Prospect Road Recreation Association

Member’s Meetings Minutes

PROSPECT ROAD RECREATION ASSOCIATION

ANNUAL GENERAL MEETING

PROSPECT ROAD COMMUNITY CENTRE

2141 PROSPECT ROAD, HATCHET LAKE

Tuesday August 27, 2024, 7:00pm

MINUTES

1. Declaration of a quorum:

Hamish Malkin chaired the meeting. 18 members present being present a quorum of at least four was declared.

2. Approval of agenda:

Moved by Rita Mae Schwartz, seconded by Peggy Scott, carried.

3. Approval of minutes from the previous annual general meeting held on June 28, 2023

Moved by Linda Slaunwhite, seconded by Barb Allen, carried.

4. Business arising from the minutes of the previous meeting:

None.

5. Report of the chair:

Hamish Malkin delivered the chair’s report.

6. Approval of financial statements for the year ended March 31, 2024:

Moved by Dawn Purcell, seconded by Linda Slaunwhite, carried.

7. Approval of new Legacy Granting program for surplus funds:

Moved by John Corbett, seconded by Linda Slaunwhite, carried.

8. Approval of business plan and budget for the year ending March 31, 2025:

Moved by Barb Allen, seconded by Peggy Scott, carried.

9. Election of directors:

The following were elected by acclamation – Chris Buckley, Kevin Buchan, John Corbett, Susan Corbett, Vivian Daniels, Allison Lawlor, Lynn Myra, Donna Pettipas, Koumbie Traoré-Thomason, Colin Veinott, Mary-Lou Veinott, Jackie Wambolt

10. Adjournment:

Moved by Dawn Purcell

ANNUAL GENERAL MEETING
NEW LIFE COMMUNITY CHURCH
1760 PROSPECT ROAD, HATCHET LAKE, NS AND BY ZOOM
MINUTES

  1. Interim chair Sue Uteck chaired the meeting; interim secretary Sue Corbett was secretary for the meeting.
  2. The chair declared a quorum present and that all members present may vote.
  3. The agenda was approved: moved by John Corbett, seconded by Vicki Brown, carried.
  4. Approval of minutes from the special members’ meeting of May 30, 2022 and from the last annual general meeting of June 19, 2019. Moved by Ritamae Schwartz, seconded by Janice Tate, carried.
  5. Business arising from the minutes of the previous meetings – none.
  6. Report of the interim chair. Sue Uteck gave her report details of which can be found in the business plan and budget for 2022-23 [see below].
  7. Approval of financial statements for the years ended March 31, 2022 and 2021. The financial statements for the years ended March 31, 2022 and 2021 were circulated among the members present.  Hamish Malkin, volunteer explained the statement of income and expenditures for the years ended March 31, 2022 and 2022; there were no questions or comments from the floor.  He then explained the statement of financial position as at March 31, 2022 and 2021: there were no questions from the floor. Mike Szucs moved approval of the financial statements, seconded by Vicki Brown, carried. Hamish Malkin’s comments are attached.
  8. Approval of business plan and budget for the year ending March 31, 2023. The business plan and budget were circulated among the members present. Discussion ensued regarding the narrative and the budget itself. It was noted by the chair that a further surplus of approximately $203,000 was available to be spent subject to a second business pan and budget to be developed by the new board in consultation with the pubic.   Barb Allen moved approval of the business plan and budget, seconded by Maureen Yeadon, carried.
  9. Election of directors. Eleven names were proposed by the interim board and one name was nominated from the floor. Twelve directors being the maximum permitted under the by-laws, the following were acclaimed as directors for a two-year term: Jackie Buckland, Chris Buckley, Jonah Carrington, Matt Conrad, Sue Corbett, Rob Gilbert, Bruce Holland, Lynn Kazamel-Boudreau, Marina MacDonald, Angela McCarthy, Scott Peters, and Koumbie Traoré-Thomason.
  10. New business – none.
  11. Moved by Gwen Romanes.   The meeting adjourned at 8:15.

SPECIAL MEMBER’S MEETING
MAY 30, 2022
ST JOSEPH’S CHURCH, 3709 PROSPECT ROAD, SHAD BAY, NS at 7 p.m.
MINUTES

Minutes taken by Allison Lawlor

    1. Appointment of chair and secretary
      In the absence of Kelly Carlton, chair and Greg Skelhorn, vice-chair, the facilitator called for nominations for a chair and secretary for the meeting. Matt Conrad was nominated to chair the meeting by Janice Tate, seconded by Sue Corbett and Allison Lawlor was nominated to act as secretary of the meeting by Janice Tate, seconded by Gwen Romanes. There being no further nominations, Matt Conrad and Allison Lawlor were acclaimed chair and secretary, respectively.
    2. Declaration of a quorum
      The chair stated that according to the PRRA bylaws, at least four members of the PRRA were needed for a quorum. At least 34 people being present in person the chair declared the meeting properly constituted to conduct business.
    3. Approval of agenda
      The agenda was approved by member present with no changes or additions
    4. Discussion of governance issues
      The minutes were approved. Moved by Angela McCarthy, seconded by Joyce Coles, carried.
    5. Business arising from the minutes of the previous meeting
      John Corbett asked what is the status of the June 1st AGM. Matt, along with Patty Cuttell, explained that the June 1 AGM will be rescheduled for June 29 to give proper notice. This will happen if a new interim board is appointed at tonight’s meeting.
    6. 6. Identification of members who have attended a prior meeting and who therefore may vote at this meeting (By-law 4)
      For purposes of voting, the chair asked that all members present who had attend at least one previous members meeting sit together. Ten such members were identified.
    7. Replacement of directors
      The chair entertained the following motion:
      WHEREAS:
      a) The current board refuses to file with the Registry of Joint Stock Companies the amendment to By-law 4 approved by the members on April 20, 2022,
      b) The by-law amendment permits all members to vote at members’ meetings including annual general meetings,
      c) The current board has an obligation to file a member-approved by-law amendment with the Registrar regardless of their personal opinions that they are “uncomfortable with it”,
      d) Without the amendment, HRM will not release area rate taxes for distribution to local recreation groups for last year, this year, nor going forward because the right of all members to vote is a requirement of an agreement between HRM and PRRA,
      e) The current board has called an annual general meeting (AGM) for June 1, 2022 without giving proper notice; date and time have been informally disclosed but place has not and 30 days’ notice is required so that all members may plan to attend,
      f) The last financial statements filed with the Registrar were for the year ended March 31, 2019 and as a result, the members do not know how the $201,426.19 paid by HRM to the PRRA in January 2021 was spent nor how much is left, and
      g) The current board of three is less than the minimum of five required in By-law 23 and the current board has been operating without a quorum of four required in By-law 33(by-law,
      THEREFORE, BE IT RESOLVED that by this special resolution, all three current directors be removed and that three other members be appointed as directors to complete the term of office.
      Moved by Gwen Romanes, seconded by Maureen Yeadon, carried.
    8. Appointment of five directors to complete the term of office
      The chair asked for nominations from the floor for five interim directors because the minimum number of directors must be five (By-law 230),
      After the calling for nominations three times, the following were nominated:Matt Conrad, Sue Uteck, Sue Corbett, Bruce Holland and Lynn Kazmel-Boudreau.There being only five nominations, the nominees were acclaimed as interim directors to complete the term of office.
    9. Reaffirmation of the resolution from Apr 20, 2022
      The chair entertained the following motion:
      WHEREAS:
      a) the previous board did not file with the Registry of Joint Stock Companies the amendment to By-law 4 approved by the members on April 20, 2022,
      b) the by-law amendment is not effective until approved by the Registrar of Joint Stock Companies,
      c) the by-law amendment permits all members to vote at members’ meetings including annual general meetings,
      d) HRM, without this amendment, will not release area rate taxes for distribution to local recreation groups for last year, this year, nor going forward because all membersthe right of all members to vote is a requirement of an agreement between HRM and PRRA,THEREFORE, BE IT RESOLVED that the clause “after they have attended at least one previous members’ meeting” be deleted from By-law 4.
      Moved by Vicki Brown, seconded by Riita Mae Schwartz, carried.
    10. Annual general meeting
      The chair indicated that the new board would cancel the AGM improperly called for June 1, 2022 and give proper notice of an AGM on Wednesday, June 29, 2022 at 7 p.m. at New Life Community Church.
    11. New business
      None
    12. Adjournment
      The meeting adjourned at 7:45 P.M.

SPECIAL MEMBERS’ MEETING
April 20, 2022 at 7 p.m.
New Life Community Church in Hatchet Lake and via Zoom
DRAFT MINUTES

Minutes taken by Allison Lawlor

  1. Appointment of chair and secretary
    HRM Councillor Patty Cuttell facilitated the meeting and welcomed everyone. As councillor she stated she cannot chair the meeting and asked if the current chair or vice chair of the PRRA were present. They were not. She called for nominations. Hamish Malkin was nominated to chair the meeting by Bob Corbett, seconded by Ritamae Schwartz and Allison Lawlor was nominated to act as secretary of the meeting by Ritamae Schwartz, seconded by Sue Corbett. There being no further nominations, Hamish Makin and Allison Lawlor were acclaimed chair and secretary, respectively.
  2. Declaration of a quorum
    Hamish Malkin stated that according to the PRRA bylaws, at least four members of the PRRA were needed for a quorum. At least 50 people being present in person and online, the chair declared the meeting properly constituted to conduct business.The current directors of the PRRA were not present at the meeting. Members of the PRRA, are all those who live in the area from Goodwood through West Dover; any three members may call a special member’s meeting; four members called this meeting, giving due notice.
  3. Approval of agenda
    The agenda was approved by member present with no changes or additions
  4. Discussion of governance issues
    The following governance issues were discussed among members present in person and online:
    a. Directors’ terms/renewal;
    b. Absence of virtual members’ meetings during the COVID 19 pandemic;
    c. Last financial statements filed were for the year ended March 31, 2019
    d. Lack of transparency related to the $201,426.16 transfer of funds in January 2021 to PRRA from HRM;
    e. A Members’ Registry is not maintained;
    f. Proper financial checks and balances within PRRA;
    g. Failure to communicate information about Association activity with membersThere were several questions from the floor regarding governance issues and what we can do to rectify the currentsituation. In response to questions from the floor, the chair explained that if the community wants to see change within the PRRA, members must attend the June 1st AGM and consider the slate of directors proposed by the current directors and perhaps nominate other directors themselves.IT WAS RESLOVED THAT: the secretary ask the Executive of the Society to include the governances issues discussed tonight in the agenda for the next AGM. Moved by Vicki Brown, seconded by Angela McCarthy, carried unanimously.
  5. Members present qualified to vote
    Five members were present who were qualified to vote having attended previous a members’ meeting
  6. Amendment of By-law 4
    By-law 4 currently states, “Every member may vote at any members’ meeting of the Society after they have attended at least one previous members’ meeting.”IT WAS RESOLVED THAT: the clause “after they have attended at least one previous members’ meeting” be deleted from By-law 4. Moved by Ritamae Schwartz, seconded by Sandra Doherty, carried unanimously.As a result of this resolution all members of the Society may vote at subsequent members’ meetings including the next Annual General Meeting
    7.New Business
    None
  7. Adjournment
    The meeting adjourned at 8:30 PM

At 7:45 The Annual General Meeting began. Attendance did not change from the business meeting but a copy of the circulated attendance sheet can be included with the minutes for Registry of Joint Stocks.

