Code of Conduct
By joining, holding office or volunteering, you agree to uphold these standards.
Respect and Civility
• Treat every person with courtesy, dignity, and respect regardless of age, gender, race, ethnicity, religion, disability, sexual orientation, or viewpoint.
• Communicate constructively. Focus on issues, not individuals.
• Refrain from harassment, bullying, intimidation, profanity, or any behavior that creates a hostile environment.
Inclusivity and Collaboration
• Welcome diverse perspectives and encourage broad participation in decision-making.
• Recognize that all contributions—whether time, skills, or ideas—are valued equally.
Integrity and Transparency
• Act honestly and ethically in all association matters.
• Avoid conflicts of interest. Disclose any personal or financial stake in decisions and recuse yourself when appropriate.
• Protect privacy. Don’t share personal contact information without consent.
• Accept majority decisions graciously. Voice minority views respectfully.
Officer and Board Conflict of Interest Policy
No Officer, member of the Board of Directors, or any of its Committees, shall derive any personal profit or gain, directly or indirectly, by reason of his or her participation with the Kasoag Lake Conservation Association.
Each individual shall disclose to the organization any personal interest which he or she may have in any matter pending before the organization and shall refrain from participation in any decision on such matter.
Any Officer, member of the Board, or Committee member who is affiliated with a client organization or vendor of the Kasoag Lake Conservation Association shall identify his or her affiliation with such agency or agencies. Further, in connection with any action directed to that agency, s/he shall not participate in the decision affecting that agency.
Any Officer, member of the Board, any Committee, Staff, shall refrain from obtaining any list of members for personal or private solicitation purposes at any time during the term of their affiliation.
Member and Volunteer Conflict of Interest Policy
No Member of Volunteer Shall:
• Use Association resources (funds, equipment, mailing lists, etc.) for personal gain.
• Accept gifts, favors, or hospitality from vendors or contractors.
• Participate in decisions where they or a Family Member have a Financial Interest.
• Disclose confidential Association information for personal benefit.
Any person who becomes aware of a potential conflict must:
• Immediately inform the President
• Refrain from influencing the decision; and
• Recuse themselves from related discussions and votes.
Reporting Violations
Any member who believes a violation has occurred should report it in writing to the Board President. Reports will be investigated confidentially.
Diversity Policy
Kasoag Lake Conservation Association is committed to a diverse and inclusive environment where all officers, board members, volunteers and members feel respected and valued regardless of gender, age, race, ethnicity, national origin, sexual orientation or identity, disability, education, or any other bias.
We’re committed to being nondiscriminatory and providing equal opportunities for holding office, volunteering and enjoying membership.
We respect the value that diverse life experiences bring to our board and membership, and we strive to listen to their views and give them value.
Anti-Nepotism Policy
The purpose of this policy is to avoid favoritism, the appearance of or potential for favoritism, and conflicts of interest and loyalty often associated with nepotism.
Nepotism is inconsistent with the Kasoag Lake Conservation Association’s policy of making business decisions based solely on the Associations needs and best interests.
No Officer or Board Member may make, participate in, or attempt to influence a business decision involving a relative or pressure others to do so.
Sexual Harassment Policy
Prohibited sexual harassment includes unwelcome sexual advances, requests for sexual favors, sexually motivated physical contact and other verbal or physical conduct, or visual forms of harassment of a sexual nature when such conduct creates an intimidating, hostile, or offensive environment. Sexual harassment will not be tolerated at any KLCA meeting or sponsored event.
KLCAs recognizes that conflicts, misunderstandings, and problems may arise from time to time. While most misunderstandings can and should be solved on an informal basis, more formal provisions exist in order to resolve difficult problems. The procedure for raising a problem or concern is as follows:
- Those involved should attempt to resolve the issue informally and independently.
- If the volunteer does not wish to communicate directly with the person who is the source or cause of the issue or fails to satisfactorily resolve the issue after discussing it with the other party, the volunteer should then contact a KLCA Officer.
Fiscal/Internal Controls Policy
This policy applies to all volunteers, board members, and anyone handling association funds to ensure accurate financial management, prevent fraud or misuse, and maintain public trust.
Association funds are generated from:
– Kasoag Lake Aquatic Plant Growth Control District (maximum $20,000 annually)
– Member Dues
– Fundraising
2. Key Principles
– Segregation of Duties– No single person controls all aspects of a transaction.
– Transparency – All financial records are open to any member upon request.
– Dual Control – Two unrelated people required for key actions.
3. Roles & Responsibilities
– Treasurer – Maintains books, prepares reports, deposits funds, writes checks
– President – Written or email approval for checks >$500, reviews financial reports
– Secretary- Records minutes including financial information and motions
– All Officers/Board Members/Volunteers – Counts cash with one other volunteer, delivers to Treasurer or President same day.
4. Revenue Controls
Special Tax District ($20,000) – Check from Town of Williamstown delivered to President. President alerts the Board of receipt and provides check to Treasurer for deposit into dedicated bank account.
Member Dues –
– Checks are mailed to Association PO Box or received in person at meetings.
– Checks are received and recorded by President on annual member list and forwarded to Treasurer for deposit.
– On-line payments are deposited directly in general bank account
– Cash received at meetings by membership chair or volunteer are accompanied by a member coupon. Coupon is retained by/provided to Membership chair and cash is provided to Treasurer at the end of each meeting.
Thank-you letter with tax receipt (EIN provided) mailed to members.
Fundraising (Cash)
– Two unrelated volunteers count cash/checks at event end
– Delivered to Treasurer or President same day
– Online donations: Auto-deposit to bank.
Expense Controls
– $100 – One board officer approves; Treasurer pays
– $101 to $500 – Two officers approve (email vote OK); Treasurer pays
– More than $500 – Full board vote (email OK), Treasurer pays
– Debit card purchases authorized by President or Treasurer require the same approval process.
– No cash disbursements except pre-approved petty cash ($50 max).
– Reimbursements require original receipt
– Recurring bills (e.g., insurance, PO Box, web-hosting, NYSFOLA dues): Board approval only required for substantive increase (more than 10%) in amount
Bank & Record keeping
– One checking account for dues/fundraising revenue. A separate account for Special Tax District Funds. No co-mingling of funds.
– Statements mailed to PO Box, which is managed by President
– For debit/ATM cards for incidental purchases of less than $100, no prior approval required. President and Treasurer maintain debit cards and authorize use.
– Treasurer reconciles bank statement monthly.
– President reviews bank statement monthly
– All records are available for board review upon request.
Annual Procedures
– 990 filed by due date
– CHAR-500 filed by due date
– Annual Financial Report presented at first membership meeting of the year
– Income/Expense Statement prepared annually
– Annual bank reconciliation
– Budget drafted by Treasurer by April 1 for following year. Approved by board prior to May Association meeting.