2012 Alberta Winter Games Bid Committee Meeting

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1 2012 Alberta Winter Games Bid Committee Meeting Minutes of the 2012 Alberta Winter Games Bid Committee Meeting held on Tuesday, April 28, 7:00 p.m. in the Shikaoi Room at the Town of Stony Plain Municipal Building. Attendance: Donna Cowan Kim Neill Ken Luck Ken Van Buul Lonnie Stewardson Darwin Bozek Darwin Park Vanessa Kenyon, Administrative Support Adoption of Agenda: With Regrets: Ray Boudreau Donna Bobey Ray Frayne Ann Lisa Gawenus Darwin Bozek MOVED: That the agenda be adopted as presented. Adoption of Minutes: Business Arising Minutes: Darwin Park MOVED: That the 2012 Alberta Winter Games Bid Committee minutes from April 16, 2009 be adopted as presented. The following Committee Members still need to forward bio s to Diane Bozek: Ray Frayne Ken Luck Ken Van Buul Donna Bobey Vanessa Kenyon Kim Neill has received letters of support from both school divisions, and as well as the packages from Parkland School Division outlining school floor plans, gyms, classrooms, and other amenities. Kim will follow up in regard to obtaining similar information from Evergreen. Kim will also forward school information to Lonnie Stewardson to use while preparing the accommodations portion of the bid. 600 letters have gone out in the mail to all of those listed in the FCSS Community Directory. Page 1

2 Donna Cowan noted that she will be unable to attend the May 6 th Acheson Business Association meeting taking place. Ray Frayne will confirm if the committee is on the agenda and expecting a presentation. If so, someone else from the committee would need to attend. Ken Luck received a phone message form Jennifer Heil she will be forwarding a letter of support. The committee discussed contacting other athletes from the area for letters of support Heather Fuhr, Grant Fuhr, and Glen Hall. Darwin Bozek will obtain contact information. Gord Montgomery may also be able to assist. Committee members were asked to RSVP to Kim Neill if they will be able to attend the Joint Chamber Meeting at 12:00 at Shotz in the Tri-Leisure Centre on May 12 th. Darwin Park also noted that contact should be made with Paul Band and Enoch since they are included in the region. The committee felt letters should be sent to the Chief s of each Indian Band. Committee Updates: The Committee reviewed the draft bid document. Sustainability and the 2012 Alberta Winter Games the committee felt examples such as biodegradable plates and cutlery should be included. The section should also reference the fact that certain initiatives have been incorporated by the municipalities, therefore, making the goal of sustainability realistic and within reach. Municipal Support The Committee felt this section would include one letter signed by all three mayors. It was noted that Parkland County will be hosting the Tri-Council meeting on May 20 th. Ken Van Buul will follow-up with Pat Vincent to add to agenda for approval, and obtain signatures. Final presentations on the Bid will be on May 25 th for Stony Plain and Spruce Grove, and May 26 th for Parkland County. Community Profiles Ken Luck, Ken Van Buul and Kim Neill will pull information for Community Profile. Ken Luck will forward the profiles used for the Regional Sport and Tourism Strategy. Previous Event Experience - Lonnie has canvassed all minor sport groups in the area to compile a list. He will have the list ready for review by next weeks meeting. The focus of past event experience will be on the 1995 Summer Games. Proposed Dates of the 2012 Alberta Winter Games the Committee had made and carried a motion at the April 6 th meeting to propose the dates of the games to be February 9 th to February 12 th, A paragraph explaining the Page 2

3 proposed dates and why they fit with the region school schedule will be included. Games Format Will be planning to use one-shift. Host Organizing Committee Will use suggested structure as outlined in the bid document. Proposed Budget Darwin Bozek presented a draft of the proposed budget to the committee. Darwin noted that Jim Jones who prepared the financial information for the Leduc Bid has agreed to work with Darwin and answer any questions he may have. The proposed budget puts the cost of the games somewhere between 1.6 and 1.8 million. Budget figures were determined using financial information from last three games. A budget summary will be included in the main document with a further breakdown in the appendix. When the list of sports is finalized by the committee, budget figures will better reflect what costs will be associated with each sport. Kim Neill will forward a copy of the audited financial statements from the Leduc Games to Darwin Bozek. Proposed Sports The section will include a list of proposed sports, along with a list of sports the region would have the ability to accommodate should the sport organization request to be part of the games. Culture- Ann Lisa is currently working on the Cultural section of the document. Proposed Facilities Work on listing facilities - nothing has been identified to be build or renovated but may need to bring in additional bleachers or tents. Food Services A section on Healthy Food Choices was submitted by Ann Lisa. Examples could also be included in this section such as stocking the vending machines with water and healthy snacks and serving items such as salads and pastas for meals. Donna Cowan has obtained a quote of $73 dollars per person for the event which would work out to approximately $204,000. Transportation Kim Neill will follow-up with Transportation at Parkland School Division. This section of the document would include bussing for athletes, as well as information on proximity to major roadway, bussing and taxis. Accommodations Lonnie Stewardson has completed survey of area campsites and hotels. Once he obtains school information from Kim Neill, he Page 3

4 will cross reference with accommodation needs for athletes. This section will highlight the area hotels, including the very West end of Edmonton, with the appendix including a more detailed list of amenities. This area will include number of available rooms to show that area hotels will be able to accommodate officials and spectators. Medical Facilities and Health Services - Darwin Park has submitted information regarding medical information and services available to the games. Ambulance area will its own heading with additional information noting that there is currently an ambulance station in the region, as well as an integrated Fire and EMS Services in Spruce Grove. Media Ray Boudreau is working on Media for the bid document. Gord Montgomery does have a letter of support from the Reporter/Examiner to drop off. Indication of support Support letters will be included in the appendix. Recommended Organizational Structure Will be using recommended structure from bid guidelines since similar structure worked well in previous games. Bid Committee Bid Committee members will be listed here. Bio s will either be included here, or in the appendix. Action Steps: The committee reviewed actions steps from last meeting and identified action steps to move forward: Ensure all requirements of the bid document are being investigated and included; Continue to obtain letters of support; Submit bio s to Diane Bozek; Critical to obtain letters of support from organizations involved in winter games such as minor hockey, figure skating, etc.; Presentation at the Stony Plain Rotary; Donna Cowan meeting with Doug Horner on May 8 th, obtain letters of support from Doug Horner, Fred Lyndsay and Rona Ambrose for political support; Submit any draft information prepared to Vanessa Kenyon to include in the bid document; Target date for draft document for review - May 13 th ; Once draft document is in place, run through municipal communications people; Have final draft of document ready for May 21 st for presentations to municipal Councils on the 25 th and 26 th ; Page 4

5 Next Meeting: Next meeting on Thursday, May 7, 7:00 in the Town of Stony Plain Municipal Building, Shikaoi Room. Adjournment: Lonnie Stewardson MOVED: That the meeting be adjourned at 8:40 p.m. Page 5

Corporate Report. Report from Parks, Recreation and Culture Services, Business Planning and. Report Number: PRCS File: ,

Corporate Report. Report from Parks, Recreation and Culture Services, Business Planning and. Report Number: PRCS File: , Corporate Report Report from Parks, Recreation and Culture Services, Business Planning and Strategic Services Date of Report: November 8, 2017 Date of Meeting: November 27, 2017 Report Number: PRCS-285-2017