Board of Directors Meeting
February 28, 2024 · 7:00pm · Microsoft Office Teams — Virtual & in-person
Meeting called to order at 7:03 pm · Adjourned at 8:08 pm
Attendance
In Person
Bruce Cody, Kelly Kemick
Via Teams
Colin Stroeder, Reg Patterson, Rick Spasiuk, Carl Haase, Jared Bell, Alan Agate
Not in Attendance
Sheri Dean, Ciara Duffy
Adopt Minutes
- •Minutes accepted, moved by Reg, all in favour.
Financials and Accounting
- •No comments from board members on the latest financials/budget. Bank Master Agreement update and bank signing authority update — both completed.
- •All reporting closed — personal contact info updated, documents filed in KVCA SharePoint.
- •Currently running two financial systems in parallel — QuickBooks (current) and Odoo (potential new finance software, may offer better functionality and cost savings) — still under test and review.
Correspondence & Membership Maintenance
- •All KVCA email addresses updated and current.
Community Engagement
- •Organize Fire Road clean-up and hotdog BBQ after the AGM — team update requested with a budget to present at the AGM.
- •Team to develop a master plan for overseeing community communication via newsletters/email and social media platforms. Status: open, budget numbers required for the AGM.
Fire & Safety
- •Bruce forwarded the RDEK Fire Survey. Plan needed for spring/summer fire training and for the future of the fire truck (based on survey results). Input required on VFD & VFA needs for budget planning, and on the status of a replacement alert notification system and budget. Status: open, budget numbers required for the AGM.
Developer Relations
- •Action: engage with the developer on next steps — create a plan for a first face-to-face meeting (date, goals, discussion points). Status: open, budget numbers required for the AGM.
Growth & Development
- •Reviewed road maintenance survey results. Garbage removal service raised via a Facebook request. Team to provide a go-forward plan to migrate common strata and freehold services and common area development to the KVCA. Status: open, budget numbers required for the AGM.
General Board Items — KVCA Bylaw Updates
- •Purpose: clarify the definition of a “Member,” and create a limit so that only one family member is seated on the board.
- •Suggested update — 1.1 Definitions: a “Member” is a person, couple, family, company, organization, or legal entity that owns one or more properties in Koocanusa Village.
- •2.1 Application for Membership: property owners and their families are Members of the Society; voting rights may be passed to a Lease Holder with formal written notice to the Board.
- •2.2 Duties of Members: every Member, with family and guests, must uphold the constitution and comply with the Bylaws, and pay the annual membership fee agreed by special resolution at a General Meeting.
- •2.5 A voting Member who is not in good standing may not vote at a general meeting, is deemed not to be a voting member for consenting to a resolution, and is ineligible for nomination or election to the Board.
- •Part 4, 4.5 Directors: each Member is eligible to have no more than one person elected to the KVCA Board of Directors at any one time.
- •Status: all revisions approved by the BOD — ready for presentation to the AGM.
Additional Item
- •Have a community engagement event to refresh the KVCA logo.