded. Approved unanimously. 10. Open Floor no comments 11. Next Meeting date: May 15, 2014 a teleconference, starting at 9:00 a.m. 12. In camera discussions Co-Chair Blanchard moved to go in camera. Ms. Lavigne seconded. Approved unanimously. Ms. Arsenault moved to come out of in camera. Mr. Surette seconded. Approved unanimously. 13. Recording of in camera decisions Co-Chair Blanchard moved the following recommendations from the in camera discussions be approved by the Board. Mr. Curry seconded. Approved unanimously. Contract arrangements for the year 2 of the Society for Sagehouse Planning & Design, administration services; Equilibrium, financial services; and Shablizzam, website support. Secondment of a senior County Planner as Interim Site Management Co-ordinator for the Society. The Draft Preliminary Budget for and the projected budgets for and will be revised based on Board input and tabled for approval at the next Board meeting teleconference on May 15, Adjournment Moved by Ms. Lavigne that the meeting be adjourned at 3:15 p.m.

6 The Landscape of Grand Pre Society/ La Société du Paysage de Grand Pré Profit Loss Budget vs. Actual Actuals - April 2013 through February Budget - Annual Income / Revenu Funding Trust / Société de fiducie Municipality of County of Kings / Municipalité du comté de Kings Old Kings RDA / Ancienne ADR de Kings Total - Income / Revenu Actuals / Réalité Apr 13 - Feb 14 Budget/ Budget $ Over Budget % of Budget 100, , , % 25, , % 19, , % 144, , , % Expense / Charges Board Expenses / Dépenses du Conseil Board Meeetings / Réunions du Conseil 1, , , % Honoraria / Honoraria , , % Other Expenses / Autres Dépenses 4, , , % Public Meetings / Réunions publiques , % Training / Formation , , % Travel / Déplacements 3, , , % Total - Board Expenses / Dépenses totales du Conseil 10, , , % Communications & Marketing / Communications et du marketing Communication & Public Relation / Communications et relations publiques , , % Interpretive Media & Services / Moyens et services d'interprétation 3, , , % Marketing & Promotion / Marketing et promotion 4, , , % New Website / Nouveau site Web % Signs & Wayfinding / Signalisation et orientation 10, , % Stakeholder Relations / Relations avec les intervenants % Total - Communications & Marketing / Communications et du marketing 19, , , % Operating Costs / Coûts d'exploitation Accounting Review/Audit / examen de la comptabilité / audit , , % Bank Charges /Les frais bancaires % Fees, Dues & Licenses / honoraires, cotisations et licences % Insurance / Assurance TBA TBA TBA Legal Contingency / Réserve légale , , % Office Rent and Expenses/ Location de bureau et autres frais 1, , % Office Supplies / Fournitures de bureau 3, , , % Telephone / Téléphone , % Total - Operating Costs / Coûts d'exploitation 5, , , % Research, Site Protection, Studies / Recherche, protection du site et Études Archaeological Investigations / Fouillles archéologiques % Communications Engagement Strategy / Stratégie de mobilisation et de Communication 0.00 TBA TBA TBA Fundraising / Collecte de fonds % Heritage Presentation Plan /plan de présentation du patrimoine % Site Conservation / Conservation du site % Total - Research, Site Protection,Studies / Recherche et protection du site, études % Staff Expenses / Dépenses pour le personnel Hiring Costs / Coût de recrutement 3, , , % Payroll Expenses / Charges salariales 3, , , % Salary - Site Management Coord / Salaire - coord. gestion du site 28, , , % Staff Travel / Déplacements , , % Total - Staff Expenses / Charges de personnel 35, , , % Support Services / Services de soutien Admin Support / soutien administratif 8, , , % Financial Support / soutien financier 2, , % Technical Expertise / Expertise technique % Translation / traduction 6, , , % Website Management / gestion du site Web 5, , , % Total - Support Services / Services de soutien 23, , , % Total Expense / Dépenses totales 95, , , % Net Income / revenu net 49, , % Page 1 of 1

7 The Landscape of Grand Pre Society/ La Société du Paysage de Grand-Pré Balance Sheet 28 Feb 2014 ASSETS / ACTIF As of 28 February 2014 Current Assets / Actif à court terme Chequing/Savings / Compte chèques/épargne Chequing / Compte chèques 51, Total - Chequing/Savings / Compte chèques/épargne 51, Accounts Receivable / Débiteurs Accounts Receivable / Débiteurs 0.00 Total Accounts Receivable / Débiteurs 0.00 Total - Current Assets / de l'actif à court terme 51, Fixed Assets / Immobilisations corporelles Computer Equipment / Matériel informatique Computer Equipment / Matériel informatique 1, Total Computer Equipment / Matériel informatique 1, Total - Fixed Assets 1, TOTAL ASSETS / DE L'ACTIF 52, LIABILITIES & EQUITY / PASSIF ET CAPITAUX PROPRES Liabilities/ Passif Current Liabilities / Passif à court terme Accounts Payable / Créditeurs Accounts Payable / Créditeurs 3, Total - Accounts Payable / Créditeurs 3, Other Current Liabilities / Autre passif à court terme Payroll Liabilities/ 5, GST/HST Payable / TPS/TVH à payer -6, Total - Other Current Liabilities / Autre passif à court terme Total - Current Liabilities / du passif à court terme 2, Total - Liabilities / du passif 2, Equity / Capitaux propres Net Income / Résultat net 49, Total - Equity / des capitaux propres 49, TOTAL LIABILITIES & EQUITY / TOTAL DU PASSIF ET DES CAPITAUX PROPRES 52, Page 1 of 1

8 Co- Chairs' Report to Board April 10, Staffing matters 2. Acadian Tourism Association discussions 3. Congrès mondial acadien 4. Visitor Experience Opportunities Concept 5. Budget development for Saltscapes requirements - banner and prize 7. Signage implementation 8. Website updates 9. Liability insurance for dykelands...exploratory discussions with parties. 10. Preparation for Education and Marketing Committee Meeting on April 7th 11. Arrangements for singing MOU with Saint Mary's University 12. Advertising with CBC Nova Scotia and Radio- Canada Acadie 13. Public Archaeology Conference, Saint Mary s University 14. Presentation to Fédération Histoire Québec, May 17, 2014