Editing Board of Directors/2017-02-07/Minutes

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__NOTOC__
__NOTOC__
== Status of this document ==
== Status of this document ==
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<!--
 
This document is a draft.
This document is a draft.
It has not yet been adopted by the board.
It has not yet been adopted by the board.
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<!--
 +
This document is a official.
 +
It has been adopted by the board at the {{link|Board of Directors/2016-08-02}} meeting.
 +
It can be amended at any board meeting.
-->
-->
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This document is official.
 
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It has been adopted by the board at the {{link|Board of Directors/2017-02-16}} meeting.
 
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It can be amended at any board meeting.
 
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== Attending ==
== Attending ==
Present:
Present:
* {{member|Brett Wuth}} (President)
* {{member|Brett Wuth}} (President)
 +
* {{member|Igor Grujic}} (Secretary/Treasurer) (joined at 18:16 and left at 18:50)
* {{member|Frank Melo}} (Director at Large)
* {{member|Frank Melo}} (Director at Large)
 +
* {{member|John MacGarva}} (Director at Large) (via phone)
* {{member|Susanna MacGarva}} (Administrator)
* {{member|Susanna MacGarva}} (Administrator)
Absent with Regret:
Absent with Regret:
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* {{member|Igor Grujic}} (Secretary/Treasurer)
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* none
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* {{member|John MacGarva}} (Director at Large)
+
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<!-- Quorum was achieved. -->
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Quorum was achieved.
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'''Quorum was not achieved.''' All motions needed to be ratified at the next meeting with quorum.
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Motions were ratified at the {{link|Board of Directors/2017-02-16}} meeting.
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Guests:
Guests:
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=== Call to Order ===
=== Call to Order ===
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The Meeting was called to order at 17:37 by Brett.
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The Meeting was called to order at 17:40 by Brett.
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Susanna recorded the minutes.
+
=== Agenda ===
=== Agenda ===
 +
No additions to the Agenda
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'''Moved''' by Brett Wuth, seconded by Frank Melo that the Agenda be adopted as amended. Carried.
+
'''Moved''' by Brett Wuth, seconded by Frank Melo that the Agenda be adopted as presented. Carried.
=== Minutes ===
=== Minutes ===
-
Minutes of 2017-01-17 meeting. No Errors or Omissions
+
Minutes of 2016-12-06 meeting. No Errors or Omissions
-
'''Moved''' by Brett Wuth, seconded by Frank Melo that the minutes of
+
'''Moved''' by Brett Wuth, seconded by Frank Melo that the minutes of the December 6, 2016 board meeting be adopted as presented. Carried.
-
the January 17, 2017 board meeting be adopted as presented. Carried.
+
-
=== Administrator's Report ===
+
=== Community Response Group ===
-
Susanna reported that the CRA annual filing has been completed and sent off.
+
In a final review of our membership 7 members will meet the Provincial Status. 5 are local and 2 are from Lethbridge. By default the remaining members will be moved to the Community Response Group.
-
She will be completing the Alberta Registries annual return and mail out.
+
-
=== New Administrator Search ===
+
After a pros and cons discussion it was decided to do a mail out to
 +
this Community Response Group with a signed application to complete
 +
their Criminal Records check along with a covering letter advising
 +
these members that this step is still missing to meet Provincial
 +
requirements if they are interested in being a part of the formal
 +
SAR group, it will also include the date of Feb 28th, 2017 for
 +
ICS 100 workshop and the web address to do the course which is 3 hours
 +
in length.
-
The following resources were use to place ads:
+
John and Susanna will draft the letters. Susanna will mail them.
-
The Pincher Creek Voice, Pincher Creek Echo, Shootin' the Breeze, and Kijiji.
+
-
It was discussed that the Advertising Budget be amended to allow for these ads.
+
-
'''Moved''' by Brett Wuth, seconded by Frank Melo that the budget for Advertising be increased from $0.00 to $300.00. Carried.
+
=== Administrator's Report ===
 +
Susanna reported that
-
