Maintenance & Ecology Committee Minutes

Minutes Of The Maintenance & Ecology Committee
January 16, 2008

I.  Call to Order/Approve Agenda
            a.  Chairman Ernie Meier called the meeting to orders at 7:00 p.m.  Other voting
                 members present:  John Trach, John Undari, Fred Marshall.    Voting mem-
                 bers absent:  Ken Rouse, David Smith and Joe Quimper.  Alternate members
                 present:  Doug Weiford, Jim Johnston, Ossie Schmidt, Daniel Greene, and
                 Doug Crain.  Alternate Vinnie McGlone was absent.  Others present included
                 Don Cope (Planning Commission Liaison), Elton Rupe, Maintenance Super-
                 intendent, Charles Lively, Water Resources Manager.  Bruce Kay, (BOD
                 Liaison) was absent.  Visitors present:  Sue Ericksen (LUC), Julie Wilson
                 (LUC) and Lisa Halpin.
            b . A motion to approve the agenda was made by John Trach, and second by
                 Fred Marshall and unanimously approved.

II.  Approval of M&E meeting minutes from December 19, 2008
              a.  A motion to approve the minutes was by John Undari, second by John
                   Trach and unanimously approved.

III.  Status Reports of Continuing Activities (Road/Culverts/Stormwater)
      Elton Rupe reported:
               a.  411 Lakeview Parkway storm water drainage will be completed. 
               b.  Historic signs installed at Spotswood.
               c.  Holiday decorations have been removed and stored.

IV.  Status of Works in Progress
      Elton Rupe reported:
            a.  One inch water line at #5 hole at the Golf Course bathroom has been installed.
            b.  Camera system at the Woods Center has been completed and will in the future have the ability to monitor all entrance gates.
            c.  The T-1 line is scheduled to be installed February 6, 2008 at the back gate.
            d.  Contractor, REC, is to install parking lot lights and maintain them at the Woods Center.

V.  Lake Management Report 
            Charles Lively reported:
            a.  Dredging has been halted at the small lake due to breakdown of the barge. Standard dredging depth is 6’0” to 8’0” depth.
            b.  Bulkheading across from the back gate is being replaced.  This is the last one to be completed. 
            c.  Aerator at the front pond located across from the entrance gate has been repaired, installed and is operating.
            d.  Small lake is 38 acres in area and aeration is being considered as follows:
                1.  Run boats two to three days per week for period of two hours.
                2.  Purchase an aerator.
               3.  Cost is the factor that will determine the method of aeration.

VI.  Old Business – Speed limit considerations and signs
            Elton Rupe reported:
            a.  Speed limit – highway data and management system model number N.C. 200 records speeds of vehicles, monitors one lane.  Unit is placed in middle of lane and has several features but also has flaws.  For example, can monitor number of axles on vehicle but if two vehicles pass at the same time in opposite directions accuracy can be faulted.  Unit is placed in the middle of the travel lane for monitoring purposes.  Two areas have been monitored, no extreme violations were recorded.  Training of personnel of personnel has been completed.
            b.  Signs – inventory has been completed of all signs and are listed in categories as follows:  Regulatory, Warning, Information.  Total combined signs equal 462 compared to 260 signs in the year 1992. 

VII.  New Business
            2008 Annual Survey Inputs  --  Ernie Meier stated that he sent an e-mail to all committee members.  The following was discussed.
            a.  John Trach questioned the necessity for armed guards.  This is a matter that is under the jurisdiction of the Safety & Security Committee. 
b.  Fred Marshall – size of street signs – speed limits was discussed and will be recommended to be included in the survey.
            c.  A letter was received by Ernie Meier concerning retirement homes.  Also, a suggestion to form a public relations committee for better communication outside the lake. 
            d.  Daniel Greene – small lake aeration.
            e.  John Trach – parking location of school buses.
            f.  Planning Meeting is scheduled for January 28, 2008 at 7 p.m. at the Holcomb Building, Chairperson Ernie Meier requested members of the M & E Committee attend if possible.
            g.  Ernie Meier – courtesy between several committees within the lake as to establishment of protocol for requests of  individuals to make a presentation. John Trach made a motion to authorize E. Meier to discuss protocol with the General Manager.  J. Undari, seconded and was unanimously passed.

VIII.  Open Discussion
            a.  Dam Report – Doug Crain
                Dewberry & Davis continuing study of  dam comparisons.  Water deposited into the lake is estimated at about half as previously determined.  Consultant A. F. Morton is completing design for submittal.  Meeting concerning dam regulations scheduled for January 8th has been rescheduled for February 8, 2008.
            b.  Parking lot at the Woods Center has been filled to capacity.  The cause was due to the Clubhouse being closed.  This is not expected to be a continuing situation. 

IX.  Next Meeting:  February 20, 2008, 7 p.m.

X.   Adjourn:   Meeting adjourned at 8:40 p.m.  Motion by Fred Marshal, second by John Trach and unanimously approved.

Maintenance & Ecology Committee
February 2008 Meeting

Purpose:  Regularly scheduled meeting of the Maintenance & Ecology Committee (M&E), Lake of the Woods Association (LOWA), in the LOWA Maintenance Department conference room.

