Date: Sunday, March 15, 2026
Time: 5:30pm
Location: Meadow Creek Bar & Grill, Meadow Creek, BC
**Closed Session Note:**This meeting will be held in closed session to general members under Bylaw 3.21(b) (Board and director evaluations/succession planning) and 3.21(d) (conflict-of-interest situations). Only directors, the Manager (for reporting purposes only), and any invited individuals may attend.
Purpose of Meeting: To elect an Interim President, re-arrange Executive Officer positions, appoint a new director to fill a casual vacancy, approve updates to the Board Policy Manual, establish a Playground Committee for the $676,000 accessible playground and covered picnic area project, and address recent governance matters following the resignation of the President.
Attachments:
• Proposed Amendments Package (March 2026)
• Attachment A – Playground Committee Terms of Reference
AGENDA
1.Call to Order
(Vice-President or acting chair calls the meeting to order)
2.Establishment of Quorum
(Confirm at least 3 directors are present – Bylaws 3.15)
3.Approval of Agenda
Motion: “I move that the agenda for this Special Board Meeting be approved as presented.”
4.Election of Executive Officers / Filling of Vacancies
(All motions will be handled under Robert’s Rules of Order)
a) Removal of current Treasurer from the Treasurer role
Motion: “I move that Kris Healy be removed from the office of Treasurer, effective immediately. This does not affect her status as a Director.”
b) Election of new Secretary
Motion: “I move that Kris Healy be elected Secretary of the Board, effective immediately.”
c) Appointment of Interim Treasurer
Motion: “I move that Kris Healy [or Lorraine Hawthorne or Val Smith?] continue to serve as Interim Treasurer until a permanent Treasurer is elected or until the next Annual General Meeting, whichever occurs first. She may resign this interim role at any time with 14 days’ notice to the Board.”
d) Election of Interim President
Motion: “I move that Jaeden Woodland be elected Interim President of the Board, effective immediately and continuing until the next Annual General Meeting or until a permanent President is elected.”
e) Ratification of Executive Slate (optional but recommended)
Motion: “I move that the Board ratify the following executive positions effective immediately:
•Interim President: Jaeden Woodland
•Vice President: Bjorn Torgerson
•Secretary: Kris Healy
•Interim Treasurer: Kris Healy [or Lorraine Hawthorne or Val Smith?]”
f) Appointment of Director to Fill Casual Vacancy
Motion: “I move that [Full Name of Member in Good Standing], a member in good standing, be appointed as a director to fill the casual vacancy on the Board created by the resignation of the former President, effective immediately.
5.Governance and Policy Updates
a) Approval of Board Policy Manual Updates
Motion: “I move that the Board approve the updates to the Board Policy Manual as set out in the attached Proposed Amendments Package, including:
• New Policy 1.17 – Policy Manual Maintenance & Approval
• Clarifying addition to section 2.1.6 (Delegation to the Manager)
• New subsection 1.10.4 (Creation of Policy)”
b) Establishment of Playground Committee
Motion: “I move that the Board establish a Playground Committee under Policy 1.7 with the Terms of Reference attached as Attachment A. Membership to consist of at least one director (chair) + up to 5 community members + the Manager (ex-officio, non-voting), with exact membership to be confirmed at this meeting.”
c) Official Written Request for Playground Project Report
Motion: “I move that the Manager provide the Board, within 7 days of this meeting (by March 22, 2026), with a comprehensive written report on the $676,000 accessible playground and covered picnic area project. This report will then be provided to the Playground Committee at before its inception on March 24th, 2026. The report must include:
• Current status of design, drawings/specifications, and site preparation;
• Timeline for tendering, construction, and grant milestones;
• Full grant compliance details, including all expenditures to date and remaining budget;
• List of all vendors, contractors, or third parties contacted, citing all agreements;
• Any identified risks, issues, or deadlines; and
• Recommended next steps for the committee to consider.
The report shall be distributed to all directors and Playground Committee members in advance of the committee’s first meeting.”
d) Disclosure of March 10 & 11, 2026 Policy Manual Changes
Motion: “I move that the Manager provide the Board, within 7 days, with:
(i) a side-by-side marked-up version (or detailed change log) of every edit made to the Board Policy Manual on March 10 and March 11, 2026;
(ii) the rationale or justification for each change; and
(iii) confirmation that no other changes were made without Board knowledge since the last Board-approved version.
The information shall be distributed to all directors in advance of the next board meeting.”
See: LVCC Proposed Amendment Package
6.Other Business
(Any additional urgent items – e.g., next regular Board meeting date, bank signing authority update; planning for General Meeting)
7.Adjournment
Motion: “I move that the meeting be adjourned.”
Notes for Chair
•All motions are simple majority
•Ensure Attachments included with Agendas.
•The meeting is closed to members (Policy 1.8.2.1 and Bylaws 3.21).
•Minutes must be taken (new Secretary will do this once elected) and saved digitally.
•Direct the Secretary to update the official Policy Manual and distribute the revised version.
•Place the Bylaw amendments on the agenda for the next AGM with a Board recommendation for approval.
•After the meeting, immediately update the bank signing authorities (Bylaws 4.24–4.25) and send a short notice to the Manager and membership confirming the new officers.
This agenda is 100 % compliant with your Bylaws (4.14, 4.15, 4.17) and Policy Manual (Section 1.8). It keeps everything clean, professional, and on the record.