LJCA Inc. STANDARD OPERATING PROCEDURES
Vote: Approved March 27, 2025 Effective Date: March 27, 2025
The LJCA Inc. Standard Operating Procedures (SOP) is a compilation of policies, processes and procedures that document how the LJCA Executive Board and Committees formed by the Membership conduct the business of the Association.
With changes on the Executive Board over time, the SOP is intended to provide continuity between Boards and consistency in the manner in which the Board conducts the Association’s business. The SOP is also intended to be a
central document for Association members to provide information on the policies and procedures related to operation of the Association. The SOP will be reviewed each year at the annual meeting and any changes proposed will come to a vote. Revisions will be effective immediately following the vote during the annual meeting.
CONTACT:
Mailing Address:
P.O. BOX 10237, MANASSAS, VA 20108
Email:
[email protected]
Website:
www.ljcainc.com
ASSOCIATION MEETINGS: Regular meetings are held in January, March, May, July, September, and November. Meetings are generally held during the evenings at 7:30 p.m. at the Lake Jackson Volunteer Fire Department. Our Annual Meeting is generally held in March. Time and location of meetings will be announced in advance of the meeting date and minutes of the previous meeting will be provided to membership. Meetings may need to be rescheduled with short notice in the event of inclement weather or other emergency situations. Emergency Meeting notices may be as short as 24
hours. If members are not able to attend emergency meetings, electronic responses can be sent to the Board members. Meeting Notices are announced via social media (example: LJCA Group Facebook page), and by email to members who provide a valid email address to the Board. The proceedings of the Association at all meetings shall be conducted in accordance with the latest edition of Roberts Rules of Order Newly Revised.
ELECTRONIC MEETINGS:
Any motions made during electronic meetings must be ratified at the following in person meeting.
Membership Meetings may be held electronically for the months of January, May, July, September, and November. The Annual meeting in March must be held in person.
Meetings Held Electronically shall be conducted through use of Internet meeting services designated by the President that support voting and support: visible displays identifying those participating, identifying those
seeking recognition to speak, showing text, and showing the results of votes. These electronic meetings of the Board shall be subject to all rules adopted by the Board, or by the Association, to govern them, which may include any reasonable limitations on, and requirements for, members’ participation. Any vote conducted
through the designated Internet meeting service shall be deemed a ballot vote, fulfilling any requirement in the bylaws or rules that a vote be conducted by ballot.
Rules for Electronic Meetings
1) Login information. The LJCA Board shall send by e-mail to every member of the Association, at least 1 hour before each meeting, the time of the meeting, the URL and codes necessary to connect to the Internet meeting service, and, as an alternative and backup the phone number and access code(s) the member needs to participate aurally by telephone.
2) The LJCA Board shall schedule Internet meeting service availability to begin at least 5 minutes before the start of each meeting.
3) Signing in and out. Members shall identify themselves as required to sign in to the Internet meeting service and shall maintain Internet and audio access throughout the meeting whenever present but shall sign out upon any departure before adjournment.
4) Quorum calls. The presence of a quorum shall be established at the beginning of the meeting during sign in identification. Thereafter, the continued presence of a quorum shall be determined by the online list of participating members.
a. Technical requirements and malfunctions. Each member is responsible for his or her audio and Internet connections; no action shall be invalidated on the grounds that the loss of, or poor quality of, a member’s individual connection prevented participation in the meeting.
5) Forced disconnections. The chair may cause or direct the disconnection or muting of a member’s connection if it is causing undue interference with the meeting.
6) Assignment of the floor. To seek recognition by the chair, a member shall notify chair using notification method within Internet meeting service, or in internet meeting service chat section.
7) Interrupting a member. A member who intends to make a motion shall use internet meeting service chat
a. section for so indicating and shall thereafter wait a reasonable time for the chair’s instructions before attempting to interrupt the speaker by voice.
8) Motions. A member intending to make a main motion, to offer an amendment, or to propose instructions to a committee, shall, after being recognized, post the motion in writing to the internet meeting service chat section and read the motion out loud.
9) Voting. Votes shall be taken by audible roll call or utilizing the internet meeting service chat section.
10) Video display. The LJCA Board, or their assistants, shall cause a video of the chair to be displayed throughout the meeting, and shall also cause display of the video of the member currently recognized to speak or report.
