Call Meeting to Order:  9:09 am

 

1.     Confirmation of membership numbers; attendance, proxies, and quorum

·       Total Members in good Standing:  223

·       Quorum Threshold – 25%: 56

·       Total Proxy Votes: 45

·       Total Live Votes: 15

·       Total Votes: 60

·       50% of Votes: 30

·       2/3rd’s Vote: 40

 

2.     Verification of proper notice of AGM

·       Motion by Peter Jones that notice of AGM had been properly given and validly constituted.  Seconded by Alan Agate

·       A vote was taken and passed unanimously.

 

3.     Acceptance of the Agenda

·       Motioned by Tracy Cody to approve agenda as circulated. Seconded by Darryl Binnion

·       A vote was taken and passed unanimously.

 

4.     Approval of the minutes of the previous AGM, November 29, 2023

·       Motioned by Tracy Cody to approve meeting minutes. Seconded by Darryl Binnion.

·       A vote was taken and passed unanimously. No other business arising.

 

5.     Acceptance of 2023 Financial Report

·       No Discussion.  Motioned by Alan Agate to accept financial report.  Seconded by Renee Lavoie

·       A vote was taken and passed unanimously in favour.

 

6.     2024 Budget and Membership Fees Review and Discussion

·       Proposal to increase yearly membership to $200.00 per lot needs 2/3 people approved.

·       Questions from the floor –

                                      i.     Is the fire truck the biggest expense? Not the biggest expense however no expected to break even and just cover expenses when selling the fire truck.

                                     ii.     Increase of funds purchase a new safety cargo trailer with installed shelving in trailer. Suggestion from the floor – have 2 doorways built into the trailer

                                   iii.     What about a U-Haul van, as it would be more convenient – F&S responded that this would be another piece of equipment to be maintained.

                                    iv.     Point raised from the floor that the 2 water tanks owned by the KVCA are very heavy and have no brakes.  Very important that the new Cargo trailer will have brakes.  Would there be budget to put surge brakes on cargo. Point made that use of fire hydrants are best.

                                     v.     Any discussion as to where the water tanks would be placed.  No discussion has happened with that yet.

                                    vi.     Is there money to buy another AED?  Could developer buy another AED and First Aid to place by the store?  Answer that KVCA could share cost.

                                  vii.     A request from the floor to confirm that STAR’s coordinates on current community emergency signs are accurate.

                                 viii.     What is the role of the KVCA? Answer, role of KVCA is documented in constitution.

                                    ix.     Could the increase in membership fees be part of a playground development and purchase?  Answer before that can happen a consolidation of maintenance and green spaces need to be under 1 entity.

·       Motion by Cindy Anderson to approve 2024 budget. Seconded by David Harmata. Vote taken:  In favour: 51 Opposed: 9 – 2024 Proposed budget passed

 

7.     Discussion and motion to sell the fire truck (Special Resolution)

·       Motion by Shelly Dingreville to pass the special resolution and sell the fire truck.  Seconded by: Renee Lavoie.  In favour: 54. Against: 4, Abstain: 2. Special Resolutions passed.

 

8.     Updates to KVCA Bylaws – Review and vote to adopt (Special Resolution) *See KVCA Notification2024 for full details. ** For detailed tally count see 2024 AGM – Voting Tally Sheet

·       Changes to 1.1- Definition Moved to pass: Peter Jones, 2nd Susan Baxter. Passed

·       Changes to 2.1 – Application for membership. Moved to pass Warren Mead, 2nd Ray Fountain. Passed

·       Changes to 2.2 – Duties of Members. Moved to pass Peter Jones 2nd Renee Lavoie. Passed

·       Changes to 2.5 – A voting Member who is not in good standing. Moved to pass Ray Fountain. 2nd Susan Baxter. Passed

·       Changes to Part 4 – Directors Moved to pass Susan Baxter. 2nd Rene Lavoie. Passed

 

9.     Presentation and discussion on consolidating development and maintenance of all common area to the KVCA.

·       Overview presented by Colin Stroeder. One common goal – community work together to develop uniformity. Plan is to break down task into 3 sections:

                                      i.     Combine Services for the whole community – ground maintenance, street cleaning, snow removal

                                     ii.     Capital Projects (Such as playground) Develop 3-to-5-year plan

                                   iii.     Maintenance such as grass cutting including KV trail system

·       Current biggest hurdle is to get 2 strata on board.  Need commitment from them to place all green spaces to KVCA for maintenance and development.

·       Volunteers needed to create masterplan present budget to KVCA for funding.

 

10.  New Business from the Floor

·       Request from floor to create better communication tool from KVCA such as: more newsletters, secure phone directory.  Keep communications’ small, more likely for people to read.

