Lutheran Camp Association

“Membership gives an individual the right to vote at the annual meetings. These votes relate to the election of the board of directors, certain committe positions, major asset acquisitions and disposals, by-law amendments and other matters that may come before the membership at the meetings. They are also included on the mailing list of the newsletter. They receive no financial benefits, special services, preferential treatment or discounts by becoming a member.”

“The members need to approve the purchase or sale of real property. The members need to approve changes in the by-laws. The members need to elect the board of directors and members of the foundation committee.”

“John bates 1775 high pointe lane ann arbor, mi 48108 chris schumann 5043 st. Charles place carmel, in 46033 kathy beumer allen 37982 wildwood ln oconomowoc, wi 53066 sandy becker 1323 webster path dr. St louis, mo 63119 ryan kotenko 526 e broad street linden, mi 48451 kate dankovich 3432 wendover rd troy, mi 48084-1262 becky zacharias 6210 pernod ave st. Louis, mo 63139 david wilkins 2516 delaware blvd saginaw, mi 48602 carla grebing 6019 live oak pl spring, tx 77379-8822 stanley scheumann 2802 meadow strm fort wayne, in 46825 mark jaeger 11401 s st. Louis chicago, il 60655”

“The federal form 990 return of organization exempt from income tax shall be prepared by the independent accounting firm engaged by the lutheran camp association. Upon preparation, it shall be submitted to the treasurer and the camp director for their approval. Thereafter, a copy shall be provided to the entire board of directors for their information and comment. They are requested to read the form, ask questions of its contents, offer comments, request clarifications and, if they object to any of its content, to present their objections and concerns to the treasurer, the executive director and the firm engaged to prepare the form. Recognizing the technicalities of the form and the limited knowledge that non-tax professionals possess, they do not have to approve all of the data and responses on the form, request proof of the data and or give assurances that the form includes all required schedules and information. Rather, they must be confident that the form is consistent with their knowledge of the camp financial information and that the stated policies and responses are consistent with their understanding of the camp's policies and operations. After receiving a positive response in writing or by email from a majority of the board and having heard no objections to its contents from any board member, the return may be signed by the treasurer and filed with the internal revenue service. It is permissible for the accounting firm engaged to prepare the tax return to request extensions of time to file the return.”

“At the annual membership meeting held every october, directors are elected by the membership. Immediately after the membership meeting, a meeting of the newly elected (and incumbent) board members is convened. During this meeting, the purpose of the conflict of interest policy is explained. Every member (newly elected and incumbent members) is given a written statement of the policy. Every board member must sign the conflict of interest policy every year at this time. This attests to their understanding of the policy and promise to inform the board that they will disclose any potential conflict of interest should it arise. Finally, every board member receives a written statement outlining the procedures in the event that any member discloses a conflict of interest. This assures that every board member is aware of the seriousness of the situation and can monitor the board's compliance with dealing with a reported conflict of interest. All full time staff members are also subject to the conflict of interest policy. They also are required to sign the policy statement on an annual basis. This assures their constant awareness of the policy. Written procedures for reporting a potential conflict are distributed to board and full time staff members. They receive written instructions of the board procedures for dealing with issues when a conflict of interest is deemed to exist. These forms are maintained by the corporate secretary.”

“The board of directors which are elected by the general membership appoint a committee of consisting of board members to review the compensation package of the executive director. As part of the process, they: > speak with other full time staff members, > speak with other members of the board, > speak with the executive director, > review the results of satisfaction surveys from guests and members, > consider his achievements as they relate to board directives, > use objective compensation survey from camps of similar size obtained from the christian camp conference association, > present their recommendation to the executive committee for approval, > present their recommendation to the entire board for their approval, > discuss the compensation and job performance with the executive director upon the completion of all of the above steps. All of the above steps are documented in minutes of the personnel committee as well as in the minutes of the board of directors.”

“> officers and directors are not compensated > the executive director makes salary recommendations to the executive committee (referenced above) based on the following: > performance reviews with the key staff employees considering their goals, achievements, satisfaction surveys from guests and members and personal observation. > objective compensation survey data for management staff obtained from christian camp conference association. > the executive director then makes compensation recommendations to the executive committee and upon their review, a recommendation is made to the entire board of directors, > the recommended compensation packages are presented to the entire board of directors who must approve the compensation packages for each key employee. All of the above steps are documented in the minutes of the board of directors.”

“The governing documents including the tax exemption application (form 1023), internal revenue service determination letter, articles of incorporation and by-laws, and the conflict of interest representation statements and annual financial statements are maintained on a permanent basis in the camp's main office in arcadia michigan and are available for inspection by its members and the general public at no cost during normal business hours. Copies of all of these items are available upon request for a nominal copy charge. Additionally, they are made readily available at the annual meeting held every fall. Periodically, a summary of the financial statements appear in the newsletters and on the website. The public inspection copy of the organization's form 990 from the previous three years (at a minimum) will be available for inspection at the main office during normal business hours at no cost. Copies are available for a nominal copying charge. The public inspection copy of the form 990 will not include the schedule b which has names and addresses of contributors. When responding to a public inspection request for any organizational document or form 990 by anyone, the organization shall fulfill such a request in a timely fashion without inquiring as to the reason for the public inspection request.”

“Volunteers help each spring with the opening of camp. This includes cleaning, landscaping, painting, setting up furniture and play equipment, washing dishes, making beds, removing shutters and general repairs. Similarly, they participate in the closing of the camp which includes moving equipment and furnishings into winter storage, winterizing and shuttering buildings, cleaning and general repairs. During the camping season they assist with mailings,general office work, programs, laundry and maintenance of the property.”

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