1.0 Approval of bylaw changes: No updates to any of the bylaws have been proposed.

2.0 Approval of Minutes 2019 AGM: Moved by Shirley, seconded by Greg that the minutes be approved . Motion carried.

3.0 Election of Directors: Noted that Greg and Kelly are in the second year of their two year term, and continue in their position as directors. They have completed their terms as officers until the new election of officers tonight. Peter, Shirley, Amy have completed their two year terms but all are offering for re-election. Jennifer inquired as to minimum/maximum board; Greg confirmed minimum is 5, maximum 12. Amy, Shirley and Peter agreed to stand again for re-election and were acclimated. There were no further nominations or applications for the position of Director. The minimum requirement of five Directors has been met.

4.0 Financials: Greg reviewed the financials during the business meeting and copies were provided. Amy moved to approve the financials, seconded by Jennifer. Motion carried.

5.0 Election of Officers: Greg nominated Kelly for chair, seconded by Amy. Motion carried. Jessica nominated Greg for Vice Chair, seconded by Kelly. Motion carried. Secretary: Kelly noted that peter had offered to do this role via email; Kelly responded to him asking he confirm that it does not present a conflict of interest for him as an HRM employee. It was decided to defer the election of Secretary until the September meeting, as the association does not meet over the summer unless required. Amy noted that if Peter was unable, she would be willing to offer.

6.0 Kelly noted the next meeting will be held Tuesday, September 17 at PRCC, 7 PM. Since she is changing the meeting date because of her birthday, she is required to bring cake for the rest of us. © The meeting was adjourned at 8:05 via motion from Jessica.

Director’s Meeting Minutes

MINUTES OF THE Prospect Road and Area Recreation Association Meeting

Date: Jan. 15, 2026
Time: 6:30 p.m.
Location: New Life Baptist Church

1. Attendance

Present

  • Allison Lawlor (Chairperson)
  • Colin Veinott (Secretary)
  • John Corbett
  • Sue Corbett
  • Chris Buckley
  • Kevin Buchan
  • Mary Lou Veinott
  • Peggy Scott
  • Tanya Morash

Absent

  • Vivian Daniels
  • Zac Deguerre (Treasurer)
  • Donna Pettipas

Guests

  • None

2. Call to Order

The meeting was called to order by Allison Lawlor.

3. Approval of Agenda

The agenda was approved as circulated.

4. Approval of Minutes from Previous Meeting

The minutes from the previous meeting held on November 27/25 were approved.

5. Matters Arising from Previous Minutes

None.

6. Agenda Items

  • Approve November 2025 minutes
  • Treasurer’s report
  • Review PRRA Contribution Agreement with HRM and recent discussions with HRM and Councillor Nancy Hartling
  • Review Winter Grant application and reporting document
  • Set dates for 2026 PRRA board meetings
  • Recruit new board members
  • New business
  • Action Items

7. Action Items / Notes

  • Treasurer’s report not available since Zac not present (later added to minutes by Allison). PRRA bank balance: $37,259.29.
  • John asks to have financial reports on Google Drive; Allison will ask Zac to do that.
  • Allison will put minutes on Google Drive and contribution agreements as well.
  • Need to clarify with HRM: can PRRA hold money for non-registered groups? If we do, who is liable? Board decides they don’t want to hold money for groups. After this round of grants, will require that groups register with NS Registry of Joint Stocks.
  • Put on website about registering with Joint Stocks and someone with PRRA will assist.
  • We decided to include copy of Admin Orders as well as a link with Winter Grant applications so people can decide if they are eligible.
  • Non-registered groups are only eligible for $2,000.00 max grant.
  • Next board meeting dates: Feb 25, Apr 02, and AGM slated for Apr 23 at PRRC.

8. Adjournment

The meeting was adjourned by Allison Lawlor. Time: 8:15.

9. Next Meeting

The next meeting is scheduled for Feb 25, 2026.

MINUTES OF THE Prospect Road and Area Recreation Association Meeting

Date: Thursday, Nov. 20
Time: 6:30 p.m.
Location: Prospect Road Community Centre

Regrets: Vivian Daniels

Minutes from October are approved.

Treasurer’s report from Zac

  • $43,000 in the bank
  • He spoke with Vicki director of revenue for HRM
  • Does PROBE fall under ADM? He asked her and she said no.
  • Donna is saying that PROBE is doing civic activity.
  • PROBE is not involved in the Goodwood project, it is Donna is doing that.
  • HRM has said that if PROBE wants to run a cultural event and then do a fundraiser spin off that, PRRA could support that.
  • Prospect Peninsula Residents’ Association can’t be funded for gambling related fundraiser.
  • West Dover Association can’t be funded for altering the building they own, HRM said.
  • ADM Order with HRM (is it possible to update?) Ask HRM if we can update the ADM? What is the process? Contribution agreements.

The Slammers don’t have joint stocks registration. Does the money they receive have to go through the ROC? Need to clarify with HRM and speak with Slammers.

5) Projecting $150,000 grant money PRRA will get in 2026.

Hold AGM on Thursday April 23, 2026 6:30 p.m.

Have applications for winter grants in by March 8, 2026

Have application form out on Feb. 2, 2026. With the application form should be the grant reporting form.

Motion to approve the budget to be sent to HRM. Board approves the budget.

Needs to be sent to HRM on Dec. 1, 2025. Zac will send in.

Next PRRA meeting will be on Jan,. 15, 2026 at 6:30 p.m.

MINUTES OF THE Prospect Road and Area Recreation Association Meeting

Date: Oct. 30, 2025
Time: 6:30 p.m. – 8:30 p.m.
Location: Prospect Road Community Centre

  1. Attendance

    Present:

    • Allison Lawlor – Chairperson
    • Colin Veinott – Secretary
    • Peggy Scott
    • Chris Buckley
    • Zac De Guerre – Treasurer
    • John Corbett
    • Donna Pettipas
    • Marylou Veinott
    • Sue Corbett
    • Kevin Buchan

    Absent: Tanya Morash, Vivian Daniels

  2. Call to Order

    The meeting was called to order by Allison Lawlor at 6:30 p.m.

  3. Approval of September Minutes

    Motioned by Sue and seconded by Peggy.

  4. Agenda Items

    Meeting items to discuss

    Action Items:

    • Approve fall grants
    • Update on grant money
    • Treasurer’s update on winter grant money
    • Discuss new business

  5. HRM Coun. Nancy Hartling – Ball Field Update

    HRM hasn’t signed a lease agreement for the ball field in West Dover yet. The lease will be signed soon for HRM to take over the ball field, but it is in question whether it can be expanded to make it a U18 field.

    West Dover is the only place where a U18 ball field could go. The land sits on a provincial park. Nancy wants to make sure that there is enough interest in having a U18 ball field in West Dover.

    HRM will only invest money on land they have a 25-year lease on.

    Other news: HRM is looking at putting in a sports campus near Old Coach Road (probably a 10-year plan). HRM is running out of space. It is already zoned recreation land.

    Nancy says she is pausing the idea of a ball field survey and HRM park inventory in the Prospect Road area.

    Goodwood and Integration Funds

    Donna Pettipas and Nancy gave an update on Goodwood and Integration Funds.

    Where the Indian Lake sign is at the end of Old Coach Road, a picnic table and gazebo will be installed there along with a plaque about the history of Goodwood. $25,000 will go to PRRA to hold for Goodwood.

    In 20206, the design team will work on it and then in 2027 it will be installed.

    HRM Contribution Agreements

    PRRA falls under HRM revenue department now. Zac spoke to Vicki at HRM. She initially raised concerns about some of the Legacy Grants. They wanted to know whether the grants were meeting specific criteria. They want to make sure PRRA is meeting the requirements.

    PRRA now needs to have HRM contribution agreements signed by grant recipients.

    • Nancy suggests reviewing the AO with HRM and seeing if any changes are needed.
    • Put it on the next agenda for the board to review AO with HRM.
    • Nancy will talk to Vicki at HRM about how the budget will be put together.

  6. Treasurer’s Report

    HRM wants PRRA to line up with their timeline.

    • By Dec. 1, 2025 HRM wants PRRA to submit a budget.
    • PRRA is slated to get about $160,000 this coming year.
    • In the budget PRRA has to list the groups who will receive the money.
    • Zac will send out a draft budget via email. The board will vote on it via email and he will send it to HRM.

    Zac discussed winter 2026 grants:

    • AGM is in early May.
    • Plan for $150,000 in grant money to be given out – maybe $100,000 for organizations that regularly receive money and $50,000 for other awardees.
    • Need to set a date for when groups can apply for winter 2026 grants for up to $15,000. That could be in December or January.
    • Zac will prepare a draft budget and distribute it via email and it will be open for discussion at the next meeting on Nov. 20.

    Current Funds:

    • Approximately $43,000 currently in the bank.
    • Approximately $20,000 to spend on fall grants.

    Grant Application & Reporting

    Suggestion to work on the Winter 2026 grant application:

    • Remove accounting of money from the grant application and have a separate template for reporting.
    • On the new grant application, clearly state that a grant report will be required when the project is done.
    • Allison will send around a template and board members can adjust it.
    • On the application form, let groups know that if they don’t report on how the grant money was spent, they won’t receive money the next year.
    • Sue suggested having a proper template on how grant money is spent.
    • Grant recipients should maintain and be prepared to submit receipts if necessary.
    • Board agrees that a note should be on the application that if the grant money isn’t spent it should be returned to PRRA.

  7. New Business

    Small Fall Grant Applications (up to $3,000)

    • Terence Bay Community Center will be awarded $3,000 for shelving.
    • Village Green was awarded $3,000 for instructors for programs.
    • Board agrees conditionally to approve West Dover receiving $3,000 for a new door for the building next to the pad. A question was raised about whether PRRA is allowed to fund that since the building is not on HRM land and it involves alterations to a building.Zac will speak with both Coun. Hartling and an HRM representative to check whether it falls within PRRA AO to fund such a project.Sue suggested PRRA should be able to make its own decision on this and does not agree that HRM or the councillor should be consulted.
    • Prospect Slammers were awarded $2,921 for equipment.
    • Resource Opportunities Centre was awarded $3,000 for a water station.
    • Prospect Peninsula Residents’ Association: Board votes yes to giving them $60 for shingles for the community wharf stairs but asks that Zac ask Vicki at HRM about whether grant money can be given for an online 50/50 fundraiser.
    • PROBE has applied for a $3,000 grant to purchase a computer and other supplies/resources. There was discussion around whether there is a conflict with PRRA’s AO that will have to be resolved. Zac will speak with both Coun. Hartling and an HRM representative to get advice.

  8. Adjournment

    The meeting was adjourned at 8:30 p.m.

