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Stewardship Board / Landscape of Grand Pré Society Approved English Minutes By teleconference: May 15, 2014 -­‐ 9:00AM – 12:00PM Directors Present Claude DeGrâce (Co-­‐Chair) Naomi Blanchard (Chair) Charlie Curry Stan Surette Councillor Mike Ennis Robert Moreau Marilyn Perkins Regrets Ann Palmeter Hélène Lavigne Ex-­‐officio Present Madelyn Lemay Regrets Ina Amirault Marcel McKeough Loretta Robichaud Others Angela Morin 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 Glooscap First Nation Grand Pré and Area Community Association Société Nationale de l’Acadie (SNA) Municipality of the County of Kings NS Acadian Affairs NS Communities, Culture and Heritage NS Agriculture Recording Secretary 1. Welcome and Introductions / Accueil et présentations – Chair Blanchard started the meeting at 9:25am, with apologies for the late start due to technical difficulties. She called attendance and then announced to the Board that this would be her last meeting. 2. Confirmation of Agenda / Confirmation de l'ordre du jour – Mr. Moreau moved the Agenda be confirmed with the changes identified. Mr. Surette seconded. Approved unanimously. 3. Regrets / Absences motivées – As noted above. 4. Approval of Minutes / Approbation des comptes-­‐rendus 4.1. Special meetings of February 7 and March 24, 2014 / réunions spéciales du 7 février et du 24 mars 2014 – Mr. Curry moved the minutes for February 7th special meeting be approved. Mr. Moreau seconded. Approved unanimously. Mr. Moreau moved the minutes for the March 24th special meeting be approved. Mr. Curry seconded. Approved unanimously. 4.2. Approval of Minutes / Approbation du compte-­‐rendu April 10, 2014 / le 10 avril 2014 – Mr. Surette moved the minutes from April 10th Board meeting be approved as amended. Co-­‐Chair DeGrâce seconded. Approved unanimously. 4.3. Matters arising from the Minutes / Affaires découlant du compte-­‐rendu 4.3.1. Code of Conduct: approval / Code de déontologie : approbation – Ms. Palmeter moved the Code of Conduct (page 1) be approved with the changes noted. Mr. Moreau seconded. Approved unanimously. It was agreed that the Board conflict of interest policy (page 2) become a separate document and be revised to reflect the Board’s further input. Action: Mr. McKeough to revise and return final draft to June 12th Board meeting for decision. 4.3.2. Management Plan, Strategic Plan and MOU / plan de gestion, du plan stratégique et du protocole d’entente – It was agreed that a working group be formed to confirm the final edits to the documents and return the final drafts to June 12th Board meeting for decision. Action: Co-­‐Chair DeGrâce, Mr. Moreau, Chair Blanchard and Ms. Morin agreed to work on this item. 4.3.3. 2014-­‐15 Forecast Budget for approval / Approbation du budget pour 2014/2015 – It was agreed, in the fall following the completion of a fundraising strategy, that the Board would re-­‐evaluate future investments towards fundraising, and similarly upon establishing priorities for research, a re-­‐evaluation of funding would be required. Councillor Ennis moved the Board accept the 2014-­‐15 Forecast Budget, with a cash flow to be prepared, which would be re-­‐
evaluated every quarter. Co-­‐Chair DeGrâce seconded. Approved unanimously. 4.3.4. Signage Implementation Update / Mise à jour concernant la mise en œuvre du projet de signalisation – update – Ms. Morin and Co-­‐Chair DeGrâce provided an update on the signage implementation, including current funding requests to NSTA and ACOA, and the project’s planned schedule. 4.3.5. AGM details June 12 / AGA du 12 juin – programme – Mr. Moreau moved that the Board defer the proposed strategic luncheon at this point, and proceed with the proposed agenda with the additional items requested by the Board. Mr. Curry seconded. Approved unanimously. 4.3.6. 