Call to Order/Approve Agenda

1. Chairman Ernie Meier called the meeting to order at 7:00 p.m.  Other voting members present:  David Smith, John Trach, John Undari & Fred Marshall; Kenneth Rouse & Joe Quimper were absent.  Alternate members present:  Doug Weiford, Ossie Schmidt, Daniel Greene & Doug Crain; Jim Johnston & Vinnie McGlone were absent.  Others present included Bruce Kay (Board of Directors (BOD) liaison), Ted Wessell (Assistant General Manager), Elton Rupe (Maintenance Superintendent), Charlie Lively (Water Resources Manager), & Doug Chidlow (Finance Committee Liaison).
2. A motion to approve the agenda, as amended, was made by Undari, seconded by Marshall, & unanimously approved.

Approval of M&E meeting minutes from January 16, 2008

1. A motion to approve the minutes, as amended, was made by Marshall, seconded by Undari, & unanimously approved.

Status Reports of Continuing Activities (Roads/Culverts/Stormwater).  Rupe reported:

1. Roads: 
1. Installed an additional security light on pathway from Clubhouse to the parking lot.  Additional lights may be installed.
2. Painted beach bath restroom.
3. Road crew personnel have been involved with leaf removal.
2. Stormwater.  Have been invited to an erosion & sediment workshop in Orange in conjunction with the Culpeper Soil & Water Conservation District.

Status of Works in Progress.  Rupe reported:

1. Quotes for the Woods Center parking lot lighting were received.  Four lights will be installed.  The quotes were turned over to the General Manager for decision.
2. Drainage improvements for the stables were made. 
3. The T1 line at the rear gate is installed; the router & cameras were connected, but the IP address is wrong.  Corrections are expected this week.
4. Rupe will meet with the Clubhouse & Fitness working groups to answer technical questions.

Lake Management Report.  Lively reported:

1. The Flat Run bulkhead was completed.
2. Fish structures are being installed; approximately five more will be installed.  When completed, an updated map will be published.
3. An article will be published in a March edition of Lake Currents to advise residents of plans to aerate Keaton’s Run reservoir (e.g., small lake).
4. The annual dam cleanup is underway for the main lake.  Sapplings & underbrush will be removed.
5. The Water Resources Management office will relocate to the marina building next week.  The T1 line has been installed.

Old Business.  Rupe discussed placement of the NC200 to study traffic.  Five locations were selected to collect data.

New Business.  Capital Expenditures Requests:

1. Crain summarized discussions & action items from a meeting of committee chairpersons. 
2. Rupe reported that the Maintenance Department’s deferred items list (e.g., unfunded deficiencies) is growing.  The list was not updated in 2006 as requested.  The 2007 update was incomplete by design, which creates misplaced perceptions that huge equipment cost increases occurred over a short period.  If updates had been made annually, there would be no need for Maintenance to re-justify capital expenditures already identified.

Open Discussion. 

1. Meier, with Rupe’s concurrence, notified the General Manager (GM) that Rupe to speak in front of other committees with regards to maintenance matters.  The GM agreed & will open the concept to include all cost center managers meeting with other committees upon request.
2. Greene revisited aeration plan for Keaton’s Run reservoir.  A short discussion ensued; Lively reiterated plans already in place that only he will use a power boat in attempt to aerate the lake.
3. Greene notified the committee that the GM had granted him approval to “champion” a new fitness center to be constructed adjacent to the Community Center.  A long discussion ensued with opposing views presented. 
4. Crain, as Dam Committee chairperson, provided an update on state regulations & recent events affecting the status of the dam.  A discussion ensued with inquiries about new regulations, a recent Free Lance-Star article, & LOWA’s planned response to regulation changes.

Next Meeting:  March 19, 2008

Adjourn.  The meeting adjourned at 8:32 p.m.

Maintenance & Ecology Committee
March 2008 Meeting

Purpose:  Regularly scheduled meeting of the Maintenance & Ecology Committee (M&E), Lake of the Woods Association (LOWA), in the LOWA Maintenance Department conference room.

Call to Order/Approve Agenda

1. Chairman Ernie Meier called the meeting to order at 7:00 p.m.  Other voting members present:  Kenneth Rouse, David Smith, John Trach, John Undari & Fred Marshall; Joe Quimper was absent.  Alternate members present:  Doug Weiford, Ossie Schmidt, Daniel Greene & Doug Crain; Jim Johnston & Vinnie McGlone were absent.  Others present included Bruce Kay (Board of Directors (BOD) liaison), Jeff Flynn (BOD), Ted Wessel (Assistant General Manager), Elton Rupe (Maintenance Superintendent), Doug Chidlow (Finance Committee Liaison) & Julie Wilson (Lake Users Committee).
2. A motion to approve the agenda, as amended, was made by Undari, seconded by Trach, & unanimously approved.

Approval of M&E meeting minutes from February 20, 2008

1. A motion to approve the minutes, as amended, was made by Trach, seconded by Undari, & unanimously approved.

Status Reports of Continuing Activities (Roads/Culverts/Stormwater).  Rupe reported:

1. Roads: 
1. The golf cart path was graded & prepared for paving.
2. Shoulder work on Lakeview Parkway continues with Area 3 next week.
3. Preparations made for Program A; tar & chip will begin in May.
4. Snow removal equipment was removed from trucks.
2. Stormwater:
1. At 424 Birchside Circle, a crossover was moved & matched with easements.
2. A crossover at the end of Wilderness Lane was replaced.

