Board Positions
Chair of the Improvement District
Position Overview:
The Chair is a statutory position required under Section 738 of the Local Government Act. The Chair is a trustee, first elected by landowners during the Annual General Meeting. The trustees subsequently elect one of their own to serve as Chair at the first meeting of the year or upon the occurrence of a vacancy. The primary role of the Chair is to preside over meetings of the trustees, ensuring proper conduct and adherence to the rules governing these meetings, such as Roberts Rules of Order or Parliamentary Procedure.
Key Responsibilities:
• Meeting Leadership:
• Preside over trustee meetings and ensure they follow established procedural rules.
• Decide on points of order when procedural questions arise, subject to appeal from other trustees.
• Appoint an acting Chair if absent from a meeting.
• Authority & Conduct:
• Maintain order during meetings, including expelling or excluding individuals if deemed necessary.
• Serve as the face of the improvement district, comparable to a mayor in a municipal context.
• Voting & Decision-Making:
• Participate in votes alongside trustees, with each member, including the Chair, having one vote.
• Help set the tone for governance and decision-making within the improvement district.
• Administrative Duties:
• Call trustee meetings as needed and assist in preparing meeting agendas.
• Sign adopted meeting minutes and bylaws in collaboration with the corporate officer.
• Co-sign agreements, contracts, and accounts with the corporate officer.
Skills & Qualifications:
• Leadership & Governance: Experience or familiarity with presiding over formal meetings and working with governing boards.
• Communication Skills: Strong ability to manage discussions, resolve disputes, and maintain decorum in meetings.
• Organizational Skills: Comfortable with administrative responsibilities, including agenda-setting and document signing.
• Knowledge of Procedural Rules: Understanding of Roberts Rules of Order, Parliamentary Procedure, or similar meeting rules.
Statutory Requirement: Must be an elected trustee as per the Local Government Act.
Job Description: Trustee – Board of Trustees
Position Overview:
A Trustee on the Board of Trustees plays a critical role in making decisions that directly impact services provided to the residents of a community. Trustees are collectively responsible for governing in the best interest of the residents and must act within the framework of applicable legislation. As a Trustee, individual authority is limited, with decisions requiring the majority vote of the Board. Trustees should demonstrate a strong commitment to their role, uphold the highest standards of integrity, and avoid conflicts of interest.
Key Responsibilities:
• Collective Decision-Making: Participate in discussions and decisions that require the majority vote of the board. Trustees have equal voting power and must work collaboratively to influence decisions.
• Governance and Oversight: Act in the best interest of the community, ensuring that policies and services align with the needs of residents and comply with statutory obligations.
• Appointment of Officers: Elect one of the trustees as Chair annually or when a vacancy occurs. Make decisions on the appointment and dismissal of officers and employees, including setting employment terms.
• Bylaw and Resolution Passage: Pass necessary bylaws and resolutions to exercise the Board’s powers as outlined in legislation.
• Financial Oversight:
• Approve and distribute tax notices to landowners, ensuring transparency in how taxes are calculated.
• Participate in the appointment of trustees or others to the Court of Revision to handle tax assessment complaints.
• Set dates for tax sales when properties have overdue taxes exceeding 24 months.
• Annual General Meeting: Attend and contribute to the annual landowners’ meeting, where audited financial statements are presented and trustee honoraria are discussed.m
• Audit and Reporting: Ensure audited financial statements are filed with the Inspector of Municipalities by the required deadline (May 15 each year).
• Committees: Participate in or appoint committees to handle specific tasks or ongoing issues within the district.
Term of Office:
• Trustees serve a three-year term unless elected to fill a vacancy. Terms and any associated remuneration are decided annually at the general meeting of landowners.
Qualifications:
• Qualifications to be a trustee are set by the district’s Letters Patent or, in absence of specific provisions, section 737 of the Local Government Act. Trustees must maintain the necessary qualifications throughout their term unless specified otherwise in the Letters Patent.
Liability Protection:
• Trustees are generally protected from liability for decisions made in good faith. However, liability may arise in cases of gross negligence, willful misconduct, dishonesty, or defamation.
Commitment:
• Trustees are expected to attend all meetings, as decisions require a quorum. If unable to fulfill attendance requirements for an extended period, trustees are encouraged to consider resignation to allow for the election of a replacement.
