Policies

From PCSAR

Current revision

Policies are set by the membership (at a general meeting) or more commonly by the Board.

They are currently distributed through the minutes of the organization and some documents on the web site.

This page is intended to become the place to find policies.

• See Member Documents

[edit] Policies by subject

• Cheque signing
• Cheques
• Membership
• (proposed) policy on Signing Agreements
• (proposed) policy on PCSAR Contact Information

[edit] Policies by date of adoption

• Policies developed by the board 2011-01 to 2020-11
  • old redundant collection of policies from 2011-01 to 2014-01 Board Minutes
  • 2011-06-07 Criminal Record Check
    • Eric made a motion to accept the new members without requiring them to get their criminal record check, and that future approved members will not be required to get a criminal record check until this issue is resolved with the RCMP. Fraser Seconded. CARRIED.
  • 2011-09-06 Fundamentals Course Instructor Rates
    • Eric made a motion that future payments for SAR Fundamentals Course shall be paid out first to the qualified instructors, secondly for any student expenses, and anything left over will be split among the remaining volunteers. Janet seconded. CARRIED.
  • 2011-10-04 Policy for Dog Team
    • To use the Federal Travel rate for a Dog Team and to assist with one-way travel to all required training events to keep a CSDA certification
  • 2011-10-04 AARC (WCB Insurance coverage for PCSAR events)
    • CRAIG made a motion to implement using the AARC system to get WCB coverage for PCSAR events. The administrator will be responsible for ensuring a tracking number is requested for all PCSAR meetings and training events. The call-out caller will get a tracking number once all of the searches have been contacted for a search. CARRIED.
  • 2012-06-06
    • Fraser made a motion to authorize Brian to take the necessary steps in getting repairs and upgrades made to the new Command Post to make it safe, road worthy and ready for PCSAR needs, Ron seconded. CARRIED.
  • 2012-08-08
    • Cindy made a motion to accept PCCEMA's offer of using their call-out system for the foreseeable future, Brian seconded. CARRIED.
  • 2012-11-06 Selling PCSAR Equipment
    • Janet made a motion that it is in the best interest for PCSAR to get the maximum price possible for old equipment and therefore any item up for sale will be put to tender, and the highest will get the item. PCSAR reserves the right to refuse any/all bids, and the Board will establish a timeline for tenders on a case by case basis. If 2 high bids are the same, each bidder will be told and asked to re-bid. Ron Seconded. CARRIED.
  • 2012-12-04 Paying for Search Bills before cheques are received from the RCMP, or tasking agency.
    • Janet made a motion to pay search related expenses in a timely fashion, regardless of whether or not we have received reimbursement from the RCMP, Yvonne seconded. CARRIED.
  • 2013-05-07 Command Post Rates
    • Fraser made a motion to charge $250.00/day plus the Federal Mileage Rate for the Command Post on Searches, Brian seconded. CARRIED.
  • 2014-02-11 Access to Policies
    • Brett made a motion that all policies adopted by the Board and General Membership be made easily accessible to all of PCSAR Members, Cindy seconded. CARRIED.
  • 2014-04-01 Attendance of Board Members
    • Moved by Brett Wuth, seconded by Brad Boese “the Board establishes the policy that all PCSAR Board members are expected to attend all BOARD MEETINGS. If a Board Member knows they cannot attend, they should inform the President prior to the meeting with a brief statement of why they are not able to attend. Any Board Member, who is absent without notice will be contacted by the President to discuss their obligation under this policy” CARRIED
  • 2014-04-01 Board Member Attendance Requirements
    • Moved by Brett Wuth, seconded by Brad Boese “The Board establishes the policy that it will deem ANY Board Member who has not attended the last Three (3) Board meetings to have resigned from their position, unless the member makes an affirmative response to written communication”. In accordance with the BYLAWS, at the next General Meeting an election will be held to fill the vacant seat. CARRIED**
  • 2014-05-06 Credit Card
    • Moved by Yvonne Cyr, seconded by Brian Balak Pincher Creek Search and Rescue Society Signing Authorities are authorized to obtain a Credit Card from the ATB in the name of the Pincher Creek Search and Rescue Society not to exceed a credit limit of $1,000.00. CARRIED
  • 2014-05-06 Credit Card
    • Moved by Brian Balak, seconded by Brett Wuth the administrator is responsible for the security and use of any PCSAR Society Credit Cards, as per Board Policy. CARRIED
  • 2014-05-06 GST
    • Moved by Brett Wuth, seconded by Yvonne Cyr The administrator is authorized to obtain a GST number from Canada Revenue for PCSAR Society and calculate and apply for a rebate of GST paid by PCSAR to date. CARRIED
  • 2014-05-06 Youth Safety Program
    • Moved by Brett Wuth, seconded by Nicole Boissenault that we establish a Youth SAR Prevention Committee, to be chaired by Yvonne Cyr. CARRIED
  • 2014-10-07
    • Moved by Brett Wuth, seconded by Claus Burchert that the Secretary and Treasurer Job descriptions by accepted. CARRIED
  • 2015-02-17
    • Moved by Laverne seconded by John to accept the Vice President's Job Description as amended. CRRIED.
  • 2015-02-17
    • Moved by Laverne seconded by John to accept the Secretary and Trearurers Job Descriptions as amended. CARRIED.
  • 2015-02-17
    • Moved by Nicole seconded by John to accept the Directors at Large Job Description as amended. CARRIED.
  • 2015-02-17
    • Moved by Brett seconded by Claus to amend the Criminal Records/Vulnerable Sector Policy to read "Only and unblemished record is acceptable to qualify for membership in Pincher Creek Search ad Rescue. CARRIED
