LOCH LOMOND BEACH CLUB
POLICY AND PROCDURES MANUAL
SUBJECT:CONFLICT OF INTEREST POLICY#: 1 EFFECTIVE DATE: 4/16/2011
REVISED: PAGE: 1
POLICY:
The Board of Directors and employees shall use their best efforts at all times to make decisions that are consistent with high principles, and to protect and enhance the value of properties of the members and LLBC. All Directors and employees shall exercise their power and duties in good faith and in the best interest of, and loyalty to LLBC. All Directors and employees shall comply with all lawful provisions of the Covenants and Restrictions, Constitution and By-laws, Policies and Procedures.
A conflict of interest exists whenever any contract, decision or other action taken by or on behalf of the Board would financially benefit: a Director, a Director’s relative, an employee, an employee’s relative or an entity in which a Director or employee has a personal financial interest.
Any conflict of interest, as defined above, shall be verbally disclosed to the Directors in open session at the first open meeting of the Board of Directors at which the interested Director or employee is present prior to any discussion or vote on the matter. After disclosure, the interested Director or employee may participate in the discussion, but shall not vote on the matter.
PROCEDURE:
The minutes of the meeting shall reflect the disclosure made, the abstention from voting, the composition of the quorum and record who voted for and against.
Code of Ethics: In addition to the above, each Director and the Board as a whole and employees shall adhere to the following:
- No contributions will be made to any political parties or political candidates by LLBC.
- No Director or employee shall solicit or accept, directly or indirectly, any gifts, gratuity, favor, entertainment, loan or any other thing of monetary value from a person who is seeking to obtain contractual or other business or financial relations with LLBC.
- No Director or employee shall accept a gift or favor made with intent of influencing decision or action on any official matter.
- No Director or employee shall willingly misrepresent facts to the members of the community for the sole purpose of advancing a personal cause or influencing the community to place pressure on the Board to advance a personal cause.
- No Director or employee shall interfere with a contractor engaged by LLBC while a contract is in progress. All communications with LLBC contractors shall go through the Board President or be in accordance with policy.
- No Director or employee shall harass, threaten or attempt through any means to control or instill fear in any member, Director, employee or agent of LLBC.
- No promise of anything not approved by the Board as a whole can be made by any Director or employee to any subcontractor, supplier, or contractor during negotiations.
- Any Director convicted of a felony shall voluntarily resign from his/her position.
- No Director or employee shall knowingly misrepresent any facts to anyone involved in anything with the community which would benefit himself/herself in any way.
- Director or employee shall receive any compensation from LLBC for acting as a volunteer.
Any contract entered into in violation of this policy shall be void and unenforceable. In such event, the Board, at the next meeting of the Board, shall vote again on the contract, decision or other action taken in violation of this Policy.
LOCH LOMOND BEACH CLUB
POLICY AND PROCEDURES MANUAL
SUBJECT: PURPOSE OF MANUAL POLICY #: 2 EFFECTIVE DATE: 10/89 REVISED: 06/03/2011 PAGE: 1
POLICY:
In every organization it is necessary to establish a framework within which the efforts of the members, management, and elected leaders can be directed in a manner to advance the objectives of both the overall organization and the interests of the individual members. This Policy and Procedures Manual has been designed to be a working guide for current and future Board of Directors and club management to aid them in administration of Loch Lomond policies and procedures. These written guidelines should increase understanding, reduce the need for personal interpretations, and help ensure uniformity with administration.
Any policy, however properly formulated, is only as good as its implementation. The key to the implementation of policy is the Board of Directors on Board related issues and club management on club operational issues. It is, therefore, your duty to apply these policies and procedures consistently and fairly.
If club members or club management have any problems or suggestions regarding the policies and procedures in this manual, they should contact a member of the Board of Directors.
LOCH LOMOND BEACH CLUB
POLICY AND PROCEDURES MANUAL
SUBJECT: DISTRIBUTION OF MANUAL POLICY #:3 EFFECTIVE DATE: 10/89
REVISED: 8/21/10 PAGE 1
POLICY:
This manual is being distributed to each Loch Lomond member of the Board of Directors and to the Club Manager. Each director and the manager is assigned a numbered manual and is responsible for it. A copy is maintained at the Beach Club desk and is available for members’ review. The secretary of the Board of Directors is responsible for collecting manuals when a manual holder leaves their position, assuring they are updated and current, and re-issuing to new Board members or club managers.