2014 Acadian World Congress, August 8-­‐24 / Possibilité de participation à ExpoMONDE, Congrès mondial acadien 2014 – The ExpoMONDE is open to the public from Aug 14-­‐23. It was agreed that the Society will attend with the Province of Nova Scotia and it was noted to participate with the Province, only two new complimentary banners would be required at an approximate cost of $1000. Co-­‐Chair DeGrâce moved that the Board support volunteer coverage of the LGPS booth (in the Province of Nova Scotia exhibit) at the ExpoMONDE, and the Board would do a call for interested volunteers and the Board will support their attendance by covering the volunteer’s substantiated mileage and accommodation expenses. Mr. Surette seconded. Approved unanimously. 4.3.7. New Item – Destination South West Nova – Pursuant to Mr. Moreau’s enquiry, an update on a future local tourism industry organization was provided by the Chair. 4.3.8. New Item – VEOC update – Mr. Moreau provided an update and noted that his Vice President had agreed to the project and that some preparatory work was underway. It was noted that Ms. LeMay starts her secondment on Tuesday, May 21 and this work will be directed to her as the project manager. 4.3.9. New Item – Archaeology – Co-­‐Chair Blanchard noted the receipt of a revised proposal from Dr. Fowler. She noted that the proposal will need further revision to meet the procurement requirements of Board. Action: Co-­‐Chairs and Ms. LeMay. 5. Treasurer’s Report / Rapport du trésorier (Appended) 5.1. 2013-­‐14 financial report for acceptance / Rapport financier de 2013/14, pour acceptation – Mr Curry moved the report be approved and sent to the auditors. Councillor Ennis seconded. Approved unanimously. Action: Ms. Woodward to send the statements to the Society’s Auditors. 5.2. April 2014 financial report for acceptance / Rapport financier d’avril 2014, pour acceptation – The Board accepted the report. 6. Correspondence / Correspondance 6.1. Proposed plaque at Horton Landing / Proposition d’aménager une plaque à Horton Landing – Mr. Curry moved the Board endorse the concept presented and that the Board prepare a policy. Mr. Moreau seconded. Approved unanimously. It was agreed to prepare a process going forward for future requests. Action: Mr. Moreau offered to lead this effort and, in the fall, he will prepare a draft policy adapted for the World Heritage Site. 7. Co-­‐Chairs’ Report / Rapport des coprésidents (Appended) – Chair Blanchard summarized the report. It was noted that staffing options would be included on the agenda for June 12. 7.1. Co-­‐Chair DeGrâce shared the recent media interest in the website. Mr. McKeough moved the Board form a communication and media relation advisory group (of two or more Board members). Councillor Ennis seconded. Approved unanimously. Ms. Lavigne moved the media relations standing offer be re-­‐issued. Ms. Palmeter seconded. Approved unanimously. Action: Ms. LeMay and Co-­‐Chairs. 7.2. Pursuant to Ms. Robichaud’s query, it was confirmed that the Dykelands Public Awareness working group met to review and evaluate the responses to the RFP. Upon completion, the working group made a recommendation on the selection to the Co-­‐Chairs. Subsequently, the Co-­‐
Chairs confirmed the successful contractor. This work is scheduled to start up on Thursday, May 22. Ms. Robichaud left the call at 11:00 am. 7.3. Mr. Curry led a discussion of Horton Landing’s long-­‐term future and acknowledged the potential for the future of the World Heritage Site. Ms. Palmeter moved the Board establish a collaborative committee of concerned parties to work towards a comprehensive long-­‐term vision for Horton Landing. Councillor Ennis seconded. Approved unanimously. Action: To be further discussed at the June 12, 2014 Board meeting. 8. Proposed Bylaw amendments – discussion Notice of Special Resolution for June 12, 2014 / Modifications proposées au Règlement administratif -­‐ discussion. Avis de résolution spéciale pour le 12 juin 2014 – 8.1. Article 1.b – be brought forward (possibly for decision) following consultation with the Community Association. Action: GPACA Board members. 8.2. The Board was agreeable that Article 4 be brought forward for decision, potentially, at the the June 12th AGM. 8.3. The Board agreed to not further consider changes to Article 18 and 42. 8.4. It was agreed that proposed change to Article 48 required further discussion, beginning at the June 12th Board meeting. 