MINUTES OF THE Prospect Road Recreation meeting

Date: SEP18 / 2025
Time: 6:30 – 8:00
Location: New Life Community Church

  1. Attendance

    • Present:
    • Allison Lawlor chairperson
    • Colin Veinott secretary
    • Peggy Scott
    • Vivian Daniels
    • Chris Buckley
    • Zac De Guerre Treasurer
    • John Corbett, vice-chair
    • Donna Pettipas
    • Marylou Veinott
    • Tanya Morash
    • Absent:
    • Kevin Buchan
    • Sue Corbett

  2. Call to Order

    The meeting was called to order by Allison Lawlor at 6:30

  3. Approval of June minutes

    Motioned by Peggy Scott and Approved by Marylou Veinott.

  4. Agenda Items

    • Meeting items to discuss
    • Action Items:
    • Approve summer grants
    • Update on grant money
    • Determine how money will get to summer grant recipients
    • Treasurer’s update on winter grant money
    • Discuss how grant recipients award contracts for work
    • Discuss liability issues if someone gets hurt doing various work involved
    • Update on Integration Funds from Donna
    • Discuss New business

  5. New Business

    • Agenda items discussed:
    • Summer grant money (applicants can apply for up to $3,000) is approx. $24,000
    • Terence Bay Community Hall put in an application for repairs and some equipment. Board agrees to award money but needs clarity on the amount they are asking for before awarding money
    • Village Green was awarded $3,000 as motioned by John Corbett and seconded by Zach De Guerre. Cheques will be given out by Zac.
    • Board doesn’t agree to grant money to Prospect Old Timers Hockey because the money is for a social event that isn’t open to the public. Allison agrees to send them a note to explain the decision and the grant parameters.
    • Treasurer explains that there is still some money remaining from 2025 funds from HRM so board agrees to put out another round of fall grants of up to $3,000.
    • The treasurer discussed winter grants for 2026. Need to consider when to hold AGM. Maybe hold it in early May plan to receive about $150,000 from HRM. Maybe allocate $100,000 for organizations that regularly apply for funding and $50,000 for other non-profit groups that may do one-time applications. Aim to have applications in by Nov 23/2025, and limit funding per non-profit at $15,000.
    • Discussion around what the grant applications should require. We discussed perhaps asking for 3 quotes for contacting work but it was noted that dollars are stretched, and a lot of work is performed by volunteers and companies in the community donating their time and work.
    • Board member raises important issues around PRRA board’s liability. If work that is funding by PRRA funding is poor quality and some gets injured or workers should get injured doing work related to the grant, what is our liability? Suggestion that we include a statement addressing liability on the grant application removing the PRRA board from any legal responsibility. Allison will contact HRM to inquire about legal advice.
    • Donna Pettapas gave report on Goodwood integration fund that is being held by HRM; $25,000 is earmarked for trees and shrubs/ community beautification project, and $300,000 is going to trail head parking lot for washrooms picnic tables etc. HRM to perform this work ,hopefully the money wil be available in Nov 2025 to place orders for shrubs etc.

    New business

    Look more closely at area rate process to improve how money is given out.

  6. Adjournment

    Adjournment at 8:00 PM

Minutes for June 21, 2025 meeting

Allison, Zac, Tanya, Peggy, Vivian, Sue, John, Chris, Kevin

Absent: Colin, Mary Lou

Change Chris’s email: chrisbuckley@mail.com

1)May meeting minutes 2025

Peggy moves to approve the meeting minutes. Others second. They are passed.

2)Treasurer’s report- Zac has access to bank account

He is going to look into accounts payable/ receivable. He has an accounting system at work he can use.

We have $159,929 in the bank as of June 26, 2025 ($126,760 is accounted for not including cheques being written tonight.

Legacy Grants have all been cashed.

Adaptive paddling $1,680 for winter grants

 

Currently we have $26,000 roughly to do grants for but need to keep a bit back to pay for yearly expenses.

We also have $20,000 for a contingency fund.

We won’t get more money in the fall.  We got the full amount of the grant money from HRM.

There is a Google Drive for PRRA and Zac will send the financials to the Google Drive.

Zac will write the cheques. Sue will pass that over to Zac.

 

John will send a link for Google Drive to the PRRA board.

All the winter grant cheques have been picked up.

Jammers are having booking issues with PRCC. They have had the Jammers here every Friday night since 2011. They have been bumped.

PRCC will hold Prospect Jammers winter grant cheque until it is sorted out what will happen this season

 

4.Disc golf project at PRCC

Land and building of ROC is owned by HRM. To do any work on the land and or building they need HRM approval.

A nine-hole disc golf course was what they asked for in the legacy grant application. Sue would like additional information on the disc golf course. The application stated nine holes and is it only five holes?

 

5.Grant reporting

Asking for receipts over $500 is important and reporting is essential. Within one year of grant being awarded should have a project report completed.

Should hold AGM in late May 2026.

Update winter grant applications for 2026 (board will need to approve updates).

Allison will send out grant reporting for Legacy Grant and winter grant recipients.

7. Do we want to disperse the $24,000 we have left over from winter grant money.

Zac makes a motion to disperse the $24,000 in fall 2025. September finalize our plans and then get submissions and then get the money out October.

Send out grant application in July 2025 and have it returned in Sept. 7, 2025.

Use same winter grant application. Can apply between $1,000 and $3,000.

Set next PRRA meeting. Thurs. Sept. 18, 2025 6:30 p.m.

Set deadline for winter grant applications in January 2026.

New business:

ROC took over the fields. ROC is looking at charging people for using the fields if they are using it for a tournament???? We need to get more information on this from ROC/ HRM??? Allison will ask DC and Denis at ROC.

Some fields are not on HRM rental portal.

Scheduling of fields is still being done by the Mariners.

ROC took over the mowing of the fields.

Mariners winter grant was for someone to line the fields. The coaches are lining and dragging the fields. The money will have to be relocated/repurpose the money.

Zac won’t deposit the cheque for the Jammers until Vivian gives him the okay as to where to go.

Integration Fund for Goodwood

HRM told Zac the PRRA won’t be responsible for dispersing any of the funds. We won’t have the money and won’t have the authority to give out the money.

HRM would have to approve the money with Goodwood. HRM is looking at more big projects.

 

Minutes for April 22 Zoom call to discuss Resource Opportunities Centre (ROC) and Prospect Road Garden Club grants

Attendance: Allison, John, Sue, Kevin, Jackie; Colin and Mary Lou approved grants via email.

The board determined at its March meeting to ask the ROC for more information on its grant application. The ROC gave the PRRA board more information on its request for funding for youth programming.

The Prospect Road Garden Club asked the ROC board for an extension on its winter grant application. The chair of the board gave them an extra week because the president of the gardening club was away. The PRRA board later discussed the issue and agreed that extensions should not be given to grant applicants in the future. The board also agreed that good communication should go out to the community so that potential grant applicants have plenty of time to get in applications.

A virtual meeting was held by the PRRA so that they applications could be approved or denied before the AGM later in April.

Discussion around the ROC and gardening club applications.
Board voted to approve both applications and give the following amount of money:

Organization Amount ($)
ROC 15,000
Prospect Road Garden Club 1,170

MINUTES OF THE

Prospect Road Recreation Meeting

Date: March 25, 2025
Time: 6:30 p.m. – 8:30 p.m.
Location: Prospect Road Community Centre

1. Attendance

Present:

  • Allison Lawlor (Chairperson)

  • Sue Corbett (Treasurer)

  • Colin Veinott (Secretary)

  • Kevin Buchan

  • MaryLou Veinott

  • Peggy Scott

  • Vivian Daniels

  • Chris Buckley

  • Jackie Buckland

Absent:

  • Donna Pettipas

  • Koumbi

2. Call to Order

  • The meeting was called to order by Allison Lawlor at 6:30 p.m.

3. Approval of Agenda

  • The agenda was approved as circulated.

4. Approval of Minutes from Previous Meeting

  • The minutes from the previous meeting held on April 25, 2025 were approved.

    • Motion: Moved by Chris Buckley, seconded by Kevin Buchan

    • Vote: All in favor

    • Result: Motion carried

5. Agenda Items

  • Meeting items to discuss

  • Action Items:

    • Follow up with Councillor Nancy Hartling on field requirements

    • ROC re: mowing money

    • AGM planning / update on grant money

    • Update on grant money

6. New Business

  • Agenda items discussed:

    • Councillor Hartling wants an inventory of fields and a report on what’s needed to repair them

    • Dustin Boudreau (ROC Manager) to submit monthly mowing updates to PRRA

    • AGM planning: AGM to be held on April 29. Legacy grant money will be awarded, and grant recipients will give a short talk on their project

7. Winter Grant Applications Summary

The board reviewed the following winter grant applications:

Organization Amount ($)
Prospect Peninsula Residents Assn. 15,000
Prospect Road Jammers (ROC) 6,500
Prospect Slammers (Pickleball) 3,880
Prospect Road Minor Baseball 15,000
Prospect Rd Basketball 15,000
Safety-minded ATV Assn. 4,520
S.S. Atlantic Heritage Park Society 5,020
Terence Bay Community Hall 8,100
West Dover Community Assn. 15,000
Village Green 12,590
ROC (Resource Opportunities Centre) 15,000
Prospect Road Garden Club 1,170
Adaptive Paddling 1,680
Subtotal 118,460

There was discussion regarding late applications after the March 15 deadline. It was agreed that next year, late winter grant applications will not be considered, to maintain credibility. The board also agreed on improving advertising for deadlines.

It was decided that winter grant applicants would receive confirmation on their status by the end of April 2025.

The board must submit a business plan to HRM before area rate funds will be released and dispersed to community groups.

8. Adjournment

Adjourned at 8:15 PM

                                          DIRECTORS MEETING

                                        February 25, 2025

JOHN+SUE CORBETT, MARYLOU + COLIN VEINOTT, ALLISON LAWLOR,P EGGY SCOTT, KEVIN BUCHAN, CHRIS BUCKLEY

  1. MARK, MELANIE AND KEN FROM West Dover Community Association (WDCA) MADE AN APPEARANCE AT THE MEETING JUST TO EXTEND THANKS FOR THE $40,000 Legacy GRANT RECEIVED BY  THEIR ORGANIZATION  .
  2. The Resource Opportunities Centre (ROC) will now manage the mowing contract of fields in the Prospect Road Area for HRM.  PRRA will give ROC $2500 TO ADMINISTER THE CONTRACT,ONE YEAR COMMITMENT,THEN RENEGOTIATED. The PRRA board agrees that we ask the ROC to give us a brief monthly REPORT AS TO # OF CALLS they receive FOR MOWING ,ETC., as well as how the PRRA money is spent.
  3. HRM COUNCILLOR NANCY HARTLING suggested PRRA have a MASTER PLAN OF FIELDS in the Prospect Road area DONE BY CONSULTANT AS TO UPGRADES,REPAIRS ,ETC. The report would be helpful in determining what is needed, when and also as a means to seek other funding sources, such as the province.
  4. Allison will speak with the councillor about what exactly she would like to see in a report and also INVITE THE COUNCILLOR TO A MEETING TO DISCUSS THE MASTER PLAN AND WHERE TO OBTAIN FUNDING.
  5. THE NEXT MEETING IS SCHEDULED FOR MARCH 25 @ 6:30 at the PRCC WHERE WE WILL GO OVER THE WINTER GRANTS APPLICATIONS.
  6. THE DATE WAS SET FOR AGM APRIL 29 @6:30 AT PRCC  AND WOULD LIKE TO INVITE LEGACY GRANT RECEPIENTS TO PRESENT 2 MINUTE TALK ON THEIR PROJECTS WHEN MONIES WILL BE GIVEN OUT.

