VIEW ROYAL COMMUNITY ASSOCIATION Minutes for Feb 22nd, 2023

VRCA CONSTITUTION & BYLAWS

Summary of Board Actions:

1. Action: Board to set up monthly check-in with Cheryl to go over the the items on list. Jen will be the main point of contact and will modify the Community Coordinator to increase hours contract by February 28th. Timeline: by February 28th.
2. Action: The board (Jen) to clarify expectations around the increased hours for Community Coordinator. Requirement to meet some expectations - e.g. doing the action items sent after the meeting. Timeline: Next two weeks.
3. Action: Jen to clarify with the Community Coordinator if a phone or laptop is most useful. Around the $40 per month - without data - Community Coordinator to research and provide options. Timeline: Next two weeks.
4. Action: Jen to discuss cleaning with Community Coordinator. Ensure the the rental agreement is clear about need to clean or not getting back the damage deposit. Need a more organized system for people to do their own self-cleaning Timeline: Next two weeks.
5. Action: Leigh to send Andrea research on Audio visual equipment, Wi-Fi, monthly fee for a year, speakers on bluetooth for renters, mounted speakers: Sonos - space packages, sound dampening panels - $3,500 mark. Security cameras - include for now.
6. Action: Ashleigh to follow up with Stella to see if fall maintenance/ cleaning eaves was completed.
7. Action: Leigh to pick up bathroom signage at Canadian tire
8. Action: Ashleigh to research cost to have a recycling contract.
9. Action: if any board members have expenses that haven’t been reimbursed, nudge Jen.
10. Action: Add info budget planning to the next board meeting.

Summary of Community Coordinator (CC) Actions:

1. See spreadsheet from last time. No additional actions added.

Meeting Minutes

1. Call for Agenda Items - 2 min

   • Meeting called at 7:21 pm.
   • Jen moved to approve, Andrea seconded, all in favour.

2. Approval of Feb 22nd, 2023 Agenda - 2 min

   • Jen moved to approve, Andrea seconded, all in favour.

3. Approval of Previous Meeting’s Minutes - January 18th 2023 - 4 min

   • Jen moved to approve, Andreas seconded, all in favour.

4. Community Coordinator

   • Decision: Increase Community Coordinator hours up to 40 hrs/month for 3 months on a trial basis to see if it brings in more income. Needs to be profitable.
   • Action: The board to clarify expectations around the increased hours for Community Coordinator. Requirement to meet some expectations - e.g. doing the action items sent after the meeting.
   • Decision: VRCA will not host more events until our rentals go more smoothly. Need to upgrade systems, pair down expectations/job description for Community Coordinator.
   • Action: Board to set up monthly check-in with Cheryl to go over the the items on list. Jen will be the main point of contact and will modify the Community Coordinator contract by February 28th.
   • Decision: Will investigate getting a phone for the Community Coordinator.
   • Action: Jen to clarify with the Community Coordinator if a phone or laptop is most useful. Around the $40 per month - without data - Community Coordinator to research and provide options.
   • Action: Jen to discuss cleaning with Community Coordinator. Ensure the the rental agreement is clear about need to clean or not getting back the damage deposit. Need a more organized system for people to do their own self-cleaning
   • Website
     • Not discussed
   • Invoices created in WAVE for all rentals - Is this happening now?
     • Not discussed
   • Approving rental options - did Cheryl receive this info we decided on?
     • Not discussed

5. Grant in Aid by View Royal - Update from Andrea

   • Andrea has started the application. Due March 1,
   • Action: Leigh to send Andrea research on Audio visual equipment, Wi-Fi, monthly fee for a year, speakers on bluetooth for renters, mounted speakers: Sonos - space packages, sound dampening panels - $3,500 mark. Security cameras - include for now.
   • Resolution of the board to request a grant in aid from the town of View Royal.
     • Andrea proposed, Ashleigh seconded. All in favour.

6. Stella and new Lease agreement - Update from Ashleigh - Review of Draft in Email

   • Lease
   • M.O.U.
   • Motion to approve the View Royal Preschool Lease and M.O.U as outlined and updated
     • Ashleigh proposed, Andrea seconded. All in favour.

7. Maintenance & Building Updates - 10 min (discuss top a-e, hold off of f-k unless time allows)

   • New Items:
     • Mirrors
       • Decision: to not install mirrors. Not a top priority. Focus for now is on safety issues/upkeep.
   • Updates from last board meeting:
     • Lighting - BC Hydro Letter & outdoor lights (CC Update)
       • Not discussed
     • Fall Maintenance / Cleaning Eaves before AGM by PDh
       • PDh did not do it in timeline. Stella was going to arrange for the maintenance.
       • Action: Ashleigh to follow up with Stella to see if fall maintenance/ cleaning eaves was completed.
     • Drainage
       • Nothing has happened on drainage but haven’t had any issues with snow. Will try to have something done when the weather improves. Would be a good volunteer, best practices around the bottom of the building.
       • On pause
     • MODO Parking Space at the Hall
       • On pause
     • Bathroom Signage
       • Action: Leigh to pick up bathroom signage at Canadian tire
     • Investing in WIFI (CC Update)
       • On pause
     • Cleaning Schedule
       • Cheryl will send out
   • Ongoing:
     • Heat being left on or turned down?
       • Will be included in the lease
     • Paying for recycling
       • Action: Ashleigh to research cost to have a recycling contract.
     • Painting signage
       • Remove from agenda

8. Financial Update - Andrea

   • No additional financial updates
   • Action: if any board members have expenses that haven’t been reimbursed, nudge Jen.
   • Idea to have an annual budget: For staff members to have control of some lines, have an overview of what we are spending in a year.
   • Action: Add info budget planning to the next board meeting.

9. Strategic Planning Session - preliminary thoughts?

   • Instead of a whole planning session, do this in a bite-sized sessions in board meetings.

10. Meeting Adjourned:

    • Meeting adjourned 8:53
    • Move next meeting to 22nd of March. Try next meeting in person

Meeting Times for 2023 - Meetings to be scheduled for third Wednesday of the month. Cheryl send list of tasks with notes by second Wednesday so the board can review and discuss. Start time: 7:15pm. Every second to be in person.

Move next meeting to 22nd of March. Try next meeting in person