·       Welcome letter has been drafted and will be sent to new KVCA lot owners

·       Info@KVCA.ca is best place to receive updated info

·       Request from floor to have next AGM on May long weekend.

 

11.  Election of KVCA Board – Total Board consisting of a maximum of 11 members. * See Tally Sheet for specific numbers.

·        President– Bruce Cody accepted nomination – No other nominations. Move Rene Lavoie, 2nd Peter Jones. Passed

·        Vice President – Reg Patterson accepted nomination – No other nominations. Move to pass Ray Fountain. 2nd Warrant Mead. Passed

·        Treasurer – Carl Haase accepted nomination – No other nominations. Move to pass Rene Lavoie. 2nd Peter Jones

·        Administrative Director – Kelly Kemick accepted nomination – No other nominations. Move to pass Susan Baxter, 2nd Peter Jones. Passed

·        Directors – Colin Stroader and Rick Spasiuk accepted nomination – No other nominations. Move to pass Cindy Anderson, 2nd Shelley Dingreville. Passed

 

12.  Meeting adjourned 11:01 am

 

Koocanusa Village Community Association -AGM
May 25th, 2024
YouTube – Virtual, In Person, and by proxy
Meeting Minutes

 

Members in Attendance:  Bruce Cody

Via Teams: Kelly Kemick, Colin Stroeder, Reg Patterson, Rick Spasiuk, Carl Haase,

Not In Attendance: Ciara Duffy & Jaren Bell

 

1.       Call the meeting to order at 7:02pm.

 

2.       Adopt minutes from previous meeting. Motioned by Carl H to adopt 

 

3.        Financials and Accounting

 

4.       Budget

·         26 outstanding KVCA fees for 2024

·         1 outstanding KVCA fees for 2023

·         Note: $2,400.00 Heritage Grant from gov’n needs to be spent on Canada Day events.

 

5.       2024 AGM

·         Agreed date for AGM is Sat May 25th, 2024.  There will be a live meeting and persons able to attend virtually.  Virtual votes will be by proxy only.

o   1st notification will be emailed at least 2 weeks before

o   2nd notification along with proxy will be email at least 1 week before

·         Review latest version of 2024 Budget.

o   Should we include numbers for Alert Notification System

o   Should we include numbers for Cargo Trailer.

o   Adding more funds for Social Events

·         Confirm who plans to let their names stand.

·         Initial AGM discussion on consolidation of common area development and services Will have time for Q&A after AGM for anyone who has any questions.

o   Action: Colin Stroeder

·         There will be a vote held on whether to sell fire truck.

·         Bruce proposed an increase of annual fees from $100.00 to $200.00 per year. Unanimous in favour from BOD’s in attendance.  Updated forecasted budget will be presented and voted on at AGM.

·         Proposed Agenda: Sat May 25 – 9:30 to 11:30 AGM Meeting; 11:30 to 1:30 BBQ and Clean Up starts at 1:30pm.  Fireworks at dark.

·         FireSmart Presentation – This will be on a later date as FireSmart person (Jessica)is not available for AGM.

·          

 

Functional Areas Review

 

4.    Correspondence & Membership Maintenance:  Kelly & Bruce 

a.       Gmail still returns over 70 undelivered Gmail.  Need to be send individually.

 

5.     Community Engagement: Darryl, Sheri & Jared 

·         Update on Survey to confirm dates for AGM and Cleanup.

·         Sheri - Update on plans for Road Clean up and Hotdog BBQ after AGM

·         Team to provide a master plan for community communication via newsletters or email update, and through social media platforms.

 

6.         Fire & Safety – VFD&VFA: Ciara, Darryl & Rick 

·         Confirmed - Rene will do Spring / Summer hydrant training.  Email notification to be sent

·         Final review of Fire Truck letter to go to Membership. Email attachment along with 1st AGM notification.

 

7.         Developer Relations: On hold - Need to realign who is assigned to this after AGM.

 

8.       Growth & Development: Reg & Colin 

·           Updates to migrate common strata and freehold services and common area development to the KVCA. 

·           Next Steps

·           Develop step by step plan on how this should progress.

 

Genera Board Business

 

9.       Date and Time for next KVCA BOD meeting will be a couple of weeks after the AGM.

 

10.   Meeting Adjourned 8:35 pm

Koocanusa Village Community Association - BOD
Wednesday, May 1st, 2024 - 7:00pm
Microsoft Office Teams - Virtual & in-person
Meeting Minutes

 

Members in Attendance:  Bruce Cody, Kelly Kemick

Via Team Meet: Reg Patterson, Carl Hasse,  Darryl Binnion, Ciara Duffy

Not in Attendance: Colin Stroeder, Rick Spasiuk, Jared Bell, Sheri Dean

 

1.     Call the meeting to order at 7:37pm.

 

2.     Review and adopt minutes from previous meeting.

·       Minutes accepted by Carl and 2nd by Reg

3.     Agenda approved all in favour to accept with the following added items:

·       Budget

·       AGM date discussion

·       Fire and Safety – Another meeting to discuss procedure for borrowing KVCA Fired Equipment – Meeting date 4:00 pm Friday April 19, 2024.

