Board of Directors/2017-10-03/Minutes

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Status of this document

This document is a draft. It has not yet been adopted by the board.

Present:

Brett Wuth (President)
Frank Melo (Director at Large)
John MacGarva (Director at Large)
Igor Grujic (Director at Large)
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

1. Additions to the Agenda
2. Suggested motion: Moved by Frank Melo seconded by Igor Grujic that the Agenda be adopted as presented. Carried.

Minutes

Minutes of 2017-06-06 meeting Errors or Omissions

Suggested motion: Moved by John MacGarva seconded by Brett Wuth that the minutes of the June 6, 2017 board meeting be adopted as presented. Carried
Minutes of 2017-09-07 meeting 
Errors or Omissions
Suggested motion: Moved by John MacGarva, seconded by Igor Grujic that the minutes of the September 7, 2017 board meeting be adopted as presented.  Carried

=== Incidents === (Brett, 17:39)

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.
Administrator's Report (Rose, 17:41)
Financial
1. Financial Statements (Rose, 17:46)

Rose presented the financial statements.

1. Suggested motion: Moved by Brett Wuth, seconded by John MacGarva that the Financial Statements be accepted as information.
2. Budget Corrections (Brett, 17:56)
  Suggested motion: 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.

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

1. Audit (Igor, 18:01)
  Suggested motion: 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.

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

1. Approval of cheques over $500 or outside budget (Rose, 18:04)

No cheques over $500.00 for this month.

1. Budget (Brett/Igor, 18:07)
  Suggestion Motion: 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.

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

Functional Area Reports
1. Liaison (Brett, 18:22)
  SARA Financial Controversy, Brett explained that there was some financial irregularities that were being investigated.

GM Oct 21, Drayton Valley, it was agreed that Brett would attend on behalf of Pincher Creek Search and Rescue.
Code of Conduct, Brett elaborated on this topic saying that PCSAR is within guidelines.
New Training Coordinator,
Communications Strategy, to send emails to members every 2 weeks updating them on information available.
CSA Curriculum Workshop Nov 3-5, Brett will attend and update Board and membership as required.
Burnt Timber training site, PCSAR was given access to this area for outdoor training and education.
Norquest College, 
AGM 2018 is scheduled for the end of April, 2018

1. Fundraising (Brett/Igor, 18:27)
  1. Training grant application (done)
  2. Shell SIF grant application (done)
  3. Shell CSF grant application will be done by Igor and Frank. Form can be completed online. Brett will forward information to Igor and Frank.
2. Training (Brett, 18:30)

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.

1. Equipment (John, 18:33)

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.

1. Pre-Plan (Brett, 18:38)
  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, 18:40)

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.