Meeting Minutes
Lardeau Valley Community Club Board of Directors Meeting
Location: 13429 Hwy 31, Meadow Creek, BC
Date: Monday, February 12, 2024
Time: 4:00 PM – 6:30 PM
Next Meeting: Monday, March 18 at 4:00 PM
Attendance
Attended: Amanda Cutting, Ann Skelton, Cheyenne Schielke, Val Smith, Ann Sale
Additional Attendees: Brittany and Larry Leonard joined during the Manager’s Report
Absent with Regrets: None noted
1. Call to Order / Establish Quorum
The meeting was called to order at 4:04 PM.
Quorum was established.
2. Check-In
A check-in was held.
Overall, the Board reported things were going well.
3. Approval of Meeting Agenda
Ann Sale motioned to approve the meeting agenda.
Ann Skelton seconded the motion.
All were in favour. There were none opposed.
Motion passed.
4. Approval of Consent Agenda
An addition was made to the consent agenda to include the ratification of emails.
Cheyenne Schielke motioned to approve the consent agenda.
Ann Skelton seconded the motion.
All were in favour. There were none opposed.
Motion passed.
5. In-Camera Meeting
An in-camera meeting was held at 4:15 PM.
The Board discussed that the new Manager, Brittany, is a representative of Pampered Chef and Norwex.
The Board approved allowing pamphlets, but not merchandise, to be available in the main foyer of the hall. It will be discussed with Brittany that her paid working hours at the hall must remain separate from any product sales activity.
Amanda Cutting will ask Brittany to ensure that the mission statement written on the chairlift is upheld so that all who come to the hall feel welcome.
6. Manager’s Report
Brittany provided the Manager’s Report.
Larry Leonard and the Manager joined the meeting.
Brittany reported that the first 12 days of February had gone well. Activity included:
- one hall rental;
- two new gym memberships; and
- successful morning coffee days.
7. Business / Discussion
Old Business
CRA Authorized Persons
CRA has lost the paperwork for the authorized persons.
Amanda Cutting has resent the documentation and will follow up in one week.
Credit Card
The Club has not heard back from Kootenay Savings Credit Union regarding the credit card application.
Amanda Cutting will call to check on the progress of the application.
Asana Task Management Software
The Board had originally considered TechSoup for task management software.
Amanda Cutting found that Asana offers task management software for nonprofit groups and may fit the Club’s needs.
Insurance
Insurance will be going forward, as it was approved through the consent agenda.
Auditor
Val Smith and Amanda Cutting are working on the books.
They will reach out to the selected auditor once the books are complete.
Campground — Long-Term Residency
The Board reviewed the BC Lodging and Campgrounds Association materials and identified a licence-to-occupy agreement that states a long-term campground resident may be required to leave with or without notice, and that the resident may also leave with or without notice.
The Board discussed becoming a BCLCA member.
Ann Sale motioned to add BCLCA membership to New Business.
Ann Skelton seconded the motion.
There were none opposed.
Motion passed.
General Meeting of the Membership
A General Meeting was scheduled for March 4, 2024.
Ann Sale motioned that the meeting be catered by the Meadow Creek Bar and Grill.
Val Smith seconded the motion.
There were none opposed.
Motion passed.
Grants
Community Development / Maintenance Grant
An application will be made in March 2024.
Final Reports
The final report was completed and submitted on time.
The Club is on track for the next report.
Upcoming ReDi Grants
A work meeting was scheduled for:
Wednesday, February 21 at 4:30 PM
Amanda Cutting and Val Smith will meet to write grant applications for:
- Kids to Camp;
- programming;
- freezer meals;
- swimming lessons; and
- a stand-up freezer.
For any funding not received through grants, the Club will contact Amy Watson to see if she can assist with funding.
LINKS SeaCan
The SeaCan has been put in place.
Work is still needed before the generators can be moved from the ambulance bay.
Amanda Cutting has been hired to maintain the generators. If generator-related issues come before the Board, Amanda will remove herself from the meeting.
Heating
The Board has received a quote from Terra Therma to repair the furnace/geothermal system.
Amanda Cutting will take photos and obtain a quote from Gary Meadows at Interwest, who is familiar with the system.
An update will be provided at the next meeting.
Policy Creation / Review
Policy creation and review were discussed.
Strategic Planning
Val Smith motioned to hire Kelvin to assist with setting up a strategic plan, as advised by Linda LaFlure.
Ann Sale seconded the motion.