                                          DIRECTORS MEETING

                                        January 22, 2025

                                       Location: PRCC @ 6:30PM

LEGACY GRANT AWARDS AS FOLLOWS:

  • VILLAGE GREEN EAST DOVER PARK $40K
  • PROSPECT RD MINOR BASEBALL  $40K
  • SS ATLANTIC HERITAGE PARK  $40K
  • PRRC DISC GOLF ONLY $25K
  • WEST DOVER COMMUNITY ASSOC CONCRETE PAD $ 40K

PEOPLE WILL BE CONTACTED REGARDING STATUS OF THEIR PROPOSAL

BY MID MARCH AND WILL RECEIVE FUNDS IN APRIL 2025

REGULAR GRANT PROPOSALS DUE  MARCH 15, 2025 APPLICATIONS AVAILABLE

NOW, MAX $15 AWARD IS AVAILABLE AND AWARDS ANNOUNCED EARLY MAY 2025

WE HAVE $20K SET ASIDE FOR A CONTINGENCY PLAN

Allison Lawlor, Colin and Marylou Veinott. Sue and John Corbett, Jackie Buckland, Kevin Buchan, Peggy Scott, and DA Pettipas were present at the meeting to vote on each grant after a review of each application.

                                          DIRECTORS MEETING

                                        December 10, 2024

                                       Location: PRCC

MINUTES

PRESENT JOHN, KEVIN, ALLISON, COLIN, SUE, CHRIS, MARYLOU
ABSENT VIVIAN,KOUMBIE, DONNA               

  1. JOHN/HAMISH working on process flow
  2. Mowing PRCC/ROC  will manage it
  3. Adaptive paddling money is still a work in progress
  4. We will all review legacy grant proposals and discuss them at the Jan 22 meeting, will choose 3 and get back to all by mid-March with the results
  5. We will look into web upkeep pricing

                                          DIRECTORS MEETING

                                        Wednesday, Nov 6, 2024

                                       Location: PRCC

MINUTES

PRESENT Peggy, John, Koumbie, Kevin, Allison, Marylou, Colin, Donna, Sue               

1. Lynn resigned Peggy Scott, a new member

2. Area tax rate John will look into it

3. Field Studies mowing probably ROC not yet official

4. Return of money from adaptive paddling   issue money deposited John will look in to it

5. Receipt of area rate funds for year ending Mar 2025 $133,205 John will look into it

6. We need three signing authorities for any cheques given out John Corbettt, Allyson Lawlor and Colin Veinott  have volunteered

7. Legacy fund on the web some proposals, app deadline Nov30/24 maybe 4 people will review them

8. Date set for next meetings Dec 10 6:30, Jan08/25, Feb12/25, Mar12/25, April 09/25

9.$350,000 Goodwood grant, 3 people on Goodwood committee for community integration fund 

10 Adjournment

Prospect Road Recreation Association

Directors’ Meeting

Wednesday. Oct 2. 2024

Minutes

 

Present: Vivian Daniels, Lynn Kazamel Boudreau, John Corbett, Koumbie Traore-Thomason, Kevin Buchan, Allison Lawlor, Jackie Buckland, Maylou Veinott, Colin Veinott, Donna Pettipaw, Sue Corbett

The minutes from the Oct 2nd meeting were updated to reflect the motion to acknowledge the work by Hamish.

Election of officers: Chair: Allison assisted by Sue

Secretary: Colin V. assisted by Koumbie

Treasurer: John

Committee Reports: Executive: Allison

Grant: Jackie and Kevin

Communications: Allison

Finance: John

Banking: Sue will continue to write cheques

Signatories: Jackie, Lynn

Registrar: John to update the registrar of Joint Stocks Companies

Mowing Contract: presented by Sue and seconded by Kounbie to have Kevin continue with talks for ROC to take on the mowing contract for 2024-2025.

Grant monies: Discussion was had on the grant monies for the Jammers and the music club. It was decided that the monies would be given to the ROC and that they would disperse the monies as needed by the groups.

Items carried forward: Return of grant from Adaptive Paddling

Setting of Calendar for meetings

Area rate increase

Field study

Google drive/ dropbox

$ 350 000 re Goodwood

Prospect Road and Area Recreation Association

May 29th 2024, 7:00-8:30 pm 

Location: PRCC

MINUTES

Attended: Hamish, Sue, Jackie, Lynn, Rob

Absent: Matt, Bruce, Koumbie, Chris

  1. Call to order and declaration of quorum.
  2. Approval of Minutes from March 27th and May 1st 2024 meetings.  Moved by Jackie, seconded by Sue.  All in favor.
  3. Business Arising from Previous Minutes
    1. The bill of sale for transfer of the Terrance Bay wharf is now completed.  Lynn received email confirmation from HRM that the dock and finger floats would be maintained, for use by the Terrance Bay community, by HRM.
    2. A motion was made by Rob to postpone the AGM until August to provide the Board with additional time to seek new Board members. Seconded by Lynn. All in favor.  The AGM will be held on 27th August 2024 at 7pm at the PRCC. Cake will be served. 
  4. Committee Reports:
    1. Executive:  Hamish submitted a written report. 
    2. Communications
      1. Sue suggested the names of 2 students as possible candidates to create the community organization bios for the PRRA website.   Rob will connect with them and create a template for the bios. 
    3. Community Liaison and Nominations
      1. Matt has signed a contract for mowing with HRM.  He will put together a package of materials to pass on to the next board representative.
      2. Jackie Buckland, Koumbie, Sue and Chris have all committed to a 2nd term as Board directors. 
      3. A list of potential new members was generated, and current board members will seek additional candidates.
      4. A posters will be created to advertise the AGM and the request for new board of director members.  Rob will have the poster prepared and post it on Facebook and distribute through our email list. 
    4. Governance 
      1. Rob proposed that going forward the Board meet 6 times per year including the AGM.  Meetings will be held in January, February, March, June (AGM), September, and November.  Daily operations will be managed by committees.
      2. Emergency funds: Change name from emergency reserve to Reserve Fund (which will need to be clearly defined in terms of reference of what it can be used for (e.g., matching, or in-kind funds).  We will reduce the amount to $20,000.00 from the original $30,000.00.  Rob will prepare a draft term of reference for approval at the June 26th meeting. 
    5. Grants Committee
        1. Plans continue for the larger funding opportunity.  The application form will be ready for Board approval at the next regular meeting.

Next meeting is on June 26th at 7:00 pm.

Sue motioned to adjourn

PROSPECT ROAD RECREATION ASSOCIATION

DIRECTORS’ MEETING MINUTES

WEDNESDAY, May 1, 7:00 – 8:30 PM

Location: PRCC

  1. Call to order and declaration of quorum.

Present: Hamish, Sue, Lynn, Chris, Rob

Regrets: Matt, Jackie, Koumbie, Bruce, 

Resignation: Ann

  1. Approval of Minutes from March 27,2024, meeting.
    1. Deferred to email.
  1. Committee reports:
    1. Executive [Hamish]
      1. Proposal to showcase the works and missions of groups that are/have recently received PRRA area rate funding, on the Website.  This would include a brief (50 word) description of the groups and a photo to be included with the description.  The purpose of this is to provide transparency of funding and to promote the many great works that are happening in our area.

Motion: To hire a 2nd or 3rd year university student who will support groups in the development of their 50 word Bios and facilitate the integration of these descriptions on the PRRA Website. The person will be paid $1000.00, and the work will be conduct in prior to the AGM.  Lynn motioned, Sue seconded, motion was carried.

    1. Playing fields issues.  Rob will contact Melissa to discuss the area need for a larger plan to manage fields going forward.  Ask for a meeting prior to next board meeting.
    2. Change May meeting date to May 29th, 2024.
  1. Grant Review [Sue] Cheques for the Winter 2024 grant recipients have been prepared and in the process of being mailed.  There was a delay in the release of funds by HRM.  A change in staff there lead to a misunderstanding that this year’s fund release required prior approval at Council.  The misunderstanding has been resolved.   
  2. Communications:  we still have not replaced the committee chair, so Rob is acting.  Regarding communications see above executive committee notes. 
  3. Community Liaison [Matt] – Deferred.
  4. Finance and Revenue Generation [Hamish] submitted.
    1. At a prior Board meeting the board voted to retain a $30,000.00 emergency funds.  It was agreed that this fund requires a term of reference.  There was discussion about whether we need $30,000 or if a lesser amount will suffice. 
  1. New business:
    1. Execute transfer/sale of Terrance Bay River Park docks and finger floats to HRM.  The board signed documents for the sale/transfer of the above items to HRM.  HRM has committed, via email to Lynn, to assume full responsibility for the yearly instillation/removal of these items and ensure their good repair.  This action removes liability from the PRRA Board of Directors. 
      1. Motion: To execute a bill of sale of the docks and finger floats at Terrance Bay River Park from the PRRA to HRM for the sum of $1.00.  Chris motioned; Sue seconded; Rob witnessed.  4 in favor, one abstains. 
  1. Surplus funds – grants guidelines.  Members will review and make contributions to the description of the PRRA Special Project Funding Opportunity.  Rob will work on a formal application form for the grants. The opportunity will be announced at the AGM. 
  2. Fields study and Mariners – mariners, as above
  3. Nominations for AGM – The board is currently seeking nominations for new board members, effective at the June 2024 AGM.  Members are appointed to the PRRA board for 2-year terms and all current members terms are ending.  Board members have been asked to identify potential new members, with emphasis on seeking some level of representation from groups receiving major area rate funding.  Also, effort will be made to ensure that our area rate communities are represented. 
  4. Letter of support for renaming of Seaview Park 
    1. Hamish will reach out to all board members for their perspectives and to determine if such actions are permitted under the PRRA mandate.  – Hamish to canvas the board.  
  5. Obligation under mowing contract – Matt 
  6. AGM preparation – It was decided that this will not be a major event but focus more on reviewing the new boards work, soliciting new board members, and announcing the Special Funding Opportunity. 
  1. Adjournment

Proposed Regular and AGM Board Meeting Dates (2023/2024): 

