Board of Directors’ Meeting
Tuesday March 5th – 6:30 pm
ABF Office – 217 Belcher St, Kentville
Call to Order: 6:30 Rose
Present: Rose, GregM, Angela, Lisa, Dave, Dwight, Phyllis
Regrets: Blair, Lindsay, Cathy, GregW
Minutes of last meeting
Change net income from $461 to $1,461 due to change in Leadership Scholarship award. Moved by Angela,
seconded by GregM to approve the minutes as amended,. Motion carried.
Business Arising from Last Meeting:
- Festival Dates (Dwight re Bill Craig): have not yet been able to connect. Will report next meeting
Old Business:
Reports:
President’s Report (Rose):
Activities since last meeting:
 Responded to various ABF correspondence/ e-mails
 Attended meeting with Village of New Minas re: Official Opening (Feb 6 th)
 Attended meeting at Old Orchard Inn re: Destination Development Project (Feb 20 th)
 Attended meeting with TC. MEDIA re: 2013 Souvenir Edition (Feb 28th)
 Negotiated ABF Photo Contest with TC. MEDIA: Theme = Children
 Initiated Temporary Tattoo Contest for 2013 with AVRSB (Letter sent March 1st)
 Contacted Judges for Leadership Competition: ongoing communications
Activities/ objectives for next month:
 Work on tasks as outlined in the ABF Blueprint
 Prepare President’s Message for the 2013 Souvenir Edition
 Prepare President’s Message for Community Teas
 Continue preparing for March meeting with the Municipality of the County of Kings
 Attend Kentville Princess Tea: March 21st
 Attend Coldbrook Princess Tea: March 30th
 EastLink TV: complete application for Grand Street Parade and Coronation (Contact: Brian Lynch)
 Passport to the Valley: Work with Valley Communities, Kings RDA & Wineries in the Annapolis Valley to
build on success from last year.
Discussion: We should look more closely at the Leadership Candidate program & how to engage more participants & the
community reps. Souvenir Edition (SE) last year photo winners will be used in this year’s SE edition. Temp Tattoo is up &
running – publicity to come & help pick the winners. Leadership Judges: one confirmed & 2 others will let us know on Friday.
Will get together with Dwight for Eastlink application. We would like to work with the wineries & join or coordinate festival(s)
Treasurer (Greg):
Activities Since Last Meeting:
- processed invoices, payments & receipts as required
- updated books & records to March 3, 2013
- amended 2012-2013 budget to remove Queen’s scholarship
- filed 2012 T4s & T4 summary
- filed ABF Registered Charity return with CRA
- ongoing correspondence/e-mails with Executive
Activities/Objectives for next month:
- monitor bank balance, revenues & expenses
- process invoices, payments & receipts on a timely basis
Discussion: up to date financial statements circulated.
Secretary/Office Manager (Phyllis):
Activities since last meeting:
- E-mail, voice mail, snail mail - answered or distributed
- Ongoing general office cleanup.
- All old plaques taken to Porter’s to re-use where possible which will hopefully reduce our awards costs.
- Located a banner from 2003 – have taken both it and the one from 2011 to Speed Pro for assessment
- Several unused gifts from previous years located, cleaned, re-boxed and ready for use.
- Jason has agreed to find out if there is any way we can re-use the multitude of old sponsor plaques. All are dated & this
date is embedded in the picture.
- EVENTS:
- Numerous enquiries re GSP and Concession stands, plus some applications. Funds deposited when received.
- Fly Pass application submitted, along with flight maps & letters of permission for low level pass from both Kentville
and New Minas
- Road Closure applications submitted. Kentville has signed & returned theirs. Waiting for Provincial permission.
- All property owners where concession booths have traditionally been located were called. Most of the ones where I had
to leave messages have not called back so I will need to call them again. Some properties have changed owners but I
think I have tracked down all of them.
- Have left several messages with the company that previously did the bracelets for the children’s parade – no response
to date
- Float winner signs have been ordered and proofed
- Car passes ordered & ready for pick-up
- Request sent to GWWF official delegates requesting they serve as Honourary Parade Marshals, as well as inviting them
to attend all other events as our guests. (Angela has confirmed they can travel on the bus with the Royal Party.) No
reply received yet.
- COMMUNITIES/ROYAL AFFAIRS:
- Booster Club packages prepared & community reps advised – one has been picked up
- Request sent to RCMP for escorts for Royal Party
- Greg Griffin Audio booked for Coronation
- Booster Club explanation sent to Windsor after their community rep advised they may not be able to send full fee, and
that even this may not be on time.