Status of Works in Progress.  Rupe reported:

1. Rupe has been busy updating the 5-Year Plan; it will be submitted on time.
2. Started an alternate roads plan; the following changes were made:
1. Tar & chip – from a 3 year cycle to 5.
2. Asphalt sealing – from a 4 year cycle to 6, which is true mid-cycle for asphalt paving.
3. Eastover & Westover will remain tar & chip instead of asphalt.
3. Rupe & Wessel met with Verizon on Tuesday to discuss an audit of lines.
4. Survey for a leach area at Nine Point Nine will be conducted next week.
5. Rupe met with Simplex representatives about installation of magnetic doors holders, relocating fire alarm pull stations & installation of an air compressor to complete necessary fire protection measures at the Clubhouse.
6. T-Ball backstop & benches arrived yesterday.
7. Sweetbriar Park – the teeter-totter was removed.  Edging will be installed after a decision is made regarding type of swings that will be installed.
8. Skate Park – a metal storage box was received; it will be bolted onto a concrete slab which will be poured soon.
9. Campground – female showers have been painted.  The campground is open.

Lake Management Report.  The lake manager did not attend.  Wilson shared some information received during the lake manager’s report to LUC.

Old Business. 

1. Speed limit considerations.  Rupe reported that there were no findings of excessive speeding; it may take a year to complete the traffic study.
2. New Fitness Center.  Greene & Undari discussed alternatives for a new fitness center & swimming pool improvements.  The costs range from $654K (fitness center only) to over $750K (replace existing pool house, etc.).

New Business. 

1. Americans with Disabilities Act (ADA) concerns.  Rupe reported that compliance is required for new construction & when existing facilities are renovated.
2. A poll was conducted to identify member interest for continued service to the Committee.

Open Discussion. 

1. Crain, as Dam Committee chairperson, provided an update on state regulations & recent events affecting the status of the dam. 
2. Crain shared information about an initiative entitled, Livable Neighborhood – Water Stewardship Program; a handout was provided to all in attendance.

Next Meeting:  April 16, 2008

Adjourn.  The meeting adjourned at 8:35 p.m.

Maintenance & Ecology Committee Meeting of April 16, 2008

Purpose:  Regularly scheduled meeting of the Maintenance & Ecology Committee (M&E), Lake of the Woods Association (LOWA), in the LOWA Maintenance Department conference room.

Call to Order/Approve Agenda

1. Chairman Ernie Meier called the meeting to order at 7:00 p.m.  Other voting members present:  Kenneth Rouse, David Smith, Joe Quimper, John Trach, Fred Marshall & Doug Crain; John Undari was absent.  Alternate members present:  Doug Weiford & Daniel Greene; Jim Johnston, Ossie Schmidt & Vinnie McGlone were absent.  Others present included Bruce Kay (Board of Directors (BOD) liaison), Ted Wessel (Assistant General Manager), Elton Rupe (Maintenance Superintendent), Doug Chidlow (Finance Committee Liaison), Julie Wilson (Lake Users Committee) & Sue Erickson.
2. A motion to approve the agenda, as amended, was made by Crain, seconded by Marshall, & unanimously approved.

Approval of M&E meeting minutes from March 20, 2008

1. A motion to approve the minutes, as amended, was made by Rouse, seconded by Trach, & unanimously approved.

Status Reports of Continuing Activities (Roads/Culverts/Stormwater).  Rupe reported:

1. Roads Crew activities: 
1. Shoulder work completed on Lakeview Parkway in preparation for Area 3 paving.
2. Vacuum equipment was removed from trucks & stored.
3. Trucks readied for hauling asphalt & stone.
4. Pavement was excavated around the perimeter of the maintenance building at Shoosmith to facilitate installation of a slab drain.
5. Wedging performed on Liberty, Yorktown, Freedom & Sweetbriar Road; tar & chipping to follow in June or July.
2. Grounds Crew activities:
1. 183 plantings were accomplished in five areas.
2. Arbor Day planting was accomplished at the Woods Center.
3. Mowing is being performed at three additional properties approved by the BOD.
4. T-Ball backstops were installed.
5. The water main valve at the Clubhouse was replaced; shutoff is accessible..
6. All park restrooms were opened for the season.

Status of Works in Progress. 

1. Rupe reported that the Roads Crew is performing planned wedging for this year in Areas 4, 5, & 6.  The crew has progressed about half way through Area 5 to this point.
2. Rupe reported that the Grounds Crew is:
1. The skateboard park is open; daily maintenance similar to other parks, so additional work exists for the crew.
2. Edging & mulching will be completed at Sweetbriar Park soon.
3. Pools will be readied by Memorial Day; crews will begin work May 5th.
3. Kay inquired about status of back gate communications; Wessel, Kay, Rupe & Weiford discussed. 
4. Quimper referred to the Committee Charter Item VII Responsibilities A. 2. "Upon request of the General Manager, the Committee shall provide one or more members to accompany the General Manager and/or the Maintenance Staff on scheduled special inspections as outlined in the Operations Manual." and  asked the Maintenance Supervisor if the inspection had occurred.  The inspection had not occurred.  As a result of the recent report on LOWA's operations where it was stated that job descriptions/performance appraisals were not occurring, Quimper also asked "whether or not the Maintenance Superintendent issued performance standards/evaluations for employees; & the condition of facilities & processes in place to address that.  The Maintenance Supervisor advised that a thorough system is and has been in place in Maintenance.

Lake Management Report. 

1. The lake manager did not attend.  Crain shared some information received during the lake manager’s report to BOD.
2. Quimper inquired about why annual mortality rate grass carp were not being added per the Lake Management Plan.  A lengthy discussion ensued and Quimper asked that the Lake Management Plan regarding the mortality rate be included in the next M&E Committee Meeting. 

Old Business. 

