Meeting Minutes
Lardeau Valley Community Club Board of Directors Meeting
Location: 13429 Hwy 31, Meadow Creek, BC
Date: Wednesday, October 4, 2023
Time: 3:00 PM – 6:00 PM
Next Meeting: Monday, November 20, 2023 at 4:00 PM
Governance Training: Monday, October 16, 2023 at 11:00 AM
1. Call to Order / Establish Quorum
The meeting was called to order at 3:15 PM.
Quorum was established.
2. Check-In / Team Building
A check-in and team-building discussion was held.
All present reported that things were good.
A link to a free personality test was shared.
3. Explanation of Consent Agenda
The Chair explained that a consent agenda is an attachment to a meeting agenda containing documents provided for information purposes only.
4. Approval of Meeting Agenda
Val Smith motioned to approve the meeting agenda.
Ann Skelton seconded the motion.
Motion passed.
5. Approval of Consent Agenda
There was no consent agenda.
6. Manager’s Report
Nikita provided the Manager’s Report.
Hall Hours and Programming
Drop-in hours were reported as:
- Monday, Wednesday, and Friday: 9:00 AM – 12:00 PM
- Thursday evening: 6:00 PM – 9:00 PM
The Manager is taking a yoga instructor course.
The Manager will be going to Nelson for Thanksgiving supplies and cleaning supplies.
Patrick is renting the hall for seniors bowling.
Yoga classes are planned from January to May.
Community bake day continues.
A board game night with a potluck was discussed as a possibility for one or two nights per month.
Bjorn contacted the Club about a UFC viewing event. Board members rejected the idea.
For Thanksgiving, board members were asked to bring stuffing and dessert.
Seniors Exercise
Amanda Cutting will restart seniors exercise soon and show Nikita the process.
Fitness Centre
The Manager would like to allocate funds from fitness memberships toward improvements to the fitness centre and signage.
Harvest Festival
The Fall Harvest Festival went well.
Terra Therma
The Club is waiting for a response from Terra Therma.
Showerhouse
The showerhouse emergency light batteries need to be replaced.
The electrician is sourcing replacements.
Campground
Dogs at the campground need to be under control, and rules need to be enforced.
The Board discussed the issue of long-term campground residents and whether LVCC wants to be in a landlord-type position.
The Board discussed allowing Rob to move to Site 10. Rob has a generator, and there were concerns about Rosie barking. The move was discussed for peace of mind for all involved.
Val Smith motioned to approve the Manager’s Report.
Cheyenne Schielke seconded the motion.
Motion passed.
7. Treasurer’s Report
No Treasurer’s Report was available.
8. Business / Discussion
Old Business
Signing Authority
Ann Skelton signed the required forms.
Lynda Lafleur
The Board is waiting on the assessment report.
Greg Underwood
The Board discussed that Greg Underwood is still upset with the Board and may raise concerns.
The Board decided to address the matter as it comes.
New Business
CRA Authorized Persons
Remove Deb Ogilvie as Authorized Representative
Val Smith motioned to remove Deb Ogilvie as signing authority for CRA.
Ann Sale seconded the motion.
There were none opposed.
Motion passed.
Add Val Smith and Ann Skelton as Authorized Representatives
Val Smith motioned to add Val Smith and Ann Skelton as signing authority for CRA.
Cheyenne Schielke seconded the motion.
There were none opposed.
Motion passed.
Credit Card
Amanda Cutting motioned to apply for a credit card to be held by the Manager, with the President and Treasurer as account representatives and a card limit of $5,000.
Val Smith seconded the motion.
There were none opposed.
Motion passed.
Annual Report Filing
The Board noted that a report must be filed with BC Societies within 30 days of the AGM.
Amanda Cutting and Ann Skelton will sit down and complete the filing.
Auditor
Requests were sent to two firms that provide engagement services: Childs Chanton and Grant Thornton.
One firm has responded.
Information will be sent to obtain a quote, and the Board will be updated on progress.
Road Maintenance
The Club is in contact with Cory Jakobs to obtain a quote to fix the roads around the hall.
A snowplowing person needs to be found.
The Manager is looking into this.
Maintenance Grant
Amanda Cutting has sent a request to extend the maintenance grant and will follow up.
Well
Randy Harder will investigate the well.
Board Meeting Date
The Board agreed to set a regular meeting date:
Third Monday of each month at 4:00 PM
Community Input
The Board reviewed the following community input items:
Bowling League
There have been requests from the community for a bowling league.
Bingo Nights
There have been requests from the community for more bingo nights.
Field Improvements
The Board discussed making the field more user-friendly with grass and soccer nets.
The CKISS grant was mentioned for removing invasive species.
Thrift Store Expansion
The Board discussed adding the thrift store to strategic planning.
The Board also discussed starting conversations with artists about displaying and selling art, and adding this idea to strategic planning.
9. Governance Training
Val Smith motioned to move governance training to another day.
Ann Skelton seconded the motion.
There were none opposed.
Motion passed.
10. Next Steps
The Board discussed next steps, including:
- finalizing Board and Manager role descriptions;
- creating an employee contract;
- deciding on key performance indicators; and
- addressing these items at the next meeting.
A governance training and HR session was scheduled for:
Monday, October 16, 2023 at 11:00 AM
Board members were asked to bring a potluck dish.
11. Adjournment
Val Smith motioned to adjourn the meeting.
Ann Skelton seconded the motion.
There were none opposed.
Motion passed.
The meeting was adjourned at 4:50 PM.
Next Meeting
Monday, November 20, 2023 at 4:00 PM
Governance Training
Monday, October 16, 2023 at 11:00 AM
Board members were asked to bring a potluck dish.