PLANNING COMMITTEE CHARTER

I.            MISSION:    To formulate recommendations to the Board of Directors for the Association’s Five Year Master Plan (hereafter the Master Plan) covering land use and capital development programs.

II.        OPERATIONS

A.        The primary role of this committee is to draft the Master Plan and subsequent revisions thereto for approval by the Board of Directors.  The Master Plan will contain recommendations based on analytical planning studies involving new program proposals and/or potential uses of association properties and development proposals to assist the Board of Directors in its decision-making processes with regard to Association land, amenities, service facilities and other elements for the future improvements and development of the community.  This role entails:

1.      Assisting cost centers and activities, in coordination with the General Manager, to develop their specific five year plans in fulfillment of the Association Vision Plan and any subsequent guidance from the Board.  On approval by the Board, these rolling five year plans will become integral Master Plan components as appendices that are reviewed and updated annually preparatory to the annual budget process.

2.      Undertaking Board-directed planning studies using resources from the committee, the association staff as available, association members with pertinent knowledge and/or experience as appointed by the Board, and contract consultants when warranted and authorized by the Board.

3.      Evaluating, in coordination with the Finance Committee, new or significantly revised capital expenditure requests for conformance with the Association’s Master Plan including specifically the activity’s plan appendix as an initial process in developing annual budget recommendations.  The objective is to recommend only those programs that are substantively identified in the Master Plan.

4.      Coordinating closely with the Communications Committee to ensure LOW residents are kept fully informed of master plan and planning study goals and activities.

5.      Coordinating closely with the External Affairs Committee on plans and proposed developments exterior but proximate to Lake of the Woods in order to keep the Board and property owners aware of those activities that will affect Lake of the Woods and to formulate public positions for the Association on such matters.

III.       COMPOSITION

A.     The Committee will be composed of not less than five (5) nor more than fifteen (15) voting members and as many alternates and/or advisers as requested by the Chair. Alternate members may be considered voting members when replacing voting members for purposes of determining the presence of a quorum. A majority of the members shall constitute a quorum. No absentee or proxy voting is allowed except that attendance by telephone conference call is allowed. A member of the Board may serve on the Committee as Board Liaison without voting privileges. A tenant of the community may serve only as an advisor without vote in accordance with the Association’s Bylaws. No person shall serve on more than one standing committee of the Association reporting directly to the Board of Directors. Two family members or husband/wife may not serve together on the same standing committee.

B.         Chair.  A committee Chair will be elected by the committee members.

C.        Vice Chair.  A committee Vice Chair will be elected by the committee members or, in the absence of a vote, may be appointed by the Chair.

D.        Secretary. A committee Secretary will be elected by the committee members or, in the absence of a vote, may be appointed by the Chair.  In the absence of the Secretary, the Chair may appoint an interim Secretary to record committee minutes.

E.      In the absence of the Chair, the Vice Chair shall perform all duties of the chair.  In the absence of both the Chair and Vice Chair, the Secretary shall act as Chair pro tempore.

IV.       TENURE. 

A.     Committee membership shall normally begin on May 1 and end on April 30 of the following years at the discretion of the Board. No voting member shall serve more than three (3) consecutive years unless a qualified volunteer cannot be found. Mid-term vacancies will be filled in accordance with LOWA Bylaws. A list of recommended member appointments will be submitted by the Chair to the Vice President of the Board of Directors each February.

B.     Any member of the committee who consistently fails to attend committee meetings or perform assigned tasks may be removed for cause by the Board of Directors on petition by the Chair.

IV.       AUTHORITY. 

A.     The committee is advisory to the Board of Directors and has only that authority granted to it by the Board to accomplish action on projects requested by the Board.  The committee is encouraged to exercise initiative in recommending actions to the Board.

B.     Under no circumstances shall the Chair or any committee member give direction to any LOWA employees in dealing with committee matters. Primary committee contact shall be with the General Manager. Informal coordination with LOWA employees is encouraged in the planning process as specifically authorized by the General Manager.

C.     No personal gain shall accrue from service on a LOWA committee. Any member violating these guidelines shall be removed from the committee.

D.  A copy of this charter will be provided each member and alternate member on their appointment to the committee.

V.        REPORTING.  

A.     The committee shall submit a copy of its minutes of each meeting to the Board of Directors and the General Manager. Minutes may be supplemented by verbal reports at Board meetings.

B.     A brief annual report of committee activities during the preceding year shall be submitted to the Board by 1 August each year.

VI.       RELATIONSHIP.

A.     Other Committees: The committee has a continuing relationship with the Finance, Communications, and External Affairs Committees. It also has significant interaction with the cost centers and activity committees in regard to the Master Plan.

B.     Outside Contacts:

1.      Counsel or Government Representatives. Committee contact with LOWA General Counsel, any government representative, or other agency on official LOWA business must have prior approval of the General Manager.

2.      Information Gathering. With the approval of the General Manager, committee members may contact business firms or other organizations as necessary to gather information to carry out committee responsibilities.

THIS CHARTER IS EFFECTIVE UPON APPROVAL BY THE BOARD OF DIRECTORS. IT SHALL BE REVIEWED FOR READOPTION AT LEAST EVERY FIVE YEARS FROM DATE OF MOST RECENT ADOPTION.

DATE OF APPROVAL:        August 5, 1995

                        Revision           February 1, 1997

                        Revision           October 2, 1999

                        Revision           May 6, 2000

                        Revision           November 2, 2002

                        Revision           August 7, 2004

                        Revision           October 2, 2004

                        Revision           April 2, 2005