Minutes from May 29, 2013 Prairie Region Council conference call.
Present:
Marianne Hladun, Dave Burchell, Denni Ernst, David Fandrich, Deborah Ferguson, Tim Hogan, Timothy Hunt, Nancy Johnson, Glen Johnston, Jackie Nettleton, Susan Norman, David Pearson, Matt Tijani, Clint Wirth, Lisa Garnier,
Jeffrey Vallis, Alison Davis
Regrets :
Jerad Cooper, Alec Goertzen, Petrina Runns
No response:
Imy Bhatty, Shaun Brennand, Keith Gauthier, Alex George, Chad Kemery, Darlene Lewis, Steve Van Opstal
The package from the PRC Finance Committee was sent out this morning. The Committee is looking for input, from the PRC, while recognizing that the final decision could be made by the REVP. Brother Goertzen sent an email this morning, which has been sent to the PRC, with concerns as to the time frame in which the document had been sent.
Sr. Hladun polled PRC on the call. There were no objections from the PRC to go through the report and discuss how to proceed.
The Finance Committee has reviewed and done an extensive analysis of the packages that were submitted from the Area Councils, Regional Women’s Committees, Human Rights Committees & Regional Aboriginal Peoples Circle. A couple of Committees have still not provided information or the package is incomplete.
The recommendations are as follows:
RECOMMENDATION A - Committees/Councils are to be designated as Active, Inactive or Closed.
Designation of Inactive means:
- An indication that the committee/council needs some assistance from PRC reps and RO staff to move forward.
- No monies are to be spent or committed until a plan is developed and reviewed by the REVP with the exception of reasonable expenses for planning meetings to prepare a plan.
- All financial records are to be retained by the nearest Regional Office.
- Committee/council is to work with the respective PRC member to come up with a plan to ensure financial and reporting requirements are fulfilled and to develop realistic short term goals to ensure the committee/council continues moving forward. Plans are to be submitted to the Finance Committee via the REVP’s office. PRC reps, RO staff and REVP will monitor progress.
- If a plan is not submitted within a reasonable timeframe or if the submitted plan is not being implemented, the REVP may request that PRC designate the committee/council as Closed.
- committees/councils will not receive an annual budget allocation unless recommended by the Finance Committee based on the plan of action .
- Monies will still be retained for convention to ensure sufficient funds are available if the committee/council is deemed active prior to convention.
The PRC was in agreement on Recommendation A. It was requested that bullet two under Inactive be expanded. This change has been included.
Designation of Closed means:
- Bank accounts must be closed and all funds must be returned to the REVP’s office. The REVP will hold the funds and only release after consultation with the Finance Committee.
- All financial records and documents must be returned to the nearest Regional Office
- Committee/council will not be eligible to send a delegate to convention. Any funds currently being held in the convention delegate fund will be put into the convention line item.
RECOMMENDATION B – HRC’s
Based on the information provided, the Finance Committee recommends the distribution of funds as follows:
Calgary HRC: $1200.00
North Sask RAPC: $2000.00
The other two active HRC’s (Regina and Winnipeg) currently have sufficient funds to operate and implement planned activities identified in their submitted budgets for 2013.
It is recommended that the Edmonton HRC be designated as inactive.
The Saskatoon HRC has not been active for many years and will be officially closed and the funds in the account will be recouped by the REVP office.
Convention funds will be held for all 5 committees/circles.
RECOMMENDATION C – RWC’s
Based on the information provided, the Finance Committee recommends the distribution of funds as follows:
Lethbridge RWC: $1500.00
Calgary RWC: $2000.00
The other active RWC’s currently have sufficient funds to operate and implement planned activities identified in their submitted budgets for 2013.
It is recommended that the Edmonton RWC, Prince Albert RWC & Westman RWC be designated as inactive.
Convention funds will be held for all 8 RWC’s.
RECOMMENDATION D – AREA COUNCILS
Based on the information provided, the Finance Committee recommends the distribution of funds as follows:
Edmonton AC: $1500.00
Lethbridge AC: $750.00
Calgary AC: $1500.00
Winnipeg AC: $1500.00
Westman AC: $750.00
The other active Area Councils currently have ample funds to operate and implement planned activities for 2013 or specifically identified no additional funds needed for 2013.
It is recommended that the Prince Albert Area Council be designated as inactive.
Convention funds will be held for all 8 Area Councils.
RECOMMENDATION E – UNALLOCATED FUNDS
Finance Committee recommends that unallocated funds:
- Be used for the sole purpose of the committees/councils.
Option A – the funds be used to host a one-day (Saturday) meeting for one rep from each committee and PRC for the purpose of discussing recruitment strategies. One meeting per province held at the most economical location (e.g. Sask. meeting could be held in Davidson and members could carpool from each location)
Option B – funds could be held and used for newspaper ad buys in local newspapers that would support the work of the area councils or committees
Option C – the funds remain in reserve until the next PRC meeting when a discussion could take place (recruitment initiatives?)
The PRC was in agreement that any remaining funds would be used solely for the purpose of committee/council work. No final decision was made on how the unallocated funds would be used. This will be discussed at later date.
Discussion:
- Glen would like to see a procedure for submitting minutes of Councils/Committees to ensure they are posted to the website.
- Marianne advised that there is a staff rep assigned to each committee/area council. Currently in the process of documenting the role of staff working with committees/area councils. Lisa says they are there to provide resources but need to define their specific role. Marianne and Lisa will have further discussions.
- Marianne says that it is important that committees/area councils get the assistance, education and support they need especially those which will be designated inactive. PRC reps assigned to committees/area councils should work with the applicable Staff rep.
- The procedures document is intended to streamline financial accounting as financial accountability is very important to the membership.
- Marianne thanks the committees/area councils for working through this new process. She will be reviewing the procedures document again so that it can reflect input that has been received.
- The funds that will be held will not be used for any newly created Young Workers Committees. Those committees would receive a $500.00 start up cheque from Ottawa and each region will receive $12,000.00 for Young Worker initiatives. There are also line items within the PRC budget that can be used.
- The PRC budget passed at Convention specifies an amount to be received by Area Councils ($1500.00) but the division of allocated funds to HRC’s and RWC’s are not defined. Marianne asks if it is fiscally responsible to provide the $1500.00 to area councils that have large bank balances, have not requested any funds or are inactive.
- Letters will be sent to every committee/area council advising of details pertinent to their specific committee/area council.
A survey monkey will be sent to the PRC tomorrow asking the Council if they agree to sending out the funds as recommended. There will be a one week deadline to respond so that cheques can be sent out as soon as possible.
Next monthly PRC update call will be on Tuesday, June 11, 2013.
End 11:40 a.m.