Planning Committee Meeting Minutes

August 2007	September 2007	October 2007
November 2007	January 2008	February Capital Meeting
April 2008	May 2008	June 2008
July 2008	August 2008	September 2008
October 2008	November 2008	January 2009
February 2009	April 2009	May 2009
June 2009	July 2009	August 2009
September 2009	October 2009	November 2009
February 2010	March 2010	April 2010
May 2010	June 2010	July 2010
August 2010	September 2010	October 2010
November 2010	January 2011	February 2011
March 2011	April 2011	May 2011
June 2011	July 2011	August 2011
September 26, 2011 Town Hall Meeting	October 2011	November 2011

 

PLANNING COMMITTEE MINUTES
July 23, 2007, 7 PM

1. Introductory Remarks:
   The chair declared a quorum was present for doing business. Voting members present included: George Colby, Jim Biggs, Olive Kelly, Des Flanigan, Sam Hall, Ernie Dvorak, Don Cope, Jim Hopkins, Dave McKee, R.C. Haring. Absent: Pierce Crowell. Liaison members: Doug Rogers (BoD), Tom Sheridan (FC). Guests: Link Klabo, Jim Drabant, Bill Wilson, Eldon Rucker Neil Buttimer, Jeff Flynn, and Doug Chidlow. Ms. Olive Kelly, who attended the June PC meeting, was introduced as an  approved voting member effective this meeting.
   
   
Dave McKee brought PC members up to date in terms of the budget approval cycle and process now under way.

2. Approve Agenda. MOTION to approve by Ernie Dvorak. Seconded: Jim Hopkins. Passed unanimously.

3. Approve Minutes of June 25, 2007 Meeting.  MOTION  by Don Cope. Seconded by Des Flanigan. Approved unanimously.

4. Old Business: Update and discussion led by PC chair, Dave McKee.

A. Expiration of approved capital funding. A previously board approved motion, concerning automatic expiration of unused capital funds, that had been sent to the Rules Committee, was referred by the Rules Committee to the FC. The PC agreed that the FC should handle the matter. Finance Committee is expected to act on the matter at its August meeting.

1. Discussion of PC liaison to other Committees. A discussion among PC and liaison members arose on the topics of (1) role and importance of PC liaison role at committees (as non-voting individuals), and (2) their responsibilities concerning PC "positions" that should be made known. No consensus was reached at this time.

C. PC Charter. FC has tentatively agreed to work with PC on the update of respective committee charters to improve their working together more effectively.

D. Survey  Article for Lake Currents. This article is nearly complete, according to Des Flanigan. A draft revision will be e-mail circulated to PC members within days.

5. New Business:

A. Annual Report. The revised Annual Report of the Planning Committee (August 1, 2007), already distributed to PC and liaison members, was received with approval. It was accepted (approved) unanimously without additional comment.

B. Magnetic I D cards. This project is moving ahead in terms of early use at the Fitness Center, and the Woods Center (when re-opened). PC progress reports are expected at regular intervals.

6. Liaison Committee Reports

A.  Finance. Haring reported on budget progress at FC. He noted problem delays in receiving current accounting data on operational areas like Clubhouse.

B. Equestrian Center. Ms. Olive Kelly is the new liaison. She indicated pony ride demand during the July celebrations at the Country club yard exceeded what the EC could provide.

C. Security (S&S). Jim Biggs reported on committee activities.

D.  Golf. Sam Hall indicate golf fees to rise at least 3-5 percent

E.  M & E. Don Cope reviewed progress on road re-surfacing. Financial planning of the road reserve is under active consideration at FC.

F. Tennis. Jim Hopkins indicated the re-surfacing of courts 1-4 was complete. Continuation of that work at courts 5 & 6 is under way.

G.  Clubhouse. McKee reported replacement of the commercial, walk-in refrigerator (or most major components) is being evaluated. Estimated costs might run at high as $100,000.

H. Youth Activities. A major Youth program and function are set for August 18 at the Community Center.

7. Guest Comments were contained in items discussed (above).

8. Adjournment at 8:30 p.m. Next PC meeting is set for 7:00 PM, August 27, 2007 (fourth Monday). Don Cope will chair the meeting.

R. C. Haring, Secretary

 

LOW PLANNING COMMITTEE Minutes
Meeting at Holcomb Building
August 27, 2007,  7:00 PM

1. Introductory Remarks.

1. Don Cope, PC Vice Chairman, opened the meeting at 7:00 p.m., and announced a quorum of voting members were present for doing business. Voting members present included: George Colby, Jim Biggs, Olive Kelly, Des Flanigan, Sam Hall, Don Walters, Ernie Dvorak, Don Cope, Jim Hopkins, Pierce Crowell, R.C. Haring. Absent: Dave McKee. PC liaison representatives included Doug Rogers (BoD) and Tom Sheridan (FC). Guests: Bill Wilson, Dan McFarland, and Neil Buttimer.
2. Don Cope brought members up to date in terms of key topics and issues of interest to the PC that have occurred since the July, 2007 meeting.

2. Agenda. MOTION to approve by Dvorak. Second by Jim Biggs. Passed unanimously.

3. July Minutes. MOTION to approve by Crowell. Second by Dvorak. Passed unanimously.

4. Old Business.  

1. Update on Magnetic ID Cards - Sam Hall, then Jim Biggs. The member I.D. card currently is being tested for supplemental fee amenities at the fitness center and Woods Center (when fully operational). Those two experiments (trial runs) are proceeding in different information processing directions which are not that clearly connected to the LOWA information system, supported by the Jonas accounting software. Each presenter expressed concern that the BoD had not provide clear guidance, e.g., (i) that the PC should be the lead committee examining this project, and (ii) concerning any PC inquiry and evaluation of a more comprehensive project of a longer term nature that addresses additional uses and integration with  the Jonas system.

Don Cope recognized Prierce Crowell, who made the following MOTION on the matter. MOTION: That the new Board of Directors (taking office ~ September 6, 2007) be asked to clarify what type of study or inquiry should be conducted concerning the member AMENITY CARD experiments underway way as well as other potentially feasible applications, and which LOWA committee (if any) is appointed to take the "lead" in doing so. Seconded by Hall and Biggs. Passed unanimously.

