Operational Guidelines

We are in the process of adding Operational Guidelines to this page. Topics marked with * are not yet completed. Please contact the LRAA Board if you have questions about anything you see here.

Click sub-topics below to reveal/hide descriptions.

Executive

Email Voting

Rationale
• E-mail voting is an effective tool for the LRAA Board due to the infrequency that board members can meet in person.
• At the same time, communication and transparency are the top priority of the board.
• By including e-mail voting activity since the last board meeting in current board meeting minutes, the board ensures communication and transparency for LRAA members.

Guideline
• If the board needs to make simple and non-controversial decisions between board meetings, e-mail voting can be used.
• It is important to ensure appropriate discussion takes place if necessary.
• E-mail voting should provide that as an option, for example: “I approve of this decision. I do NOT approve of this decision. Additional discussion is necessary.”
• All e-mail voting since the last board meeting, must be captured on the agenda of the next board meeting including the exact question and results.
• Once the e-mail votes on the agenda have been reviewed within the context of the board meeting, they will be included in the minutes with the exact question and the results as if it had been a motion at the meeting.

Secretarial

Meeting Minutes

Rationale
• Meeting minutes should be made available to the LRAA membership as quickly as possible after having been approved.
• Communication and transparency are the top priority of the board.
• With board members cycling on and off the board every year, it is important that some consistency is maintained on the website and in the method of filing for future reference.

Secretary
• Secretary produces draft minutes and distributes via email to board members for review. By the 2nd Monday after the meeting.
• All board members review and either tentatively accept or provide revisions to the Secretary. By the 3rd Monday after the meeting.
• Secretary edits the minutes with the revisions and redistributes to the board via email, Document clearly labeled draft, rev date and revisions included. By the 4th Monday after the meeting.
• Board approves minutes at the next Board meeting. Secretary, or other designated board member, posts final version to the web ASAP.
• Final version of minutes is initialed by Secretary and President in hard copy by postal mail if necessary.
• Final resting place for the signed copy is in the files at the fire hall. The web version should have “Initialed by [president/secretary] [date]” in each of the signature lines and should state version approved by the board on Day/Month/Year.
• Draft versions should be shredded.

For the Sake of Consistency on the Website
• When meeting minutes are posted they are named Board Meeting Minutes-[Month Day, Year]
• Annual meeting minutes are labeled Annual Board Meeting Minutes-[Month Day, Year]
• Special board meeting minutes are labeled Special Board Meeting Minutes-[Month Day, Year]
• Annual Minutes are categorized as such for easier access on the website.
• Minutes are saved as having been posted the day of the meeting so that they appear in chronological order on the website.
• Each set of minutes is tagged on the website based on content. Examples of tags are the following: airstrip, delinquency, equipment maintenance, finances, insurance, legal issues (to name a few).
• These tags are used to make it easier to search for minutes that contained significant information about those important topics.

For the Sake of Consistency in the Filing Cabinet
• Final meeting minutes are filed by calendar year.
• A new file is started for each calendar year.
• All meeting minutes are filed together.

Communications

Management of Response to Member Questions on the Website

Rationale
• Offering a means of contacting the LRAA board through our website with timely responses to inquiries from members. Communicating with the general membership is a role LRAA board takes very seriously.Guideline
Inquiries made through the web site “contact” button will be sent to all trustees via email.
• The chair of the Communications Committee will respond to inquiries and concerns that come from the membership through the LRAA website unless a trustee specific to the subject of the question being asked has already responded to the inquiry. The goal is that someone respond to any inquiry within 24hours, even if the question is not being fully answered.
• If the chair of the Communications Committee is responding to a member and cannot provide an answer, he or she will still respond within 24 hours to either 1) let the member know that the question has been forwarded to the specific board member affiliated with that committee or 2) that additional research is required and that the board will respond within a reasonable amount of time. The chair of the Communications Committee is also responsible for passing those questions on to the appropriate board member, following up with that board member to be certain the action item has been completed.
• If a trustee other than the communications chair is responding to an inquiry, they need to copy any response to the communications chair.
• The communications chair is responsible for sharing any concerns expressed through the website (or other outside means) with the board.

Website Management or Liaison to Website Manager

Rationale
• Transparency and communication are paramount to the LRAA board, so having an efficient, effective, and timely means of communicating and sharing information with the membership is crucial.
Guideline
• The chair of the Communications Committee will ensure that the website is up to date with regard to meeting minutes, quarterly and annual financial reports, and special association announcements.  This chair will also manage the outgoing group emails to LRAA members who have signed up to receive these messages. This work will either be conducted by the chair of the Communications Committee or by a hired Website Manager of the board’s choosing.

Access

* Snow Removal Bidding Process

Coming soon

Administrative

Member Access to Files

Rationale
• There are over 30-years worth of collected documents in the filing cabinet.
• A significant undertaking was made to organize files so current and future boards, along with individual members, could access the files they needed when they needed them.
• Anyone availing themselves of the filing cabinet documents has a responsibility to maintain this organization for current and future boards/membership.

Procedure & Guidelines
• Records, including board meeting minutes, contracts, and association maps will be available for examination by all members with reasonable advance notice.
• Interested members should contact the board through the website to set up a time to review files or make a request in writing and mail it to PO Box 1272.
• The head of the Administrative committee will arrange a time for the LRAA member to review the appropriate records.
• The Association will not release any telephone number of any owner.
• The Association may impose and collect a reasonable charge for copies and any reasonable costs incurred by the Association in providing access to records.
• Members will also have access to any correspondence collected between themselves and the board.

Board Use of Files

Procedure & Guidelines
• If the board needs to access files from the filing cabinet in the firehouse, they are free to do so at any time.
• Board members removing an entire file are requested to return it to the same location. Note: the current organization of files is posted on the outside of the filing cabinet.
• Board members removing an individual document from a given file are requested to place a stickie note on that document with the name of the home file listed on it. This will facilitate their returning it to its rightful place when they are finished with it.
• A Trustee who removes a file shold notify the Admin Chair as soon as is convenient. When it is returned, notify the Admin Chair again.

Finance

* Communication to the Treasurer about Invoices to be Paid

Coming soon

Refuse and Recycling

Duties of the Refuse and Recycling Chair

• Monitor use of dumpsters & recycling program
• Assess for Adjustments to Services & report to LRAA board
• Assess for misuses and troubleshooting
• Liaison to MRR and MVSS
• Encourage full use of 1 dumpster before the 2nd dumpster is engaged
• Help keep dumpster and recycling area tidy
• Help maintain instructional signage for recycling & dumpster use
• Provide Refuse & Recycling information for LRAA website