APPENDIX E

January 3, 2018.

Dear Superintendent Perkins and SD8 Board Members,

Attached is the Nelson Tennis Club’s proposal for a joint venture with SD8 to
revitalize the LVR tennis court site into a Multisport Complex.

The project is a phased development over 4 years. As you will see, the requested
contribution from SD8 is primarily focused in Phase 1a) and 1b) aiming for
implementation in the spring of 2018. This is in order to apply for matching
funding from the Columbia Basin Trust Recreation Infrastructure Grant Program,
now in the last of its 3 years.

Also included is a proposed partnership framework for both the construction

phase and for future use of the site.

Finally, the proposal addresses the timely decision-making required to move the
project forward.

There are 4 Appendices attached for supplementary information:

1. NTC Constitution and Bylaws

2. The Proposed Junior Development Tennis Program
3. The Proposed Budget Flowsheet and Timelines
4. The Site Map

Thank you for reviewing this proposal in anticipation of your Jan 9, Board
Meeting. We would greatly appreciate the opportunity to work collaboratively
with SD8 on this exciting project.

Yours Sincerely,

Keith Bridger,

President, Nelson Tennis Club

January 9, 2018 Regular Open Board Meeting 33

 Nelson Tennis Club / SD8: A Partnership Proposal
January 2, 2018

1.About Us.
The Nelson Tennis Club (NTC) is a long-standing, financially stable, non-profit
organization with 100 members. The Club has an annual budget of $16,000 and its
affairs are managed by an elected 6-member volunteer Board. The NTC is
constitutionally mandated to keep membership and participation fees sufficient
only to cover operating and program costs in order to remain accessible to
citizens of all income levels (Appendix 1). NTC has one employee on contract,
Matt Martin, a former BC Junior Champion and highly skilled instructor. The Club
has a strong core of volunteers, well acquainted with the requirements for court
security and maintenance.
After many decades at Granite Pointe Golf Course, the NTC is seeking a new home
as GPGC is considering the current site for future property development.

2. The Project.
The dilapidated courts and grounds above LVR School offer great potential for an
outdoor multisport complex of benefit to NTC, SD8, and the general public. The
proposed project aligns closely with the recommendations in the 2014 Nelson and
District Parks and Recreation Master Plan, which advocates school district
partnerships with non-profits to upgrade and maximize community and student
use of school sports fields. Moreover, the Master Plan identified deficiencies in
youth programming, particularly ages 8 – 12. The NTC Coach, Matt Martin, with
support from TennisBC, is planning winter in-school tennis instruction for this age
group, followed by a summer Junior Development Program at the LVR courts, and
eventually a Tennis Academy for high performing youngsters (Appendix 2).

i) Phase 1a). Site Clean-up and Tennis Court Restoration.

• Grant Agency: Columbia Basin Trust Recreation Infrastructure Grant
(Feb1 deadline).
• Timeline: Spring-summer 2018
• Tasks: Site clean-up and fallen log removal; geotechnical survey; drainage
tile (if required); removal of degraded tarmac, old net posts, and invading
roots; installation of new net footings and posts, and footings for lights;

January 9, 2018 Regular Open Board Meeting 34

 subgrade in-filling and compaction; laying of new tarmac; resurfacing and
line painting of 4 tennis courts.
• Total cost $139K; SD8 share $65K (assuming subgrade does not need
replacement. Additional cost would be $60K, SD8 share $30K). Appendix
3: Project Budget Flowsheet).

ii) Phase 1b). Multisport Development.

• Grant Agency: Columbia Basin Trust Recreation Infrastructure Grant (Feb
1 deadline).
• Timeline: Spring-summer 2018
• Tasks: In addition to tennis, SD8 could offer students other on-site
recreational opportunities including 3 pickleball courts, 2 basketball hoops,
and ball hockey (Appendix 4 – Site Map). Site use capacity would increase
from 16 students with tennis only, to 42 students with the Multisports.
Pickleball will require subgrade and compaction, net posts and fencing,
tarmac, surfacing and painting. Basketball needs posts, subgrade and
tarmac; and road hockey subgrade and tarmac.
• Total cost $44K; SD8 share $22K

