Board of Directors Meeting
December 12, 2023 · 7:00pm · Microsoft Office Teams — Virtual & in-person
Meeting called to order at 7:00 pm · Adjourned at 8:51 pm
Attendance
In Person
Bruce Cody, Kelly Kemick, Daryl Binion, Colin Stroeder, Reg Patterson, Rick Spasiuk
Via Teams
Jared Bell, Carl Hasse
Not in Attendance
Sheri Dean, Ciara Duffy
Welcome and Introductions
Carry-Over Items from Previous Board Meetings
- •No meeting minutes were brought forward from the last KVCA BOD.
- •Action: Bruce to reach out to Ciara to find out the KVCA survey results.
Review AGM Results and Follow-Up Activities
- •Action: Secretary to distribute AGM meeting minutes to the KVCA team.
- •Bruce reviewed the vote tally sheet with board members.
Review Latest Financial and Budget
- •2023 budget — insurance and computer/internet are over budget due to price increases in 2023.
- •Accounts receivable — starting in 2024, fees received resulting in a credit will not be shown as current income but placed in a holding account, as this is income not realized until a future date.
- •Financials are reviewed annually but have not been audited. Moving forward, the KVCA accountant will be submitting to the government on the Association’s behalf.
Accept 2024 financials as presented
CarriedBank Signing Authority
- •Bank signing authority needs to be updated — remove Greg Poncelet from the master agreement, add Bruce Cody, keep Carl Haase and Reg Patterson. Action: Carl to coordinate Bank Master Agreement updates.
Housekeeping Items (Email, Document Storage, etc.)
- •Access to info@KVCA.ca limited to Bruce (President), Carl (Treasurer), and Kelly (Secretary) — any email will be reviewed and sent by all or one of the three. Going forward, the info email is only to be used for external communications, not internal board conversations.
- •Carl has moved all documents from OneDrive to SharePoint — all board members have read access, edit limited to President, Treasurer, and Secretary. Action: Carl to set required permissions.
- •New board members requested to read the KVCA Bylaws and Constitution and to skim the BC Society Act (note: KVCA is a member-funded society and not a reporting society).
- •Action: Reg to email the Welcome New Board Member email to Bruce, who will update and send to all BOD members. Action: new Board members to read.
Review and Update Board Responsibilities
- •See attached document — KVCA BOD R&R.
Plan for Managing Activities and Responsibilities
- •Correspondence & Membership Maintenance: Kelly.
- •Community Engagement: Darryl, Sheri & Jared.
- •Fire & Safety — VFD & VFA: Ciara, Darryl & Rick.
- •Developer Relations: Alan, Jared & Rick.
- •Growth & Developer Relations: Reg & Colin.
Discuss Initial Objectives for Each Area
- •To be discussed at the next KVCA BOD.
Discuss Date and Location for Next AGM
- •Suggested date: Saturday, May 25th, 2024 (the weekend after the May long weekend), at the lake.
Set Date for Next Board Meeting
- •Action: Kelly to send an email to the BOD for the best next date.