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By-Laws and Policies

By Laws

DRAFT

BY-LAWS OF

  • FRIENDS OF LAKE GRIFFIN STATE PARK, INC.

    Citizen Support Organization for Lake Griffin State Park, Inc.

    ARTICLE I - DEFINITIONS

    Section 1.  "Board" means the Board of Directors. "Corporation" means FRIENDS OF LAKE GRIFFIN STATE PARK, INC. “President” refers to the President and Chairperson of the Board, because they are the same person in this organization.


    ARTICLE II - PURPOSE AND OBJECTIVES

    The business and objectives of the Corporation are as follows:

    Section 1.  This corporation is organized exclusively for charitable purposes within the meaning of section 501(c)(3) of the Internal Revenue code of 1986 including, for such purposes the making of distributions to organizations that qualify as exempt organizations under Section 50l(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code. More particularly, to conduct programs and activities, sponsor research, sponsor promotions, raise funds, request and receive grants, gifts, contributions, dues and bequests of money, real and personal property; or acquire, receive, hold, invest and administer, in its own name, securities, funds, objects of value, or other property, real or personal; and make expenditures and distributions to or for the benefits of the Division of Recreation and Parks and Lake Griffin State Park.

    Section 2.  This Corporation shall act as a non-profit corporation under laws of the State of Florida with no view to pecuniary gain or profit to its members and with no part of the income to be distributable to its Members, Directors, or Officers, except as stated in ARTICLE VI, Section 13.

    Section 3.  This Corporation shall be non-discriminatory, non-partisan, non­ sectarian, and shall not sponsor or support any political activities, positions, candidates, or functions. 

    ARTICLE III - PRINCIPAL OFFICE

    Section 1.  The principal office of the transaction of the business and affairs of the Corporation shall be in Lake County, Florida, or at such other location as designated by the Board of Directors.


    ARTICLE IV - MEMBERS

    Section 1.  Members: Members shall consist of any individual or business entity. Members in good standing shall be maintained as long as annual dues are current.

    Section 2.  Enrollment: The Corporation shall keep a true and accurate Membership Book listing the names and addresses (physical and email) of all Members. The Membership Book shall be maintained by the Corporation Secretary. All members must immediately notify the Secretary of the Corporation in writing of any change of their address.

    Section 3.  Membership Categories and Dues:  Membership Categories and Dues will be set by the Board. Any change in the categories and the dollar amount of the dues must be approved by a two-thirds (2/3) vote of the Board of Directors. Changes will be implemented at the Annual Meeting. 

    Membership Categories

    Annual Dues

    Individual

      $15

    Individual Life

    $125

    Family

    $25

    Family Life

    $250

    Merchant

    $100*

    Corporate Sponsor

    $300*

    *Or an equal amount in in-kind services or material.

    Section 4.  Family Membership: Shall include and be limited to persons living in the same household.

    Section 5.  Membership is Not Transferable: Except as otherwise provided herein, membership is not transferable or assignable.

    Section 6.  Corporation and Other Business Entities: Should any Member of the Corporation be a Merchant, or Corporate Sponsor, it shall designate in writing the name of the person authorized to represent it in its relations with the Corporation and may from time to time designate such representative by written notice delivered to the Corporation. Each Member of the Corporation shall have but one representative.

    Section 7.  Good standing: No Member shall be in good standing if delinquent in any financial obligations to the Corporation.

    Section 8.  Termination of Membership: Membership in this Corporation shall be terminated in any one of the following manners:


  • a)   By voluntary written resignation.
  • b)   By resolution of the Corporation Board, without cause. Such resolution shall be adopted by a majority vote at a regular or special meeting of the Board at which a quorum is present.
  • c)    By expulsion for any violation of these By-Laws, or any rules or regulations adopted by the Corporation.
  • d)   By voluntary or involuntary dissolution of the Member if the Member is a corporation, firm or other business entity.
  • e)   By failure to maintain annual dues.

  • Section 9.  Effect of Termination: Termination of a Member for any reason shall not relieve that Member as to any existing financial obligation owed by the Member to the Corporation.

    Section 10.  Reinstatement: Any Member having been terminated and wishing again to become a member may be reinstated at any time after six months from the date of termination, upon receipt of written application for such reinstatement and the advance payment of any dues for the period which such reinstatement becomes effective. The board reserves the right to deny reinstatement.

