Arboretum Foundation Administrative Documents

This page provides a table listing of documents that are used to govern Lake Wilderness Arboretum Foundation operations. The list contains links to our bylaws and to related policies, procedures, budget information, and other documents that the LWAF Board uses. Typically, this page would be used by board members and/or committee chairman to store and retrieve documents that help them perform day-to-day activities. This page may also prove helpful to new arboretum members, who want to know more about arboretum operating policies and procedures.

Document Title	Description	View			Status
		Word	PDF	HTML
Arboretum Foundation Bylaws	This document provides the rules that govern our organization. It describes the purpose of our organization, defines the duties of officers, provides guidelines for membership, and describes how the Arboretum Board should operate.				Revised 02/14/2007
Board Member Guidelines	This is a brief overview of what is expected of Board members. It is a good place to start for members considering board membership or for new board members seeking information about their responsibilities.				Approved 2003
Monthly Report Template	This is a template to be used by chairpersons for submitting their montly reports.				In Use 2008
Board Member Orientation	The purpose of this Powerpoint presentation is to further acquaint new board members with the Arboretum and the Arboretum Foundation. This presentation should be the second thing new board members read - the first being Board Member Guidelines (see above).				In Use 2007
Joint Use Agreement	This document is the agreement between the City of Maple Valley and LWAF granting LWAF the authority to manage Lake Wilderness Arboretum.				Approved Oct 2003
Membership Policy	This document describes our policy regarding membership in the Lake Wilderness Arboretum Foundation (LWAF). It is the Foundation that manages and administers the Arboretum.				Approved
Newsletter Policy	This document describes our policy regarding the Lake Wilderness Arboretum Foundation (LWAF) newsletter. It notes that it "shall be one of the major components of Foundation outreach program." This document defines the responsibilities of all those involved in the planning, preparation, and distribution of the newsletter.				Approved 02/11/2009
Membership Chairman Responsibilities	This document describes the responsibilities of the Membership Chairman. These responsibilities include maintaining membership policies and procedures.				Approved
Membership Process	This document describes our process for signing up new members as well as renewing the membership of existing members. It is important for all Board members to understand this process and their role in it.				Approved
Membership Application Form	This form is the "master" and should be used as a template whenever other signup media (like the web) are used. This form is here mainly for administrative purposes. Our web site has a friendlier way (a direct link off of our home page) of getting this form.				Approved 2006
Membership Process Diagram	This PowerPoint chart provides a diagram of the activities involved in signing new members and resigning existing members. This diagram is the source document for the diagram found in the membership process document. It is included here so that if you have to change the diagram in the process document, you can use this chart. (You would modify it and then copy it into the Word process document.)				Approved
Education and Conservation Committee Responsibilities	This document describes the responsibilities of the Education and Conservation (E&C) Committee. These responsibilities fall under the umbrella of our Vision 2010 strategy of "Creating educational programs in partnership with the regional community that will provide opportunities for environmental education."				Approved 10/11/2006
Docent Committee Responsibilities	Arboretum docents are primarily responsible for conducting tours of the Arboretum. This document defines in more detail the reponsibilities of the docent committee and its chairman.				Approved 02/11/2009
Forest Stewardship Plan	This plan was approved by the Arboretum Board in March of 2006. Our forest stewardship plan establishes a set of goals for managing and improving the arboretum forest's health and then lays out a set of recommended steps for meeting those goals. The plan calls for ongoing coordination and review with the City of Maple Valley and its citizens. Based on discussions thus far with City representatives, the plan will be put in abeyance so that any recommendations/plans in it can be coordinated with and/or incorporated into the City Parks Master Plan as well as the City's overall forest plan. These activities should begin in the Fall of 2006, at which time our stewardship plan will provide one of the inputs to the City's planning process.				Approved 3/8/06
Forest Stewardship Plan Summary	This is a presentation that provides an overview of the forest stewardship plan with some particulars regarding the portion of the plan that proposes an ecological thinning of the Arboretum forest.				Informal Doc. 9/1/06
Volunteer Policy	This policy defines our approach to the recruitment, utilization, and stewardship of volunteers that participate in and support Arboretum activities. This policy also establishes a volunteer coordinator position and describes the role of that position.				Approved 1/10/2007
Volunteer Waiver & Release	To perform volunteer activities at the Arboretum, you must first sign this form. Conversely, if you are an activity leader, you need to be sure that all of your volunteers have signed this form. Volunteers need only to complete and sign the form once each calendar year.				Approved
2009 Budget & Financial Mgt Summary	This presentation provides an overview of our 2009 budget that was approved by the board on November 12, 2008. It also provides a summary of our financial management process centered around expense account management.				Approved 11/14/2006
2009 Budget	This is our budget for 2009.				Approved 11/12/2008
2008 Maple Valley Grant Request	This is a copy of the memo sent to the City of Maple Valley requesting grant money for 2008. We subseqently received a grant from the City. A link to that grant can be found on this page.			Approved 08/31/2007
2009 Maple Valley Grant Request	This is a copy of the memo sent to the City of Maple Valley requesting grant money for 2009. We subseqently received a grant from the City. A link to that grant can be found on this page.			Approved 08/29/2008
2007 Maple Valley Grant	This is a copy of the 2007 grant made to Arboretum by the City of Maple Valley				Approved 01/27/2006
2008 Maple Valley Grant	This is a copy of the 2008 grant made to Arboretum by the City of Maple Valley				Approved 01/16/2008