MEMBERSHIP DUES AND BOAT RAMP ACCESS:
transaction as designated by the Board. Dues can be mailed to the Board post office box or paid at a meeting via check. Boat ramp keys are normally distributed in alignment to the Boat Ramp lock changes, in May.
Prior to receiving a new boat ramp key, the following prerequisites must be met:
Proof of completed Boat Safety Course
1) Turn in key given out the previous year
2) Membership Dues and Boat Ramp Key Fee must be paid.
MEMBERSHIP/BOAT RAMP FEE USAGE: All fees collected, and funds raised through fundraising efforts, solely support the Association. Regular and Recurring Expenses are authorized for payment by the Executive Board without
membership approval unless the cost for the recurring item raises more that 15% (in which case the Executive Board will present the new cost to membership for approval before payment). New or non-routine purchases and expenditures in an amount over $1,000.00 must be approved by the membership. The Executive Board is allocated an Annual
Discretionary Fund in the amount of $1,000.00.
ANNUAL DISCRETIONARY FUND / PETTY CASH: Per the LJCA, Inc. Bylaws, the Executive Board has an annual Discretionary Fund that may be used toward the affairs of the Association without further approval from the membership.
2025 Discretionary fund: $1,000.00 / Petty Cash: $150.00.
COMMITTEE PURPOSES/PROCEDURES:
LAKE JACKSON SANITARY DISTRICT ADVISORY COMMITTEE (LJSDAC):
The LJSDAC consists of Lake Jackson volunteers appointed by Prince William County. The committee monitors its email address; obtains input at LJCA meetings; drives Lake Jackson roads to identify road needs. The committee chairperson regularly communicates with the county staff to report any issues. The County determines what work can be done within the allotted budget and prepares purchase orders for the work to be completed under an
established road maintenance contract. With input from the community, the Committee annually identifies road enhancements, such as conversion from gravel to tar and chip roads and identifies such to the County. During snow season, the County and road contractor with input from the Committee, identifies when snow plowing will begin. The contractor will return to plow, as needed, especially with continuing snow accumulation, and to treat icy roads. The committee’s chairperson is responsible for preparing an agenda for LJSDAC meetings, which are typically held four times a year. The chairperson speaks for the committee at LJCA membership and annual meetings.
The LJSDAC email address to report road issues is: [email protected]
ROAD COMMITTEE: The Road Committee consists of Lake Jackson volunteers that coordinate and communicate with
the Board and the LJSDAC regarding road status and maintenance needs, specifically during times of inclement weather. Ideally, Road Committee members consist of residents living in different areas to represent the different tracts within the LJCA boundaries.
REAL PROPERTY COMMITTEE: The Real Property Committee reviews requests for the Lake Jackson Community Association to sell real property and easements utilizing the “Real Property Guidelines” as
needed. When there are matters at hand, the committee makes recommendations to the Board and Membership and provides reports at LJCA meetings. Committee members should be available to survey and conduct meetings in person with residents physically on site.
BEAUTIFICATION COMMITTEE: The Beautification Committee was created, in part, to develop ideas on how best to spend down a $10,000 gift bequeathed to LJCA by a long-time resident for the expressed purpose of maintaining the
beauty of our community. The Committee makes its recommendations to the LJCA Board and its membership and seeks their approval. The Beautification fund is monitored and maintained by the LJCA Treasurer.
Among its other responsibilities, the Committee:
HOSPITALITY COMMITTEE: The Hospitality Committee gains approval from the membership for dates for annual social events. The committee plans, makes needed purchases, advertises, and executes these events. The Hospitality Committee may plan and execute fundraising activities for the Association. The Hospitality Committee oversees new member welcome kits and fundraising.
NOMINATING COMMITTEE: The Nominating Committee will assemble a list of willing and qualified candidate(s) for Executive Board member positions. Candidates should be qualified for the office for which they are nominated and agree to serve the at least one-year’s term, preferably serving four years.
SPECIAL OR AD HOC COMMITTEES: Such committees may be formed and approved at regular or annual membership meetings upon a majority vote.
Vote: Approved March 27, 2025 Effective Date: March 27, 2025
The LJCA Inc. Standard Operating Procedures (SOP) is a compilation of policies, processes and procedures that document how the LJCA Executive Board and Committees formed by the Membership conduct the business of the Association.
