Tri-Region 2012 Alberta Winter Games Society Wednesday, April 6, 2011 7:00AM Games Office - Boardroom Meeting Minutes Attendance: Alanna Donahue, Games Coordinator AnnLisa Gawenus, Director of Culture Bonnie Feakes, Games Manager Brad Schneider, Chairman Char Lofstrom, Office Manager (Recorder) Dale Monaghan, Director of Volunteers Fred Svicenec, Director of Food Services Fred Tyrrell, Director of Safety & Communication Grant Cammidge, Director of Transportation Jeff Ryks, Alberta Sport, Recreation, Parks & Wildlife Foundation Ken Luck, City of Spruce Grove Ken Van Buul, Parkland County Kim Neill, Town of Stony Plain Korrine Krokrosh, Alberta Sport, Recreation, Parks & Wildlife Foundation Laura Dwernichuk, Director of Protocol Lonnie Stewardson, Director of Sport Maria Debruijn, Director of Promotion Mike McMurray, Director of Facilities Ray Frayne, Director of Friends of the Games Scott Hawkings, Director of Administration Tom Slater, Director of Sustainability Tricia Haryett, Games Coordinator Absent: Eric Janzen, Director of Computer Services Mardy Kulak, Director of Accommodation Tri-Region 2012 Alberta Winter Games Society April 6, 2011 - Meeting Minutes Page 2 1) Called to Order Brad Schneider Meeting was called to Order at 6:58am. 2) Adoption of Minutes of March 2, 2011 Meeting Brad Schneider Motion: To approve the minutes of March 2, 2011 as presented Moved by: Lonnie Stewardson Seconded by: Mike Murray Carried. 3) Introduction of Games Coordinators, Alanna Donahue and Tricia Haryett 4) Director Reports a) Volunteers Dale Monaghan Volunteer Portfolio is on track. The first Ambassador training/orientation went very well, we are closing in on 20 Ambassadors to-date. Volunteer E-Newsletter was launched in March and will be running every 2nd month until September, then will be monthly. Three companies; The Town of Stony Plain, Stony Plain Chrysler and Selmac Sales have signed on to be “test” companies for the Volunteer Partnership Program. An ad will be in the April 8th edition of The Reporter/Examiner for Volunteer Appreciation Week, focusing on saluting volunteers as well as Games awareness. b) Transportation Grant Cammidge Welcome on Co-Chairs Bruce Dreany and Bert Lubbers for Parking & Traffic Control. Transportation budget is almost completed. We are expecting the trailers from Peace River in approx 5-6 weeks. Through working with the vehicle requests to-date, it has been determined that there will be a requirement of approximately 25-27 vehicles. There are on-going meetings with Stony Plain Chrysler, Chrysler Canada and Budget Truck Rental. c) Sustainability Tom Slater We hosted a very successful meeting with Bullfrog Power. Bullfrog Power offers homes and businesses clean, renewable energy solutions. Bullfrog Power's green energy reduces environmental impacts, supports the development of new renewable generation in Canada and helps to create a cleaner world for today and tomorrow. They are on-board with sponsoring the accommodations and venues with their power at no additional cost to the Games. More information will come forth as the details are worked through. We will be meeting with the 3 municipalities and 2 School Boards to discuss their sustainability practices. Tri-Region 2012 Alberta Winter Games Society April 6, 2011 - Meeting Minutes Page 3 d) Sports Lonnie Stewardson Welcome Bryan Singleton as the new Biathlon Chair and we have a possible prospect for the Cross Country Skiing Chair. Site tours are upcoming and on-going. Committee Meeting scheduled for Monday April 11th. e) Safety & Telecom Fred Tyrrell Policies Presented: 1) Volunteer Security Checks Motion: To accept the Volunteer Security Checks Policy as presented. Moved by: Fred Tyrrell Second by: Tom Slater Carried. 2) Transportation of an Injured Athlete Motion: To accept the Transportation of an Injured Athlete Policy as presented. Moved by: Fred Tyrrell Second by: Mike McMurray Carried. 3) Attendance of Training Events Motion: To accept the Attendance of Training Events Policy as presented. Moved by: Fred Tyrrell Second by: Fred Svicenec Carried. 4) Communication Equipment Management Motion: To accept the Communication Equipment Management Policy as presented. Moved by: Fred Tyrrell Second by: Ray Frayne Carried. 5) Requirements for Driver Abstracts Policy has been tabled and referred to Transportation. 