February 21, 2024, March 27, 2024, May 1, 2024, May , 29 2024,

June 26, 2024 [AGM], September 25, 2024, October 23, 2024, November 27, 2024

PROSPECT ROAD RECREATION ASSOCIATION

OPEN DIRECTORS’ MEETING and NETWORKING EVENT

WEDNESDAY, March 27, 2024 7:00 – 8:30 PM

Location: PRCC

AGENDA

  1. Call to order and declaration of quorum.
  2. Welcome guests and have some coffee.
  3. Approval of Minutes from February 21, 2024, meeting.
  4. Committee reports:
    1. Executive [Hamish] 
    2. Grant Review [Jackie]
    3. Communications [Rob]
    4. Community Liaison and Nominating [Matt] 
    5. Finance and Revenue Generation [Hamish and Sue]
  1. Business arising from the previous minutes:
    1. Terrance Bay Wharf dock and fingers liability and ownership update -5 minutes [Hamish]
    2. Transfer ownership of road sign to Prospect Road Elementary School – [Lynn]
    3. Pre-announcement: Major Grant Opportunity for the Fall of 2024 [Hamish and Rob]
    4. Celebration of Winter 2024 Grant Recipients [Jackie]
  1. New business:
    1. Cake

Adjournment

Proposed Regular and AGM Board Meeting Dates (2023/2024): 

February 21, 2024, March 27, 2024, April 24, 2024, May 15, 2024,

June 26, 2024 [AGM], September 25, 2024, October 23, 2024, November 27, 2024

PROSPECT ROAD RECREATION ASSOCIATION

DIRECTORS’ MEETING

WEDNESDAY, February 21, 2024 7:00 – 9:00 PM

Location: PRCC

Grant Review Committee Recommendations – Jackie Wambolt (Committee) Chair

Approved Grants

  1. SS Atlantic Heritage Park Society
  2. Adaptive Paddling Solutions Association
  3. Prospect Road Music Jammers
  4. Village Green Recreation Association
  5. Terrance Bay Community Hall Association
  6. Prospect Slammers
  7. Prospect Bulls
  8. Prospect Road Community Baseball Association – Mariners
  9. Safety Minded ATV Association
  10. Prospect Road Oldtimers Hockey League
  11. Prospect Region Association for a Better Environment
  12. West Dover Community Association
  13. Prospect Peninsula Residence Association
  14. Prospect Road Garden Club
  15. Prospect Pulse
  16. Resource Opportunity Center
  17. Prospect Music Club 
  18. Terrance Bay Wharf   – Regular Funding

Approval Rate: 94.4%

PROSPECT ROAD RECREATION ASSOCIATION
DIRECTORS’ MEETING 

WEDNESDAY, January 24, 2024 7:00 – 8:30 PM
Location: PRCC

AGENDA

Present:  Koumbie, Hamish, Ann, Chris, Sue, Lynn, Jackie, Angela (online), Rob

Regrets: Bruce

1. Call to order and declaration of quorum

2. Approval of Minutes from November 23, 2023, meeting.
Changes to the minutes:
Item Sue Corbett agreed to be Board Treasurer with assistance from Hamish.
Item 3c follow up on Zone change with recent electoral boundary changes.

Sue moved, Lynn seconded – approved

3. Business arising from the previous minutes:
a. Outcome of straw vote on potential use of surplus funds [Hamish] – 5 minutes
b. Terrance Bay Dock [Hamish]
Hamish expressed further concern about the ownership of the Terrance Bay dock and fingers floats. Correspondence from HRM refers to the launch and does not refer to the finger floats or dock.  Use has increased because of Bay Landing closure.

Motion:  Hamish will contact Joel Platter (Chief Risk Officer) at HRM and ask him to provide a document that clearly states that the dock and finger floats at the Terrance Bay wharf are the sole property of HRM.  If this cannot be provided the PRRA will move to find a local group to take ownership on behalf of the community. 

Ann Motioned, Koumbie seconded.  All in favor. 

4. Committee reports:

  • a. Executive [Hamish] – 5 minutes
    • Report submitted.
  • b. Grant Review [Jackie] – 10 minutes
    • Report submitted.
      Jackie presented an update of grants submitted to date – 6 submitted to date, plus plan for review.
  • c. Communications [Angela] -10 minutes
    1. Selecting Platform for Electronic File Storage (Teams v Sync):  Angela says Teams is problematic and Sync is more user friendly.  Angela is recommending we go with Sync and will provide a brief tutorial at next months meeting.
    2. PRRA Facebook
    3. Transfer ownership of road sign to Prospect Road Elementary School.  All in favor.  Lynn will contact school principal.

Angela will forward her report.

d. Community Liaison and Nominating [Matt] – 5 minutes

  • Report submitted.

e. Finance and Revenue Generation [Hamish] – 5 minutes

  • Report submitted.

5. New business:

  • a. Public Board of Directors Meeting: March 27th, 2024 – 5 minutes
    1. Have an open forum for announcing grant decisions. Invite recipients to do a 2-minute presentation.
    2. Food and coffee – locally sourced.
  • b. Discussion pertaining to the distributions of Surplus Funding [Hamish and Rob] – 45 minutes. 

Adjournment

Proposed Regular and AGM Board Meeting Dates (2023/2024): 

January 24, 2024, February 21, 2024, March 27, 2024, April 24, 2024, 

June 26, 2024 [AGM], September 25, 2024, October 23, 2024, November 27, 2024

Prospect Road Recreation Association
Directors Meeting Minutes

Wednesday, November 22 2023
7:00 pm

Location: PRCC 

Present: Hamish Malkin, Angela McCarthy, Sue Corbett,

Lynn Kazmel Boudreau, Chris Buckley, Ann Savoy-MacKelvie

Regrets: Matt Conrad, Bruce Holland, Jackie Wambolt, Robert Gilbert

1. Call to order and declaration of quorum.
2. Approval of minutes from previous meeting.

Approved Angela MacCarthy, seconded Sue Corbett

3. Business arising from previous minutes.

a)Terrance Bay Dock. Hamish feels that HRM should be paying and will look into this.

b)Letter to ROC. 

Letter acknowledged received, but no further comments. ( please note Matt Conrads email re this issue received after the meeting)

c)Communication Integration Fund. 

A follow up will be necessary to see how the rezoning of Goodwood will affect the amount we get from taxes. Patty Cuttal said no to the $333,000 being handled by us.

4. Mariners Baseball executive, Mellisa Bowes-MacLeod, Kerry Frazer, and Matt White presented us with their proposal for community baseball improvements. ( I have copies of their proposal if anyone would like to view them). Hamish will meet with Mellisa to go over drawing up a proper budget and she will get in contact with contractors to get estimates for some of the proposals. After PRRA discussion it was proposed by us that all fields in the community must be contained in the improvement plan.

5. Committee Reports:

a)Chris has been looking at various busing options for the community, but as of now all seem too costly. It was suggested that we, as individuals, talk to fellow community members to gauge their interest in such a project as we move forward. We should also have this proposal on our website.

b)Angela McCarthy will talk to Rob about the use of Teams vs Sync for our directors. She also suggested that we begin using more social media such as Facebook and Instagram to inform our communities about the Grant Proposals.

c)Hamish asked the question of how do we deal with the surplus. It was decided that he would put some options together and send it out as a poll for our Executive to answer.

Hamish will inform Sue Corbett about the responsibilities of the treasurer to see if she is interested in taking on that position.

Adjournment : proposed by Lynne Kazmel Boudreau, seconded by Angela McCarthy.

Next Executive meeting will be on January 24 at 7 pm.

PROSPECT ROAD RECREATION ASSOCIATION
DIRECTORS’ MEETING MINUTES

WEDNESDAY, October 27, 2023, AT 7:00 – 8:30 PM
Location: PRCC 

Present:  Matt, Anne, Lynn, Rob, Chris

Regrets:  Bruce, Hamish, Jackie, Angela

Absent: Koumbie, Sue

Rob served as acting Chair.  Minutes for the past meetings were approved. Matt motioned. All in favour.  Minutes will be posted on the PRRA website. 

Executive Committee Report

Matt informed the Board that D and O insurance is now in place. It is provided through BrokerLink.

Rob proposed we use Sync.com to store electronic files.  Angela emailed a good suggestion about using Teams.  Rob will send the link for Sync.com to everyone for their consideration.  

Terrance Bay Dock ownership issue deferred.

The letter of response to the ROC larger scale program was discussed.  The draft letter will be circulated, by Rob, to the board members for input. It was decided that we would keep a positive spin on the response and keep doors open to provide future support.  Lynn will convey broad consensus of the decision, at the next night ROC meeting, and inform the ROC board that the letter will be coming soon and that the PRRA remains supportive. 

Governance and Planning 

Community survey is in development and will be presented at next meeting.  Plan to include prizes to encourage participation.  Communications committee will be asked to support its advertising.

Grant Review

Follow up with Jackie about a possible $40,000 competition for December and to set a competition date for the annual larger funding opportunity.

Matt to invite Melissa from the Prospect Mariners Baseball Association to present their ideas for field development. 

Finances

Lynn presented the financial update provided by Hamish.  Currently, there is a $154,000 surplus.

Motion: Anne motioned that we establish an emergency reserve of $30,000 for the use of communities in the event of emergency situations or unique in-kind funding opportunities.  Seconded by Matt. All in favor.

Communications

Agreed that the PRRA will continue with the webservices of Antimatterlab for another year.  Rob will contact them about a new contract and ensure that the website is paid reserved and paid for the next year. Rob will ask them to integrate a Community Calendar on the website.  Also, directors’ names will be updated.

New Business

Lynn will connect with Kim (the principal) of the Prospect Road Elementary School about co funding a new road sign.  She will determine how much the PRES is able to commit. 

Chris provided an idea for the establishment of a community transit service for seniors in our area rate jurisdiction.  He will provide a more detailed description at the next meeting. 

Proposed Regular and AGM Board Meeting Dates (2023/2024), 7:00pm at the PRCC and Zoom option by request.: 

November 22, 2023

January 24, 2024

February 21, 2024

March 27, 2024

April 24, 2024

June 26, 2024, Annual General Meeting

September 25, 2024

October 23, 2024

November 27, 2024

PROSPECT ROAD RECREATION ASSOCIATION
DIRECTORS’ MEETING MINUTES

WEDNESDAY, September 27, 2023, AT 7:00 – 8:30 PM

Location: Zoom

Present: Sue Corbett, Ann MacKelvie, Jackie Buckland, Chris Buckley, Rob Gilbert, Hamish Malkin, Matt Conrad, Angela McCarthy

