Board of Directors/2017-01-17/Minutes

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Present:
Present:
* {{member|Brett Wuth}} (President)
* {{member|Brett Wuth}} (President)
-
* {{member|Igor Grujic}} (Secretary/Treasurer)
+
* {{member|Igor Grujic}} (Secretary/Treasurer) (joined at 18:16 and left at 18:50)
* {{member|Frank Melo}} (Director at Large)
* {{member|Frank Melo}} (Director at Large)
-
* {{member|John MacGarva}} (Director at Large)
+
* {{member|John MacGarva}} (Director at Large) (via phone)
* {{member|Susanna MacGarva}} (Administrator)
* {{member|Susanna MacGarva}} (Administrator)
Line 27: Line 27:
=== Call to Order ===
=== Call to Order ===
-
The Meeting was called to order at 17:35 by Brett.
+
The Meeting was called to order at 17:40 by Brett.
=== Agenda ===
=== Agenda ===
-
'''Moved''' by John MacGarva, seconded by Frank Melo that the Agenda be adopted as presented. Carried                 
+
No additions to the Agenda
 +
 
 +
'''Moved''' by Brett Wuth, seconded by Frank Melo that the Agenda be adopted as presented. Carried.
=== Minutes ===
=== Minutes ===
 +
Minutes of 2016-12-06 meeting. No Errors or Omissions
-
'''Moved''' by John MacGarva, seconded by Frank Melo that the minutes of the October 4, 2016 board meeting be adopted as presented. Carried
+
'''Moved''' by Brett Wuth, seconded by Frank Melo that the minutes of the December 6, 2016 board meeting be adopted as presented. Carried.
-
'''Moved''' by John MacGarva, seconded by Frank Melo that the minutes of the November 1, 2016 board meeting be adopted as presented. Carried
+
=== Community Response Group ===
 +
In a final review of our membership 7 members will meet the Provincial Status. 5 are local and 2 are from Lethbridge. By default the remaining members will be moved to the Community Response Group.
-
=== Strategic Planning ===
+
After a pros and cons discussion it was decided to do a mail out to
-
implementing the split
+
this Community Response Group with a signed application to complete
 +
their Criminal Records check along with a covering letter advising
 +
these members that this step is still missing to meet Provincial
 +
requirements if they are interested in being a part of the formal
 +
SAR group, it will also include the date of Feb 28th, 2017 for
 +
ICS 100 workshop and the web address to do the course which is 3 hours
 +
in length.
-
'''Policy:'''
+
John and Susanna will draft the letters. Susanna will mail them.
-
'''Moved''' by Brett Wuth, seconded by Frank Melo that in order for the society to meet the requirements of the SAR Alberta and the OFC, effective January 1, 2017, continuing membership in the society be based on the provincial requirements of SAR Basics / Fundamentals, ICS 100 and a criminal records check. Individuals who lose their membership as a result of this policy will have their membership automatically reinstated upon achieving the requirements.  Carried
+
=== Administrator's Report ===
 +
Susanna reported that
-
Wanda Burchert has agreed to be the President of the newly formed Community Response Group.
+
"I met with the new account manager at the ATB. First to advise them
-
 
+
that, Diann Piwek's card # is no longer required and so her a/c # was
 +
deleted from PCSAR a/c.
-
=== Equipment ===
+
Then I discussed the option of leaving the annual fee at $35.00/year
-
We lack interest in someone taking on the maintenance of the equipment manger, in Brian Balaks absence. Ideally we would have someone who lives in town to help do the maintenance.  During this cold snap John MacGarva was unable to get the Command Post to start. We are looking to replace some of the batteries because they are old and are no longer able to take a charge.
+
not the $65.00 that they charge businesses for having their business
 +
credit card. Dianne (ATB) said she would take it to the branch manager
 +
and get back to me. Lastly we discussed PCSAR's $1000.00 GIC security
 +
required by ATB to have a credit card. This GIC was set up to mature
 +
into our current bank account then upon maturing a new GIC was created
 +
triggering a service fee for this transaction. I had this process
 +
changed. This GIC is now locked in place and upon maturing it will
 +
automatically roll over and the interest will be transferred into our
 +
current account.
-
=== Incidents ===
+
Shell has requested our bank information for electronic deposit,
-
2016-11-13&14: Mount Haig Rescue critique to take place after tonight's Board meeting.
+
because moving forward they will not be mailing out cheques for the
 +
grants they approve. (Humorously we had just received Shell's cheque
 +
in the mail for our last grant application).
-
=== Administrator's Report ===
+
Thank you notes were sent out to the Ladies Livingston Social Club and
-
Susanna reported problems with Phone.com during the registration of students for the recently hosted SAR course. She will go back and find the dates and contact the company.
+
Val Jankunis along with the requested Tax Receipt, for the donations
 +
we have just received. Val advised us that her donation will be
 +
matched by Home Depot.
 +
 