Conflict of Interest:
• Trustees must avoid any actions or decisions that may lead to personal gain or conflicts of interest. Additional guidance on conflict of interest and related topics is available in district policies.
Job Title: Secretary
Overview:
The Secretary plays a vital role in the smooth functioning of the improvement district by managing its business records and ensuring compliance with relevant laws and procedures. This position, in accordance with Section 738.2, requires a detail-oriented individual with strong organizational skills to oversee the safekeeping and accuracy of official documents and meeting minutes.
Key Responsibilities:
• Preparation and Management of Records:
• Prepare and maintain accurate and complete meeting minutes, bylaws, and other records related to improvement district business.
• Ensure the safekeeping and organization of all improvement district business records, including meeting minutes and bylaws.
• Records Access and Compliance:
• Provide access to improvement district business records in accordance with legal requirements or as authorized by the board of trustees.
• Ensure that all records and documents are maintained in compliance with relevant regulations and the district’s policies.
• Certification and Documentation:
• Sign and certify copies of bylaws and other official documents as required or requested by the board or governing authorities.
• Accept notices and legal documents on behalf of the improvement district or board of trustees.
• Seal and Official Documents:
• Safeguard the improvement district seal and affix it to documents as required by law or district policy.
Qualifications:
• Strong organizational and documentation skills.
• Familiarity with legal documentation and record-keeping requirements.
• Ability to maintain a high level of confidentiality and integrity in handling sensitive documents.
• Proficiency in administrative and clerical duties, with attention to detail and accuracy.
• Experience in a corporate or legal administrative role is preferred.
Experience Level:
• Minimum 2-3 years of experience in corporate administration, legal assistance, or a similar field, with a focus on documentation and compliance.
Industry:
Improvement district, municipal governance, or related government administrative sectors.
This job description outlines the core responsibilities under Section 738.2 and emphasizes the importance of maintaining compliance with regulations while supporting the board of trustees in administrative tasks.
Job Description: Treasurer
Position Overview:
The Treasurer plays a crucial role in the financial management of the Improvement District. This role includes overseeing the receipt, management, and disbursement of funds, maintaining accurate financial records, and ensuring compliance with relevant laws and regulations. The Treasurer will work closely with the Board of Trustees to implement financial policies and provide transparent financial reporting.
Key Responsibilities:
1. Financial Management:
• Receive all money paid to the Improvement District.
• Safeguard and manage all funds and securities of the Improvement District.
• Disburse funds as authorized by the Board of Trustees.
2. Investment Oversight:
• Invest funds in accordance with Section 745(4) of applicable regulations.
3. Financial Records and Reporting:
• Prepare and maintain accurate records of the Improvement District’s financial activities.
• Keep detailed accounts and ensure the security of financial documents.
• Compile financial information and provide necessary reports to the Inspector of Municipalities.
4. Assessor Duties (as assigned):
• Perform assessor duties as assigned by the Board of Trustees, which may be outlined by a resolution or the Officer Position Establishment Bylaw.
5. Compliance and Accountability:
• Ensure compliance with financial regulations and the board’s directives.
• Provide transparent reporting to support the decision-making process of the Board of Trustees.
6. Coordination with the Board of Trustees:
• Work in collaboration with the board to establish and implement financial policies.
• Participate in meetings to present financial updates and recommendations.
Terms and Conditions:
• Employment terms and conditions are established by a contract or agreement, which must be approved by a resolution of the Board of Trustees in compliance with Section 738.4.
• The Treasurer serves at the discretion of the Board of Trustees and may be subject to termination in accordance with the conditions of the employment contract or relevant board resolutions.
Qualifications:
• Proven experience in financial management, accounting, or a related field.
• Understanding of municipal or improvement district governance and financial regulations.
• Strong organizational and record-keeping skills.
• Ability to work collaboratively with a Board of Trustees and other stakeholders.
• Familiarity with applicable laws and regulations concerning investment, financial reporting, and public sector finance.
Employment Conditions:
• The Board of Trustees may terminate the appointment with a two-thirds vote of all trustees with reasonable notice, or by majority vote in cases of termination for cause.
Note: Legal advice may be sought by the Board of Trustees when drafting or amending the employment contract or before terminating the officer.