Regrets: Bruce Holland, Lynn Kazmel Boudreau,

  1. Call to order and declaration of quorum.
  2. Approval of Minutes from June 21, 2023, meeting. Deferred until the October meeting.
  3. Election of Officers and committee members for 2023-2024.
    Chair: Hamish Malkin
    Vice Chair: Jackie Buckland
    Treasure: Lynn Kazmel Boudreau
    Secretary: Rob Gilbert
    Member at Large: Matt Conrad
  4. Financial Committee Report – Hamish presented for Lynn.
    Hamish provided a report of accounts to date and an update on current surplus
    funds. Forwarded to members via email.
  5. Business Arising from Past Minutes
    1. Paper Files storage [Jackie]
      Jackie recommended that a procedure and space for dealing with paper files be established. Matt suggested that we consider converting files into electronic files and store them in the cloud. Take photos of current documents with phone and store as jpgs on Dropbox. The paper files can then be shredded.
      Actions: Rob will set up a Dropbox for the PRRA.
    2. Update on status of Terrance Bay Dock and Floats [Hamish] Action: Bruce will ask HRM who we need to send the annual bill for dock and finger floats management and will request a formal letter from HRM acknowledging ownership of the items.
    3. Update on Directors Insurance [Hamish] Action: Matt will purchase
      insurance immediately.
    4. Update on request(s) for major support from a local Not for Profit (NFP) Board [Hamish] Action: Motion made and seconded by members – motion carried: A letter of decision will be sent to the executive of the NFP.
  6. Website expansion – Community Calendar [Rob] Actions: Rob will speak with Brandon Crowe about fixing the email link on the website and about extending the support contract for another year. Also ask about renewal costs.
  7. Strategic Planning and Bylaw Development [Rob] Actions: Survey or strategic plan planning. The survey will consider the possibility of asking the community if they want to increase the area rate. Also gain perspective on what the community would like to see the funds focused on.
  8. New business
    1. Community Integration Fund [Hamish] Action: Hamish and Executive will arrange meeting with Patty Cuttle to discuss the PRRA assuming the role of fund distributor.
    2. Fall Grant Competition? Actions: Deferred to next meeting. Consider major initiatives competition. Will need a clear definition of this opportunity.
    3. Board Nominations and Recruitment. Deferred to next meeting.
    4. New road sign purchase. Deferred to next meeting.
    5. Prospect Mariners Baseball Field Proposal [Matt] Action: Ask Melissa to present at an upcoming meeting.
    6. Safety Minded ATV Association. Deferred to next meeting.
  9. Adjournment

Proposed Regular and AGM Board Meeting Dates (2023/2024), 7:00pm at the PRCC and
Zoom option by request.:
October 25, 2023
November 22, 2023
January 24, 2024
February 21, 2024
March 27, 2024
April 24, 2024
June 26, 2024, Annual General Meeting
September 25, 2024
October 23, 2024
November 27, 2024

PROSPECT ROAD RECREATION ASSOCIATION
DIRECTORS’ MEETING BY ZOOM
WEDNESDAY, June 21, 2023, AT 7:00 – 8:30 PM

MINUTES

Present: Chris Buckley, Rob Gilbert, Sue Corbett, Bruce Holland, Jackie Buckland,
Hamish Malkin

  1. Call to order and declaration of quorum – Rob chaired, agenda agreed with addition of discussion of email chaining and presentation of interim financial report.
  2. Minutes from March 29 and May 24 approved. [moved Sue, seconded Bruce,
    carried]
  3. Business arising from the minutes:
    1. Proposed committee structure approved on provisional basis (attached).
      [moved Hamish, seconded Bruce, carried]
    2. Nominations – all present agreed to stand. Rob will find 2 new directors to replace those stepping down.
    3. Request for $60,000 from a local not for profit (NFP) – comments on the NFPs Business Plan – 2023/2024 were expresses by all directors present. It was not clear why the NFP required $60,000. It was decided that we need to sit down with the NFP executive and explain that their business plan does not demonstrate need and ask for clarification. Each PRRA board member to submit questions for clarification from the NFP to the PRRA execuetive.
  4. Approval of financial statements for the year ended March 31, 2023. [moved Sue, seconded Jackie, carried]
  5. Approval of budget and business plan for the year ending March 31, 2024, subject to adding $5,680.80 grant to ROC for support staff and subject to minor revisions to the business plan narrative by Rob. [moved Jackie, seconded Bruce, carried]
  6. Reserve Fund – discussed briefly and deferred until next meeting.
  7. AGM agenda –approved subject to deletion of approval of ROC $60,000 grant the decision for which has been deferred, [moved Jackie, seconded Bruce, carried]. Rob will arrange refreshments.
  8. Road sign changes – deferred.
  9. Adjournment at 8:55 PM

PROSPECT ROAD RECREATION ASSOCIATION
DIRECTORS’ MEETING Minutes
WEDNESDAY, May 24, 2023, AT 7:00 – 8:30 PM
PRCC

Attendance: Chris, Lynn, Sue, Matt, Angela (Attended later), Rob, Jackie, Hamish (Attended later)

Regrets: Bruce, Koumbie

  1. Call to order and declaration of quorum
    All approved
  2. Approval of Minutes from March 29th, 2023, meeting.
    (Could not approve minutes until Hamish arrived)
  3. Report on Winter 2023 Community Grant Decisions – [Rob]
    1. PRRA will post on our website of who have been given funding and a short bio of groups 
    2. Rob & Lynn met with applicants and clarified questions regarding applicationsFinancial Committee Report [Lynn (policy and procedure) and Hamish (accounts)]
  4. Financial Committee Report [Lynn (policy and procedure) and Hamish (accounts)]
    Lynn presented on behalf of Hamish. Hamish will provide further clarification at next meeting. 
  5. Preparation and Notice of Board AGM [Hamish]
    AGM date June. 28, 7pm , PRCC 
  6. Board Nominations and Recruitment in preparation for AGM [Rob]
    1. Create an attendance policy for our board, must attend a minimum number of meetings
    2. Looking for names of board members to put forward, everyone is willing to stay.
  7. Update on status of Terrance Bay Dock and Floats [Bruce and Hamish]
    1. Blessing of the boats a the Terrance Bay Docks is upcoming 
    2. Joel Platter- Chief Risk Officers with HRM explained that our funding would not create liability
    3. WHO OWNS THE FLOATS/responsible for maintenance?? We would like to gift floats to Terrance Bay Association if they belong to PRRA
    4. What happens if they get damaged in an act of nature, insurance?
  8. Update on request(s) for major support from the local organization [Rob and Lynn]
    • They are creating a business plan to be received soon.
    • Pilot 
  9. Website expansion – Community Calendar [Rob and Hamish]
    1. All organizations to advertise events
    2. Policy/procedure to do this
    3. Angela will create guidelines 
  10. Strategic Planning and Bylaw Development updates
    • To begin after AGM
  11. New business 
    1. PROBE request (Rob)
      1. Carpool as only viable option 
    2. Paper files storage (Jackie)
      1. Moving forward to the next meeting due to time. 
    3. ROC Community celebration sponsorship (Rob and Lynn presented)
      1. PRRA will have a table at the event, June. 10th 4-8pm 
      2. PRRA to provide $4000.00- Angela motioned, Matt 2nd it.  Approved
    4. ROC Support staff request (Rob and Lynn)
      1. Business staff hire for 3 months.
      2. DAL student or JCP/summer student program?
      3. $5, 860.80 – Sue moves this on the basis that PRCC/ROC provides top 3 priorities for position. Jackie 2nds it.  Approved
    5. Holly Connors request (Women’s basketball) (Lynn) 
      1. Grant request for $500.00.
      2. Sue moves (this will be the final our schedule funding requests), Angela 2nds. Approved.
  • A public note of no more intake of funding requests will be made on website, Facebook, etc.
  1. Adjournment

PROSPECT ROAD RECREATION ASSOCIATION
DIRECTORS’ MEETING
WEDNESDAY, March 29, 2023, AT 7:00 – 8:30 PM
Online via Zoom
MINUTES

Quorum not achieved

  1. Call to order and declaration of quorum – Rob chair, agenda approved.
  2. Minutes from last meeting – deferred.
  3. Report on Winter 2023 Community Grant Decisions and Letters – [Rob] – follow up regarding questions for PROBE, S.S. Atlantic, and Brookside Jr. High School. Rob will follow up.
  4. Reporting by Grantees – Rob will set up standard reporting form that may be published on our website.
  5. Financial Committee Report [Lynn (policy and procedure) and Hamish (accounts)] – policy and procedure discussion deferred. Hamish reported $54,000 in the bank and $191,000 in HRM fund.
  6. Report on social media and Communication [Rob] – We should add a community calendar of events for all grantees plus other groups in the community. Questions about setting up an Instagram account [photos but no comment].
  7. Update on status of Terrance Bay Dock and Floats [Bruce] – deferred.
  8. Update on major funding request with local organization. A meeting will be set up with the organization [Rob and Lynn] to discuss process and eligibility. Rob has asked the organization for a business plan in order that we may consider the request. The business plan is expected to be complete in late May or early June 2023.
  9. New business – all deferred
    1. Strategic Planning
    2. Bylaw and policy development
    3. Advance notice of Board AGM
  10. Adjournment

PROSPECT ROAD RECREATION ASSOCIATION
DIRECTORS MEETING MINUTES
Wednesday, January 23, 2023 at 7:00 PM
Prospect Road Community Centre, 2141 Prospect Road, Hatchet Lake, N. S. 

      Present:, Lynn Kazamel-Boudreau,   Rob Gilbert,  Matt Conrad, Bruce Holland, Jackie Wambolt, Chris Buckley, Sue Corbett

      

 Guests:  Hamish Malkin

  1. Call to Order:
    Rob Gilbert as chair declared a quorum present.  The agenda was approved 
  2. Approval of minutes of meeting of November 23, 2022:
    Moved by Bruce, seconded by Matt, no discussion, carried.

Business arising from the minutes: 

None

  1. Report of Community Celebration Committee:
    Matt gave an overview; Event went very well, food and coffee offerings were very popular, over 100 people attended despite closure of Prospect road due to industrial fire near Goodwood.  One new grant application was submitted while others were facilitated.  Next time we should have the event in June or September.  Budget was $5,000, actual expenditure was $2,459.
  2. Financial Committee Report:
    Hamish presented a detailed report of each transaction April 1, 2022 – January 22, 2023.  Highlights:
    Cash on hand: $ 54,704
    Spent on Celebration: $2,460
    December interim grants: $37,000
    Funds available for 2022-24 grants, est: $262,588
  3. 2023-24 Grants:
    Application package approved
    Application package will be posted on web site on Jan 26
    Total grants to be awarded – $150,000
    Maximum individual grant – $10,000
    Possible additional call for grant application in Fall depending on cash Members will approve budget at AGM in April 2023There was a lengthy discussion regarding funding for maternity leave replacement for the Prospect Road Community Centre (PRCC) staff. No decision was made.   It is not clear whether the PRRA agreement with HRM permits such funding. 
  4. Social media and communication:
    We have retained a new and local consultant to manage ongoing development and management of our web site.  The web site is now functional.
  5. Terrence Bay dock and Floats:
    Still no definite response from HRM as to who owns the new docks and floats that PRRA installed last year at the HRM wharf.  Bruce will continue to get an answer. Our belief is that the dock and floats are owned by HRM, financed by a contribution from the PRRA. 
  6. Directors’ and officer’s insurance:
    We will accept a quote from Victor Canada for a $2 million Aggregate policy ($million per claim).  Policy premium – $1,123. Moved by Bruce, seconded by Jackie, carried.
  7. New business:
  1. August to October minutes will be posted on web site
  2. Posting photos on Facebook page is ok.  There is an implied consent these days.  However, it is better to ask permission if possible.
  3. A meeting is intended between a few members of the PRRA board and the ROC board.  This will take place after the ROC survey is completed in approximately 2 weeks.
  4. Community events agenda for 2023 – deferred.
  5. Lynn will arrange for a notice on the elementary school sign acknowledging African Heritage month.
  6. Hamish Malkin was nominated for director to fill the vacancy left by Scott Peters who resigned.  Moved by Rob Gilbert, seconded by Bruce Holland, carried. There were no other nominations for this position.
  7. The next board meeting [February 22, 2023] and devoted to governance training and committee development. Workshop to be led by Sara Allain

10.  Adjournment
The meeting adjourned at 8:30 PM

PROSPECT ROAD RECREATION ASSOCIATION
SPECIAL GENERAL MEETING
BY ZOOM
DECEMBER 3, 2022, AT 10:AM

MINUTES

  1. Rob Gilbert chaired the meeting and Hamish Malkin was appointed secretary.
  2. The chair declared a quorum present and that all members might vote. 
  3. The agenda was approved:  moved by Bruce Holland, seconded by Sue Corbett, carried. 
  4. Report of the Chair.   Rob Gilbert thanked the board for fast work in turning around this grant offering.  We had 12 applications including 4 organizations that had never applied for funding before.  We are not sure whether 2 of the applications meet the requirement for funding out of area rate funds, so those 2 applications remain under review.  All others approved.  The regular grant offering for the 2023-24 season will be announced in December 2022. 
  5. The Interim budget for additional grants for the year ending March 31, 2022, was approved: moved by Bruce Holland, seconded by Sue Corbett, carried. [interim budget attached].
  6. New business: none
  7. Adjournment: Bruce Holland moved adjournment. The meeting adjourned at 10:20 AM . 

