STANDING RULES

of

THE LAKE SUMMERSET ASSOCIATION

ARTICLE I

Definitions

All definitions in Article II, Section (d) of the Lake Summerset Association By-laws shall apply. Additions to those definitions as approved by the "Board" shall be included in the Standing Rules.

(a) "Standing Rules" means the Standing Rules of the Association, which are supplemental to but DO NOT supersede the By-Laws.

(b) "LSA" means Lake Summerset Association.

(c) "OCLUD" means Otter Creek Lake Utility District.

ARTICLE II

Association Membership Privileges

Supplemental to Article II, Section 1, Paragraph (e) of the By-Laws, and in accordance with 805ILCS 105/107.75 (Illinois Statutes) relating to the accessibility of books and records to members of a not for profit corporation, i.e. LSA, members of the association shall be granted access to LSA documents, records or files (except official membership lot files) only in strict adherence to the Document Control Procedures as outlined herewith:

1. A written request must be submitted to the Board of Directors by the member desiring to inspect the corporation books, records or files stating specifically what type of information is being sought.

2. The member must give evidence that he has a "proper purpose" in making his request and not to satisfy idle curiosity.

3. The Board of Directors shall review each request and determine if it is based on a proper purpose as required under the state statutes before granting approval.

4. Individual personnel files and salary records of employees are considered to be sensitive and confidential; therefore, if a request concerns salaries and wages, only information regarding job description, classifications, and salary ranges shall be made available, unless unusual and mitigating circumstances would justify release of individual files.
5. Information regarding employee benefits as outlined in the LSA Employee Policy Manual shall be made available.

6. Upon Board approval of a request, the following procedure must be observed:

(a) Review of any documents by the requesting member must be made during regular office hours on a date mutually convenient to the office staff and the member.

(b) Under no circumstances is any "original" document to be removed from the LSA office or a Board designated alternate site of document review.

(c) All LSA records (of any kind) must be accounted for prior to and after releasing them to any individual by having a designated member of the LSA office staff record them in the DOCUMENT CONTROL LOG as follows:

(1) Remove the requested document from its location and record the time and date of its removal in Column #1 and initial the entry in Column #2.

(2) Count the number of pages in the document or file and record the total in Column #3.

(3) Have the requesting member sign the Log in Column #4.

(d) Upon return of the document, a designated member of the LSA office staff will:

(1) Record the time of the return of the document in Column #5.

(2) Count the number of pages in the document or file and enter in Column #6. Verify that the number of pages returned agrees with the number of pages released. Record any discrepancies in comment section of the DOCUMENT CONTROL LOG. Initial entry in Column #7.

(3) Should any discrepancies in the number of pages in a document or file be noted, the office staff member shall advise the requesting individual of the discrepancy and request immediate return of the missing page(s).

(4) Have the requesting member sign the DOCUMENT CONTROL LOG in Column #8.

(5) Any unresolved discrepancies in the number of pages in a document or file are to be reported to the LSA Board of Directors at the end of the day.

7. Upon request, photocopies of LSA documents may be made for a member, subject to the prior approval of the LSA Board of Directors. The individual requesting any photocopies must prepare a list of documents to be photocopied and allow 2-3 days for processing the request. Any photocopies must be made by a designated member of the LSA office staff. A fee of 25 (twenty-five) cents a sheet will be assessed to the individual requesting the copies.

8. All lot owners and proposed members shall be required to complete the Application for Membership and Representations and Covenants form as attached hereto as Exhibit A. All statements and ascertains contained in said Application and Representations and Covenants form are incorporated herein by reference as Standing Rules of the Association, effective July 14, 2003.

9. A certified Board of Directors Candidate may request in writing to the LSA General Manager a membership list of mailing labels for the purpose of campaign solicitation only. The cost of this list shall cover the cost of time and material for preparation. Abuse of this privilege shall not be tolerated. Proven abuse of this privilege will result in a fine of $200. Abuse shall be defined as use of this list for other than a candidate's campaign solicitation.

