Meeting Minutes
Lardeau Valley Community Club Board of Directors Meeting
Attendance: On-Site: Greg Underwood, Amanda Cutting, Jaeden Woodland; Remote: Lorraine Hawthorne
1. Call to Order / Establish Quorum
The meeting was called to order by Chair Greg Underwood.
Quorum was established.
2. Check-In
A check-in was conducted by the Chair.
3. Approval of Meeting Agenda
Jaeden Woodland motioned that the agenda be adopted as presented.
Lorraine Hawthorne seconded the motion.
Motion carried.
4. Approval of Meeting Minutes from January 26, 2026
Jaeden Woodland motioned that the minutes from January 26, 2026 be approved as presented.
Lorraine Hawthorne seconded the motion.
Motion carried.
5. Manager’s Report
Amanda Cutting provided an update on several ongoing projects.
Building Assessment
The Club is still waiting to receive the building assessment report from the program advisor.
Canada Post Grant
Volunteers are needed for the project.
Anyone interested can come to the hall, as the hall remains open for both steps required to complete the library work.
Amanda reported that an email was received from someone expressing interest in volunteering.
First Responders Vehicle
The first responders vehicle is scheduled to arrive on March 13.
A licence agreement has been reviewed by both the Fire Chief and Manager, with Chelsea’s assistance.
The Board will need to review and approve the agreement asynchronously before the vehicle can be housed in the building.
The President will sign the agreement, with either the Vice President or Treasurer serving as the second signatory.
Equipment Sale
The Board discussed the John Deere lawn mower, which has steering issues and limited functionality.
Amanda recommended selling it to Dwayne, who has expressed interest, with a minimum asking price of $500.
The Board agreed to proceed with the sale.
It was noted that the Husqvarna mower is in good condition, and maintenance personnel prefer using their own equipment when the hall’s mower is problematic.
Rental Agreement Issues
Amanda reported a significant rental incident that occurred at the end of January.
The incident involved:
- damage to the pool table;
- the pool table being used as a buffet and dance floor;
- unauthorized climbing in the rafters; and
- food and beverages being brought into the bowling alley after renters were explicitly told not to.
As a result, the rental agreement has been rewritten to include sections on damages and building rules that renters must initial.
Upcoming Priorities
Amanda reported that the next few weeks will focus on:
- grant submissions;
- completing and filing T4s for the previous year;
- ensuring the ambulance bay is ready;
- updating the books;
- preparing for the Seniors’ Dinner; and
- preparing for the Spring Break Camp program.
6. Old Business
Board / Manager Evaluation Updates
Greg Underwood acknowledged continued delays in implementing the Manager evaluation process.
The Board discussed bringing in external expertise from other boards to establish proper evaluation procedures.
It was agreed that the Board will reach out to Chelsea and other experienced board members from local organizations for guidance on evaluation formats and processes.
Review of Proposed 2026 Budget
The proposed 2026 budget was reviewed.
The Board confirmed that budget items can be adjusted throughout the year as actual expenditures differ from projections.
Jaeden Woodland motioned that the proposed 2026 budget be approved as presented.
Lorraine Hawthorne seconded the motion.
Motion carried.
Bank Accounts, Signatories & KSCU Issues
Greg Underwood and Jaeden Woodland signed the banking resolution to maintain existing signing authorities for the Manager.
Jaeden Woodland motioned that the banking resolution be approved as presented.
Lorraine Hawthorne seconded the motion.
Motion carried.
Security System Updates
Greg Underwood reported that most cameras have been installed in the hall, with two to three remaining.
Wire installation is ongoing.
Accounts will be set up for Board members to access the system remotely.
Phase B will involve extending the system to the showerhouses.
Website / IT
No significant updates were reported.
7. New Business
Updates to Membership Structure & Fees
Greg Underwood presented proposed changes to create two membership classes.
Voting Members
Voting Members would:
- be 18 years of age or older;
- reside within the Area D community;
- opt in to voting membership;
- be entitled to attend and vote at general meetings;
- be eligible to be nominated for office; and
- receive meeting notices.
Non-Voting Members
Non-Voting Members would:
- be any age;
- have no residency requirement;
- be able to attend general meetings and participate in programs;
- be eligible for program discounts; and
- have no voting rights or director eligibility.
Proposed Fee Structure
The proposed membership fee structure is:
- Individual adult membership: $20/year
- Seniors: $10/year
- Minors under 18: $10/year
- Family memberships: $20 per adult parent/guardian, $10 per child
- Maximum family membership: $60 per household
- Additional children beyond two included at no cost
The Board may approve reduced fees or waivers by motion.
These changes require bylaw amendments to be voted on at the March 16 general meeting.
Board Resolution for Playground Project
Amanda Cutting reported that Columbia Basin Trust has approved $676,000 in funding for the playground project, including the previously approved $50,000.
CBT requires a Board resolution confirming that LVCC wants to proceed before sending the contribution agreement.
The deadline is before the end of March.
The Board held an extensive discussion regarding:
- playground surface options;
- pour-in-place rubber;
- engineered wood fibre;
- maintenance requirements;
- accessibility requirements;
- committee structure; and
- vendor consultations.
Jaeden Woodland motioned that the Board resolution for the playground project be approved.
Lorraine Hawthorne seconded the motion.
Motion carried.
Updates to Rental Agreement & Fee Structure
Amanda Cutting presented the revised rental agreement.
Key Changes
The revised agreement includes:
- no rentals after 10:00 PM, subject to Manager discretion for exceptions;
- special event permits required for all alcohol events;
- enhanced damage deposit structure;
- stricter rules regarding food and beverage areas;
- 72-hour cancellation policy with deposit forfeiture; and
- FoodSafe certification required for public food service.
Revised Fee Structure
The revised fee structure includes:
- Main area: $75 / 4 hours
- Kitchen: $75 / 4 hours
- Youth room: $75 / 4 hours
- Bowling: $10/person / 4 hours
- Bowling party package: $325
- Whole hall: $475
- Full day rental: $700
- Wedding rental: $1,800
Proposed Discount Structure
The proposed discount structure includes:
- Lardeau Valley residents: 15%
- Area D residents: 5%
- Members: additional 15%
8. Adjournment
Jaeden Woodland motioned that the meeting be adjourned.
Lorraine Hawthorne seconded the motion.
Motion carried.
The meeting was adjourned.
Action Items
Greg Underwood
- Contact Chelsea and other experienced board members regarding Manager evaluation procedures.
- Personally invite community members to the March 16 general meeting.
Amanda Cutting
- Contact Dwayne regarding the sale of the John Deere lawn mower, with a minimum asking price of $500.
- Finalize the first responders licence agreement for Board approval.
- Schedule a community committee meeting for March 23 for detailed playground planning.
Board
- Schedule a general meeting for March 16 to vote on bylaw changes and discuss the playground project.