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SAM 2023 Fall Business Meeting hosted by the Town of Bay Roberts

Join us at the Fall Business Meeting as we continue to work together to inspire environmental stewardship in your community.

SAM 2023 Fall Business Meeting hosted by the Town of Bay Roberts
SAM 2023 Fall Business Meeting hosted by the Town of Bay Roberts

Time & Location

Oct 21, 4:00 p.m. NDT – Oct 23, 10:00 a.m. NDT

Bay Roberts, 72-76 Water St, Bay Roberts, NL A0A 1G0, Canada

About the Event

Our bi-annual business meetings are opportunities for representatives from our member municipalities, invited guests and our partner organizations to share conservation and stewardship success stories and challenges. The meetings are also a chance to network and partner with other SAM communities on your next Stewardship project! Attendance is highly encouraged, and we offer a travel incentive to cover some of the associated costs.

Registered participants will receive the 2023 Fall Business Meeting Agenda and supporting materials via email prior to the Meeting.


Guests are responsible to book their own accommodations and any related travel for this event. When booking, please indicate that you are with the "Stewardship Association of Municipalities (SAM)". Please note that the Hotel will keep the rooms blocked off only until Friday, September 29th, 2023 - please book your accommodations as soon as possible. The following accommodations are available to book (the rooms have been blocked off for the SAM Meeting):

Tentative SAM 2023 Fall Business Meeting Itinerary (finalized itinerary will be sent with the information package):

Friday, October 20th:

1pm - SAM Board of Directors Meeting Council Board Room – Cable Building, 321 Water Street, Bay Roberts (Board of Directors only.)

Friday Afternoon - Potential Municipal Climate Change Training Opportunity - more information to follow (Optional: by invitation only)

6pm - Tour of Bay Roberts Gardens and Market Place Bus leaving Bay Roberts Hotel 5:50pm. Please note this is an outdoor event, we ask all to dress for the weather/activity. Bus leaving Bay Roberts Gardens 6:50 pm to bring guests to the Meet and Greet. (All attendees and guests welcome.)

7pm - Registration and Meet and Greet Bay Roberts Visitors Pavilion, 1 Veterans Highway. Complimentary bar, finger foods and live entertainment! Bus leaves to take delegates back to Bay Roberts Hotel at 9pm. (All attendees and guests welcome.)

Saturday, October 21st:

8am - Breakfast Bay Roberts Fire Hall, prepared by the Bay Roberts Fire Department

9am - SAM AGM Bay Roberts Hotel, 72-76 Water St, Bay Roberts, NL (by invitation only)

3:30pm - Group Outing Shearstown Gardens / Goosepond Trail (Bus leaving Bay Roberts Hotel 3:30pm) Please note this is an outdoor event, we ask all to dress for the weather/activity.  (All attendees and guests welcome.)

7pm - SAM Networking Dinner Bay Roberts Hotel, 72-76 Water St, Bay Roberts, NL. Live entertainment. (All attendees and guests welcome.)

Sunday, October 22nd:

9AM – Optional Toutons and Tunes Walking Tour - breakfast at the fisherman’s shed on the Shoreline Heritage Trail. Bus will leave the Bay Roberts Hotel 7:45am. This tour will begin at Crane’s Hill and will follow a shoreline trail which is part of the resettled east end of Bay Roberts. The tour stops at the Fisherman’s Shed, which is now used for interpretative heritage tourism. Toutons and other breakfast treats will be served. Please note this is an outdoor event, we ask all to dress for the weather/activity - the walk is moderate and takes about 25 minutes. (All attendees and guests welcome.)

SAM Meeting Background:

The Stewardship Association of Municipalities Inc (known affectionately as SAM) works with the Eastern Habitat Joint Venture (EHJV), whose mission is to conserve landscapes in Eastern Canada to sustain bird populations, while providing ecological, social and economic benefits to society, to secure, enhance, & restore important wildlife habitat (wetlands, uplands, coastal areas, & species at risk habitat) within municipal planning boundaries in NL. As a network of communities who practice environmental stewardship across NL, SAM  SAM is an incorporated non-profit organization (1994) comprised of municipalities in NL interested in wildlife habitat conservation contributing to maintaining & enhancing biodiversity in the province.