 +
Susanna reported problems with Phone.com during the registration of
 +
students for the recently hosted SAR course. She will go back and find
 +
the dates and contact the company.
 +
 
 +
=== Administrator Resignation ===
 +
 
 +
Susanna's letter of Resignation as Administrator was circulated to the
 +
board for review. After some discussion she said she would stay on
 +
after February 28 if we had still not found my replacement. She is
 +
willing to help with the training of my replacement.
 +
 
 +
Replacement Search will be done by Brett Wuth, Susanna MacGarva and Igor Grujic.
 +
 
 +
'''Moved''' by Frank Melo, seconded by John MacGarva that a committee
 +
of Brett Wuth, Susanna MacGarva, and Igor Grujic be formed to search
 +
for a new administrator, and recommend an individual and terms to the
 +
board. Carried.
=== Financial Statements ===
=== Financial Statements ===
-
New format for presenting Profit & Loss Budget versus Actual needs some tweaking.
 
-
Mastercard GIC came due on Oct 17,2016 and it was renewed for a 18 month term.  This renewal date is to be placed in PCSAR calendar located on the Wiki site.
+
'''Moved''' by Igor Grujic , seconded by John MacGarva, that the
 +
Financial Statements be accepted as information. Carried.
-
'''Moved''' by Igor Grujic, seconded by Brett Wuth that the Financial Statements be accepted as information. Carried.
+
"Budget vs Actual" is presenting a nicer format to see monthly
 +
expenses and YTD expenses. Both of these amounts are being compared to
 +
the monthly and annual budget figures.
 +
 
 +
 
 +
=== Audit ===
 +
Audit has been completed and the records and Sign off Sheet have been
 +
picked up.
 +
An email needs to be sent to the
 +
membership with the Financial Statements and Auditor's Statement attached.
 +
 
 +
=== CRA Annual Filing ===
 +
 
 +
Moving forward the CRA Charities Return will be completed
 +
and sent out by the end of the week.
 +
=== Donations ===
 +
We have just received another Anonyms Donation from the TD Private Giving Foundation in the amount of $3,373.01.
 +
=== SAR Basics Financial ===
 +
Susanna reports:
 +
 
 +
"I am still missing invoices from the instructors who taught at our SAR
 +
Basic course. This is due to the fact that they were not advised of
 +
the hourly rate we are willing to pay. Igor and I were able to
 +
discuss the budget that I completed prior to the course being
 +
started. At this point Igor approved this budget as it stood. This
 +
states a rate of $18.50/hr for all certified instructors. I can now
 +
email the instructors with this rate so they can submit their invoices
 +
to me. It was noted that this approval needs to be done prior to these
 +
grant courses are run."
=== Approval of cheques over $500 or outside budget ===
=== Approval of cheques over $500 or outside budget ===
-
'''Moved''' by Brett Wuth, seconded by Igor Grujic that payment of $2,335.29 to MacGarva Company Ltd. for October administrator's services be approved. Carried
 
-
'''Moved''' by John MacGarva, seconded by Igor Grujic that payment of $ 740.25 to Karter Kanteen for meals at the SAR Basics course be approved. Carried.
+
'''Moved''' by Brett Wuth, seconded by Igor Grujic that payment of $734.06 to MacGarva Company Ltd. for administrator's services in the month of November be approved. Carried.
 +
 