PROSPECT ROAD RECREATION ASSOCIATION
DIRECTORS MEETING MINUTES
Wednesday, November 23, at 7:00 PM
Prospect Road Community Centre, 2141 Prospect Road, Hatchet Lake, N. S. 

      Present:, Lynn Kazamel-Boudreau,   Rob Gilbert, , Scott Peters, Matt Conrad, Koumbie Traoré-Thomason, Bruce Holland, Jackie Wambolt      

 Guests:  Hamish Malkin

1. Call to Order:

Rob Gilbert as chair declared a quorum present.  The agenda was approved – moved by Bruce, seconded by Koumbie, carried.

2. Approval of minutes of meeting of September 28, 2022:

Moved by Jackie, seconded by Matt, carried.

Ratification of minutes of meeting of October 26, 2022:

                    Moved by Lynn, seconded by Koumbie, carried.

Business arising from the minutes: 

None

3. Report of Community Celebration Committee:

Matt gave overview

Councilor Cuttell has been at weekly Thursday meetings.

This is a joint exercise with the ROC

The event has sparked a lot of reaction on social media

Volunteers welcome 9:30 AM – 2:30 PM

Childcare has been arranged.

Media blitz on Nov. 24

Rob will arrange for a one pager hand out

Bruce expressed congratulations to committee for good work in organizing event

Jackie encouraged all to take pictures at the event.

4. Report on Special Grants:

Packages have gone out.

Grants requests will be forwarded to all board members on Nov 30.

                    Then a quick meeting to approve grants

                    Special members’ meeting on Dec 3 to approve budget for interim grants [10 AM by zoom]

5. Report on social media and communication initiatives:

Facebook page is up and running [Facebook prospect road recreation association.”

Website we have WordPress access.

Rob to make decision on web developer to fix bugs in site

We need to start building on Facebook group to acknowledge grants

6. New business:

(Financial report not discussed)

Package for 2022-23 grants to be sent out December 1, deadline for application will be February 28

Suggestion that we meet with ROC board to see whether we could help them

7. Adjournment

8:30 PM

PROSPECT ROAD RECREATION ASSOCIATION
DIRECTORS MEETING MINUTES
Wednesday, October 26, at 7:00 PM
Prospect Road Community Centre, 2141 Prospect Road, Hatchet Lake, N. S. 

      Present:, Lynn Kazamel-Boudreau (Treasurer, til 7:45pm),  Chris Buckley, Rob Gilbert (Chair), Scott Peters

Present by Zoom: Angela McCarthy, Koumbie Traoré-Thomason

      Regrets: Matt Conrad (Vice Chair), Bruce Holland (Secretary), Jackie Wambolt, Sue Corbett, Jonah Carrington, Marina MacDonald 

 Guests:  Mark Pottie (West Dover Community Group), Hamish Malkin

Call to Order:

Rob Gilbert as chair declared a quorum not present and it was decided to proceed with the agenda and seek ratification at the next meeting.

Approve minutes of previous meeting: I

In the absence of a quorum the minutes were not approved.

Business arising from the minutes: 

  1. Application forms for grants – to be discussed later in the meeting
  2. Insurance – defer until Matt Conrad reports back
  3. Terence Bay floats and docks – deferred until further information is obtained.

             Chair’s Report: 

Grants have been paid out for the 2022 season.

Lynn is actively liaising with the Resource Opportunity Center (ROC) board who are interested in board to boards cooperation.

Community Celebration event details:

   Joint event with the ROC (will rent PRCC for the day)

   Proposed date: November 26, 2022, at the PRCC

   We will launch our web site before then

   Celebration with food and beverages, entertainment, crafts, and sport

   No charge to attendees

Maximum Budget for Community Celebration of $5000

Plan to announce special program/event grants for restarting after COVID-19 and for new groups

looking to get started- early November

  Grants will be up to $5,000 max per society/group/organization

Financial Management Committee Report:

Lynn reported on the committee’s work to create policies pertaining to financial reporting and governance.  She circulated an initial draft finance policy for consideration. Will continue discussions at next meeting. 

The financial report for the period April 1 – Oct 25, 2022, was submitted and reviewed.  The PRRA has $52,328.38 in the bank; all grants have been paid out.

Hamish will send Rob an analysis of funds available with HRM predicted to be approximately $203,000 at April 30, 2023 including an estimate for area rate taxes for the 2023-24 taxation year.  Hamish will also include an explanation of the timing for us to disburse those funds.

Social Media – Web Site, Facebook, Road signs, etc.:

The use of signage at the Prospect Road Elementary School has been clarified and we will be utilizing the sign to promote our Nov 26 Community Celebration event and others. 

Rob has built a Facebook page which will be linked to the website and other local groups.

We have been unsuccessful in getting the web site developer to cooperate in the final steps to launch the web site.  Angela offered to help connect us with a local web designer for advice and agreed to be on a communications committee.  

Rob will reach out to local groups for photos for the web site and Facebook.

New Business:

Chris noted that the West Dover Community Association (WDCA) would are seeking funds to defray rent it pays to East Dover Village Green for monthly meetings.  The WDCA intends to include this amount in their special event/program grant application. 

Adjournment:

The meeting was adjourned at 8:15pm.

PROSPECT ROAD RECREATION ASSOCIATION
DIRECTORS MEETING MINUTES
Wednesday, September 28, 2022, at 7:00 PM
Prospect Road Community Centre, 2141 Prospect Road, Hatchet Lake, N. S. 

      Present: Jackie Wambolt, Lynn Kazamel-Boudreau, Sue Corbett, Johan Carrington, Chris Buckley, Rob Gilbert

      Regrets: Matt Conrad, Koumbie Traore-Thomason, Bruce Holland 

      Absent:, Angela McCarthy, Scott Peters, Marina MacDonald, 

 

Approve minutes of previous meeting: It was moved by Jackie, seconded by Sue, that the minutes of the August 24, 2022, Director’s Meeting Minutes be approved. Motion carried.

Agenda: One item was added, to discuss on how and when to post minutes of directors’ meetings.  Moved by Jackie, seconded by Sue, that the agenda be approved. Motion Carried.

Business arising from the minutes: 

  1. Launch of Recovery/Restart Special Grant Program.
  2. “Celebrate our Community” event planning
  3. Social Media Development 

             Chair’s Report: 

Rob, in collaboration with board members in attendance, summarized thoughts for upcoming funding initiatives, ones aimed at dispersing surplus funds on hand and funds on hold from recent years.  

Two initiatives were proposed: 1) An immediate, one-time funding opportunity intended primarily, but not exclusively, to support initiatives that boost participation in past successful programs. These grants might support existing programs that have struggled to regain participation post COVID restrictions (e.g., Prospect Jammers, East Dover Card Clubs, etc.).  This Recovery/Restart Grant opportunity would be launched in late October with a submission deadline of ~November 10th.  Total investment in this initiative would be ~$50,000.  The board would meet immediately after the deadline for applications and make funding decisions.  A Special Members Meeting would be held on November 23rd to seek approval of the successful applications.  This initiative would be highlighted and supported during the Celebrate Our Community event.

2) An annual funding opportunity, like that offered in past years. The call for applications would be announced on November 23rd (at the Special Members meeting).  The total proposed spending and details of the opportunity need to be determined.  Application forms and post event reports developed (by Bruce and Koumbie) and shared at the August 26th meeting would be used for these initiatives.

Rob has emailed the ROC Board and asked for a joint meeting of the ROC and PRRA boards.  Marley MacDonald has expressed interest in doing this. The date is TBD. 

Rob and Hamish have been working to accelerate the launch of the PRRA website.  It was noted that there have been some delays, caused in part by communication issues with the hired Website developer.  As such we still do not have the ability to manage the site ourselves. 

Rob and Hamish have reached out to the developer (Growbits) and requested a phone meeting. We require access to this site asap to share our upcoming funding initiative.

 

Financial Management Committee Report:

Lynn reported on the committees work to create policies pertaining to financial reporting and governance.  Significant work has been completed.  The committee plans to present a draft at the October 26th meeting.   Once approved the committee will develop associated procedures. 

Recovery/Restart Special Grant Program 

Discussed in Chair’s report. 

A Special “Celebrate Our Community” Event 

The purpose and plan for this event were further discussed. 

Purpose:

  1. To create an opportunity for the community to come together and celebrate the Fall.
  2. To connect the PRRA and its Board members to the community.
  3. To further introduce our social media and website platforms.
  4. To support interested community groups in developing funding applications for the Recovery/Restart Grant Program (Board members will be available to work on applications with interested groups)

Planning:

Many great ideas were shared for the event, including but not limited to, inviting food and other local vendors, entertainment (e.g., music by the Prospect Jammers and Halifax West Band), kids stuff (e.g. bouncy castle, games,).  We will probably need to rent the PRCC for most of the day (e.g., 10:00am – 3:00 pm).  Perhaps pay the PRCC to make treats to give out. 

Actions: Connect with the PRCC and ROC to determine availability of space. (Lynn)

Ask ROC board to partner with us in this event. (Lynn)

Call a meeting of the event planning committee to make further plans. (Matt) 

Insurance, D&O and PL bundle: 

Action: Deferred to next meeting. (Matt and Hamish)

Upgrading Fields and Structures:

Action: Deferred to October meeting. (Matt)

Terence Bay Docks and Floats: 

Action: Bruce to contact the supervisor of HRM Parks and Recreation and get a definitive answer on this in writing.

Social Media – Web Site, Facebook, Road signs, etc:

Rob provided an update on the website development (See Chair’s report). 