Frank Melo presented the committee with one resume and one phone number of people who had expressed interest in the Administrators job.
+
"I met with the new account manager at the ATB. First to advise them
 +
that, Diann Piwek's card # is no longer required and so her a/c # was
 +
deleted from PCSAR a/c.
-
=== Financial Statements ===
+
Then I discussed the option of leaving the annual fee at $35.00/year
 +
not the $65.00 that they charge businesses for having their business
 +
credit card. Dianne (ATB) said she would take it to the branch manager
 +
and get back to me. Lastly we discussed PCSAR's $1000.00 GIC security
 +
required by ATB to have a credit card. This GIC was set up to mature
 +
into our current bank account then upon maturing a new GIC was created
 +
triggering a service fee for this transaction. I had this process
 +
changed. This GIC is now locked in place and upon maturing it will
 +
automatically roll over and the interest will be transferred into our
 +
current account.
-
Susanna drew it to the board's attention that the Bank Charges to date
+
Shell has requested our bank information for electronic deposit,
-
are over budget due to the increase in the Mastercard fee from $35.00
+
because moving forward they will not be mailing out cheques for the
-
to $65.00.
+
grants they approve. (Humorously we had just received Shell's cheque
 +
in the mail for our last grant application).
-
'''Moved''' by Brett Wuth seconded by Frank Melo to increase the
+
Thank you notes were sent out to the Ladies Livingston Social Club and
-
budget for Bank Charges from $50.00 to $140.00. Carried.
+
Val Jankunis along with the requested Tax Receipt, for the donations
 +
we have just received. Val advised us that her donation will be
 +
matched by Home Depot.
-
There are a couple of Administrator accounts that were over budget due
+
Susanna reported problems with Phone.com during the registration of
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to the fact that mileage had not been included in the budget
+
students for the recently hosted SAR course. She will go back and find
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calculations. Brett requested that the Administartor verify charges to
+
the dates and contact the company.
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these categories and that a budget adjustment be proposed keeping the
+
-
total Administrator unchanged.
+
-
'''Moved''' by Frank Melo, seconded by Brett Wuth that the Financial
+
=== Administrator Resignation ===
-
Statements be accepted as information. Carried.
+
-
=== Approval of cheques over $500 or outside budget ===
+
Susanna's letter of Resignation as Administrator was circulated to the
 +
board for review. After some discussion she said she would stay on
 +
after February 28 if we had still not found my replacement. She is
 +
willing to help with the training of my replacement.
-
'''Moved''' by Brett Wuth, seconded by Frank Melo that payment of
+
Replacement Search will be done by Brett Wuth, Susanna MacGarva and Igor Grujic.
-
$768.59 to MacGarva Company Ltd. for administrator's services in the
+
-
month of December 2016 be approved. Carried.
+
-
'''Moved''' by Brett Wuth, seconded by Frank Melo that payment of
+
'''Moved''' by Frank Melo, seconded by John MacGarva that a committee
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$1212.09 to Rocky Mountain Mechanical for repairs to the Mobile
+
of Brett Wuth, Susanna MacGarva, and Igor Grujic be formed to search
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Command Post be approved. Carried.
+
for a new administrator, and recommend an individual and terms to the
 +
board. Carried.
-
A motion that payment of $2,884.67 to Wildsoft Consulting for
+
=== Financial Statements ===
-
instructional services at the SAR Basic Course was tabled until the
+
-
next meeting
+
-
=== Liaison ===
+
'''Moved''' by Igor Grujic , seconded by John MacGarva, that the
 +
Financial Statements be accepted as information. Carried.
-
Brett reported that the RCMP remain comfortable with the Community
+
"Budget vs Actual" is presenting a nicer format to see monthly
-
Response Group and they will be looking to include the CRG in searches
+
expenses and YTD expenses. Both of these amounts are being compared to
-
along with PCSAR.
+
the monthly and annual budget figures.
-
The Board discussed liability issues faced by members of the CRG that
 
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respond to searches. These are the same issues that are faced by
 
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specialized individuals (such as outfitters and sledders) or
 
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spontaneous volunteers, that the RCMP have request in the past. The
 
-
tasking agency is responsible for the people they request
 
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help from.
 