  • 2015-03-03
    • Moved by Brett seconded by John to accept the President's Job Description as amended. CARRIED.
  • 2015-04-13
    • Moved that the Job Description of the Administrator be adopted as presented.
  • 2015-04-13
    • Moved that Board meetings if not held in person, may be held by telephone, e-mail or other means of communications or a mixture of means provided all board members have an opportunity to participate. If the means of communications limit effective debate on any motions, such motions shall fail with a single nay vote.
  • 2015-06-02
    • Moved by Brett Wuth, seconded by Fraser Smith, that signing authority and holder of the PIN on PCSAR's credit card through the Alberta Treasury Branch be the Administrator (Diann Piwek) and that the card be physically held by the Trearurer or in that vacancy, by the President. Carried.
  • 2015-09-01
    • Cheque signing
  • 2015-10-06
    • Moved by Brett Wuth, seconded by John MacGarva that each budget line item be assigned an office or committee as amended to act as planner; thus becoming responsible for planning transactions, recommending necessary changes and proposing future budget amounts. Approval of expenditures remain subject to existing procedures, such as the budget authorization motion. Carried.
  • 2015-10-06 Fund Raising
    • Moved by Brett Wuth, seconded by Fraser Smith that the Casino Chairperson role description be adopted as presented. Carried.
  • 2016-02-02
    • Motion to add to Administrators position the task of GST tracking/Refund - Brett/Igor- passed
  • 2016-04-05
    • That use of member quads on incidents be paid at arate of $30.00/hr and that Tasking Agencies be charged the same rate.
  • 2016-04-05
    • That use of member snowmobile on incidents be paid at rate of $30.00/hr and that Tasking Agencies be charged at the same rate.
  • 2016-05-03 Expense Rates
    • Moved by Brett Wuth, seconded by Igor Grujic, carried unanimously that use of member road vehicles on incidents and other PCSAR business be paid at the National Joint Council (Federal Treasury Board) rate and that Tasking Agencies be charged at the same rate.
  • 2016-05-24
    • Moved by Nichole Boissoneault, seconded by Frank Melo that in the board's opinion, PCSAR's response to the increasing expectations from SAR Alberta and the OFC, in principle, should be to rise to these expectations and to support the formation of an auxiliary. Carried unanimously.
  • 2016-07-26
    • That PCSAR respond to the increasing expectations from SAR Alberta and the OFC in two ways: first by rising as an organization to these expectations and supporting as many of its members as are able to meet the expectations of them, and second by supporting the formation of a community response group for members that do not meet the provincial expectations.
  • 2016-07-26 Charge rates
    • Establish a charge rate of $125.00 per day, where the Equipment Trailer is delivered to an incident, which includes the use of the equipment in the trailer.
  • 2016-12-06
    • 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.
  • 2017-09-07
    • That the Society redefine its signing authority on its accounts at the Alberta Treasury Branch to be any two of the President (Brett Wuth), Treasurer (Igor Grujic), Director (John MacGarva) and Administrator (Rose Bonertz).
  • 2019-03-21
    • That the signing authority on the Pincher Creek Search and Rescue Society's bank accounts at the Alberta Treasury Branch be any two of Brett Wuth (Treasurer), Sabrina Ryans (Administrator), Igor Grujic (President), Claus Burchert (Director-at-Large)
  • 2019-04-02
    • That PCSAR request that the ATB Mastercard be reissued with Sabrina Ryans as the Cardholder and that any previous Cardholder be remove, and further that upon receipt the physical card be placed in the care of the Treasurer or President when not in use and that the Administrator alone have access to the PIN.
  • 2019-07-02
    • That the credit card use policy be updated to include the following: "Purchases outside of the auto-payments for PCSAR bills must be pre-approved, to a maximum of $499, by either the Treasurer or the President. All purchases above $500 must be approved by the Board as per spending policies. Copies of reciepts must be provided. Administrator will ensure that President and Treasurer can view credit card statements in real time through online banking, in addition, email alerts will be set up through the credit card provider informing the board when purchases occur."
  • 2020-03-10
    • That the signing authority on the Pincher Creek Search and Rescue Society's bank accounts at the Alberta Treasury Branch be any two of: Brett Wuth (Treasurer), Sabrina Ryans (Administrator), Igor Grjic (President), Denis Hache (Director at Large)
  • 2020-05-05
    • That PCSAR will respond to tasking requests for searches where social distancing (as per AH guidelines) is possible, but not engage in rescues until a policy and procedure for mitigating the risk of spread of COVID-19 while engaging in rescue or first aid is developed and implemented.
  • 2020-05-24
    • That PCSAR adopts the PCSAR Response to COVID 19 Guidelines document as operational guidance for tasking during COVID-19 including any appendices and amendments as needed to meet Search & Rescue Volunteer Association of Canada (SARVAC), Search & Rescue Association of Alberta (SARAB), Government of Alberta (GOA) and/or the Fire Commissioner guidelines or recommendations.
  • 2020-11-03
    • That the signing authority on the Pincher Creek Search and Rescue Society's bank accounts at the Alberta Treasury Branch be any two of: Sabrina Ryans(Administrator), Igor Grujic (President), Brett Wuth (Treasurer), Nathalie de Leeuw (Director at Large) and removing signing authority from Denis Haché (Director at Large).