    Section 11.  Rights: No Member shall have any vested right, interest, or privilege of, in, or to the assets, functions, affairs or franchises with the Corporation, or any rights, interest or privilege which may be transferable or inheritable, or which shall continue if Membership ceases, or while not in good standing.


    ARTICLE V - MEETINGS

    Section 1.  Annual Meeting: The Corporation shall hold the Annual Meeting of the members of the Corporation during the month of March each year unless circumstances warrant change and, in such case, members will be thusly notified. Business transacted at said meeting will include: 


  • a)   Treasurers report stating the Corporation’s current balance. 
  • b)   The past year’s accomplishments.
  • c)    Plans and Goals for the next three (3) years.
  • d)   The election of the Directors whose 2 (two) year term has expired or the replacement of a Director.
  • e)   The Park Manager or designee shall give a presentation concerning the status of the park.
  • f)     The transaction of other business. 

  • Section 2.  General Meetings: In addition to the Annual Meeting the Board may, at their discretion or at the request of at least One-Third of the current membership, conduct a General Meeting of the members of the Corporation to discuss Board actions, issues, and concerns, or to update members on current and past issues or concerns. While this is an open forum, decorum as required by Roberts Rule of Order will be maintained.

    Section 3.  Board of Directors Meetings: See Article VI, Sections 6 and 7.

    Section 4.  Notice. The Secretary shall, notify by mail or electronically, all members of the date, time, and location of the Annual Meeting at least ten (10) days prior to the date of that meeting. Along with the notification, the Secretary shall provide the minutes of the previous Annual Meeting and the agenda for the upcoming Annual Meeting.

    Section 5.  Quorum: Except as may be expressly provided otherwise in these Bylaws, fifty-one percent of the Directors shall constitute a quorum for the transaction of all business at any meeting of the Board and an affirmative vote of a majority of the Directors constituting such a quorum shall be necessary to pass any resolution or to take any action unless a higher vote is specifically required by these Bylaws.

    Section 6.  Order of Business: The order of business of all meetings of the Corporation shall be as follows:

  • a)   Determination of a quorum as set forth in Article V, Section 5.
  • b)   Approval of minutes of previous meeting.
  • c)    Presentation and consideration of reports of Officers, Directors and standing Committees.
  • d)   Review finances.
  • e)   Unfinished business.
  • f)     New business.
  • g)   Park Report.
  • h)   Adjournment.

Section 7.  Procedure: The order of business may be altered or suspended at any meeting by a majority vote of the members present. The parliamentary rules specified in The New Robert's Rules of Order shall govern all deliberations, when not in conflict with these Bylaws.



ARTICLE VI - BOARD OF DIRECTORS


Section 1. Election of Directors: One month before the Annual Meeting the nominating committee (see ARTICLE VIII, Section 3) will provide the President the list of potential Directors. The Secretary will email an announcement of the Annual Meeting, and the list of potential Directors, to the Membership three (3) weeks before the Annual Meeting. Election of Directors will be held at the Annual Meeting of the Corporation. Nominations from the floor will also be recognized at that meeting.


Section 2.  Management of the Corporation: The business and property of the Corporation shall be managed by the Board of Directors of this organization. There shall be between five (5) and eleven (11) Directors which will include four (4) Officers. Officers of the Corporation shall be President, Vice-President, Secretary and Treasurer.


Section 3.  Management Affairs: The Board of Directors shall have control and management of the affairs of the Corporation, with the authority to engage and discharge employees and agents of the Corporation, fix salaries, admit, suspend, or expel members, create and appoint committees, and to do everything necessary and desirable in the conduct of the business of the Corporation, and in accordance with these Bylaws.

Section 4.  Agreements: No Officer, Agent or other person shall have the power or authority to bind the Corporation by any contract or engagement or to pledge its credit or to render it liable for any purpose over the maximum threshold amount without Board approval. Only the President will have discretionary authority to make expenditures per occurrence of no greater than the maximum threshold amount as set by the Board.

Section 5.  Term: The term of office for the Directors of the Corporation shall be for a term of two (2) years and a Director may be reelected by a majority of the membership at an Annual Meeting.

a)   A Director's term shall end on the expiration of same or until such time as a successor is selected and/or until earlier resignation, death, or removal.

b)   Directors shall be elected at an Annual Meeting or General Meeting of the membership called for such a purpose. Directors shall be elected by a majority vote of the members who are present and in good standing at said meeting.

