Meeting Minutes
Lardeau Valley Community Club Board Meeting
Date: Monday, January 20, 2025
Time: 5:00 PM – 6:30 PM
Next Meeting: Monday, February 10 at 5:00 PM
Attendance
In Attendance: Amanda Cutting, Greg Underwood, Val Smith
Absent with Regrets: None noted
1. Call to Order / Establish Quorum
The meeting was called to order at 5:00 PM.
Quorum was established.
2. Check-In
A board check-in was held at 5:01 PM.
3. Approval of Meeting Agenda
Greg Underwood motioned to approve the meeting agenda.
Val Smith seconded the motion.
There were none opposed.
Motion passed.
4. Approval of Meeting Minutes from December 16, 2024
Val Smith motioned to approve the meeting minutes from December 16, 2024.
Greg Underwood seconded the motion.
There were none opposed.
Motion passed.
5. Business / Discussion
Old Business
Auditor / Bookkeeping
Amanda Cutting will email regarding the invoice.
Website / IT
The website is live.
A work meeting was scheduled for Saturday, February 1 from 1:00 PM to 3:00 PM to add website content.
The test camera has arrived.
Hot Water in Kitchen / Tank Installation
Tank installation will be added to the Maintenance Manager’s task list.
Generator
The generator battery swap needs to be completed.
The fuel gauge installation also needs to be completed and will be added to the Maintenance Manager’s task list.
Grants
Amanda Cutting and Val Smith will continue sourcing grant opportunities.
A grant writing meeting was scheduled for January 26, 2025.
Showerhouse
Amanda Cutting and Greg Underwood reported that the plumber was coming up to address the hot water issue.
A new showerhead has been ordered, which is expected to make future plumbing issues easier to manage.
6. New Business
Committees
The following committee reports will be moved to the consent agenda moving forward:
- Lawn Tractor Races Committee
- Fire Trailer Committee
- Programming Committee
- Event Planning Committee
Policy Adoption
Greg Underwood motioned to approve the Communications Policy.
A motion was made to approve the Financial Policy.
A motion was made to approve the Dual Roles Policy.
Val Smith seconded the motion regarding the Dual Roles Policy.
There were none opposed.
Motion passed.
Board Roles & Responsibilities
The Board Roles & Responsibilities document was reviewed and edited to ensure it aligns with the Board and Executive Director policies.
Board Terms of Reference
The Board Terms of Reference document was reviewed and edited to ensure it aligns with the Board Roles document.
Freezer Meal User Fees
Val Smith motioned to change the name of the Debit Card account to Freezer Meals.
Greg Underwood seconded the motion.
There were none opposed.
Motion passed.
Work Meeting Date
A work meeting was scheduled for:
Saturday, February 1 at 1:00 PM
Sunday Market
The Board discussed that the Sunday Market is virtually non-existent at this time.
Amanda Cutting will speak with Lynzee, Chelsey, and Beth regarding the Sunday Market.
Executive Director – Dual Role
Clarification was provided regarding reporting for the Executive Director dual role.
7. Q&A with Board
No Q&A items were recorded.
8. Adjournment
Val Smith motioned to adjourn the meeting.
Greg Underwood seconded the motion.
There were none opposed.
Motion passed.
The meeting was adjourned at 6:47 PM.
Next Meeting
Monday, February 10 at 5:00 PM