8.5. It was agreed that Article 49 (as amended) could move forward for decision. 8.6. It was agreed that there were some editorial fixes required for Article 65 that should be included when the Bylaw changes were considered. Action: Ms. Amirault will follow up. Mr. McKeough left the call at 12:00 pm. He shared his thanks to Chair Blanchard for invaluable contribution to the structure and progress of the Society to date. 9. Draft Society Bilingualism Policy (discussion, for approval on June 12) / Ébauche d’une politique sur le bilinguisme (discussion, pour approbation le 12 juin) – Co-­‐Chair DeGrâce introduced the proposed policy and asked for comments. There was discussion on revising the draft into two policies – a Board language policy (including Mi’kmaq at times) and the language aspects of a staff/hiring policy. Co-­‐
Chair DeGrâce offered to lead a working group to prepare a final draft for the decision at the June 12th meeting. Action: A working group, including Ms. Amirault, Ms. Palmeter and Mr. Surette. 10. Roundtable / Table ronde – 10.1.Councillor Ennis extended a thank you from Council to Chair Blanchard for her significant contribution to the Society’s progress. 10.2.Mr. Curry shared the Grand Pré Marsh Body resolve to move ahead and begin by requesting a change in the Kings County Land Use Bylaws, which currently does not permit, recreational use on Environmental Open Space land (the land use zoning of 82% of the WHS). 10.3.Ms. Palmeter was pleased to see that a collaborative discussion for Horton Landing will move forward. 10.4.Mr. Moreau thanked Naomi. He announced an upcoming public event for the Memorial Church re-­‐opening with the time and date to be announced. 10.5.Co-­‐Chair DeGrâce thanked Naomi for all her work. He noted a recent meeting at Joggins to discuss possible collaboration with the UNESCO family of sites in New Brunswick in preparation for the 6th International UNESCO Conference on Global Geoparks which will be held in Saint John NB in the fall of 2014. 11. Next Meeting date: June 12, 2014 / Date de la prochaine réunion : le 12 juin 2014 12. Adjournment / Levée de la séance : motion to adjourn. Councillor Ennis called for adjournment at 12:30pm. Approved by: -­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐ -­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐-­‐ Meeting Chair Blanchard Mr. Stan Surette Co-­‐Chair Secretary File Location: Sync:Landscape of Grand Pré:10-SOCIETY RECORDS (purple):1000-Board Documents:40-Board Meetings:14-15
FISCAL:2014 17 MAY:Minutes_SB0515 (approved).doc
5.1 2013-14 financial report for acceptance / Rapport financier de 2013/14 pour acceptation
The Landscape of Grand Pre Society/
La Société du Paysage de Grand-Pré
Balance Sheet
As of 31 March 2014
ASSETS / ACTIF
Current Assets / Actif à court terme
Chequing/Savings / Compte chèques/épargne
Chequing / Compte chèques
Total - Chequing/Savings / Compte chèques/épargne
31 March 2014
35,392.24
35,392.24
Accounts Receivable / Débiteurs
Accounts Receivable / Débiteurs
Total Accounts Receivable / Débiteurs
4,150.74
4,150.74
Total - Current Assets / de l'actif à court terme
39,542.98
Fixed Assets / Immobilisations corporelles
Computer Equipment / Matériel informatique
Computer Equipment / Matériel informatique
Total Computer Equipment / Matériel informatique
Office Furniture / Mobilier de bureau
Board Room Table / Table pour salle de conférence
Desk & Cradenza / Bureau et crédence
Total Office Furniture / Mobilier de bureau
Total - Fixed Assets / Immobilisations corporelles
TOTAL ASSETS / DE L'ACTIF
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
Equity / Capitaux propres
Unrestricted Net Assets /
Net Income / Résultat net
Total - Equity / des capitaux propres
TOTAL LIABILITIES & EQUITY / TOTAL DU PASSIF ET DES CAPITAUX PROPRES
1,020.10
1,020.10
300.00
700.00
1,000.00
2,020.10
41,563.08
565.50
565.50
2,169.56
0.00
2,169.56
2,735.06
2,735.06
0.00
38,828.02
38,828.02
41,563.08
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5.2. April 2014 financial report for acceptance / Rapport financier d’avril 2014, pour approbation.
