Meeting Minutes
Lardeau Valley Community Club Board of Directors Meeting
Location: 13429 Hwy 31, Meadow Creek, BC
Date: Thursday, March 21, 2024
Time: 6:00 PM – 8:30 PM
Next Meeting: Monday, April 15 at 4:00 PM
Attendance
Present: Amanda Cutting, Ann Skelton, Cheyenne Schielke, Val Smith, Ann Sale, Brittany
Absent with Regrets: None noted
1. Call to Order / Establish Quorum
The meeting was called to order at 6:04 PM.
Quorum was established.
2. Check-In
A check-in was held.
3. In-Camera Meeting
An in-camera meeting was held at 6:15 PM.
Janitorial Employee
The Board discussed a proposal to hire a janitorial employee so the Hall Manager can focus on administrative duties.
Ann Sale motioned to hire current employee Kaelyn Cutting for weekly cleaning, deep cleaning, and cleaning after hall rentals.
Ann Skelton seconded the motion.
There were none opposed.
Motion passed.
4. Approval of Meeting Agenda
Ann Sale motioned to approve the meeting agenda.
Ann Skelton seconded the motion.
There were none opposed.
Motion passed.
5. Approval of Consent Agenda
Ann Sale motioned to approve the consent agenda.
Ann Skelton seconded the motion.
There were none opposed.
Motion passed.
6. Manager’s Report
Brittany provided the Manager’s Report.
The schedule is currently very busy. Posters are being created for events. There are no new bookings and no new fitness centre members.
The Board acknowledged Brittany’s good work.
7. Business / Discussion
Old Business
CRA Authorized Persons
CRA has received the letter adding Annie and Val to the file.
Item closed.
Credit Card
The credit card application has been approved. The cards should be received soon.
Item closed.
Asana Task Management Software
Amanda Cutting is currently testing the free version of Asana.
The software appears useful, but it is confusing. Amanda will need more time to review it. If it does not appear user-friendly, the Board will look into whether Google offers similar software.
Insurance
A payment for insurance was processed at the beginning of March.
Item closed.
Auditor
The books are expected to be completed by April 15, 2024.
Once the books are complete, an auditor will be hired to review them.
Campground — Long-Term Residency
The Board discussed the request from the Hill family for Ryan Hill to stay on the cement pad with electricity while the family prepares a place for his camper on their property.
The proposed arrangement would begin on or around May 1, 2024.
The proposed rental fee is $500 per month, plus $200 per month for power.
The Board agreed to this short-term arrangement.
BCLCA Application
The BCLCA application has been submitted with a cheque and should be processed shortly.
General Meeting of the Membership
The General Meeting lacked quorum and has been moved to April 8, 2024.
Grants
Amanda Cutting will complete the final report on Monday and complete the application on Tuesday.
Community Development / Maintenance
The Board reviewed two quotes to repair the furnace:
- Terra Therma: $6,617.00
- Enerwest: $5,410.00
Enerwest is more familiar with the hall’s setup, as they were the original installer.
Val Smith motioned to hire Enerwest to repair the furnace.
Ann Skelton seconded the motion.
There were none opposed.
Motion passed.
Heating
Heating was discussed as part of the maintenance and furnace repair discussion.
Strategic Planning
Kelvin has been hired to assist with strategic planning.
Two meeting dates are required:
- First meeting by Zoom. The Board proposed April 8 at 9:00 AM.
- Second meeting in person for a full day. The Board proposed April 22 or April 24 from 9:00 AM to 4:00 PM.
Website
Greg Underwood will look at repairing the website at the end of April.
Fee Schedule Meeting
This item was deferred until after the AGM.
Revival of LVCC Café
The Club will be receiving muffin mix and sausage rolls for the morning café.
Parchment muffin liners will be needed.
Gordon Food Service
Gordon Food Service was discussed.
Google Workspace Training
Amanda Cutting will set up lessons with each board member.
8. Break
A break was held at 7:33 PM.