There were none opposed.
Motion passed.
Approximately 80% of the cost should be covered by the nonprofit grant, with $1,100 remaining on the grant.
A due date will be set so that something can be presented at the AGM.
Events
January Bingo
January Bingo was successful and generated a profit of $278.32.
The Board acknowledged the good work of everyone involved.
Spaghetti Dinner
The Spaghetti Dinner was originally set for February 28 and was moved to March 7.
Stephan and Tegan are being approached for live entertainment.
Val Smith, Cheyenne Schielke, Ann Skelton, and Ann Sale are available to assist with cooking spaghetti. Amanda Cutting is not available.
Harvest Festival — Lawn Tractor Committee
Terms of Reference were presented for approval.
Cheyenne Schielke motioned to approve the Terms of Reference form for committee members.
Ann Skelton seconded the motion.
There were none opposed.
Motion passed.
The Lawn Tractor Committee members are:
- Chair: Amanda Cutting
- Vice Chair: N/A
- Members: Greg Davidson, Jon Trembley
Programs
Quilting
Ann Skelton has been actively seeking a facilitator for a quilting program. No facilitator has been found yet, but she is continuing to work on it.
Freezer Meals
There will be three freezer meal sessions:
- two sessions for families; and
- one session for seniors and people with disabilities.
The program will run from mid-March to mid-April.
Drop-In Basketball
Amanda Cutting has reached out to Sven to ask whether he is interested in holding a regular basketball scrimmage.
There has been no response. Greg Underwood will also be contacted, as he has expressed interest.
Spring Break Art Camp
The Board discussed an updated proposal to increase the camp budget from $300 to $400, with the funds to come from the programming grant.
Amanda Cutting and Cheyenne Schielke will facilitate the program.
The enrolment fee will be $20 per participant.
Ann Skelton motioned to approve the budget increase for the creative camp.
Ann Sale seconded the motion.
There were none opposed.
Motion passed.
Swimming
Val Smith will contact Grace to ask whether she is interested in running swimming lessons again this year.
An update will be provided at the next meeting.
Website
Greg Underwood has agreed to create a website for LVCC.
An update will be provided at the next meeting.
Hairdresser — Teresa
Teresa will not be available until June.
This item was tabled until June.
Bank Account Names
Names were successfully added to the Kootenay Savings account.
Val Smith and Amanda Cutting are reviewing the account information for bookkeeping purposes.
Fee Schedule
A date will be set to discuss the fee schedule.
8. Break
A break was held at 5:46 PM.
9. New Business
Revival of Committees
The Board discussed creating committees to revive member involvement.
Programming Committee
Cheyenne Schielke and Val Smith will serve on the Programming Committee.
Event Planning Committee
Ann Sale, Amanda Cutting, and Brittany will serve on the Event Planning Committee.
Fire Trailer Committee
Amanda Cutting, Ann Sale, Clint Gilles, and Greg Davidson will serve on the Fire Trailer Committee.
Ann Sale motioned to approve the committee setup.
Cheyenne Schielke seconded the motion.
There were none opposed.
Motion passed.
Revival of LVCC Café
The Board discussed starting morning coffee again, possibly with simple food items such as sausage rolls, muffins, and cookies.
Amanda Cutting has reached out to Kaslo Pump to purchase food items.
Cheyenne Schielke motioned for Amanda Cutting to purchase food to restart the morning café.
Ann Skelton seconded the motion.
There were none opposed.
Motion passed.
Gordon Food Service Account
The Board discussed doing a test run with Gordon Food Service.
If successful, LVCC may apply for its own Gordon Food Service account.
Cheyenne Schielke motioned to apply for a GFS account if the test is successful.
Ann Skelton seconded the motion.
There were none opposed.
Motion passed.
BCLCA Membership
The Board discussed becoming a member of the BC Lodging and Campgrounds Association at a cost of $131.00 per year.
Ann Sale motioned to become a member of the BCLCA for the upcoming season.
Cheyenne Schielke seconded the motion.
There were none opposed.
Motion passed.
Google Workspace Training
An email will be sent to Board members to set a date for Google Workspace training.
10. Q&A with the Board
No questions, comments, or concerns were raised by attending community members.
11. Adjournment
Ann Sale motioned to adjourn the meeting.
Ann Skelton seconded the motion.
There were none opposed.
Motion passed.
The meeting was adjourned at 6:50 PM.
Next Meeting
Monday, March 18 at 4:00 PM