Board of Directors/2020-09-01/Minutes

From PCSAR

Revision as of 19:03, 21 February 2021

Status of this document

This document is NOT official. This document has been adopted by the board at the 2020-09-01 meeting. It can be amended at any board meeting.

Attending

• Igor Grujic (President)
• Nata de Leeuw (Director at Large)
• Denis Hache (Director at Large)
• Sabrina Ryans (Administrator)

• Regrets:
• Brett Wuth (Secretary/Treasurer)
• Nicholas Morantz (Director at Large)

Meeting

Call to Order

The meeting was called to order Igor Grujic at 1755. Sabrina Ryans recorded minutes.

Agenda

Moved by Igor Grujic, seconded by Nata de Leeuw that the Agenda be adopted as presented. Carried.

Minutes

Moved by Denis, seconded by Igor that the minutes of the 2020-07-07 board meeting be adopted as amended. Carried.

Incidents

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?

Administrator's Report

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. Action: Board members will make suggestions as to potential projects.
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. The administrator will need to transfer funds from the ATB Casino account to the ATB Chequing account on a monthly basis. Action: Sabrina and Igor will discuss the best way to do this.

Financial

Moved by Nata, seconded by Igor that the Financial Statements be accepted as information. Carried

1. PCES, Telus bills and taskings
2. Administrator will be working alongside LawSin to complete the financial year-end tasks.
3. Auditors will need to be appointed at the October meeting.
4. 2020/20201 Budget needs to be completed as we are entering a new fiscal year today. Action: Igor and Sabrina will update the budget to show this.

Functional Area Reports

Liaison

1. Need to appoint a representative to the SARA AGM. Moved by Igor Grujic, seconded by Denis to appoint Nata as the PCSAR rep to the SARA AGM on Sept. 12.
2. PCSAR will host a multi-agency meeting in ideally late fall to critique summer ops, tasking, update capacity information to tasking agencies, joint training, what training for PCSAR members is needed to ensure smooth call-outs? Action: Denis will craft email and send to Sabrina

Training

Desire to return to in-person training in October. An info night and patient packaging and transport. Masking will be mandatory. Action: Sabrina will see when SAR Basics is running in Lethbridge and update the member package. Action: Nata will come up with a preliminary training plan

Membership

October meeting discussion on what membership can and should look like and a training plan.

Prevention

Social Media - Administrator will post 1x per week, either updates on the org, or prevention notes

Strategic Planning

Discussion on moving the AGM to Jan. Board will weigh their ability to continue past November and make a decision by Sept. 15.

Adjournment

Moved by igor, seconded by denis to adjourn. carried Next meeting Oct 5 2020 at 1730 via GTM