6) Security Volunteer Roles and Limitations Policy has been tabled. Tri-Region 2012 Alberta Winter Games Society April 6, 2011 - Meeting Minutes Page 4 f) Protocol Laura Dwernichuk Thank you to the crew behind the creation of the Games Ambassador Handbook. As Ambassadors are continuing to be trained between now and the Games, new information will be added to each handbook. g) Promotions Maria de Bruijn Kona is being sponsored by Selmac Sales. Our next promotional event we will be working on is the Farmer‟s Day Parade. Presently working on request for quotes for photography. Spring and summer attire will be sold out of the Games Office starting in May. Upcoming meetings with the TLC, City of Spruce Grove and Avalon regarding our website. h) Friends of the Games Ray Frayne March 30th / 31st Casino went very well, hoping to generate approx $60 000 – $70,000. Next Casino date will be announced in the next couple of months. Total cash and gift-in-kind to date is approx $220,000. Tricia is working on our Sponsorship Recognition Folders. Murder Mystery Supper fundraising event is scheduled for June 3, 2011 at the Best Western. Tickets are $50/ea and we will be selling 200; hoping for a $15,000 profit. We will be receiving 50% of the proceeds from the June 17th Pro-Am Golf Tournament. April will be our “BLITZ” month. i) Food Services Fred Svicenec Policies Presented: Food Services Policy Motion: To accept the Food Services Policy with the amendment of adding in Artists as eligible participants. Moved by: Fred Svicenec Second by: Mike McMurray Carried. Food Services Chairs are all in place as well as 2 volunteer coordinators. Open discussion on the quality and quantity of food for the athletes. Box lunches will be prepared „in house‟ which will bring down the cost and provide better quality and quantity control. j) Facilities Mike McMurray Still in need of a Warehouse – call out to everyone for anymore leads. Upcoming meetings with West Edmonton Mall (Figure Skating), Rabbit Hill (Alpine Skiing) and High Park (Boxing). k) Culture AnnLisa Gawenus Unveiling of the original painting by Henri de Groot – now hanging in the Board Room. Valued and insured for $4500. There will be an excellent piece in Friday‟s Reporter on Henri‟s story and how he has become part of the Games. There will be 4 different sized prints, framed by Henri, available to Sponsors with FOG to be working out the particulars. The Games song is Tri-Region 2012 Alberta Winter Games Society April 6, 2011 - Meeting Minutes Page 5 coming along and should be ready in about July-ish. Proposed pre-Games free 1 hour event Sept 17th, possibly at the Horizon Stage with John singing the song; more details forthcoming. Comic Books by Mike Bolt passed around as an example of his quality of work and whats anticipated for the Games comic book to be provided in the athlete bags. l) Computer Services Brad Schneider on behalf of Eric Janzen New website unveiled last Friday. Ongoing meetings with Avalon Global to finalize design and add further content. m) Accommodation Brad Schneider on behalf of Mardy Kulak Preliminary plan for Athlete‟s villages have been laid out and letters have been sent out to school divisions. n) Administration Scott Hawkings Our year end was March 31, 2011. We are continuing to work on budgets and Bonnie fine tuning budget crossovers. o) Games Manager Bonnie Feakes Welcomed new Games Coordinators and informed Directors to utilize Games Staff as much as possible. Trade Show was very successful, thank you for everyone who volunteered. Cindy Park reported 31 volunteers registered. Bonnie addressed the importance of on-line registration of all Directors and Chairs. p) Games Manager Bonnie Feakes In conjunction with the upcoming sales of Games Attire and Fundraising Event tickets sales, we have researched possible POS systems and software to be implemented at the front reception area by the end of April. q) ASRPW Foundation Update Jeff Ryks No report r) Municipality Update K. Neill/K. Luck/K. Van Buul Kim Neil asked Brad to attend the next Council meetings in order to speak regarding the Games planning progress. Possible to coordinate with the other municipalities in order to schedule on the same evening. 5) Other Business – none. Tri-Region 2012 Alberta Winter Games Society April 6, 2011 - Meeting Minutes Page 6 6) Planning materials for next working meeting: Topics for discussion will be circulated, and Directors are asked to bring forward their suggestions regarding pre-Games events/plans. 7) Meeting Adjourned 8:15am Next Meeting – Working Meeting 7:00am Wednesday April 20, 2011 Next Board Meeting – 7:00am Wednesday May 4, 2011 .