ARTICLE III

Dues and/or Assessments

Section 1. Supplement to Article III, Section 1 of The By-Laws: Dues and/or assessments levied against a member or their property by the Association shall be paid in full for all lots owned before membership cards and vehicle stickers will be issued.

ARTICLE IV

Section 1. Supplemental to Article IV, Section 2 of the By-Laws, the regular December Board meeting will be on Monday following the Annual Meeting.

ARTICLE V

The Directors

Section 1. Supplemental to Article V, Section 1, Paragraph (e) of the By-Laws, all Lake Summerset Board of Directors' meetings in all matters not covered by its Constitution, By-Laws, and Standing Rules shall be governed by Robert’s Rules of Parliamentary Procedure.

Section 2. Supplemental to Article V, Section 1, of the By-Laws, the Board will meet monthly at a time and date determined by the Board.

Section 3. Supplemental to Article V, Section 4, of the By-Laws:

C (2) To insure that all candidates have a fair opportunity for first place on the ballot, all candidates or their representatives must file their statement of candidacy together with endorsements during posted open association office hours at the association office.

(f) Upon receipt of each return, the Secretary or his/her designee shall immediately stamp the outside of the envelope with the date of receipt and file in numerical order by lot. The Secretary or his/her designee shall then immediately place it (the ballot) in a safe or other locked place until the day fixed by the Board for the counting of such ballots. On that day, the external envelopes containing the "Ballot" envelopes shall be turned over, unopened, to an Election Committee consisting of the Secretary, the then existing Board of Directors or their appointees, and a representative of each candidate for the office of Director. The Election Committee shall then accept a procedure, which shall establish:

1) That the signature of the member on the outside envelope is genuine. When a signature of a member on the outside of an envelope is to be verified, the Election Committee Chairman shall request an office staff member to remove the membership application from the member's file. The Chairman shall then verify the signatures by a random selection of one percent of the total ballots. If one or more of these signatures are determined to be invalid a second random selection of 1% shall be verified. If one or more of these signatures are determined to be invalid a random selection of 10% shall be verified. If 5 or more of these ballots are determined to be invalid all ballot signatures shall be verified. The candidate’s representatives will be allowed to be in close enough proximity to see (without touching) as the chairman verifies signatures.If the association’s secretary is not available in the office at the time of filing, any association office staff member may accept the statement of candidacy and endorsements from the candidate or their representative.

The petition of endorsements will immediately have the date and time and signature of the accepting office staff member entered on it.

The position of the candidates printed on the ballot (1st, 2nd, etc.) will be determined by the date and time noted on the candidates petition of endorsements that was accepted at the LSA office during normal posted open office hours.

If more than one candidate and/or candidates representative is waiting when the LSA association office opens and there is a disagreement as to who arrived first, a lottery will take place between these candidates at the next regularly scheduled LSA Board meeting in the presence of any and all members wishing to attend.

Committee members not involved in the process of counting of ballots will be allowed to sit where they can observe the ballot counting, but will not be allowed to touch the ballots.

Ballots marked with an X or check mark inside the box will be accepted.

Beginning in 1996 a voter’s registration card will replace the membership application for voter’s verification only. It will be kept in a separate file designated 'voters signature cards'. The procedure will begin in 1996 by mailing the card out with the annual membership dues statement and returned with ones dues payment. It will be updated every five years or with new membership applications as they occur; and,

2) That such member is a member in good standing. The office staff shall verify those members who are in good standing just prior to the opening of the envelopes by checking a current print out of balances due. The envelopes of lots that have a balance due shall be handed to the Election Chairman to be left unopened.

Section 8. Supplemental to Article V, Section 8 of the By-Laws: Board Member proxies for the Board of Directors Meetings shall not be allowed.

ARTICLE VI

The Officers

Section 1. Supplemental to Article VI, Section 1 of the By-Laws:

(a) All officers of the Association (i.e. of the Board) shall resign their offices annually with the resignations to be effective at the time:

(1) A replacement is elected; or
(2) The officer is re-elected.

