Société Nationale de l Acadie (SNA) Grand Pré and Area Community Association Société Promotion Grand-Pré

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1 The Landscape of Grand Pré Society / Stewardship Board Meeting Subject: DRAFT Meeting Minutes Meeting Date and Time: September 18, :30 a.m. - 2:00 p.m. Location: Grand-Pré National Historic Site Visitor Centre / Au centre d interprétation du lieu historique national de Grand-Pré Directors Present Claude DeGrâce (Co-Chair) Société Nationale de l Acadie (SNA) Jean Leung (Chair) Grand Pré and Area Community Association Beverly Palmeter Grand Pré Marsh Body Hélène Lavigne Société Nationale de l Acadie (SNA) Charlie Curry Grand Pré and Area Community Association Stan Surette Société Promotion Grand-Pré Councillor Mike Ennis Municipality of the County of Kings Robert Moreau Sent regrets / re-assignment Parks Canada Géraldine Arsenault Parks Canada Marilyn Perkins Sent regrets Glooscap First Nation Ann Palmeter Director at Large Naomi Blanchard Sent regrets Director at Large Ex-officio Present Ina Amirault NS Acadian Affairs Marcel McKeough NS Communities, Culture and Heritage Loretta Robichaud Sent regrets NS Agriculture Madelyn LeMay Municipality of the County of Kings and Site Management Co-ordinator Resource Angela Morin Recording Secretary Helen Woodward During treasurer s report Financial Contractor Public attendance: 5 1. Welcome and Introductions Chair Leung began the meeting at 9:35 a.m. and outlined the meeting schedule. 2. Approval of Agenda Moved by Ms. B. Palmeter, seconded by Ms. A. Palmeter that a discussion of the AGM be added to the agenda under matters arising as item Motion Mr. Curry called a point of order as to how the Board meeting would be run. Chair Leung noted that the meeting would be run using motions and resolutions. Mr. Curry noted that he will continue under protest that the meeting is not being run under the current policies, which outline that the Board reach consensus prior to using motions and resolutions. Moved by Co-Chair DeGrâce, seconded by Ms. Ann Palmeter

2 Stewardship Board Meeting 2 18 September, 2014 that the agenda be approved as modified. Motion 3. Regrets Chair Leung noted that Robert Moreau had changed positions at Parks Canada and will no longer serve on the Stewardship Board. She welcomed Ms. Géraldine Arsenault as the new director of the Board representing Parks Canada. Moved by Councillor Ennis, seconded by Co-Chair DeGrâce that the Board send a letter to Mr. Moreau to thank him for his contribution to the work of the Board and to congratulate him on his new posting. Motion Action: Mr. Surette 4. Proposed revision to the Stewardship Board in person meeting schedule / Modification proposée au calendrier des réunions en personne du Conseil d intendance Moved by Co-Chair DeGrâce, seconded by Councillor Ennis that the 2015 Annual General Meeting be held in June. Motion Moved by Mr. Curry, seconded by Ms. Lavigne that the Board accept the amended revised dates of Stewardship Board meetings with the understanding that additional meetings could be called as required. Motion Approved. The meeting dates for the Stewardship Board and AGM will be as follows November 20, 2014, February 26, 2015, April 30, 2015, May 28, 2015 and June 25, 2015 and the AGM June 25, Approval of Minutes There was some discussion regarding issues with the process of reviewing and placing draft minutes on the web site. Ms. LeMay recommended the draft minutes not be reviewed by Board members before posting the draft minutes to the website Approval of Minutes 31 July, 2014 / Approbation du procès-verbal de la réunion du 31 juillet Approval of Minutes 19 August, 2014 / Approbation du procès-verbal de la réunion du 19 août 2014 It was agreed that when going in camera, as a general rule, the purpose would not be noted in the minutes. This would apply to the July 31 st minutes. Moved by Mr. Surette, seconded by Councillor Ennis to approve the minutes as amended. Motion Moved by Councillor Ennis, seconded by Ms. A. Palmeter to approve the minutes with as amended. Motion