1. Speed limit considerations.  Rupe reported the traffic study on Confederate was completed this week.
2. Quimper inquired about the committee’s role with a new fitness center.  Greene explained why he addressed the committee about it.  Kay stated that the Pools & Fitness Subcommittee meets next Tuesday, April 22 at 9:00 a.m.

New Business. 

1. Meier reported that complaints had been received regarding the condition of LOWA athletic fields.  Meier indicated that he found the fields to be in good condition for playing soccer.  Rupe discussed the history of the Orange County Recreation/LOWA relationship & challenges associated with maintaining the soccer fields.  A discussion ensued about how to resolve the matter, but did not result in further committee action.
2. Rupe reported that no new capital requests are being submitted for 2009-2013.  Costs for two replacement items in 2009, a roller & a blower, were updated.  Meier encouraged committee members to support Rupe by attending the Planning Committee meeting at 1:30 p.m. on May 2nd at the Woods Center.

Open Discussion. 

1. Orange County household hazardous waste turn-in day at the landfill will be held Saturday, May 17th from 8:00 a.m. to 12:00 p.m.
2. Crain reported that the children’s fishing tournament will be held May 31st & that volunteers are needed.
3. Wilson inquired about potential ethanol content in fuel sold at the marina.  That could not be confirmed or denied during the meeting. 

Next Meeting:  May 21, 2008

Adjourn.  The meeting adjourned at 8:18 p.m.

Maintenance and Ecology Committee
21 July 2010 Meeting Minutes

The Committee was Called to Order by the Chair at 7:00pm.

The Agenda was approved without change.

The Minutes of the 16 June 2010 meeting were approved without change.

Administrative Actions:
          Voting Member Doug Rogers was nominated for Vice Chair and was
                    Elected by unanimous vote, without opposition.
          There was no volunteer for Secretary.
          Two Voting members were absent – Weiford and Abel.

Reports:
          AGM Rupe gave reports on General Maintenance, Roads, and
Grounds, as well as Dams and Lakes. Included in the extensive list of activity are new stair treads for the lower level entrance to the Clubhouse, new intercom system box for the rear gate, and ongoing replacement of deck boards at the main marina.
Roads activity included chip and seal in places, road striping for
Lakeview at main gate and work initiated to tar and chip parking lot at Ramsey Beach. Clean up after 3 July event.
Dams activity includes effort at Keaton’s Run removing trees, and varnishing stumps, Emergency Action Drills and required daily inspections.
Lakes activity included new carp exclusion cages in both lakes and inability of Satellite Survey Company to accomplish the phosphate and nitrate survey which means finding another solution.
Other notables include ECC now reporting to the Director of Environmental Resources. A replacement Covenants/Site Inspector has been hired. (And although the AGM didn’t report it, he was out at 6:30am one morning this week directing traffic on Lakeview around a broken water main.)
          Chair reported on the Compactor situation which was that Orange
County stopped Maintenance from using the compactor for LOW trash. Director Flynn indicated that the situation had probably been resolved with Maintenance able to use the compactor.
On the Building Survey, physical survey of assigned buildings is complete and report writing in progress.

Old Business:
M&E Committee charter is still in work with BOD direction to put the rewritten charter in required format. (Expect completion by next BoD meeting.)
Mail Stations traffic will be surveyed again and an article written for Lake Currents to ask residents for a little more consideration.

New Business:
                    Annual Report has been drafted and will be submitted on or
                    before required date of 1 August.
                    Projected OC school enrollment is up 9.8% for the period
2009-10 to 2014-2-15 according to the Weldon Cooper Center for Public Service.

The meeting was adjourned about 8:30pm. The next meeting is scheduled for 18 August, same time and location.

M&E COMMITTEE MINUTES – 17 NOVEMBER 2010

Present-voting:          Doug Crain, Warren Lee, Curtis Abel, Ken Rouse, Fred Marshall
Present-alternate:       Dave Smith, John Undari, John Trach
Management:            Elton Roupe (AGM)
Board Liaison:          Ernie Meier
Committee Liaison:  Bob Schwartz, Lake Users; Joe Takas, FC
Guests:                     Julie Wilson, Bob Shope, Lee Frame

Meeting was called to order by Chair, Doug Crain at 7:00 PM.  The agenda was approved as well as the minutes of the 20 Oct. 2010 meeting.

Administrative Actions:  Chairman Crain

1. Chairman Crain announced that, beginning with the 15 Dec. 2010 meeting, all future M&E will be held at the Woods Center each third Wed. of the month starting at 7:00 PM.
2.  Liaisons to LOW committees will be decided and announced by the Chair. 
3. The Chair reported there is a need for an M&E Committee Secretary.
4. The Chair stressed the importance of the forthcoming GM budget.

Reports:  Elton Rupe:

1. Roads and general maintenance on schedule.  Tennis courts work near completion.
2. Offer letter to new Lakes Manager sent today.
3. Old equipment sale held.
4. (SW) Management Plan under development.
5. OM Certificate for Veterans Dam not on Nov agenda;  probably on Jan 2011 DCR agenda.
6. Dredging on schedule.
7. VA Department of Game and Inland Fisheries’ report re stocking of forage fish to be received in Dec.
8. Building Survey – nothing new –Chair

Old Business:

1. Modified M&E Committee Charter motion carried.  This new charter to be sent to the Board.
2. Sweetbriar Park entry to remain as modified.

New Business:  None to report.

Open Discussion:  Lee Frame

1. Water Plan approval
2. Redistricting
3. 3 year forecast of Orange County funding.

The meeting was adjoined at 8:30 PM. 