Volunteer Positions
Volunteer Water Monitor for the Lower Nipit Improvement District (LNID)
Reports To: LNID (Lower Nipit Improvement District) Board
Position Summary:
The Volunteer Water Monitor plays a crucial role in observing, documenting, and reporting on the water levels and conditions of the Twin Lake Waterway. This position requires familiarity with the Twin Lake Waterway, its associated water licenses, and the protocols for monitoring water levels and environmental conditions throughout the year. The data collected by the Water Monitor supports the LNID’s efforts in managing water resources effectively, ensuring compliance with regulatory requirements, and protecting the ecosystem.
Key Responsibilities:
Waterway Familiarization and Protocol Adherence:
- Take a guided tour of the Twin Lake Waterway to become familiar with its layout and protocols.
- Understand the water licenses governing the waterway, including definitions of storage and vertical water levels.
- Record daily Lower Twin Lake (LTL) levels using data from the Water Canada Gauge (WCG) or data logger, beginning at ice-off and continuing until ice-on.
Annual Documentation and Reporting:
- In January, complete the Annual Trigger Twin Lake Level Monitoring Chart for the previous year.
- Update historical records by adding data to the 1941-2019 Excel Spreadsheet of Lake Levels and the Twin Lake Water Level Graph.
- Submit Secchi Disc monthly readings and the annual ice-on/ice-off water levels to the British Columbia Lake Stewardship Society (BCLSS) in October.
Ice Observation and Reporting:
- Observe and document the ice-off dates for LTL in March-April, following the protocol on the BCLSS website.
- Submit the observed dates to BCLSS as required.
Snowpack and Groundwater Monitoring:
- Check and document the snowpack levels in February and March using data from the South Okanagan Rivers Forecast.
- Monitor Observation Wells #403, #404, and Willowbrook Well #283 (accessible through the BC Government Water Atlas) to track groundwater levels and trends.
Spring Sampling and Documentation:
- Collect a spring beach sample for chemical analysis and send it to Caro in Kelowna via UPS from Penticton, ensuring the sample is kept on ice.
Water Flow and Creek Monitoring:
- Begin documenting water flow in early April by taking pictures from designated highway blocks along South White Lake Road.
- Communicate with local residents near the twin culverts to assess water flow conditions.
- Regularly observe and document the water levels and flow in Horn Creek and the dam, paying special attention to when Horn Creek stops feeding Upper Twin Lake (UTL) and when the spillway is activated.
Seasonal Monitoring and Trigger Documentation:
- Monitor and document water levels and environmental triggers throughout the year, adhering to the criteria outlined in the Annual Lake Level Monitoring Chart.
Groundwater Observation:
- Regularly observe the BC Ministry of Environment Ground Water Monitoring Well graphs for wells #282, #403, and #404, noting that surface water changes generally precede changes in groundwater levels.
Flood Prevention and Pump Maintenance:
- Maintain the LNID pump, Canada Water Gauges, and Statutory Right of Way.
- If necessary, facilitate pumping to prevent flooding, providing all relevant information to the Ministry of Forests, Lands, Natural Resource Operations and Rural Development (MoFLNRORD) Water Stewardship for final decision-making.
- Use the Annual Lake Level Monitoring Chart to document ice-on dates and storage levels at the dam, Turtle Pond (TP), and LTL.
Future Freshet Capacity Prediction:
- In October, predict the freshet capacity for the coming year, ensuring that there is at least 4 vertical feet of storage below the total high water level to accommodate the next spring’s inflow.
Final Reporting:
- In January, finalize the documentation for the previous year by completing the Annual Trigger Twin Lake Level Monitoring Chart and updating the relevant spreadsheets and graphs.
- Submit the ice-on date to BCLSS as part of the final annual reporting.
Qualifications:
- Familiarity with or willingness to learn about water resource management and environmental monitoring.
- Ability to follow detailed protocols and accurately document observations.
- Comfortable with fieldwork and interacting with local residents and stakeholders.
- Basic computer skills for data entry and report generation.
Time Commitment:
This position requires year-round monitoring, with varying levels of activity depending on the season. The busiest periods are typically from ice-off in early spring through to the end of the summer.
Volunteer Web Maintenance Specialist
Reports To: LNID (Lower Nipit Improvement District) Board
Position Summary
The Volunteer Web Maintenance Specialist is responsible for updating and maintaining the improvement district’s website to ensure it is user-friendly, up-to-date, and accurately reflects the activities, announcements, and resources of the LNID. This position involves regular coordination with the LNID Board to align website content with the district’s goals and needs.