  • Section 6.  Regular Board Meetings: The Board shall hold periodic Board meetings with a goal of a minimum of four (4) meetings a year, and that the board may elect by majority vote to suspend physical board meetings during summer months (June, July and August) in which case normal business as needed, will be conducted via electronic means such as emails. The Secretary shall give notice of each regular Board meeting at least five days prior to the meeting to each Director. At any meeting attended by a quorum of Board Members, any business may be transacted notwithstanding the lack of due notice of such meeting. The general Membership will be informed of these meetings and may attend but only as observers unless granted the Floor by a majority of attending Board members.

    Section 7.  Special Board Meetings: The President of the Corporation or at least three of the Directors currently in office may call a special Board meeting. The Secretary shall give notice of each special Board meeting orally, by mail or electronically at least two days prior to the meeting to each Director. Unless indicated in the notice, any business may be transacted at a special Board meeting. At any meeting by all the Directors any business may be transacted notwithstanding the lack of due notice of such meeting.

    Section 8.  Voting: Each Director shall possess one (1) vote in matters coming before the Board. Absent Directors may not vote by proxy however, in matters discussed via emails voting may be done electronically. 

    Section 9.  Removal of Directors: Any Director may be removed from office by a majority vote of the Membership present at any meeting of the membership of the Corporation. Notice of the proposed removal of a Director must be given to such Director at least five (5) days prior to the date of the meeting at which such removal is to be voted upon. Such notice to the Director must state the cause for the proposed removal. Any Director may be removed from office after three (3) unexcused meeting absences within the fiscal year.

    Section 10.  Vacancies: Any vacancy occurring on the Board by reason of death, resignation or removal of a Director may be filled by Members of the Corporation in good standing. Such appointee shall serve during the unexpired term of the Director whose position has become vacant. The Board of Directors may appoint an interim Director to serve until the next Annual Meeting of the Membership.

    Section 11.  Written Record of Resolutions: The Secretary shall record resolutions passed by the Board.

    Section 12.  Action without a Meeting: The Board can act without a meeting such as by email or other electronic means or if the action is approved by a quorum and recorded via electronic approval-for the Secretary's historical files.

    Section 13.  Compensation: A Director may receive, with prior approval by the Board, compensation for services provided to the Corporation. Reimbursement for travel and out-of-pocket expenses for special out of town meetings shall be pre-approved by the Board.

    Section 14.  Liability of Directors: The Directors of the Corporation shall not be personally liable for monetary damages to any person for any statement, vote or decision regarding organizational management or policy unless, a) the Director breached or failed to perform his/her duties as a Director and b) the breach or failure to perform is:


  • a)   A criminal offense, unless the Director had reasonable cause to believe the conduct was lawful,
  • b)   A transaction from which the Director derived an improper personal benefit, or
  • c)    Reckless or the act was committed in bad faith or with a  malicious purpose.

  • Section 15.  Conflict of Interest: A conflict of interest may exist where a Director is directly or indirectly a party to a transaction, if the other party to the transaction is an entity in which the Director has a material financial interest or of which the Director is an officer, director or general partner.

    Where a possible conflict of interest exists, the Director with the conflict shall ensure that the material facts of the transaction are known by or disclosed to the Directors, committee members or members who authorize, approve, or ratify the transaction. This Director shall abstain from voting on any such actions where a potential conflict of interest may exist.


    ARTICLE VII - OFFICERS

    Section 1. Election of Officers: The Officers of the Corporation shall consist of the President, Vice-President, Secretary, and Treasurer. The election of officers will take place at the first Board of Directors meeting after the Annual Meeting. The Board of Directors shall elect officers from members of the Board ofDirectors. The results of the election shall be included in the Board Meeting Minutes and sent by the Secretary via email to the general membership. 

    Section 2.  Vacancies: A vacancy occurring in any office shall be filled by the Board.

    Section 3.  Duties of the Officers: The principal duties of the Officers of the Corporation shall be as follows:

     

  • President: The President shall also be Chairperson of the Board, President of the Executive Committee and, as such, shall be the first Executive Officer of the Corporation. The President shall preside over all meetings of the Board, the Executive Committee, and the Members. The President shall have general and active management of the business of the Corporation and shall see that all orders and resolutions of the Board or the Executive Committee are carried into effect. The President shall be ex-officio, a member of all standing committees, shall have power to fix the time and place of the meetings of all committees, and shall have the general powers and duties of supervision and management usually vested in the office of President of a non-profit corporation.
  •  

  • Vice-President: The Vice-President shall assist the President in the discharge of the President’s duties as required. The Vice-President shall also preside at all meetings and perform the duties of the President in the absence or disability of the President or in the event said office becomes vacant by death, resignation or for any other reason.
  •  

  • Secretary: The Secretary shall keep minutes of all meetings, attend to all correspondence, and file all papers for reference, also give all notices required by statues, By-Law, or resolution.
  •  

  • Treasurer: The Treasurer shall have charge of all funds of the Corporation and shall deposit funds in such manner as directed by the Board. The Finance Committee (Article VIII, Section 2.) will develop and maintain a Financial Policy as stated in Article XIV, Section3.

