Board of Directors/2015-07-07/Minutes

From PCSAR

Pincher Creek Search and Rescue Board of Directors Meeting Minutes for July 7, 2015

Status of this Document

This document is a DRAFT copy. It has not yet been adopted by the Board.

Attending

Present

• Brett Wuth (President)
• Fraser Smith (Director at Large)

Non-Members

• Diann Piwek (Administrator)

Guests

• Brian Balak

Absent with Regret

• John MacGarva (Director at Large)
• Laverine Riviere (Director at Large)

Meeting

The meeting was called to order at 17:37. Brett Wuth chaired. Diann Piwek recorded minutes.

Agenda

Motion: Moved by Fraser Smith, seconded by Brett Wuth that the Agenda be adopted as presented. Carried.

Minutes

Motion: Moved by Fraser Smith, seconded by Brett Wuth that the Minutes of June 2, 2015 be adopted as presented. Carried.

New Member Applications

Motion: Moved by Fraser Smith, seconded by Brett Wuth that the Board decline the member application for the following: Nelson Chan. Carried.

The current policy regarding voting members was discussed. A list of designated voting members was distributed.

Motion: Moved by Fraser Smith, seconded by Brett Wuth that the following members, meeting the requirements of the bylaws and the membership policy for voting members, be designated voting members:

• Bradley Boese
• Brett Wuth
• Brian Balak
• Cindy Mauthe Drake
• Claus Burchert
• David Scott
• Eric Bruder
• Frank Melo
• John MacGarva
• Laverine Riviere
• Nichole Boissoneault
• Ron Hann
• Susanna MacGarva
• Wanda Burchert
• William Fraser Smith
• Yvonne Cyr

Carried.

Strategic Planning

Brett Wuth asked members for feedback on the “Vision of a SAR Future” possible solutions to membership decline that were introduced at the June 2nd Board meeting. The immediate focus will be concentrated on recruitment of new members.

Action: Members were asked to research strategies of membership recruitment and bring those ideas back to the August 4th Board meeting.

Incidents

2015-07-03 – Sparwood SAR had called PCSAR with a possible need for help. The incident was discussed and members were advised that no action was required from our team.

Financial

Diann Piwek presented the Administrator's Report as of June 30, 2015.

Financial Statements

Financial reports were reviewed.

Motion: Moved by Fraser Smith, seconded by Brett Wuth that the financial statements be accepted as information. Carried.

Approval of Cheques over $500

Motion: Moved by Brett Wuth, seconded by Fraser Smith that payment of cheque #1828 to Burnham Business Services for $462.00 be approved. Carried.

Motion: Moved by Brett Wuth, seconded by Fraser Smith that payment of cheque #1829 to Diann Piwek for $2279.67 be approved. Carried.

Legal Obligations

The Administrator's Report outlined the status of PCSAR's various grant reports and government financial reports that are being dealt with by administration.

2013 Casino Proceeds

Motion: Moved by Brett Wuth, seconded by Fraser Smith that Fraser Smith be appointed to the acting role of Treasurer until such time as an election for the office can be held. Carried.

Motion: Moved by Fraser Smith, seconded by Brett Wuth that the draft budget for the use of the remaining proceeds of the 2013 Casino be approved as amended, contingent upon acceptance by the AGLC. Carried. Brett Wuth outlined the upcoming budget process and time line along with the broad budget goals and direction of the society.

CISM Team

Motion: Moved by Fraser Smith, seconded by Brett Wuth that the Pincher Creek CISM Team be authorized to share PCSAR's Phone.com number as proposed. Carried.

Motion: Moved by Fraser Smith, seconded by Brett Wuth that $200.00 be contributed to the PincherCreek CISM Team and that the 2014-2015 Budget be so amended. Carried.

Committee Reports

Call Out

The Chair of this committee reported on the challenges being faced by the committee.

Action Item: A request was made to the Board to help in recruiting existing members to help with the call out demand.

Fundraising

No report available.

Training

Included in the Board package is a report by the Training Committee Chair, Brett Wuth. It was noted that there has been low attendance at training night and the Training Committee urgently needs more members.

Action Item: A request was made to the Board to promote participation in attending and organizing training.

Membership

No report available.

