LID BOD Handbook

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LID BOD Handbook
Contact [email protected] for editable version

The LID Board of Directors Handbook is a reference library of functions and assignments of responsibilities that may not be hard-coded and detailed in the Governance managed by the Board of Directors.

  • Annual Meeting schedule
    • The Annual Meeting will be scheduled for a Saturday in July or August of each year
  • Eligible voters
    • A Voting Authority is the ability to submit a valid vote on LID measures or elections
    • Premise for valid votes is based on one vote, one Defined Property Entity
    • Eligibility is defined by the intersection of two elements
      • Defined Property Entity
        • A Parcel or group of Parcels that reasonably and logically constitute a Defined Property Entity 
      • Registered Voting Owner
        • A Owner or designated Owner from a group of Owners registered with the LID to submit a vote
  • Board of Directors Regular Meetings
    • Scheduling of Meetings of the Board of Directors
  • Board of Directors Executive Committee
    • Executive Committee Members
      • The Executive Committee shall consist of the Chair, Vice Chair, Secretary, or Treasurer and any additional Members designated by the Board
    • Executive Committee Quorum
      • Three (3) Executive Committee members will constitute a Quorum
      • If less than a Quorum is present at any meeting, a majority of the Committee members present may adjourn the Meeting from time to time without notice.
    • Executive Committee Meetings may be called by the Chair or by three (3) Board members.
    • The Executive Committee may act on behalf of the Board on any matter when the Board is not in session.
    • The Minutes of Executive Committee Meetings will be distributed to all Directors on a timely basis after any Executive Committee Meeting.
    • Actions of the Executive Committee will be subsequently reviewed for ratification at a Board Regular or Special Meeting called in part for that purpose.
  • Duties of Officers
    • The Chair shall
      • Preside at all Meetings of the Members
      • Chair all Meetings of the Board
      • Chair all Meetings of the Executive Committee
      • Be the primary representative for the LID
    • The Vice Chair shall
      • Preside at LID Member Meetings in the absence of the Chair
      • Chair Meetings of the Board in the absence of the Chair
      • Chair Meetings of the Executive Committee in the absence of the Chair
      • Have such powers and duties as may be delegated by the Chair or delegated by the Board, in the event of the extended absence or disability of the Chair.
      • The Vice Chair will be the Chair-Elect and will succeed the Chair when the Chair resigns his term
    • The Secretary shall
      • Record Minutes of all Member, Board and Executive Committee Meetings
      • Distribute Minutes as directed by the Board
      • Maintain Corporate and LID records and files and documents including but not limited to:
        • Articles of Incorporation
        • LID Governance and associated documents
        • Insurance policies
        • Member Meeting Minutes
        • Board Meeting Minutes
        • Executive Committee Minutes
      • Perform other duties and functions as may be directed by the Board
    • The Treasurer shall
      • Be responsible for the financial record keeping integrity of the LID
      • Manage recording and posting of LID financial transactions
      • Consolidate and summarize transactions using  standard financial record keeping procedures
      • Prepare regular financial reports to Members and Board members.
      • Prepare and report all submissions required by the IRS, state and local taxing authorities.
      • Assist the Board of Directors in preparation of a preliminary Annual Budget for the LID
        • Preliminary approval of the Annual Budget will be made at the first Board of Directors Meeting of the fiscal year.
        • Secure approval of the Annual Budget by Members at the first Member Meeting of the fiscal year
        • Perform other duties and functions as may be directed by the Board
  • Contracts
    • The Board may authorize any Officer or LID Agent, in addition to Officers authorized by the Bylaws, to enter into any contract or execute and deliver any instrument in the name of and on behalf of the LID, and such authority may be general or may be confirmed to specific instances.  No contract or obligation in excess of XXXX ($500) shall be entered into by an Officer, LID Agent or any representative of the LID without prior approval of the Board.
  • Checks, Drafts or Orders
    • All checks, drafts or orders for the payment of money, notes or other evidences of indebtedness issued in the name of the LID shall be signed by such Officer or Officers, LID Agents, and in such manner as shall from time to time be determined by resolution of the Board.  In the absence of such determination by the Board such instruments shall be signed by the Treasurer and countersigned by the Chair or Vice Chair of the LID.  All checks, drafts or order amount exceeding XXXX DOLLARS ($XXX) shall be issued after prior approval by the Board.
  • Financial Audit
    • The Financial records audit of the LID will be conducted annually with report presented to the Board of Directors.
  • Power of Attorney
    • Member Power of Attorney
      • A Member of Record of  may appoint an Attorney-In-Fact to possess Powers of Attorney in all matters to which said Member would otherwise be entitled to, including those as a  Member, member of the Board, Officer or member of any Committee for the LID.
      • The Attorney-In-Fact must be a person at least eighteen (18) years of age, possess an intimate relationship to the Member and be in a position to act in the best interest of the Member.
      • Assignment of Powers of Attorney in matters must be consistent with the intent of the provision as interpreted by the Board of Directors and will require approval of the Board.  Such approval not to be unreasonably withheld.
      • Registration of Member Powers of Attorney requires filing of a Power of Attorney Form with the Secretary.
      • Though the Attorney-In-Fact will be recognized by the LID as the official Member of Record, receiving official Notices, etc. instead of the Principal, this does not preclude the Principal from acting on his/her own behalf, superseding the authority of the Attorney-In-Fact.
  • Electronic Voting
    • When appropriate and necessary Electronic Voting may be substituted for any vote at a Special Meeting on any question put to the Board, Committee members or Members.  Electronic Voting is regarded as an action of a Virtual Special Meeting subject to interpreted provisions provided for Special Meetings in these Bylaws.
    • Quorums
      • Requirements for Quorums for Electronic Voting will be the same as those for Special Meetings.  The total number of electronic votes received will be used to constitute a Quorum.
    • A hard copy of the results of all Electronic votes will be filed and maintained in the permanent records of the LID.
    • The Chair will be non-voting reserving his deciding vote for the case of a tie between the other voters. 
  • Member Proxies
    • Members can designate another Member to represent him at a Member meeting by properly executing a MEMBER PROXY FORM.