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