 +
'''Moved''' by Igor Grujic, seconded by Frank Melo that payment of $526.06 to Chris Jorgensen for instructing our SAR Basic course be approved. Carried.
 +
=== Equipment ===
 +
 
 +
John will be reviewing the Rocky Mountain Mechanical bill, Started
 +
truck and command post, checked over vehicles during the cold
 +
weather. John is still looking to have Fraser Smith give him an
 +
orientation on how to run the Command Post. Light switches, generator,
 +
etc.
 +
=== Liaison ===
 +
Brett was unable to meet with Crowsnest Fire/Rescue and Crowsnest RCMP.
 +
Pincher Creek RCMP is still on board with our new structure
 +
 
 +
Brett is off to the provincial workshop in Nordegg to sell the
 +
Community Response Group to the rest of the SAR Alberta groups that
 +
will be attending.
-
=== Audit ===
 
-
Adam Gross has completed his part of the Audit and the books have been taken over to Cindy Mauthe-Drake. We are still awaiting her to complete her portion.
 
-
=== Membership ===
 
-
At this point no new Criminal Records were available for review
 
=== Fundraising ===
=== Fundraising ===
-
Shell Community Service Fund application was in on the last day for Brian Balak and Frank Melo. Social Investment Fund application is due in January 2017.
 
-
=== Prevention ===
+
The following fundraising applications have been approved:
-
PCSAR will not participate in
+
* Joint Council Funding $20,000
-
St. Michael's Experiential Learning Week in December
+
* Shell Community Service Fund $2,000, $1,000 Solar panel $500 computer and $500 boat safety equipment.
-
due to insufficient notice.
+
 
-
We will look at trying again in the spring.
+
Shell Social Investment Fund application is to be completed by 2017-01-31
 +
 
 +
Received monies from the 2001 McWhirter search and Home Depot matching amount is enroute.
 +
 
 +
Calgary Scramblers are hosting a fund raiser in Feb 2017 and Igor Grujic and Brett Wuth will attending this event in Calgary.
 +
=== Training ===
 +
Jan 24, 2017 a ICS 100 workshop is being offered at the fire hall.
 +
 
 +
=== Technology ===
 +
Matt is authorized to purchase the computer that we received funding for from Shell
=== Adjournment ===
=== Adjournment ===
-
The Next Board Meeting is scheduled for January 3, 17:30.
+
The Next Board Meeting is scheduled for February 7, 17:30.
-
'''Moved''' by Igor Grujic, seconded by Frank Melo to adjourn. Carried.
+
'''Moved''' by Frank Melo, seconded by Brett Wuth to adjourn. Carried.

Current revision

[edit] Status of this document

This document is a draft. It has not yet been adopted by the board.

[edit] Attending

Present:

Absent with Regret:

  • none

Quorum was achieved.

Guests:

  • none

[edit] Meeting

[edit] Call to Order

The Meeting was called to order at 17:40 by Brett.

[edit]  Agenda

No additions to the Agenda

Moved by Brett Wuth, seconded by Frank Melo that the Agenda be adopted as presented. Carried.

[edit] Minutes

Minutes of 2016-12-06 meeting. No Errors or Omissions

Moved by Brett Wuth, seconded by Frank Melo that the minutes of the December 6, 2016 board meeting be adopted as presented. Carried.

[edit] Community Response Group

In a final review of our membership 7 members will meet the Provincial Status. 5 are local and 2 are from Lethbridge. By default the remaining members will be moved to the Community Response Group.

After a pros and cons discussion it was decided to do a mail out to this Community Response Group with a signed application to complete their Criminal Records check along with a covering letter advising these members that this step is still missing to meet Provincial requirements if they are interested in being a part of the formal SAR group, it will also include the date of Feb 28th, 2017 for ICS 100 workshop and the web address to do the course which is 3 hours in length.

John and Susanna will draft the letters. Susanna will mail them.

[edit] Administrator's Report

Susanna reported that

"I met with the new account manager at the ATB. First to advise them that, Diann Piwek's card # is no longer required and so her a/c # was deleted from PCSAR a/c.

