Board of Directors/2019-09-03/Minutes

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Status of this document

This document is NOT Official. This document has been adopted by the board at the 2019-10-01 meeting. It can be amended at any board meeting.

Attending

Present:

Quorum was achieved.

Meeting

Call to Order

The meeting was called to order Igor Grujic at 1740. Sabrina Ryans recorded minutes.

Agenda

Moved by Igor Grujic, seconded by Brett Wuth that the Agenda be adopted as amended. Carried.

Minutes

Moved by Brett Wuth, seconded by Igor Grujic that the minutes of the 2019-07-02 board meeting be adopted as presented. Carried.

New Member Applications

None to report.

Incidents

None to report.

Administrator's Report

Sabrina Ryans is working on finishing up the financials for year-end.

Action Administrator to complete year-end finances, OFC & Casino Grant Reports.

Action Administrator to enter 2018/2019 Budget into Quickbooks.

Action Sabrina Ryans will draft a policy regarding expense claim time limits to be circulated to the board and voted on during the October board meeting.

Financial

Moved by Brett Wuth, seconded by Igor Grujic that the Financial Statements be accepted as information. Carried.

Action Board members will hold an email discussion on the 2019/2020 budget. Brett Wuth will begin the conversation.

Moved by Igor Grujic, seconded by Brett Wuth that payment of $1,127.88 to 645858 AB Ltd. for administrator's services from June 16 2019 to August 31 2019 be approved. Carried.

Moved by Igor Grujic, seconded by Claus Burchert that payment of $1,209.60 to Brett Wuth for reimbursement for catering costs for SAR Basics 2018 be approved. Carried.

Moved by Igor Grujic, seconded by Claus Burchert that payment of $2,525.28 to Wildsoft Consulting for instructional services for SAR Basics 2018 be approved. Carried.

Moved by Igor Grujic, seconded by Brett Wuth that payment of $931.39 to Chris Jorgensen for instructional services for SAR Basics 2018 be approved. Carried.

Moved by Brett Wuth, seconded by Igor Grujic that the 2018/2019 Budget be adopted as the interim 2019/2020 budget and that expenditures be authorized to the total of each line item of the budget, with any individual expenditures of over $500 requiring additional board approval. Carried.

Functional Area Reports

Liaison

  • Board met with Alberta Parks District Conservation Officers to discuss collaboration and cooperation.
  • Mock Search planned for spring 2020, ideally to coincide with SAR Basics in Pincher Creek.

Fundraising

  • Action Administrator will complete OFC and Casino Grants.
  • Board is scheduled to present at Joint Council Meeting on October 24, 2019 at 1845 regarding joint funding for PCSAR.

Training

  • September training is focused on patient packaging and transport.
  • Provincial SAR conference in Rocky Mountain House, AB - September 14 & 15, 2019
  • Crowsnest Pass SAR hosting an overnight skills exercise - September 14 & 15, 2019
  • SAR Basics is being offered this fall in Lethbridge.
  • Tentative dates for SAR Basics in Pincher Creek is early 2020. Action Igor Grujic and Claus Burchert to determine needs for the course offering to determine bidding process.

Membership

  • Action: Administrator to update membership database.

Equipment

  • PC Emergency Services will provide PCSAR with a written proposal for sharing arrangement for Command Post.

Pre-Plan

  • Meeting scheduled for September 17, 2019 at 1900.

Technical Rescue Nothing to Report

Call Out

  • Board members present will reach out to specific committees this month to determine involvement etc. Action Brett Wuth to meet with Technology and Pre-Plan, Igor Grujic to meet with Call Out and CRG.

Audit

  • Action Brett Wuth to contact members with audit experience to locate 2 to complete the audit prior to the November 2019 AGM.
  • Action Sabrina Ryans to reach out to local accountants for assistance in preparing the 2018/2019 audit.

Technology Nothing to Report

Prevention Nothing to Report

Action Item Review and Update

All action items from the previous meeting were covered within the meeting agenda.

Strategic Planning

  • Relationship with Alberta Parks is going well.
  • ActionFollowing the AGM, Administrator will investigate and recommend ways to increase and improve member communications and public profile of PCSAR.
  • Discussion had on ways to increase the public profile of PCSAR.
  • AGM discussed. Action: Administrator will look into options discussed during the meeting and will bring suggestions and planning requirements to board for decision during October board meeting.

Adjournment

Moved by Brett Wuth, seconded by Igor Grujic to adjourn.

Meeting was adjourned at 1850.

Next board meeting is scheduled for October 10, 2019 at 1730.

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