Board operation/Employee Responsibilities
The Old Lyme Shores Beach Association Board of Governors and Professional Positions Duties,
Responsibilities and Board Procedures
(As Adopted 12/3/2005)
I. Duties and Responsibilities:
A. Professional Employees / Officers other than President and Vice President
Beach Manager
Responsibilities include but are not limited to the following: Overseeing the day to day operations of the beach, overseeing the
activities of the other Professional Positions, implementation of BOG or Association policies and attending all formal meetings of
the BOG and the Association in Assembly.
Qualifications include membership in good standing in the Association and availability to respond to the needs of Association
members year round.
Authority-The Beach Manager is a non-voting advisor to the OLS BOG. The Beach Manager, in consultation with the President or
Vice-President, has the authority to enter into legal agreements or contracts on behalf of the BOG or the Association on an interim
basis until such actions can be approved by the BOG or by a majority of the Association in assembly if needed.
The BOG determines compensation for the Beach Manager with approval by a majority of the Association in assembly. The BOG
should review compensation every two years and recommendations made for change as needed.
Expenses-All reasonable expenses incurred in fulfilling the responsibilities of the Beach Manager shall be submitted to the OLS
Treasurer for payment.
Treasurer
Responsibilities include but are not limited to the following: preparation of the budget, payroll, payment of Association and
Association employee taxes, disbursement of Association funds to meet Association debts and contracts, maintain necessary
Association bank accounts, safeguard the Association treasury and attend all formal meetings of the BOG and the Association in
assembly. The Treasurer may solicit consultation with outside professionals if needed to aid in the completion of their duties.
Qualifications include membership in good standing in the Association and availability to respond to the needs of Association
members. Nothing shall preclude one individual from holding the position of Tax Collector and Treasurer simultaneously.
Authority-The Treasurer is a non-voting advisor to the BOG. The Treasurer has the authority to disburse Association funds to meet
the debts and contractual obligations of the Association.
The BOG determines compensation for the Treasurer with approval by a majority of the Association in assembly. The BOG should
review compensation every two years and recommendations made for change as needed.
Expenses-All reasonable expenses incurred in fulfilling the responsibilities of the Treasurer shall be submitted to the President or
Vice-President for approval.
Security Manager
Responsibilities of the Security Manager include but are not limited to the following: staffing of security personnel at the direction,
and with the approval of the BOG, scheduling of security personnel, management of security personnel, coordinating payroll with
The Treasurer and providing periodic updates on security issues to the BOG and the Association in assembly.
Qualifications include availability to perform all required duties and availability to respond to the needs of the Association
members for the summer months.
Authority-The Security Manager is a non-voting advisor to the BOG. The Security Manager has the direct supervisory authority over
all security personnel including disciplinary actions and termination.
The BOG determines compensation for the Security Manager with approval by a majority of the Association in assembly. The
BOG should review compensation every two years and recommendations made for change as needed.
Expenses-All reasonable expenses incurred in fulfilling the responsibilities of the Security Manager shall be submitted to the OLS
Treasurer for payment.
B. Old Lyme Shores Elected Positions/ Board of Governors/ President/Vice President/ Treasurer/ Secretary
Board of Governors Member
Responsibilities include but are not limited to the following: developing policies to improve the quality of life enjoyed by residents
of the Association while at OLS, work with OLS Professional Positions to implement policies developed by the BOG and the
Association.
Qualifications include membership in good standing in the Association and availability to respond to the needs of Association
members year round.
Authority-BOG members each have one vote in the approval process of all business brought before the BOG.
Compensation-BOG members are not compensated for normal activities of the position.
Expenses-BOG members, who engage in additional BOG approved activities, may submit reasonable expenses directly related to
these additional activities to the Treasurer for payment.
Term of service-BOG members are elected for three year terms by the Association in assembly. BOG members may serve as many
terms as they choose. BOG members must attend a minimum of 50% of formal BOG meetings and meetings of the Association in
Assembly in any year or resign from the BOG at the end of that year. Their position will be filled by another member of the
Association in a fashion described in section C. The former member may run again for the BOG for a vacant position other than
the one created by their resignation. If a BOG member resigns from the board for any other reason, they can run again for a
position after a period of three years.
President of the Association
Responsibilities of the President of the Association include but are not limited to the following: preside over the formal meetings of
the BOG and the Association in assembly that occur during their term as President, call for formal meetings of the BOG as they
deem necessary and schedule any meetings of the Association in assembly.
Qualifications-The President will serve as an ex-officio member of the BOG.
Authority-The President has one vote only when needed to break a tie vote among members of the BOG.
Compensation-BOG members are not compensated for normal activities of the position.
Expenses-If the President engages in additional BOG approved activities, may submit reasonable expenses directly related to these
additional activities to the Treasurer for payment.
Term of Service- the President of the Association shall hold office for a term of one year, but shall not serve in that capacity for
more than three consecutive years. The President of the Association, upon the completion of holding that office for three
consecutive years, will resign from the BOG and may not seek re-election to the BOG in any capacity for the period of one year.
Vice-President of the Association
Responsibilities of the Vice-President of the Association include but are not limited to the following: assuming the duties of the
President at the President’s request, upon resignation of the President and under any other circumstances where the President is
unable to fulfill their duties.
Qualifications- must be a current member of the BOG elected to the office by a majority of the BOG members at-large.
Authority-The Vice-President has one vote in the approval process of all business brought before the BOG.
Compensation-Vice-President of the Association is not compensated for normal activities of the position.
Expenses-If the Vice-President engages in additional BOG approved activities, may submit reasonable expenses directly related to
these additional activities to the Treasurer for payment.