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The request will come from the RCMP to the individual CRG members.
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=== Audit ===
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PCSAR may offer to help communicate that request to the individuals.
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Audit has been completed and the records and Sign off Sheet have been
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But neither PCSAR nor the CRG will be requesting that the
+
picked up.
-
individuals respond.
+
An email needs to be sent to the
 +
membership with the Financial Statements and Auditor's Statement attached.
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There was a discussion about whether the CRG might want to have the
+
=== CRA Annual Filing ===
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arrangements formalized in an MOU. Brett will discuss with Wanda.
+
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However in the past negotiating written agreements with the local RCMP
+
-
have been unsuccessful. PCSAR's MOU with the local RCMP was agreed,
+
-
but needed to be sent to the provincial RCMP 'K' Division beauracrcy
+
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for approval. They submitted it to the national RCMP lawyers for
+
-
review, and after a year still did not have any response.
+
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Brett went to the provincial SAR workshop in Nordegg and presented
+
Moving forward the CRA Charities Return will be completed
-
on how the CRG was created to allow the community to use some of our now
+
and sent out by the end of the week.
-
former members that don't meet the new provincial requirements. It was
+
=== Donations ===
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well received.
+
We have just received another Anonyms Donation from the TD Private Giving Foundation in the amount of $3,373.01.
 +
=== SAR Basics Financial ===
 +
Susanna reports:
-
Brett spoke extensively with the SAR Alberta President, who didn't
+
"I am still missing invoices from the instructors who taught at our SAR
-
feel the solution was ideal, but understood the need.
+
Basic course. This is due to the fact that they were not advised of
 +
the hourly rate we are willing to pay. Igor and I were able to
 +
discuss the budget that I completed prior to the course being
 +
started. At this point Igor approved this budget as it stood. This
 +
states a rate of $18.50/hr for all certified instructors. I can now
 +
email the instructors with this rate so they can submit their invoices
 +
to me. It was noted that this approval needs to be done prior to these
 +
grant courses are run."
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The workshop had several other presentations and sessions. It was a good learning and general liaison opportunity.
+
=== Approval of cheques over $500 or outside budget ===
-
 
+
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Brett later brought up aspects of the provincial requirements with the Fire Commissioner.
+
-
 
+
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Both the OFC and SAR Alberta for the first time expressed an interested in making small
+
-
adjustments to provincial requirements to make it easier for groups
+
-
like ours.
+
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The changes however appear to require a lengthy process and it may be
+
-
some time before we see any improvements.
+
-
 
+
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=== Fundraising ===
+
-
 
+
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The Calgary Scrambling and Mountaineering Club is hosting a fundraiser
+
-
on February 9.
+
-
Brett and hopefully Igor will attend.
+
-
 
+
-
The Shell Social Investment Fund new application deadline is March 31, 2017.
+
-
The application is about 16 hours to complete
+
-
for our target of $10,000 - $12,000.
+
-
 
+
-
=== Training ===
+
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On January 24, 2017, an ICS 100 workshop was offered at the fire hall.
+
-
 
+
-
Thursday February 16 is our regular Technical Rescue practice
+
-
at the Pincher Fire Hall.
+
-
 
+
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On Saturday February 18, we have a snowshoe up to and around the Akamina Pass in Waterton. 
+
-
 
+
-
ICS workshop at the firehall to work through the online course at
+
-
18:30 (6:30 pm) on Tuesday February 28.
+
-
 