 

4.     Review Latest Financials and Budget

 

·       3 lots left to collect for KVCA fees from all lots for the last year (2023)

·       40 lots fees not collected left for this year's collection

 

Motion put forward to amalgamate all funds designated for Special Events & Donations into one line item.  Also, to add $2,250 monies in net income to Special Events & Donations.

Note: $2100.00 grant money must be spent on Canada Day Event.

·       Budget discussions are on-going and will be continued at the next meeting

 

 

5.   Correspondence & Membership Maintenance:  Kelly & Bruce 

·        Investigating why some Gmail emails are undeliverable when a group email is sent. 

 

6.   Community Engagement: Darryl, Sheri & Jared 

·        Survey to be created to vote preferred weekend AGM and community clean-up will be held.  The two options are on the May long weekend or the weekend after the May Long.  Also, to ask who would attend the hotdog BBQ?

Action: Ciara

          

7.       Fire & Safety – VFD&VFA: Ciara, Darryl & Rick 

·        Bruce had a discussion with Fire and Safety group. They have created a wish list of wanted Fire and Safety items.

·        A motion was put forward to sell fire truck (would need to be fixed first) and buy a bigger and better cargo trailer. Vote would be put forward at AGM.  An option would be to pull $10,000 out of savings account to buy cargo trailer. Action: Bruce to create an email for community to have vote at the AGM as to whether to keep the fire truck.

·        A second AED has been requested – location yet unknown.  Need an insulated heated casing for it to be stored over winter. 

·        Updated AED location signs are needed.  Kelly to speak to Roger Sontag re: original sign templates.

 

8.      Developer Relations: Jared & Rick 

·        No updates

 

9.     Growth & Development Relations: Reg & Colin 

·        Discussions held with both 771 and 832 Strata presidents re: community maintenance of common areas.  771 has more areas to maintain.  Suggested that 771 will maintain ownership and hand over maintenance control to KVCA.

·        Form a sub-committee to define process to move budget items from stratas to the KVCA.

·        Present idea to KVCA at the next AGM. 

10.  General Board Items

·       Alan Agate resignation was accepted on Monday April 15, 2024

 

11.  Next BOD Meeting set for Wednesday May 1, 2024 at 7:00 pm.

12.  Meeting adjourned 8:57 pm.

Koocanusa Village Community Association - BOD
Wednesday, April 17th, 2024 - 7:30pm
Microsoft Office Teams - Virtual & in-person
Meeting Minutes

Member in Attendance: Bruce Cody, Kelly Kemick

Via Team: Colin Stroeder, Reg Patterson, Rick Spasiuk, Carl Hasse, Jared Bell & Alan Agate

Not in Attendance: Sheri Dean & Ciara Duffy

 

1.     Call the meeting to order at 7:03 pm.

 

2.     Review and adopt minutes from previous meeting.  

·       Minutes accepted by Reg, all in favour to accept

 

3.      Financials and Accounting

·       Review Latest Financial and Budget

o   No Comments from board members

·       Action Carl to coordinate Bank Master Agreement - completed

·       Bank signing authority need to be updated - completed

o   Closed – All reporting is done. Personal Contact Info updated, Documents filed in KVCA Sharepoint.

·       Currently running 2 financials systems in parallel Quickbooks (current) and Odoo (potential new financial S/W as it may have better functionality and save $ over existing Quickbooks)…still under test and review.

 

Review functional assignment, priorities, and initial objectives for managing activities and responsibilities.   (Please see attached R&R for further details)

 

4.     Correspondence & Membership Maintenance:  Kelly & Bruce 

o   All KVCA email addresses updated and current

 

5.     Community Engagement: Darryl, Sheri & Jared 

·       Organize Fire Road Clean up and Hotdog BBQ after AGM – Team update requested with budget to present at AGM.

·       Team to develop a master plan for overseeing community communication via newsletters or email update, and through social media platforms.

o   Status: All Items remain open. Note: Budget Numbers required for AGM Open

 

6.   Fire & Safety – VFD&VFA: Ciara, Darryl & Rick

·       Bruce email forwarded the RDEK Fire Survey.

·       Plan needed for spring / summer fire training.

·       Plan needed for future of Fire Truck (Survey Results).

·       Input required on VFD and VFA needs for budget planning.

·       Status of replacement Alert notification system – and budget.

o   Status: All Items remain open. Note: Budget Numbers required for AGM.