All offices not specifically filled during the election of officers will be considered terminated. The offices of President, 1st Vice-President, 2nd Vice-President, Treasurer, and Secretary must be filled.

(b) The election of all officers shall take place at the first regularly scheduled meeting of the Board following the Annual Meeting of the Association. (See Article IV, Section 2 of the By-Laws). The election of officers, as is necessary on an individual basis, may take place at any regularly scheduled meeting of the Board.

(c) The election of officers shall be the 2nd item on the Agenda of the first regularly scheduled meeting of the Board following the Annual Meeting of the Association; the first item being approval of the minutes of the previous month's Board meeting which had been attended by the outgoing Board.

(d) A President Pro-Tem for the election of officers shall be appointed specifically for that purpose at the last regularly scheduled meeting of the Board prior to the Annual Meeting of the Association. Should the appointed President Pro-Tem be unable to attend, the President of the Board will assume the position of President Pro-Tem. The Recording Secretary of the Board will assume the position of Secretary Pro-Tem for the purposes of the election of officers.

(e) The President shall chair all Board of Directors meetings. In the event that the President is unable to chair the Board meeting the 1st Vice-President then 2nd Vice-President shall chair the meeting. In the event that the Vice-president is unable to chair the board meeting the Treasurer shall chair the meeting. In the event that the Treasurer is unable to chair the Board meeting the board member with the most time served on the Board of Directors and the highest chronological age shall chair the meeting.

Section 4. Supplemental to Article VI, Section 4 of the By-Laws:

Secretary. Upon approval of the Board, the position of Secretary as described in the By-Laws may be filled by more than one person with the duties of the Secretary divided between them, i.e.;

(a) The Recording Secretary shall keep the minutes of the Board of Directors' meetings and record other matters transacted at the meetings of the Board.

(b) The Corporate Secretary shall have the custody of the Corporate Seal and record and maintain a list of the members and their addresses and shall mail, or cause to be mailed, all notice required under the By-Laws.

(c) The Assistant Secretary shall serve in place of either the Recording Secretary or the Corporate Secretary at times when that secretary is unable to perform his/her duties.

Section 5. Supplemental to Article VI, Section 5 of the By-Laws:

Treasurer:

(a) The Treasurer shall have custody of the funds of the Association, collect monies due, pay the obligations of the Association out of its funds, and perform such other duties as are incident to the office of Treasurer. The Board shall require that the Treasurer be bonded for such amount and under such conditions as the Board may require.

(b) The Treasurer will organize and chair the Finance Committee for the purpose of planning the Annual Budget.

ARTICLE VII & VIII, same as IV

ARTICLE IX

Amendments

The Board may name a committee of three Lake Summerset Association Board members to review the Standing Rules and their relationship to the By-Laws and Redbook and suggest changes and/or additions to be approved by the Board.

ARTICLE X

Standing Committees

Section 1. All LSA members in good standing may attend and participate in LSA standing committees.

Section 2. All LSA standing committees serve at the direction of the LSA Board of Directors. The Board may create and/or dissolve-standing committees as it determines is appropriate.

Section 3. All LSA standing committees have an advisory function, and committee decisions are not binding upon the Board. (See committee responsibilities in Section 9).

Section 4. All LSA standing committees may:

(a) Set their meeting dates and locations. When meetings are planned on other than LSA premises, Board approval is required 30 days in advance of each such meeting.

(b) Elect their own officers (i.e. Chairperson, Co-Chairperson, Vice Chairperson, Secretary, etc.) in a manner consistent with the committee's needs as determined by the committee.

(c) Determine action (if necessary) for becoming a committee member and for removing committee members with Board approval.

(d) Submit recommendations and/or suggestions for Board action on subjects or projects, which are appropriate and implied by the committee name. Action will be taken on issues only if included in the Board packet delivered to members; regardless of the day it is delivered.