ARTICLE VIII - COMMITTEES

The following are standing committees of the Corporation:

Section 1.  Executive Committee: Consisting of the Officers of the Corporation. It shall meet on the call of the President or at the request of two or more Executive Committee members.

Section 2.  Finance Committee: The Finance Committee includes the treasurer and one (1) board member. Additional members with knowledge of or experience with financial management (from the Board of Directors or general membership) may also be appointed. It is recommended this committee be responsible for developing the annual budget, advising the board of financial policy, managing the CSO’s investment portfolio, and recommending internal control policies for handling the CSO’s finances. 

Section 3.  Nominating Committee:  The Nominating Committee consists of three (3) members; either three (3) board members, or two (2) board members and one (1) non-board member, which shall be appointed by the President two (2) months before the Annual Meeting. The Committee shall report a slate of prospective Directors to the President one (1) month before the Annual Meeting.

ARTICLE IX - FUNDS

Section 1.  Monies: All monies received by the Corporation shall be used for the purposes set forth in Article II of the Articles of Incorporation of this Corporation and the Bylaws. All determinations of the Board concerning the expenditures of funds shall be final and conclusive.

Section 2.  Dues: Renewal of membership dues must be paid when due. New Members applying for membership shall submit dues with membership application. Dues are for a one (1) year period from the time of payment.

Section 3.  Designation of Depositories: The Board shall designate the bank or banks for depository and drawing purposes.

Section 4.  Gifts: The Board may accept on behalf of the Corporation any contribution, gift, bequest, or devise for any purpose of the Corporation.

ARTICLE X - PROXIES

Section 1.  Members may not vote by proxy; however, they may vote by electronic means such as emails.

ARTICLE XI -AMENDMENTS

Section 1.  These By-Laws may be repealed, amended, or altered or new Bylaws may be adopted by a majority vote at the Annual Meeting of the Membership upon thirty days' notice of the proposed amendments. The Board may amend these By-Laws without applying the above process to resolve or clarify any nominal contradictions or confusions contained therein.

ARTICLE XII -INTERPRETATION OF BY-LAWS

Section 1.  In case of any doubt or difference of opinion in the construction of these By-Laws, it shall be the duty of the Corporation Board to determine the construction thereof and its decision, subject to the applicable law, shall be final.

Section 2.  The Members shall be bound by and conform to these By­Laws, as they exist at the time of their joining the Corporation, or as they may thereafter be changed or amended.

ARTICLE XIII- FISCAL YEAR

Section 1.  The fiscal year of the Corporation shall be January 1 to December 31. The period of its existence shall be perpetual.

ARTICLE XIV – POLICIES AND DOCUMENTS

The Board of Directors will develop and maintain the following:

Section 1.  Code of Ethics: This document will be readily available for anyone to see and will be at an easily accessible place on the Corporations website.

Section 2.  Document Retention Policy: The CSO is subject to public inspection of all documents, papers, letters, or other materials subject to provisions of the “open records law.” The Document Retention Policy will state what information is to be retained and the length of retention.

Section 3.  Financial Policy: This policy is to identify operating controls and procedures regarding the oversight, collection, accounting and deposits of received and disbursed revenues:

Section 4.  Accessibility and Inclusion Policy: This policy will align with Federal and Florida State Parks accessibility and inclusion policies.

Section 5.  Website Policy: This policy is to identify the operation and content of the Friends of Lake Griffin State Park (FLGSP.org) website. The website will be used for business documents and to inform members of the FLGSP business and activities.

ARTICLE XV - DISSOLUTION

Section 1. Dissolution of the Corporation may be accomplished as provided in Section 617.1402, Florida Statutes.

Date of Change: DRAFT This change supersedes all former editions of these By-laws.