 

7.   Developer Relations: Alan, Jared & Rick 

·       Action: Engaging with the developer – what is the plan to make this happen?

o   Create a plan for the first face to face meeting – date, goals, discussion points etc.

o   Status: All Items remain open. Note: Budget Numbers required for AGM

 

 

8.     Growth & Development: Reg & Colin

·       Reviewed Road Maintenance Survey Results

·       Garbage removal service – Facebook request?

·       Team to provide go forward plan on initiative to migrate common strata and freehold services and common area development to the KVCA

o   Status: All Items remain open. Note: Budget Numbers required for AGM

 

 

 

9.    General Board Items:

·       Review KVCA By-Law updates: Purpose is to

                                                        i.     Clarify the definition of a “Member”

                                                      ii.     Create limit so that only 1 family member is seated on the board

·       Suggested KVCA By-Law update:

1.1 Definitions

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 in Koocanusa Village are a Member of the Society. While annual dues are always the responsibility of the Member, membership rights such as voting at an AGM can be passed to a Lease Holder if the Member provides formal written notice of this change to the KVCA Board of Directors.

 

2.2 Duties of Members

a) Every KVCA Member, along with their family and guests must uphold the constitution of the Society and must comply with these Bylaws.

b) Every Member must pay the annual membership fee that is agreed upon by special resolution at a General Meeting.

 

2.5  A voting Member who is not in good standing

a) may not vote at a general meeting, and

b) is deemed not to be a voting member for the purpose of consenting to a resolution of the voting members, and

c) is ineligible for nomination or election to the KVCA Board of Directors

Part 4 Directors

4.5  Each Member is eligible to have no more than one person elected to the KVCA Board of Directors at any one time.

 

o   Status: All revisions approved by BOD.  Ready for presentation to AGM.

 

10.  Additional Item Added at the beginning of the meeting: Have community engagement event to refresh logo.

 

11.  Set Date and Time for next KVCA BOD. – Wednesday April 17, 2024

 

12.  Meeting Adjourned: 8:08 pm

Koocanusa Village Community Association - BOD
Wednesday, February 28th, 2024 - 7:00pm
Microsoft Office Teams - Virtual & in-person
Meeting Minutes

 

Members in Attendance:  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

 

 

1.       Call the meeting to order at 7:03 pm.

 

2.       Review and adopt minutes from previous meeting.  

·           Meeting Minutes accepted. By Darryl, 2nd by Reg

 

3.        Review Latest Financial and Budget.

·           No change since the new year.  Lot selling beginning of Feb, 2024

 

4.       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.  Will hear back in the next few days.

 

·         Bank signing authority needs to be updated.  Remove Greg Poncelet from master agreement.  Add Bruce Cody.  Keep Carl Haase and Reg Patterson.  Tied into bullet above re: Bank Master Agreement.

 

·         All board members will have read access to all documents on SharePoint, however, edit will be limited to President, Vice 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.)   Closed

 

·         Action: Reg to email Welcome New Board Member email to Bruce who will update and send to all BOD members.   Closed

 

·         Date of next AGM?  Suggested date: Sat May 25th, 2024 (The weekend after the long weekend) Date confirmed with BOD. Will tie in Fire Road clean up and Hotdog BBQ later in the day after AGM.

 

2.       Review functional assignment, priorities, and initial objectives for managing activities and responsibilities.   (Please see attached R&R for specific task details)

Note:  All sub-committee teams are requested to provide forecasted budget items to the KVCA BOD well before the AGM.

 

·         Correspondence & Membership Maintenance:  Kelly & Bruce 

                                                               i.      All emails both in Outlook and Quickbooks are in sync.

 

 

·         Community Engagement: Darryl, Sheri & Jared 

                                                               i.      Create and email questions for community survey in regard to snow plowing expectations.  Action Bruce and Ciara

                                                             ii.      Create survey monkey and distribute to community. Action: Ciara

                                                           iii.      Heritage Fund Account – Assign new contact names. Action: Carl

                                                           iv.      Create the communication plan for on-going, consistent communication to the KVCA community.

 

·         Fire & Safety – VFD&VFA: Ciara, Darryl & Rick 

                                                               i.      Investigate Community Alert System Options. Action: Carl

                                                             ii.      Develop equipment maintenance plan.

                                                           iii.      Develop 2024 fire training schedule.

                                                           iv.      Provide proposal (cost benefit etc) for future of fire truck.

 

·         Developer Relations: Alan, Jared & Rick.

                                                               i.      Reach out to KVP to see if they would install an AED at the marina… or partner with KVCA?

