Editing Board of Directors/2017-10-03/Minutes

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__NOTOC__
== Status of this document ==
This document is a draft.  
It has not yet been adopted by the board.

== Attending ==

Present:
* {{member|Brett Wuth}} (President)
* {{member|Frank Melo}} (Director at Large)
* {{member|John MacGarva}} (Director at Large)
* {{member|Igor Grujic}} (Secretary/Treasurer)
* {{member|Rose Bonertz}} (Administrator, non-voting)

Absent with Regret:
* None

Quorum was achieved.

Guests:
* None

== Meeting ==

=== Call to Order ===

The meeting was called to order by Brett at 17:30.  Rose recorded the minutes.

===Agenda=== 
'''Moved''' by Frank Melo seconded by Igor Grujic that the Agenda be adopted as presented.  Carried.

===Minutes===
'''Moved''' by John MacGarva seconded by Brett Wuth that the minutes of the June 6, 2017 board meeting be adopted as presented. Carried

'''Moved''' by John MacGarva, seconded by Igor Grujic that the minutes of the September 7, 2017 board meeting be adopted as presented.  Carried

=== Incidents === 
During the Kenow Fire, Pincher SAR supported the Pincher fire department (PCES) by providing a feeding and recuperation station using our Briefing Trailer. Service was provided within the evacuation zone at Twin Butte for 36 hours September 12 - 13 until the staging area was shut down.  Brett Wuth, Matt Lynch and Cindy were on site during this time.
 
=== Financial Statements ===
Rose presented the financial statements.

'''Moved''' by Brett Wuth, seconded by John MacGarva that the Financial Statements be accepted as information.  Carried.

Rose will update the year end financials and upload to wiki for Board approval and submission to the auditors.

=== Budget Adjustments ===

'''Moved''' by Brett Wuth, seconded by John MacGarva that the 2016-2017 Budget be amended by increasing the Recruitment and Retention  category from $300 to $350.00.  Carried.

=== Audit=== 
'''Moved''' by Igor Grujic, seconded by Brett Wuth to appoint Cindy Drake and Adam Grosse to act as auditors for the Society for the financial year ending August 31, 2017.  Carried.

Igor will contact Cindy Drake and Adam Grosse to see if they are available to conduct audit.

=== Approval of cheques over $500 or outside budget ===

No cheques over $500.00 for this month.

=== Budget === 
Brett presented the budget figures for board approval and explained each line item.

'''Moved''' by Brett Wuth, seconded by Igor Grujic that the 2017-2018 budget be adopted as presented and that expenditures be authorized to the total of each line item of the budget, with any individual expenditure of over $500 requiring additional board approval.  Carried.

=== Liaison ===
SARA Financial Controversy: Brett explained that there was some claimed financial irregularities in the SAR Alberta records that were being investigated.
As a result there will be a General Meeting Oct 21, in Drayton Valley, it was agreed that Brett would attend on behalf of Pincher Creek Search and Rescue.

SARA has come out with a Code of Conduct for its use. Brett elaborated on this topic saying that PCSAR is within guidelines.

SARA has a New Training Coordinator.

SARA's new Communications Strategy is to send emails to members every 2 weeks updating them on information available.

The Canadian Stanadards Association is having a Workshop Nov 3-5 on curriculum development.
Brett has applied to attend.

SARA has deals with Shell's Burnt Timber site and Norquest College campuses across the province giving us access for training and meetings.

SARA's AGM is scheduled for the end of April.

=== Fundraising === 
The Provincial training grant application has been submitted as has the
Shell SIF grant application.

Shell CSF grant application will be done by Igor and Frank. Form can be completed online.  Brett will forward information to Igor and Frank.

=== Training === 
Rural Navigation will be held tonight.  Legal land description reading will be key topic.
Lethbridge SAR is hosting a compass exercise.
Hike in Waterton is scheduled for this Saturday October 7th.
Regional Mock search is scheduled for October 14th on the Blood Reserve.  Search and Rescue teams from Lethbridge, Medicine Hat, Pincher Creek, Crowsnest Pass as well as Salvation Army, police services will be in attendance.

