Board of Directors/2019-09-03/Minutes

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(New page: __NOTOC__ == Status of this document == This document is NOT Official. This document has been adopted by the board at the {{link|Board of Directors/}} meeting. It can be amended at any boa...)
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__NOTOC__
__NOTOC__
== Status of this document ==
== Status of this document ==
-
This document is NOT Official. This document has been adopted by the board at the {{link|Board of Directors/}} meeting. It can be amended at any board meeting.
+
This document has been adopted by the board at the {{link|Board of Directors/2019-10-08}} meeting. It can be amended at any board meeting.
== Attending ==
== Attending ==
Line 23: Line 23:
'''Moved''' by Brett Wuth, seconded by Igor Grujic that the minutes of the 2019-07-02 board meeting be adopted as presented. Carried.
'''Moved''' by Brett Wuth, seconded by Igor Grujic that the minutes of the 2019-07-02 board meeting be adopted as presented. Carried.
-
## Approval of payments over $500 or outside budget (Admin - Sabrina, 17:55, 3 min)
+
===New Member Applications===
-
##: ''Suggested motion: Moved by _______________, seconded by _______________ that payment of $1,127.88 to 645858 AB Ltd. for administrator's services from June 16 2019 to August 31 2019 be approved.
+
None to report.
-
##: ''Suggested motion: Moved by _______________, seconded by _______________ that payment of $1,209.60 to Brett Wuth for reimbursement for catering costs for SAR Basics 2018 be approved.
+
 
-
##: ''Suggested motion: Moved by _______________, seconded by _______________ that payment of $2,525.28 to Wildsoft Consulting for instructional services for SAR Basics 2018 be approved.
+
===Incidents===
-
## 2019/2020 Budget update
+
None to report.
-
# Break (5 min)
+
 
-
# Functional Area Reports
+
===Administrator's Report===
-
## Liaison (President - Igor)
+
Sabrina Ryans is working on finishing up the financials for year-end.
-
## [[Fundraising]] (Treasurer - Brett)
+
-
## [[Training]] (Training Cmte - Brett, 18:29, 3 min)
+
'''Action''' Administrator to complete year-end finances, OFC & Casino Grant Reports.
-
## [[Membership Committee|Membership]]
+
 
-
## [[Equipment]] (?, 18:34, 5 min)
+
'''Action''' Administrator to enter 2018/2019 Budget into Quickbooks.
-
## [[Pre-Plan]] (Preplan - Brett, 18:39, 2 min)
+
 
-
## [[Technical Rescue]] (Techinical - Brett, 18:41, 1 min)
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'''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.
-
## [[Call Out]] (?, 18:42, 1 min)
+
 
-
## [[Audit]] (Treasurer - Brett, 18:43, 3 min)
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===Financial===
-
## [[Technology]] (Technology - Brett)
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'''Moved''' by Brett Wuth, seconded by Igor Grujic that the {{link|Members:Financial/Statements|Financial Statements}} be accepted as information. Carried.
-
## [[Prevention]] (?)
+
 
-
# [[Action Items]] Review & Update (Brett, 18:46, 5 min)
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'''Action''' Board members will hold an email discussion on the 2019/2020 budget. Brett Wuth will begin the conversation.
-
# [[Strategic Planning]] (18:34, 25 min)
+
 
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# Adjournment (President - Igor, 18:51, 1 min)
+
'''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.
-
#: Next Board Meeting: [date] 17:30
+
 
-
#: ''Suggested motion: Moved by _______________, seconded by _______________ to adjourn.
+
'''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.
 +
 
 +
===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
 +
 
 +
===Action Item Review and Update===
 +
All action items from the previous meeting were covered within the meeting agenda.
 +
 
 +
===Strategic Planning===
 +
*Relationship with Alberta Parks is going well.
 +
*'''Action'''Following 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.
 +
 
 +
===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.

Current revision

[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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