 

·         Growth & Development Relations: Reg & Colin 

                                                               i.      Investigate contractor options for road snow plowing for all KVCA Community. Action: Sheri

                                                               ii.      Discuss with Strata Councils and gain agreement. This will need to be presented and idea approved to Strata Councils in the form of a resolution at a Strata AGM or SGM. (This needs to happen before we can formally present this to KVCA membership via AGM budget Line items related to this initiative)

                                                               iii.      Confirm details of common area improvements with KV properties (timing for expected development when area’s may be handed over to KVCA for ongoing maintenance and upgrades). Details of north marina greenspace and beach area, common areas, walking paths and overall vision – would be very valuable for this committee and KVCA to understand. Will require input and discussion with KV Properties.

                                                               iv.      after we have agreement, we will need to call for volunteers to set up committee, develop objectives for committee with areas of responsibility and structure (ie a charter for committee to follow) , so we can build an initial budget (including capital projects, and ongoing maintenance ) – example Capital Project = Playground, ongoing maintenance = snow clearing, lawn mowing, irrigation etc.

                                                               v.      Budget items will need to be worked into KVCA AGM (or SGM) for adoption by membership. Depending on timing for steps above – will dictate when we can do this. In my opinion if we don’t get strata agreement by May KVCA AGM, this would be worth doing a SGM whenever we need to in order to get formal approval for budget approval)

 

 

3.       New Items

·           Name Change for Secretary Position – New name agreed by BOD Administration Director.

·           Ice Maintenance – Should the KVCA take an active role in this (perhaps something we could coordinate with KV) No action required.  If subcommittee formed, it may send a message that the community is taking over maintenance from Utilities company.

·           Road Maintenance on both our private roads (we need a solution for many reasons which can be discussed at the meeting) as well as BC Roads plowing commitment and time frame from each snowfall to plow timeline.  See Fire & Safety SubCommitte and Community Engagement SubCommittee Items.

·           Nominations for RDEK 2024 Electoral Area Volunteers of the Year. Action Kelly to complete for nominate Shelley Dingerville.

·           KVCA Newsletter; should BOD do a regular (quarterly?) newsletter or just timely adhoc communications when something comes up? Action: Community Engagement Sub-Committee team.

·           Board’s position on communication sent re: recommendation on which board members to vote for in last election. No action required.

·           Suggested KVCA By-Law update:

i.       Define a member – I.e. A member is a person, couple, family, company, organization, or legal entity that owns one or more properties in Koocanusa Village

ii.       BOD representation – Each member is allowed to have no more than one person elected to the KVCA BOD at any one time.

 

Action:  Bruce to update based on BOD recommendations and prepare for  AGM.

 

4.       Next BOD KVCA Meeting’s Date:  Wed Feb 28, 2024 at 7:00 pm.

 

5.       Meeting Adjourned at 8:57pm.

 

 

 

 

 

 

  

 

Koocanusa Village Community Association - BOD
January 24, 2024 - 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.

  3. 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

  4. 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.

  5. 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.

  6. 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.

  7. Review and update list of KVCA Board responsibilities
    • See attached document – KVCA – BOD R&R

  8. 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

  9. Discuss initial objectives for each area.
    • To be discussed at next KVCA BOD

  10. 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.

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

  12. Meeting adjourned at 8:51 pm.
Koocanusa Village Community Association - BOD
Dec. 12, 2023 - 7:00pm
Microsoft Office Teams - Virtual & in-person
Meeting Minutes

Call to Order:
Bruce Cody, President
November 29, 2023 7:00PM

  1. Confirmation of membership numbers; attendance, proxies and quorum
    • 40 not attending and voted by proxy
    • 13 attended and voted by proxy
    • 4 attended and voted live
    • 57 total voting members present and by proxy
    • 208 eligible votes (in good standing)
    • 52 votes required for quorum (25% of members in good standing
    • Majority vote count of 29

  2. Verification of proper notice of AGM
    • Motion by Strata 771, Lot 111 (A. Agate) that notice of the AGM had been properly given and validly constituted. Seconded by Strata 771, Lot 65 (V. Toews)
    • A vote was taken and passed unanimously

  3. Acceptance of the Agenda
    • Motioned by Strata 771, Lot 79 (C. Duffy) to approve the agenda as circulated. Seconded by Strata 771, Lot 66 (R. Kemick)
    • A vote was taken and passed unanimously.

  4. Approval of the minutes of the previous AGM, Dec 15, 2022
    • Motioned< by Strata 771, Lot 69 (C. Haase) to be true and correct. Seconded by Strata 832, Lot 20 (C. Stroeder)
    • Note: No Business arising from 2022 minutes
    • A vote was taken and passed unanimously.

    General Business
  5. 2022 Financial Report
    • Year End Financial Statements (provided in package) to be approved as presented.
    • Discussion – No questions or discussion arising from 2022 financial report
    • Motioned by Strata 832, Lot 20 (C. Stroeder) to be approved. Seconded by Strata 771, Lot 66 (R. Kemick). A vote was taken and passed unanimously.