Term of Service- the Vice- President of the Association shall hold office for a term of one year, but shall not serve in that capacity
for more than three consecutive years.
Tax Collector
Responsibilities of the Tax Collector include but are not limited to the following: calculating the annual Association tax liability of
each Association property owner in accordance to the formula developed by the BOG and approved by the Association in
assembly, collecting the annual tax liability of each Association property owner, report the non-payment of taxes by Association
property owners to the BOG and attend all formal meetings of the BOG and the Association in assembly.
Qualifications include membership in good standing in the Association and availability to respond to the needs of Association
members. Nothing shall preclude one individual from holding the position of Tax Collector and Treasurer simultaneously.
Authority-The Tax collector is a non-voting advisor to the BOG. The Tax Collector can take whatever actions approved by a
majority of the BOG they deem necessary to secure payment.
The BOG determines compensation for the Tax Collector with approval by a majority of the Association in assembly. The BOG
should review compensation every two years and recommendations made for change as needed.
Expenses-All reasonable expenses incurred in fulfilling the responsibilities of the Tax Collector shall be submitted to the OLS
Treasurer for payment.
Secretary
Responsibilities of the Secretary include but are not limited to the following: Take the minutes of all formal BOG meetings of the
Association in assembly, distribute the minutes from all formal meetings of the BOG to BOG members OLS Professional Position
holders and Association members in good standing upon written request and approval of the BOG, distribute written copies of the
minutes for Association in assembly meetings to members of the Association in good standing, distribute any formal BOG
correspondence to members of the Association in good standing, and retain a copy of the minutes for all formal BOG meetings
and meetings of the Association in assembly for a period of five years. Any other requests for copies of minutes are to be filled only
if approved by a majority of the BOG.
Qualifications include membership in good standing in the Association and availability to respond to the needs of Association
members.
Authority-The Secretary is a non-voting advisor to the BOG.
The BOG determines compensation for the Secretary with approval by a majority of the Association in assembly. The BOG should
review compensation every two years and recommendations made for change as needed.
Expenses-All reasonable expenses incurred in fulfilling the responsibilities of the Secretary shall be submitted to the OLS Treasurer
for payment.
II. Old Lyme Shores Board of Governor’s Procedures
A. Election to the Board of Governor’s Approved List of Candidates
Election of the Board of Governor Members
The BOG Nominating Subcommittee is made up of the Vice-President and two other members of the BOG appointed by the
President. The BOG Nominating Subcommittee is formed each year. Any member of the BOG whose term expires in the calendar
year in which the nominating subcommittee is formed, may not serve as a member of such nominating subcommittee.
Responsibilities of the BOG Nominating Subcommittee include but are not limited to the following: to actively solicit qualified
candidates from members of the Association in good standing for BOG membership, review all written submissions for BOG
membership compliant with the process outlined below, present a list of recommended candidates for OLS Elected Positions to the
BOG for approval and present the BOG approved list for consideration by the Association in assembly. Current OLS Professional
Position holders, who are members of the Association in good standing, will have one vote in elections for OLS Elected Positions.
Term of Service-Members of the BOG Nominating Subcommittee shall serve for the period of 1 year. Should a member of the
Nominating Subcommittee resign from the BOG a replacement will be named by the President of the BOG to serve out the
remainder of their term.
Election of the President of the Association
The President of the Association is elected to a one-year term. The President needs to receive a majority of votes by voting
members of the BOG and current OLS Professional Position holders, who are members of the Association in good standing.
Elections are to be conducted as needed at a formal meeting of the BOG held before the spring meeting of the Association in
assembly. A new BOG member shall be elected to fill any position created by the election of a new President.
Election of the Vice-President of the Association
The Vice-President of the Association is elected to a one-year term. The Vice-President needs to receive a majority of votes by
voting members of the BOG and current OLS Professional Position holders, who are members of the Association in good standing.
Elections are to be conducted as needed at a formal meeting of the BOG held before the spring meeting of the Association in
assembly. A new BOG member shall be elected to fill any position created by the election of a new Vice-President.
Interim Elections and Resignations
The members of the Board of Governors and the officers of the Association shall hold office until their successors shall be elected
by the Association and shall have qualified, unless sooner disqualified by ceasing to be owners of land within the limits of the
Association or upon their removal for cause by a vote of two-thirds of the total number of members of said Association taken at a
meeting duly warned and held for that purpose. Annual meetings shall be held at such time and place within said limits as a
majority of the Board of Governors shall decide and warn.
The Executive Officers of the Board of Governors will serve as described provided they have the confidence of the Board of
Governors. In the event of malfeasance, dereliction of duty or any actions to cause a lack of confidence by members of Board of
Governors, a vote of confidence can be called for by any member of the BOG. A vote of non-confidence by two thirds of the BOG
would result in the removal of that Executive Officer with a special election to fill the vacant position. If necessary, an interim
Executive Officer can be appointed by the BOG until such time as a formal special election could be held. If a situation arises
where an Executive Officer cannot or will not continue in that capacity a special election will be called and an interim officer can
be appointed as necessary.
B. Procedure for Association members to Petition Action by the Board of Governors, their Officers or
Association Professional Position Holders
The following procedure should be followed when an Association member or OLS resident would like to solicit a formal opinion on
a matter of concern to themselves or the Association in general. These matters may include but are not limited to a special
variance from existing Association rules, maintenance issues, entertainment events, etc.
Any request must be submitted in writing. Any request should include dates, relevant deadlines and an estimate of any costs to the
Association.
A personal appeal before the BOG can be requested in addition to a written request.
Acknowledgement of receipt of a written request should be made within two weeks of receiving a written request.
The request will be deliberated at the next meeting of the BOG with a decision issued as soon as possible.