Relmagine West Shore MINUTES Directors Planning Meeting

MINUTES

Directors Planning Meeting

Wednesday, February 12, 2025 Meeting called to order at 10:40 a.m. Via Zoom

Attending: Shannon Carman, Cindy Moyer and Gwen Snyder

1. Territorial Acknowledgement: We acknowledge and thank the lək̓ʷəŋən People, also known as the Songhees and Esquimalt First Nations, for allowing us to live, work and play in the traditional and unceded territories of their people, which are shared with their neighbouring relations of the Sci'anew (Beecher Bay) First Nation.

2. Adoption of the agenda as amended. Motioned by: Shannon Carman Seconder: Gwen Snyder Outcome: Carried

3. Adoption of Minutes of January 8, 2025 Directors Planning Meeting Motioned by: Gwen Snyder Seconder: Shannon Carman Outcome: Carried

4. Program of Events: 4.1. In My Backyard Documentary Screening scheduled for 6:30-8pm on Wednesday, February 19/25 at Colwood City Hall. So far, 26 ppl have signed up (including ourselves). Colwood Community Garden folk have agreed to say a few words about their experience nurturing the garden and establishing the fabulous space at City Hall. Tech testing scheduled for Tues, Feb 18 with Angie and Shannon. Gwen & David coming to help with set-up, thank you. 4.2. Repair Cafe (Sat, Feb 22/25) - Excited to try out the new space, and we're enjoying plenty of uptake on our recent outreach to promote this first foray at Gordon United. We understand the Goldstream Gazette is going to be doing an article (Ben Fenlon as ref'd by Jeff Byam) and he'll draw from our news release. We also boosted the post which featured the video created by awesome volunteer videographer Libris Simas Ferraz, and have also included a paid listing on the CHEK calendar (also at the suggestion of Jeff, who has successfully used these portals to promote their Langford events). This service also populates event content at Creatively United, Times-Colonist, and other feeds, with plenty of room for the info, as well as feature images. Event rent has been paid (although the church has experienced a fraud relating to e-transfers) and insurance in place. Ray Green will be there on the day, so we don't need a key. If a key is required, Jeff Byam (Langford Residents' Assn) will be the custodian of it since he's the closest. Gwen will bring the granola bars, juice boxes, cans of Bubly, and tea bags; Jeff bringing coffee; Cindy will bring muffins and cream/sugar. We'll have kitchen access. 4.3. Seedy Saturday (Sat, Mar 8/25) - We're basically full except for a couple of spots outside, so would be great to have Murder Bay Mushrooms back and any other good fits for that concrete spot against the building. The student booth will serve as part of our 'feature entrance'. Excited that Matthew was able to leverage the Bistro space to support food and beverage services. 4.4. Compost Education Workshops - receiving plenty of interest for the workshops and Kayla has promised to confirm the booking for the balance of the year by Feb 24/25 to enable us to promote the offerings at Seedy Sat. 4.5. Upcycled 2 - space is smaller, but lighting vastly improved; feels super workable to Gwen & Shannon; space to set-up the tomato challenge sharing outside the front entrance and could do fun vignettes in the changing rooms. Time to schedule a Zoom with Lisa to get into the nitty gritty and figure out how many pieces and what the award scenario is looking like this time.

5. Fundraising (Sponsorships & Grants) 5.1. BC Gaming Grant - TBD 5.2. CRD ReThink Waste Grant - Hugely grateful to be approved for $4500 grant with the advisory that we can make a draw or two if we need to, and can re-apply within the calendar year for another $5K!!! Yay!!! 5.3. City of Colwood Grant-in-Aid - Submitted. Nothing further received regarding any pending changes to the GIA process, which was discussed at Feb 10/25 Council meeting. The system may change for the next intake. 5.4. City of Langford Grant-in-Aid - Submitted and passed first hurdle with recommendation that Relmagine receive $3K (not what we were hoping for, but $100 more than last time, which is appreciated given the huge number of requests they received). Council slated to decide on February 18 meeting. 5.5. District of Highlands - Submitted and acknowledged. Nothing further until the item appears on their council agenda for consideration. 5.6. Town of View Royal - View Royal application deadline is March 1/25 MOTION: That Relmagine West Shore submit a Grant-in-Aid application to the Town of View Royal in the amount of $1150 to support our 2025 scope of work. Motioned by: Cindy Moyer Seconder: Gwen Snyder Outcome: Carried 5.7. District of Metchosin - Metchosin application deadline is March 15/25. 5.8. Sponsorship asks to developers - Path Developments have pledged $3K, but no response to follow-up with Westhills and The Beachlands. Would help at this point to seek $500 contributions from the menu of 6 food-related options. We'll look for other avenues as well. 5.9. Victoria Foundation - Colwood is being super supportive and has made their Manager of Finance available to work with us ahead of a March 11/25 deadline for applications. Next step is to have a meeting with Victoria Foundation folks, which will presumably include Colwood Finance Mgr or her designate. 5.10. Capital Region Food and Agriculture Initiatives Roundtable (CRFAIR) - After being pressed, Linda Geggie acknowledges that the coupons may be in jeopardy and says she will follow-up further. Have asked CRFAIR to help RUSH by providing the coordinates for the Saanich Flavour Trails map; no further word on whether they'll accommodate the request or not.

6. Financial Update 6.1. Financial Statement (Bank Statements) - January 2025 attached 6.2. Motion to Accept Financial Statement for January 2025 Motioned by: Shannon Carman Seconder: Cindy Moyer Outcome: Carried 6.3. Membership Update: 13 individual members total to January 31, 2024 (everyone else is overdue). And we'll have even fewer if we don't get some additional renewals soon. I expect it may require individual outreach to message folks to see if they are still interested. 6.4. Managing Metrics: Please send along your January numbers if you haven't already. Thanks very much. 6.5. Invoice 001 issued on January 17, 2025 to Path Developments (formerly Gablecraft) for their sponsorship commitment of $3,000.

7. Correspondence Update (enquiries from website/other engagement conversations, etc.) 7.1. Luxton Fair & 4-H - Have not heard a further peep from Laura Matechuk to follow-up on her idea to get together in-person in February and now we're halfway through the month. 7.2. Metchosin Muse - Shannon met with the editor to discuss Relmagine's work, with a specific emphasis on our Farm to Fork initiative for 2025. The current plan is to include a display ad ($165) that will be positioned adjacent to the editorial coverage for the March edition. Hopefully the article will be plugging Seedy Saturday where folks can come by and chat with us and add their farm/farm stand/local food enterprise/resource to the database.