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| __NOTOC__ | | __NOTOC__ |
| == Status of this document == | | == Status of this document == |
| + | This document is in creation. The minutes are being created on the fly. |
| + | <!-- |
| + | This document is a draft. |
| + | It has not yet been adopted by the board. |
| + | --> |
| + | <!-- |
| This document is official. | | This document is official. |
| It has been adopted by the board at the {{link|Board of Directors/2016-08-02}} meeting. | | It has been adopted by the board at the {{link|Board of Directors/2016-08-02}} meeting. |
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| == Attending == | | == Attending == |
| Present: | | Present: |
- | * {{member|Brett Wuth}} (President), via e-mail and phone | + | * {{member|Brett Wuth}} (President), via e-mail |
- | * {{member|Frank Melo}} (Director at Large), via e-mail and phone | + | * {{member|Frank Melo}} (Director at Large), via e-mail |
| * {{member|Igor Grujic}} (Secretary/Treasurer), via e-mail | | * {{member|Igor Grujic}} (Secretary/Treasurer), via e-mail |
| * {{member|John MacGarva}} (Director at Large), via e-mail | | * {{member|John MacGarva}} (Director at Large), via e-mail |
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| === Call to Order === | | === Call to Order === |
- | The Meeting was called to order at 15:55 on 2017-10-31 by Brett via e-mail. | + | The Meeting was called to order at ??:?? on 2017-10-31 by Brett via e-mail. |
| Brett recorded the minutes. | | Brett recorded the minutes. |
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- | === Budget Adjustments ===
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- | At the last board meeting we reported that the financial
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- | statements for the 2016-2017 year end (August 31) did not show the same
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- | categories as were approved by the board in its budget. When the
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- | revised financial statements came out we would likely have some
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- | categories that were over budget. Our plan was/is to amend the
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- | 2016-2017 budget to approve any over budget categories, thus authorizing
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- | those expenses. We wanted to get all this done before the AGM and with
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- | enough time for the auditors to review the financial statements.
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- | It took longer than we planned. The revised financial statements are
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- | almost complete. But we need to get the board's 2016-2017 budget
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- | amendments ASAP so that we can get the everything to the auditors right
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- | away.
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- |
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- | So the revised Income and Expense statement is being provided now to allow a vote on the budget amendment.
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- | The latest Income
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- | and Expense statement for the 2016-2017 budget year was distributed. There are a few
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- | minor changes that Rose is currently working on. We'll distribute those
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- | when she's ready.
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- |
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- | 1/ The statement doesn't show the budget figures. Instead the current version of the 2016-2017 budget which was approved by the
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- | board on October 3 was distributed.
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- |
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- | 2/ There's $229.98 at the end of the statement for "Briefing trailer
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- | supplies", which hasn't yet been classified as to which budget category
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- | it falls in. It would be a combination of "Response Supplies" and/or
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- | "Vehicle Maintenance" depending on their nature.
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- |
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- | The categories that are currently over budget are:
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- |
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- | Satellite Communications budget $1500 actual $1509.14
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- |
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- | Bank Service Charges budget $50.00 actual $137.40
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- |
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- | Vehicle Maintenance budget $3000.00 actual $4,434.25 (or may be as high
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- | as $4664.23 depending on how the "Briefing Trailer Supplies" are
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- | classified)
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- |
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- | The Administrator's Time is in total under budget: budget $11,250.00
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- | actual $10,779.90. However some of the individual categories of the
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- | Administrator's time are over budget (while others are under budget).
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- | Administrators Time - Board budget $1,158.00 actual $1,514.20
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- |
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- | Administrators Time - Committee - Audit budget $180.00 actual $180.00
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- |
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- | Administrators Time - Committee - Equipment budget $90.00 actual $0.00
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- | Administrators Time - Committee - Fund Raising budget $450.00 actual $0.00
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- |
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- | Administrators Time - Committee - Membership budget $1,458.00 actual $442.80
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- | Administrators Time - Committee - Preplan budget $342.00 actual $0.00
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- |
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- | Administrators Time - Committee - Training budget $738.00 actual $880.00
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- | Administrators Time - President budget $480.00 actual $839.40
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- |
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- | Administrators Time - Secretary budget $2,574.00 actual $2,798.70
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- |
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- | Administrators Time - Treasurer budget $3,780.00 actual $4,124.80
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- |
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- | Therefore to authorize the payments that were made in excess of the
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- | current 2016-2017 budget and to allow auditing to proceed, the following motion was presented.
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- |
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- | '''Moved''' by Brett Wuth, seconded by Frank Melo that the 2016-2017 Budget
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- | be amended by
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- | * increasing the "Satellite Communications" budget from $1500 to $1510,
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- | * increasing the "Bank Service Charges" budget from $50 actual $140,
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- | * increasing the "Vehicle Maintenance" budget from $3000 to $4,700,
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- | * increasing the "Administrator for the Board" budget from $1,158 to $1,520,
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- | * increasing the "Administrator for Training Committee" budget $738 to $880,
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- | * increasing the "Administrator for the President" budget from $480 to $840,
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- | * increasing the "Administrator for the Secretary" budget from $2,574 to $2,800,
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- | * increasing the "Administrator for the Treasurer" budget $3,780 to $4,200,
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- | * decreasing the "Administrator for the Equipment Committee" budget from $90.00 to $0,
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- | * decreasing the "Administrator for the Fundraising Committee" budget from $450 to $0,
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- | * decreasing the "Administrator for the Preplan Committee" budget from $342 to $0, and
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- | * decreasing the "Administrator for the Membership Committee" budget from $1,458 to $450.
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- | In favour: Brett Wuth, Frank Melo, John MacGarva; no vote: Igor Gruijic. '''Carried.'''
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| | | |
| === Adjournment === | | === Adjournment === |
| The next regular Board Meeting is scheduled for December 5, 2017 at 17:30. | | The next regular Board Meeting is scheduled for December 5, 2017 at 17:30. |
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- | The meeting adjourned on 2017-11-02 at 11:08. | + | The meeting adjourned on 2017-??-?? at ??:??. |