Flo Hurlburt

President, Friends of Lake Griffin State Park INC,

Citizens Support Organization



Financial Policy

DRAFT

Friends of Lake Griffin State Park (FLGSP) 

Citizens Support Organization (CSO)


Financial Policy

Purpose: To identify operating controls and procedures regarding the oversight, collection, accounting, and deposits of received and disbursed revenues:

The Organization: The Friends of Lake Griffin State Park, Inc (FLGSP), is a not-for-profit organization incorporated under the laws of the State of Florida and is a Tax-Exempt organization under the Internal Revenue Service Code. A copy of the official registration and financial information may be obtained from the Division of Consumer Services by calling 1.800.435.7352. Registration does not imply endorsement, approval, or recommendations by the State of Florida.

All monies received by the FLGSP shall be used and administered for the benefits of its members and exclusively for the purposes set forth in the Articles of Incorporation and the established By­laws as authorized by the Board of Directors. All determinations of the Board concerning the expenditures of funds shall be final and conclusive.

The Board of Directors is responsible to provide oversight of all financial matters involving the FLGSP.

The Treasurer of the FLGSP is the designated official responsible:

·      to ensure revenues and disbursements are properly accounted, safeguarded, deposited, and reconciled with depository records issued by the designated financial institution.  

·      to prepare required quarterly financial statements for each scheduled Board of Directors Meeting and to explain such transactions should questions arise. 

·      to ensure required sales tax and other required tax forms are properly and timely prepared and submitted.  

·      to provide financial guidance when requested.

  • Accounts: The FLGSP maintains the following:

  • ·      Checking Account at a board designated and approved financial institution, currently Citizens First Bank, the Villages, FL 32163.
  • ·      Debit Cards held by the FLGSP Treasurer and President from the above institution.
  • ·      AffiniPay at https://secure.affinipay.com to collect money from FLGSP Events.
  • ·      WildApricot for the FLGSP website (FLGSP.org).
  • ·      Donation Drop Boxes.
  • FLGSP IRS Employer Identification Number is: El 45-1060685.

    FLGSP Tax Exempt Certificate from the State of Florida 501(c)(3), (see Attachment A).

    Source of Funds:

  • ·      Donations from the public
  • ·      Guided Paddle Tours and Classes
  • ·      FLGSP merchandise, including, but not limited to: Stickers, Phone Card Holders, and Cooler Sleeves
  • ·      Recyclable Program 
  • ·      Fund Raising Events as approved by the Board of Directors 

Revenues:

Guided Paddle Tours and Classes: Customers make payments by credit card on the website, for the amount approved by the Board of Directors.

Merchandise: FLGSP will buy the items. The Board of Directors will establish the sales price. 

Recyclables: Currently, this involves aluminum cans placed in various receptacles located throughout the park. A volunteer will collect and transport these cans to the area's recyclable center who will issue payment and receipt. Revenues and receipt will be deposited into the FLGSP's lock box.

FLGSP Safe (Lock Box): This safe is in a secure location within the Park's office area. It requires two separate keys to open and the FLGSP President and Treasurer are assigned a set of these keys. 

Gift Acceptance & Donations 

Gift Acceptance:

·      The CSO will not pay commissions or finder’s fees for directing a gift to the CSO. 

·      No representative of the CSO should provide legal or tax advice to any donor or prospective donor. Donors are responsible for obtaining their own appraisals for tax purposes of real property and tangible or intangible personal property being given to the CSO. Prospective donors are responsible for their own legal, accounting, appraisal, transportation, and other fees. 

Non-Cash Donations: 

·      Donated materials and services are recorded at a value for which the organization could have purchased those materials and services. Documentation should be obtained from the donor stating the value assigned to the materials and/or services. 

·      The CSO may accept non-monetary gifts or items if the item will be of use to the park or to the CSO. The BOD is to make the final decision on the acceptance of all non-monetary gifts over $500. 

Cash Donations: 

·      The Friends may accept monetary donations of any amount that are given freely and without condition. Monetary gifts over $5,000 must be approved by the BOD. The BOD has the authority to reject any donation when it is found appropriate to do so. 

·      The CSO maintains a locked drop box for donations that is located outside the office at the Park's entrance. Collections of these funds will be made monthly by the Treasurer, or other designated FLGSP official and reported to the Treasurer. In addition, donations given directly to other park staff, volunteers, paddle tour guides and other park officials and representatives at approved events will be deposited into a drop box or into the safe in the Park's office.

·      All donated monies must be used according to donation request. 

