Date: April 7, 2026
Time: 5:00 pm
Location: Lardeau Valley Community Centre, 13429 Hwy 31, Meadow Creek, BC or Virtual via Zoom
Chair: President Jaeden Woodland
1. Call to Order
2. Establishment of Quorum
Secretary confirms quorum per Policy 3.15.
3. Approval of the Agenda
Motion: “I move the agenda be accepted as presented.”
4. Approval of Previous Minutes
•Minutes from the March 15, 2026 Special Board Meeting
•Minutes from the March 23, 2026 General Meeting
•Minutes from the April 1, 2026 Special Board Meeting (Governance & Policy Clarification)
Motion (for each): “I move that the minutes from _____ be approved as presented.”
5. Reports
5.1 Manager’s Report
5.2 Playground Report
•first report following April 1 confirmation of Attachment A TOR
5.3 Treasurer’s Report / Financial Update
6. Old Business
6.1 Energy Efficiency Updates for Showerhouse
6.2 Membership Structure and Fee Updates
6.3 Programming and Hall Hours Updates
6.4 Recruitment of New Board Members and Volunteers
7. New Business
7.1 Hall Use Policy Review & Updates
•arising from recent White Grizzly incident and community feedback on last-minute rentals, lock-box access, concession operations, and Manager response protocols.
7.2 Incident Reporting/Feedback System & Policy
•discussion on possible implementation of new Policy 3.12 – Incident Reporting, (possible avenue: Google Form for Staff, Board, members, and community use; website integration at lvcc.ca). See Attachment 20260407A.
If Board-approved:
Motion: “I move that the Board adopt new Policy 3.12 – Incident Reporting System & Feedback as presented in Attachment 260407A.”
7.3 Spending Delegation Motion Proposal/Discussion
•for President/Treasurer to approve Manager spending requests via email, to be ratified at next board meeting. See Attachment 20260407B
7.4 Discussion on IT Infrastructure:
•proposed Transition to Professional Managed Remote IT Service
7.4.1 Review of current IT situation
•domain control, Google Drive permissions, email accounts.
7.4.2 Discussion and proposed Motion
•to transition to a professional managed remote IT service provider (including direction to solicit proposals and phase out current volunteer IT support).
7.4.3 Discussion and proposed Motion
•to immediately turn off all cameras at the LVCC until a new IT service provider can take over the management of the security.
7.5 Discussion on Manager Complaint of Non-Compliance against Board
•See Attachment 20260407C.
7.6 Ratification of $106,500 Playground Expenditures
•Discussion and motion to adopt Board Resolution – Attachment 260407D.
Motion: “I move that the Board adopt the Resolution regarding the $106,500 Playground Expenditures as presented, with Option ___ , in Attachment 260407D.”
8. Q & A with RDCK Board Chair Aimee Watson
9. Motions Arising from Discussion
Secretary reads back all motions carried for the minutes.
10. Next Meeting Date
Confirmation of next regular Board meeting date.
11. Adjournment
Motion: “I move that the meeting be adjourned.”