Meeting Minutes
Lardeau Valley Community Club Board of Directors Meeting
Location: 13429 Hwy 31, Meadow Creek, BC
Date: Monday, November 20, 2023
Time: 4:00 PM – 6:00 PM
Next Meeting: Monday, December 11 at 4:00 PM
1. Call to Order / Establish Quorum
The meeting was called to order at 4:00 PM.
2. Check-In
A check-in was held at 4:01 PM.
3. Approval of Meeting Agenda
Val Smith motioned to approve the meeting agenda.
Ann Skelton 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. Business / Discussion
Old Business
Signing Authority
Signing authority has been updated.
Item closed.
Lynda Lafleur / Strategic Consultant
Cheyenne Schielke motioned to hire a strategic consultant to assist with strategic planning, as recommended by Lynda Lafleur.
Ann Skelton seconded the motion.
All were in favour.
Motion passed.
CRA Authorized Persons
The Board discussed CRA authorized persons.
Val Smith motioned.
Cheyenne Schielke seconded the motion.
All were in favour.
Motion passed.
Remove Deb Ogilvie as CRA Authorized Representative
The Board discussed removing Deb Ogilvie as an authorized representative with CRA.
Cheyenne Schielke motioned.
Ann Skelton seconded the motion.
All were in favour.
Motion passed.
Add Valerie Smith and Ann Skelton as CRA Authorized Representatives
The Board discussed adding Valerie Smith and Ann Skelton as authorized representatives with CRA.
Credit Card
Cheyenne Schielke motioned to apply for a credit card with a limit of $5,000.
The proposed cardholders are:
- Nikita Panousis, Manager
- Valerie Smith, Treasurer
- Amanda Cutting, President
The authorized account representatives will be:
- Valerie Smith, Treasurer
- Amanda Cutting, President
Ann Skelton seconded the motion.
All were in favour.
Motion passed.
Annual Report Filing
The annual report was filed within the deadline.
Auditor
After discussion, the Board decided that the 2023 books would be audited, not the 2022 books.
Cheyenne Schielke motioned to pursue a review engagement in February 2024 for the 2023 books.
Val Smith seconded the motion.
All were in favour.
Motion passed.
Campground — Long-Term Residency
The Board discussed long-term residency at the campground.
Ann Skelton stated that she was in favour of supporting people who require short-term assistance.
Cheyenne Schielke was open to the possibility but stated that the legalities should be reviewed.
Ann Sale stated that longer-term stays should be capped and that the Club cannot accommodate long-term stays for legal reasons, including concern about falling under landlord-tenant legislation.
Val Smith stated that stays should be restricted to a certain timeframe and governed by contract. She also suggested the possibility of an attendant staying long-term, while short-term guests should move every two weeks to a different site, similar to Crown land rules.
Amanda Cutting stated that everyone should be short-term, while leaving availability for people who are unexpectedly displaced.
This item was tabled until after the bylaw review.
New Business
General Meeting of Membership
The Board discussed holding a general meeting of the membership.
Team Building
The general consensus of the Board was that team-building exercises would help strengthen the Board as a whole.
This will be reviewed again in the new year.
Grants
Community Development Grant — Maintenance
The grant should be fully spent by the end of November.
Grant Final Reports for 2022/2023 CIP/AAP and Community Development
Final reports are in progress.
Recreation Commission Grant
The 2024 application is complete and has been submitted.
Upcoming ReDi Grants
Val Smith suggested a work party for those writing grants this year.
Other Grants
Everyone will keep an eye and ear out for grant opportunities outside the Club’s regular funders.
2024 Budget
Val Smith motioned to approve the 2024 budget.
Cheyenne Schielke seconded the motion.
All were in favour.
Motion passed.
TechSoup
Board members were encouraged to access TechSoup.ca to review software options that may be useful to the Club.
Amanda Cutting presented several software options.
Lardeau Valley Historical Society
The Board discussed the idea of having someone sit on both the LVCC and Lardeau Valley Historical Society boards.
This has been done twice before.
Ann Sale volunteered to join the LVHS board.
Insurance
The Board suggested shopping around for a new insurance provider.
Amanda Cutting will pursue this with the insurance broker.
Stacy’s Resignation
The Board discussed Stacy’s resignation and decided to let the remainder of Stacy’s term, approximately five months, run out.
Proposed Name Change
The Board discussed a proposed name change.
The suggested change was to move to a more inclusive-sounding name by changing “Club” to “Centre.”
The Board decided to look further into what is required to complete a name change.
LINKS SeaCan
Val Smith motioned to approve LINKS placing a SeaCan on the property to house the generators currently located in the ambulance bay.
Cheyenne Schielke seconded the motion.
All were in favour.
Motion passed.
Manager’s Report Action Items
The Board discussed the breakfast sandwich program started by the Manager and expressed disappointment that the Board was not notified ahead of time that the program would be running.
The Board agreed that, moving forward, all program ideas must be approved by the Board before being implemented.
Programs
Programs were discussed as part of the Manager’s Report action items.
Winter Projects
The Board turned down the idea of painting the main area of the hall during the winter because the space cannot be adequately ventilated.
The Board agreed that this project is more suitable for summer.
Thrift Store
Amanda Cutting will complete the thrift store proposal as soon as possible.
Library
Amanda Cutting will discuss previous versions of the library with the Manager when the Manager returns from her course.
Fire Trailers
Amanda Cutting has already dealt with the fire trailers.
TerraTherma
The Board discussed the TerraTherma matter and decided it would be prudent to obtain a second quote.
Val Smith volunteered to take on this task.
Christmas Party
The Board discussed the upcoming Christmas party.
Given the Manager’s absence due to her course, the Board felt it would be prudent to take charge of the event planning and execution.
6. Adjournment
Val Smith motioned to adjourn the meeting.
Cheyenne Schielke seconded the motion.
Motion passed.
The meeting was adjourned at 6:00 PM.
Next Meeting
Monday, December 11 at 4:00 PM