iii) Phase 2). Utilities, Washrooms and Parking

• Grant Agency: no grant applications planned at this time
• Timeline: Spring-summer 2019
• Tasks: The most economical option is to hook the 2 on-site washrooms
into LVR water and sewage. Electricity can be brought in from a power pole
on Cottonwood St. Washrooms to be constructed so they can be integrated
with the clubhouse at a later date. Once utilities are installed, the
entranceway and parking area can be paved.
• Total cost $42K; SD8 share $15K

iv) Phase 3). Clubhouse, Uphill Viewing Platform

Grant Agency: no grant applications planned at this time
• Timeline: Spring-summer-fall 2020
• Tasks: Clubhouse and equipment storage room constructed to attach to
washrooms. Outdoor deck. Followed by construction of uphill viewing
platform.

January 9, 2018 Regular Open Board Meeting 35

 • Total cost $40K; SD8 share $0. NTC will assume full cost of clubhouse and
viewing platform construction.

v) Phase 4). Tennis Court Lighting

• Grant Agency: CBT/RDCK/CoN Community Initiative Project
• Timeline: summer 2021
• Tasks: Installation of light standards on footings; installation of light
fixtures, electrical hookup.
• Total cost $35K; SD8 share $0. NTC assumes full cost.

Total project cost over 4 years 2018-2021: $300K; SD8 share $102K.

3. Partnership Framework.
i) Project Lead. In the planning and construction phases, NTC will act as project
proponent and lead including grant applications, securing of site contractors and
in-kind contributions, site supervision, and NTC volunteer labour. NTC will seek
permits from the City for utilities installation, and washrooms/clubhouse and
viewing deck construction.
ii) Facilities Maintenance. NTC will assume responsibility for all future tennis
court maintenance and associated costs, including eventual resurfacing of the
courts. Likewise, NTC will undertake and fund washroom, clubhouse, and viewing
deck maintenance. NTC will install a separate meter and pay for on-site electricity
usage. SD8 will maintain the multisport facilities under their exclusive use.
iii) Lease. SD8 provides a 20-year lease to NTC at a nominal annual rent.
iv) Joint Use Agreement. SD8 will retain priority use of the tennis courts
during school hours, with the exception of Tues and Thurs 8-11am for NTC
seniors’ play. The Junior Development Program will have priority for 2 hours
immediately after school. NTC and the Matt Martin coaching clinics will share
priority for all other hours. Visitors and non-members can access the courts and
coaching clinics for a modest user fee during hours posted by the NTC.
The washroom, water fountain, clubhouse deck and viewing platform will be open
access. Access to the clubhouse itself and the equipment storage area will be
restricted to the NTC.

January 9, 2018 Regular Open Board Meeting 36

v) Court Security. Unauthorized use of the courts can result in surface
degradation. To safeguard surface longevity, the courts will be locked outside of
use hours. Student use of courts will be for supervised school activities, and only
the supervisors will have key access.

4. Decision Points. Three decisions from the SD8 Board are requested by Jan
26 in order to meet the CBT grant application deadline of Feb 1 (2018 is the last
year of the 3-year CBT Recreation Infrastructure Grant Program). NTC apologizes
for this undue time pressure but events were not in our control.
i) Does SD8 support the overall vision of the project and the partnership
framework?
ii) Can SD8 contribute $65K so Phase 1a) Site Clean-up and Tennis Courts can
proceed in the spring of 2018?
iii) Can SD8 contribute an additional $22K for Phase 1b) Multisports to include 3
pickleball courts, 2 basketball hoops, and a ball hockey surface to proceed in the
spring of 2018?

Site amenities in Phases 2, 3 and 4 can be further detailed on a more reasonable

timeframe after Feb 1. To accomplish this, and other tasks, such as detailing the
lease agreement, we recommend the NTC and SD8 form a joint planning and
management committee. Once the implementation phases are complete, the
committee can continue to jointly manage the site into the future.

January 9, 2018 Regular Open Board Meeting 37

 Appendix 1.

NELSON TENNIS CLUB

CONSTITUTION and BYLAWS

CONSTITUTION

Article 1. NAME

The name of the organization is the Nelson Tennis Club (herein referred to as the NTC or
the Club).