1. Lake Currents survey article - Des Flanigan.   The article was previously e-mailed to PC members, and goes to press shortly. The consensus of PC members is that the article dissemination of survey information in Lake Currents has been exceptionally well received.
2. New Business. Jim Hopkins and Don Walters updated PC members on problems and complaint issues related to camper - R.V. storage. These same matters have come up at FC and BoD work shops, though no committee covers this specific area.

7. Liaison Reports. 

1. Lake Users - Des Flanigan. A new chairman is about to be elected of this committee.
2. Safety and Security - Jim Biggs provide a written the PC with a summary. Key topics included (i) proposed changes in speed limits, and (ii) progress on monitoring entry and exit at the rear (South) gate.
3. Communications - Dvorak. The due dates are in place for posting committee reports on the LOWA web site.
4. Youth Activities - Pierce. Discussions continued, especially concerning the Community Center, though a voting quorum was not present.
5. Maintenance & Engineering - Don Cope summarized progress on projects currently under way.
6. Finance - Haring. FC is preparing recommendations related to the road reserve. A workshop was held on the Jonas accounting and financial system and software. Two contractor presentations are scheduled related to LOWA annual assessment billings and collections.
7. Tennis - Olive Kelly (for Jim Hopkins) reported on completion and good conditions of the tennis courts, and difficulty of tracking tennis by way of Amenity I.D. Cards.
8. Pools & Fitness - George Colby reported on the head count and income progress of fitness programs in 2007. There are complications with the proposed  re-pricing (or combining fitness options).
9. Woods Center - Sam Hall indicated a likely formal opening date of the Woods Center on September 21st.
10. Adjournment. By MOTION and unanimous consent, Don Cope adjourned the August 27 PC meeting at 8:30 p.m.

Next meeting:  7:00 PM, September 24, 2007 (fourth Monday)

R. C. Haring, Secretary

LAKE OF THE WOODS
PLANNING COMMITTEE
Minutes of the Meeting at Holcomb Building
September 24, 2007 7:00 PM

1. Introductory Remarks.

1. Dave McKee, Chairman, opened the meeting at 7:00 p.m., and announced a quorum of voting members were present for doing business. Voting members present included: Jim Biggs, Olive Kelly, Des Flanigan, Sam Hall, Don Walters, Ernie Dvorak, Don Cope, Pierce Crowell, R.C. Haring. Absent: George Colby and Jim Hopkins. PC liaison representatives included Wilson (BoD), note FC has not designated its new liaison to PC. Guests: Bruce Kay, Tom Sheridan, Neil Buttimer, J. Flynn, and Elton Rucker
2. Chairman McKee brought members up to date in terms of key matters of interest to the PC that have occurred since the August, 2007 meeting. The PC Agenda is clear that members may introduce topics of interest at  OLD BUSINESS or NEW  BUSINESS. That could be accomplished when first reviewing the e-mailed, proposed Agenda, or by MOTION at the PC Meeting.

2. Approval of the Agenda.  MOTION to approve (as published) by Pierce Crowell, seconded by Ernie Dvorak. Passed unanimously.

3. Approval of the Minutes of the August 27 meeting. MOTION to approve (as revised, and subsequently distributed) by Pierce Crowell, seconded by Ernie Dvorak. Passed unanimously.

4. Old Business.  

1. Discussion of Member Card project - Hall. The member amenity. card previously reported under testing and evaluation  at the fitness center and Woods Center (when fully operational) is separate from the present member card proposal. The current proposal involves a member, magnetic strip card, credit card in size and design. It would replace the member's cards, which have been in use for some years. This project will require careful study and evaluation that begins soon if it might be effectively implemented in April-May, 2008. Hall introduced a lengthy RESOLUTION, published as an Attachmen to the PC Minutes. It was replaced by a MOTION, approved by Hall and Crowell, that is more to the point and conforms to Robert's Rules of Order.

MOTION: The following motion was made by Pierce Crowell and seconded by  Sam Hall. The Planning Committee formally requests that the Board of Directors task the Planning Committee to coordinate among management, operation centers, and standing committees regarding use of member cards with particular emphasis on cost versus  benefit considerations. Passed unanimously. See also Attachment 1 - Resolution.

1. Discussion of the 2007 Master Plan - McKee. The various Planning Committee documents related to the 2007 Master Plan need revision in terms of organizing the existing material, and presenting it as a well-connected document. It should include (1) an Executive Summary that also indicates what is found where among many detailed reports and statistics, (2) 5-year capital plan, and (3) Appendixes, especially Appendix G. Ms. Olive Kelly volunteered to work with area (2) materials, and Ernie Dvorak agreed to work on Appendix G. Target completion date is late October.

5. New Business.  None.

6. Liaison Reports.

1. Pools & Fitness - Colby report by e-mail. Fitness center membership is now 276. Its income and use expanded through September. Excluding Labor Day receipts, annual pool income was $58,744, nearly $7,000 below budget. Activities and Wellness 2008 budget is unclear with no operational director. That matter should be resolved shortly in a special meeting.
2. Lake Users - Flanigan. New chair was elected. There was a brief discussion concerning the LOWA marine gas station. LOW members should be aware of a potentially large highway tax exemption for marine use.
3. Golf - Hall. The formal opening of the Woods Center has been postponed, and  is pending Orange County inspections and other complications that determine the actual opening date.
4. Equestrian Center - Kelly. No report.
5. Communications - Dvorak..  Met this past Wednesday.
6.  Youth Activities - Pierce. New operational director begins work on October 15. The pre-school contract negotiation likely will be addressed by the Board at its October 6 meeting.
7. Maintenance & Engineering - Don Cope summarized progress on projects currently under way.
8. Club House - McKee. Though current financial reports are not available, customer data and Club House income estimates remain on a seasonally adjusted growth pattern.
9. Finance - Haring. FC held its second contractor workshop on annual fee collections with emphasis on the LOWA-Jonas accounting and financial system and software. The next step on this project requires LOWA to indicate more precisely what financial services are being sought and project implementation particulars. In terms of LOWA Budget Cycle, it is unlikely the GM's office will be able to deliver budget documents to the FC for its October 1st meeting, which are due to the Board on October 6 (after FC review).
10. Adjournment. By MOTION and unanimous consent, Dave McKee adjourned the September 24, 2007 PC meeting at 9:00 p.m.

