Board of Directors/2020-03-10/Minutes

From PCSAR

Current revision

[edit] Status of this document

This document is official. This document has been adopted by the board at the 2020-04-07 meeting. It can be amended at any board meeting.

[edit] Attending

• Igor Grujic (President)
• Brett Wuth (Secretary/Treasurer)
• Claus Burchert (Director at Large)
• Nata de Leeuw (Director at Large)
• Denis Hache (Director at Large)
• Nicholas Morantz (Director at Large)
• Sabrina Ryans (Administrator)

Quorum was achieved.

[edit] Meeting

[edit] Call to Order

The meeting was called to order Igor Grujic at 1807. Sabrina Ryans recorded minutes.

[edit] Agenda

Moved by Nick Morantz, seconded by Brett Wuth that the Agenda be adopted as presented. Carried.

[edit] Minutes

Moved by Brett Wuth, seconded by Nick Morantz that the minutes of the 2019-12-10 board meeting be adopted as presented. Carried.

Moved by Igor Grujic, seconded by Claus Burchert that the minutes of the 2020-01-03 board meeting be adopted as amended. Carried. Brett Wuth abstained.

Moved by Claus Burchert, seconded by Igor Grujic that the minutes of the 2020-03-02 board meeting be adopted as amended. Carried.

[edit] New Member Applications

Nothing to Report

[edit] Incidents

• Lavern Search - PCSAR was called to assist the Blood Tribe Police to assist in locating a missing person who had wandered away from home during cold and stormy weather. Multiple attempts had been made to locate the subject by bringing in LSARA and PCSAR both in searching and search expertise. LSARA and PCSAR led an exhaustive search effort. The subject was found a few days following the search effort.
• Critiques for fall and winter incidents will take place during the April Training Meeting.

[edit] Administrator's Report

• Administrator's contract will have been in place for one year as of March 27, 2020. It was determined that this would be a good time to review.
• Sabrina proposed moving the financial burden onto a local bookkeeper for an average cost of $50-100/month, with up to an approximate additional $1000 per year, depending on additional work such as preparing returns. Ensures excellence in the bookkeeping, ease of continuity and ability for the administrator to focus on admin tasks. Bookkeeping costs should be taken out of the Administrator's budget.
• 1846hr - Sabrina removed herself from the discussion.
• Sabrina rejoined the discussion at 1900hr
• Board determined that moving bookkeeping to a professional would be advantageous. Sabrina Ryans agreed to continue in the bookkeeping role until a bookkeeping contract is secured.
• Action: Brett and Igor will work on redefining the job description for the Administrator
• Action: Sabrina will obtain 2 quotes for bookkeeping and share with the board.

[edit] Financial

The year-end audit for the 2018/2019 financial year still needs to be completed.

Action: Sabrina will prepare the audit binder before the end of March and meet with auditors to see the audit is completed prior to the April Board Meeting.

Moved by Brett Wuth, seconded by Claus Burchert that the Financial Statements be accepted as information. Carried.

No Budget changes needed.

Moved by Igor Grujic, seconded by Nick Morantz that payment of $1,012 to 654858 AB Ltd. for administrator's services for the period of Nov 16, 2019 to Feb 15, 2020 be approved. Carried.

[edit] Functional Area Reports

Liaison

• Nothing to Report

Fundraising

• Should be looking at Shell Legacy Grant as it is likely upcoming.
• Need to look at how to spend the casino money in the next 18m. - April board meeting priority item.

Training

• Overview of next 6-12 months
• Need to re-organize the training committee. Members have stepped up to take on making training decisions outside of the committee.

Action: Sabrina will contact committee members and see if members would like to remain on the committee.

• Considering a fall joint exercise

Membership

• Regretfully, Claus Buchart is resigning from the board and PCSAR as he is heavily involved in other areas. The board is very thankful for his effort and willingness to stay on the board beyond the AGM, his contributions over the years have been many and we are thankful for everything he has done.

Equipment

• Tire update for Command Post. - Frank Melo will be taking a look and getting back to us with options.

Moved by Nick Morantz, seconded by Igor Grujic that Norm Keeler be appointed as Chair of the Equipment Committee. Carried.

• Nick Morantz will take the lead on this and work with Norm & Frank to get a replacement ASAP and look at longer-term solutions.

Pre-Plan

• Nothing to Report

Technical Rescue

• Interest is starting to grow - should be considered by the training committee on whether to revive this.
• Nothing to Report

Call Out

• We have one year left on the current software. This would be a good time to review.

Audit

• Audit Update
• Moved by Brett Wuth, seconded by Igor Grujic that Norm and Lynn Keeler be appointed as auditors for the 2018/2019 fiscal year. Carried.

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

• long term planning moved to the April Meeting.

• Board Meeting Timing & Dates
  • suggestion that we return to in-person meetings starting April 2020, with the option to call-in if a member is away.
  • First Tuesday of the Month
  • Committment to pre-read and prepare.

• Volunteer week is coming up. Board will discuss the plan for recruitment at the April board meeting.

• New Signing Authority

Moved by Brett Wuth, seconded by Nick Morantz 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)

[edit] Adjournment

Moved by Nick Morantz, seconded by Igor Grujic to adjourn.

• Meeting was adjourned at 1948.
• Next Board Meeting: April 7, 2020 at 1800hr at Pincher Creek Fire Hall.