3 Stewardship Board Meeting 3 18 September, Matters arising from the Minutes Draft Plan for Board Consideration / Plan provisoire déposé à des fins d examen par le Conseil Media Relations RFP / Demande de propositions visant les relations avec les médias Staffing Options Working Group Recommendations for decision / Examen à des fins décisionnelles des recommandations du Groupe de travail sur la dotation en personnel Moved by Co-Chair DeGrâce, seconded by Mr. Curry that the Board accept the Plan for Board Consideration of Tabled Matters with the understanding that Ms. LeMay do an ongoing update of the Plan for consideration at subsequent Stewardship Board meetings. Motion Action: Ms. LeMay Ms. LeMay provided an update on the Media Relations RFP and noted comments had been received from the Education and Marketing Committee. The updated draft will be returned to the working group and upon their approval, the RFP would be posted, provided that the changes received were not substantial. Moved by Mr. Surette, seconded by Councillor Ennis that a) The salary for the position of Site Management Coordinator be in the range of $60,000 to $72,000, which accounts for inflation; and b) The budgeted amount for costs associated to hiring be increased by $27,000 (to $35,850). Motion Moved by Ms. Lavigne, seconded by Councillor Ennis that the Language Testing may be solicited by restricted tendering, per Board policies. Motion It was agreed that the Board be sent the final job description, as noted at the July 31 Board meeting. Action: Ms. Morin Moved by Ms. Lavigne, seconded by Councillor Ennis that Ms. Arsenault be added to the selection committee. Motion Moved by Ms. Palmeter, seconded by Mr. Curry that the selection committee be authorized to select the executive search committee. The members of the selection committee as defined at the August 19, 2014 meeting are: Co-Chair DeGrâce, Councillor Ennis, Ms. LeMay and now Ms. Arsenault Harvest Table Completion and Maintenance / Installation et entretien de la Table de récolte Mr. Surette noted that the Société Promotion Grand-Pré account has approximately $ for this project, and he noted that once he receives a request from the Landscape of Grand Pré Society, Société Promotion Grand-Pré would follow

4 Stewardship Board Meeting 4 18 September, 2014 its procedures to transfer the money towards the project. 6. Treasurer s Report / Rapport du trésorier 6.1. July 2014 financial report for acceptance / Rapport financier de juillet 2014, pour acceptation 6.2. August 2014 financial report for acceptance / Rapport financier d août 2014, pour acceptation Financial Auditor: Board Recommendation to September 18, 2014 AGM / Rapport du vérificateur financier : recommandations au Conseil en vue de l AGA du 18 septembre 7. Correspondence / Correspondance R. Moreau, Parks Canada letter, cc d to Co- Chairs / R. Moreau, lettre de Parcs Canada, copie conforme aux coprésidents J. Corbett letter with proposed reply / Lettre de J. Corbett et réponse proposée S. Julian Smith, ICOMOS Canada letter, cc'd to Co- Chairs / Julian Smith, lettre d ICOMOS Canada, copie conforme aux coprésidents Letter received by Stewardship Board / Lettre reçus par le Conseil d intendance See 6.1 Moved by Councillor Ennis, seconded by Co-Chair DeGrâce that the July and August 2014 financial reports be accepted. Motion approved unanimously. It was agreed that this be considered at the AGM. Received. Moved by Mr. Curry, seconded by Co-Chair DeGrâce that the Board send a letter of support to the Fulbright Institute regarding Jack Corbett s proposal. Action: Ms. LeMay Received. Received. 8. Reports / Rapports et