ATTACHMENT

R. C. Haring, Secretary
Next meeting:  7:00 PM, October 22, 2007 (fourth Monday)

1. Call to Order. Chairman David McKee opened the meeting to order at 7:00, and declared that a quorum was present for purposes for conducting business. The following voting members were present - -  Don Walters, Jim Biggs, George Colby, Des Flanigan, Sam Hall Ernie Dvorak, Ms. Olive Kelly, Jim Hopkins, Don Cope, Dave McKee, R.C. Haring. Absent: Pierce Crowell, Tom McDaniel. Board liaison: Bill Wilson. Other Board members present: Eldon Rucker, Tom Sheridan, Bruce Kay.

B. Introductory Remarks. Dave McKee reviewed the budget sequence, currently focusing on Finance Committee (FC) hearings and review that continue into November. By the time of PC's November meeting a final budget revisions are moving to the Board for approval at its December 1st meeting. PC might improve its role in this process (1) in requiring more exacting and better capital expenditure justification during its early review, and (2) in terms of clear capital recommendations, especially non-approvals, such as recommendations to postpone or disapprove. PC study group currently is revising the Appendix on capital programs, and PC should address an update of the Master Plan.

1. Approve Agenda. MOTION to approve as presented by Ms. Kelly, seconded. Passed unanimously.

C. Approve Minutes of September 24, 2007 Meeting. MOTION to approve by Ms. Kelly, seconded. Passed unanimously.

E. Old Business:

1. Update Discussion of Member Cards – Hall. A member card subcommittee continues to operate, realizing that the Board is making it operational by March 2008. Only a simplified annual dues collection procedure is anticipated at that time as LOWA phases in a member card, payment and amenities program. Of the two contractor presentation-bids, apparently the Board is moving forward with the SMARTCARD contractor at this time.

2.  Discussion of 2007 Master Plan – McKee. For PC purposes, a regularly revised (accurately updated) Master Plan is quite essential. This effort will be a continuing monthly discussion item.

F. New Business:

(1) Survey --  2008. The consensus from PC discussion is that this survey should continue on an annual basis. Members are encouraged to submit topics or questions for consideration, knowing a Survey group will become active shortly.

(2) Other new business that members wish to introduce. Discussions were opened concerning a variety of lake user, including boat and R.V. storage,  concerns which likely will arise during budget discussions. It was mentioned that "Senior Housing" is a capital item in the master plan, but the topic has not been active recently before the Planning Committee (PC). A proposal was made to the Board on creating a working group related to Swimming Pool Planing concerns. If/When created, a PC member should be included.

G. Liaison Reports.

(1) Clubhouse - McKee. Revenue for September 2007 was $91,026, compared
with 43,105 for 2006.  Personnel cost remain an area for improvement.

(2) External Affairs. The Germanna pool and fitness center effort appears to be stalled with no indication of being revived. Last year the Pool and Fitness Center Committee was asked to "wait until we see what happened" in terms of the Germanna position.

(3) Lake Users-Des Flanigan. Discussion without a quorum, so no business was conducted.

(4) Equestrian-Olive Kelly. Center preparing for FC budget review

(5) Tennis. No meeting.

(6) Pools. Preparing for FC budget review.

(7) Finance-Haring. Budget materials arrived late from GM's office, resulting in loss of nearly a week in the scheduled review process. Operations center financial materials often are revised just in time for scheduled review sessions. This meant FC members were not allowed even minimal time to evaluate the materials and recent changes.

(8) R.V. Storage-Don Walters. Working group is requesting clarification on the space available and tentative prices with the nearby private storage provider.

(9) Golf - Woods Center-Sam Hall. Golf operations center is preparing for FC review sessions. The Woods Center official opening delays continue.

(10) Safety & Security-Jim Biggs. Progress is being made on surveillance camera installations at the back gate. PC will be involved in a newly formed ad hoc committee on LOWA magnetic cards. A "best practices" security audit is being considered. In addition, LAKE CURRENTS articles will update members on security matters, including results of increased front gate monitoring.

(11) Communications - Ernie Dvorak. Demand for communications support appear to be expanding rapidly. T-1 line installations remain an issue. New wireless applications might be helpful, but do not fit LOWA needs in a variety of settings.

H. Guest Comments occurred during liaison reports.

1. Adjournment. Motion passed by consent at 8:40 p.m. Next meeting:  7:00 PM, November 26, 2007 (fourth Monday), Lower Level of Holcomb Building.

R. C. Haring, Secretary

  LAKE OF THE WOODS PLANNING COMMITTEE
Minutes of the Meeting of  November 26, 2007
Holcomb Building - lower level
 

A. Call to Order. Chairman David McKee called the meeting to order at 7:00, and declared that a quorum was present for purposes for conducting business. The following voting members were present - - Don Walters, Jim Biggs, George Colby,  Sam Hall, Ernie Dvorak, Des Flanigan, Olive Kelly, Jim Hopkins, Don Cope, Margaret Darby, Anne Goodwin, Dave McKee, R.C. Haring. Absent: Pierce Crowell, Tom McDaniel. Present non-voting: board liaison - Bill Wilson. Other Board members present: Eldon Rucker, Neil Buttimer, Tom Sheridan, Bruce Kay. Visitor: Ken Rouse.

New PC voting members Margaret Darby and Anne Goodwin were introduced.

C. Approve Agenda. MOTION to approve as presented by Don Cope, seconded. Passed unanimously.

D. Approve Minutes of September 24, 2007 Meeting. MOTION to approve by Ms. Kelly, seconded. Passed unanimously.

E. Old Business:

1. Update Discussion on R.V. storage – Don Walters. Additional site visits were planned as follow up to earlier discussions. An out side (of LOW) facility price (bid) has not been forthcoming. During the interim, R.V.-owners have become active about proposed amenity fees at Finance Committee (FC) in budget review meetings. They are expected to be similarly activity at Board hearings on amenity fees.


2. Discussion of the draft Master Plan - McKee. Master plan appendix materials were distributed to members. This work-in-progress (McKee, Dvorak & Kelly) is being well received as critically important by FC and the Board. It is likely a joint FC-PC working group will be formed promptly to continue this project. Expect an update at the January PC meeting.

