Board of Directors/2020-09-01/Agenda

From PCSAR

Current revision

1. Call to Order (President - Igor, 17:30, 1 min)
   1. Introductions
   2. Quorum
2. Agenda (President, 17:31, 2 min)

   Suggested motion: Moved by _______________, seconded by _______________ that the Agenda be adopted as (presented/amended).

3. Minutes (Admin - Sabrina, 17:33, 3 min)

   Suggested motion: Moved by _______________, seconded by _______________ that the minutes of the [2020|07|07] board meeting be adopted as (presented/amended).

   1. 
      

4. Incidents (Preplan - Brett, 17:41, 5 min)
   1. Haig Ridge - 2 separate incidents in August on Haig Ridge, both for overdue scramblers who overestimated their abilities. Both ended before PCSAR was activated.
   2. Daisy Creek - August 25 - PCSAR tasked to assist CNP Fire Rescue and Blairmore RCMP to search for missing fisherman. PCSAR was stood down shortly after arriving on the scene as the subject was located by helicopter.
   3. Billing Changes - What should PCSAR be billing tasking agencies for? Currently, we have a policy of bill-back for all expenses to the tasking agency. This can be time-consuming for both organizations. Do we want to set a mileage, cost or similar threshold before we bill?
5. Administrator's Report (Admin - Sabrina, 17:46, 5 min)
   1. Grants - AGLC report is due this week. Community Foundation Grants are re-opening do we want to put in an application for a program, board training, or a capital project? Ground SAR Grant application due Sept. 15
   2. Bookkeeper and Process Changes - LawSin Accounting has recommended changes to processes we use in Quickbooks to reduce the repetition of tasks and increase transparency for members and auditors. This includes changes to how bills are entered and the Mastercard is reconciled. These changes will not impact the actual finances. Administrator will need to transfer funds from the ATB Casino account to the ATB Chequing account on a monthly basis.
6. Financial
   1. Financial Statements (Admin - Sabrina, 17:53, 5 min)

      Suggested motion: Moved by _______________, seconded by _______________ that the Financial Statements be accepted as information.

   2. PCES, Telus bills and taskings
   3. Administrator will be working alongside LawSin to complete the financial year-end tasks.
   4. Auditors will need to be appointed at the October meeting.
   5. Budget Changes (Treasurer - Brett, 17:53, 5 min)
   6. 2020/20201 Budget needs to be completed as we are entering a new fiscal year today.

      Suggested motion: Moved by _______________, seconded by _______________ that the 2019 - 2020 Budget be amended by (increasing/decreasing) the ___________________ category from $_________ to $____________.

      Suggested motion: Moved by _______________, seconded by _______________ that the 2019 - 2020 Budget be amended by (increasing/decreasing) the ___________________ category from $_________ to $____________.

      Suggested motion: Moved by _______________, seconded by _______________ that the 2019 - 2020 Budget be amended by (increasing/decreasing) the ___________________ category from $_________ to $____________.

   7. Approval of payments over $500 or outside budget (Admin - Sabrina, 17:55, 3 min)

      Suggested motion: Moved by _______________, seconded by _______________ that payment of $_______ to 645858 AB Ltd. for administrator's services for the period of _____________ be approved.

      Suggested motion: Moved by _______________, seconded by _______________ that payment of $_______ to ________________ for _______________________ be approved.

      Suggested motion: Moved by _______________, seconded by _______________ that payment of $_______ to ________________ for _______________________ be approved.

7. Break (5 min)
8. Functional Area Reports
   1. Liaison (President - Igor)
      1. Need to appoint a representative to the SARA AGM
      2. Should PCSAR host a multi-agency meeting this fall to critique summer ops, tasking, plan for winter, joint training, what training for PCSAR members is needed to ensure smooth call-outs?
   2. Training (Training Cmte - Brett, 18:29, 3 min)
      1. Return to in-person training in October
      2. What does the board want for training this fall/winter?
      3. AB Gov't Ground SAR Grant application due September 15, what do we want to apply for?
   3. Membership
      1. PCSAR should hold a member info evening in Sept so that we can bring new members into the group for Oct.
      2. To increase PCSAR members and not just CRG, there needs to be an incentive to do so, and a Basics course
   4. Equipment (?, 18:34, 5 min)
      1. Inventory is needed
   5. Pre-Plan (Preplan - Brett, 18:39, 2 min)
   6. Technical Rescue (Techinical - Brett, 18:41, 1 min)
      1. Do we have the capacity for 2 training nights a month? Should we make Tuesdays more technical?
   7. Call Out (?, 18:42, 1 min)
      1. ongoing call out issues
   8. Prevention
      1. Social Media - what do we want posted?
9. Strategic Planning (18:34, 25 min)
   1. 1. Consider moving the AGM to late Nov-Jan to allow for Audit, prep, etc. Currently slatted for first Tues of Nov
10. Adjournment (President - Igor, 18:51, 1 min)

    Next Board Meeting: [date] 17:30

    Suggested motion: Moved by _______________, seconded by _______________ to adjourn.