1 SPRUCE GROVE SPECIALIZED TRANSIT SERVICE Tuesday, PIONEER CENTRE R.P.W. ROOM MINUTES OF THE REGULAR BOARD MEETING Members Present: Sid Davis President Dick Lutz Vice President Les Brace Treasurer Gerald Guthrie Member Bill Kesanko Member Lee Peters Member Stan Zoledziowski Member Jeff Nixon Potential New Member Also Present: Bonnie Foster Administration Ken Luck City Liaison Loraine Berry City Liaison (new) Cindy Nullmeyer Recorder Regrets: Michelle Rose Member 1.0 CALL TO ORDER President Sid Davis called the meeting to order at 4:30 p.m. Sid Davis introduced Mr. Jeff Nixon, who has expressed interest in becoming a Board Member and Ms. Loraine Berry, who will be taking over for Ken Luck. Gerald Guthrie also introduced his son Gerald Guthrie Jr., who is also interested in sitting on the STS Board. Gerald Guthrie Jr. mentioned that for clarification purposes, he can be referred to as Jody Guthrie. 2.0 AMENDMENTS TO THE AGENDA Item 4.2 Audit Item 7.4 Thrift Store Motion 2.1: Dick Lutz motioned to accept the Agenda as amended. Seconded by Les Brace. CARRIED.
2 3.0 REVIEW OF THE MINUTES OF THE ANNUAL GENERAL MEETING HELD MAY 21, 2013 Ken Luck mentioned that the Board needs to officially approve Michelle Rose to become a board member. Bonnie Foster mentioned that Michelle Rose had written a letter of her intent to sit on the Board however; STS did not officially approve her membership at the May 21, 2013 meeting. Motion 3.0: Les Brace made a motion to approve Michelle Rose as a member of STS. Seconded by Gerald Guthrie. CARRIED. Motion 3.1: Dick Lutz motioned to adopt the minutes of the Annual General Meeting of May 21, 2013. Seconded by Les Brace. CARRIED. 4.0 REPORTS 4.1 Financial Report Les Brace hopes that the committee has reviewed the balance sheet that was provided. Les Brace indicated that contract labour is a little higher than expected. He feels that this is due to increased trips and time taken, as well as the opening of the Cooper Sky Residence. A discussion did follow in regards to the increasing number of clients that are accessing STS services and perhaps in time, an additional mini-van will need to be purchased to meet clients needs. Bonnie Foster then advised the committee that she has already had this conversation with Paul Simons expressing the same information. Bill Kesanko mentioned that he has already given Council a heads up on this very matter. Motion 4.1: Bill Kesanko motioned to accept the Financial Report as read. Seconded by Gerald Guthrie. CARRIED. 4.2 Audit Sid Davis mentioned that the final audit has now been completed and copies are available for members to review. He was not present at the May 21, 2013 meeting, so when he was reviewing these minutes he noticed that the Audit was only approved as a rough draft and a motion was needed to approve the audit as completed. Motion 4.2: Les Brace motioned to accept the Audit as complete. Seconded by Stan Zoledziowski. CARRIED.
3 5.0 OLD BUSINESS 5.1 New Van Replacement Sid Davis brought everyone up to speed on the New Van Replacement. Unfortunately this item is still on hold. STS ordered this van some time ago and the original delivery date was in the spring of 2013 however, this has still not happened. Lon Steeves advised the STS executive that the company that was making these vans had gone into receivership. He then made some calls to his key contacts and has been told that another company has taken over production and things should be up and running within 45 days. The next expected date of delivery is sometime in November. The original price is still guaranteed according to Lon Steeves. Sid Davis advised everyone that if all goes well once the van arrives, he hopes that the contract drivers will have had time to drive it and give appropriate feedback, before it is time to order another one. 5.2 2014 Budget Committee There was some discussion as to the increase in office expenses. Both Sid Davis and Bonnie Foster answered this question, stating that some of the increase was in regards to changes to what is included in the Office Expense category. There has been one meeting thus far regarding the 2014 budget and Sid Davis advised everyone that things are close to being completed. The general figures are based on a 3% increase to revenues and expenses based on previous presentations and budgets. Hopefully the City of Spruce Grove will be happy with the budget once it is presented. Loraine Berry suggested that the November 18, 2013 meeting would be a good time to present the budget to the City of Spruce Grove. Sid Davis hopes to have the budget ready by late October or early November. Board members are requested to review the budget document presented and respond to Sid in a timely manner. It will be presented to the City of Spruce Grove one day prior to the next STS meeting. Bonnie Foster will cc Loraine Berry on the e-mail. Motion 5.2 Dick Lutz motioned to approve the draft 2014 Budget. Seconded by Lee Peters. PENDING. 5.3 New Pamphlet/Handouts Sid Davis mentioned that this item is still pending on the delivery of the new van. 5.4 Christmas Tour Lights A discussion took place on the Christmas Tour Lights and perhaps this year STS could try arranging a local tour within the City of Spruce Grove only and not even going to Edmonton. Bonnie Foster mentioned that she was sure the drivers would really appreciate the new plan, not to mention the savings on fuel and the drivers time. Motion 5.4 Lee Peters motioned that all Christmas Tour Lights will take place within the City of Spruce Grove this year and invitations will be sent to the residents of Copper Sky and the Meridian Foundation. The tours will take place over three nights. Seconded by Les Brace. CARRIED.