F. New Business:

1. Meeting & Hearing schedule - 2008: McKee.. The PC members should expect capital budget orientations meetings in early February with formal hearings starting early in May, 2008.


2. Senior Housing - Don Cope. A status report to the Board is planned on this topic before the PC scheduled meeting in January. Expect a summary of the presentation and the essentials from Board member comments at the next PC meeting.


3. Other - Members are reminded to submit draft items or key issues they would like to have included in the 2008 annual membership survey.

G. Liaison Reports. Most of the committees to which PC has liaison members are actively involved in the budget review and amenity pricing discussions, and no additional report information was provided. PC members are reminded to consider submitting 2008 Survey questions related to their liaison coverage areas.

1. M & E - Don Cope. A new committee chair has been elected.


2. Golf & Woods Center - Sam Hall.  Commercial trailer finally has been removed from near the Woods Center, and transferred off-LOWA property. At the Woods Center, the subject of beverage offering arose, and likely gets resolved in the normal course of operations. Golf membership fees are being debating in the budget review process.


3. Pools & Fitness - George Colby. New fitness equipment has been ordered for the Fitness Center, which raises questions about maximum space utilization.


4. Safety & Security - Jim Boggs. T-1 line ordered for the back gate has yet to be installed.


5. Communications - Ernie Dvorak. Committee meets this week.


6. Clubhouse - McKee. Net income continue favorable as forecasted. The Clubhouse remains booked through New Years eve. It is closed. January 1-15.


7. Finance - R. Haring. An update on FC reviews was provided along with a reminder that the 2008 budget is in  final discussion and the Board approval process. Three meetings remain on the Board's calendar prior to the budget adoption and assessment  decisions set for February 2, 2008.

A number of questionable financial planning practices are evident this FY cycle, and improvements need to be made. An extended, lively discussion among PC and Board members followed on improving practices at PC, the responsibilities of the FC, and improving recommendations to the Board. These issues likely warrant additional discussion in subsequent meetings.

H. Guest Comments. None.

I. Adjournment: Motion passed by consent at 9:00 p.m. after reminding members that a December meeting of PC will not be held. The January 2008 meeting is set for Monday, January 28 at 7 p.m., Holcomb Building.

R. C. Haring, Secretary

LAKE OF THE WOODS PLANNING COMMITTEE
Minutes of the Meeting of  January 28, 2008
Holcomb Building - lower level
 

Call to Order. Chairman David McKee called the meeting to order at 7:00, and declared that a quorum was present for purposes for conducting business. The following voting members were present - -  Don Walters, Jim Biggs, George Colby,  Sam Hall, Ernie Dvorak, Des Flanigan, Olive Kelly, Jim Hopkins, Don Cope, Margaret Darby, Dave McKee, R.C. Haring. Absent: Anne Goodwin, Tom McDaniel. Present non-voting liaison: Board - Bill Wilson, FC   - Jim Drabant. Other Board members present: Eldon Rucker, Neil Buttimer, Tom Sheridan, Bruce Kay, GM Bailey. Visitors: Comptroller Dorothy Isenberg, Doug Chidlow, Mike Hill, Mars Hall, Ernie Meier, Doug Crane, Maintenance supervisor Elton Rupe.

Introductory Remarks. Dave McKee reported on the creation of a joint FC and PC
subcommittee that is addressing portions of the LOWA Master Plan, 2008 - 2012. It
is chaired by Jim Drabant, Vice Chair of FC, and meets regularly. Status reports will
be made to the PC at regular intervals. Members are encouraged to attend the
orientation meeting for capital program evaluations. It is scheduled for February 7, 10
a.m. at the Woods Center.

Approve Agenda. MOTION to approve as presented by George Colby, and seconded. Passed unanimously.

Approve Minutes of November 26, 2007 Meeting. MOTION to approve by Ms. Kelly, seconded. Passed unanimously.

Old Business:

1. Discussion of the draft 5-Year Master Plan - McKee. This joint FC & PC study group is focusing on two financial appendixes, and the means by which that information would be consistent, accurate and reported in a timely manner. Expect an update report at the February PC meeting..
2. Phase 2,  Senior Housing - Don Cope. The Board has asked PC to continue its study of Senior Housing options and feasibility in what is called Phase 2 of that effort. Brief discussion opened related to survey questions, or even a market research panel techniques, such as focus groups
3. Survey Questions - Des Flanigan. It is expected the draft survey items will be together by middle of February. While changes and additions continue, April 1 is the likely mailing date.

New Business: Invited Presentation on Road Plans - Elton Rupe, maintenance supervisor. Mr. Rupe presented background and then five year plans related to his Operations Center. Particulars of tar & chip road applications were reviewed. Program delays are in place on the master schedule for Mt. Pleasant and Yorktown. The growing workload and increased cost of trash collection (from program inception to 27 roll-off trailers) was just one of several escalating cost issues identified. In a wide ranging discussion, questions from PC and Board members (attending) were answered. The most pressing planning problem remains - - existing Contributions to Replacement (CTR) soon must be replenished to continue essential road programs.

Liaison Reports

(1). M & E - Don Cope. Dredging program is under way at the small fishing
lake (called Keaton Lake on current maps)..

(2)  Golf & Woods Center - Sam Hall. The Woods Center is open with increasing
activity, though early financial reports are not available..

(3) Pools & Fitness - George Colby. Fitness center membership continue to grow. Since the amenity fees are annual only, a sharp increase is expected May 1st. There is a $50,000 unspent authorization issue to be resolved at Pools.

(4) Safety & Security - Jim Boggs. No T-1 line for the rear gate to date, perhaps not ordered during the contract confusion. Toy imitation weapons that appear "real" have become a complaint issue that may require new rules.

(5) Communications - Ernie Dvorak. T.V. Channel 18 DVD program related to LOWA celebrations is running successfully.

(6) Lake Users - Des Flanigan. The committee is being re-constituted in anticipation of new staff appointment or main office re-organization.

(7) Proposed R.V. committee - Don Walters. The vocal contingent of LOW members, who appeared for R.V. amenity pricing hearings, have not responded.