Next M&E Committee meeting to be conducted 15 Dec. 2010 at the Woods Center at 7:00 PM.

M&E Committee Minutes – 20 December 2010

Present-voting:          Doug Crain, Warren Lee, Curtis Abel, Fred Marshall, Doug Weiford
Present-alternate:       Ozzie Schmidt, John Undari, John Trach
Management:            Elton Rupe (AGM)
Board Liaison:          Ernie Meier
Committee Liaison:  Bob Schwartz, Lake Users; Joe Takacs, FC
Guests:                    

Meeting was called to order by Chair, Doug Crain at 7:00 PM.  The agenda was approved as well as the minutes of the 17 Nov. 2010 meeting.

Administrative Actions:  Chairman Crain

1. Chairman Crain announced that all future M&E Committee meetings will be held at the Woods Center each third Wed. of the month starting at 7:00 PM.
2.  M&E Committee Liaisons appointed by the Chair were:
1. Curtis Abel – Lake Users
2. Doug Rogers – Finance
3. Doug Weiford – Safety and Security
3. Curtis Abel volunteered to be interim M&E Committee Secretary.

Reports: 

1. Annual budget reviews consumed significant time. (ER *)
2. New Lakes Manager, Kevin Kroboth, hired and will be onboard 3 Jan 2011. (ER)
3. Completed 2 capital projects. (ER)
1. Tennis court fence – Courts 5&6
2. Edgemont bulkhead
4. New company contracted for leaf removal.  Scheduled to begin next week. (ER)
5. Small Marina culvert pipe upgrades are being completed per the Storm Water Improvement Plan. (ER)
6. RSA half finished with work on upgrading the sewer lines on Indian Hills. (ER)
7. DCR now on quarterly review cycle. First opportunity for Veterans Dam review is Mar. 2011. LOWA permit to operate extended to 31 March 2011.  LOWA should receive a 6 year permit to operate at this time. (ER)
8. Dredging on Keaton Lake.  Back to main lake for next 2 years on 1 May. (ER) 
9. Not able to determine effects of aeration system at Keaton Lake until water settles from dredging. (ER)
10. Discussion of proposed new boating safety rules.  Second reading in Jan/Feb.  Need for additional security to enforce rules. (Chair)
11. Building Survey to be tabled for the near-term. (Chair)

* Elton Rupe  

Old Business:

1. Modified M&E Committee Charter has been approved by the Board.
2. Kudos to Elton for work with budget.
3. Discussion of Orange County Water Plan.

New Business: 

1. Three oral committee reports are to be given to the Board annually.
2. Chair brought up issue of a study of the input/output of the Lake and the possibility of a grant to fund the study.

Open Discussion: 

1. Effect on revenue of impact fees.

The meeting was adjoined at 7:50 PM. 

Next M&E Committee meeting to be conducted 19 Jan. 2011 at the Woods Center at 7:00 PM.

M&E Committee Minutes 19 January 2011

Present-voting:          Doug Crain, Doug Rogers, Curtis Abel, Fred Marshall
Present-alternate:       John Undari, Dave Smith,
Management:            Elton Rupe (AGM), Patrick Kroboth, Environmental Resources 
                                 Manager
Board Liaison:          Ernie Meier
Committee Liaison:  Bob Schwartz, Lakes Committee; Joe Takacs, FC, Orville Dee, Planning Committee   
Guests:                      Bob Shope, Lee Frame

Meeting was called to order by Chair, Doug Crain at 7:00 PM.  The agenda was approved as well as the minutes of the 20 Dec. 2010 meeting.

Administrative Actions:  1.   Introduction of new Lakes Manager, Patrick Kroboth

Reports: 

1. Roads have concentrated on snow, storm control and leaf removal.
2. Working on road tar and chip as well as sedimentation trap at stables.
3. Grounds Dept doing leaf removal,
4. Buildings.
1. Renovation of Clubhouse lower level bathrooms to begin
2. Replacement of windows and doors in Security Building
5. Dams
1. A&T meeting
2. Main Dam
1. Replacement of toe drains 2 & 4 on Veterans Dam
2. Spillway repairs
3. Keaton
1. Spillway improvements
2. Film toe drains
3. No toe drain repairs on Keaton’s necessary
4. Dredging continues.
4. Dam Reserve Capitalization
1. Daily inspection on spillway - automate
5. Table Top sometime near end of April
6. Received new VA Dam Owner’s Handbook
6. Abel provided Lakes Committee Liaison Report
7. Rogers provided Finance Committee Liaison Report
8. Removal of heavy metal testing – Bacterial Source Testing
9. Aquatic matt regulations out in spring.
10. Golden shiners to be stocked in main lake.
11. Grass carp to be restocked the end of March.

Old Business:

1. Discussion of Chesapeake Bay Act and impact on LOW

New Business:
Committee oral reports due 3 times each calendar year.

1. Recommended report topics
1. Leaf collection
2. Water testing
3. Dredging
4. Grass carp
1. New Orange County Officials

The meeting was adjoined at 7:45 pm.  Next M&E Committee meeting to held 16 Feb. 2011 at 7 pm in the Woods Center.

 

M&E Committee Minutes  16 Feb. 2011

Present-voting:          Doug Crain, Curtis Abel, Fred Marshall, Doug Rogers, Doug Weiford
Present-alternate:     John Undari, John Trach, Ozzie Schmidt
Management:            Patrick Kroboth, Lakes Manager
Board Liaison:          Ernie Meier
Committee Liaison:  Bob Schwartz, Lakes, Joe Takacs, FC
Guests:                    Lee Frame, Neil Buttimer

Meeting was called to order by Chair, Doug Crain at 7:00 PM.  The agenda was approved as well as the minutes of the 19 January 2011 meeting.

