Meeting Minutes
Lardeau Valley Community Club Board of Directors Meeting
Location: 13429 Hwy 31, Meadow Creek, BC
Date: Monday, April 15, 2024
Time: 4:00 PM – 6:40 PM
Next Meeting: Monday, May 13 at 4:00 PM
Attendance
In Attendance: Amanda Cutting, Val Smith, Ann Skelton, Cheyenne Schielke, Drew Miller
Absent with Regrets: Ann Sale
1. Call to Order / Establish Quorum
The meeting was called to order at 4:00 PM.
Quorum was established.
2. Check-In
A board check-in was held at 4:01 PM.
3. In-Camera Meeting
An in-camera meeting was held at 4:15 PM.
4. Approval of Meeting Agenda
Cheyenne Schielke motioned to approve the meeting agenda.
Ann Skelton seconded the motion.
There were none opposed.
Motion passed.
5. Approval of Consent Agenda
Ann Skelton motioned to approve the consent agenda.
Val Smith seconded the motion.
There were none opposed.
Motion passed.
6. Business / Discussion
Old Business
Asana Task Management Software
Amanda Cutting will focus on Asana once the books are up to date.
Auditor
The Board will look into hiring an accountant for a review engagement once the AGM is over.
Campground — Long-Term Residency
This item will be addressed at the upcoming policy meeting.
Ryan Hill
Ryan Hill is no longer interested in staying at the campground.
This item is now closed.
General Meeting of the Membership
The Board discussed clarification of some of the new bylaws surrounding the AGM.
Grants
Amanda Cutting will submit the grant application the following day.
Community Development / Maintenance
The Board is awaiting a response from Enerwest.
Heating
Heating was discussed as part of the maintenance update.
Strategic Planning
A SWOT analysis was planned for the upcoming meeting on April 22, 2024.
The meeting will be held in person and is scheduled for the full day.
Amanda Cutting will contact Kelvin to clarify the final bullet point of the mission statement.
Website
Greg Underwood is still working on the website.
Policy Meeting
A policy meeting was scheduled for:
Thursday, April 25 from 6:00 PM to 7:30 PM
The campground and showerhouse policies will be the primary focus.
AGM
The Board discussed the election method for the AGM.
Candidates will be listed and reviewed one by one, with members voting yay or nay on each candidate.
Bookkeeping
Bookkeeping is expected to be completed by the end of April.
Bakery Days
Annie will create a draft contract for April 24.
7. Break
A break was held at 5:20 PM.
8. New Business
Committee Reports
Lawn Tractor Races Committee
The committee has not met since the last board meeting.
Fire Trailer Committee
The committee is awaiting a new pump from the Lardeau Fire Protection Society.
Programming Committee
The committee has not met since the last board meeting.
Event Planning Committee
Easter was not very well attended.
The committee recommended not continuing Easter programming due to repeated low attendance over the years.
Preparations for the Seniors’ Dinner are underway. Decorations have been ordered. Amanda Cutting is unable to get time off work, and Ann Skelton is unable to cook the meal while also managing the rest of the event. The committee suggested hiring a caterer.
Thrift Store
Val Smith motioned to move ahead with the plan to renovate the basement and create a thrift store.
Ann Skelton seconded the motion.
There were none opposed.
Motion passed.
Generator
Ann Skelton motioned to purchase the necessary supplies to complete an oil change on the generator.
Val Smith seconded the motion.
There were none opposed.
Motion passed.
Maintenance Priorities
This item was deferred until after the AGM.
CBT SMART Grant
Amanda Cutting will find the original application and send it to Val Smith for update and submission.
POS System
This item was deferred to June.
CBT Webinars
Amanda Cutting shared the link for upcoming Columbia Basin Trust Non-Profit Advisors webinars.
Open Hall
Amanda Cutting proposed that board members could take turns opening the hall on Friday nights.
No board members agreed to the proposal.
HR Meeting Date
An HR meeting was scheduled for:
Saturday, May 4 from 9:00 AM to 10:30 AM
Review Employee Job Description and HR Policies
The Board discussed reviewing the employee job description and HR policies.
9. Q&A with the Board
The following questions and comments were raised:
Friday Open Hall
Drew Miller offered to open the hall on occasional Friday evenings if the Board was willing.
CBT SMART Grant — Stream One
Drew Miller suggested that the Club pursue Stream One of the CBT SMART Grant, which could provide funding to install an EV charging station at the hall.
Vision Statement
Drew Miller stated that he liked the vision statement and that it was one he could support.
Thrift Store
Drew Miller suggested that there should not be a drop-off fee for people leaving items at the thrift store.
All-Candidate Meetings
Drew Miller asked whether there would be a virtual attendance option for the meeting.
The answer was no, as the Club does not currently have the technology to make that possible.
Board Member Recruitment
Drew Miller suggested that current board members do more to engage with the community and recruit new board members.
10. Adjournment
Ann Skelton motioned to adjourn the meeting.
Cheyenne Schielke seconded the motion.
There were none opposed.
Motion passed.
The meeting was adjourned at 6:40 PM.
Next Meeting
Monday, May 13 at 4:00 PM