(8) Tennis - Tom Hopkins. The activity is mostly off-season until April.

(9) Equestrian Center - Olive Kelly. Committee is active, discussing immediate problems of limited space, wet hay, roof repairs for the barn, lighted rings.

(10) Clubhouse - McKee. Sunday brunch and the main dining room are financially successful, while the sports bar appears to be a marginal operation.

(11) Finance - Haring. In view of the amenity pricing discussions of recent months, the Board has directed FC to evaluate the justification process, and recommend more consistent rules or standards. Given the off-season vacation and travel plans of the chair and voting members, the regular February meeting will not held.

H. Meeting adjourned at 8:10 p.m. The next regular Monday meeting is schedule for 7
p.m., at the Holcomb Building on February 25.

R. C. Haring, Secretary

Planning Committee - Capital Request Hearing Schedule
Session 1, February 7, 2008 at Woods Center - 10 a.m.

The Capital Request Hearings orientation session began promptly at 10 a.m. with PC Chairman Dave McKee presiding. The agenda was announced in the overall Capital Hearings Schedule [dated January 30, 2008], widely distributed.  A quorum of PC members was present, but the meeting was not "called to order" as no formal motions would be considered.

A. The following individuals were present: McKee chair, PC vice chair Don Cope, members R.C. Haring, Margaret Darby, Olive Kelly, Ernie Dvorak,  Des Flanigan, and Jim Hopkins. Board members: Bruce Kay, Jeff Flynn. Finance Committee (FC): Jim Drabant (vice chair) and Boggs Wright. LOWA: GM John Bailey, Controller Dorothy Isenberg. Maintenance & Engineering related: Elton Rupe, Fred Marshall, Dena Crain. Operations Centers: Golf related - Jim Myrphy, Chesler Guzek, Vince Cuzek, Rea Hargraves; Clubhouse - Joey Welsh, Bob Doan; Communications - Melanie Parmelee, Jeanne Allen, Tish Libbett; Equestrian Center - Mary Tinsley, Berry Beck; Lake users - Charles Lively, Julie Wilson; Youth activities - Karen O'Donnell and Fitness - Sue Merna.

B.The main purposes of Session 1 in the five year capital planning process are (1) to update operations centers (OC) managers and support committee members in terms of an earlier than prior year schedule, and current guidelines concerning proposal format and justification; and (2) to indicate that proposals for FY09 must be accompanied by expected requirements covering subsequent FY periods.

C. The main points of interest are as follows - -

1. Organizationally the PC recommends capital program expenditures to the Board. There is no commitment in the master plan to spend capital dollars at that point. In other words, PC evaluates, reports and recommends to the Board of Directors on this financial area.
   
   
2. The PC controls the format of capital proposals presented at scheduled sessions. A capital budget appendix must be updated, and there are new forms that must be completed and submitted. [These forms have been approved and are being provided.]
   
   
3. OC managers and committees should anticipate questions on capital program justification, which covers not only capital costs, but also the operating costs once the operating asset(s) have been acquired. A business-like plan is worth developing.
   
   
4. It is expected that the FC will join the PC in this evaluation process to save time and reduce duplication of effort.
   
   
5. Capital program hearings have been changed to begin earlier, and the organizational layout (at Woods Center for example) should be less intimidating.
   
   
6. Proposals eventually will be assigned ratings and priorities, more than "must do", "should do" and the like. Recent PC discussions indicate the proposal-evaluation outcomes will be organized into four (4) groups [indicated below] --
   • Favorably recommended as essential.
   • Recommended as discretionary.
   • Proposal should (must) be deferred to FY xxx, and the reasons provided.
   • Proposal not recommended this FY or in the 5-year master plan. It should be (deferred to the future beyond the five years) OR (should be absolutely denied, rejected, and removed from FY consideration and the master plan).
     
7. Capital program reviews proceed on the assumption that no major emergency conditions arise. For example, a state decision requiring a costly main lake dam upgrade would over-ride most capital program requests.

1. Elton Rupe asked several questions related the M&E, e.g., particular plans beyond FY09. Planned programs beyond the upcoming FY, when specified are subject to well-known contract price (procurement) changes.
   
   
2. Questions related to competitive bidding arose concerned the durability of any bid tendered. Ascertaining capital project costs (prices) without early competitive bidding practice is poor purchasing management, and every effort must be make to gather and report reliable procurement information (even though it may change in 6 months to a year).
   
   
3. A number of the OC's do not have a formal business plan, and may have difficulty completing the capital proposal forms (now required). Their advisory committees and especially PC liaison members to those committees should be called upon to help. Remember these individuals are expected to assist managers prepare for and participate in discussions at the Capital Program Hearings. Jim Drabant re-iterated the importance of a business plan at the OC level for PC and FC purposes.

E. Session 1 was adjourned at 11:20 a.m. Session 2 Capital Program Reviews start on May 2, 10 a.m., Woods Center. It was agreed that the Lake Users Committee presentation, set for that time, would be re-schedules to a subsequent date.

R. C. H aring, rev. 2/12/08

LAKE OF THE WOODS PLANNING COMMITTEE
MINUTES for the Meeting of April 28, 2008, Holcomb Building

A. Call to Order. The regularly scheduled monthly meeting of the Planning Committee was called to order by Chairman David McKee at 7:p.m. He declared a quorum was present for purposes of doing business.

The following voting members were present:  Ernie Dvorak, Des Flanigan, Don Cope, Margaret Darby, Sam Hall, Mike Hill, Don Walters, Sue Merna, Dave McKee, R.C. Haring. Liaison members Bill Wilson (Board) and Jim Drabant (FC) and advisory member Olive Kelly were present. . Absent: George Colby. Other Board members present: Eldon Rucker, Jeff Flynn, Neil Buttimer, Tom Sheridan, Bruce Kay, plus LOWA- GM John Bailey & AGM Ted Wessel. Visitors: Doug Chidlow,  Suzie Takacs, Alice Drabant, John Gamble, Darrow Strain.

B. Introductory Remarks: Capital Hearings proposal materials are available on the table at the North side of the meeting room. PC members have taken copies, and the remainder are available to the audience.

1. The chair introduced Ms. Sue Merna as a voting member of PC, who spoke briefly about her background. She was welcomed by the members.