   Chairman Crain

1. It was announced that Elton Rupe would not be present tonight due to medical recovery.
2. Discussion of sewer gas odor in the parking area of Clubhouse delayed until Elton is present.
3. Discussion of dam permit – question as to valid date.

Reports:  Patrick Kroboth/D. Crain

1. After filming, toe drains at Keaton, they appear fine.
2. Dredging on Keaton continues.
3. Recommendation to Fishing Club for a volunteer harvest of 12 to 15 inches fish.
4. Annual membership fee appears to be $1,175.  Budget vote at March Board meeting.
5. Review of phosphate free fertilizer
1. Must be complaint in 2015
2. Primarily directed to lawn use – farmers exempt.
3. RSA has met requirements for Chesapeake Bay Act
4. Need representation at DCR

Old Business:

1. Responsibility for M&E Committee report to Board to be assumed by Doug Rogers.

New Business: 

1. Report on utility costs at LOW parks and campgrounds submitted and reviewed by John Trach and John Undari.
1. Reviewed findings at Spotswood Park, Keaton’s Run Park, Greensprings Park, Campgrounds, Sweetbriar Park, Hollyfield Park.
2. Findings to be reviewed with Elton at next M&E meeting.
3. Roof at Sweetbriar does not need to be replaced.

 
Open Discussion:  Lee Frame

1. Comprehensive review of RSA with emphasis on RSA at LOW.

The meeting was adjoined at 8:30 PM. 

Next M&E Committee meeting to be conducted 16 Mar. 2011 at the Woods Center at 7:00 PM.

M&E Committee Minutes 16 March 2011

Present-voting:          Doug Crain, Doug Rogers, Curtis Abel, Fred Marshall
Absent-voting:           Doug Weiford
Present-alternate:       John Undari, Dave Smith, John Trach
Management:            Elton Rupe (AGM) 
                                  Board Liaison:          Ernie Meier
Committee Liaison:  Julie Wilson, Lakes Committee; Joe Takacs, FC
Guests:                     Don Jackson

Meeting was called to order by Chair, Doug Crain at 7:00 PM.  The agenda was approved as well as the minutes of the Feb 16, 2011 meeting.

Administrative Actions: 

1.   Issue of the layout of LOW fire hydrants discussed.  There was concern expressed as to the distance between some fire hydrants and the resulting safety concerns.

Reports: 

1. There may be a solution to the sewage odors noted in the parking lot at the Clubhouse.
2. Two rail fence installed at Keaton Dam.
3. Installing new rails and cleats at the main marina dock.
4. Campground opened March 1.
5. Materials have been received to complete the walkway at Sweetbriar Park.
6. Remodeling of Clubhouse lower level bathrooms completed.
7. Fire at 9.9 extinguished.
8. Leaf removal
1. 4 E&S complaints during recent storms
2. 5 easements blockages
3. Homeowner responsible for leaf removal in their culverts.
9. LOW has budget to replace 39 street signs YTD.
10. 15% Ethanol not to be sold at main marina gas dock.
11. Keaton Dam refurbishment:  Specifications finished and RFP to be released.
12. Lakes:
1. Elton and Patrick attended the DCR Program sponsored by District people.
2. Patrick attended the 2011 VA Lakes and Watershed Conference.
3. Patrick downloads the information gathered by the Data Loggers located on each dam.  These data loggers read the elevation of the water in the outflow spillway.
4. Marina staff hired
5. 911 is working.
6. Keaton dredging to be completed 1 May & then moved to main Lake.
13. Committee Reports:
1. Lakes Committee reported.
2. No reports from FC or Security.

Old Business:

1. Discussion of oral report to BOD delayed until next meeting.
2. Further discussions regarding winter lighting and heating.  Based on previous experience, it was decided that no changes in procedures would be made.

New Business:

1. Need to get Patrick involved with the Fishing Club.
2. Possible earlier meeting time – action delayed.

Discussions:
1.  Mr. Don Jackson commented on water damage resulting from clogged driveway culvert.  Requested that MD take some action to correct the problem.  It was noted that LOW is responsible for the ditches and the homeowner for the driveway pipe.  Elton indicated he would speak to the E&S Inspector.

The meeting was adjoined at 8:30 pm. 

Next M&E Committee meeting to held 20 Apr. 2011 at 7 pm in the Woods Center.

 M&E COMMITTEE MINUTES
18 May 2011

Present-voting:          Doug Crain, Doug Rogers, Curtis Abel, Fred Marshall,
Absent-voting:           Doug Weiford, Ken Rouse
Present-alternate:       John Undari, Ozzie Schmidt
Management:            Elton Rupe (AGM) 
Board:                      Ernie Meier, Liaison; Bob Shope
Committee Liaison:  Joe Takacs, Lakes; Roger Anderson, Planning;
Guests:                     Ragen  Anderson, Jack Washer, Lee Frame

Meeting was called to order by Chair, Doug Crain at 7:00 PM.  The agenda was approved as well as the minutes of the 20 April 2011 meeting.

Administrative Comments: 

1. Reports from the Fishing Club are positive this season.
2. LOW Children’s Fishing Tournament scheduled for Saturday, 21 May.
3. Previous M&E Minutes sent to Communications.