Equipment

Brian Balak, Equipment Committee Chair, reported on recent activities. Brian has been in contact with the supplier in Lethbridge who will make a prototype of the required ferno cover.

Pre-Plan

Challenges regarding coverage of on call managers were presented in the Committee Chair's report.

Action: A request to the Board to consider another search manager's course.

Technical Rescue

Included in the Board package is a report by the Technical Rescue Committee Chair, Brett Wuth. Challenges mentioned were low turn out to training.

Action: Board to promote participation from the general membership.

Audit

No report available.

Action: Diann Piwek to distribute 2014 Audit Report to the Board.

Board of Directors Action Items

Action Items were reviewed. Noted changes are to:

• Item 20 and Item 32 – Diann Piwek was asked to take the lead on ensuring that the 2014 Audit report be emailed out to the membership.

Adjournment

The next board meeting will be August 4th, 2015 at 17:30.

Motion: Moved by Brett Wuth, seconded by Fraser Smith to adjourn. Carried.

The meeting adjourned at 19:03.

1. Call to Order (Brett, 17:30, 1 min)
2. Agenda (Brett, ..., 3 min)
   1. Additions to the Agenda
   2. Suggested motion: Moved by _______________, seconded by _______________ that the Agenda be adopted as (presented/amended).
3. Minutes (Diann, ..., 3 min)
   1. Minutes of 2015-06-02 meeting as circulated
   2. Errors or Omissions
   3. Suggested motion: Moved by _______________, seconded by _______________ that the minutes of the June 2, 2015 board meeting be adopted as (presented/amended).
   4. Ratification

      Suggested motion: Moved by _______________, seconded by _______________ that the motions adopted at the June 2, 2015 board meeting without quorum now be ratified with quorum.

4. New Member Applications (Brett, ..., 2 min)

   Suggested motion: Moved by _______________, seconded by _______________ that the following applicants be approved as Associate Members of the Society:

   
   

   
   

   Suggested motion: Moved by _______________, seconded by _______________ that the board conduct a phone interview of the following membership applicants:

   
   

   
   

   Suggested motion: Moved by _______________, seconded by _______________ that the board decline the membership applications of the following:

   
   

   
   

5. Vision of a SAR future (Brett, ..., 20 min)
6. Incidents
   1. 2015-06-19 "Flathead" incident (Brett, ..., 5 min)
7. Financial
   1. Financial Statements (Diann, ..., 5 min)

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

   2. Approval of Cheques over $500 or outside budget (Dick, ..., 5 min)

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

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

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

   3. Charitable status (Diann, ..., 2 min)
   4. 2013 Casino Proceeds (Brett, ..., 10 min)

      Suggested motion: Moved by _______________, seconded by _______________ that the Fraser Smith be appointed to the acting role of Treasurer until such time as an election for the office can be held.

      Suggested motion: Moved by _______________, seconded by _______________ that the draft budget for the use of the remaining proceeds of the 2013 Casino be approved as amended, contingent upon acceptance by the AGLC.

   5. 2015-2016 Budget (Brett, ..., 5 min)
      1. Budget process and timeline
      2. Broad budget goals and direction
8. CISM Team
   1. Suggested motion: Moved by _______________, seconded by _______________ that the Pincher Creek CISM Team be authorized to share PCSAR's phone.com number as proposed.
   2. Suggested motion: Moved by _______________, seconded by _______________ that $200 be contributed to the Pincher CISM Team and that the 2014-2015 Budget be so amended.
9. Committee Reports
   1. Fundraising (..., 3 min)
   2. Training (Brett, ..., 2 min)
   3. Membership
      1. Criminal Records Review (Brett, ..., 2 min)
   4. Equipment (Brian, ..., 5 min)
      1. status of Command Post flooring; new bag for Ferno Stretcher
   5. Pre-Plan (Brett, ..., 2 min)
   6. Technical Rescue (Brett, ..., 1 min)
   7. Call Out (Brett, ..., 1 min)
   8. Audit (John, ..., 3 min)

      Distribution of 2014 report

      need for audit committee members for 2014-2015 audit beginning of September in order to present statement to November AGM

10. Action Items Review & Update (Brett, ..., 5 min)
11. Adjournment (Brett, ..., 1 min)

    Next Board Meeting: 2015-08-04 17:30

    Proposed motion: Moved by _______________, seconded by _______________ to adjourn