Receipts:

When a donor makes a single contribution valued at $250 or more in the form of unreimbursed expenses, then the donor must obtain a contemporaneous written acknowledgement from the CSO containing a:

·      description of the services provided by the donor.

·      statement of weather the charitable organization provided goods or services in return for the unreimbursed expenses.

·      description and good faith estimate of the fair market value of goods or services, if any, that the organization provided in return for the unreimbursed expenses.

·      Examples of Written Receipts (from IRS publication): 

·      Thank you for your cash contribution of $300 that the FLGSP received on (date). No goods or services were provided in exchange for your contribution.

·      Thank you for your cash contribution of a 12-foot kayak that the FLGSP received on (date). No goods or services were provided in exchange for your contribution.

Cash Deposits: The Treasurer, President, or a designated member will make monthly cash deposits from donations, or other monies, into the FLGSP's checking account. After a deposit is made, the receipt of deposit will be kept by the Treasurer for financial reporting.

Check Review: As stated in “The Organization” above, “the treasurer of the FLGSP is the designated official responsible to ensure revenues and disbursements are properly accounted, safeguarded, deposited, and reconciled with depository records issued by the designated financial institution.” To complete those duties, and to maintain a check of financial statements, the treasurer, and a board member (who does not have signatory authority, and does not have a debit card), will receive monthly statements from the bank.  The board member who does not have signatory authority is responsible for checking the bank statements and reviewing checks written on the account.

Expenditures: The Board will consider and vote on all requests for expenditures. Email may be used to submit to the Board requests for funding and will include sufficient justification and information supporting the need as well as its estimated amount. Board members may respond by email with any need for additional information, or their vote to authorize funding. Allowances will be made to cover any reasonable variances between approved and actual amount prior to payment.

The Treasurer or President is authorized to write checks and use debit cards from the financial institution designated in Accounts (see above). The Treasurer and President must both sign the check for payment on any expenditure over $3000.00.

The Board has granted the FLGSP President discretionary authority to make expenditures no greater than $100 per occurrence without prior Board approval. The President will notify the Board of these expenditures at their earliest possible date, this notification may be at a Board meeting or via email.  Any such expenditure is subject to after-the-fact review and the President may be held personally responsible for any questionable expenditures. These expenditures will be recorded in the minutes of the next board meeting.

Sales Tax Exemption: A copy of the FLGSP Tax Exempt certificate will be provided to all vendors. Some out of state and on-line vendors may not accept our status and in that case the Board may authorize payments of sales taxes in those instances.

Management Controls: Consideration will be given to establishing and complying with reasonable and prudent operating controls as well as potential impact on risk assessment. In matters of risk assessment, the board will consider the materiality of and possible consequences of adverse actions. For example: the amount of variation may not justify the time, efforts and availability of board members to research and investigate causative actions. Consideration must be given to the size of the Board and the availability of those volunteer members. Any noted variance involving funds will be brought to the attention of the park manager.


Flo Hurlburt, 

President, Friends of Lake Griffin State Park

Revised DRAFT


Friends of Lake Griffin State Park (FLGSP)

Citizens Support Organization (CSO)

Financial Policy

Attachment A

(Attachment A is a copy of our FL "Consumer's Certificate of Exemption") 


Code of Ethics


Friends of Lake Griffin State Park (FLGSP) 

Citizens Support Organization (CSO)

CODE OF ETHICS 

For

Friends of Lake Griffin State Park Board of Directors

General

1. I will always hold the betterment of the membership of the organization as my priority, including during all participation in discussions and voting matters.

2. I recognize that I am obligated to act in a manner which will bear the closest public scrutiny.

3. It is my responsibility to contribute to the board of directors any suggestions of ways to improve the organization’s policies, standards, practices, or ethics.

4. I will not abuse my position as a board member by suggesting to any organization employee that I am entitled to or expect any special treatment beyond regular members of the organization.

5. I will declare any conflict of interest, be it real, potential, or apparent, which is not immediately obvious regarding any matter being discussed in my presence during a meeting.

6. If the board decides at any time during a meeting that I have a conflict, I will accept their request that I refrain from participating in the discussion and I will leave the meeting at the board’s request. I understand that the board’s decision will be recorded in the minutes, either with or without the reasons for the decision being also recorded.

