Brighter Futures Society

Board Meeting Minutes

January 13, 2016

Present: Irene Van der Kloet Fort Vermilion

Gerry Cyr High Level

Wally Schroeder La Crete

Sharon Wurtz High Level

Sonya Cardinal Fort Vermilion

Larry Neufeld La Crete

Regrets: Jennifer Wilson

1. Meeting called to order @ 5:10pm

2. Additions to/Deletions from Agenda: addition to new business

6 c) CIP grant

Wally Schroeder moved agenda as revised

3. Approval of Minutes for December 1, 2015: minutes were approved via email.

4. Old Business: None

5. a) Irene presented the Narrative Report of December 1, 2015 – January 13, 2016 to the Board. (see attached report)

b) Financial Report: Irene presents financial report from December 1, 2015 – January 13,2016 (see attached report)

Motion to update both reports to reflect that the mortgage in LC is paid by Wally Schroeder.

Sharon Wurtz motions to transfer the $336.39 from CFS ATB account into the fundraising account, and to close the ATB account. Carried

Motion to accept January 13, 2016 narrative and financial reports with amendments by Sonya Cardinal

6. New Business

a) Prepare bylaws for AGM – ED would like board to review society bylaws: bylaws seem vague in its wording particularly around voting and membership. Also locations such as Rainbow Lake, High Level and the number of the MD is no longer valid. Please review for AGM and be ready to make decisions.

b) Annual wage increase vs budget – ED would like to address this after the bylaws are discussed.

c) CIP grant – BFS received $8890. in grant money. Would like to pay for the furnace in LCHS, fence at FVHS and a technology upgrade for the ED. Wally Schroeder makes motion to use matching funds from fundraising account and the CIP grant to pay for the furnace, fence and new computer for ED.

7. Correspondence: None

- IN CAMERA MEETING –

Next Meeting: April 6, 2016 in Fort Vermilion. Location TBA

Meeting adjourned @ 6:00


NARRATIVE REPORT Dec 1, 2015 – January 13, 2016

1. SERVICE DELIVERY

a. FVHS: 20 children

b. LCHS: 23 children

c. PPHS: 10 children

2. HUMAN RESOURCES

a. Nicole Mitchell (LCHS) is expected to complete her Child Development Worker education in April 2016.

b. Candice Calliou is expected to complete her Child Development Supervisor education in April 2016.

c. Amanda Driedger on mat leave as per February 2016. Position not to be filled immediately, casual worker will come in when necessary.

d. Debbie Siemens will take over Amanda’s position in LCHS.

.

3. REPORTS DUE

a. Interim report to PHAC due January 31, 2016.

b. Underspending notice due to PHAC by January 31, 2016.

4. FINANCES

a. See Financial Report.

b. FVHS raised $542.00 at the arts and craft sale in December plus approximately $130.00 for “Cookies with Santa”.

c. PPHS raised $ 480.00 in a basket draw.

d. Ranwal has installed the furnace for LCHS, they quoted us $5,328.98 for a new furnace and hot water tank.

e. Discussed financial challenges (rising cost vs same budget in last seven years) with PHAC Program Consultant January 5th. She’ll communicate them with Ottawa, but budget will remain the same for 2016-2017. It is 99% sure that contract will be renewed as of April 1, 2017. What the budget will be is unsure yet.

f. Submitted Casino financial report to AGLC (expenditures Sept 1, 2013 – August 31, 2015).

g. Budget transfer request submitted to PHAC (pre-approved by Program Consultant).

5. MEETINGS ATTENDED, UPCOMING MEETINGS AND ACTIVITIES

a.  Nicole Mitchell (LCHS) to attend Active Parenting training in Red Deer Jan 11-12.

b.  Four staff members to attend the Joining Hands Conference in March, High Level.

c.  Staff has shown interest in the Educational Assistant Conference in Edmonton February 19th.

d.  Irene plans to attend Early Childhood Development meeting in Edmonton March 8-9, as well as part of the CAPC-CPNP Conference, also in Edmonton, on the same date.


FINANCIAL REPORT

BOARD MEETING JANUARY 13, 2015

Public Health Agency Canada
April 1 – Dec 31 / budget / expenses / Balance to spend / Budget transfers
Personnel / 272,372 / 220,565 / 51,807 / 24,000 from Equipment
Travel / 14,000 / 12,476 / 1,524[1]
Materials and Supplies / 19,249 / 14,817 / 4,432 / 1,500 from Equipment
Equipment incl bussing / 48,994 / 10,983 / 38,011 / Less 26,555 (to Personnel, Materials and Other)
Rent and Utilities / 44,560 / 33,455 / 11,105
Evaluation / 2,500 / 2,500 / 0
Other / 24,300 / 26,893 / (2,593)[2] / 1,055 from Equipment

Bank balance in the PHAC account as per Dec 31, 2015 is $66,332.48 .

We requested budget transfers from Equipment to Other, Materials and Supplies, Personnel and Travel to match the actual expenses.

CFS

Bank balance in the CFS account as per Dec 31, 2015 is $ 2,463.39. After completing their financial statements CFS requested $2,127 returned as surplus. Request to transfer the balance of $336.39 into Fundraising and close the account.

CASINO

Current balance as per Dec 31, 2015 is $ 13,024.09 which we need for Casino 2016.

FUNDRAISING

Fundraising as per Dec 31, 2015 / Available per site (60% of $ raised)
FVHS* / 763.87
LCHS / 848.33
PPHS / 2,153.69
Total / 3,765.89

*FVHS has done two fundraisers: a basket raffle and a “cookies with Santa” partnership with FVSS (Fort Vermilion Support Services). The proceeds of those fundraisers have not been added up yet.

Fundraising general account income and expenses:

Account / Period / income / expenses / Balance
8023-394 (general FR account / April 1, 2015 – Dec 31, 2015 / $9,451.49 / $8,030.39 / 25,559.22
8987-388 (rent and utilities Chinchaga ALC) / April 1, 2015 – Dec 16, 2015 / $14,985.00 / $8,411.48 / $6,573.52
8987-361 (damage deposit) / The funds in the damage deposit account ($1,485) were transferred to the “rent and utilities” account to avoid maintenance fees in both accounts.

*Of this amount, $3,765.89 is for the sites to spend (their fundraising portion) and $21,793.33 is available for general spending purposes. We’ll spend $5,383 on the furnace and hwt in La Crete.

Expenses in our Rent and Utilities account:

Utilities for Chinchaga Adult Learning; we replaced the oven and purchased a new kitchen counter. We had the swings removed.

[1] We received $1,781 from CAPC and will receive another $1,219 from CAPC for training. These amounts are not included in this table. It brings our expenses down by $3,000.00.

[2] We expect to receive money from the AB Job Grant @ $2,236 (plus an additional amount in the current semester). We expect $500.00 from a bursary Nicole Mitchell received from Mackenzie County.