  6. 2023 Budget and Membership Fees
    • Proposed Budget (provided in package) to be approved as presented.
    • Discussion – Question from one of the members to consolidate snow removal services
    • Motioned by Strata771, Lot 65 (V. Toews) to accept 2023 forecasted budget. Seconded by Strata 771, Lot 79 (C. Duffy)
    • A vote was taken and passed unanimously.

  7. New Business from the Floor
    • Strata 771, Lot 40 (S. Dingreville) put forward that all if any part of our safety equipment is down or not working, a communication should be sent out to all community members.
    • A consideration was put forward by Strata 771, Lot 94 (C. Morgan) to have all snow removal for the KV to be consolidated instead of separate contracts for each strata. Strata771, Lot 65 (V. Toews) mentioned that he would like to see KVCA take over all services like snow removal and weed control as they are the only body overseeing the whole of Koocanusa Village. Strata 771, Lot 64, President KVCA Bruce Cody stated that a conciliated services strategy be looked at by the KVCA with all strata, non-strata, and bare land in Koocanusa Village and discussed with all stratas.
    • Strata 771, Lot 111 (A. Agate) questioned (now that fire hydrant training is complete) whether the village still needed a firetruck instead of a second vehicle?
    • Strata 771, Lot 94 (C. Morgan) asked when will the homeowner water meters start being used. Strata771, Lot 65 (V. Toews) mentioned that once the meters are installed the utility company makes a request to the provincial government to use them.

  8. Election of KVCA Board – Total Board consisting of a maximum of 11 members. Call for nominations and vote for:

  9. President
    • Strata 771, Lot 64 - Bruce Cody accepted nomination
    • No additional nomination from the floor
    • Motioned by Strata 771, Lot 111 (A. Agate) to nominate Bruce, Seconded by Strata 771, Lot 40 (S. Dingreville).
    • A vote was taken and passed unanimously - 54 votes

    Vice President
    • Strata 771, Lot 79 - Ciara Duffy accepted nomination
    • No additional nominations from the floor
    • Motioned by Strata 771, Lot 82 (I. Scherck) to nominate Ciara Duffy, Seconded by Strata 771, Lot 111 (A. Agate)
    • A vote was taken and passed unanimously – 55 votes

    Secretary
    • Strata 771, Lot 66 - Kelly Kemick accepted nomination
    • No additional nominations from the floor
    • Motioned by Strata 771, Lot 111 (A. Agate) to nominate Kelly Kemick, Seconded by Strata771, Lot 65 (V. Toews)
    • A vote was taken and pass unanimously – 54 votes

    Treasurer
    • Strata 771, Lot 69 - Carl Haase accepted nomination
    • No additional nominations from the floor
    • Motioned by Strata 771, Lot 94 (C. Morgan), Seconded by Strata 771, Lot 111 (A. Agate)
    • A vote was taken and passed unanimously – 55 votes

  10. Directors were nominated. Total number of board members can only be 11, therefore only 7 directors could be voted in:

    • * Shari Dean (Lot MP-05) – Total votes 50
    • * Jaren Bell (Lot ME-19)– Total votes 50
    • * Reg Patterson (Strata 771, Lot 97)– Total votes 51
    • * Colin Stroeder (Strata 832, Lot 20)– Total votes 47
    • * Darryl Binnion (Strata 771, Lot 96)– Total votes 47
    • * Alan Agate – (Strata 771, Lot 111) Total votes 46
    • * Rick Spasiuk – (Strata 832, Lot 72) Total votes 44
    • Katelyn Olsen
    • Barry Olsen

    * Directors voted in to the 2023/24 KVCA Board

  11. Meeting Adjoured at 7:43 pm.
Koocanusa Village Community Association -AGM
November 29th, 2023
Microsoft Office Teams – Virtual and by proxy
Meeting Minutes

Call to Order:
Reg Patterson, President
December 15th, 2022 7:30PM
Via MS Teams

Confirmation of Attendance and Proxies:
60 proxies received
2 members in attendance virtually (others voted via Proxy)
62 total voting members present and by proxy

206 eligible votes (in good standing)
51 votes required for quorum (25% of Members in good standing - as per KVCA bylaws)
Majority vote count of 32

Verification of Notice of Meeting:
Motion by Lot ME-19 that notice of the AGM had been properly given and validly constituted
Seconded by Lot 771-79
A vote was taken and passed unanimously.

Acceptance of Agenda:
Motion by Lot 832-85 to approve the agenda as presented
Seconded by Lot 771-79
A vote was taken and passed unanimously.

Acceptance of the June 10, 2021 Annual General Meeting Minutes:
Motion by Lot 771-69 to approve the AGM minutes as presented
Seconded by Lot 771-79
A vote was taken and passed unanimously.

