Council Minutes Jan 15,2026

Lunenburg Board of Trade

Board of Directors Meeting Minutes**

Date: January 15
Time: Meeting commenced at 10:05 a.m.
Location: Lunenburg Board of Trade
Chair: Martin Ruiz Salvador
Recorded by: Kandace Forward, Executive Director

1. Call to Order

The meeting was called to order at 10:05 a.m.
The scheduled adjournment time was set for 11:00 a.m.

2. Deferral of Previous Business

Kandace Forward requested that all previous business arising from past meeting minutes be deferred to the next board meeting to allow sufficient time for a detailed review of the year-end financial statements in preparation for the Annual General Meeting scheduled for January 22.

Motion: To defer previous business to the next meeting
Decision: Agreed by consensus

3. Additions to the Agenda

Kandace Forward requested the addition of three items to the agenda. The board agreed.

4. Neptune Water Meters – Update

Kandace provided an update advising that:

  • The Town of Lunenburg will be replacing all three water meters on site with new digital meters.

  • Neptune Water Meters will be on site within the next three weeks to complete the installation.

5. EV Charger – Funding Application Request

Kandace requested board permission to proceed with a funding application to Pollution Probe for the installation of a Level 2 EV charger at the Visitor Information Centre.

She advised that:

  • She met the previous day with Joel (Honeyman’s Electrical) and Bruce McCulloch (MCC Energy Strategies) to discuss installation options.

  • The funding window is closing shortly.

  • The grant would provide up to 50% or a maximum of $5,000.

  • Estimated total project cost (unit, installation, and consulting) is approximately $3,500, resulting in a Board of Trade contribution of approximately $1,700.

Discussion:

  • Adam Bower noted that while a Level 2 charger is not ideal, it would provide an important option for EV users and could serve as a small revenue generator.

  • Adam also emphasized that the community currently lacks EV charging infrastructure.

  • Martin Ruiz Salvador supported proceeding with the application and recommended that final financial approval be brought back to the board once funding is confirmed.

Decision:
The board approved proceeding with the funding application.
The matter will return to the board for final approval pending funding confirmation.

6. Board Positions & Nominating Committee Clarification

Kandace requested clarification regarding:

  • Director positions and the role of the Nominating Committee

  • Whether Martin Ruiz Salvador would remain as Past President or move into a Director role, noting the bylaws provide for nine positions including the executive

  • Voting authority of the President, which Kandace advised is not clearly outlined in the current bylaws and will be reviewed further

Additional notes:

  • One additional individual, Kelly George (Mosaic Treasures), expressed interest in serving on the board.

  • The board confirmed that Alison Strang (Town of Lunenburg – non-voting) and Scott (Go Rock – voting) have already been nominated.

  • If an additional nomination is made from the floor during the AGM, it will be voted on by the membership.

Kandace also suggested appointing an alternate individual to present the Nominating Committee report, as Adam Bower cannot nominate himself for President.

Action:
The board requested Kandace reach out to Jane Swaagstra, Treasurer, to take over the Nominating Committee report process at the AGM.

7. AGM Agenda Review

Facilitated by President Martin Ruiz Salvador.

  • The committee report presenter was updated to Jane Swaagstra.

  • The board discussed whether to include closing remarks.

  • It was agreed that closing remarks provide an opportunity for members to ask questions beyond the financial report.

Decision: Closing remarks will remain on the AGM agenda.

8. Year-End Financial Review

The board conducted a detailed review of the year-end financial statements.

Highlights:

  • Martin Ruiz Salvador noted the year was overall very successful, which the board agreed.

  • Key areas of opportunity identified for the coming year included:

a) Staffing Costs
Kandace explained increases were due to:

  • Minimum wage increases

  • Executive Director wage increase with back pay

  • Increased business volume requiring additional staffing

  • Early-season training for a new Assistant Manager and new staff

  • Opening the Waterfront Visitor Information Centre one month earlier and closing one month later

Kandace advised she is developing a streamlined staffing plan for the spring.
Adam Bower suggested staggered start times, which Kandace confirmed will be implemented this year.

b) Event Costs (Oktoberfest)

  • The board agreed Oktoberfest was successful and continues to drive business to the community.

  • Operational changes and possible scaling back were discussed.

  • Kandace advised she is working on a scaled-down model and has identified additional grant opportunities to offset costs.

Financial Adjustments:

  • Kandace noted several draft financial adjustments being addressed with Lisa Mutch (Belliveau Veinotte):

    • Errors in accounts payable

    • An incorrect First Fence invoice

    • An item entered as payable that should have been recorded as receivable

Motion:
To approve the financial statements subject to adjustments by Lisa Mutch, Belliveau Veinotte
Moved by: Robin Joost
Seconded by: Germain Acosta
Decision: Carried unanimously

9. Adjournment

The meeting was adjourned at 10:46 a.m.

 

Lunenburg Board of Trade Society