Editing Board of Directors/2017-10-31/Minutes

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__NOTOC__
== Status of this document ==
This document is 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.
-->

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

Absent with Regret:
* none

Quorum was achieved.

Guests:
* none

== Meeting ==

=== Call to Order ===
The Meeting was called to order at 15:55 on 2017-10-31 by Brett via e-mail.
Brett recorded the minutes.

=== Budget Adjustments ===

At the last board meeting we reported that the financial
statements for the 2016-2017 year end (August 31) did not show the same
categories as were approved by the board in its budget.  When the
revised financial statements came out we would likely have some
categories that were over budget.  Our plan was/is to amend the
2016-2017 budget to approve any over budget categories, thus authorizing
those expenses.  We wanted to get all this done before the AGM and with
enough time for the auditors to review the financial statements.

It took longer than we planned.  The revised financial statements are
almost complete.  But we need to get the board's 2016-2017 budget
amendments ASAP so that we can get the everything to the auditors right
away.

So I wanted to give you the revised Income and Expense statement now and
have you vote on the budget amendment.  Attached is the latest Income
and Expense statement for the 2016-2017 budget year.  There are a few
minor changes that Rose is currently working on.  We'll distribute those
when she's ready (hopefully tomorrow).

1/ The statement doesn't show the budget figures. Instead I've attached
the current version of the 2016-2017 budget which was approved by the
board on October 3.  (There's a draft at
http://pcsar.dyndns.org:8080/mediawiki/index.php/Members:Financial/Statements
but it's missing some other figures).

2/ There's $229.98 at the end of the statement for "Briefing trailer
supplies", which hasn't yet been classified as to which budget category
it falls in.  It would be a combination of "Response Supplies" and/or
"Vehicle Maintenance" depending on their nature.

Here's the categories that are over budget:

Satellite Communications budget $1500 actual $1509.14

Bank Service Charges budget $50.00 actual $137.40

Vehicle Maintenance budget $3000.00 actual $4,434.25 (or may be as high
as $4664.23 depending on how the "Briefing Trailer Supplies" are
classified)

The Administrator's Time is in total under budget: budget $11,250.00
actual $10,779.90.  However some of the individual categories of the
Administrator's time are over budget (while others are under budget).

Administrators Time - Board budget $1,158.00 actual $1,514.20

Administrators Time - Committee - Audit budget $180.00 actual $180.00

Administrators Time - Committee - Equipment budget $90.00 actual $0.00

Administrators Time - Committee - Fund Raising budget $450.00 actual $0.00

Administrators Time - Committee - Membership budget $1,458.00 actual $442.80

Administrators Time - Committee - Preplan budget $342.00 actual $0.00

Administrators Time - Committee - Training budget $738.00 actual $880.00

Administrators Time - President budget $480.00 actual $839.40

Administrators Time - Secretary budget $2,574.00 actual $2,798.70

Administrators Time - Treasurer budget $3,780.00 actual $4,124.80

Therefore to authorize the payments that were made in excess of the
current 2016-2017 budget and to allow auditing to proceed, I'm calling a
board meeting via email.

http://pcsar.dyndns.org:8080/mediawiki/index.php/Board_of_Directors/2017-10-31

'''Moved''' by Brett Wuth, seconded by Frank Melo that the 2016-2017 Budget
be amended by
* increasing the "Satellite Communications" budget from $1500 to $1510,
* increasing the "Bank Service Charges" budget from $50 actual $140,
* increasing the "Vehicle Maintenance" budget from $3000 to $4,700,
* increasing the "Administrator for the Board" budget from $1,158 to $1,520,
* increasing the "Administrator for Training Committee" budget $738 to $880,
* increasing the "Administrator for the President" budget from $480 to $840,
* increasing the "Administrator for the Secretary" budget from $2,574 to $2,800,
* increasing the "Administrator for the Treasurer" budget $3,780 to $4,200,
* decreasing the "Administrator for the Equipment Committee" budget from $90.00 to $0,
* decreasing the "Administrator for the Fundraising Committee" budget from $450 to $0,
* decreasing the "Administrator for the Preplan Committee" budget from $342 to $0, and
* decreasing the "Administrator for the Membership Committee" budget from $1,458 to $450.
In favour: Brett Wuth, Frank Melo, John MacGarva; no vote: Igor Gruijic.  '''Carried.'''

=== Adjournment ===
The next regular Board Meeting is scheduled for December 5, 2017 at 17:30.

The meeting adjourned on 2017-11-02 at 11:08.

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@@ Line 52: / Line 52: @@
 away.
-So the revised Income and Expense statement is being provided now to allow a vote on the budget amendment.
+So I wanted to give you the revised Income and Expense statement now and
-The latest Income
+have you vote on the budget amendment.  Attached is the latest Income
-and Expense statement for the 2016-2017 budget year was distributed.  There are a few
+and Expense statement for the 2016-2017 budget year.  There are a few
 minor changes that Rose is currently working on.  We'll distribute those
-when she's ready.
+when she's ready (hopefully tomorrow).
-/ The statement doesn't show the budget figures. Instead the current version of the 2016-2017 budget which was approved by the
+/ The statement doesn't show the budget figures. Instead I've attached
-board on October 3 was distributed.
+the current version of the 2016-2017 budget which was approved by the
+board on October 3.  (There's a draft at
+http://pcsar.dyndns.org:8080/mediawiki/index.php/Members:Financial/Statements
+but it's missing some other figures).
 / There's $229.98 at the end of the statement for "Briefing trailer
@@ Line 66: / Line 69: @@
 "Vehicle Maintenance" depending on their nature.
-The categories that are currently over budget are:
+Here's the categories that are over budget:
 Satellite Communications budget $1500 actual $1509.14
@@ Line 101: / Line 104: @@
 Therefore to authorize the payments that were made in excess of the
-current 2016-2017 budget and to allow auditing to proceed, the following motion was presented.
+current 2016-2017 budget and to allow auditing to proceed, I'm calling a
+board meeting via email.
+http://pcsar.dyndns.org:8080/mediawiki/index.php/Board_of_Directors/2017-10-31