- SPONSORSHIP:
- Working on Gov’t of Canada grant application for 2014
- Discussed last year’s sponsors with Sally and sent out additional letters where recommended.
- Memorandum of Agreement for Sponsors has been updated (& I hope we can use it!)
- HGS has verbally confirmed they will donate $2500 for partial sponsorship of fireworks
- Various other activities & meetings as requested.
Correspondence circulated & discussed:
- Teddy Bears of Hope will be in GSP with Miss Teen International on board & available for other appearances
- Flower Cart offer of Volunteers: Phyllis to contact
- ABF mugs from Saunders: Moved David/Seconded Angela to order 72 ABF mugs to have on hand for gifts. Motion
carried.
- Massed Choir: Phyllis to do some research & report back to the board.
- GWWF visit: Phyllis to check with Stephanie Butters to try & get a handle on the itinerary they already have planned,
Activities/ objectives for next month:
- Invitations to special guests re Opening Ceremonies, Reviewing Stand, Valley Tea
- Call Sponsors from last year
- Updates to website as teas & events are finalized
- Letters to Legions re Crisis Centre; update phone lists for crisis info
- Follow-up: road closures, parade marshals, banners, director photos for souvenir edition, concession property owners,
children’s parade bracelets
- Call all of last year’s concession booth holders to see if they are coming back
- Contact Food Safety inspector re concessions
- Assist with Princess Handbooks, Coronation Booklet, Coronation seating plan
Please note that I will be away March 12 th through March 19th. I plan to be back on March 20 th but possibly not until
noon as we have a late flight the night before. My personal computer has died so I will probably take the office laptop so
I can monitor e-mails etc while I am away. I will leave a message on the phone that I am away, asking that any callers email instead.
Leadership (Angela):
Activities since last meeting:
-
Confirmed Rachel MacLean as our entertainment for 2013 ABF Coronation
Confirmed the Head Shoppe, New Minas, for Princesses hair and make-up
Met with Heather Gillis-Moody, Old Orchard Inn
Booked Lloyd Smith, Official ABF Town Crier, for all ABF Events
Sent letter to Robert Piell, President, NS Fruit Growers Association requesting him to crown Queen Annapolisa 81 st
Confirmed Robert Peill, President of the NSFGA, to crown Queen Annapolisa 81 st
sent donation letter to Sears, New Minas
sent donation letter to Wilsons/Cochranes Drug Stores
Confirmed an Assistant for Leadership Director during our Valley Tour.
sent donation letter to Jordan's Home Furnishing, New Minas
asked Phyllis to sign and fax contract to Acadia University on my behalf
sent and confirmed letter to Marsha's Tuxedo for MC and Crown Bearer
sent letter to Sainte Anne University for donation of 5 week French Immersion Program/Confirmed
sent donation letter to Casa Bella Gifts, Wolfville/Confirmed
sent donation letter to Herbin Jewelers, Wolfville
sent donation letter to Absolutely Fabulous Bed, Bath, and Linen New Minas
sent donation letter to Porters Engraving
sent donation letter to Tartan Saunders and Gifts/Confirmed
emailed letter to Captain Catherine Cabot, CFB Greenwood, Valley Tour luncheon
confirmed Jason Calnen ABF Official photographer
-
Activities until next meeting
- contact Community's and book dates and times for Royal Tours
- revise Princess handbooks
- attend Kentville Princess Tea March 21
- attend Coldbrook Princess Tea March 30th
Discussion: need to ensure that transportation allows enough time for Annapolis Royal visit. Will try to use outgoing Queen to
assist with announcing during the Parade. Rob Peill has confirmed he will crown the incoming Queen/
Transportation (Blair):
Just an update on the transportation issues for 2013. I have a confirmation that Tim Hortons will support the
Annapolis Valley Apple Blossom Festival 2013 again this year. The Tim Hortons bus is available for five of the six
days of festival with the Sunday being a conflict. I have taken the lead and approached the Perry Rand
Transportation Group Ltd. again this year and within a hour had a no cost commitment to fill the transportation
need for the Sunday. They would be pleased to be a listed sponsor, in the souvenir edition and in the parade. If this
sounds reasonable to all then it onward we go. Please accept this as my commitment to the blue print and my
report.