Then I discussed the option of leaving the annual fee at $35.00/year not the $65.00 that they charge businesses for having their business credit card. Dianne (ATB) said she would take it to the branch manager and get back to me. Lastly we discussed PCSAR's $1000.00 GIC security required by ATB to have a credit card. This GIC was set up to mature into our current bank account then upon maturing a new GIC was created triggering a service fee for this transaction. I had this process changed. This GIC is now locked in place and upon maturing it will automatically roll over and the interest will be transferred into our current account.

Shell has requested our bank information for electronic deposit, because moving forward they will not be mailing out cheques for the grants they approve. (Humorously we had just received Shell's cheque in the mail for our last grant application).

Thank you notes were sent out to the Ladies Livingston Social Club and Val Jankunis along with the requested Tax Receipt, for the donations we have just received. Val advised us that her donation will be matched by Home Depot.

Susanna reported problems with Phone.com during the registration of students for the recently hosted SAR course. She will go back and find the dates and contact the company.

[edit] Administrator Resignation

Susanna's letter of Resignation as Administrator was circulated to the board for review. After some discussion she said she would stay on after February 28 if we had still not found my replacement. She is willing to help with the training of my replacement.

Replacement Search will be done by Brett Wuth, Susanna MacGarva and Igor Grujic.

Moved by Frank Melo, seconded by John MacGarva that a committee of Brett Wuth, Susanna MacGarva, and Igor Grujic be formed to search for a new administrator, and recommend an individual and terms to the board. Carried.

[edit] Financial Statements

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

"Budget vs Actual" is presenting a nicer format to see monthly expenses and YTD expenses. Both of these amounts are being compared to the monthly and annual budget figures.


[edit] Audit

Audit has been completed and the records and Sign off Sheet have been picked up. An email needs to be sent to the membership with the Financial Statements and Auditor's Statement attached.

[edit] CRA Annual Filing

Moving forward the CRA Charities Return will be completed and sent out by the end of the week.

[edit] Donations

We have just received another Anonyms Donation from the TD Private Giving Foundation in the amount of $3,373.01.

[edit] SAR Basics Financial

Susanna reports:

"I am still missing invoices from the instructors who taught at our SAR Basic course. This is due to the fact that they were not advised of the hourly rate we are willing to pay. Igor and I were able to discuss the budget that I completed prior to the course being started. At this point Igor approved this budget as it stood. This states a rate of $18.50/hr for all certified instructors. I can now email the instructors with this rate so they can submit their invoices to me. It was noted that this approval needs to be done prior to these grant courses are run."

[edit] Approval of cheques over $500 or outside budget

Moved by Brett Wuth, seconded by Igor Grujic that payment of $734.06 to MacGarva Company Ltd. for administrator's services in the month of November be approved. Carried.

Moved by Igor Grujic, seconded by Frank Melo that payment of $526.06 to Chris Jorgensen for instructing our SAR Basic course be approved. Carried.

[edit] Equipment

John will be reviewing the Rocky Mountain Mechanical bill, Started truck and command post, checked over vehicles during the cold weather. John is still looking to have Fraser Smith give him an orientation on how to run the Command Post. Light switches, generator, etc.

[edit] Liaison

Brett was unable to meet with Crowsnest Fire/Rescue and Crowsnest RCMP. Pincher Creek RCMP is still on board with our new structure

Brett is off to the provincial workshop in Nordegg to sell the Community Response Group to the rest of the SAR Alberta groups that will be attending.

[edit] Fundraising

The following fundraising applications have been approved:

  • Joint Council Funding $20,000
  • Shell Community Service Fund $2,000, $1,000 Solar panel $500 computer and $500 boat safety equipment.

Shell Social Investment Fund application is to be completed by 2017-01-31

Received monies from the 2001 McWhirter search and Home Depot matching amount is enroute.

Calgary Scramblers are hosting a fund raiser in Feb 2017 and Igor Grujic and Brett Wuth will attending this event in Calgary.

[edit] Training

Jan 24, 2017 a ICS 100 workshop is being offered at the fire hall.

[edit] Technology

Matt is authorized to purchase the computer that we received funding for from Shell

[edit] Adjournment

The Next Board Meeting is scheduled for February 7, 17:30.

Moved by Frank Melo, seconded by Brett Wuth to adjourn. Carried.

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