Council Minutes Sept. 17th 2024

LBOT Council Meeting Minutes                                                                           Date: September 17, 2024

Attendees: Jane Zwaagstra, German Acosta, Martin Ruiz Salvador, Adam Bower, Rebekah Parson, Robin Joost Regrets: Brad Boutilier

 Staff: Kandace Forward

Agenda Approval: RJ second MRS                                         Adjournment:  10:15am

Agenda Item: Campground lease & staff                             Presenter: Kandace Forward

Discussion: Campground closing date: Kandace recommended Oct 31 as that has been the case for the past few years and to help with accommodations and extending the tourism season and visitors services, we are the only VIC open outside of Halifax on the SS , Kandace indicated that we do not make a profit but always break event with wages  , that we currently have a booking for 2 weeks leaving on Oct 25. . Martin and Robin both suggested that this be added to the Nov agenda to further discuss next years dates and requested reservation & revenue numbers to support this choice.

Assistant Manger: Kandace asked if she could retain Courtney Cotter her assistant manager after the campground closes until the end of November after the final holiday event. that she would like assistance with a membership drive, invoicing and in person visits to businesses, along with event preparation and set up. Kandace expressed due to her evolving roll and heavy workload due to the many working groups and boards she sits on behalf of the LBOT that she could use some help with the day-to-day operations. The board approved the extended employment but asked for a detailed list of her job duties during this time.

Item:  Campground Lease Payment                                                   Presenter: Kandace Forward

Discussion: Robin has posed the question when the payment was due and if we were able to make the payment of $20,000. I advised that the payment is due on Oct 31, 2024. Kandace expressed due to the increase of campground fees, extra revenue from the film production renting parking and the projected revenue from the Oktoberfest event that she sees no foreseeable reason we could not meet this obligation and still be in a position equally or better then last year to cover our operational costs through the winter. Kandace indicated that reservations in sept /oct are mostly transient, but we are trending to be on par or better then last year

Conclusions: Kandace will provide the directors with financial update and explain that revenue flows differently for a not-for-profit organization then a regular business as grants are not received until after the tourism season and can not be applied so numbers can be skewed.

Action Items                                                              

Agenda Item:  Candidate form for election                                                   Presenter: Kandace Forward

Discussion:  Kandace advised that mayor candidate Jesse had called to ask if the LBOT would be hosting the candidate forum, I advised that it was on the agenda for our upcoming meeting. Kandace brought forward his request which consisted of 2 separate events, one being a mayoral debate with questions being asked in real time. Kandace advised that GO ROCK radio had indicated they would like to participate and the potential to broadcast the event. Adam had suggested that he could connect Kandace with Sheldon Macleod to be the forum moderator. We would ask if it could be a volunteer position, but we would be willing to pay for his attendance  

Conclusion: After consultation with the board of directors a decision had been made that we would host the event as we have done in the past, but we would keep to the same format and have one event for all candidates.

Conclusions:

Action items: Kandace will reach out to Kayla at the TOL to propose the date of oct 9th , to be hosted at the Community center at 6:00 , to ask the TOL to provide the on line services for people to view from home. Kandace is also to ask if the TOL can reach out to the constituents of the town to ask for question related to the roles and responsibilities of the council and mayor and municipal initiatives they want answered. Kandace will connect with Sheldon Macleod. Kandace would ask the TOL to set up chairs and tables for the event  

Agenda Item: New Treasurer                                                                             Presenter: Kandace Forward

Discussion: Kandace advised that current treasurer Ali Ashfield had to step down to due personal circumstances, she expressed that she hopes to join the board again in the future when she has more time to dedicate to the board. Kandace advised that Jane Swaagstra would be willing to assume the roll until the next AGM and that she plans on renewing the role at that time

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Agenda Item: Oktoberfest Update                                                                  Presenter: Kandace Forward

Discussion:  Kandace advised that she was in the final stages of securing all components of the event and went over the day’s events, ticket sales, potential revenue and break-even numbers. Adam also advised that we had to find an alternate sound and lighting company as our previous rep Jimmy could not provide the backline required for Classified set up. Kandace anticipates that quote will be in by the end of the day. Kandace indicated all permits for noise by law and TOL involvement has been sent and that we would be closing down the street for the concert and Bourque Security would be the company providing those services. Kandace advised Iron works provide a 500 sponsorship and the FMA provided a $3000 sponsorship along with other service providers for the event discounted prices as a sponsorship contribution. Adam confirmed new Craft beer Participants, and he will reach out the restaurants to participate in the food vending for the event.

Agenda Item: Membership drive                                                                     Presenter: Kandace Forward

Discussion: Kandace advised that she would like to have Courtney to stay on for the month of November to help with a membership drive, which would consist of on person visits to new and existing business, help with phone calls for invoicing and on line emails. Kandace asked for help with digital invoicing and spreadsheet updates. Robin suggested we have a welcome email for new business arrivals and LBOT membership packages to give out. Martin advised this should be a priority the board agreed. Kandace requested that council aids in fostering new relationships and soliciting new members.

Agenda Item: Workplace Education courses            Presenter: Kandace Forward

Discussion: Kandace advised that she had a meeting with Judith Purcell for Government funded workplace education and asked if we could put on a class in January, Kandace suggested 4 different courses to get membership feedback such as: Computerized accounting, MS 365, Marketing for business and content marketing . Kandace advised that she start asking for feedback the end of October and that the LBOT would receive a $ 1000.00 payment for my admin services. The board gave approval to take on this initiative.

Next meeting Oct 30 2024

Adjourned: 10:15am