+
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Lethbridge SAR is running a SAR Basics course over 6 days: March 3-5 and March 17-19.
+
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Lethbridge SAR will be running a Swiftwater Rescue Course in our area
+
'''Moved''' by Brett Wuth, seconded by Igor Grujic that payment of $734.06 to MacGarva Company Ltd. for administrator's services in the month of November be approved. Carried.
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(at the Oldman Dam), June 10 & 11.
+
-
=== Membership ===
+
'''Moved''' by Igor Grujic, seconded by Frank Melo that payment of $526.06 to Chris Jorgensen for instructing our SAR Basic course be approved. Carried.
-
John and Susanna are preparing the letter to former members that are missing either the Criminal Records Review and/or ICS 100. They will have a draft ready by next Tuesday.
+
=== Equipment ===
=== Equipment ===
-
John forwarded a report that he had reviewed and approved Rocky Mountain
+
John will be reviewing the Rocky Mountain Mechanical bill, Started
-
Mechanical invoices. He also advised that he had
+
truck and command post, checked over vehicles during the cold
-
not stopped by the firehall and started either the truck or command
+
weather. John is still looking to have Fraser Smith give him an
-
post since January.
+
orientation on how to run the Command Post. Light switches, generator,
 +
etc.
 +
=== Liaison ===
 +
Brett was unable No meet with Crowsnest Fire/Rescue and Crowsnest RCMP.
 +
Pincher Creek RCMP is still on board with our new structure
-
=== Prevention ===
+
Brett is off to the provincial workshop in Nordegg to sell the
 +
Community Response Group to the rest of the SAR Alberta groups that
 +
will be attending.
 +
=== Fundraising ===
-
Brett was invited by Pat Neumann (PCES)
+
The following fundraising applications have been approved:
-
to co-present and answer questions for a grade 5 Canyon School class
+
* Joint Council Funding $20,000
-
on rescue equipment following a story they had read.
+
* Shell Community Service Fund $2,000, $1,000 Solar panel $500 computer and $500 boat safety equipment.
-
Trip plans and recruitment flyers were sent home to parents.
+
-
We need to print more recruitment flyers.
+
Shell Social Investment Fund application is to be completed by 2017-01-31
-
=== Strategic Planning ===
+
Received monies from the 2001 McWhirter search and Home Depot matching amount is enroute.
-
The board went through a strategic planning session.
+
-
Our big task in the last year was coming into compliance with the provincial
+
Calgary Scramblers are hosting a fund raiser in Feb 2017 and Igor Grujic and Brett Wuth will attending this event in Calgary.
-
requirements. Now what is the next major area we are struggling with?
+
=== Training ===
-
 
+
Jan 24, 2017 a ICS 100 workshop is being offered at the fire hall.
-
The problems with the province have greatly reduced our core group.
+
-
We're seeing attendance numbers of 4-10 vs previously 15-20.
+
-
How can we move forward with these number? Workload has now been
+
-
downloaded to this small group. Burn out for this group is becoming
+
-
very real.
+
-
 
+
-
The goal for future strategic planning should be
+
-
to develop a plan to address the level of participation,
+
-
number of members, and rejuvination of the organization.
+
-
 
+
-
Barriers we are currently facing include:
+
-
* amount of work
+
-
* burn out
+
-
* mindset
+
-
* life has changed for long-time volunteers
+
-
* the disparity between paid and volunteer responders on the same incident
+
-
 
+
-
brainstorming some solutions:
+
-
* Look at a paid model
+
-
* lots of community members with Basic SAR training like the first aid model
+
-
* bring in fresh blood
+
 +
=== Technology ===
 +
Matt is authorized to purchase the computer that we received funding for from Shell
=== Adjournment ===
=== Adjournment ===
-
The next regular Board Meeting is scheduled for March 7, 17:30.
+
The Next Board Meeting is scheduled for February 7, 17:30.
-
Brett will call a sooner meeting by e-mail to ratify the motions of
+
-
this meeting which was held without quorum.
+
-
'''Moved''' by Brett Wuth, seconded by Frank Melo to adjourn. Carried.
+
'''Moved'' by Frank Melo, seconded by Brett Wuth to adjourn. Carried.

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