Bylaws Definitions SAMPLE

It is common in organizational documents to have a section on definitions of terms used. Definitions reduce ambiguity of understanding.

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  • Active Directors
    • Directors who normally attend BOD Meetings
  • Active Past President
    • Past President and Member of Record
  • Annual Budget
    • Budget of Income, expenses and financial standing prepared by the Treasurer and approved by the Members for the fiscal year
  • Associate Membership
    • Membership classification for Membership not technically representing a property owner but one that possesses the same appearance and role as a property owner
  • Association Agent
    • Representative acting on behalf of the Association
  • Association Bylaws
    • Rules, regulations and processes sanctioned by the Members and enacted by the Association to provide the organizational structure for its operation and management
  •  Association, Corporation
    • XXXXX Lake Association
  • Board of Directors, Board, BOD
    • Directors elected by the Members to manage the Association per the powers and authority provided for in the Bylaws
  • Board of Directors Handbook
    • Supplementary document of processes and procedures to be managed by the BOD by virtue of the Bylaws
  • BOD Meeting Minutes
    • Permanent record of official actions and decisions of the BOD
  • BOD Meeting Votes
    • Official decisions at BOD meetings recorded in Minutes as Votes
  • Committee
    • Group of individuals organized for a specific purpose of the Association sanctioned by the Board
  • Corporate Office, Office
    • Corporation position having official capacity or function
  • Director
    • Member of BOD elected by Members
  • Director Proxy
    • Certified assignment of rights of a Director to vote at Board Meetings
  • Director Quorum
    • Minimum number of Directors required to conduct BOD business
  • Electronic Voting
    • Member or Director collection and complilation of votes on qustions using email, web polling forms or other electronic media
  • Email
    • Traditional electronic communication
  • Email Alternative
    • If the Member does not use Email, an alternate method of Association communication will be managed by the Association Secretary
  • Executive Committee
    • Committee empowered by the Bylaws to conduct business of the Board subject to ratification by the Board
  • Meetings
    • Any assembly of Members, Committee members, Directors or Officers for the purpose of conducting Association business
  • Member Agent
    • Representatives acting on behalf of the Member to the Association
  • Member Attorney in Fact
    • Person certified to represent a Member to the Association by  Power of Attorney
  • Member Meeting Minutes
    • Permanent record of official actions and decisions of the Members
  • Member Meeting Votes
    • Official decisions at Member Meetings recorded in Minutes as Votes
  • Member of Record, Member
    • Person representing the Membership for Voting and otherwise representation to the Association
  • Member Power of Attorney
    • Certified assignment of rights of a Member to an Attorney in Fact
  • Member Proxy
    • Certified assignment of rights of a Member to vote at Meetings
  • Member Quorum
    • Minimum number of Members required to conduct business at Member Meetings
  • Member Referendum
    • Member Vote on a specific question conducted outside of a Regular or Special Meeting
  • Membership
    • Association designation of a Member
  • Membership fee
    • Annual fee assessed by the Association for Membership
  • Minutes
    • Record of actions and decisions of Meetings
  • Non-owner Member
    • Exception for a renter, leasholder or other appropriate candidate as interpreted by the BOD and individually approved by the BOD
  • Notice of Meeting
    • Advice to Members or Directors of Meetings
  • XXXX Lake Association (XXXXX)
    • Name of Association
  • Officer
    • President, Vice President, Secretary, Treasurer, Others elected by the BOD
  • Owner Member
    • Owner of property with lakeshore on the lake
  • President Elect
    • President elected but not yet installed
  • President, Chairman
    • President of the Association, Chairman of the BOD
  • Property Owner
    • Owner of property with lakeshore on the lake
  • Secretary
    • Office charged with all administrative record keeping for the Association.  May have signature authority for the Association as directed by the BOD
  • Tele-conference, Video-conference
    • Audio/visual participation of Members or Directors in Meetings
  • Treasurer
    • Officer charged with all financial responsibilities of the Association
  • Vice President
    • President Second.  Duties as assigned by Bylaws or BOD
  • Virtual Special Meeting
    • Special Meeting held in lieu of a physical Meeting and facilitated y electronic means