9. New Business
Committee Action Items
Lawn Tractor Races Committee
The committee located rules and regulations from Cherry Grove and modified them into a draft for the lawn tractor race.
Val Smith motioned to approve the draft rules and regulations for the lawn tractor races.
Ann Sale seconded the motion.
There were none opposed.
Motion passed.
Fire Trailer Committee
A list has been compiled to bring the fire trailers up to date, starting with simpler items.
The committee discussed purchasing heat tape for trailers 2 and 3, spray paint for hitch connectors so they are visible at night, and installing GFI receptacles inside the trailers to connect the heat tape.
Val Smith motioned to purchase heat tape for trailers 2 and 3.
Ann Sale seconded the motion.
There were none opposed.
Motion passed.
Val Smith motioned to purchase spray paint for the fire trailers.
Ann Sale seconded the motion.
There were none opposed.
Motion passed.
Val Smith motioned to install GFI receptacles in the trailers.
Ann Sale seconded the motion.
There were none opposed.
Motion passed.
Programming Committee
Quilting Program
The quilting program dates were set for:
- April 13
- April 20
- May 4
- May 11
- May 25
Val Smith motioned to set a $20 user fee for the quilting program.
Ann Skelton seconded the motion.
There were none opposed.
Motion passed.
Ann Sale motioned to purchase quilting supplies that can also be used for other programs.
Val Smith seconded the motion.
There were none opposed.
Motion passed.
All user fees for programming will be placed back into the programming fund.
Val Smith motioned to purchase a cupboard to store program supplies.
Cheyenne Schielke seconded the motion.
There were none opposed.
Motion passed.
Event Planning Committee
Bingo Dinner
The Bingo Dinner is scheduled for March 28, 2024.
Turkeys and hams will need to be purchased. Baking and soup are also needed.
Ann Sale will make soup and buns.
The Board agreed to inform the community that fundraising will support improvements to the community hall and grounds.
Policy Meeting
The policy meeting date will be set by email.
AGM
The AGM will be held on May 14, 2024.
A poster is needed to advertise that the Club is looking for new board members.
An all-candidates meeting will be held on May 9, 2024.
The deadline to be included in the all-candidates meeting is April 30, 2024.
Bookkeeping
Due to the complexity of the books and Amanda Cutting’s education in bookkeeping, Val Smith motioned to contract Amanda Cutting at $30 per hour, for a maximum of 2 hours per month, effective from June 1, 2023 to March 21, 2024, paid retroactively.
Ann Sale seconded the motion.
There was one opposed.
Motion passed.
Thrift Store
This item was discussed and deferred to the next meeting.
Generator
This item requires a motion and was deferred to the next meeting.
Maintenance Priorities
This item was discussed and deferred to the next meeting.
CBT SMART Grant
This item was discussed and deferred to the next meeting.
Tija Jansons’ Bakery Days for Food Cupboard
The Board discussed a request for kitchen use beginning May 7, 2024, once every two weeks until the end of October.
The request is to use the kitchen free of charge to prepare soups and bake bread to sell by donation for the food hub. Half of the sales would be donated to the food hub, and the remaining half would be used to purchase supplies for the next baking day.
Preparation would take place Monday night, with baking taking place all day Tuesday. Any remaining baking would go to the food hub. Soup would also be made for seniors who sign up for the soup program through the hub.
A key will need to be provided so supplies can be dropped off throughout the week.
The Board agreed to provide a key and allow the kitchen to be used free of charge on Monday nights and Tuesdays for the purpose of supporting the food hub and the community.
If the hall is being used for personal gain, the regular hall rental rate will apply, as set out in a written contract.
Amanda Cutting will contact Tija regarding the Board’s discussion.
10. Q&A with the Board
No Q&A items were recorded.
11. Adjournment
Ann Skelton motioned to adjourn the meeting.
Cheyenne Schielke seconded the motion.
There were none opposed.
Motion passed.
The meeting was adjourned at 9:11 PM.
Next Meeting
Monday, April 15 at 4:00 PM