With changes on the Executive Board over time, the SOP is intended to provide continuity between Boards and consistency in the manner in which the Board conducts the Association’s business. The SOP is also intended to be a
central document for Association members to provide information on the policies and procedures related to operation of the Association. The SOP will be reviewed each year at the annual meeting and any changes proposed will come to a vote. Revisions will be effective immediately following the vote during the annual meeting.
CONTACT:
Mailing Address:
P.O. BOX 10237, MANASSAS, VA 20108
Email:
[email protected]
Website:
www.ljcainc.com
ASSOCIATION MEETINGS: Regular meetings are held in January, March, May, July, September, and November. Meetings are generally held during the evenings at 7:30 p.m. at the Lake Jackson Volunteer Fire Department. Our Annual Meeting is generally held in March. Time and location of meetings will be announced in advance of the meeting date and minutes of the previous meeting will be provided to membership. Meetings may need to be rescheduled with short notice in the event of inclement weather or other emergency situations. Emergency Meeting notices may be as short as 24
hours. If members are not able to attend emergency meetings, electronic responses can be sent to the Board members. Meeting Notices are announced via social media (example: LJCA Group Facebook page), and by email to members who provide a valid email address to the Board. The proceedings of the Association at all meetings shall be conducted in accordance with the latest edition of Roberts Rules of Order Newly Revised.
ELECTRONIC MEETINGS:
Any motions made during electronic meetings must be ratified at the following in person meeting.
Membership Meetings may be held electronically for the months of January, May, July, September, and November. The Annual meeting in March must be held in person.
Meetings Held Electronically shall be conducted through use of Internet meeting services designated by the President that support voting and support: visible displays identifying those participating, identifying those
seeking recognition to speak, showing text, and showing the results of votes. These electronic meetings of the Board shall be subject to all rules adopted by the Board, or by the Association, to govern them, which may include any reasonable limitations on, and requirements for, members’ participation. Any vote conducted
through the designated Internet meeting service shall be deemed a ballot vote, fulfilling any requirement in the bylaws or rules that a vote be conducted by ballot.
Rules for Electronic Meetings
1) Login information. The LJCA Board shall send by e-mail to every member of the Association, at least 1 hour before each meeting, the time of the meeting, the URL and codes necessary to connect to the Internet meeting service, and, as an alternative and backup the phone number and access code(s) the member needs to participate aurally by telephone.
2) The LJCA Board shall schedule Internet meeting service availability to begin at least 5 minutes before the start of each meeting.
3) Signing in and out. Members shall identify themselves as required to sign in to the Internet meeting service and shall maintain Internet and audio access throughout the meeting whenever present but shall sign out upon any departure before adjournment.
4) Quorum calls. The presence of a quorum shall be established at the beginning of the meeting during sign in identification. Thereafter, the continued presence of a quorum shall be determined by the online list of participating members.
a. Technical requirements and malfunctions. Each member is responsible for his or her audio and Internet connections; no action shall be invalidated on the grounds that the loss of, or poor quality of, a member’s individual connection prevented participation in the meeting.
5) Forced disconnections. The chair may cause or direct the disconnection or muting of a member’s connection if it is causing undue interference with the meeting.
6) Assignment of the floor. To seek recognition by the chair, a member shall notify chair using notification method within Internet meeting service, or in internet meeting service chat section.
7) Interrupting a member. A member who intends to make a motion shall use internet meeting service chat
a. section for so indicating and shall thereafter wait a reasonable time for the chair’s instructions before attempting to interrupt the speaker by voice.
8) Motions. A member intending to make a main motion, to offer an amendment, or to propose instructions to a committee, shall, after being recognized, post the motion in writing to the internet meeting service chat section and read the motion out loud.
9) Voting. Votes shall be taken by audible roll call or utilizing the internet meeting service chat section.
10) Video display. The LJCA Board, or their assistants, shall cause a video of the chair to be displayed throughout the meeting, and shall also cause display of the video of the member currently recognized to speak or report.
MEMBERSHIP DUES AND BOAT RAMP ACCESS:
- Single (1 Voting Member) $40.00
- Household (2 Voting Members) $80.00
- Boat Ramp Key (must be in addition to Membership Dues) $100.00
transaction as designated by the Board. Dues can be mailed to the Board post office box or paid at a meeting via check. Boat ramp keys are normally distributed in alignment to the Boat Ramp lock changes, in May.