(e) Send a designated representative to all regularly scheduled Board meetings to report committee business, requests, and suggestions. (This may be the Board liaison. See Section 6).

(f) Not take direct action (i.e. seek bids, engage in contracts, request inspections, or request research by LSA staff, etc.) without Board permission unless the committee is considering expenditures from self-generated funds.

Section 5. All LSA standing committees are required to meet at least quarterly or as appropriate for the specific committee and to provide minutes of their meetings which:

(a) Specify the committee name, Chairman, date and location of the meetings. For committees without regularly scheduled meetings, the meeting date, time and location must be posted at least one (1) week in advance.

(b) Record the names of all persons in attendance.

(c) Record all formal motions (naming the person making the motion and the person seconding the motion) and the resulting vote, if any.

Consistent failure to comply with these guidelines will result in the Board's disregarding committee minutes.

Section 6. All LSA standing committees shall include all Board members as member’s ex-officio. The Board will specifically designate one (or more) Board member(s) as a liaison to each committee. Members of the Board serving only as ex-officio members of the Environmental Control Committee shall not have voting privileges solely by virtue of such ex-officio membership on the Environmental Control Committee. Members of the board of Directors shall not be officers of the Standing committees except for the Finance Committee.

Section 7. The Board may adopt additional standing rules for LSA standing committees or revise existing rules, as the Board deems appropriate. Committee chairpersons will receive additions and/or revisions as they are adopted from time to time.

Section 8. Standing committees presently recognized by the LSA Board of Directors are:

Activities (ACT)
Buildings, Roads and Grounds (BRG)
Campgrounds (CMP)
Community Relations (CRC)
Environmental Control (ECC)
Finance (FIN)
Fish Conservation (FCC)
Lake Planning (LPC)
Long Range Goals (LRG)
Security & Special Services (SSS)

The Environmental Control Committee, Buildings Roads and Grounds Committee, Lake Planning Committee and the Long-Range Goals Committee are standing committees appointed by the LSA Board of Directors. When an opening for the aforementioned committee exists, LSA members wishing membership will submit resumes to the respective committees and the LSA Board of Directors for their preview prior to appointment. Section 4(c) above does apply to these committees. Section 1 above does not apply to ECC. Section 4(b) and (c) does not apply to the Finance Committee.

Section 9. Standing committee responsibilities:

Functions of the Activities Committee

(1) Organize and implement recreational and social programs.

(2) Funds generated by committee sponsored events shall be used as the committee determines best serves its functions.

Functions of the Buildings Roads and Grounds Committee

(1) A group of not more than eleven members shall be appointed by the Board of Directors to serve on this committee.

(2) Recommend procedures for road and ditch maintenance as assigned by Board or Manager.

(3) Assist with and/or recommend designs for all new structures and structure modification.

(4) Recommend major repairs for all Lake Summerset owned parks, and property.

(5) Assist with development of special projects as assigned by Board or Manager.

Functions of the Campground Committee

Recommend campground rules and improvements in conjunction with the appropriate LSA standing committees.

Functions of the Community Relations Committee

(1) Promote the principle of majority rules.

(2) Review and evaluate property owner complaints and make recommendations.

(3) Recommend rules and regulations (and revisions of same) in concert with other appropriate committees for approval by the Board of Directors.

(4) Form the Citation Review Panel to review citation protests and make decisions regarding disposition thereof in accordance with the Citation Review Panel Procedures as approved by the Board of Directors.

Functions of the Environmental Control Committee
Duties are outlined in Declaration of Restrictions (Blue Book).

Functions of the Finance Committee

(1) Establish sub-committees to make recommendations to the full Finance Committee regarding the various areas of the budget.

(2) Recommend the annual LSA Budget.

(3) Recommend the annual LSA membership dues assessment.

Functions of the Fish Conservation Committee (Also known as “Fish Club)
Study and make recommendations to maintain and improve fishing conditions at Lake Summerset.