Reports:

Assistant General Manager’s Report 

1. Cornwallis bulkhead 80% completed.
2. Replenishment sand delivered to all but 2 beaches.
3. Baseball diamonds ready for play.
4. Dams:
1. Toe drains refurbishment completed at large dam.
2. AMT on site during refurbishment of toe drains.
3. Repairs being made to Keaton spillway.
4. Sluice gate repair kit found for Keaton.
5. Draft lease prepared for trash and compacting site
6. Lakes:
1. Data logger now at Keaton’s.
2. Provision for EAP updates and posting on web site.
3. Weather Hawk installed at Large Marina.
4. Dredging at Keaton Lake finished – now at main lake.
5. Nutrient samples being taken
6. Initial vegetation growth appear lower than previous year..

Committee Reports:

1. Lakes Committee Liaison:
1. Discussion of condition of Cumberland Beach.
2. Officer Kelly Clark introduced and provided group with guidelines for lake patrols of which there will now be two patrol boats for the lake.
3. Discussion of no wake regulations.

Old Business:

1. Oral M&E Committee report provided by Vice Chair Rogers to the Board.
2. Compactor to be closed on Sundays as well as the current closing on Wednesday.  New schedule to probable become effective 1 July.

New Business:  None

Discussions:

1. Comments from Lee Frame:
1. Liberty Mills exploring co-operative to sell local products.
2. Need for consistent county regulations for farmers’ markets.  Public hearing to be conducted.
3. New zoning has a chance of passing.  Concern if it is restrictive enough.  The material has been sent to DoJ.
4. New traffic signal to be installed at rt. 611.

The meeting was adjoined at 8:05 pm.  Next M&E Committee meeting to held 15 June. 2011 at 7 pm in the Woods Center.

M&E COMMITTEE MINUTES
15 June 2011

Present-voting:        Doug Crain, Doug Rogers, Curtis Abel, Fred Marshall, Doug, Weiford, Ken Rouse, Warren Lee
Present-alternate:    Dave Smith, Ozzie Schmidt, John Undari
Management:            Elton Rupe (AGM) 
Board:                      Ernie Meier, Liaison
Committee Liaison:  Roger Anderson, Planning  
Guests:                     Lee Frame, Jack Walker, Dan Greene

Meeting was called to order by Chair, Doug Crain at 7:00 PM.  The agenda was approved as well as the minutes of the 18 June 2011 meeting.

Administrative Comments: 

1. Don Cope has joined the M&E Committee as an Alternate Member.
2. Comments re Orange County BOS Planning Report
1. State’s actions on Chesapeake Bay Act
2. Assessment project 89% completed.

Reports:

Assistant General Manager’s Report 

1. Backboards installed at tennis courts.
2. Bldg. Dept. painting Holcomb building.
3. Section 16 paving finished.  1&14 remain to be repaved.
4. Street signs installed in Section 1.
5. Review of Front Gate & Lakeview repaving.
1. LOW Entrance Sign to distinguish between it and the missing front entry sign.
2. Work to be performed during night hours.
6. Fitness Center expansion contracts completed and work to begin when permits obtained.
7. Compactor renewal received.
8. Floor tile installed in Security Bldg. bathroom.
9. Discussion of new bar code readers which will be 5th or 6th generation.
10. F&R Bldg transaction completed.
1. F&R to vacate in 30 days.
2. Bldg to be demolished and the area paved.
11. Discussion of plans for fiber optic cable from Security Bldg to Clubhouse.
12. Tub grinding to begin 20 June.
13. Draft lease prepared for trash and compacting site

    14. Dams:

1. Recertification Certificates for the dams completed.
2. Discussion of potential damages for not maintaining dams in accord with requirements.
3. Keaton spillway work to be performed in July.
1. Lakes Manager’s Report
1. Cornwallis Beach open
2. Rip rap/Keaton Lake
3. Edgemont Beach closed because of water testing.  Now open.
4. Dredging priority areas on main lake.
5. Keaton Lake aeration testing in process.
6. Concern expressed re weights for fish structures.
2. Elton to be on vacation at the time of the next M&E Committee meeting.
3. Only Residents and guests to be admitted for the fireworks display.

Committee Reports:

1.   Lake Users.
1. Discussion of Lake Assets report and how it can be better formatted.

Old Business:

1. Fast track legislation still in Governor’s office.

New Business:

1. Discussion of impact of WalMart traffic on Rt. 601 and impact on back gate.
2. WalMart to present plans for new store to LOW residents Saturday, June 25th at 10 am at the Community Center.
3. Vice Chair Rogers provided information re the Green Building Resource Center for reducing home energy expenses.

Discussions:

1. Comments from Lee Frame:
1. Approved new SUP for Vet Clinic at Goodwin Shopping Center.
2. Discussion of pollution for point and non-point sources.
3. DCR attempting to determine number of septic systems in Orange County.
4. Zoning for new miniature Golf Course.
5. Discussion of Orange County Emergency Plan.

The meeting was adjoined at 8:15 pm.  Next M&E Committee meeting to held 20 July. 2011 at 7 pm in the Woods Center.

M&E COMMITTEE MINUTES
18 August 2011

 

Present-voting:          Doug Crain, Doug Rogers, Curtis Abel, Fred Marshall, Ken Rouse
Present-alternate:      Dave Smith, Ozzie Schmidt, John Undari, Don
                                   Cope, John Trach
Management:            Elton Rupe (AGM)  
Board:                      Ernie Meier, Liaison
Committee Liaison:  Roger Anderson, Planning;
Guests:                     Jim Walsh

Meeting was called to order by Chair, Doug Crain at 7:00 PM.  The agenda was approved as well as the minutes of the 19 July 2011 meeting.

