Board of Directors/2019-10-08/Minutes

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[edit] Status of this document

This document has been adopted by the board at the 2019-10-22 meeting. It can be amended at any board meeting.

[edit] Attending

Present:

Absent with Regrets

Quorum was achieved.

[edit] Meeting

[edit] Call to Order

The meeting was called to order Igor Grujic at 1745. Sabrina Ryans recorded minutes.

[edit] Agenda

Moved by Igor Grujic, seconded by Brett Wuth that the Agenda be adopted as presented. Carried.

[edit] Minutes

Moved by Brett Wuth, seconded by Igor Grujic that the minutes of the 2019-09-03 board meeting be adopted as presented. Carried.

[edit] New Member Applications

Moved by Brett Wuth, seconded by Igor Grujic that Norm Keeler be approved as an Associate Member of the Pincher Creek Search and Rescue Society. Carried.

Moved by Igor Grujic, seconded by Brett Wuth that Denis Hache be approved as a member of the Community Response Group. Carried.

[edit] Incidents

None to report.

During a local weather event, discussions were had to potentially mobilize members of PCSAR to assist EMS in accessing rural properties if EMS were unable to reach homes due to snow volume over roads and driveways. This was not needed and members were not mobilized.

[edit] Administrator's Report

QuickBooks is up to date through to August 31, 2019 and work is beginning on preparing the year-end with the goal of having audited financial statements for the AGM in Nov 2019.

Budgets for 2018/2019 and 2019/2020 were entered into QuickBooks.

OFC Grant was submitted in September and we are in compliance. Waiting on the Provincial Budget to find out if there will be grant opportunities going forward. Casino Grant is delayed but expected to be completed shortly. Action: Sabrina will work with board members to sort out details and submit.

AGM is approaching and location and plans need to be finalized. Action: Sabrina will look into booking venues and set up a list of action items to help decide on the structure of this year's AGM.

[edit] Financial

See notes in the Administrator's report regarding budgets and grants.

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

Moved by Brett Wuth, seconded by Igor Grujic that the 2018-2019 Budget be amended to increase the Bank Services category from $50.00 to $100, the Software category to be increased from $200 to $500 and the Website category to be increased from $300 to $500. Carried.

Action: Brett to review 2019/2020 budget, propose changes and circulate via email for review by the board at the next board meeting.

[edit] Functional Area Reports

Liaison

  • Director of Emergency Management for the region is working with Castle Mountain Resort and other stakeholders to set a meeting up to discuss and plan Avalanche response in the area. This is planned for mid-November. Brett sent out a poll to those who would be a good fit for attending and representing PCSAR at that meeting.
  • Action: Brett will follow up with key people to confirm interest in representing PCSAR.

Fundraising

  • Action Administrator will complete Casino Grant with assistance from the Board.
  • Board is scheduled to present at Joint Council Meeting on October 24, 2019 regarding joint funding for PCSAR. Action: Sabrina and Brett will review budget presentation.
  • A perceived conflict of interest was raised in having Brett and Sabrina as sole presenters, due to their relationships with the Town, to avoid this, Action: Igor will either attend the meeting or find a member to take his place, to assist with the presentation.
  • Noted that Shell will likely be offering funding for Legacy Projects as they leave the community. Action Board and Administrator will look for this funding should it become available. Some discussion was had about potentials projects. Board will discuss after AGM.

Training

  • Good turn out for the October meeting, with highly qualified members and interested public.
  • Action Brett will follow up with members to ask about training interests and set a schedule for 2019/2020.
  • SAR Basics will be offered in winter/spring of 2020 in Pincher Creek. Action Sabrina will reach out to a minimum of 2 providers to request quotes for offering training.

Membership

  • New members were added, interest from the public in joining PCSAR increased this fall.
  • Action Sabrina will update Member Database.
  • Action: Sabrina will print and put more New Member Packages in Firehall cabinet.

Equipment

  • Action: Sabrina to inventory, buy bins and label uniforms.
  • Action: Sabrina to come up with a uniform policy.
  • Action: Brett will check on credit from uniform company to see if we can order any additonal items.

Pre-Plan

  • Meeting was held in September, various stakeholders attended and was productive. Next meeting will be 19 November 2019.
  • Ideally, the Mock Search for SAR Basics in 2020 will be in coordination with AB Parks and on their land base.

Technical Rescue

  • With new members joining, it is hoped that there will be renewed interest in technical rescue.

Call Out

  • Nothing to Report

Audit

  • Two local accounting firms were contacted and discussions are on-going to get a financial review and Notice to Reader done on books. The value of having a professional review of the books every few years was discussed and deemed worthwhile.
  • Action: Brett will contact members to have them in place to audit our year-end for 2018/2019.

Technology

  • Nothing to Report

Prevention

  • Avalanche Skills Training for members and the public was discussed.

[edit] Action Item Review and Update

All action items from the previous meeting were covered within the meeting agenda.

[edit] Strategic Planning

  • Further planning will take place with the new Board, following the AGM.
  • Conference call board meeting test was successful and may be implemented more often in the future to allow for greater participation and flexibility for board members.

[edit] Adjournment

Moved by Igor Grujic, seconded by Brett Wuth to adjourn.

  • Meeting was adjourned at 1913.
  • Next Board Meeting: 2019-10-22 at 1730.
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