PROCEDURE:
Any Board of Director member or Club Manager who leaves his position should return their respective manual to the secretary of the Board.
LOCH LOMOND BEACH CLUB
POLICY AND PROCEDURES MANUAL
SUBJECT: UPDATING MANUAL POLICY #: 4 EFFECTIVE DATE: 10/89
REVISED: July 23, 2016 PAGE 1
POLICY:
The foundation for this Policy and Procedures Manual is the Loch Lomond Beach Club By-laws, Covenants and Restrictions. In order to provide further guidance in administration of the Loch Lomond Beach Club, it will be necessary to create new Policies and Procedures and/or update existing Policies and Procedures.
A simple majority of the total duly elected Board of Directors may approve a new policy or revised policy by vote at a regularly scheduled Board of Directors meeting.
PROCEDURE:
All approved policies will be recorded by the secretary in the minutes of that meeting.
The secretary will assure that the approved policies are typed in the policy and procedure format, and distributed to Policy and Procedures Manual holders within 30 days of the approved date.
Periodically, the secretary will update and reissue an updated log to be placed in the front of each manual.
Periodically, the secretary will update and distribute revised table of contents.
Prior to the beginning of every third year, beginning 2014 (April 1st), the secretary will audit and update as necessary in order to assure that they are current for the coming fiscal year.
LOCH LOMOND BEACH CLUB
POLICY AND PROCEDURES MANUAL
SUBJECT: ANNUAL MEETING POLICY #: 5 EFFECTIVE DATE: 11/10/90
REVISED: 05/7/2016 PAGE 1 ATTACHMENT: A
POLICY:
The annual meeting of the Loch Lomond Beach Club, Inc. shall be held at 2754 28th Street, Birchwood, Wisconsin on the second Saturday in June of each year.
PROCEDURE:
1.Notice of the annual meeting of the corporation shall be in writing to each regular member appearing on the books of the corporation not less than ten days prior to the meeting.
2.Business conducted at the annual meeting shall consist of:
a.Election of directors when vacancy appears
b.Membership approval of annual budget
c.Any business that properly comes before the Board
3.Regular member may cast one vote per each Maintenance Assessment paying lot owned.
4.Associate members may attend the annual meeting as spectators.
5.Regular members will check-in upon arriving at meeting to receive proper number of ballots.
6.See Attachment A for format of annual meeting.
7.Robert Rules shall apply.8. Following the annual meeting, there shall be a short Board meeting to transact any appropriate business.
LOCH LOMOND BEACH CLUB
POLICY #5 ATTACHMENT A
ANNUAL MEMBERSHIP MEETING AGENDA
I.Call to Order
- Recognition of Quorum
II.Secretary’s Report
- Approval of last year’s minutes
- LLBC By- Laws and Policy updates made since last Annual Meeting
III.President’s Report
IV.Treasurer’s Report
a. Approval of Financial Report and Budget
V. Employee Introductions and Club Manager’s Report
VI.Facility and Maintenance Report
A.Capital Improvements
B.Repairs and Maintenance
VII.Architectural and Planning Report
VIII. Membership Report
IX. Communications Report
X.Social Activities Report
XI.Long Range Planning Report
XII.Old Business
XIII.New Business
XIV.Board Elections
XV.Adjournment
LOCH LOMOND BEACH CLUB
POLICY AND PROCEDURES MANUAL
SUBJECT: ANNUAL MAINTENANCE ASSESSMENT POLICY #: 6 EFFECTIVE DATE: 5/12/90
REVISED: 12/14/2013, 07/23/16 PAGE 1 OF 2 ATTACHMENTS: A,B,C
POLICY:
All owners of member lots in the Loch Lomond Beach Club, Inc. will be assessed an annual maintenance assessment (to be identified as MA) in order to provide funds to operate and maintain the common property and facilities.
PROCEDURE:
1.The amount of the MA will be based upon the budget and approved on an annual basis by the Board.