Article 2. PURPOSES

(a) to provide and maintain a quality tennis facility for use by the residents of Nelson and
and the surrounding region, as well as visitors to the area,

b) to organize programs and events that promote the social, recreational, and
competitive aspects of tennis as a lifetime sport,

c) to provide a coaching program for juniors’ skill development, and adult clinics, and to run
tournaments for both NTC members and players from other communities,

d) to promote and uphold the rules of tennis as provided by Tennis Canada,

e) to support and affiliate with Tennis BC and Tennis Canada, and to enter into such other
affiliations as may be in the interest of the club.

BYLAWS

1. Location
The primary activities of the NTC are currently carried out at its tennis courts located on
the grounds of the Granite Pointe Golf Club at 1133 Richards Street West, Nelson, BC.

2. Executive

The activities of the NTC shall be managed by an executive consisting of a President,

Secretary, Treasurer, and 3 Directors. This executive shall be elected for a one year term
over the Club’s fiscal year from October 1, to September 30, following. The executive
may be assisted by the Past President and volunteer organizers for grounds maintenance,
tournaments, and social activities.

3. Finances

January 9, 2018 Regular Open Board Meeting 38

 The Club shall operate on a non-profit basis and charge membership and user fees
sufficient only to cover ongoing operating and maintenance costs in an effort to remain
accessible to all income levels. The Club shall endeavour to access monies from
Foundations, Trusts and government organizations in order to fund capital projects.
Administration and labour shall be provided by members on a volunteer basis so that
monies can be directed to operating (coaching, tournaments, etc.) and maintenance costs
(nets, lighting, etc.).

4. Membership

a) Membership in the NTC shall be open to all residents of Nelson, surrounding

communities, and visitors to the area. For those not choosing membership, the courts
and coaching programs shall be accessible on a user fee basis.

b) There shall be no restrictions on who may become a member of the NTC but, to become
a member, the appropriate membership fee must be paid to the Club.

c) Members may use the Club facilities at any time except for those periods set aside by the
executive for special groups or events (e.g. junior program, coaching clinics,
tournaments).

d) Members shall be required to abide by the Club rules of play, expectations of behavior, and
scheduled uses of the courts. Members not meeting these requirements may be asked
to leave the Club.

e) Since the Club operates on a non-profit and volunteer basis, members should expect to be asked
to help maintain the courts and Club area (cleaning, painting, etc.).

5. Membership Fees

a) The categories of membership in the NTC shall be:

Adult (age 18+)

Couple (2 adults as defined by the CCRA)
Family (2 adults plus children under age 18)
Junior (under age 18)
Post-secondary student

Additionally, monthly and daily guest playing privileges shall be available. These
persons shall not be considered members for voting purposes.

b) Based on anticipated expenses for the following fiscal year, the fees for the various
membership categories and playing privileges shall set by the outgoing Executive and
voted on at the AGM. These fees may be collected by any member of the Club
executive for deposit by the Treasurer.

January 9, 2018 Regular Open Board Meeting 39

6. Meetings

a) Meetings of the Club executive to discuss and decide on Club activities shall be called by the
President as needed during the year. Attendance by at least 3 members of the Executive
shall constitute a quorum.

b) The Annual General Meeting (AGM) shall be held at the end of each tennis playing season,
usually in November. The date, time and place for the AGM shall be decided by the
current Executive and notice sent to each Club member at least 3 weeks in advance.
Attendance at the AGM by at least 10 members, including the Executive, shall
constitute a quorum.

At the AGM, each member present shall be entitled to speak and vote on the issues put
forward. Unless a secret ballot is called for from the floor, voting on specific issues
shall be by a show of hands plus any proxy votes by members unable to attend. Proxy
votes may be given, in writing, to the President or Chairperson for the meeting at any
time before the meeting date. The President or Chairperson shall only vote in the case
of a tie.

The agenda and order of business for the AGM shall be decided by the Executive. At
a minimum it shall include the following:
- confirmation of a quorum,
- minutes of the previous AGM,
- reports from the President and Treasurer,
- election of the next year’s Executive,
- business requiring discussion and voting on by the members.

7. Election of Officers

a) The election of the Club executives shall take place at the AGM. Candidates must be current
members of the NTC. Specific nominations shall be given to the Secretary prior to the
meeting or called for from the floor during the meeting. Those holding offices shall be
eligible for re-election.

b) Election shall be by a majority vote.

c) Acceptance of any position shall be considered voluntary with no honoraria attached.

