Meeting Minutes
Lardeau Valley Community Club Board of Directors Meeting
Location: 13429 Hwy 31, Meadow Creek, BC
Date: Monday, November 18, 2024
Time: 4:30 PM – 6:30 PM
Next Meeting: Monday, December 16 at 4:30 PM
Attendance
In Attendance: Amanda Cutting, Greg Underwood, Val Smith, Larry Leonard
Absent with Regrets: None noted
1. Call to Order / Establish Quorum
The meeting was called to order at 4:30 PM.
Quorum was established.
2. Check-In
A board check-in was held at 4:31 PM.
3. In-Camera Meeting
An in-camera meeting was held at 4:40 PM.
4. Approval of Meeting Agenda
Greg Underwood motioned to approve the meeting agenda.
Val Smith seconded the motion.
Motion passed.
5. Approval of Meeting Minutes from October 28, 2024
Greg Underwood motioned to approve the meeting minutes from October 28, 2024.
Val Smith seconded the motion.
Motion passed.
6. Business / Discussion
Old Business
Auditor / Bookkeeping
The Board discussed the compilation engagement and confirmed it will not be completed annually.
The Board also discussed tax returns and required CRA filings.
Val Smith motioned to hire Selkirk Accounting to complete a compilation engagement for 2023 and file any required forms with CRA for the 2023 tax year.
Greg Underwood seconded the motion.
Motion passed.
Website / IT
The Board noted that Slack still needs to be reviewed.
For the website, it was noted that resources may need to be increased, as the current setup is on the free tier and may require a paid plan of approximately $10 per month.
Regarding lvcc.ca, Greg Underwood will complete testing and advise when the lvcc.ca email addresses are ready to use.
Policy Meeting
A policy meeting was scheduled for:
Sunday, November 24 from 11:00 AM to 1:00 PM
Strategic Planning
The next board meeting will be a strategic planning meeting.
Hot Water in Kitchen
Greg Underwood will order a new hot water tank on Tuesday.
Val Smith will complete a water sample on Tuesday.
Greg Davidson will confirm with Gilberts that materials are available, and Greg Underwood will pick them up on Saturday, November 23.
Generator
The generator was discussed.
Grants / Discounts
Val Smith reported on available discounts and grant opportunities.
The Board noted a Save-On-Foods discount opportunity of 15% off through an annual card.
The Board will also pursue similar discount opportunities through Safeway, Wholesale, Walmart, and other suppliers.
The Board also discussed the Canada Post grant opportunity, which may provide up to $10,000 for initiatives benefiting youth.
7. New Business
Committee Reports
Lawn Tractor Races Committee
No update was provided.
Fire Trailer Committee
Winterization is complete.
The burger/information session had decent attendance.
Heat tape is needed for the trailers.
The committee has reached out to Mike and Lexi regarding electricity usage for the Community Centre trailer.
Programming Committee
Amanda Cutting reported the following programming updates:
- Seniors Exercise is postponed until January.
- Bowling and basketball are experiencing slow growth.
- Friday nights are going well.
- Plans are being made to increase Friday night attendance, including offering meal options.
- Better promotion is needed for cribbage and craft club.
Val Smith reported the following programming updates:
- Christmas Baking is scheduled for December 1, December 6, and December 15.
- Freezer Meals on Wheels is waiting on hot water.
- Freezer Meals are planned for January, February, March, and April.
- Cooking classes are planned for January, February, March, and April.
- Donation letters will be distributed through a combination of in-person and email outreach.
Event Planning Committee
No separate update was recorded.
Policy Adoption
Val Smith motioned to accept the policies listed in the Google Document titled “Draft Policies Pertaining to HR.”
Greg Underwood seconded the motion.
There were none opposed.
Motion passed.
Update from Amanda on Operations
Amanda Cutting provided an operations update.
Showerhouse
The Board discussed off-season signage, coin-operated showers, and possible solutions for reducing costs.
Greg Underwood will speak with Steve Brown about servicing the on-demand hot water tanks.
An appliance technician is needed for the washing machine.
The Board discussed reducing cleaning to once per day, changing hours to 8:00 AM to 8:00 PM, posting signage asking users to clean up after themselves, and installing thermostat covers set between 10 and 15 degrees Celsius.
Coffee Pot
Amanda Cutting will take the coffee pot apart to determine whether the issue is calcium build-up.
If calcium build-up is not the issue, Val Smith will order a new coffee pot.
8. Q&A with Board
No Q&A items were recorded.
9. Adjournment
Greg Underwood motioned to adjourn the meeting.
Val Smith seconded the motion.
Motion passed.
The meeting was adjourned at 6:30 PM.
Next Meeting
Monday, December 16 at 4:30 PM