Board of Directors Meeting
January 24, 2024 · 7:00pm · Microsoft Office Teams — Virtual & in-person
Meeting called to order at 7:03 pm · Adjourned at 8:57 pm
Attendance
In Person
Bruce Cody, Daryl Binnion, Kelly Kemick
Via Teams
Colin Stroeder, Reg Patterson, Rick Spasiuk, Carl Hasse, Sheri Dean, Ciara Duffy
Not in Attendance
Jared Bell, Alan Agate
Adopt Minutes
- •Meeting minutes accepted, moved by Darryl, seconded by Reg.
Financials and Accounting
- •No change since the new year — lot selling begins February 2024.
Carry-Over Items from Previous Board Meetings
- •Action: Kelly to distribute AGM & BOD meeting minutes — complete & closed.
- •Action: Carl to coordinate Bank Master Agreement — letter sent to RBC to update, response expected in a few days.
- •Bank signing authority updated: remove Greg Poncelet, add Bruce Cody, keep Carl Haase and Reg Patterson.
- •All board members to have read access to all documents on SharePoint; edit access limited to President, Vice President, Treasurer, and Secretary — action: Carl to set up 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) — closed.
- •Action: Reg to email the Welcome New Board Member email to Bruce, who will update and send to all BOD members — closed.
- •Date of next AGM: suggested Saturday, May 25th, 2024 (the weekend after the long weekend), confirmed with the BOD. Will tie into Fire Road clean-up and hotdog BBQ later the same day, after the AGM.
Functional Assignment, Priorities & Initial Objectives
- •All sub-committee teams requested to provide forecasted budget items to the KVCA BOD well before the AGM.
- •Correspondence & Membership Maintenance (Kelly & Bruce): all emails in Outlook and QuickBooks in sync.
- •Community Engagement (Darryl, Sheri & Jared): create and email a community survey re: snow-plowing expectations (Bruce & Ciara); create a SurveyMonkey and distribute (Ciara); assign new contact names for the Heritage Fund account (Carl); create a communication plan for ongoing, consistent community communication.
- •Fire & Safety — VFD & VFA (Ciara, Darryl & Rick): investigate a Community Alert System (Carl); develop an equipment maintenance plan; develop a 2024 fire training schedule; provide a cost-benefit proposal for the future of the fire truck.
- •Developer Relations (Alan, Jared & Rick): reach out to KVP to see if they would install an AED at the marina, or partner with KVCA.
- •Growth & Development Relations (Reg & Colin): investigate contractor options for road snow plowing for all of KVCA (Sheri); discuss with Strata Councils and gain agreement — will need to be presented as a resolution at a Strata AGM or SGM before formally presenting to KVCA membership via an AGM budget line item; confirm details of common area improvements with KV Properties (north marina green space and beach area, common areas, walking paths, overall vision); call for volunteers to set up a committee, develop objectives and a charter for the committee to follow, so an initial budget can be built (capital projects such as playground; ongoing maintenance such as snow clearing, lawn mowing, irrigation).
- •Budget items will need to be worked into the KVCA AGM (or SGM) for adoption by membership, depending on timing — worth considering an SGM if formal approval is needed before May.
New Items
- •Name change for the Secretary position — new name agreed by BOD Administration Director.
- •Ice maintenance — should the KVCA take an active role, perhaps coordinating with KV? No action required; if a sub-committee forms, it may send a message that the community is taking over maintenance from the utilities company.
- •Road maintenance on both private roads (needs a solution for many reasons, to be discussed at the meeting) as well as BC roads plowing commitment and timeline for each snowfall — see Fire & Safety and Community Engagement sub-committee items.
- •Nominations for RDEK 2024 Electoral Area Volunteer of the Year — action: Kelly to complete a nomination for Shelley Dingreville.
- •KVCA Newsletter — should the BOD do a regular (quarterly?) newsletter or just timely ad-hoc communications? Action: Community Engagement sub-committee team.
- •Board’s position on communications sent regarding recommendations for last election — no action required.
- •Suggested KVCA Bylaw update: define a Member (a person, couple, family, company, organization, or legal entity that owns one or more properties in Koocanusa Village); each Member allowed no more than one person elected to the KVCA Board at any one time. Action: Bruce to update based on BOD recommendations and prepare for the AGM.
Next Meeting
- •Wednesday, February 28, 2024 at 7:00 pm.