4 6.0 NEW BUSINESS 6.1 Copper Sky/Monday Pilot Shopping Sid Davis indicated that in the summer, Bonnie Foster and Lee Peters went to Copper Sky and gave a presentation about STS to some of the residents and management personnel. Both of these ladies felt that the presentation went over very well and the individuals and management weren t aware of how STS worked. Currently STS has Tuesday and Thursday morning shopping trips that run with up to 10 clients on a first come, first served basis. Bonnie Foster brought forward the idea of perhaps having a Monday Pilot Shopping trip as long as the drivers are aware that they only take the clients items up to the door. This rule has to stay firm for all clients and drivers alike. Some discussion took place as to whether this Shopping Pilot should take place in December and January or January and February. Motion 6.1: Lee Peters motioned to run the Monday Pilot Shopping trip during December and January pending the return of Joan Tokarek. Seconded by Bill Kesanko. CARRIED. 6.2 Parkland Food Bank Sid Davis advised everyone that up until last year STS supported Parkland Food Bank with an annual food drive outside of Safeway. This food drive was supported by the Spruce Grove Saints and proved to be extremely beneficial for the organization. Last year Save-on-Foods ran their Stuff-a-Bus program, so STS chose not to have their food drive. There was some discussion last year about running the food drive in either the spring or fall of 2013. The fall was chosen and the food drive will take place on Saturday, October 5, 2013 and Bonnie Foster passed around a volunteer sign-up sheet. 6.3 Three-Year Business Plan There will not be a new Business Plan this year. Sid Davis will contact Troy Fleming, author of the previous plan, to determine his interest in working with us again. 6.4 Contract Office Relief Sid Davis advised everyone that Heather Hamel hasn t ever had a concrete contract; it has always been a verbal agreement. Bonnie Foster and Sid Davis will sit down and create a contract for Heather Hamel. Bonnie Foster has found that the office is getting busier and busier and she just doesn t have time to fulfill all of her regular duties and additional help is required. Heather Hamel s work schedule will consist of every Friday and either one half or one full day per week as required. PENDING. 6.5 Rate Review Committee Bonnie Foster has been doing some research with other local municipalities as to what their fee schedules are currently sitting at. Sid Davis mentioned that he feels this is important, as he doesn t want the gap to become too big with what STS currently charges and what other municipalities do. Bonnie Foster mentioned that Stony Plain has just increased their current rate. Bonnie Foster mentioned that she had just received a call from Cold Lake yesterday, as they were in the process of doing the same thing.
5 Loraine Berry mentioned that this information is extremely important and could be incorporated into the Business Plan. Lee Peters mentioned that perhaps this is a project that Heather could work on and information should be taken from Stony Plain, Leduc, Fort Saskatchewan and Sherwood Park. PENDING. 6.6 Spruce Grove FCSS Restructuring Sid Davis mentioned that some restructuring has taken place at the City of Spruce Grove and Ken Luck is now the Director of Recreation and Community Development and is no longer attending the STS meetings. We now welcome, Loraine Berry, who is the Director of FCSS and Social Planning and will be taking Ken Luck s place. Sid Davis thanked Ken Luck for all of the time that he has served on the STS committee. He has done an excellent job of representing the City at each meeting. 6.7 Board Members Workshop Sid Davis wanted everyone to be aware of the Board Member Workshop training session that Stony Plain FCSS is running on Thursday, October 17 from 5:45 9:00 p.m. This session will run at the Parkland County office and if anyone is interested they must register. 7.0 INFORMATION 7.1 2013 County of Parkland Grant Application Parkland County has already approved the $11,000.00 grant to STS. Bonnie Foster mentioned that there are currently 66 Parkland County residents on STS client list, but she doesn t know how accurate the list is. There are currently 7 regular clients. Bonnie Foster will send a thank you letter to Parkland County. 7.2 Computer Replacement This is complete and the total cost was $1,227.71. 7.3 Client Services This item is a result of Item 6.3 on the previous minutes. As a follow up one client declined the services and one client chose to use STS services and chose to pay $60.00 instead of the $50.00 charge that was required. 7.4 Thrift Store Sid Davis mentioned that STS has received a $6,000 donation from the Thrift Store for 2013. 8.0 DATE OF NEXT MEETING 8.1 The next meeting will take place on November 19, 2013 @ 4:30 p.m.
6 9.0 ADJOURNMENT Stan Zoledziowski motioned to adjourn the meeting at 6:10 p.m. Seconded by Dick Lutz.