Meeting Minutes
Lardeau Valley Community Club Board of Directors Meeting
Location: 13429 Hwy 31, Meadow Creek, BC
Date: Monday, July 15, 2024
Time: 5:00 PM – 7:00 PM
Next Meeting: Monday, August 19 at 4:00 PM
Attendance
In Attendance: Amanda Cutting, Cheyenne Schielke, Greg Underwood, Drew Miller, Bjorn Torgerson
Absent with Regrets: Val Smith
1. Call to Order / Establish Quorum
The meeting was called to order at 5:06 PM.
2. Check-In
A board check-in was held at 5:06 PM.
3. Review Director’s Code of Conduct
The Director’s Code of Conduct was reviewed.
New board members are required to sign the Code of Conduct.
4. Update Competency Matrix
The Board discussed updating the competency matrix.
5. Approval of Meeting Agenda
Greg Underwood motioned to approve the meeting agenda.
Drew Miller seconded the motion.
All were in favour.
Motion passed.
6. Approval of Meeting Minutes from June 17, 2024
Greg Underwood motioned to approve the meeting minutes from June 17, 2024.
Cheyenne Schielke seconded the motion.
All were in favour.
Motion passed.
7. Business / Discussion
Old Business
Asana Task Management Software
Amanda Cutting provided a preview of the Asana task management software.
A meeting was scheduled for July 22, 2024.
Auditor / Bookkeeping
Val Smith is waiting to hear back from auditors.
Amanda Cutting is setting up QuickBooks Online.
Campground — Long-Term Residency / Policies
This item was deferred to late fall or early winter.
Grants
The Board expects to hear from Aimee the following week.
Community Development / Maintenance
Garry has replaced the broken compressor.
He also discovered a separate issue where another component keeps shorting out. Garry will order the required part and replace it at a future date before the furnace is needed again.
Heating
The heating matter was discussed as part of the maintenance update.
Website
The Board will set a meeting to plan what the website should look like.
Board members were asked to send ideas to Greg Underwood.
Policy Meeting
This item was deferred to September.
Thrift Store
A meeting has been set between Amanda Cutting and Drew Miller.
All board members are welcome to attend and assist.
Maintenance Priorities
This item was deferred to August.
Strategic Planning
The Board will set a meeting date by email for late August.
CRA Authorization
The Board approved removing Ann Skelton as an authorized representative.
This will be addressed during the week.
KSCU Signing Authority
The Board approved removing Ann Skelton as a signing authority.
This will be addressed during the week.
8. New Business
Committee Reports
Lawn Tractor Races Committee
No update was provided.
Fire Trailer Committee
No update was provided.
Programming Committee
No update was provided.
Event Planning Committee
No update was provided.
POS System
This item was deferred to September.
New Director Orientation
New Director Orientation will be addressed as part of the policy meeting.
New board members will ask for assistance as they learn their roles.
Administrator Hiring
The Board discussed the need to extend the hiring deadline.
Two proposals were identified:
- Val Smith steps down from the Board and becomes the administrator.
- Amanda Cutting steps down and returns to the role as it was when she was previously the manager.
KIN Fibre Optic Cabinet Installation
The KIN fibre optic cabinet is to be installed next to the Fire Centre entrance.
Volunteer Recruitment
A meeting for Harvest Festival volunteer recruitment was scheduled for:
August 12 at 6:00 PM
9. Adjournment
Cheyenne Schielke motioned to adjourn the meeting.
Drew Miller seconded the motion.
All were in favour. There were none opposed.
Motion passed.
The meeting was adjourned at 6:38 PM.
Next Meeting
Monday, August 19 at 4:00 PM