2. The MOTION to amend the Agenda for inclusion of a floating dock capital proposal retroactive into FY08 has been withdrawn, along with any presentation by the Lake Users Committee. Basically the dock is being funded in annual increments of "less than $3,500" that is not reviewed by the Planning Committee. Agree upon by unanimous consent, but expressed concern that proposed agreements of private user organization to contribute to $-portions of any such project be strictly required by the BOARD.


3. PC  members are reminded the Capital Expenditures Hearings FY09 begin on Friday @ 1:30 p.m., Woods Center. It is the first in the May 2 - 12 schedule.

C. Approve Agenda: MOTION by  Don Walters, seconded, passed unanimously.

C. Approve Minutes of March 24, 2008 and February 25, 2008 Meetings

1. A prior MOTION to approve the P C Minutes the February 25 had been tabled. According to Roberts Rules, the chair declared to "now consider the Motion previously tabled". Having been previously made and seconded, the MOTION passed unanimously.


2. MOTION to approved the revised-draft PC MINUTES of March, 2008, distributed by e-mail. Made by Mike Hill, seconded and passed unanimously.

D. Old Business:

1. Finance Subcommittee Report  --  R. C. Haring

   [a] This study group initially was formed 4 months ago by the FC. It chair is Jim Drabant with FC members Doug Chidlow, Terry Hileman and Boggs Wright. PC members are Olive Kelly, Dave McKee and myself . . with solid assistance from many others especially on data improvements. (see PC Minutes, March 24, 2008, page 4, item 9).

   [b] The study is particularly needed at this time for two reasons. First, the LOWA has reached the point where an update of its Five Year Master Plan is required. Second, a reserve study is required at this time. Our study group was tasked to examine and update Master Plan appendixes (much like Chapters) on RESTRICTED RESERVES, 5-YEAR CAPITAL PLAN, and 5-YEAR FINANCIAL PLAN. The result is a report, "Finance Subcommittee Report on Capital   Planning," (April 2008), is distributed to the Planning Committee (and those at the April 2008 meeting). Basically, it covers work-to-date and the major part of the Subcommittee work.

   [c] The "Executive Summary" is a consensus view of the committee, whose members have diverse, often dissimilar, backgrounds. Several areas  are of interest to the PC members, namely (i) use of detailed EXCEL worksheets as planning model. As developed it required additional columns (fields), and more complete entries. (ii) Reliable XLS models require accurate, consistent data often not the case except for the LOW-Road Program. (Doug Chidlow was asked to provide some examples of the data measurement and accuracy problems encountered.) (iii) The finished product for planning and decision support purposes is such a MODEL. It is an inter-locking set of  XLS worksheets supported by accounting equations. Except for road the program module, it is a work-in-progress.

   [d] Then SUBCOMMITTEE REPORT continues with background material particularly relevant to capital and financial planning. That section would "fit" right into the 1st Appendix of a new 5- Year Master Plan  Though you might expect the 5 - YEAR Master Plan was organized into Chapters, that has not been the case.  Instead the Table of Contents has Appendixes. The three financial ones are  prior Appendixes E. F. and G.

   [e] In distributing the Subcommittee Report to the PC, our study group believes it pulls together the various financial components of capital planning and decision making (in our case capital recommendations to the Board). For example, worksheets that been updated should prove especially useful in our CAPITAL EXPENDITURES HEARINGS that begin May 2.

   [f]  DISCUSSION: There was an extended discussion on the presentation and the SUBCOMMITTEE REPORT of April 2008 answered in large part by Ms. Kelly, Jim Drubant, Doug Chidlow and Dave McKee. The main points and issues concerned - - staff training in XLS, data input but not spread sheet  macros, who would maintain the data, the model (&  when), required independent testing of  the XLS model before wide use and documentation.

2. Survey Status McKee and Flanigan. Dave McKee indicated improved handling rules of the surveys submitted were in place, which addressed member concerns on that issue. Des Flanigan reported that ~ N = 1,213 surveys had been returned with a heavy concentration normally occurring between now and May 2. Surveys will be accepted until it is apparent few more would be expected (certainly by May 10-15). There is every reason to believe the response rate will exceed a recent high of 40 percent, which is an extremely good result for our type of organization.

3. Capital Request Evaluation McKee and Cope. Based on discussions at our March, 2008 meeting, fine line improvement were made to the PC capital
request rating forms. Once the PC recommendations have been consolidated,
the GM-AGM will be invited to work through those details. In that way a
single, unified capital spending recommendation goes directly to the Board.
The chair requested (of the Board) guidance concerning to organization and
detail of the Planning Committee capital expenditures recommendation. A
tentative agreement was reached on the matter -- status report or confirmation expected at the May PC Meeting.

E. New Business: none

F. Other new business that members wish to introduce: none.

G. Liaison Reports

1. Tennis - Don Walters. Without a quorum discussion on improvements to two courts.


2. Communications - Ernie Dvorak. PC Minutes are one of the few regularly posted at the LOWA web site. The committee is preparing for its capital hearings review.


3. M & E - no report.


4. Lake Users - Des Flanigan. Rapidan Club discussion on boat dock (Motion withdrawn). See Introductory Comments (above) in these Minutes.


5. R.V. Storage, LOWA land inspection - Don Walters. It is likely that R.V. storage technically is not an amenity though competitive, off-site acreage remains available to the user group. Inspection of LOWA property lines @ 9.9 suggestions an adjacent land owner building is partially on association property, and our acreage is overgrown. Expect an update as additional information comes available.


6. Golf - Sam Hall. Active season is under way with LOWA facing aggressive competition from nearby golf courses.


7. Youth Activities - Sue Merna. Discussion of mulch requirements and tot lot use and conditions.


8. Equestrian - Olive Kelly. Upgrade of the barn is detailed in the latest LAKE CURRENTS. Equestrian committee is preparing for the capital expenditure hearings.


9. Safety & Security - Mike Hill. Speed indicators have been requested for FY09. Cameras will be installed and operational at the back gate.


10. Clubhouse - Margaret Darby. A full season of spring and summer celebrations and similar activities are scheduled at the clubhouse.