Prior to receiving a new boat ramp key, the following prerequisites must be met:
Proof of completed Boat Safety Course
1) Turn in key given out the previous year
2) Membership Dues and Boat Ramp Key Fee must be paid.
MEMBERSHIP/BOAT RAMP FEE USAGE: All fees collected, and funds raised through fundraising efforts, solely support the Association. Regular and Recurring Expenses are authorized for payment by the Executive Board without
membership approval unless the cost for the recurring item raises more that 15% (in which case the Executive Board will present the new cost to membership for approval before payment). New or non-routine purchases and expenditures in an amount over $1,000.00 must be approved by the membership. The Executive Board is allocated an Annual
Discretionary Fund in the amount of $1,000.00.
ANNUAL DISCRETIONARY FUND / PETTY CASH: Per the LJCA, Inc. Bylaws, the Executive Board has an annual Discretionary Fund that may be used toward the affairs of the Association without further approval from the membership.
2025 Discretionary fund: $1,000.00 / Petty Cash: $150.00.
COMMITTEE PURPOSES/PROCEDURES:
LAKE JACKSON SANITARY DISTRICT ADVISORY COMMITTEE (LJSDAC):
The LJSDAC consists of Lake Jackson volunteers appointed by Prince William County. The committee monitors its email address; obtains input at LJCA meetings; drives Lake Jackson roads to identify road needs. The committee chairperson regularly communicates with the county staff to report any issues. The County determines what work can be done within the allotted budget and prepares purchase orders for the work to be completed under an
established road maintenance contract. With input from the community, the Committee annually identifies road enhancements, such as conversion from gravel to tar and chip roads and identifies such to the County. During snow season, the County and road contractor with input from the Committee, identifies when snow plowing will begin. The contractor will return to plow, as needed, especially with continuing snow accumulation, and to treat icy roads. The committee’s chairperson is responsible for preparing an agenda for LJSDAC meetings, which are typically held four times a year. The chairperson speaks for the committee at LJCA membership and annual meetings.
The LJSDAC email address to report road issues is: [email protected]
ROAD COMMITTEE: The Road Committee consists of Lake Jackson volunteers that coordinate and communicate with
the Board and the LJSDAC regarding road status and maintenance needs, specifically during times of inclement weather. Ideally, Road Committee members consist of residents living in different areas to represent the different tracts within the LJCA boundaries.
REAL PROPERTY COMMITTEE: The Real Property Committee reviews requests for the Lake Jackson Community Association to sell real property and easements utilizing the “Real Property Guidelines” as
needed. When there are matters at hand, the committee makes recommendations to the Board and Membership and provides reports at LJCA meetings. Committee members should be available to survey and conduct meetings in person with residents physically on site.
BEAUTIFICATION COMMITTEE: The Beautification Committee was created, in part, to develop ideas on how best to spend down a $10,000 gift bequeathed to LJCA by a long-time resident for the expressed purpose of maintaining the
beauty of our community. The Committee makes its recommendations to the LJCA Board and its membership and seeks their approval. The Beautification fund is monitored and maintained by the LJCA Treasurer.
Among its other responsibilities, the Committee:
- Publicizes beautification events through social media, the LJCA website and through email
- Organizes volunteer cleanups of Lake Jackson neighborhoods and common areas
- Monitors the environment at Big Beach and at the Lester and Cobb Road boat ramps
- Provides for the annual delivery of sand to Big Beach to replenish as needed
- Provides for the planting of shrubs, trees, grasses and flowers upon the recommendation and approval of the LJCA membership
- Provides regular reports at LJCA meetings
HOSPITALITY COMMITTEE: The Hospitality Committee gains approval from the membership for dates for annual social events. The committee plans, makes needed purchases, advertises, and executes these events. The Hospitality Committee may plan and execute fundraising activities for the Association. The Hospitality Committee oversees new member welcome kits and fundraising.
NOMINATING COMMITTEE: The Nominating Committee will assemble a list of willing and qualified candidate(s) for Executive Board member positions. Candidates should be qualified for the office for which they are nominated and agree to serve the at least one-year’s term, preferably serving four years.
SPECIAL OR AD HOC COMMITTEES: Such committees may be formed and approved at regular or annual membership meetings upon a majority vote.