Key Responsibilities:
- Website Updates:
- Regularly update the website with news, events, meeting minutes, and other relevant content.
- Ensure timely posting of critical information such as emergency alerts, board decisions, and community announcements.
- Upload and manage documents, photos, and other media files.
2. Content Management:
- Review and edit website content for accuracy, clarity, and consistency.
- Collaborate with the LNID Board to develop and implement content strategies.
- Ensure all content aligns with the LNID’s mission, vision, and brand guidelines.
3. Technical Maintenance:
- Perform routine checks to ensure the website is functioning properly.
- Troubleshoot and resolve any website issues or errors.
- Liaise with the website hosting service for technical support and updates as needed.
4. Design and Development:
- Suggest and implement improvements to the website’s design and functionality to enhance user experience.
- Update website layout and features in line with modern web design practices and user feedback.
- Ensure the website is mobile-friendly and accessible to all users.
5. Compliance and Security:
- Ensure the website complies with relevant laws and regulations, including data protection and privacy policies.
- Regularly update security measures to protect the website from cyber threats.
- Backup website data and maintain records of updates and changes.
6. Reporting and Communication:
- Provide regular updates to the LNID Board on website performance, including traffic statistics and user feedback.
- Attend board meetings as required to discuss website strategies and updates.
- Act as the main point of contact for any website-related inquiries from the board and community members.
Qualifications:
- Experience in website development and maintenance, preferably with knowledge of content management systems (e.g., WordPress, Joomla).
- Proficiency in HTML, CSS, and basic web design principles.
- Strong attention to detail and ability to manage multiple tasks simultaneously.
- Excellent communication skills and the ability to work collaboratively with a team.
- A proactive approach to problem-solving and the ability to work independently.
- Familiarity with the improvement district’s mission and activities is a plus.
Time Commitment:
This is a volunteer position with flexible hours. The expected commitment is approximately 5-10 hours per month, depending on the website’s needs and activities within the improvement district.
The Volunteer Web Maintenance Specialist plays a crucial role in enhancing the online presence of the LNID, ensuring that the community stays informed and engaged with the district’s initiatives and events.
Volunteer Water Quality Tester
Reports To: LNID (Lower Nipit Improvement District) Board
Position Summary:
As a Volunteer Water Quality Tester, you will play a crucial role in monitoring and maintaining the health of our local water bodies. Your primary responsibilities will include conducting water quality tests, performing Secchi dips to measure water clarity, and reporting your findings to both the Let’s Not It’s Done (LNID) initiative and the British Columbia Lake Stewardship Society (BCLSS). Your efforts will help ensure the sustainability and safety of our water resources.
Key Responsibilities:
- Water Quality Testing:
- Collect water samples from designated locations following established protocols.
- Conduct various water quality tests, including but not limited to, pH, temperature, dissolved oxygen, and nutrient levels.
- Record and document all test results accurately on BCLSS form.
2. Secchi Dip:
- Perform Secchi dips to measure water transparency and clarity.
- Follow standardized procedures to ensure consistency and reliability of data.
- Document Secchi disk readings and observations.
3. Data Reporting:
- Compile and analyze water quality data.
- Prepare detailed reports summarizing findings and trends.
- Submit reports to both LNID and BCLSS in a timely manner.
4. Equipment Maintenance:
- Maintain and calibrate water testing equipment regularly.
- Ensure all equipment is in good working condition and report any issues promptly.
5. Community Engagement:
- Educate the community about the importance of water quality and the role of monitoring.
- Participate in outreach activities to raise awareness and encourage public involvement.
6. Collaboration:
- Work closely with other volunteers, LNID, and BCLSS staff to coordinate efforts and share information.
- Attend training sessions and meetings as required.
Qualifications:
- Interest in environmental conservation and water quality.
- Basic understanding of water testing methods and equipment.
- Strong attention to detail and accuracy.
- Good communication and reporting skills.
- Ability to work independently and as part of a team.
- Willingness to learn and follow established protocols.
Commitment:
- Regular monitoring and reporting schedule as agreed upon with LNID and BCLSS.
- Participation in training and periodic meetings.