Board of Directors/2013-12-10/Minutes
From PCSAR
PINCHER CREEK SEARCH AND RESCUE SOCIETY REGULAR BOARD MEETING MINUTES December 10th, 2013
SPECIAL MEETING
IN ATTENDANCE: Nicole Boissenault, Brett Wuth, Alieza Cyr, Yvonne Cyr, Ron Hann, Adam Grose
1.0 Call to Order – Alieza called the meeting to order at 18:12.
2.0 Agenda
a) Additions to the Agenda
Brett added 3.0 (d) – Membership Database
Brett added 3.0 (e) - Decision for HEROS – computer software
Adam added 3.0 (f) – MOU with province
Adam added 3.0 (g) – Letter to the Board
b) Approval of the Agenda
Brett made a motion to approve the agenda as amended, Ron seconded. CARRIED.
3.0 Business
a) Search Policies re: recent search
There was lengthy discussion surrounding the most recent search and the complexities between having an independent search versus a tasked search, and what role PCSAR has.
ACTION - Brett is to draft a letter and send to the Board for approval, get Alieza to sign and send to the general membership.
Brett made a motion to approve the letter to the membership via email, Ron seconded. CARRIED.
Recorded vote as follows:
In Favour – Brett Wuth, Alieza Cyr, Yvonne Cyr, Bradley Boese, Brian Balak, Ron Hann
Opposed – NONE
No Response – Cindy Mauthe Drake, Nicole Boissenault, Mike Duff
b) 2014 Budget
ACTION – Adam to draft a calendar of Board Important Events – e.g. when to draft the budget, when to apply/report grants & distribute these calendar’s to the committee members.
Brett made a motion to approve the August 16, 1013 to August 15, 2014 Budget as amended, Nicole seconded. CARRIED.
Brett made a motion to authorize expenditures of single items up to $200.00 within budget limits and category limits, Ron seconded. CARRIED.
c) Board Development – Roles and Responsibilities at Board Meetings
ACTION – Brett has offered to go over Board Members Roles and Responsisbilities at every meeting to better understand everyone’s roles.
ACTION – The following policies need to be developed by the Board.
1. Confidentiality Policy
2. Policy re: Un-Tasked Searches
3. Policy re: What Happens when stood down
4. Policy to provide members with policies when becoming part of PCSAR
5. Policy regarding the safety of volunteers.
6. Policy for agreements that need Board involvement
Brett will take a stab at drafting these policies, and have policy meetings to discuss
d) Membership Database
ACTION – The membership database needs to be updated once/month. The Board will leave as is and monitor progress of Database entires.
e) Decisions for HERO’s software
ACTION – Brett will take a lead on this project and bring any recommendations back to the Board.
f) MOU with province
ACTION – the Board will review the signed copy and discuss any recommendations back to the Board.
g) Letter to Board
See attached
ACTION – Adam to develop a job description.
ACTION – Alieza to talk with Eric regarding a hiring committee.
4.0 Other Business
5.0 Adjournment – Alieza adjourned the meeting at 20:32