General Business

Acceptance of Financial Report:
2021 Financial Reports included in package
Motion by Lot 771-69 to to accept the financial reports
Seconded by Lot ME-19
Discussion: None
A vote was taken and passed unanimously.

Approval of 2022 Budget (to cover period of January 1, 2022 to December 31, 2022)
The proposed 2022 budget was included in the package ($100/Lot/Annum Membership Fee)
Motion by Lot 771-79 to approve the budget as presented
Seconded by Lot ME-19
Discussion: None
A vote was taken and passed unanimously.

New Business
No new business

Election of KVCA Council

Reg Patterson resigned as President

Election of President:
No nominations from the floor, and no Volunteers for position of President
Position is currently vacant
No vote was taken due to no Volunteers.

Election of Vice-President:
Ciara Duffy-Ecclestone accepted nomination
No additional nominations from the floor
Motion by Lot 771-79 to to elect Ciara Duffy-Ecclestone for Vice-President
Seconded by Lot ME-19
Discussion: None
A vote was taken and passed unanimously.

Election of Treasurer:
Carl Haase accepted nomination
No additional nominations from the floor
Motion by Lot 771-79 to to elect Carl Haase for Treasurer
Seconded by Lot ME-19
Discussion: None
A vote was taken and passed unanimously.

Election of Secretary:
No nominations from the floor, and no Volunteers for position of Secretary
Position is currently vacant
No vote was taken due to no Volunteers.

Election of Directors
The following existing board members have accepted nomimation
Colin Strider, Strata 832 - Director
Frank Angyal, Strata 832 - Director
Reg Patterson, Strata 771 - Director
Matt Becker, Strata 771 - Director
Barry Olsen, Marina Pointe - Director

New Nominations:
Shari Dean, Marina Point - Director
Jared Bell, Marina Estates - Director
Katelyn Olsen, Marina Point - Director

No additional nominations from the floor
Motion by Lot 771-69 to elect the above list as Directors
Seconded by Lot 771-79
A vote was taken and passed unanimously

Meeting was declared adjourned
Reg Patterson, President
December 15th, 2022 7:46PM
Koocanusa Village Community Association
Annual General Meeting Minutes
December 15th, 2022
Held virtually (MS Teams) and by proxy

Call to Order:
Reg Patterson, President
May 19, 2019 10:04AM
Held at Koocanusa Village, BC

Confirmation of Attendance and Proxies:
10 proxies received
32 members in attendance
42 total voting members present and by proxy

152 eligible votes (in good standing)
38 votes required for quorum (25% of Members in good standing - as per KVCA bylaws)
Majority vote count of 22

Verification of Notice of Meeting:
Motion by Lot 771-120 that notice of the AGM had been properly given and validly constituted
Seconded by Lot 771-73
A vote was taken and passed unanimously.

Acceptance of Agenda:
Motion by Lot 771-28 to approve the agenda as presented
Seconded by Lot 771-99
A vote was taken and passed unanimously.

Acceptance of the November 17, 2018 Annual General Meeting Minutes:
Motion by Lot 771-73 to approve the AGM minutes as presented
Seconded by Lot 771-90
A vote was taken and passed unanimously.

Update from the Board was given by President Reg Patterson

Questions from the floor
How to volunteer for the fire truck
Questions regarding marina referred to KV Properties

Peter Jones presented the objectives and priorities of the Fire & Safety sub-committee.

General Business

Acceptance of Financial Report:
- Year to date income and expence report included in package
- Affect on membership fees from RV changes
-- Change in overall membership numbers
-- Affect in maximum collectable membership fees
Motion by Lot 771-59 to to accept the financial reports
Seconded by Lot 771-120
Discussion: None
A vote was taken and passed unanimously.

Process to change fiscal year end to December 31 (documentation included in the package)
Discussion: None


Approval of Interim (Stub) Budget and Membership fee - The proposed interim budget for August 1, 2019 to December 31, 2019 was included in the package
- The interim budget called for a membership of $42Motion
by Lot 771-99 to approve the budget as presented
Seconded by Lot 771-120
Discussion: None
A vote was taken and passed unanimously.

New Business
Discussion: None

Election of KVCA Council
Reg thanked the council members for their commitment since last AGM in November 2018
Reg handed over the chair to Greg Poncelet for election of president

Election of President:
Reg Patterson accepted nomination
No additional nominations from the floor
Motion by Lot 771-120 to to elect Reg Patterson for President
Seconded by Lot 771-99
A vote was taken and passed unanimously

Chair handed back over to Reg Patterson

Election of Vice-President:
Greg Poncelet accepted nomination
No additional nominations from the floor
Motion by Lot 771-73 to to elect Greg Poncelet for Vice-President
Seconded by Lot 771-99
A vote was taken and passed unanimously

Election of Treasurer:
Tracy Cody accepted nomination
No additional nominations from the floor
Motion by Lot 771-28 to to elect Carl Haase for Treasurer
Seconded by Lot 771-69
A vote was taken and passed unanimously.

