Purpose:
These protocols (Operational Protocols) provide an operational framework for implementing the purposes of the ODWNA Constitution.
Chain-of-Command:
The chain-of-command shall be President to Vice-President or Co-President to Secretary to Treasurer. In the event the Officers are absence, then authority shall pass to the Board.
Communications:
Communications may be made by verbal, electronic (i.e., e-mail and website) and/or hand copies (i.e., letters, flyers, and newsletters) methods.
Routine Notices
Providing Routine Notices to Members is part of the Officer’s regular duties and require no prior approval, unless the Notice requires the expenditure of ODWNA funds.
Routine Notices include:
Non-Routine Notices (“Breaking News’)
Non-Routine Notices shall be generated by a member of the Board of Directors. These Notices shall be submitted to the Communications Committee for editing, then submitted to the Officers for approval by a majority of the Officers. Non-Routine Notices shall be identified to the Members as “Breaking News”. The Communications Committee shall be responsible for disseminating the Non-Routine Notices to the Members on no more than a monthly basis.
Emergency Communications (“Call to Action”)
Emergency Communications shall be communications of a time-sensitive nature, where the event(s), or ODWNA response(s) to the event(s) are needed in less than a two (2) week timeframe to be effective. Emergency Communications shall be submitted to the Officers for approval by no less than two (2) Officers. Emergency Communications shall be identified to Members as “Call to Action”. The Communications Committee shall be responsible for disseminating the Non-Routine Notices to the Members.
Website Articles
Website Articles, including photographs and other graphics, shall be submitted to the Communications Committee for editing, and then submitted to the Officers for approval by a majority of Officers. Final Articles shall be posted to the website by the Communications Committee Chair, or an authorized member of the Committee. The purpose of the website is to post information from ODWNA Members. The website shall not post, or host, third-party content.
Press Releases, including interviews by third-parties
Press Release information, including text, photographs and other graphics, shall be submitted to the Communications Committee for preparation and editing, then submitted to the Officers for approval by a majority of Officers. The Communications Committee Chair, or an authorized member of the Committee, shall disseminate the final Press Release information.
Only ODWNA Officers shall be authorized to represent the Association's views in interviews or other communications with print and/or electronic media. Interviews may be delegated to/referred to another person subject to approval of the Officers.
ODWNA Newsletter
ODWNA Newsletters, including text, photographs and other graphics, shall be generated by the Communications Committee. Members are welcome to submit information for inclusion in the Newsletter. However, acceptance of this information shall be at the discretion of the Communications Committee. The draft Newsletter shall be submitted to the Board of Directors for approval by a simple majority. The Communications Committee Chair shall disseminate the final Member Newsletter.
Expenditures for production and mailing of the ODWNA Newsletter shall be a line item in the ODWNA annual budget.
Official ODWNA Position Statements
The Board shall issue Position Statements only if a Member, or group of Members (Petitioners), requests that the Board issue a Position Statement in regard to a situation that they perceive: 1) represents a material threat to their property values, and/or the peaceful enjoyment of their residences; and/or 2) is detrimental to the beauty, physical well-being, character, and neighborhood spirit of the Oakland Drive – Winchell Neighborhood and/or the City of Kalamazoo. The Petitioners shall reasonably demonstrate to the Board in writing: a) what the issue is; b) that they have standing; and c) that they represent the majority of Members who are immediately impacted by the situation (e.g., that their property is located within 300 feet of the situation at hand). Petitioners shall be responsible for generating the Position Statement, and submit the Statement to the Board of Directors for Board approval. Official ODWNA Position Statements shall only be issued by the Board of Directors. Official ODWNA Position Statements shall be rendered only to address situations that the Board agrees represent a material threat to the resident Members.
Privacy Policy:
The ODWNA Officers, Executive Committee, Board of Directors, and Committee Chairs shall only use Member contact data to communicate information to those Members that is related to ODWNA activities, events, news, or concerns. ODWNA Members are asked to not forward e-mails with other Members web addresses to outside parties.