Administrative Comments: 
1. VA Governor to investigate number of dams not meeting specifications
1. 12 to 14 dams being certified.
2. Comments from Elton Rupe re dams:
1. PMF vs. structural problems
2. State needs to fix their dams
3. Our issue is small spillway and not strength of dam.

3.  $855K available from VA available to bring dams up to spec.  LOW not eligible because we are not open to the public.

Reports:

Assistant General Manager’s Report 

1. Main water supply cut off valve to stables installed. 
2. New canoe and kayak rack installed at small marina.
3. New light bulbs installed.
4. New 10 KW generator installed at Clubhouse.
5. Rick rack installed at Keaton & main lake.
6. Refurbishment of Cumberland Beach underway.
7. Lower Clubhouse parking lot strapping completed.
8. Letter of Intent to Award sent to Bowman for work at Keaton’s Dam. 
9. Paving at main entrance.
10. Fitness Ctr. had final inspection on 19th.  Mats to be installed Wednesday.
11. Germanna house to be rented.
12. Meeting with VDOT to discuss 3rd entrance on Friday.  There are 5 possible sites.
13. Discussion of new front Clubhouse door.

    14. Bids to be released for resurfacing #3 and #4 tennis courts.

1. Solar lights installed at main marina.
2. Elton to discuss design of sign at main entrance with Communications Committee.

Lakes Report

1. Now dredging at Stables Cove.
2. Samples of Algae bloom at Keaton’s Lake sent to lab for testing.
3. ODU involved in DOI testing for a baseline

Committee Reports:

1.   Lake Users.
1. Discussion of canoe and kayak storage.
2. Discussion of Cumberland Lake.

2.  Finance
                a. Audit report delayed.
                 b.  Discussion of monthly dues
                 C, Payroll to be outsourced.

Old Business:

1. The WalMart traffic study has gone to VDOT.
2. Elton comfortable with the installation and maintenance of the 3 LOW Civil War Study Group Markers.

New Business:

1. Update of Lake Management Report.

The meeting was adjoined at 8:35 pm.  Next M&E Committee meeting to be held 21 Sep. 2011 at 7 pm in the Woods Center.

 

M&E COMMITTEE MINUTES
21 September 2011

Regular monthly meeting at the Woods Center

Members attending                          Members absent
Doug Rogers, voting                          Ken Rouse, voting             
Curtis Abel, voting                             Dave Smith, advisor
Don Cope, voting                               Ozzie Schmidt, advisor
Warren Lee, voting
John Trach, voting                             Guests present
John Undari, voting                            R L Anderson, planning
Jeff Flynn, alternate                           Lee Frame, supervisor
Joe Quimper, alternate                      Gil Churchill, public
Julie Wilson, alternate
Doug Crain, advisor                           Management present
Fred Marshall, advisor                       Elton Rupe, AGM
Ernie Meier, board liaison
Bob Schwartz, LU liaison
Joe Takacs, FC liaison

The meeting at the Woods Center was called to order at 7:00 by chair Doug Rogers.  The agenda for the meeting was approved as well as the corrected minutes for the 21 September meeting.

The chair, Doug Rogers, suggested that the heavy work load on Elton Rupe could be partially relieved by committee members where appropriate.   In this regard, Curtis Abel will be assigned as liaison to the Keaton Lake committee if the Board creates this committee.  Also, John Trach will act as an interface to the Security Committee for street sign related issues.

Report by AGM Elton Rupe on current projects including:

Keaton’s run dam spillway renovation
Keaton’s lake restoration plan
Tennis courts re-surfacing
Entry guard system
Chubhouse ADA door
Front entrance sign
Information signs
Fire and rescue four bay garage
Rt 3 rental property
Security RFP
Campground renovation

Lee Frame noted that Wal-Mart approval process would soon be before the Orange planning committee and Board of Supervisors.

There were no motions made.

The next meeting is to be on 16 Nov 2011 at the Woods Center.

The meeting was adjourned at 8:45 PM

Don Cope, Secretary

M&E COMMITTEE MINUTES
16 November 2011
Regular monthly meeting at the Woods Center

Members attending			Members absent			Management present
Doug Rogers	voting		Ken Rouse	voting		Elton Rupe	AGM
Curtis Abel	voting		Dave Smith	advisor
Don Cope	voting		Jeff Flynn	alternate
Warren Lee	voting					Guests present
John Trach	voting					Gil Churchill	public
John Undari	voting					R L Anderson	planning
Joe Quimper	alternate					John Bell	S&S
Julie Wilson	alternate
Doug Crain	advisor
Fred Marshall	advisor
Ozzie Schmidt	advisor
Ernie Meier	board liaison

The meeting at the Woods Center was called to order at 7:00 by chair Doug Rogers.  The agenda for the meeting was approved as well as the minutes for the 19 October meeting.

A motion was made by John Undari, seconded by Warren Lee that there should be no regular meeting in December.  The motion was passed. 

The chairman asked the committee if there was any interest in moving the regular meeting night.  There was no interest in changing the meeting night.

There was discussion whether the committee should support a request for a tractor with front loader by the equestrian center.  A motion was made to support this request by Abel and seconded by Lee.  The motion passed.

Elton Rupe went over the maintenance department activities for the past month; his note are attached.

The meeting was adjourned at 8:50 PM
The next meeting will be Jan 18, 2012 at the Woods Center.

Don Cope, Secretary