Your town became involved with SAM upon the signing of a Municipal Habitat Stewardship Agreement with the province. This agreement, as a tangible public step taken by your Town's council, serves to proactively conserve wildlife habitat found within your municipal planning boundaries. Since taking that initial step many towns have become involved in restoring and enhancing wildlife habitat while educating and engaging residents in sustainable land use actions. Since 1993, 49 municipalities in NL have signed such agreements and incorporated them into their municipal planning documents and development regulations.

What happens at the meetings?

A finalized weekend itinerary and Saturday meeting agenda and corresponding documents are emailed to all registered attendees before the meeting. Often after the Saturday meeting there is an outdoor event hosted by the community. These events sometimes take place on nature trails, beaches, and in conservation areas. Please come prepared with outdoor footwear and gear (rain gear recommended). Binoculars and cameras are encouraged!

Who can attend a SAM meeting?

Invitations are emailed to SAM communities with an online registration form. Town councils appoint a representative to attend the meetings and they can be either:

A) A member of council

B) A member of staff or

C) A member of a council committee or interested town resident.

What is expected of attendees?

These meetings represent an opportunity for your community to showcase its involvement and implementation of your habitat stewardship agreement. It is also a chance to become inspired by work being done in other municipalities and bring those ideas back to your community. There are two important expectations of attendees:

A) First, we ask that each representative prepares a brief 3-5 minute verbal or written report outlining any conservation and stewardship activities that have taken place in your town since the last meeting. You are welcome to bring materials such as a slideshow or photographs to showcase the work that your community has been doing, or materials to pass out to the other representatives.

B) Secondly, we request that following the meeting, each attendee provide a report on the meeting outcomes to their respective councils and/or committees.

What if I am unable to attend the meeting?

You are welcome to send a brief written report (1 page or less), outlining the activities which have occurred recently in the ongoing implementation of your municipal habitat stewardship agreement or in terms of your town’s efforts to increase environmental sustainability. Your report will be tabled at the meeting. Please email to

We encourage everyone to attend in person, but we understand that that may not always be possible. Please reach out to about possibly attending virtually.

Does SAM pay for accommodations?

SAM's travel incentive allows SAM to reimburse attendees following the business meeting for one night of accommodations for each represented community at the accommodations that have been arranged by the host town. Representatives are responsible for arranging their own transportation and booking their own accommodations at the designated lodgings. If a representative wishes to share a room with a representative from another town, two nights of accommodations can be covered. All other expenses incurred at the accommodations (i.e. second night stay, room service, etc.) are your own responsibility.

Where do I stay during the meeting?

Rooms have been blocked off by the host municipality for SAM meeting attendees at the Bay Roberts Hotel. When making a reservation please let the hotel know that you are with the “Stewardship Association of Municipalities”.  Please note, SAM will be reimbursing municipalities for one night's accommodations based on the rate per night paid - please provide us with a copy of your receipt during or following the meeting for reimbursement.

Bay Roberts Hotel - 709-786-4700

Are meals provided at the meeting? What about allergies and dietary restrictions?

Breakfast may or may not be provided by your accommodations - please take this into account as breakfast will not be provided at the meeting (with the exception of the optional breakfast on Sunday). Friday evening's refreshments are provided during the Meet and Greet event (finger foods and beverages). Registered attendees may bring a guest to the meet and greet events as well. On Saturday lunch and snack/coffee breaks are provided during the meeting, these are for those attending the SAM Meeting (Directors, representatives and partner organizations). For the evening meal, registered attendees (and any identified plus ones), are invited to the Networking Dinner. Please let us know on the online registration form about any food allergies or dietary restrictions, as well as if you are bringing a guest to the Friday meeting and greet or the Saturday networking dinner.

Town of Bay Roberts Website

Local attractions:

The Shearstown Estuary

Goose Pond Eco Trail

Community Gardens

Bay Roberts Visitor Information Centre

Cable Building National Historic Site

Road to Yesterday Museum

Christopher Pratt Gallery

Cable Avenue Municipal Heritage District

Shoreline Heritage Walking Trail

Veterans Quay Marina at Royal Canadian Legion

Registration closes Oct 13, 4:30 p.m. NDT

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