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BOD - 2023-12-12

Koocanusa Village Community Association - BOD 

Dec. 12, 2023 - 7:00pm 

Microsoft Office Teams - Virtual & in-person

Meeting Minutes


Call Meeting to Order: 7:00 pm


Members in Attendance: Bruce Cody, Kelly Kemick, Daryl Binion, Colin Stroeder, Reg Patterson, Rick Spasiuk.

Via Teams: Jared Bell, Carl Hasse, Not in Attendance: Sheri Dean and Ciara Duffy


  1. Welcome and introductions.

  2. 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 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 will be 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, KVCA Accountant will be submitting to the government on our behalf.
    • Motion to accept 2024 financials as presented by Carl by Bruce Cody, 2nd by Reg Patterson.
    • A vote was taken and passed unanimously.

  • Bank signing authority – who has and who needs
    • Bank signing authority needs to be updated. Remove Greg Poncelet from 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 email info@KVCA.ca will be limited to Bruce (President), Carl (Treasurer) and Kelly (Secretary). Any email to Kocanusa Village will be reviewed and sent by all or one of the three.
    • Requested by Bruce to eliminate including info email on internal board email conversations. Going forward Info@kvca only to be used for external communications.
    • Carl has moved all documents from OneDrive to SharePoint. All board members will have read access to all documents, however, edit will be limited to President, Treasurer and Secretary. Action: Carl to set up required permissions.
    • New Board members requested to read KVCA ByLaws and Constitution. Also to skim through the BC Society Act. (Note: We are a member funded society and are also not a reporting society.)
    • Action: Reg to email 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 list of KVCA Board responsibilities
    • See attached document – KVCA – BOD R&R

  • Create Plan for managing activities and responsibilities. The following is a list provides micro teams and the names of those responsible:
    • 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 next KVCA BOD

  • Discuss date and location for next AGM
    • Suggested date for next KVCA AGM is Sat May 25th, 2024 (The weekend after the May Long weekend) at the lake.

  • Set date for next Board meeting. Send email to BOD for best next date for next BOD.
    • Action: Kelly

  • Meeting adjourned at 8:51 pm.