KVHS Field Project Meeting Minutes

Date: 22 Jan 2007

Attendees: Bob Munroe, Jean Keith, BLee Williams, Mark Reid, Ron Buckley, Pete Kierstead, Emil Olsen, Duane McAfee, Alexis Brown, Mark Tanfara, Adam Wilkins

	Action Item/ Decision	Person Responsible	Due Date
1	The meeting was called to order. The meeting agenda will be the action items from the 15 Jan meeting plus new business
2	The Town of Quispamsis has announced they will honor our request for $135,000. The money will be available to us when most other funds have been raised.
3	Ron and Pete met with John Jarvey of the town of Rothesay regarding construction of fields. Rothesay is quietly planning to build a three terraced fields complex near Rothesay Elementary. One of those terraces will have a turf field. *Rothesay is keeping it quiet because they are trying to get the province to finish the field at Rothesay High, and feel they have a better chance if they don’t announce building another field. * The Board feels that this is a good project and whenever asked we should voice support for it, and expect them to do the same for us. The projects are not in competition for funding.
4	As we ask for support, financial and otherwise, we are asked questions about the management and accessibility of the facility. Emil stresses that we need to present a knowledgeable, consistant face to the public and donors. The Overview section of Jean’s marketing document contains the level of detail we can commit to. * Mark R distributed via email on 23 Jan * A final version adopted at the next meeting.	Group	29 Jan
5	Financial records specific to this project must be started. A separate bank account at Royal Bank needs to be opened. The timely ability to issue tax receipts must be in place.	Bob, Alexis,	29 Jan
6	Duane McAfee contacted Linda McDonald, ACOA head for this area: in order to get ACOA funding, we need to try to exploit a tourism angle, shape the project as an “economic development center” (unlikely), or host an “International Event” (Duane getting definition) *Duane verified ACOA can not provide project manager salary if they don’t otherwise fund the project.	Duane	29 Jan
7	ACOA has suggested that the Regional Development Coporation (Roly McIntyre is the Minister) may be able to provide some funds to pay a Project Manager.	Emil/Bob
8	A Government Relations coordinator has been found! Emil Olsen has agreed to act in this role.
9	Kevin Murphy met with the Board and finalized the performance profile for Project Facilitator / Funding Organizer. The position is well-enough defined that the search can start. Kevin is conducting the search and will present qualified candidates to the Board as soon as possible. Emil suggested Pat Palmer as a potential PM. Ron is passing the name to Kevin.	Kevin
10	GeoTechnical and Topographical Surveys are complete. The surveys were done at a reduced cost to support our project, a public letter of thank you will be drafted by the Students and sent to the companies and the local paper.	Bob, Students	29 Jan
11	We are obtaining copies of the completed surveys from Dan Glenn (who is waiting on soil test results)	Ron	When available
12	Ron contacted John Higgins concerning the Regional Recreation Board. Their response is they “have not looked this far out.”… We are apparently out of their region.
13	Duane has investigated available land owned by the Department of Supply and Services associated with KVHS. The school property is 33.4 acres, there is an additional adjacent 13.4 acres. Various maps and pictures are available from Bob. *Based on the land available a new meeting with Mary Shryrer (her local rep is Andrew Cromwell) should be scheduled to discuss a “next phase” project. This may include a second entrance to the school, and further facilities (rink, pool, etc). This is waiting on finalizing a project overview. *Pete determined who controls the strips of land that may provide the second exit, Ron has the records of this.	Emil/Bob
14	Alex Coles is talking with Repsol about sponsorship. We need to obtain a POC for an eventual official contact.	Alex
15	Ron will contact the 2 Lions Clubs about presentations.	Ron	29 Jan
16	There is a Feb 1 breakfast at the Rotary Club at which we will give a presentation. Bob and BLee to attend, 7:30AM at Riverside CC.	Bob, BLee	1 Feb
17	Duane take on potential lease options is that if we are ready to lease the land, the province will happily lease it as long as a permanent entity, such as the town of Quispamsis, is involved and takes ongoing responsibility.
18	Rob Martell to contact Peter MacPhail concerning seed money	Rob Need Update	22 Jan
19	BLee is contacting the KV Old Boys about a presentation.	BLee	29 Jan
20	Peter Wilkins has offered to set up contacts for a presentation to the civic groups he is involved in when we are ready: SJ Rotary Club Y’s Men’s Club Board of Trade Salvation Army Advisory Board
21	The number of new paved parking spaces is unclear (86?). Ron is getting a firm number from Dan Glenn’s assistant Regan.	Ron	29 Jan
22	As part of our presentation package, we are seeking direct quotes of support from politicians: Mary Shryrer, Rob Moore, Paul Zed Quispamsis Council, John Wallace * Zed’s assistant Patrick has asked for a briefing package * Moore’s office has asked us to provide a message he can quote from	Emil/Bob
23	Quote relative to the safety of the new surface, from Stewart Munroe	BLee	29 Jan
24	The target for opening the fields remains 1 Sept 2007.
25	Meeting adjourned. The next meeting to be January 29, 8:30PM at KVHS.