8. Duties of the Officers

a) The President shall preside over all official Club business. The President or his/her designate
shall represent the NTC to other professional organizations and the public. He/she shall
have signing authority for the Club’s financial activities and shall assume the duties of
the Treasurer if required. He/she shall present a summation of the Club’s annual
activities at the AGM.

January 9, 2018 Regular Open Board Meeting 40

b) The Secretary shall issue notices of all meetings and shall record and keep written records of
the proceedings from those meetings, exclusive of the financial accounts. He/she shall
conduct the correspondence of the Club, maintain the Club’s membership list, and post
the current list on the Club’s notice board. He/she shall solicit information on the
Club’s activities from Club members and executive for distribution to all members
through the Club’s Newsletters.

c) The Treasurer shall have signing authority for the Club’s financial activities. He/she shall
collect dues and other monies payable to the Club, issue receipts as needed, deposit
these monies into an account at a financial institution selected by the executive, pay all
invoices, and keep proper records of these transactions. He/she shall prepare a written
summation of the fiscal year’s transactions and present this, along with a preliminary
budget for the following year, at the AGM.

d) The Directors shall attend executive meetings, assist in the business of the Club, and serve on
committees as appointed by the President.

9. Borrowing Powers

The executive shall have the power to borrow or raise money for and on behalf of the Club
for the furtherance of its purposes only when authorized by at least a two-thirds majority
vote at the AGM.

10. Amendments

The Constitution and Bylaws of the NTC may be amended only by a special resolution at
the AGM or a Special General Meeting called for that purpose. Any member may propose
an amendment but a copy of the proposed amendment must be submitted in writing to the
Secretary at least 30 days prior to such Annual or Special General Meeting. All members
shall be notified of the proposed resolution and the meeting date at least 14 days before
that meeting. For approval, such a special resolution shall require at least a 75% majority
vote.

11. Dissolution

Upon dissolution of the Club, the executive shall, after paying off or making provision for
the payment of all liabilities of the Club, dispose of the remaining assets by donation to
other clubs or organizations operating on a non-profit basis for the promotion of sporting
activities in Nelson or the surrounding communities. All such disposals shall be made at
the discretion of the then current executive.

Nelson Tennis Club Constitution and Bylaws:

November 7, 2017

January 9, 2018 Regular Open Board Meeting 41

 APPENDIX 2

Junior Development Program

**NTC will provide balls, racquets, and nets

Summer Program (8 weeks @ 2 session/week): Starting Summer 2018

- Learn To Play format
- NTC outdoor courts
- Age groups = age 7-9, 10-12, 13-18
- 1 hour session
- $90

Spring Program (8 weeks @ 1 session/week): Starting Spring 2019

- Learn To Play format
- In Elementary Schools
- Age groups = age 7-9, 10-12
- 1 hour session
- Price TBD

Fall Program (8 weeks @ 1 session/week): Starting Fall 2018

- Team Tennis format
- School gym
- Age groups = age 7-18
- 1.5 hour session
- Price TBD

Nelson Tennis Academy (April – June @ 2 session/week) Starting Spring 2019

- Competitive Training format
- NTC outdoor courts
- Age groups = age 10-13, 14-18
- High Performance after school clinic
- 1.5 hour session
- Price TBD

January 9, 2018 Regular Open Board Meeting 42

 APPENDIX # 3 - BUDGET

Task Supplier Total City SD8 CBT NTC $s

Phase 1a) Site clean-up and tennis
court restoration
Geotechnical Survey Norm Deverney $ 1.00 0.5 $ 0.50
Electrical hook-up to box Craig Pickeral $ 3.00 $ 3.00
Site clean up, removal of wood JY Contracting $ 11.00 $ 3.00 $ 3.00 $ - $ 5.00

Removal of tarmac (and roots) JY Contracting $ 19.00 $ 9.50 $ 9.50 $ -

Nets, posts and footings NTC $ 3.00 $ 1.50 $ 1.50 $ -

lighting footings NTC $ 1.00 $ 0.50 $ 0.50

Paving courts only Selkirk Paving $60.00 $30.00 $30.00
Surfacing and painting tennis courts Tomko $ 40.00 $ 20.00 $ 20.00
Security cameras $ 1.00 $ 0.50 $ 0.50
Sub total Phase 1a) $ 139.00 $ 3.00 $ 65.00 $ 61.50 $ 9.50