It was agreed that we are ready to build a social media presence (Facebook, Twitter, Instagram).   From this point forward we will post announcements and activities on appropriate sites.  A PRRA Gmail will be obtained and used to create social media accounts.   We will immediately create a Facebook account and develop content.  Other social media platforms to follow.  Once created we will build links with relevant groups and individuals (e.g. counsellor, MLA, MP), to further expand our media reach.

Actions: Obtain a Gmail account for the PRRA.  Create Facebook and other social media accounts. Link accounts to the Website.  Link relevant groups and individuals to Facebook. Establish a communications plan.  Seek further information on contacts and process for posting on our road sign that is co-owned with the Prospect Road Elementary School. (Rob). 

Mowing Contracts; Park lighting; Jonny on the spots:

There was a discussion about not rushing to decisions on to these responsibilities.  We will seek a better understanding of why the PRRA originally assumed these responsibilities (i.e., what are the benefits derived from this).  Further conservation to be had at the October meeting.  

Action: Rob will follow up with Barb Allen for additional background.

Schedule of Director’s Meetings, Special Members Meetings, AGM:

It was proposed that we provide, via these directors’ minutes, proposed dates, and times of meetings up to the AGM. 

 

October 26th 2022 – Regular Directors meeting

November ~5th 2022 – Celebrate Our Community” Event

November 23 2022 – Special Members Meeting (to seek approval of grant decisions)

January 25th 2023 – Regular Directors meeting

February 22nd 2023 Special Members Meeting (to seek approval of grant decisions)

March 29th 2023 – Regular Directors meeting

April 23rd, 2023 – AGM/Special Members Meeting

New Business: 

The meeting was adjourned, motioned by Sue. 

PROSPECT ROAD RECREATION ASSOCIATION
DIRECTORS MEETING MINUTES
Wednesday, August 24, 2022, at 7:00 PM
Prospect Road Community Centre, 2141 Prospect Road, Hatchet Lake, N. S. 

      Present: Rob Gilbert, Lynn Kazamel-Boudreau (on-line), Scott Peters, Koumbie Traore Thomason, Bruce    Holland, Sue Corbett, Jackie, Matt Conrad.

      Regrets: Marina MacDonald

      Absent: Chris Buckley, Angela McCarthy

 Guest: Hamish Malkin

Welcome and Introductions: Rob welcomed everyone to the meeting and folks introduced themselves.

Approve minutes of previous meeting: It was moved by Scott, seconded by Matt, that the minutes of the July 20, 2022, Director’s Meeting Minutes be approved. Motion carried.

Agenda: It was moved by Matt, seconded by Sue, that the agenda be approved. Motion Carried.

Business arising from the minutes: 

  1. Bruce presented the HRM Applications and Post Event reports. It was agreed we would use these as a template for our Applications and Reports.
  2. A further request for records from the old board was made. The response was that all the records have been sent to HRM Finance.
  3. Insurance: After a brief discussion about Liability and D&O Insurance it was agreed we needed more information.
    Action Item: Matt to follow up and Report at the next meeting.
    Action Item: Look at HRM eligibility requirement.
  4. Terence Bay Docks and Floats:
    Action Item: Bruce to contact the supervisor of HRM Parks and Recreation and get a definitive answer on this in writing.
  5. PRRA Board Member Contact List: Bruce circulated this by e-mail.

Chairman’s Report: 

Rob gave a brief overview of where he believes the direction of the PRRA Board should be headed in the future. He believes a joint meeting with the ROC is important to develop a good relationship with that organization.

Rob and Sara Allain will be presenting a governance seminar. Date to be determined.

Financial Management Committee Report:

Lynn and Hamish gave a report on a meeting of the committee. They will come back to a future meeting with recommendations for financial reporting and financial governance.

It was moved by Jackie, seconded by Sue, that the financial report be accepted. Motion carried. 

Surplus Funds:

There was lots of discussion around what to do with the surplus funds and it was agreed we would have a wholesome discussion around this issue at the next meeting. Some of the ideas that were put forward are:

A Recovery/Restart Special Grant Program.

Signage Program.

Upgrading Fields and Structures.

Should be two grant application intake deadlines, March, and September.

Need to publicize the grant programs widely. 

A Special Signature Project.

A Special “Celebrate Our Community” Event – Suggested date. November 5th. 

Members were asked to think about this before the next meeting and share any ideas they may have.

Social Media – Web Site:

Hamish gave a report on the development of the web site. He asked that members think about who a volunteer Web Master for the page might be. Rob advised he has some experience with this and volunteered to take it on. Rob encouraged everyone to look at the site.

We will develop a Facebook page in the coming months once we settle in and mature a little as an organization.

Action Item: Rob will contact ROC and advise we no longer require a page on their site.

Mowing Contracts:

Matt reported Teams are happy with the mowing of the fields. However, the condition of the fields is something that needs to be addressed. We need to have a dedicated discussion on this issue at a future meeting.

Action Item: Need to set up a meeting with HRM senior staff on this matter. Not sure who was tasked with arranging the meeting.

Schedule of Director’s Meetings, Public Meetings, AGM/Special Members Meetings and Compliance Deadlines:

It was agreed we would have a regular monthly meeting at the Rec Centre, and we will talk to the schedular at the Centre to get a regular monthly meeting date and time.

It was agreed every third monthly meeting would be open to the public.

It was agreed that our AGM/Special Members Meeting will be held on April 23rd, 2023.

Hamish outlined the compliance filing deadlines.

New Business: 

There was discussion around holding a Community Event on November 5th. 

It was agreed that Matt will Chair a Special Event Sub-committee. Members will be Jackie, Koumbie, Sue, and Bruce. The committee will report back at the next meeting.

The meeting was adjourned, motioned by Matt. 

PROSPECT ROAD RECREATION ASSOCIATION
DIRECTORS MEETING MINUTES
Wednesday, JULY 20, 2022, at 7:00 PM
NEW LIFE COMMUNITY CHURCH, 1760 PROSPECT ROAD, HATCHET LAKE, N. S.

Present: Rob Gilbert, Lynn Kazamel-Boudreau, Scott Peters, Koumbie Traore-Thomason,
Bruce Holland, Sue Corbett, Chris Buckley, Jonah Carrington.
Regrets: Jacquelin Wambolt, Matt Conrad, Marina MacDonald, Angela McCarthy
Guest: Hamish Malkin

Quorum and Interim Chair: It was agreed a quorum of four was met and Bruce was appointed Interim Chair to start the meeting and elect the Officers

Election of Officers: Bruce advised that the following Board Members have agreed to serve as Officers – Chair, Rob Gilbert; Vice-Chair, Matt Conrad; Secretary Treasurer, Bruce Holland (It was agreed the Secretary Treasurer would be combined as no one offered for the position of Treasurer). Bruce called three times for further nominations. Hearing none those nominated were acclaimed

pprove minutes of previous meeting: It was moved by Sue, seconded by Chris, that the minutes of the June 9, 2022, Director’s Meeting Minutes be approved. Motion carried.

Business arising from the minutes: Hamish advised that most of the items in the previous minutes have been completed and those that have not are on the agenda.

Disbursement of funds in 2022-23 budget, including request for previous funding applications from recipients: It was agreed that we would ask organizations to resub-mitt their applications and indicate if they are still relevant. As agreed at the AGM and previous meetings, it was further agreed that unless there was a compelling reason not to, that we will forward funds to the organizations upon receipt of the application.
Action Item: It was agreed Koumbie, and Bruce will develop an application for future applications and that applicants will be requested to submit a project description and budget as part of the application and will be required to submit a Final Report with supporting documentation to show how funds previously granted were spent in order to be eligible to submit an application the following year.

Financial Management Committee: It was moved by Sue, seconded Koumbie, that we strike a Financial Management Committee which will be accountable for banking, accounting, internal controls, and audit or review if necessary. Motion carried. Lynn and Bruce volunteered to sit on the committee. Hamish volunteered to sit on the committee as well. The Board felt it would be prudent to add Hamish by way of motion because he is not a member of the Board.

It was further moved by Koumbie, seconded by Rob, that Hamish be added to the Financial Management Committee. Motion Carried.

Action Item: Rob will send a note to the former board asking for historical books and records.

Budget Process for Secondary Budget: It was agreed we would have a full discussion for the additional $203,000 of available funds, Target completion – March 31, 2023.

Social media solutions: Initially it was agreed that Bruce and Koumbie would bring back a recommendation on this issue. However, Scott suggested his wife could produce a Web Site and it was agreed Hamish would contact her to discuss the creation of the web site. Other Social Media pages will be developed after the web site has been launched.

Director’s and Officers’ Insurance and Public Liability Insurance: There was considerable discussion around this issue. Bruce advised there are several companies that sell packages for this type of insurance for non-profits.

Action Item: Hamish is to investigate the Insurance policies in force for related area rate funds and report back at the next meeting.

Ownership of Terence Bay docks and floats and liability issues: There was some discussion around who owns these items and who is responsible.
Action Item: Bruce will discuss with senior HRM staff and report back at the next meeting.

Mowing contracts: After some discussion it was agreed to defer this item to the next
meeting.
Action Item: Hamish suggested that Matt has some experience with renting and
maintenance of these fields and that we should ask Matt to investigate the details with
HRM and report back at the next meeting.

Governance Seminar: It was agreed that Rob and Sara Allain (who are both experienced in this field) will conduct the seminar in the Fall. The date to be determined at the next meeting.

Schedule Director’s Meetings and Reporting Compliance: It was agreed the next director’s Meeting will be held on August 24, 2022. After considerable discussion it was agreed that Lynn will see if it is possible to hold it at the ROC so we can begin to establish a relationship with that organization.

New Business: Sue asked that a list of emails of the Board Members be circulated to the Board Members. Action Item: Bruce will circulate list.

Adjournment: Motioned by Koumbie at 9:15. Motion carried.

Present: Lynn Kazamel Boudreau
Sue Corbett
Matt Conrad
Sending regrets: Sue Utech
Bruce Holland
Guest: Hamish Malkin

Matt Conrad chaired the meeting.

It was noted that the previous board left their positions abruptly without co-operation for transfer of positions, records or documents.

The previous board sent funds of $100,000 in their control back to HRM

We are required to submit a business plan and budget to HRM for the years ending March 31, 2023.  We will use the budget prepared for 2021-22 prepared by the precious board but rejected by HRM for incompleteness.

HRM will not release funds to the PRRA until the 2022-23 business plan and budget is completed and approved by members at the AGM.  Financial statements approved by the members and the minutes of the AGM must also be submitted

Hamish has agreed to prepare the business plan and budget for 2022-23 along with financial statements for the years ended March 31, 2021 and 2022.

In the year 2021-22, $ 54 454.00 was spent but (again), no budget was prepared to show where these monies went.

It was decided that Hamish Malkin, Sue Corbett, and Matt Conrad would be bank signatories.

When the initial budget for 2022-23 is complete, HRM will release the budgeted funds.  A total of $304,084 is available for release.  A second budget to be set by the new board elected at the AGM will be necessary for HRM to release the balance of funds later in the year.

Reminder: AGM will be held on June 29th where a new board of directors will be elected.

The meeting adjourned at 7:45