Review of Notes from April 27, 2004 Meeting - Moved by Sharon L. seconded by Maureen to accept the notes from the April 27, 2004 meeting. Carried.

Matters Arising From April 27, 2004 Meeting

a. Halifax CLC Content on HHS Website - Craig said that he had received an e-mail from James Campbell. In his e-mail, James said at present the website is still being maintained by Tony Blouin in the HHS Project Office. They are in the process of redesigning the site, at which time James will take over maintenance. James spoke with Tony and Tony said it is possible now to upload information from the Halifax CLC. The only issue would be the quantity of material that the CLC would like to post. James suggested that for the initial upload of information that it be passed to him by e-mail and he will pass it to Tony. From there, Tony will be able to evaluate the volume of material and what can and cannot be done. After this initial test, which James believes will be successful, Tony will advise James and we can start sending the information directly to Tony. When the website is redesigned and James or a designate takes over the site, the CLC can then e-mail the material directly. 
 

b. Follow-Up From Meeting With HRM Staff - Craig said that he sent an e-mail to Peter Bigelow and Holly Richardson asking them how we initiate the process to incorporate the design concept that was presented on 19 April 2004 into the HRM initiatives. Craig said that he had not heard from Peter or Holly, but had heard from Deborah on 7 May and that there should be a representative present at the 11 May meeting (Note: No representative from HRM was present at the meeting). 
 

c. Formal Removal of CLC Members - It was noted during the last meeting that there is a requirement to have in place a formal process to remove CLC members from the CLC for various reasons including lack of attendance, inappropriate behaviour, conflict of interest. Craig said that he had reviewed the Terms of Reference, Effective Committee Practices, and the Committee Member's Agreement and that there was nothing in place to remove a member. It was decided that there should be a formal process/mechanism and that it be incorporated into the Effective Committee Practices and the Committee Member's Agreement. 
 

Motion : That the Effective Committee Practices document be amended to incorporate the "Volunteer Position - CLC Member" document. Moved by Maureen and seconded by Anne. Carried. (Note: The approved amended Effective Committee Practices document is enclosed). 
 

Motion : That the Committee Member's Agreement document be amended to reflect the reference to the Effective Committee Practices document and include a new paragraph as follows:

I recognize that the length of the term will be for the duration of the Harbour Solutions project. The length of the project will be determined by the CLC members. I also recognize that I may be released at any time during the term by written resignation or at the recorded majority vote of the CLC.

Moved by Sharon L and seconded by Alvena. Carried. (Note: The approved amended Committee Member's Agreement document is enclosed). 
 

Public Meeting - 17 May 2004

The meeting will take place on at 6:00pm on Monday, 17 May 2004 in the second floor room of the George Dixon Centre. Craig asked CLC members to be there by 5:30pm to help set-up and assist in the registration process. Craig said that the new poster had been distributed and that the flyers had been re-sent. Maureen, Anne and Arthur all said they had not received the flyer. Craig said he would advise Deborah. Owida said that she had prepared and sent a letter to the recipients who had received her letter for the 2 February meeting as well as a listing from the Black Business Directory. Owida also said that there was notice of the meeting in the Cornwallis Street Baptist Church. In addition, it was noted that announcements/ads will or have been placed in the local papers and The Coast , and Maureen would contact James on how to do the PSA announcement with the CBC Information Morning radio show. The CLC membership felt that the above coverage should adequately advise the public about the meeting. As Natasha Jackson is not available to be a moderator, John Fleming was selected.

The following agenda was approved for the meeting on 17 May:

- Introduction and Purpose of Meeting (Craig) (5 mins)

- Introduction of Moderator John Fleming (Craig)

- Update on Project from HHS Project (Ted Tam) (30 mins)

- Community Planning Model Proposal and Discussion (Maureen) (30 mins)

- Elections (John) (1 hour mins):

• Overview of what is expected of CLC members (as detailed in the candidate package) (John)
• Informal presentation from candidates (maximum two minutes per candidate)
• Overview of election process (John)
• Voting
• Vote Counting (John Fleming and Sharon Martin)
• Announcement of voting results (John)
• Closing Remarks (Craig)

- Adjournment

It was noted that we will need to establish 4 voting stations around the room and that John Fleming and Sharon Martin would act as scrutinisers. In addition, voting will be restricted to those who work or live in the defined area. Members of the public will vote for 4 candidates only and in the event of a tie, the names will be dropped in a hat and drawn by John. Craig also noted that it is critical that all attendees register as we must maintain a record of numbers at our meetings for inclusion in any future proposal to HRM Council. It was decided that CLC members would crew registration desks at the beginning of the meeting and will get attendees to sign-up and if they work or live in the defined area, they will be eligible to vote at which point they would receive a ballot. That will be the only way they will receive a ballot. Craig said he would talk to Sharon about getting refreshments for the meeting as well as the necessary materials for the voting process. Craig will also prepare the sign-up sheets for the meeting.

 John said that there was a need to develop a set of rules for the election as well as an outline for the overview on what is expected of a candidate. Craig said he would prepare these documents and between he and John they would prepare final versions.

 There was discussion about whether the meeting should be recorded and a transcript prepared as was the case for the 2 February public meeting. It was decided that since the purpose of this meeting was to vote on candidates and the CIF proposal that it was not necessary to have a detailed record of the meeting. The detailed record for the previous meeting was necessary to capture all of the ideas and thoughts presented by the guest speakers and the public. It was agreed that Arthur would take pictures during the meeting for use in newsletters and other documents, etc.

Community Planning Model Presentation

Maureen reviewed the outline that she had prepared. It was agreed that she would make the presentation, but John would moderate any discussions. It was also agreed that the voting for the proposal should be done along with the candidate voting. It was decided that the following question would be voted upon with either a Yes or No response:

Do you approve of the Community Planning Model Concept and will you allow the Halifax CLC to proceed in this direction?

Once we have the final list of candidates from Sharon M, Craig will prepare the ballot listing the candidates as well as the above question.

Maureen will meet with several CLC members on Friday to finalize the presentation. After it is finalized she will prepare a Power Point presentation. Craig will ask Sharon M about the availability of presentation equipment for the meeting on 17 May.

Other Business

a. Notice of Detour - Upper Water Street at Cornwallis Street. Craig distributed an e-mail on this detour which he received from Mike Kroger of the HHS Project.

Next Meeting Dates  

a. Public Consultation and CLC Elections Meeting is at 6:00pm on Monday, May 17, 2004 at the George Dixon Centre. CLC members are asked to be there by 5:30pm

b. Regular CLC Meeting is at 6:00pm on Tuesday, May 25, 2004 at the George Dixon Centre

Adjournment - The meeting adjourned at 7:20pm.