7. I understand that the following activities are considered by the organization to be conflicts of interest, and that conflicts of interest are not limited to the following situations:

  • where a director makes a decision or does an act motivated by other or additional considerations than “the best interests of the organization”
  • where a director personally contracts with the organization or where he/she is director of other organizations which are contracting with this organization
  • where a director learns of an opportunity for profit which may be valuable to him/her personally or to another organization of which he/she is a member, or to other persons known to the director
  • where a director, in any circumstance as related to the organization, puts his/her personal interests ahead of the best interests of the organization

Information

8. I will not knowingly take advantage of or benefit from information that is obtained in the course of my official duties and responsibilities as a board member, and that is not generally available to membership

9. I will be alert to information which the organization can use to develop improved policies and strategies

10. I will protect the organizations information closely and will not release or share confidential information without the permission, preferably in writing, of the person who provided it

11. I will maintain confidentiality of all information which the board deems ought to be kept confidential

Resources

12. I will be mindful of resources which are in my trust on behalf of the organization, and will help establish policies which ensure the maximization of secure and protected resources

Gifts and Hospitality

13. Should business associates or others offer me gifts, favors, or benefits on a personal basis because of the business the organization does with them, I will recognize that such offers may be an effort to secure advantage from me, and I will reject such offers on the basis that it is against the organization’s policy to accept gifts from business contacts. The most I will accept will be normal promotional handouts of a nominal value.

14. I will not routinely accept the hospitality of others. For example, when meals are taken with business colleagues, I will pay for as many meals as do my colleagues.

15. When I volunteer for an event, as a worker or a guide, I will not accept gifts or tips.

Representing the Organization

16. As part of my duties as a board member, I represent the organization informally and formally to other associations, societies, government officials, and business representatives. I recognize that it is important that I represent the organization in such a way as to leave others with a positive impression of the organization. In my duties I will preserve and enhance the good reputation of the organization and will avoid behavior which might damage its image.

Interpretation

17. The president of the organization shall ensure that the practice of this policy will be fair, just, and equitable in all situations of interpretation and application.

Enforcement

18. The president is ultimately responsible for immediate interpretation, application and enforcement of the board members’ code of ethics policy. All complaints concerning a possible code of ethics violation shall be made in writing to or by the president with a copy provided to the complainant.

19. The president shall make an initial determination of the issue and shall attempt initial resolution of the problem with the complainer and the complainant.

20. If this initial attempt at resolution is not successful, the president shall appoint a tribunal composed of three board members to investigate the complaint. The tribunal is required to investigate as required and submit a written report to the president within 30 days. The president will render his/her decision within ten days of receiving the tribunal’s report.

21. The president’s decision may be appealed in writing to the board of directors for consideration the board’s next regular meeting at the organization’s next regular scheduled meeting for a final decision. The final decision shall be delivered in writing to the complainer and complainant.

Delegation and Penalties

22. Should the president be the subject of a written complaint; the vice president shall perform the duties normally assigned to the president in this matter.

23. Penalties imposed for breach of the code of ethics may include, but are not limited to, the following:

  • excluding the director from portions of all future meetings and discussions which relate to the stated conflict of interest, and/or
  • censure of the director, in private, in public, or both, and/or
  • removal of the director from office by a resolution passed by a vote of two-thirds of the members voting at an annual or special general meeting of the not-for-profit organization’s members, provided that notice of such a proposed resolution is given with the notice calling the meeting.


Flo Hurlburt

President, Friends of Lake Griffin State Park

Revised Draft


Accessibility and Inclusion Policy

Friends of Lake Griffin State Park (FLGSP) 

Citizens Support Organization (CSO)

Accessibility and Inclusion Policy

Florida State Parks invites all visitors to participate in and enjoy our many parks, programs, and services. We are dedicated to providing reasonable accommodations to ensure that our visitors with disabilities are included and immersed in our park experience.

In compliance with the intent and spirit of the Americans with Disabilities Act  (https://www.ada.gov/law-and-regs/) and the Florida Americans with Disabilities Accessibility Implementation Act, contained in Florida Statues, Title XXXIII, Chapter 553, Part II (http://www.leg.state.fl.us/statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=0500-0599/0553/0553PARTIIContentsIndex.html),        we are committed to provide equal access in a respectful and dignified manner to all visitors.

The Citizen Support Organization for the Friends of Lake Griffin State Park, on November 12, 2021, voted to accept and follow the same Accessibility and Inclusion Policy as the Florida State Parks.

To read the Florida State Park's Accessibility and Inclusion Policy see (https://www.floridastateparks.org/accessibility-inclusion-policy).