5 Stewardship Board Meeting 5 18 September, 2014 comptes rendus 8.1. Co-Chairs / Coprésidents Co-Chair DeGrâce noted a report on the Society s participation at Acadian World Congress had been received from Victor Tétrault, and would be attached to the Minutes. Action: Ms. Morin (see Appendix A) 8.2. Co-ordinator / Coordonnatrice 8.3. Technical Advisory Commi ee / Comité consultatif technique 8.4. Education and Marketing Committee / Comité d éducation et de marketing Moved by Mr. Surette, seconded by Mr. Curry to accept the Co-Chairs report. Motion The RFP for the Executive Search Firm has not been posted to date. This will be done as soon as possible. Moved by Co-Chair DeGrâce, seconded by Ms. Lavigne to accept the Co-ordinator s report. Motion No Report Moved by Mr. Curry, seconded by Councillor Ennis to accept the recommendation of the Education and Marketing Committee regarding developing a Photographic Inventory for the Society and that a working group of the Education and Marketing Committee launch a photo competition. Option #2 presented in the report be returned to the Education and Marketing committee for further development of a budget and a process before a request for approval be made to the Stewardship Board. Motion Moved by Co-Chair DeGrâce, seconded by Mr. Curry to accept the recommendation of the Education and Marketing Committee to explore a collaboration with the other two UNESCO sites to pursue a collaborative sponsorship effort with Eastlink, possibly with the support of the Province of Nova Scotia or Nova Scotia Tourism Agency. Motion Moved by Co-Chair DeGrâce, seconded by Mr. Curry that the Site Management Co-ordinator prepare a RFP for a Communications Strategy for the Landscape of Grand Pré Society in consultation with Education and Marketing Committee. Motion Action: Ms. LeMay It was noted that the above motion differs from the Board s decision at the July 31, 2014 meeting. Moved by Ms. B. Palmeter, seconded by Mr. Curry to accept

6 Stewardship Board Meeting 6 18 September, 2014 the Education and Marketing Committee recommendation that the Grapevine, Le Courrier and Mi kmaq Maliseet Nations News be used for local and community awareness. Evaluation of their promotion value is to be assessed after year 1, probably by survey, with the actual costs brought back to the Board. Motion Moved by Co-Chair DeGrâce, seconded by Councillor Ennis to accept the Education and Marketing Committee recommendation to mandate the Site Management Coordinator to develop a proposal to implement a social media strategy and that the Landscape of Grand Pré Society become a member of the Annapolis Valley Chamber of Commerce. Motion Action: Ms. LeMay 8.5. Signage implementation Update / Mise en œuvre du programme de signalisation 8.6. Wolfville Heritage night / Soirée du patrimoine de Wolfville 9. New Business / Affaires nouvelles Framing of postage stamp (Brief) / Encadrement d un timbre-poste (proposition) 9.2. Draft Amendment to Procurement Policy (Brief) / Modification possible à la politique sur l approvisionnement (proposition) 9.3. Request for the Stewardship Board to serve as a host for researcher Jack Corbett in / Demande auprès du Conseil d intendance pour agir comme hôte auprès du chercheur Jack Corbett en Moved by Ms. B. Palmeter, seconded by Co-Chair DeGrâce to accept the report. Motion Received. Moved by Mr. Curry, seconded by Ms. A. Palmeter that the Stewardship Board authorize the framing of the stamp issue using the Board s restricted tendering policies. Motion Moved by Councillor Ennis, seconded by Co-Chair DeGrâce that single-source procurement shall be permitted by staff or the Administrative Contractor for catering and venues for Board-sanctioned meetings and events, without prior approval of the Co-Chairs, to a maximum of $ Motion See