Election of Secretary:
Terry Ross accepted nomination
No additional nominations from the floor
Motion by Lot 771-28 to to elect Terry Ross for Secretary
Seconded by Lot 771-66
A vote was taken and passed unanimously.

Election of Directors
The following have accepted nomination
Leanne Gress-Blue, Strata 771 - Director
Colin Stroeder, Strata 832 - Director
Susan Baxter, Strata 771 - Director
Bruce Cody, Strata 771 - Director
No additional nominations from the floor
Motion by Lot 771-59 to elect the above list as Directors
Seconded by Lot 771-15
A vote was taken and passed unanimously

Meeting was declared adjourned
Reg Patterson, President
May 19, 2019 10:38AM
Koocanusa Village Community Association
Annual General Meeting Minutes
May 19, 2019
Held at Koocanusa Village

Call to Order:
Reg Patterson, President
November 3, 2020 7:34PM
24 Cranleigh Bay S.E. Calgary, Alberta

Confirmation of Attendance and Proxies:
51 proxies received (3 board memebers in attendance by voted by proxy)
1 members in attendance virtually
52 total voting members present and by proxy

152 eligible votes (in good standing)
38 votes required for quorum (25% of Members in good standing - as per KVCA bylaws)
Majority vote count of 27

Verification of Notice of Meeting:
Motion by Lot 771-101 that notice of the AGM had been properly given and validly constituted
Seconded by Lot 832-20
A vote was taken and passed unanimously.

Acceptance of Agenda:
Motion by Lot 832-20 to approve the agenda as presented
Seconded by Lot 771-101
A vote was taken and passed unanimously.

Acceptance of the May 19, 2020 Annual General Meeting Minutes:
Motion by Lot 771-101 to approve the AGM minutes as presented
Seconded by Lot 832-20
A vote was taken and passed unanimously.

Update from the Board was given by President Reg Patterson

General Business

Acceptance of Financial Report:
2018/2019 and 2019 Stub Period Financial Reports included in package
Motion by Lot 771-101 to to accept the financial reports
Seconded by Lot 832-20
Discussion: None
A vote was taken and passed unanimously.

Approval of 2020 Budget and Membership Fees
The proposed 2020 budget was included in the package ($100/Lot/Annum Membership Fee)
Motion by Lot 832-20 to approve the budget as presented
Seconded by Lot 771-101
Discussion: None
A vote was taken and passed unanimously.

New Business
Lot 771-90 expressed safety concerns for food handling at the July 1, 2019 Canada Day celebration. A volunteer cut their hand when cutting meat and the member felt that it may have contaminated food.
Lot 771-90 expressed safety concerns for opening the porta-potties at the marina beach which she felt was in contradiction with BC health recommendations at the time.

Election of KVCA Council
Reg handed over the chair to Colin Stroeder for election of president

Election of President:
Reg Patterson accepted nomination
No additional nominations from the floor
Motion by Lot 771-101 to to elect Reg Patterson for President
Seconded by Lot 832-20
A vote was taken; For - 48, against - 2, Abstained - 1. Motion passed.

Chair handed back over to Reg Patterson

Election of Vice-President:
Greg Poncelet accepted nomination
No additional nominations from the floor
Motion by Lot 832-20 to to elect Greg Poncelet for Vice-President
Seconded by Lot 771-101
A vote was taken; For - 48, against - 2, Abstained - 1. Motion passed.

Election of Treasurer:
Carl Haase accepted nomination
No additional nominations from the floor
Motion by Lot 771-90 to to elect Carl Haase for Treasurer
Seconded by Lot 771-101
A vote was taken and passed unanimously.

Election of Secretary:
Terry Ross accepted nomination
No additional nominations from the floor
Motion by Lot 771-90 to to elect Terry Ross for Secretary
Seconded by Lot 832-20
A vote was taken and passed unanimously.

Election of Directors
The following have accepted nomination
Darryl Binnion, Strata 771 - Director
Colin Stroeder, Strata 832 - Director
Chad McClarty, Strata 832 - Director
Frank Angyal, Strata 832 - Director
Taryn Davis, Strata 771 - Director
Nicole Wainwright, Strata 832 - Director
Marilyn Blattler, Strata 771 No additional nominations from the floor
Motion by Lot 771-101 to elect the above list as Directors
Seconded by Lot 771-97
A vote was taken; For - 48, against - 0, Abstained - 3. Motion passed.

Meeting was declared adjourned
Reg Patterson, President
November 3, 2020 7:59PM
Koocanusa Village Community Association
Annual General Meeting Minutes
November 3rd, 2020
Held virtually (MS Teams) and by proxy