The Landscape of Grand Pre Society/
La Société du Paysage de Grand-Pré
Balance Sheet
As of 30 April 2014
ASSETS / ACTIF
Current Assets / Actif à court terme
Chequing/Savings / Compte chèques/épargne
Chequing / Compte chèques
Total - Chequing/Savings / Compte chèques/épargne
30 Apr 2014
33,581.32
33,581.32
Accounts Receivable / Débiteurs
Accounts Receivable / Débiteurs
Total Accounts Receivable / Débiteurs
4,150.74
4,150.74
Total - Current Assets / de l'actif à court terme
37,732.06
Fixed Assets / Immobilisations corporelles
Computer Equipment / Matériel informatique
Computer Equipment / Matériel informatique
Total Computer Equipment / Matériel informatique
Office Furniture / Mobilier de bureau
Board Room Table / Table pour salle de conférence
Desk & Cradenza / Bureau et crédence
Total Office Furniture / Mobilier de bureau
Total - Fixed Assets / Immobilisations corporelles
TOTAL ASSETS / DE L'ACTIF
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
Equity / Capitaux propres
Unrestricted Net Assets /
Net Income / Résultat net
Total - Equity / des capitaux propres
TOTAL LIABILITIES & EQUITY / TOTAL DU PASSIF ET DES CAPITAUX PROPRES
1,020.10
1,020.10
300.00
700.00
1,000.00
2,020.10
39,752.16
4,051.97
4,051.97
2,169.56
-574.99
1,594.57
5,646.54
5,646.54
38,828.02
-4,722.40
34,105.62
39,752.16
Page 1 of 1
7. Co-­‐Chairs' Report to Stewardship Board May 15, 2014 •
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Staffing options for short term arrangements; contract finalisation (both); networks’ search for qualified bilingual planners in province. (Naomi) Saltscapes booth attendance; preliminary conclusions identified; discussions with marketing staff @ Joggins; thanks to Angela, Ina and Victor (Naomi) Radio-­‐Canada interviews – topics: incl Dixie Lane and French on website (Claude) Acadian Tourism Association discussions (Claude) Congrès mondial acadien follow up (Claude) Signage implementation and this year’s project plan (both -­‐ plus thanks to Angela as Project Mgr); discussions with ACOA (Claude); application development to NSTA (Angela) Website updates –for Marketing Committee review/recommendation as well as ongoing adjustments (both and Scott/Angela) Advertising with CBC Nova Scotia and Radio-­‐Canada Acadie follow-­‐up (Claude plus Scott Olszowiec and Susan Surette-­‐Draper) Newsletter: preparation/dissemination at Saltscapes and in local community (both -­‐ plus Thanks to Angela) Contract, editing and proofreading RFP release, review and award and receipt ; (both; plus Angela, Ina; Anne for additional circulation) RFP, Dykelands Public Awareness – RFP issuance, review , recommendation, (Naomi plus thanks to Marketing working group: Beverly, Judy, Shannon, Anne, Angela) RFP, Standing Offer for translations, editing and proofreading – RFP issuance (Claude/Angela) The Grapevine and Le Courrier – preliminary exploration discussions regarding frequent articles/ads and costs as per direction of Education Marketing Committee (Naomi/ Claude) Meeting/tour with David Holt (SOAR magazine) -­‐ Thanks to Loretta Buchanan, Charlie, Robert Palmeter and Angela (Ann -­‐ acting for Naomi) Meeting/tour with Profs from Portland Ore and Mexico/Harvard re UNESCO site; discussions re issues and governance at Grand Pré in relation to other UNESCO sites Fullbright scholar here in at Grand Pré summer 2015? (Thanks to Madelyn, Angela, Charlie) (Naomi) Discussions with Community Association Board regarding possible revisions to Bylaws and term limits (Naomi) AGM preparation – discussions re translation; NSDA and cartography presentation. (Naomi) Horton Landing – exploration of long-­‐ term solutions for all parties for ameliorating access and future development – discussion with various local residents (Naomi) Participation in National Historic Site guide training (Naomi and Beverly for Marsh Body; thanks to Amy (A/Co-­‐ordinator at Park)