Phase 1b), Multi-sport development

Paving hoops/bb ball/hockey Selkirk Paving $ 7.50 $ 3.75 $ 3.75 $ -
Sub grade to pickleball courts $ 5.00 $ 2.50 $ 2.50 $ -
Paving pickleball Selkirk Paving $ 15.00 $ 7.50 $ 7.50 $ -
Surfacing of pickleball Tomko $ 10.00 $ 5.00 $ 5.00 $ -
Fencing of pickleball ? $ 6.00 $ 3.00 $ 3.00 $ -
Subtotal Phase 1b) $ 43.50 $ - $ 21.75 $ 21.75 $ -
Subtotal Phase 1a) and b) $ 182.50 $ 3.00 $ 86.75 $ 83.25 $ 9.50

Phase 2, Utilies and washrooms and

parking
Water and septic permits $ 0.20 $ - $ 0.10 $ - $ 0.10
Water and sewer to washrooms $ 15.00 $ - $ 7.50 $ - $ 7.50
Electrical to washrooms CWG $ 0.50 $ - $ - $ 0.50
Washrooms $ 15.00 $ 7.50 $ - $ 7.50
Equipment storage $ 4.00 $ - $ - $ 4.00
Paving of Parking area Selkirk $ 7.50 $ - $ - $ 7.50
Subtotal Phase 2 $ 42.20 $ - $ 15.10 $ - $ 27.10

Phase 3, Clubhouse and viewing

platform
Clubhouse $ 30.00 $ - $ - $ - $ 30.00
viewing platform $ 10.00 $ - $ - $ - $ 10.00
Subtotal Phase 3 $ 40.00 $ - $ - $ - $ 40.00
(Continued next page)

January 9, 2018 Regular Open Board Meeting 43

Phase 4, Tennis court Lighting
Electrical from box to top of lights Craig Pickeral $ 1.00 $ - $ - $ - $ 1.00
Lights and poles for 2 courts $ 35.00 $ - $ - $ - $ 35.00
Subtotal Phase 4 $ 36.00 $ - $ - $ - $ 36.00
TOTAL PROJECT COSTS $ 300.70 $ 3.00 $ 101.85 $ 83.25 $ 112.60

Annual Operational Budget Total City School CBT NTC $s

Electrical bills $ 0.40 $ - $ - $ - $ 0.40
Weed control/Ground upkeep $ 2.50 $ - $ - $ - $ 2.50
Washroon cleaning and supplies $ 1.00 $ - $ - $ - $ 1.00
Electical bills $ 0.40 $ - $ - $ - $ 0.40
Security/grafitti/vandalism $ 0.50 $ - $ - $ - $ 0.50
TOTAL OPERATIONAL COSTS $ 4.80 $ - $ - $ - $ 4.80

Timeline Year 1 Year 2 Year 3 Year 4 Year 5

2018 2019 2020 2021 2022
Phase 1a) Courts
Phase 1b) Multi-sports
Phase 2, Utlilities and washrooms
Phase 3 Clubouse/viewing platform
Phase 4, Lighting
Instruction: Summer Program (age 7-18)
Instruction: Spring Program (age 7-12)
Instruction: Fall Program (age 7-18)
Instruction: Tennis Academy (age 10-18)

January 9, 2018 Regular Open Board Meeting 44

January 9, 2018 Regular Open Board Meeting 45
 Angus Glass

Nelson Tennis Club (NTC) – LVR Sportplex Proposal

December 12, 2017

January 9, 2018 Regular Open Board Meeting 46

1
Overview

• Proposed joint venture between NTC and SD8

• Revitalize disused tennis courts
• Encourage more youth to learn and play tennis
• NTC to reduce costs for SD8
• New home for the NTC

January 9, 2018 Regular Open Board Meeting 47

LVR courts: upslope fire hazard…

January 9, 2018 Regular Open Board Meeting 48

Cracks and ridges

January 9, 2018 Regular Open Board Meeting 49

Disused infrastructure

January 9, 2018 Regular Open Board Meeting 50

Site potential

• Four courts (provincial tournaments)

• Well oriented for sun exposure
• Level and well-drained base
• Perimeter fence in good condition
• Potential for other sports

January 9, 2018 Regular Open Board Meeting 51

SD8 options for site

1) Leave the site disused; or

2) Invest in repaving and resurfacing

• Estimated costs of “bare bones” clean

up and repair is just under $130K
• SD8 can spend a lot less, and get a lot
more…

January 9, 2018 Regular Open Board Meeting 52

How can NTC make a difference?

