Meeting Minutes
Lardeau Valley Community Club Board of Directors Meeting
Location: 13429 Hwy 31, Meadow Creek, BC
Date: Monday, January 15, 2024
Time: 4:00 PM – 6:30 PM
Next Meeting: Monday, February 12 at 4:00 PM
Attendance
Attending: Amanda Cutting, President; Ann Skelton, Vice President; Val Smith, Treasurer; Cheyenne Schielke, Director; Kris Healy, Member; Greg Underwood, Member
Absent with Regrets: Ann Sale, Secretary
Minutes Taken By: Amanda Cutting, President
1. Call to Order / Establish Quorum
The meeting was called to order at 4:03 PM.
2. Check-In
A check-in was held.
3. Approval of Meeting Agenda
Ann Skelton motioned to approve the meeting agenda.
Cheyenne Schielke seconded the motion.
All were in favour.
Motion passed.
4. Approval of Consent Agenda
Val Smith motioned to approve the consent agenda.
Ann Skelton seconded the motion.
All were in favour.
Motion passed.
5. In-Camera Meeting
Amanda Cutting explained why in-camera sessions should be held at the beginning of each meeting. All agreed this was a good idea.
The Board discussed applicants and set interview dates.
Amanda Cutting will contact applicants to schedule interviews. The Board will continue discussion by email over the coming days to review interview questions.
6. Business / Discussion
Old Business
CRA Authorized Persons
Amanda Cutting advised that the required document was sent.
She will call CRA in a couple of weeks to confirm whether the changes have been made.
Credit Card
The Board discussed sending in the motion from November.
Once approved, the Club will call to remove Nikita as a cardholder.
TechSoup
Board members were asked to review TechSoup to identify software that may help streamline LVCC operations and board work.
Asana Task Management Software
As part of preparing for a new manager, Amanda Cutting will have Asana set up and ready to use by the end of the month.
Insurance
Amanda Cutting will seek clarification from the insurance broker regarding the “Executive Reputation” coverage.
D&O Insurance
The Board discussed Dave’s offer in comparison to Brenton’s rates.
Val Smith motioned to stay with Brenton.
Ann Skelton seconded the motion.
All were in favour.
Motion passed.
Snowplowing
As Treasurer, Val Smith will take over this task from Amanda Cutting.
Amanda will send Val all information collected to date.
Auditor
The auditor matter was discussed.
Campground — Long-Term Residency
The Board reviewed the discussion from the November board meeting.
No new information was readily available.
Cheyenne Schielke has taken on the task of looking into the Club’s legal position regarding current long-term campers.
General Meeting of the Membership
Val Smith motioned for a general meeting to be held on:
Monday, March 4, 2024 at 6:00 PM at LVCC
Cheyenne Schielke seconded the motion.
All were in favour.
Motion passed.
Grants
Community Development / Maintenance
Amanda Cutting will make the application in March 2024.
Final Reports
All final reports have been filed except the Jewett Hot Lunch report, which will be completed by January 31.
Upcoming ReDi Grants
The Board discussed upcoming ReDi Grant opportunities, including:
- Kids to Camp
- Freezer Meals
- Programming
- Swimming
- Jewett PAC Hot Lunch
LINKS SeaCan
Amanda Cutting advised that the SeaCan location had to be moved after BC Hydro advised of the required distance from their pole.
A gravel bed has been put in place.
LINKS has advised that the SeaCan will arrive in the next few weeks.
Heating
Enerwest will come and provide a quote.
Val Smith will advise the Board of the date once confirmed.
7. Break
A break was held at 5:25 PM.
8. New Business
Governance Next Steps
Signing of Director’s Code of Conduct
Copies of the Director’s Code of Conduct were left on the office desk.
All directors are asked to sign a copy when they are in the area.
Policy Creation / Review
The Board scheduled policy review for:
January 29 at 5:00 PM
The first section of the draft policy manual will be reviewed.
Strategic Planning
Kelvin Saldern will reach out regarding strategic planning.
Events
Funding Stream
The Board agreed not to use RDCK funds for events.
Events will be funded through event fundraising and revenue generated by each event.
Bingo — January 31
Amanda Cutting will create two gift certificates from LVCC and will speak with MCS, Ace, and Esso regarding possible gift certificate donations.
Ann Skelton will speak with Husky and HH.
Cheyenne Schielke will speak with FSM and CC Store.
Dinner — Mid-February
The Board discussed holding a spaghetti dinner, with the date to be determined.
The Board will reach out to Tegan to ask whether she would be interested in playing music.
Bingo — Before Easter
Bingo was discussed for March 27, with turkey and ham.
Easter Festivities — March 30
The Board will discuss Easter festivities further in February.
Seniors’ Dinner — April 28
The Board discussed thinking of ways to make the 30th annual dinner memorable and special.
AGM — May 14
A minor notice will be made in March so people can begin thinking about running for a board seat.
The official notice will be made in April.
Spring Carnival — May 26
Amanda Cutting will further develop the idea and present it at the March board meeting.
Harvest Festival — September 29
Harvest Festival was discussed.
Lawn Tractor Race Committee
Amanda Cutting presented the idea for a lawn tractor race committee.
Ann Skelton motioned in favour of creating a Lawn Tractor Race Committee.
Val Smith seconded the motion.
All were in favour.
Motion passed.
Programs
Quilting
The Club is still searching for a quilting program facilitator, including possible contacts Ingrid Cooper and Carol Rasmussen.
Freezer Meals
An email account has been created specifically for Freezer Meal registrations.
A poster will be published by the end of the week.
The program will be filled on a lottery / first-come, first-served basis.
Drop-In Basketball
The Board discussed paying $50 from programming funds to Swen for each basketball night if he commits to consistently opening on Tuesday nights.
Spring Break Art Camp
Cheyenne Schielke has tentatively volunteered to help Amanda Cutting with the Spring Break Art Camp.
They will develop the program for presentation at the February meeting.
Swimming
Val Smith will contact Grace to ask whether she is interested in teaching swimming lessons again this year.
Other Program Ideas
Due to time, the Chair suggested tabling this item to February.
The Board agreed.
Blog / Website
Greg Underwood offered to get the website back online.
The Board agreed that a website would be a better tool for communicating with the community than Facebook, which was viewed more as an advertising tool.
Hairdresser — Teresa
The Board discussed the hairdresser proposal.
The Board will require a proposal from Teresa.
The Board determined it would not be a conflict of interest if Teresa is the manager, provided she is not cutting hair while performing manager duties.
The Board will create a waiver for storing the hairdressing chair at the hall.
Inner Front Doors
Amanda Cutting proposed removing the inner front doors.
Discussion followed.
The Board agreed that the doors could be taken down.
Bank Account Names
Val Smith motioned to change the names of the bank accounts as follows:
- Kid’s Christmas to Events
- First Responders to Maintenance
- Harvest Festival to Programming
- Mastercard to Debit Card
- Gen Rev to Operations
- Gen Rev 2 to Grants
Ann Skelton seconded the motion.
All were in favour.
Motion passed.
Fee Schedule
The Board will consolidate the fee schedule into a single schedule by email.
9. Q&A with the Board
Kris Healy asked about the decision regarding the hairdresser needing a portable setup.
Kris indicated she was willing to help Teresa prepare a proposal and would like to look through the building to see whether there is a suitable space.
The Board approved.
10. Adjournment
Ann Skelton motioned to adjourn the meeting.
Val Smith seconded the motion.
All were in favour.
Motion passed.
The meeting was adjourned at 7:15 PM.
Next Meeting
Monday, February 12 at 4:00 PM