Co-events (Lisa, David):
General:
Pole (it has been confirmed that we will have a pole to hang our banner by the Research Station at the East end of Town)
Banner- 2 Banners have been found from previous years and are at Speed Pro for info update. At this point we do not need to
order new ones.
Road Closures- requests have been sent
Concessions- request have been sent and confirmations with monies have been coming in to Phyllis. We have had proposals
from a mobile Laser Tag Company and Nintendo Field Team-Wii U demo trailer. Both venues would be an excellent addition to
the festival. We are in final negotiations.
50/50- Dance ConXion has been confirmed to wander through the crowds Friday Night and Saturday
Grand Street Parade:
Car Passes- Greg W has offered to print for us at n/c
GSP Awards- Float Winner Signs have been ordered, wooden plaques have been inventoried
Parade Judges- still needed. If anyone has any ideas please let us know
Research Meeting- Greg M and Lisa have a meeting with Research Station on Wed March 13 th
Fly Past- Request has been sent
Children’s Parade:
Fairlane Passes- Confirmed
Bracelets- Ordered
Other Events:
Northville Farm Heritage Centre- Antique Tractor Pull on Apple Blossom Sunday, requested to be an official sanctioned event.
Lisa replied back to them and fee was discussed. Lisa is attending their Board Meeting on Thursday Night
Wine Tours- Greg M to contact David Hovell
Ghost Walk- Confirmed, just waiting to hear back on which night it will be taking place
Fireworks- Greg M and Lisa to set up meeting
Blossom Hike- Unconfirmed. Greg M to set up meeting (Rose will advise of contact name)
Valley’s Got Talent- Confirmed
K-Rock Birthday Bash- Confirmed
Rebuild of Thursday Night- We are working on a few things to keep people down and around town on Thursday Night
Sanctioned Events
Paddy’s Jamboree- Greg M to confirm
Big Daddy Biker Bash- Greg M to confirm
Art Show- Phyllis to confirm
Michelin Jr Bike- Confirmed. Event will be held in Wolfville, just need to determine location
Discussion: Town Crier Gary Log attended the Events Committee Meeting with a lot of excellent ideas on managing Parade
Gaps. We would like to have more horses in the parade… may post this on Facebook. Phyllis to check on Flying Cow MOU.
Children’s Parade (GregW): Sponsor confirmed, bracelets & trophies have been ordered.
Community Liaison (Lindsay):
Lindsay will be attending a meeting with the Bethany Active Seniors as the ABF representative, to give a presentation on the
history & evolution on ABF. She also met with Cathy & Dwight re joint publicity opportunities .
Publicity (Cathy & Dwight):
Activities since last month:
- Confirmed advertising opportunities with Laura Churchill Duke at Valley Family Fun
- Facebook page updates: redirecting group members to official page; updated site to include tea information;
included photos from 2012 festival on page.
- Valley Events: Listed all events and teas on Valley Events web listings including videos from YouTube from the
2012 Festival,
- Meeting with Rose, Phyllis, Transcontinental to discuss the 2013 Souvenir Edition.
- Meeting with Shelley Phillips, Chronicle Herald, and Lindsay Young to discuss co-op advertoising opportunities
between AVABF and the Town of Kentville.
- Contacted (via e-mail) Jayson Baxter regarding coverage of the 2013 Festival on both CTV Morning Live and
Live at 5.
Discussion: Will also try to leverage hype leading on to festival with GWWF delegates.
Motion to adopt reports: moved Angela/seconded Lisa. Motion carried.
Other Business:

Potential Themes for 2014 – Phyllis will circulate. Everyone to vote by picking their top three.

Board Applications, Volunteers and Recruitment – Dan Calnan application presented to volunteer as Cultural
Director. Moved by Phyllis/seconded by David to accept Dan Calnan as ABF Cultural Director. Job description discussed.
WELCOME to Dan!!!!

Community Princess Teas: starting in March. Everyone to check the dates on the website & let Phyllis know who is
coming prior to each tea so the communities can look after their seating arrangements.
 Passport to the Valley: recontact last year’s entries + all the wineries.
* Best Practices Mission sponsored by ACOA – looks interesting, but we don’t have the funds, nor can we spare anyone
to go in April.
Next Meetings: All at 6:30 pm in the ABF office:
Tuesday April 2nd,
Tuesday April 16th
Tuesday May 7th
Tuesday May 21st
Motion to Adjourn by Angela at 8:34 pm