11. Finance - R. C. Haring. The study group on Amenity Pricing is active with discussions at each meeting. The "Finance Subcommittee Report on Capital Planning" (April, 2008) was submitted, and distributed to FC members.

H. Guest Comments: none.

I.  Adjournment at 8:40 p.m. Next meeting: May 27 (not May 26, a Holiday). May 2, 1:30 p.m. at the Woods Center. Capital Hearings are organized/coordinate by PC, but not an official meeting for conducting other business.

Robert C. Haring, Secretary

LAKE OF THE WOODS PLANNING COMMITTEE
MINUTES for the Meeting of  May 27, 2008
@  Holcomb Building

A. Call to Order. The regularly scheduled monthly meeting of the Planning Committee was called to order by Chairman David McKee at 7:00 p.m. He declared a quorum was present for purposes of doing business. The following voting members were present - -  Ernie Dvorak, Des Flanigan, Don Cope, George Colby, Margaret Darby, Sam Hall, Mike Hill, Don Walters, Dave McKee, R.C. Haring. Liaison members Bill Wilson (Board) and Jim Drabant (FC), plus advisory members Olive Kelly, and Pierce Crowell were present. Absent: Sue Merna, Dean Sexton. Other Board members present: Eldon Rucker, Neil Buttimer, Tom Sheridan, Peter Williams plus LOWA- GM John Bailey & AGM Ted Wessel. Visitors: Doug Rogers, Darrow Strain, Doug Chidlow,  Suzie Takacs, John Undari, and Joe Quimper.

B. Introductory Remarks: This meeting is mostly devoted to a continuation of the Capital Expenditures Hearings-FY09, now in project evaluation stage, and the election of PC officers.

1. Results from the PC member web site evaluation exercise (voting) were distributed to the Committee in a 2-page summary form. Members consistently reported that web site voting software was clearly organized and easily used. Unanimous vote of appreciate to Jim Hopkins on success of the voting web site.
2. Since recommendations on FY09 Capital Funding are due to the Board soon, perhaps as quickly as May 30, the next iteration of voting needs to occur at this meeting. Hopefully a consensus recommendation can be reached , including "Notes for Recommended Capital Spending", May 27, 2008 (distributed with the summary  results).
3. PC presentation of these recommendations and priorities was originally set for a Board Workshop in June or July. [It is apparent that schedule is dependent upon events unfolding concerning likely dam expenditures.]

C. Approve Agenda: MOTION by  Don Walters, seconded, passed unanimously.

D. Approve Minutes: MOTION by Mike Hill to approve the April, 2008 revised MINUTES, seconded, passed unanimously.

E. Old Business:

(1) Membership Survey Status - Des Flanigan. The polls were closed for accepting surveys ~ May 15 as previously announced. Some 1,863 (46 percent of eligible voters) replied. This is an excellent response rate, especially if one allows for seasonal presence of certain residence owners, extended member travel and the like. Summary data of the survey results should be available to PC members during the 1st week of June, and a more detailed report at the June PC meeting.

(2) Moving Tot Lot equipment. The equipment at the Keaton Run Lot was
discussed. Questions and issues were raised by Pierce Crowell (PC advisory
member, long time YAC  liaison) who is familiar with the subject. A MOTION
on the matter was made, but failed.

(3) Capital Request Evaluation  --  McKee and Cope.  The was an open discussion about projects in the recent "Results of the Website Evaluation" by PC members. The main questions that arose were - - condition, cleanliness and maintenance of the restrooms, late arriving project items Dave McKee included using "impute scores" (not actual vote numbers), and investment of a covered ring for the Equestrian Center. Eventually a "cutoff" for projects approved had to be set. That was established in the results list (cited) to include 310 Cart Barn-Replace Roof and Siding, but NOT 401 Asphalt Paving - Clubhouse Parking Trail (page 2). MOTION to approve funding at that cutoff level by McKee, seconded Mike Hill, and passed unanimously. The NOTES that accompany the web site results table were discussed, and minor revisions agreed upon.
 
F. New Business: Election of new officers.

1. Motion by R.C. Haring that Don Walters to be elected chair of the PC. Passed unanimously.
2. Motion by Walters that Des Flanigan be elected as vice chair. Passed unanimously.
3. Motion by Walters that Mike Hill be elected secretary. Passed unanimously.

F. Other new business that members wish to introduce: none.

G. Liaison Reports (with Don Walters as PC Chair)

1. Communications - Ernie Dvorak. The committee is anxious to learn capital budget details, affecting their center.
2. M & E - Progress on the barn at the Equestrian Center is near completion. Additional progress was reported in terms of culverts on Lakeview Drive.
3. Lake Users - Des Flanigan. This committee is fully constituted under its Chair Julie Wilson and Vice-Chair Melinda Wallace.
4. R.V. Storage. - Don Walters. It is likely off-site acreage remains available to the RV group.  The Camp Grounds Committee may become active again. The topic of campground development, use and fees clearly is of interest to the RV group.
5. Golf - Sam Hall. Though the golf course is quite busy already, the Committee and golf staff have been involved in capital proposal revisions, and planned discussions by the GM with the contractor, which includes change in LOW capital budgeting.
6. Youth Activities - Pierce Crowell, although not liaison to Youth Activities at this time, reported the following:  Battle of the Bands event was successful. Youth Activities Committee is sponsoring a wide range of summer programs.
7. Equestrian - Olive Kelly. New officers were elected.
8. Safety & Security - Mike Hill. Committee is working on joint projects with Communication Operations Center.
9. Club House - Margaret Darby.  No report.
10. Finance - R. C. Haring. A study subgroup on Simplifying Amenity Pricing is about to report its recommendations. Olive Kelly is part of another subgroup association evaluating loan repayment options with a report due at the early June meeting.

H. Guest Comments: none.

I.  Adjournment at 8:20 p.m. Next regularly scheduled meeting is 7:00 p.m., June 23, 2008 at the Holcomb Building.

Mike  Hill, Secretary

LAKE OF THE WOODS PLANNING COMMITTEE
MINUTES for the Meeting of June 23, 2008
@ Holcomb Building

A. Call to Order. The regularly scheduled monthly meeting of the Planning Committee was called to order by Chairman Don Walters at 7:00 p.m. He declared a quorum was present for purposes of doing business.