• Provide access to capital grant money

• Provide labour
• Reduce contractor costs
• Supervise site, and eliminate maintenance
costs
• NTC responsible for future re-surfacing (10-
15 years)
• Access to youth funding for tennis

January 9, 2018 Regular Open Board Meeting 53

More, for much less…

• Expanded and improved surfaces for other

sports
• Future grant money for supporting school
students
• Structured, professional tennis instruction
(elementary and high school)
• Phase 1 a) and b) is estimated to be $165K
• SD8 portion estimated at only $76K

January 9, 2018 Regular Open Board Meeting 54

Saving $s, AND youth involvement

• Tennis Canada “Community Champion for

Nelson” (12 and under only)
• On local Board with KidSport
• NTC affiliated with TennisBC, and SportBC
(access grants)
• For older students (G9-12): Kootenay
Tennis Academy
• NTC family membership expanded, youth
programing revitalized

January 9, 2018 Regular Open Board Meeting 55

Response so far

• Brent Cross, VP of LVR

• Bruce Maclean, Director of Operations, SD8
• Karen MacDonald, Parks and Rec Manager,
City
• Pam Mierau, Manager of Development
Services, City
• Many suppliers and contractors

January 9, 2018 Regular Open Board Meeting 56

Site plan

January 9, 2018 Regular Open Board Meeting 57

Budget
Task Supplier Total SD8 NTC/CBT

Phase 1a) "Bare bones - Courts" ($'000s) ($'000s) ($'000s)

Geotechnical Survey Norm Deverney $ 1.00 $ 1.00
Electrical hook-up to box Craig Pickeral $ 4.00 $ 4.00
Site clean up, removal of wood JY Contracting $ 5.00 $ 2.50 $ 2.50

Removal of tarmac (and roots) JY Contracting $ 20.00 $ 10.00 $ 10.00

Nets and posts NTC $ 2.50 $ 1.25 $ 1.25

footings NTC $ 1.00 $ 1.00

Paving courts only Selkirk Paving $60.00 $30.00 $ 30.00

Surfacing and painting tennis courts Tomko $ 40.00 $ 20.00 $ 20.00
Security cameras $ 1.00 $ 0.50 $ 0.50
Sub total Phase 1a) $ 134.50 $ 64.25 $ 70.25

Phase 1b) "Multi-sports"

Paving hoops/bb ball/hockey Selkirk Paving $ 10.00 $ 5.00 $ 5.00

Paving parking and pickleball Selkirk Paving $ 20.00 $ 7.00 $ 13.00

Subtotal Phase 1b) $ 30.00 $ 12.00 $ 18.00

January 9, 2018 Regular Open Board Meeting 58
Subtotal Phase 1a) and b) $ 164.50 $ 76.25 $ 88.25
NTC team

• Keith Bridger (President): grant writing

• Robbie Wright (Director): site supervisor
• Matt Martin (Director, tennis pro): youth
involvement
• Angus Glass (Director): community
awareness/fundraising
• Craig Courtney, site supervision and annual
maintenance

January 9, 2018 Regular Open Board Meeting 59

NTC requests:

• Long-term, 10-year lease* (20 years preferred)

• Nominal ($1/year) usage agreement
• Letter of support*
• Approval to manage capital improvements on
SD8 land*

*Requirement from CBT for grant application

January 9, 2018 Regular Open Board Meeting 60

Summary
• Current site is an eyesore and liability
• SD8 will get quality courts, and other sports’
surfaces, for approximately 54% less than full cost
• Last year of CBT’s Recreation Infrastructure Grant
• Increased court usage by students (all ages)
• SD8 will have no future worries of:
• courts degrading
• security
• maintenance costs
• resurfacing costs
• SD8 students to benefit from funding & instruction
January 9, 2018 Regular Open Board Meeting 61
 APPENDIX F

SCHOOL DISTRICT NO. 8 (KOOTENAY LAKE)

POLICY PRO-FORMA
For more information on Policy and Regulation development see Policy No. 230

Title of Proposed Policy:

Whistleblower Protection
______________________________________________________

Purpose and rationale for the proposed Policy:

Staff believes that an anonymous submission process to receive and evaluate concerns by employees regarding
questionable practices should be developed. Given the District's small staff and the inability to fully segregate
duties, a whistle blowing policy would allow another layer of accountability in the operations of the district

Staff researched practice in other school districts and provides the Board with this pro forma policy to refer to
the Policy & Governance Committee of the Whole, for development.