2009 Maple Valley Grant	This is a copy of the 2009 grant made to Arboretum by the City of Maple Valley				Approved 01/9/2009
Financial Management Policy	This document provides and overall statement as to how the Arboretum Foundation will manage its financial processes. This policy statement provides overall guidance and control for planning, controlling, and auditing budgeted and actual income and expenses. and its chairman.				Approved 2/14/2007
501(c)(3) Confirmation Letter	This is a letter from the IRS confirming that we are a 501(c)(3) organization and have been since August 1966. An earlier letter also attests to this fact.				Written 4/9/2008
Budget and Finance Committee Responsibilities	This document describes the responsibilities of the Budget and Finance Committee and its chairman.				Approved 2/14/2007
LWAF Treasurer's Responsibilities	This document describes the responsibilities of the LWAF Treasurer. This individual is a key member of the Budget and Finance Committee, pays the Arboretum's bills, and is the focal point for financial management data provided to the Board.				Approved 2/14/2007
Financial Management Process	This document describes our financial management process and the roles of individuals within that process. This process shows how the budget is prepared, how individual account managers manage their budgets, and how actuals are tracked against budget.				Approved 2/14/2007
Expense Voucher	This voucher is used to obtain pre-authorization to procure one or more items or it is used to obtain subsequent reimbursement for expenditures already made. The account manager must sign this form for either pre-approval or for subsequent reimbursement to the indivdidual or entity that will be expending or has expended funds. To obtain reimbursement for expenditures, this form, signed by the account manager, should be turned in to the LWAF treasurer. See our Financial Management Process document for more information.				Updated 1/8/2008
Commitment Charge	This form enables an account manager to record expenses that have been incurred but not yet paid. Thus reports showing actual expense versus budgeted expenses are more accurate. Once a commitment has been paid, this form must be used to delete the committed charges (because actual charges have been entered into the account).				Approved 2/14/2007
Account Adjustment Request	This form allows an account manager to request a transfer of charges from one account to another. This form must be approved by the treasurer and the other account manager if a second account manager is impacted.				Approved 2/14/2007
Budget Approval Form	This form is used to provide initial budget authorization to Account Managers. It must also be used when there is a budget change. Copies go to the Account Manager, the Treasurer, and the Bookkeeper.				Approved 2/14/2007
In-kind Donation Form	This form is to identify and acknowledge accepatance of an in-kind (non-monetary) donation to the Arboretum Foundation.				In Use 2008
Financial Management Process Diagram	This PowerPoint chart provides the diagram incorporated into the financial management process description document.				Approved 2/14/2007
Summer Plant Sale Proceeds Handling Process	This process describes the tasks performed by the person (called a "processer") who gathers, tallies, deposits, and reports proceeds (cash, checks, and credit charges) from each summer plant sale.				In Use 5/15/2008
Cash Register Operation Training	This PowerPoint chart provides training to potential cashiers who must operate one of our cash registers or credit card machine during the plant sale. Instructions focus on how to recording a sale. Additional instructions are also provided on how to deal with errors and how to upload credit card sales subsequent to the sale event.				In Use 5/15/2008
Credit Card Machine Operation	This PowerPoint chart provides instructions for using our credit card machine.				In Use 5/15/2008
Contracts and Special Events Policy	This policy provides a list of rules to be followed when creating a contract or setting up a special event.				Approved 1/10/2007
Project Management Procedure	This document describes how projects are initiated, approved, and managed. It describes the responsibilities of the Board and the project manager during the planning and execution of a project.				In Review
PMD Committee Responsibilities	This document provides an overview of the Property Management and Development (PMD) committee, defines it responsibilities, and describes its composition.				Approved 1/1/2007
Pest Management Policy	This policy provides guidance and key principals in our integrated approach to pest management.				Approved 1/10/2007
Collections Policy	This document describes what we will or won't accept for incorporation into our planted areas. It also describes the recordkeeping requirements for specimans planted in our gardens. Labeling requirements are also provided.				Approved 1/10/2007
Arboretum Access Policy	This policy describes who is allowed access to select areas of the Arboretum and when. This is especially important in terms of access to locked areas such as the Nursery and its shed.				Approved 1/10/2007
Arboretum Special Uses Policy	This policy defines the policy to be followed for special uses of the Arboretum. For example, the plant sale.				Approved 1/10/2007
Smith-Mossman Garden Policy and Guidelines	This document defines the policy, and provides guidelines within that policy, for managing and maintaining the Smith-Mossman Western Azalea garden.				Approved 2/13/2008
Forest Manager Charter	This document describes the responsibilities of the Forest Manager.				Approved 1/10/2007
PMD Maintenance Schedule	A schedule of maintenance activities that must occur throughout the year.				Approved 1/10/2007
Nursery and Property Manager Responsibilities	Itemization of their responsibilities.				Approved 1/10/2007
Arboretum Wildlife Policy	What we need to do to preserve and protect wildlife in the Arboretum.				Approved 1/10/2007
Plant Sale Vendor Application	Application that plant sale vendors must fill out by April 1 to reserve space at the Spring plant sale.				In Use
Plant Sale Vendor Flyer	Information for potential vendors at the plant sale. This flyer explains fees and other conditions required of vendors in order to participate in the plant sale.				In Use
Water Well Report	This report shows the specifications and results (depth, flow, etc) of the drilling of our well in 1981. It was filed with the Washington State Department of Ecology and it shows our permit number. This report is also shown online on the Department of Ecology's website.				Created 9/10/1981

		Email: Info@LakeWildernessArboretum.org
		Mailing Address: LWAF, Box 72, Maple Valley,WA 98038
		Street Location: 22520 SE 248th Maple Valley,WA
		Phones: 425-413-2572 or 206-366-2125
		Permission to copy granted: Webmaster@LakeWildernessArboretum.org