7 Stewardship Board Meeting 7 18 September, Draft Amendments to the Financial Policy / Modifications possibles à la politique financière Moved by Ms. A. Palmeter, seconded by Mr. Curry that the current Policy 5.2: Financial Services will obtain correct authorization from one of the Co-Chairs to prepare Payments be revised to the new Policy 5.2: Financial Services will obtain documented authorization from both of the Co-Chairs, or one of the Co-Chairs and the Board Treasurer in order to prepare payments. Motion It was agreed to table the proposed new policy 2.6 and to mandate the Site Management Co-ordinator to prepare an approach for the Board to participate in Board-supported events, encompassing insurance, volunteers, board members and committees. Action: Ms. LeMay 9.5. Approval of payment for legal services obtained in preparation for the AGM / Approbation du paiement des services juridiques obtenus pour la préparation de l AGA 9.6. Proposal for Board Special Meeting / Proposition à déposer lors de la réunion extraordinaire du Conseil Moved by Councillor Ennis, seconded by Co-Chair DeGrâce that the Board authorize payment of services of Richard Bridge requested in preparation of the Annual General Meeting. Motion Moved by Mr. Curry, seconded by Ms. Ann Palmeter to extend the noted meeting closure time to address the other items on the agenda. Motion Moved by Mr. Curry, seconded by Ms. A. Palmeter that the Landscape of Grand Pré Society schedule a special meeting of the Board members where the governance of the Society will be defined and agreed to. This meeting will last one or more days and will occur as soon as is reasonably possible after the Sept. 18th AGM. A company experienced in facilitating the creation of a governance structure should be employed. Motion Moved by Mr. Curry, seconded by Co-Chair DeGrâce that the Board agreed to proceed with the creation of a working group to organize this special Board meeting: Ms. Arsenault, Ms. Amirault, Mr. Curry and the Site Management Coordinator with the power to add other as they see fit. Motion Co-Chair DeGrâce thanked Mr. Victor Tétrault for his participation in the 2014 Acadian World Congress in support of the Society. 10. In camera discussions / Moved by Councillor Ennis, seconded by Ms. Ann Palmeter

8 Stewardship Board Meeting 8 18 September, 2014 Discussions à huis clos that the Board move in camera at 2:35 p.m. Motion Moved by Mr. Curry, seconded by Ms. Lavigne that the Board exit in camera at 3:35 p.m. Motion Motion coming out of in camera: Moved by Mr. Surette, seconded by Mr. Curry: - That the Stewardship Board establish a working group to develop RFPs and other material regarding the services required by the Landscape of Grand Pré Society including legal services for the fiscal year or as required for approval of the Stewardship Board. - That the Stewardship Board approves the work carried out by Richard Bridge during June, July and August of That the Stewardship Board approve the expenses incurred by Co-Chair DeGrâce for the Acadian World Congress upon submission of his receipts. - That any constituent organization which seeks to have meeting expenses reimbursed be required to submit an annual request to the Stewardship Board. - That a letter of thanks be sent to Mr. Victor Tétrault for his work done for the Acadian World Congress and that a thank you is extended to Co-Chair DeGrâce for his work there. Motion 11. Adjournment Chair Leung adjourned the meeting at 3:45 p.m. Approved by: Meeting Chair Leung Co-Chair Mr. Stan Surette Secretary

9 Stewardship Board Meeting 9 18 September, 2014 Appendix A E461, Larry Uteck Blvd, app. 301, Halifax, Nouvelle-Écosse, Canada, B3M 0H3 Téléphone : (902) victor.tetrault.1@gmail.com CONGRÈS MONDIAL ACADIEN (CMA) 2014 / ACADIAN WORLD CONGRESS (AWC) GRAND-SAULT, N-B. / GRAND FALLS, NB Rapport/Report ExpoMonde du CMA 2014, tenu à Grand-Sault au Nouveau-Brunswick, du 14 au 23 août 2014; Tetrault Education Consulting Services était présent au kiosque de la Société du Paysage de Grand- Pré / ExpoWorld during the CMA 2014 was held in Grand Falls, New-Brunswick, from August 14 th to August 23 rd, 2014; Tetrault Education Consulting Services was present at the Landscape of Grand- Pré kiosk. A. Voici les activités promotionnelles principales au cours de cet évènement / The following describes promotional activities offered during this event août / August 13 th - 14 th Voyage et préparation du kiosque / Travel and Kiosk setup 15 août / August 15 th Fête des Acadiens - Grand Tintamarre à Madawaska, Maine - / Grand Tintamare in Madawaska, Maine, on Acadian National Day 16 au 23 août August 16 th to 23 rd 516 dépliants (un dépliant par famille) / 516 brochures (one brochure per family) contacts interactifs/ 1,037 interactive exchanges with visitors À plusieurs occasions des groupes de visiteurs se formaient pendant une présentation / On several occasions, several visitors would gather during a presentation Exemples de commentaires des visiteurs / Example of comments from visitors: * Je n ai jamais vu Grand-Pré / I have never seen Grand-Pré * J y vais certainement! / I m going for sure! * Il faut qu on y aille! / We really have to go there! * On va y aller, promis! / We re going, that s a promise! *C est important pour tout le monde / It s important for everyone *Le peuple acadien est un peuple de résilience! - (Acadian pride comment) *C est certain qu on va y aller! / It s certain that we re going to go! * On a beaucoup appris sur Grand-Pré! / We ve learned a lot about Grand-Pré!

