Craig Walkington, Anne Perry, Alvena Cain, Owida Downey, Maureen Strickland, Sharon Laframboise, Fred Connors, Deborah Story

Clarke Cromwell, Arthur Carter, Sharon Martin

Review of Notes from February 10, 2004 Meeting

Note: The meeting originally scheduled for February 24, 2004 was re-scheduled to March 2, 2004 due to the snow storm and the unavailability of key people required for the meeting.

Moved by Sharon, second by Anne to accept the notes from the February 10, 2004 meeting. Carried.

Matters Arising From February 10, 2004 Meeting :

1. Design Ideas Meeting with HRM Staff – Craig said that he had sent an e-mail to Deborah Story asking her to postpone the meeting until we are ready to proceed. The thought process behind the delay is that the presentation will be to key HRM staff and that we must ensure that we are properly prepared in order to have the most impact. Maureen asked at which stage was HRM in signing a contract with the new contractor. She was advised by Deborah Story that it was likely going to happen within the next 2 months. It was felt that it was important to make the presentation on the design ideas as soon as possible so that staff are aware of our ideas/concerns at the early stages of the process. Deborah Story indicated that at least 10 days notice was required in order to set-up a meeting. It was decided to set Monday, 19 April 2004 as a tentative date to present to the key HRM staff. Maureen also stated that it would be beneficial to have George Rogers and Frank Palermo come to a future meeting to discuss the design ideas and review any changes. A tentative date of Tuesday, 30 March 2004 was set for this meeting. Craig will contact Frank and George to advise them.
2. Public Information Meeting – Anne said that she was working on a newsletter, but there was nothing yet established on the meetings.
3. Thank You Letters for Visioning Meeting Speakers – Completed as assigned.
4. Thank You Letter to Natasha Jackson – Completed by Anne Perry.
5. Letter/E-Mails to Visioning Meeting Attendees – It was decided that something should be sent to the attendees to update them on the progress. The following points should be incorporated into the letter:
   • A brief outline of who we are and what we are trying to do as the CLC
   • State the mandates of the CLC (Plant Design/Operation & CIF Spending)
   • That we need their input in the future
   • That any ideas that couldn’t be shared that evening due to time constraints can be forwarded to the CLC
   • That Sharon Martin is the point of contact for the CLC
   • That there are 3 vacant CLC members and how to apply
   • A brief outline of the Community Planning Model

   Fred volunteered to work on a draft and bring it for the next meeting.
   Owida said she would verify the names and addresses on the attendees list.

6. Transcription of Visioning Meeting Tapes – Craig indicated that funding for the transcription was approved and thanked the HHS Project for their support. Maureen indicated that the process should be completed by Friday, 5 March 2004.
    

Community Planning Model

Process for applying for the study funding – Deborah circulated the current Terms of Reference for spending the CIF (enclosed). These can also be found on the HHS website. Deborah advised that the best route was to prepare a proposal and the HHS Project will determine if it needs to go to Council for approval. She said it was unlikely that the study that was commissioned for the Dartmouth CLC was paid for out of their CIF pool of funds. Deborah stated that any proposal must clearly outline and emphasize the community support for this initiative. Maureen volunteered to prepare an initial draft and that she would also get a rough cost to conduct the study. Deborah said that she would send sample proposals to Maureen. Deborah also stated that the PIIP would also provide assistance in preparing any presentation materials, etc. Maureen asked if there was anyone in the Regional Planning Department who could assist with the proposal. Deborah stated she would check with Carol McCumber and forward a name to Maureen.
  

Other Business :

1. Filling Vacant Positions on the CLC:
   Craig briefly outlined the process for filling the 3 vacant positions. Essentially, it is the same as the original process where people completed nomination packages and ran for election if there were more applicants than positions. The criteria would remain the same as before in that applicants must be a resident or work in the defined CLC area. Craig explained that Sharon Martin has indicated that she is ready to send out the next set of nomination packages once she gets the “go-ahead” from the CLC. Much discussion centred around getting the right type of people to serve on the CLC. It was felt that the nomination package should outline what type of person we are looking for – people with connections into the community, people who can bring something to the table, people who are willing to work hard and attend all meetings and be willing to work outside of the meetings on issues. It was also discussed that the package should contain such questions as, “What is your reason/motivation for joining the CLC”, “Describe you knowledge of the CLC and the HHS project”. 
   It was decided that more time needed to be spent on this issue. As such, the next meeting (16 March 2004) will focus on the nomination package and the type of questions that should be asked in the package. The membership asked if the following could be conveyed to Sharon Martin:
   i. Could she send out the previous nomination package with the minutes to the CLC members?
   ii. Could she attend the next meeting on the 16 March to assist the CLC?
2. Future Role of Sharon Martin 
   Craig explained that Sharon Martin had contacted him to ask the CLC to review her future role in the CLC. She feels that we have done very well. Craig said that he would like to utilize the capabilities/talents that Sharon has in assisting us with the various departments and programs within HRM. He said that it is not a good utilization of these capabilities to have her simply takes notes at the meetings. Notwithstanding, Craig said it is beneficial to have a person who we can rely upon for such areas as room bookings and other support areas such as distribution of notes and other CLC materials as necessary. Various members of the CLC stated that they greatly appreciated having Sharon at the meetings and that she helps to provide a “comfort level”. They also said that she was also a great source of information and a good “sounding board” for the CLC. Anne asked Craig to ask Sharon why she wanted us to review her role.
3. Meeting with Gordon Michael (Inner City Initiative)
   Craig said that he was contacted by Gordon Michael who requested a meeting with him to discuss the Inner City Initiative and what the CLC is doing. Craig said that Gordon indicated that they had done an extensive needs study of the area and that there were a lot of similarities between his group and the CLC. No meeting has been held so far, but Gordon Michael has asked if he can speak to the CLC at a future meeting. It appears that the Inner City Group may be interested in “tapping” into some of the Community Integration Funding. The CLC membership stated that because we were at the very early stages of our process, that it was not necessary to meet with Gordon Michael or hear a presentation from him. They said a letter should be sent to him stating that we would not meet at this point and that he and his group would be consulted as part of the Community Planning Model process.

Mayor’s Letter of 22 December 2003
Craig distributed the letter and apologized for the delay in passing it to the CLC. The letter is in response to the one that Craig wrote on September 5, 2003 asking HRM Council to commit to the public consultation process and to ensure that the concerns of the community – which are channelled through the CLC – are heard and taken into consideration. In his letter, Mayor Kelly stressed that that HRM is committed to the public consultation process and there will be open lines of communication between the CLCs and the HHS Project team. In addition, the Mayor also stated that the change in contractors will not alter the commitment that HRM has made to the CLCs. He stated that the Shared Services business unit at HRM will be responsible for the Public Involvement and Information Program (PIIP). He also stated that once the new contractor is in place, they will continue with the consultation process to ensure that the Halifax plant meets the expectations of the community. The Mayor concluded his letter by thanking the CLC members for their dedication and service to the community and that HRM looks forward to continuing to work with the CLC as the project moves forward.

Next Meeting Date – 6:00pm on 16 March 2004 at the George Dixon Centre.

Adjournment - The meeting adjourned at 7:30pm.

Please advise Sharon Martin at 490-4567 or e-mail at martins@region.halifax.ns.ca or Craig Walkington at 420-2751(W)/422-6968(H) or e-mail at craig_walkington@scotia-mcleod.com if you are not able to attend the next meeting.