Council Minutes March 5th 2024
LBOT Council Meeting Minutes Date: March 5 ,2024
Attendees: Adam Bower, Martin Salvador, German Acosta, Brad Boutilier, Jane Swaagstra By phone: Alie Ashfield
Regrets: Lisa Tanner
Staff: Kandace Forward
CTO:10:05 Minutes Approval: deferred to next meeting
Agenda Approval: Passed Adjournment: 11:00
Agenda Item: Art Map Contribution Presenter:
Discussion: Martin and Kandace advised they had a meeting with Salley Warren and Jennifer Harrison from the Lunenburg art Gallery society. They approached the LBOT to ask for a monetary contribution of $1200.00 to produce their art map, with the continued rise of inflations it is harder for local artisans to cover the cost of the map printing.
· The council agrees that this map is a vital part of the community and tourism.
· The council requested kandace to reach out to our Advocate Rep Lori Ryan to see if there was an option to have more buying power and get a better discount for the Art Society.
· A motion to provide them with a $600.00 contribution was brough forward by Adam bower and seconded by Jane Zwaagstra, all council voted in favor.
· Martin advised that he would look into options of contributing the additional funds needed to meet the $1200.00
Agenda Item: Lunenburg Art Map Design Presenter: Kandace Forward
Discussion: Kandace put forth a proposal to update and redesign our current town map , to make it more engaging , easier to read and highlight the UNESCO core of town , she recommended removing the listings and events and make them a digital file accessed via a NFI code which would be designed by Tap’N’Be and could be updated live through out the season , reducing future printing costs and members being left out if they joined late. This design would also include updating the 9 town kiosks and would also eliminate future cost of updating them yearly, we would look at adding the set sail for Lunenburg website to add value to our membership. The upfront cost would be more at $10,000 plus $1500 for the kiosks. Plus, Tap’N’Be services.
· The council advised they would like to get the other pricing of the additional service tap”N’Be
· The council also wanted timelines to make sure the project could be completed by the tourism season.
· The council also asked for the budget to be completed with Cash flow predictions before they could make a final decision
· They agreed that this was a great idea but was budget pending.
Motion:
Agenda Item: Staffing for 2024 Season Presenter: Kandace Forward
· This item was deferred until next meeting.
· Council did agree to allow Kandace to bring in her Assistant manager of the Campground one day a week to assist with new campground operations and training plan, answering emails and call, and LBOT membership renewals.
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Agenda Item: Signing Authorities /code of conduct Presenter: Kandace Forward
· Kandace provided the council with the LBOT code of conduct for all current and new directors to sign to update the records.
· Kandace advised that the registry of joint stocks was updated and that she put herself as the boards main point of contact as she is the person responsible for all communications the board agreed this was acceptable.
· Kandace advised that the signing authorities had also been updated with, Robin Joost and Sam Eisner being removed and Allie Ashfield and Adam Bower added to the list , this was signed and sent off to Amber Oickle at RBC
· It was decided that we would not go back to do this but moving forward we would follow this recommended procedure.
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Agenda Item: Tap’N’Be products Presenter: Kandace Forward
· This item was deferred to the next meeting. Kandace will meet with Ron and get pricing on a few options such as the map, window clings and services.
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Agenda Item: Connecting Community Director Meet &Greet Presenter: Kandace Forward
· Kandace suggested that we host another connecting community event to meet our new Executive directors and council, the board thinks this is a great idea
· Martin suggested hosting it at one of our members establishments to highlight our members , one that could provide a liquor licence .
· Kandace suggested Iron Works Distillery as there are new Owners and operators and this would be a great opportunity for them to meet the community.
· Kandace advised she would reach out and see if they would like to host us.
· The Council agreed on the date of April 26 from 4:00pm-6:00pm
Agenda Item: Event Budget and Oktoberfest Presenter: Kandace Forward
· This item was also deferred until next meeting as the budget needs to be finalized.
· Adam Bower did advise that he did send an email to his friend who is close with Classified to see if we can get a deal.
· Classified original asking price is $20,000 but we can make an offer as our venue has a capacity of 400 people.
Agenda Item: Tv show and campground rental Presenter: Kandace Forward
· Kandace advised that she had reached out to the locations managers to see if there were any productions coming to Lunenburg this season.
· Jane advised to contact Chris Poole as he had been in contact with her about the Ovens her previous place of employment.
· Kandace spoke with Chris and he advised that it would be a large production, same size and budget of The Sinner and they would be looking at May to end of September. I advised that we could do Maye until June 24 and then Again September 1 but could not in July and August do to a very busy tourism season and RV tour groups and festivals. I advised I would help find a secondary location for those months if they needed help.
· Chris advised that is was pretty confidant that they would be looking to rent the top portion of the campground.
· Kandace asked approval from the board to negotiate the pricing as she has done in the past.
Jane made a motion to approve up to 25% discount and German seconded it all in favor
Agenda Item: Cultural Tourism Economic Study Presenter : Kandace Forward
· Kandace advised that the Town of Lunenburg would be moving forward with the Economic study funded by ACOA
· Hilary had advised at the last LCC meeting that the town will no longer require community partners to provide additional funding
· Kandace advised that the project goes through an RFP process and the consultants have to be part of the govt approved STEP program which eliminated the ability to provide funding to East Coast Superyachts through this project unless the consultant hires them on.
· Kandace spoke with Adam Langley and he does not wish to work with a consultant that does not have expertise or proven track record in this industry. Adam advised he would provide the LBOT with a secondary option of a $10,000 marketing plan.
· Council expressed that this is a great initiative but would be difficult with our current cash flow.
· Council advised kandace to reach out to Susan Corkum Greek and Hilary about funding opportunities and Build NS.
· Kandace said this may fit into the Quick fix project which has a budget of $10,000 but that would have to be approved by the LCC
Adjourned: 10:55 motioned by Martin seconded by German
Next meeting : April 10th at 10:am