Suggested wording:
The Board is committed to the highest standards of openness, honesty and accountability. The Board encourages
employees, acting in good faith, to report what the employee reasonably believes to be true and reasonably
believes to be an improper activity by District officers or employees.

The Board is strongly committed to upholding ethical standards in the School District. All employees, and others
performing work on behalf of the District, are expected to conduct themselves in a professional manner, adhere
to applicable laws and Board Policies that apply to their work activities in addition to demonstrating ethical
behavior in all their decisions and interactions. The Board expects employees, and others that the Board deals
with, who have serious concerns about any aspect of the District’s operations with respect to potential evidence
of wrongdoing, to come forward and voice those concerns.

Kim Morris, Secretary-Treasurer, SD8

Submitted by:

Please save and email your Policy Pro-Forma to nona.lynn@sd8.bc.ca

or print and mail to:
School District No. 8 (Kootenay Lake) | 570 Johnstone Road | Nelson | BC | V1L 6J2

January 9, 2018 Regular Open Board Meeting 62

 APENDIX G

2017-2018 Board Calendar

DATE TIME BOARD MEETING COMMITTEE of the WHOLE OTHER

MEETING
September 12 1:00-2:30 Flex Meeting (Optional Use)
3:00-4:00 Closed Board Meeting
5:00-7:00 Regular Open Board Meeting
September 26 12:30-2:00 Policy and Governance
2:30-4:00 Education
4:30-6:00 Finance and Operations

October 10 1:00-2:30 Flex Meeting (Optional Use)

3:00-4:00 Closed Board Meeting
5:00-7:00 Regular Open Board Meeting
October 24 12:30-2:00 Policy and Governance
2:30-4:00 Education
4:30-6:00 Finance and Operations

November 14 1:00-2:30 Flex Meeting (Optional Use)

3:00-4:00 Closed Board Meeting
5:00-7:00 Regular Open Board Meeting
November 28 12:30-2:00 Policy and Governance
2:30-4:00 Education
4:30-6:00 Finance and Operations

December 12 3:00-4:00 Closed Board Meeting

5:00-7:00 Regular Open Board Meeting

January 9 Flex Meeting (Optional Use)

3:00-4:00 Closed Board Meeting
5:00-7:00 Regular Open Board Meeting
January 23 12:30-2:00 Policy and Governance
2:30-4:00 Education
4:30-6:00 Finance and Operations

January 9, 2018 Regular Open Board Meeting 63

 DATE TIME BOARD MEETING COMMITTEE of the Whole Other
Meeting
February 13 1:00-2:30 Flex Meeting (Optional Use)
3:00-4:00 Closed Board Meeting
5:00-7:00 Regular Open Board Meeting
February 27 12:30-2:00 Policy and Governance
2:30-4:00 Education
4:30-6:00 Finance and Operations

March 13 3:00-4:00 Closed Board Meeting

5:00-7:00 Regular Open Board Meeting

April 10 1:00-2:30 Flex Meeting (Optional Use)

3:00-4:00 Closed Board Meeting
5:00-7:00 Regular Open Board Meeting
April 24 12:30-2:00 Policy and Governance
2:30-4:00 Education
4:30-6:00 Finance and Operations

May 8 1:00-2:30 Flex Meeting (Optional Use)

3:00-4:00 Closed Board Meeting
5:00-7:00 Regular Open Board Meeting
May 22 12:30-2:00 Policy and Governance
2:30-4:00 Education
4:30-6:00 Finance and Operations

June 12 1:00-2:30 Flex Meeting (Optional Use)

3:00-4:00 Closed Board Meeting
5:00-7:00 Regular Open Board Meeting
June 26 12:30-2:00 Policy and Governance
2:30-4:00 Education
4:30-6:00 Finance and Operations

January 9, 2018 Regular Open Board Meeting 64