View - The Landscape of Grand Pré

Stewardship Board of the Landscape of Grand Pré Society
Approved English Minutes Orchard Room, Municipality of the County of Kings, Kentville, Nova Scotia March 6, 2014 -­‐ 9:30AM -­‐3:30PM Directors Present Claude DeGrâce (Co-­‐Chair) Naomi Blanchard (Chair) Charlie Curry Stan Surette Councillor Mike Ennis Robert Moreau Géraldine Arsenault Marilyn Perkins Ann Palmeter Hélène Lavigne Ex-­‐officio Present Dawn Sutherland Ainsley Bartrum Ina Amirault Marcel McKeough Loretta Robichaud Others Angela Morin Regrets Regrets Regrets Société Nationale de l’Acadie (SNA) Grand Pré and Area Community Association Grand Pré Marsh Body Société Promotion Grand-­‐Pré Municipality of the County of Kings Parks Canada Parks Canada Glooscap First Nation Grand Pré and Area Community Association Société Nationale de l’Acadie (SNA) Regrets Regrets Municipality of the County of Kings Destination South West Nova NS Acadian Affairs NS Communitieas, Culture and Heritage NS Agriculture Recording Secretary Public attendance: 2; Presenters: 1
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, 2014
12. In camera discussions
13. Adjournment
1. Welcome and Introductions – Chair Blanchard started the meeting at 9:30am. 2. Confirmation of Agenda – Mr. Surette moved to accept the agenda with revisions. Co-­‐Chair DeGrâce seconded. Approved unanimously. 3. Approval of Minutes – As noted above. 3.1. February 6, 2014 – Councillor Ennis moved the minutes be approved with the changes made. Mr. Curry seconded. Approved unanimously. To follow up on items that will move forward to the April 10th meeting: complete discussion on Liability Insurance, it was confirmed the MOU will be re-­‐signed, the correspondence re. Horton landing may go ahead this week, correspondence from the 3 sites to ask the province for support is being signed by all sites and there will be a need to name someone on the Board to pursue this item, Radio Canada item is moved to future and not a priority at this time. 3.2. Matters arising from the Minutes a) Correspondence protocol – It was agreed by the Board that new Co-­‐Chair emails would be established and added to the website. Emails to Co-­‐[email protected] will be forwarded to both Co-­‐Chairs. It was agreed to revise the document as per the discussion and bring the revised correspondence protocol to the next meeting for approval. b) Records management protocol – It was agreed to purchase a hard drive for digital record storage at the office, a protocol for signed contracts documents and final reports be included, and an electronic log of correspondence be added. It was agreed to revise the document as per the discussion and bring the revised correspondence protocol to the next meeting for approval. c) Management Plan: review and approval – It was agreed to revise the working relationship diagram and send the final draft to the Board for approval at the next meeting. It was noted that once finalized, the Board would like updated final copies of each plan for the binders. d) Strategic Plan: review and approval – It was noted that this document should be finalized by the end of April and prior to this it needs Board review and approval at the next Board meeting. 4. Treasurer’s Report / Rapport du trésorier – Mr. Curry presented the January 2014 financial report and asked the Board members to submit any outstanding expense forms as soon as possible. It was noted that the plans would have substantial costs for translation and this cost should be included upcoming budget. 4.1. Auditor – Mr. Curry’s moved that the Society enter into a review engagement for the first year and ask for three quotes to provide this service. The Board agrees to share the financial material with all three contractors for costing. Councillor Ennis seconded. Unanimously agreed. It was agreed that this item would return to the Board for decision. 5. Relocated item: Branding and Signage Study for Grand Pré (update) – Form: Media presented their final signage and brand mark report. The Board discussed proposed locations and noted the need for further analysis of locations prior to installation. There was some discussion of language and it was noted the consultant followed provincial and federal policies for English and French; Mi’kmaq and braille were noted as limited use and outside of the project’s mandate. The consultant added their product is a template only and this may be something to consider for the specific interpretive signs. There was some discussion of durability and lifespan and suggestions for reflective highway sign. Chair Blanchard thanked Form: Media, Municipality of the County of Kings, and Nova Scotia Tourism Agency. Ms. Sutherland moved to accept the report. Co-­‐Chair DeGrâce seconded. Unanimously approved. Ms. Sutherland moved to adopt the logo and tagline as proposed by Form: Media. Mr. Curry seconded. Approved unanimously. It was agreed that the working group would continue to explore the next steps of implementation. 