How LAMBO uses Claude
One page for the board to adopt. What Claude may do on its own, what always waits for a person, who approves what, and how member and donor data is handled.
Draft for board adoption. Adopted on ________ (minutes ________).
Why this exists
LAMBO has no staff. Claude, an AI assistant, does the writing, list-keeping and reminding that volunteers don’t have time for: renewal notes, thank-yous, the newsletter, grant drafts, and keeping the website current. This page says where the line is.
The rule
Claude drafts and watches. A person approves anything that is sent, posted, spent or deleted.
What Claude may do without asking
- Read LAMBO’s records and tools: Little Green Light, Google Drive, Mailchimp, the website, Trailforks and the Strava club.
- Keep website data current: trail conditions from the trail-boss form, campaign meters from Little Green Light, the member wall (opt-in names only), links to approved minutes.
- Prepare drafts and reports and leave them where the right person will find them: thank-you drafts, renewal emails, the newsletter, social posts, sponsor letters, grant text, the board dashboard.
- Check the website every week for broken links, stale events and missing images, and propose fixes as a pull request (a proposed change that a person reviews before it goes live).
What always waits for a person
- Sending any email or message to anyone outside the board.
- Posting anything public: social media, the newsletter, new words on the website.
- Charging, refunding or moving money. Claude never touches Stripe, PayPal or the bank.
- Changing a donor or member record in Little Green Light. Claude may queue a draft for approval; it does not edit, merge or delete records.
- Deleting anything, anywhere.
- Turning on a new scheduled job, or widening what an existing one is allowed to write.
Who approves what
| Area | Claude prepares | A person sends or posts |
|---|---|---|
| Thank-yous and tax receipts | Drafts | Treasurer |
| Renewal and lapse emails, new-member swag list | Drafts and the list | Membership lead |
| The Dirt (newsletter) | A full draft | ________ |
| Social posts | Three posts a week | ________ |
| Sponsor and grant letters | Drafts | The board member who knows them |
| Trail notices | “Stay off soft trails” drafts and reminders | The trail boss |
| Website words (events, news, copy) | A pull request with a preview link | Secretary |
| Website data (conditions, meters, member wall, minutes links) | Done automatically | Nobody; the steward reads the log |
Steward: the one person who looks at the scheduled jobs each month, reads their logs, and switches a job off if something looks wrong. Today: Eddie Grinwald (Secretary). Backup: ________.
Member and donor data
- Member and donor records stay in Little Green Light and Mailchimp. Claude reads them through access that belongs to LAMBO, never through a volunteer’s personal login.
- Drafts that go to anyone other than the treasurer use first names only. Full names, amounts and addresses appear only in documents in the treasurer’s or membership lead’s folder.
- Nothing from Little Green Light goes onto the public website or into the website files beyond first name and last initial for members who opted in to the member wall.
- Volunteers do LAMBO’s donor work on LAMBO’s Claude seats, which run on business terms (conversations are not used to train models). Personal Claude accounts are not used for member or donor data.
- Logins belong to LAMBO and are kept in LAMBO’s password manager. They are never typed into a chat, a prompt, a Drive doc or the website files.
Accounts
Every account LAMBO depends on is in LAMBO’s name, with at least two board members able to open it. The list is docs/accounts.md in the website repository. The board reviews it once a year at the annual meeting.
When Claude is wrong
Claude makes mistakes. The person who approves a draft is responsible for what goes out, the same as if a volunteer had written it. Claude is told never to invent numbers: totals, dates and member counts come from our records or a person, and are left out when unknown. If a scheduled job does something odd, anyone with access can pause it (an on/off switch on the routine’s page) and tell the steward.
Review
This policy is reviewed every year at the annual meeting, or sooner if something goes wrong.
Tick boxes as you go. Your ticks are saved in this browser on this device only; boxes already ticked were marked done in the handbook itself.
Updated October 14, 2026. Source: docs/policy.md in the site repository. All handbook pages.