10 Stewardship Board Meeting September, 2014 B. Activités promotionnels supplémentaires/ Additional promotional activities during the CMA 14 août / August 14 th Conférence sur Le Paysage de Grand-Pré à Saint-Basile au N-B, réunion de famille des Bourgeois (environ 60 personnes présentes) / Conference on the Landscape of Grand-Pré at Saint-Basil, NB, at the Bourgeois Family Reunion (approximately 60 people in attendance). 16 août / August 16 th Interview pour la radio communautaire de Grand-Sault / Interview for the Grand-Falls Community Radio 17 août / August 17 th Deux conférences en matinée sur Le Paysage de Grand-Pré à Pohénégamook, PQ, réunions des familles des Duguay et des Thériault (environ 70 personnes en tout) / Two conferences in the morning on the Landscape of Grand-Pré in Pohénégamook, Quebec, during the Duguay and the Thériault familu reunions (approximately 70 people in attendance) À 18 h 30 conférence sur le processus de UNESCO pour Grand-Pré avec une vingtaine de personnes présentes / At 6:30 pm, a conference on the Grand-Pré Nomination Process with appoximately 20 people in attendance.

11 Stewardship Board Meeting September, 2014 C. Recommandations pour l avenir/recommendations for future promotional events * Création d un court vidéo sur le Paysage de Grand-Pré/ Produce a short video on the Landscape of Grand-Pré; * Apporter des jupes de table de différentes grandeurs pour embellir la table / Bring table skirts of different sizes to dress up the table; * Création de fiches d information sur différents sujets pour remettre aux visiteurs qui posent des questions et qui veulent en savoir davantage (le programme proposé aux visiteurs par la Société du Paysage de Grand-Pré lorsqu il sera en place; le processus de Nomination; description du Bien; les trois groups culturels : Construction des digues et aboiteaux par les Acadiens, qui sont les Planters, le travail du Marsh Body, la légende de Klooscap, etc. / Info sheets on various topics (the Nomination process, Landscape Society Program for Visitors once it is established; description of Designated property. The three cultural groups: how Acadians built the dikes, who are the Planters, the work of the Marsh Body, the legend of Klooscap, etc.) as hand-outs to visitors with specific questions. * Articles promotionnels originaux à donner (signets, épinglettes, cartes postales, etc.) / Original promotional items for hand-out (bookmarks, pins, postcards, etc.) Importance de monter le kiosque avec d autres partenaires (la province, les deux autres sites du patrimoine mondial de la Nouvelle-Écosse) pour attirer un plus grand nombre de visiteurs au kiosque / It is important to partner up with others (the Province, the other two World Heritage Sites in Nova Scotia), to attract a greater number of visitors to the kiosk. Apporter des objets de signification culturelle (souliers en bois, des articles de ferme, un panier Mi kmaw, etc.) pour enrichir la présentation et attiser la curiosité des visiteurs / Bring objects of cultural significance (wooden shoes, farming implements, Mi kmaq baskets, etc.) to enrich the presentation and engage visitors. Victor Tétrault