Board of Directors/2019-09-03/Minutes

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[edit] Status of this document

This document has been adopted by the board at the 2019-10-08 meeting. It can be amended at any board meeting.

[edit] Attending

Present:

Quorum was achieved.

[edit] Meeting

[edit] Call to Order

The meeting was called to order Igor Grujic at 1740. Sabrina Ryans recorded minutes.

[edit] Agenda

Moved by Igor Grujic, seconded by Brett Wuth that the Agenda be adopted as amended. Carried.

[edit] Minutes

Moved by Brett Wuth, seconded by Igor Grujic that the minutes of the 2019-07-02 board meeting be adopted as presented. Carried.

[edit] New Member Applications

None to report.

[edit] Incidents

None to report.

[edit] Administrator's Report

Sabrina Ryans is working on finishing up the financials for year-end.

Action Administrator to complete year-end finances, OFC & Casino Grant Reports.

Action Administrator to enter 2018/2019 Budget into Quickbooks.

Action Sabrina Ryans will draft a policy regarding expense claim time limits to be circulated to the board and voted on during the October board meeting.

[edit] Financial

Moved by Brett Wuth, seconded by Igor Grujic that the Financial Statements be accepted as information. Carried.

Action Board members will hold an email discussion on the 2019/2020 budget. Brett Wuth will begin the conversation.

Moved by Igor Grujic, seconded by Brett Wuth that payment of $1,127.88 to 645858 AB Ltd. for administrator's services from June 16 2019 to August 31 2019 be approved. Carried.

Moved by Igor Grujic, seconded by Claus Burchert that payment of $1,209.60 to Brett Wuth for reimbursement for catering costs for SAR Basics 2018 be approved. Carried.

Moved by Igor Grujic, seconded by Claus Burchert that payment of $2,525.28 to Wildsoft Consulting for instructional services for SAR Basics 2018 be approved. Carried.

Moved by Igor Grujic, seconded by Brett Wuth that payment of $931.39 to Chris Jorgensen for instructional services for SAR Basics 2018 be approved. Carried.

Moved by Brett Wuth, seconded by Igor Grujic that the 2018/2019 Budget be adopted as the interim 2019/2020 budget and that expenditures be authorized to the total of each line item of the budget, with any individual expenditures of over $500 requiring additional board approval. Carried.

[edit] Functional Area Reports

Liaison

  • Board met with Alberta Parks District Conservation Officers to discuss collaboration and cooperation.
  • Mock Search planned for spring 2020, ideally to coincide with SAR Basics in Pincher Creek.

Fundraising

  • Action Administrator will complete OFC and Casino Grants.
  • Board is scheduled to present at Joint Council Meeting on October 24, 2019 at 1845 regarding joint funding for PCSAR.

Training

  • September training is focused on patient packaging and transport.
  • Provincial SAR conference in Rocky Mountain House, AB - September 14 & 15, 2019
  • Crowsnest Pass SAR hosting an overnight skills exercise - September 14 & 15, 2019
  • SAR Basics is being offered this fall in Lethbridge.
  • Tentative dates for SAR Basics in Pincher Creek is early 2020. Action Igor Grujic and Claus Burchert to determine needs for the course offering to determine bidding process.

Membership

  • Action: Administrator to update membership database.

Equipment

  • PC Emergency Services will provide PCSAR with a written proposal for sharing arrangement for Command Post.

Pre-Plan

  • Meeting scheduled for September 17, 2019 at 1900.

Technical Rescue

  • Nothing to Report

Call Out

  • Board members present will reach out to specific committees this month to determine involvement etc. Action Brett Wuth to meet with Technology and Pre-Plan, Igor Grujic to meet with Call Out and CRG.

Audit

  • Action Brett Wuth to contact members with audit experience to locate 2 to complete the audit prior to the November 2019 AGM.
  • Action Sabrina Ryans to reach out to local accountants for assistance in preparing the 2018/2019 audit.

Technology

  • Nothing to Report

Prevention

  • Nothing to Report

[edit] Action Item Review and Update

All action items from the previous meeting were covered within the meeting agenda.

[edit] Strategic Planning

  • Relationship with Alberta Parks is going well.
  • ActionFollowing the AGM, Administrator will investigate and recommend ways to increase and improve member communications and public profile of PCSAR.
  • Discussion had on ways to increase the public profile of PCSAR.
  • AGM discussed. Action: Administrator will look into options discussed during the meeting and will bring suggestions and planning requirements to board for decision during October board meeting.

[edit] Adjournment

Moved by Brett Wuth, seconded by Igor Grujic to adjourn.

Meeting was adjourned at 1850.

Next board meeting is scheduled for October 10, 2019 at 1730.

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