Meeting Minutes
Lardeau Valley Community Club Board of Directors Meeting
Location: 13429 Hwy 31, Meadow Creek, BC
Date: Monday, December 11, 2023
Time: 4:00 PM – 6:00 PM
Next Meeting: Monday, January 15 at 4:00 PM
1. Call to Order / Establish Quorum
The meeting was called to order at 4:15 PM.
2. Check-In
A check-in was held at 4:16 PM.
3. Ratification of November 27, 2023 Decision
The Board ratified the November 27, 2023 decision to approve the employment contract and appendices.
On November 27, 2023, Val Smith motioned to approve the employment contract and appendices.
Cheyenne Schielke seconded the motion.
All present voted in favour.
Motion passed.
4. Approval of Meeting Agenda
Val Smith motioned to approve the meeting agenda.
Cheyenne Schielke seconded the motion.
All were in favour.
Motion passed.
5. Manager’s Report
Nikita provided no report.
6. Business / Discussion
Old Business
CRA Authorized Persons
Amanda Cutting will fax the required information the following day.
Credit Card
The Board is waiting for minutes from the November 20 meeting.
TechSoup / Asana Task Management Software
Moving forward, the Board will use Asana Task Management Software to help keep the Board and Manager organized and on task.
Insurance
Updated information regarding the hall and its operations was sent to the insurance broker.
The policy is being reviewed among different providers.
Christmas Party Recap
The Christmas Party was reviewed.
Approximately 90 people attended.
The Board noted that Christmas music should be included in the music mix.
There were two extra loins, which will be donated to the Food Cupboard.
Financial results included:
- $1,518 collected at the door
- $450 in donations
- Approximately $900 in physical donations
A full financial report will be provided in January.
New Business
Manager’s Report Action Items
There were no action items from the Manager’s Report.
Snowplowing
Val Smith motioned to switch the snowplowing contractor from Brenton Industries to Dave of C.C., once Dave’s insurance is finalized.
Cheyenne Schielke seconded the motion.
All were in favour.
Motion passed.
2024 Board Work Plan
Val Smith motioned to use the Board Work Plan, with the understanding that it is a fluid document.
Ann Skelton seconded the motion.
All were in favour.
Motion passed.
Terms of Reference / Roles & Responsibilities
The Board reviewed wording around directors’ involvement in major events in the Terms of Reference and Roles & Responsibilities documents.
The wording was adjusted based on the discussion.
7. Adjournment
Val Smith motioned to adjourn the meeting.
Cheyenne Schielke seconded the motion.
All were in favour.
Motion passed.
The meeting was adjourned at 5:30 PM.
Next Meeting
Monday, January 15 at 4:00 PM