2.Property owner rates (multiple lot discounts apply only after payment on the full rate lot has been paid)
Firstlot - full rate
Second lot - 50% of full rate
Additional lots- 25% of full rate
All lots retain their current classification (1st lot, 2nd lot, additional lots) as of April 1st until the next fiscal year.
Lots listed as any type of trust, company or corporation must have on file with the Loch Lomond Beach Club the
person, along with their current address, responsible for payment and be designated on the membership card.
(Attachment A)
If a lot has multiple owners listed on the deed (other than spouses), one owner must be designated individual responsible for payment of the maintenance assessment and a current address for that individual must be on file. (Attachment 6A). All listed owners are members and membership cards for all owners can be sent to the owner responsible for payment if so requested. Only one statement per lot will be sent.
3. Non-voting developers: Developer who owns 10 or more lots for the purpose of resale or speculative building will not be required to pay MA provided: they or their families do not make any personal use of any of the land or club facilities; allow other persons to camp, place a trailer upon, or utilize the lots for any purpose with or without payment; maintain the payment of county property taxes, and maintain the property in good order. Should any of the foregoing occur, the developer status shall be forfeited and regular MA will be required. Persons wishing to be classified as non-voting developers, must receive approval for such status from the Board of Directors of Loch Lomond Beach Club, Inc.
4.All current property owners of the preceding year will be mailed a notification of the MA for the next fiscal year (April1 – March 31st) no later than March 31st.
An early discount may be offered to those members owning property prior to April 30th. The total amount
must be paid by April 30th.
Multiple lot discounts will be allowed only on lots that are titled identically. i.e., Husband and wife on one lot,
husband only on second lot will not qualify for multiple lot discount.
ANNUAL MAINTENCE ASSESEMENT POLICY #6 PAGE 2 OF 2
5.Persons who become property owners during the fiscal year will be assessed the MA on that portion of the fiscal year that they own the property. Succeeding years MA shall not be prorated.
Closings between the 1st of the month and the 15th of the month will be considered a full month. Closings between the 16th of the month and the end of the month will be considered one half month.
Purchase of property after April 30th is pro-rated on the full amount of the Maintenance Assessment
6.Property owners who do not pay their MA(s) by May 15th, may not use any of the club's facilities or services (i.e., clubhouse, pool, tennis courts, docks, boat landing, garbage dumpsters, etc.) until the MA is brought current on all lots owned.
7.Any MA unpaid by August 15th will be considered delinquent. A past due letter (Attachment 6b) will be mailed to the owner of record. If there is no response from the member by September 15th a lien will be filed on the property and a letter notifying the member of the lien will be mailed (Attachment 6c) per Policy #8.
8.As of March 31st any past due balance not listed with the Collection Agency will be assessed interest on the past due Maintenance Assessment(s) at a rate of 6% per year.
LOCH LOMOND BEACH CLUB
POLICY #6 ATTACHMENT A
RESPONSIBLE PARTY FORM
DATE______
LOT___ BLOCK ___ DIVISION ___ SUBDIVISION______
OWNERS LISTED ON THE RECORDED DEED ON FILE AT LLBC
Member Name
The member listed below has been designated the responsible party for paying the annual maintenance assessment, receiving the membership card(s), paying any charges made against the lot listed and receiving any correspondence sent by the Loch Lomond Beach Club, Inc.
Name______
Mailing address______
City______State______Zipcode______
Telephone number______
Verification by all listed owners - Please have all listed owners sign below.
______
______
______
LOCH LOMOND BEACH CLUB
POLICY # 6 ATTACHMENT B
OVERDUE MAINTENANCE ASSESSMENT LETTER
Date
Member Name
Member Address
Member City, State, Zip
Dear Member Name,
I am a director of the Loch Lomond Beach Club, Inc. (the “Club”), a Wisconsin non-profit corporation. You are a member of the Club because of your ownership interest in the below described property:
Lot:
Block:
Division:
The lot is subject to a Declaration of Covenants and Restrictions of record that creates an obligation for payment of an annual Maintenance Assessment set by the Board of the Club. The By-laws of the Club make you liable for payment of this assessment.
The Club’s records disclose that the Maintenance Assessment in the amount of $(current MA) of the ____ fiscal year billed March and due by (date) has not been paid and is delinquent.