Please direct questions related to the policy to: FriendsofLGSP@gmail.com


Flo Hurlburt

President, Friends of Lake Griffin State Park

Revised Draft


DOCUMENT RETENTION POLICY

Friends of Lake Griffin State Park (FLGSP) 

Citizens Support Organization (CSO)

Document Retention Policy


  • Section 1.  Request of Documents: Should any CSO records be requested, the CSO can charge a reasonable fee for duplicating requested records. The CSO can also charge actual postage costs incurred to provide the records. 

    Section 2.  Requirements: The Board of Directors is required to: 

    a)   Keep a record of the meeting minutes of Annual Meetings, General Meetings, and Board of Directors meetings. 

    b)   Keep a record of votes by electronic means.

    c)    Maintain accurate accounting records. 

    d)   Maintain a record of members, printed the first week in January from the Corporations electronic database (FLGSP.org), in a list of names, addresses, email, phone number, membership level, and date of membership in alphabetical order by last name. 

    Section 3.  Permanent Retention of Documents: The following documents should be maintained permanently: 

    a)    Articles of Incorporation, or restated articles and amendments currently in effect 

    b)    IRS Exemption Determination letter 

    c)    Bylaws and all amendments to them currently in effect. 

    d)    Insurance policies and claims records 

    e)    Policies and Documents as outlined in Article XIV of the Corporations By-Laws.

    Section 4.  Retention of other Documents: Maintain a copy of the following: 

    a)   Minutes of all meetings for three (3) years.

    b)   All financial statements, reports, and audits for five (5) years including IRS 990, 990-EZ, or 990-N.

    c)   The names, street address, phone, and email of the CSO’s directors and officers for three (3) years. 

    d)   A record of CSO members [see Section 2, d) above] for three (3) years.

    e)   Keep the most recent Corporate Annual Report delivered to the Florida Department of State, Division of Corporations for two (2) years.

    Section 5.  Storage of Documents:

  • a)    All documents, or copy of documents, will be kept in a file cabinet in the office of Lake Griffin State Park.
  • b)    All stored documents will be paper, if possible. 
  • c)    Store original documents.
  • d)    Insurance policies may be stored in the filing cabinet on an electronic device, such as a flash drive. A paper copy of the insurance General Liability, and Billing and Payment, will be kept in the filing cabinet.


Flo Hurlburt

President, Friends of Lake Griffin State Park

Revised Draft


Website Policy

Friends of Lake Griffin State Park (FLGSP) 

Citizens Support Organization (CSO)

Website Policy

  • The Board of Directors for the Friends of Lake Griffin State Park (FLGSP) has a website for maintaining documents and informing members of the FLGSP business and activities.

    Section 1.  Domain Name: The Corporations website is FLGSP.org.

    Section 2.  Webmaster: The Board of Directors will request a FLGSP member volunteer to develop and maintain the Website. If a volunteer is not found the Board will consider hiring an individual or firm to manage the website.

    Section 3.  Platform: The website is built on the WildApricot platform. WildApricot maintains a backup of the use and information contained on the website.

    Section 4.  Use of Website: The website will be used to:

  • a)    Allow customers to become members and pay for membership online.
  • b)    Print a list of Members that that includes their names, addresses, email, phone number, membership level, and date of membership.
  • c)    Allow customers to register and pay for activities.
  • d)    Send emails and newsletters to all members.
  • Section 5.  Information on the Website: The Website should contain:

  • a)    Name of the Corporation
  • b)    Overview of the park
  • c)    Mission Statement
  • d)    Code of Ethics
  • e)    Accessibility and Inclusion Policy
  • f)      Name of Board Members and Officers
  • g)    Date, Time and Place of Board Meetings
  • h)    Members Information - A list of this information will be printed the first week of January for the Secretary’s records. 
  • i)      A Method to sign up and pay to become a member
  • j)      Activities
  • k)    A Method to register and pay for activities.

Section 6.  Non-Use of Website: If the website is not maintained, or not used for purposes stated above, or funds are not available to hire a Webmaster, or the Board decides not to use the website, then the website should be disabled and Article XIV, Section 5 of the By-Laws should be amended. A message should be placed on the website that informs the user that it is no longer available.

If possible, when the website is not used, the Board of Directors should maintain the domain name “FLGSP.org” in case the website is activated and maintained again in the future.


Flo Hurlburt

President, Friends of Lake Griffin State Park

Revised Draft

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