Meeting Minutes
Lardeau Valley Community Club Board of Directors Meeting
Location: 13429 Hwy 31, Meadow Creek, BC
Date: Monday, June 17, 2024
Time: 4:00 PM – 7:00 PM
Next Meeting: Monday, July 15 at 4:00 PM
Attendance
In Attendance: Amanda Cutting, Cheyenne Schielke, Bjorn Torgerson, Greg Underwood
Absent with Regrets: None noted
1. Call to Order / Establish Quorum
The meeting was called to order at 4:00 PM.
Quorum was not established at 4:20 PM.
Quorum was established by 5:00 PM.
2. Check-In / Welcome New Board Members
A check-in was held and new board members were welcomed.
3. Review Director’s Code of Conduct
The Director’s Code of Conduct was reviewed.
Updates regarding ongoing meetings were discussed.
4. Update Competency Matrix
The competency matrix was updated as members arrived.
5. Approval of Meeting Agenda
Cheyenne Schielke motioned to approve the meeting agenda.
Greg Underwood seconded the motion.
All were in favour. There were none opposed.
Motion passed.
6. Approval of Meeting Minutes from April 15, 2024
Greg Underwood motioned to approve the meeting minutes from April 15, 2024.
Cheyenne Schielke seconded the motion.
All were in favour. There were none opposed.
Motion passed.
7. Business / Discussion
Old Business
Asana Task Management Software
Greg Underwood will assist with the Asana task management software.
Auditor / Bookkeeping
Val Smith will continue working on auditor/bookkeeping matters if time allows.
Campground — Long-Term Residency / Policies
This matter is being worked on and will be revisited at the next meeting.
Grants
Grant status is currently unknown.
Community Development / Maintenance
The deadline of May 9 was missed.
CBT Smart Grant
The Board noted that the deadline had passed.
Heating
Gerry from EnerWest is scheduled to come and inspect the system the following week.
Half of the quoted amount has been paid to date.
Website
Greg Underwood is working on the website.
By July 15, Greg will ask LINKS about visual website grant opportunities.
Policy Meeting
A policy meeting date was set.
The campground and showerhouse policies will be the primary focus.
AGM
The annual report was filed.
The new bylaws were filed.
The AGM date was noted as the second Tuesday in May.
Thrift Store
Drew Miller offered assistance with the thrift store project.
Generator
Materials have not yet been purchased.
Maintenance Priorities
The maintenance person requires time due to injury.
Grounds and buildings have a maintenance list.
Fee Schedule Meeting
This item was noted in connection with the strategic plan.
A first meeting was tentatively discussed for July 1.
Strategic Planning
Strategic planning meetings were discussed for July 8 and July 22.
The Board will set a meeting date to discuss the tactical plan.
8. Break
A break was held at 5:30 PM.
9. New Business
Committee Reports
Lawn Tractor Races Committee
By July, the committee intends to have a registration package prepared, including rules and regulations.
The committee is also assessing the track.
Fire Trailer Committee
The committee has connected with LFPS, who are waiting for new pumps before selling a new one to LVCC.
Programming Committee
The programming update noted that approximately $1,300 remains.
An extension will be requested.
Event Planning Committee
The committee needs more members and volunteers.
Board Elections
Greg Underwood motioned for Amanda Cutting to be named President.
Cheyenne Schielke seconded the motion.
All were in favour. There were none opposed.
Motion passed.
Greg Underwood motioned for Cheyenne Schielke to be named Vice President and Secretary.
Drew Miller seconded the motion.
All were in favour. There were none opposed.
Motion passed.
Greg Underwood motioned for Val Smith to be named Treasurer.
Cheyenne Schielke seconded the motion.
All were in favour. There were none opposed.
Motion passed.
The resulting officer roles are:
- President: Amanda Cutting
- Vice President / Secretary: Cheyenne Schielke
- Treasurer: Val Smith
CRA Authorization
Cheyenne Schielke motioned to remove Ann McGee-Skelton as an authorized representative.
Greg Underwood seconded the motion.
All were in favour. There were none opposed.
Motion passed.
KSCU Signing Authority
Cheyenne Schielke motioned to remove Ann McGee-Skelton as a signing authority.
Greg Underwood seconded the motion.
All were in favour. There were none opposed.
Motion passed.
POS System
The POS system was discussed.
HR Meeting Date
An HR meeting was discussed.
A virtual meeting was scheduled for:
Saturday, July 6 from 10:00 AM to 12:00 PM
Review Employee Job Description and HR Policies
The employee job description and HR policies will be reviewed.
New Director Orientation
New Director Orientation will be scheduled with the new board members.
10. Q&A with the Board
Bjorn Torgerson expressed interest in joining the Board.
Greg Underwood motioned to vote in Bjorn Torgerson as a board member.
Cheyenne Schielke seconded the motion.
All were in favour. There were none opposed.
Motion passed.
11. Adjournment
Greg Underwood motioned to adjourn the meeting.
Bjorn Torgerson seconded the motion.
All were in favour. There were none opposed.
Motion passed.
The meeting was adjourned at 7:00 PM.
Next Meeting
Monday, July 15 at 4:00 PM