Demand is hereby made by the Club for payment of the sum of $ (current MA) representing the delinquent Maintenance Assessment. If such sum is not paid by September (date) or no other arrangements have been made, the Club will have initiate collection proceedings. Please act now to reinstate your membership privileges, and avoid this collection process.
Sincerely,
______
(Board Member), Treasurer
Loch Lomond Beach Club, Inc.
LOCH LOMOND BEACH CLUB
POLICY # 6 ATTACHMENT C
NOTICE OF LIEN ON PROPERTY LETTER
Date
Member Name
Member Address
Member City, State, Zip
Dear Member Name,
The (current fiscal year) Maintenance Assessment in the amount of $(current MA) was not received by (date from past due letter) as requested in the past due letter that was sent to you dated (past due letter date).
A lien in the amount of $(current MA + filing fee) has been filed on Lot___ Block____ Division ____ or Subdivision ____ at the Barron County Courthouse. The amount includes the balance of (current fiscal year) Maintenance Assessment plus the cost involved in filing the lien.
If the $(current MA + filing fee) for the current year now owed on Lot ___ Block ____ Division ___ is not paid by October 31, (current year) further collection actions can be commenced, including collection agency or foreclosure action. If payment in full is received by October 31, (current year) the lien will be lifted.
Sincerely,
______
(Board member), Treasurer
Loch Lomond Beach Club, Inc.
LOCH LOMOND BEACH CLUB
POLICY AND PROCEDURES MANUAL
SUBJECT: ASSOCIATE MEMBERSHIP POLICY: 7 EFFECTIVE DATE: 11/10/90
REVISED: 7/15/2015 PAGE 1
POLICY:
The Loch Lomond Beach Club will begin offering new Associate Memberships effect July 15, 2015. Associate Memberships entitle cardholders to all Loch Lomond Beach Club privileges, except voting rights at the Annual Meeting.
PROCEDURE:
1.The Board shall have the right to revoke any Associate Memberships for violation of Loch Lomond Beach club rules and regulations.
2.Annual Associate Membership Maintenance Assessment shall be 178.5% of regular annual membership Maintenance Assessment amounts.
LOCH LOMOND BEACH CLUB
POLICY AND PROCEDURES MANUAL
SUBJECT: LIEN POLICY #: 8 EFFECTIVE DATE: 5/12/90
REVISED: 12/14/2013 PAGE 1
POLICY:
Loch Lomond Beach Club may file a lien against property where the Maintenance Assessment is past due.
PROCEDURE:
- Property owners who do not pay their Maintenance Assessment (MA) by August 15th of the fiscal year will receive a Past Due letter stating payment must be received by 30 days from the date of the letter or lien proceedings will begin.
- If payment is not received by the set date (see above) and no payment arrangement has been made, a lien will be filed with Barron County in the amount of the current MA or the balance of the current years’ assessment plus a $35 (plus mailing costs) lien fee.
- A lien letter will be sent stating a lien has been filed on the property and if payment is not received 30 days from the date of the letter and no payment arrangements have been made the account may be turned over for collection.
- Property owners who have had a previous lien (s) and are again delinquent will be subject to a lien (s) amendment that identifies interest and additional maintenance assessment in the lien (s).
- Initial liens and amended liens will be directed by the Club Treasurer and referred to the Assistant Treasurer for filing on an annual basis.
- Property owners who do not pay their Maintenance Assessment by October 15th of the fiscal year may be subject to further legal action. This could include liens, small claims court, judgments or foreclosure action.
LOCH LOMOND BEACH CLUB
POLICY AND PROCEDURES MANUAL
SUBJECT: ANNUAL BUDGET POLICY #: 9 EFFECTIVE DATE: 1/13/90
REVISED: 06/03/2011, 07/23/2016 PAGE 1 ATTACHMENT: A, B
POLICY:
The annual budget of The Loch Lomond Beach Club (aka "The Woods") will provide for: The operation and maintenance of the Loch Lomond Beach Club and other common facilities owned by the organization; the establishment of depreciation schedules for capital items and their replacement. The annual budget and Maintenance Assessment are approved by the membership at the annual June meeting.