6. Correspondence – Co-­‐Chair DeGrâce shared new correspondence, including: Saint Mary’s revisions to the proposed MOU and its proposal of projects. The first project proposed was for Dr. Fowler’s students to come to Grand Pré for (4) archaeology investigations at a cost of $2500, which includes: insurance, rentals for the 2-­‐3 week study. The second project was an archaeological inventory project – to build a GIS database of the existing condition, including: aerials, maps, etc. The Board confirmed they would require a better definition of where the money would be spent and the project deliverables. Co-­‐Chair DeGrâce’s moved to approve in principle the $2500 to support the Public Archaeology proposal made by Dr. Jonathon Fowler. Mr. Curry seconded. Approved unanimously. The Board asked the Co-­‐Chairs to determine who will own the information and the ability to retrieve the information. Co-­‐Chairs, Ms. Palmeter and Mr. Curry offered to work on both projects. 7. Co-­‐Chairs’ Report – Co-­‐Chair DeGrâce presented this report. Councillor Ennis moved to accept the Co-­‐Chairs report. Mr. Curry seconded. Approved unanimously. 8. Code of Conduct: review and approval – It was agreed to revise the document as per the discussion and bring the revised code of conduct to the next meeting for approval. It was also agreed to separate the financial polices into Board financial policies and procurement policies. 9. Visitor Experience Opportunities Concept: review and decision – Ms. Arsenault spoke to Parks Canada’s recommendation that the Society partner with them and proceed with a Visitor Experience Process for Grand Pré. The Board discussed the need for this project to be inclusive to all stakeholders and partners in the area. It was noted Parks Canada envisions a spring start-­‐up and this type of study is in the range of 50,000-­‐60,000. Ms. Arsenault’s moved to approve in principle that the Society, as an equal partner with Parks Canada, share 50% of the costs of a Visitor Experience Opportunities Concept initiative for the benefit of the local area and stakeholders (community, municipal, federal, Mi’kmaq – open houses locally and Acadian). Ms. Palmeter seconded. Unanimously approved. It was noted that the deliverable would be conceptual level only and particular items would need to be further expanded and defined in future phases. The Board understood it is a concept document to develop priorities, state all potential assets and potential visitor types. The Board asked this item come back to next meeting for final approval. 10. Roundtable – Ms Palmeter asked that the membership of the Technical Advisory Committee and the Education and Marketing Committee be circulated to all Directors. 11. Open Floor – The two attendees thanked the Branding and Signage consultant and both expressed their support of the new brandmark 12. Next Meeting date: April 10, 2014 teleconference meeting. 13. Adjourn to in Camera -­‐ Ms. Palmeter’s moved to move in camera. Councillor Ennis seconded. Approved unanimously. 14. Following the in camera discussions -­‐ Ms. Palmeter’s motion to move out of in camera. Mr. Surette seconded. Approved unanimously. 15. Recording of in camera decisions 15.1. Co-­‐Chair DeGrâce’s moved to approve the proposed revisions to the Financial Policies. Mr. Surette seconded. Approved unanimously. 15.2. Mr. Curry’s moved to cancel the RFP for Media Relations and re-­‐issue at a later date. Councillor Ennis seconded. Approved unanimously. 15.3. Co-­‐Chair DeGrâce moved that recommendations made in camera regarding staffing options be implemented by Co-­‐Chairs. Councillor Ennis seconded. Approved unanimously. 15.4. Chair Blanchard moved the Board Operational policies be further revised for approval at next Board meeting. Ms. Palmeter seconded. Approved unanimously. 15.5. Other matters discussed were deferred until more Board members could be present. 16. Adjournment – Meeting was adjourned at 5:00 p.m. SECRETARY'S CERTIFICATE I hereby certify that the foregoing is a true and correct copy of the approved minutes of the Stewardship Board meeting held on March 6, 2014. _________________________________ ____________ _________________________________ ____________ Signature, Officer Date The Landscape of Grand Pre Society/
La Société du Paysage de Grand Pré
Profit Loss Budget vs. Actual
Actuals - April 2013 through February 2014. Budget - Annual
Actuals / Réalité
Apr 13 - Feb 14
Budget/
Budget
$ Over Budget
% of Budget
Income / Revenu
Funding Trust / Société de fiducie
Municipality of County of Kings / Municipalité du comté de Kings
100,000.00
112,000.00
-12,000.00
89.3%
25,000.00
25,000.00
0.00
100.0%
19,724.98
19,724.98
0.00
100.0%
144,724.98
156,724.98
-12,000.00
92.3%
1,692.44
5,000.00
-3,307.56
33.8%
100.00
7,500.00
-7,400.00
1.3%
4,204.04
10,000.00
-5,795.96
42.0%