=== Equipment === 
Command Post has had all filters changed as well as the oil.  Requires "paid for" stickers to be applied.  Frank is going to Rocky Mountain Equipment to obtain diesel fuel additive as well as invoice so maintenance records are current.

=== Pre-Plan === 
Manager on-call changes
Matt Lynch will not be a Search Manager next year so qualified members will need to be contacted to see who is interested in the position.  We require 3 active Search Managers.

=== Strategic Planning === 
Brett asked Board to think of ideas to get more new members.  Rose will send out email about annual General Meeting scheduled for November 7th at the firehall in Pincher Creek.  The AGM will be potluck and commence at 6:30 pm.  One week before AGM Rose will call membership to remind them in an effort to increase attendance.
Igor suggested a stronger presence on social media as a way to recruit.
=== Adjournment === 
 Next Board Meeting: December 5, 17:30
 ''Suggested motion: Moved by Igor Grujic, seconded by Frank Melo to adjourn.

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@@ Line 1: / Line 1: @@
 __NOTOC__
 == Status of this document ==
+This document is a draft.
+It has not yet been adopted by the board.
+<!--
 This document is official.
 It has been adopted by the board at the {{link|Board of Directors/2017-06-06}} meeting.
 It can be amended at any board meeting.
+-->
 == Attending ==
@@ Line 52: / Line 56: @@
 === Audit===
-'''Moved''' by Igor Grujic, seconded by Brett Wuth to appoint Cindy Drake and Adam Grose to act as auditors for the Society for the financial year ending August 31, 2017.  Carried.
+'''Moved''' by Igor Grujic, seconded by Brett Wuth to appoint Cindy Drake and Adam Grosse to act as auditors for the Society for the financial year ending August 31, 2017.  Carried.
 Igor will contact Cindy Drake and Adam Grosse to see if they are available to conduct audit.
@@ Line 95: / Line 99: @@
 === Equipment ===
-Command Post has had all filters changed as well as the oil.  Frank is going to Rocky Mountain Equipment to obtain diesel fuel additive as well as invoice so maintenance records are current.
+Command Post has had all filters changed as well as the oil.  Requires "paid for" stickers to be applied.  Frank is going to Rocky Mountain Equipment to obtain diesel fuel additive as well as invoice so maintenance records are current.
-The already paid for stickers for the briefing trailer need to be installed.
 === Pre-Plan ===
-Matt is unable to continue to take a rotation of on-call manager starting next year.
+Manager on-call changes
-With only 3, now 2 managers able to take on-call, the on-call system will have to change
+Matt Lynch will not be a Search Manager next year so qualified members will need to be contacted to see who is interested in the position.  We require 3 active Search Managers.
-unless we can get more active managers.
-The preplan committee will try a system of having the call-back line ring the phones
-of all managers simultaneously.
-It is hoped that will provide sufficient coverage.
-If their are gaps, STARS would be asked to reach out to LASARA or other neighbouring groups
-for a manager.
 === Strategic Planning ===
-Brett asked the Board to think of ideas to get more new members.  Rose will send out email about annual General Meeting scheduled for November 7th at the firehall in Pincher Creek and follow up with a phone call to all members the week before.  The AGM will be potluck and commence at 6:00 pm.
+Brett asked Board to think of ideas to get more new members.  Rose will send out email about annual General Meeting scheduled for November 7th at the firehall in Pincher Creek.  The AGM will be potluck and commence at 6:30 pm.  One week before AGM Rose will call membership to remind them in an effort to increase attendance.
 Igor suggested a stronger presence on social media as a way to recruit.
 === Adjournment ===
-Next Board Meeting: December 5, 17:30
+ Next Board Meeting: December 5, 17:30
+ ''Suggested motion: Moved by Igor Grujic, seconded by Frank Melo to adjourn.
-'''Moved''' by Igor Grujic, seconded by Frank Melo to adjourn.  Carried.