Meeting Minutes
Lardeau Valley Community Club Board Meeting
Time Called to Order: 3:08 PM
Next Meeting: Monday, March 17 at 5:00 PM
Attendance
In Attendance: Amanda Cutting, Val Smith, Greg Underwood, Kris Healy
Absent with Regrets: Bjorn Torgerson
1. Call to Order / Establish Quorum
The meeting was called to order at 3:08 PM.
Quorum was established.
2. Check-In
A board check-in was held at 3:09 PM.
3. Approval of Meeting Agenda
Val Smith motioned to approve the meeting agenda.
Kris Healy seconded the motion.
There were none opposed.
Motion passed.
4. Approval of Consent Agenda
Val Smith motioned to approve the consent agenda.
Greg Underwood seconded the motion.
There were none opposed.
Motion passed.
5. Business / Discussion
Old Business
Grants
The Manager reported that, due to the timelines for two grant requests, an email was sent to the Board on February 10, 2025, explaining the grant opportunities and requesting Board approval to proceed with the applications.
On February 12, 2025, Greg Underwood made two motions:
- To pursue funding through the Canada Post Foundation grant.
- To pursue funding through the Columbia Basin Trust REACH funding initiative.
Val Smith seconded both motions.
Of those who voted, the vote was unanimous for both motions.
Motion 1 passed.
Motion 2 passed.
6. New Business
Budget 2025 Adjustment
Greg Underwood motioned to include bookkeeping duties with the Manager position.
Kris Healy seconded the motion.
There were none opposed.
Motion passed.
Val Smith, Kris Healy, and Bjorn Torgerson will hold an asynchronous meeting by email to determine a suitable increase to the Manager’s salary.
Policy Approval
Kris Healy motioned to approve the Anti-Harassment Policy and Declaration and the Board Member Misconduct Policy.
Val Smith seconded the motion.
There were none opposed.
Motion passed.
Evaluation Approval
Val Smith motioned to approve the Board and Individual Director Evaluation Document.
Kris Healy seconded the motion.
There were none opposed.
Motion passed.
Nomination Committee Formation
Greg Underwood and Kris Healy will lead efforts to identify and seek out future board members for the upcoming AGM.
No formal nomination committee is being formed at this time.
The Manager will assist with advertising needs.
Board Succession Plan
The Board discussed the need for a comprehensive board succession plan, including the importance of identifying future board members with specific skills and experience.
The discussion also highlighted the importance of establishing a process for regularly evaluating board members.
Amanda presented a framework based on a ChatGPT-generated outline. The proposed framework includes sections on:
- identifying critical roles;
- planning processes;
- monitoring current board members;
- creating strategies for board member development; and
- documentation and communication.
The Board agreed to use the framework as a working document and update it throughout the year.
Asset Management Plan
Discussion of the Asset Management Plan was tabled until Amanda has completed a draft document for Board review.
Policy Meeting Dates
A meeting was scheduled for:
Saturday, March 8 at 10:00 AM
An additional meeting, if needed, was scheduled for:
Saturday, March 15 at 1:00 PM
7. Q&A with Board
No members of the public were present to ask questions.
8. Adjournment
Val Smith motioned to adjourn the meeting.
Kris Healy seconded the motion.
There were none opposed.
Motion passed.
The meeting was adjourned at 4:29 PM.
Next Meeting
Monday, March 17 at 5:00 PM