Functions of the Security and Special Services Committee

(1) Recommend procedures for property protection, including police and fire services.

(2) Recommend procedures for traffic control.

(3) Recommend procedures for boating control.

(4) Recommend procedures for Emergency Warning Alert.

Functions of the Lake Planning Committee

(1) A group of not more than eight members shall be appointed by the Board of Directors to serve on this committee.

(2) Make recommendations to the LSA Board on all matters with respect to the dam, lake, lake shoreline, dredging, and watershed.

(3) Meet at least once each quarter of the year.

Functions of the Long Range Goals Committee

(1) A group of not more than twelve members shall be appointed by the Board of Directors to serve on this committee.

(2) This committee shall play an important part in the future planning and state of Lake Summerset Association.
(3) To develop on an annual basis five-year and ten-year long-range plans which will be published once a year in the L.S. News.

(4) Should meet quarterly to draft the plans for each identified period.

(5) To research and consider special projects.

Section 10. Recognized Clubs by the LSA Board of Directors:

1. LS Social Club (LSSC)
2. LS Yacht Club (LSYC)
3. LS Women's Club (LSWC)
4. LS Square Dance Club (LSSC)
5. LS Card Club (LSCC)
6. LS Garden Club (LSGC)
7. LS Area Singles Club (LSSC)
8. LS Gram’s Club (LS GC)
9. LS Red Hat Society (LSRHS)

(Definition of a Recognized Club may be either a social or special interest group. They may have their own officers, minutes and treasury. It is requested that scheduling of future events be put on the LSA Calendar which is maintained at the LSA Office.)

Section 11. Recognized Club responsibilities:

Function of the LS Social Club:

To promote good food, fun and fellowship for the LSA membership.

Function of the LS Yacht Club

To promote sailing activities for LSA membership.

Function of the LS Women's Club

(a) Welcome new LSA members.
(b) Provide assistance for Association works (i.e. newspaper mailings, Board election ballot counting, etc.)

Function of the LS Squares

To promote square dancing and round dancing for the benefit and pleasure for the LSA membership.

Function of the LS Card Club

To promote bridge and other card games fun and fellowship for the LSA membership.

Function of the Garden Club

To promote interest in gardening and beautification of LS facilities.

Function of the LS Area Singles Club

To promote interest in activities for singles of LS.

Function of the LS Grams Club

To promote fundraising events to benefit children nationally and locally.

Function of the LS Red Hat Society

Strictly for fun. No skills required. To provide a social group for any women to attend and offer outside events.

LET IT BE KNOWN: That all LSA Standing Committees and Clubs should promote positive community relations to all LSA members, associate members, and tenant members acting within the best interests of the Lake Summerset Association.

That all subject matters not within the decision making of or under the auspices of a certain committee or club be referred to the proper LSA committee in charge of such subject matter that is to be discussed.

(Revised 1/20/81 – Article VI, Section 1, (d); Article 10, Section 4 (d))
(Revised 4/12/82 – Unknown Changes)
(Revised 3/15/83 – Unknown Changes)
(Revised 6/18/84 – Article X, Sections 1, 4, 8, 10)
(Revised 2/11/91 – Unknown Changes)
(Revised 8/12/92 – Unknown Changes)
(Revised 4/12/93 – Article II, III & IV added, Article X)
(Revised 3/13/95 – Article II, item 8)
(Revised 5/8/95 – Unknown Changes)
(Revised 4/8/96 – Article V, Section 4 c (2), F (1); Article X Section 1, 5, 5 (a), LP (1), LRG (3) (4))
(Revised 5/13/96 – Article X, LRG (1))
(Revised 12/14/98 – Revisions of Bluebook/By-Laws)
(Revised 9/15/99 – Article X, Section 10)
(Revised 7/14/03 – Article X, (c), Section 10)
(Revised 9/8/03 - Article IV, Section 2)
(Revised 1/8/07 – Article II correct first line)