Public Meetings / Réunions publiques
356.69
1,000.00
-643.31
35.7%
Training / Formation
300.00
2,000.00
-1,700.00
15.0%
3,665.07
5,000.00
-1,334.93
73.3%
10,318.24
30,500.00
-20,181.76
33.8%
Old Kings RDA / Ancienne ADR de Kings
Total - Income / Revenu
Expense / Charges
Board Expenses / Dépenses du Conseil
Board Meeetings / Réunions du Conseil
Honoraria / Honoraria
Other Expenses / Autres Dépenses
Travel / Déplacements
Total - Board Expenses / Dépenses totales du Conseil
Communications & Marketing / Communications et du marketing
578.57
4,000.00
-3,421.43
14.5%
Interpretive Media & Services / Moyens et services d'interprétation
3,812.44
5,000.00
-1,187.56
76.2%
Marketing & Promotion / Marketing et promotion
4,800.10
10,000.00
-5,199.90
48.0%
0.00
0.00
0.00
0.0%
10,000.00
10,000.00
0.00
100.0%
Communication & Public Relation / Communications et relations publiques
New Website / Nouveau site Web
Signs & Wayfinding / Signalisation et orientation
Stakeholder Relations / Relations avec les intervenants
Total - Communications & Marketing / Communications et du marketing
0.00
0.00
0.00
0.0%
19,191.11
29,000.00
-9,808.89
66.2%
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
0.00
2,500.00
-2,500.00
0.0%
148.25
250.00
-105.75
59.3%
70.26
150.00
-79.74
46.8%
Insurance / Assurance
500.00
TBA
TBA
TBA
Legal Contingency / Réserve légale
120.00
3,000.00
-2,880.00
4.0%
Office Rent and Expenses/ Location de bureau et autres frais
1,608.34
2,000.00
-391.66
80.4%
Office Supplies / Fournitures de bureau
3,215.66
2,000.00
1,215.66
160.8%
116.40
1,000.00
-883.60
11.6%
5,778.91
10,900.00
-5,121.09
53.0%
Archaeological Investigations / Fouillles archéologiques
0.00
0.00
0.00
0.0%
Communications Engagement Strategy / Stratégie de mobilisation et de Communication
0.00
TBA
TBA
TBA
Fundraising / Collecte de fonds
0.00
0.00
0.00
0.0%
Heritage Presentation Plan /plan de présentation du patrimoine
0.00
0.00
0.00
0.0%
Site Conservation / Conservation du site
0.00
0.00
0.00
0.0%
0.00
0.00
0.00
0.0%
Hiring Costs / Coût de recrutement
3,432.07
14,000.00
-10,567.93
24.5%
Payroll Expenses / Charges salariales
3,381.76
5,000.00
-1,618.24
67.6%
28,869.03
35,000.00
-6,130.97
82.5%
241.44
4,000.00
-3,758.56
6.0%
35,924.30
58,000.00
-22,075.70
61.9%
Admin Support / soutien administratif
8,997.02
7,500.00
1,497.02
120.0%
Financial Support / soutien financier
2,150.13
3,000.00
-849.87
71.7%
Telephone / Téléphone
Total - Operating Costs / Coûts d'exploitation
Research, Site Protection, Studies / Recherche, protection du site et Études
Total - Research, Site Protection,Studies / Recherche et protection du site, études
Staff Expenses / Dépenses pour le personnel
Salary - Site Management Coord / Salaire - coord. gestion du site
Staff Travel / Déplacements
Total - Staff Expenses / Charges de personnel
Support Services / Services de soutien
0.00
0.00
0.00
0.0%
Translation / traduction
6,844.39
10,000.00
-3,155.61
68.4%
Website Management / gestion du site Web
5,994.51
7,500.00
-1,505.49
79.9%
23,986.05
28,000.00
-4,013.95
85.7%
95,198.61
156,400.00
-61,201.39
60.9%
49,526.37
324.98
49,201.39
15239.8%
Technical Expertise / Expertise technique
Total - Support Services / Services de soutien
Total Expense / Dépenses totales
Net Income / revenu net
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The Landscape of Grand Pre Society/
La Société du Paysage de Grand-Pré
Balance Sheet
As of 28 February 2014
ASSETS / ACTIF
Current Assets / Actif à court terme
Chequing/Savings / Compte chèques/épargne
Chequing / Compte chèques
Total - Chequing/Savings / Compte chèques/épargne
Accounts Receivable / Débiteurs
Accounts Receivable / Débiteurs
Total Accounts Receivable / Débiteurs
Total - Current Assets / de l'actif à court terme
28 Feb 2014
51,260.58
51,260.58
0.00
0.00
51,260.58
Fixed Assets
Computer Equipment
Computer Equipment
Total Computer Equipment
1,020.10
1,020.10
Total - Fixed Assets
1,020.10
TOTAL ASSETS / DE L'ACTIF
52,280.68
LIABILITIES & EQUITY / PASSIF ET CAPITAUX PROPRES
Liabilities/ Passif
Current Liabilities / Passif à court terme
Accounts Payable / Créditeurs
Accounts Payable / Créditeurs
Total - Accounts Payable / Créditeurs
Other Current Liabilities / Autre passif à court terme
Payroll Liabilities/
GST/HST Payable / TPS/TVH à payer
Total - Other Current Liabilities / Autre passif à court terme
Total - Current Liabilities / du passif à court terme
Total - Liabilities / du passif
3,326.55
3,326.55
5,496.76
-6,069.00
-572.24
2,754.31
2,754.31
Equity / Capitaux propres
Net Income / Résultat net
Total - Equity / des capitaux propres
TOTAL LIABILITIES & EQUITY / TOTAL DU PASSIF ET DES CAPITAUX PROPRES
49,526.37
49,526.37
52,280.68
Page 1 of 1
Co-­‐Chairs' Report to Board April 10, 2014 1. Staffing matters 2. Acadian Tourism Association discussions 3. Congrès mondial acadien 4. Visitor Experience Opportunities Concept 5. Budget development for 2014-­‐17 6. 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