The following voting members were present: George Colby, Don Cope, Ernie Dvorak, Margaret Darby, Des Flanigan, R.C. Haring,  Mike Hill, Sue Merna, Don Walters, Darrow Strain. Liaison member Jim Drabant (FC), plus advisory member Olive Kelly were present. Absent: Sam Hall, Dean Sexton.  Board members present: Eldon Rucker, Neil Buttimer, Jeff Flynn, plus LOWA- GM John Bailey & AGM Ted Wessel. Visitor: Bernie Patton

B. Introductory Remarks: As this was first meeting for a new committee member (Darrow Strain) Don Walters asked everyone to introduce themselves.

C. Approve Agenda: MOTION by R. C. Haring, seconded by Don Cope, to approve agenda passed unanimously.

D. Approve Minutes: MOTION by Des Flanigan, seconded by George Colby to approve the May 2008 MINUTES, passed unanimously

E.   Old Business:

1. Membership Survey Status - Des Flanigan. The survey results have been tabulated and a power point presentation on results prepared.  Des went through presentation proposed for presentation to the Board on June 28th.  Motion by R.C. Haring, seconded by Mike Hill for Des Flanigan to make the power point presentation to the board passed unanimously.
2. Senior Housing – Don Cope.  Don did a short presentation on impact of survey on senior housing and requested ideas on next steps.

F.   New Business:

1. Master Plan- Don Walters presented some ideas on reformatting of Master Plan. He then gave written copy of his proposed changes to Mike Hill for distribution to Committee members for review prior to next meeting.
2. A general discussion of the master plan and the 2002 vision plan and how they impact each other followed.  John Bailey to provide those present with copy of Vision plan as well as copies of the first 19 pages of the Miller Dodson Report.

G.  Liaison Reports: None

H.  Guest Comments: None.

I.    Adjournment at 9:00 p.m. Next regularly scheduled meeting is 7:00 p.m., July 28, 2008 at the Holcomb Building.

Mike Hill, Secretary

LAKE OF THE WOODS PLANNING COMMITTEE
MINUTES for the Meeting of July 28, 2008
@ Holcomb Building

Call to Order. The regularly scheduled monthly meeting of the Planning Committee was called to order by Chairman Don Walters at 7:00 p.m. He declared a quorum was present for purposes of doing business.

The following voting members were present -  George Colby, Don Cope, Margaret Darby, Ernie Dvorak, Des Flanigan, R.C. Haring,  Mike Hill, Sue Merna ,Don Walters, Darrow Strain. Liaison member Jim Drabant (FC), plus advisory member Olive Kelly were present. Absent: none.  Board members present: Bill Wilson, Neil Buttimer, Jeff Flynn, Bruce Kaye, Tom Sheridan, plus LOWA- AGM Ted Wessel. Visitor: Bernie Patton, Doug Chidlow, Doug Rogers, Suzie Takacs and Betty Talbor.

Approve Agenda: MOTION by Ernie Dvorak, seconded by Sue Merna, to approve agenda passed unanimously.

Approve Minutes: MOTION by Margaret Darby, seconded by R.C. Haring to approve the June 2008 MINUTES, passed unanimously.

Old Business:  None

New Business:

• Liaison assignments:  Darrow Strain has assumed liaison duties with the Tennis Committee.  Don announced that due to recent medical problems Sam Hall has resigned from the planning committee.  Margaret Darby agreed to assume the liaison assignment with the Golf Committee.

• Five Year Capitol Expenditure Plan.  Ernie Dvorak and Darrow Strain distributed copies of their proposed guidance for Operation Center input into the five year plan.  They stressed that the Planning Committee was looking to get away from just looking at “next years capitol expenditures” and was interested in the Centers establishing a goal to be reached five years or later down the road and the plan was the steps each of the next five years they proposed to reach that goal.  They then asked for comments and advise.  This resulted in a long discussion on Planning Committee responsibilities versus Finance Committee responsibilities.  Doug Rogers (chair Finance) proposed a meeting with Don to reach agreement on where the line is or should be.  There was also much discussion on how much cost support should be required to support capitol expenditure requests, particularly as we went into the out years.  In the interest of time, discussion was tabled to be resumed at next meeting

Liaison Reports:

• Communications:  - Web site is being updated.  Any one with ideas or recommendations should contact them.
• Pools and Fitness:  - Membership and usage is up.  Pool management contract is working out very well.
• Tennis: - A new awning has been installed over two new benches and all 6 courts have been resurfaced.  Painting and Landscaping was carried out by players and LOW Maintenance.
• Lake Users: - Committee is forwarding a request to the Board from the Ski Club for subsidy on gas used to tow LOWA Ski Club Team members during practice sessions and shows.
• Club House: - New Club House Manager is now on board.  Participants for lighted boat parade are needed.
• Finance: - Finance Committee has received guidance provided to Operation Centers for use in preparing 2009 Budget.  They are into their busy season.
• Youth Activities: - Mulch has been spread at playgrounds as required by law.
• Safety & Security: - Back gate cameras should be operational any day.

Guest Comments:

• Bernie Patton asked which five year master plan was the current one.  The one published in 2006 or the 2007 version on the web site marked draft. He was informed that the 2007 had never been approved so the 2006 was the current plan of record.
• Suzie Takacs asked how the Planning Committee found out about things of interest to the Lake of the Woods Community at large put not necessarily of interest to any of the Standing Committees or Operation Centers. She was informed that when we conduct our annual survey we accept input from everyone; further the Planning Committee liaisons to other LOWA Committees and Operation Centers receive input from these sources.   

H. Adjournment at 9:08 p.m. Next regularly scheduled meeting is 7:00 p.m., August 25, 2008 at the Holcomb Building

Mike Hill, Secretary

LAKE OF THE WOODS PLANNING COMMITTEE
MINUTES for the Meeting of August 25, 2008, Holcomb Building

• Call to Order. The regularly scheduled monthly meeting of the Planning Committee was called to order by Chairman Don Walters at 7:00 p.m. He declared a quorum was present for purposes of doing business.


• The following voting members were present -  George Colby, Don Cope, Margaret Darby, Ernie Dvorak, Des Flanigan, R.C. Haring,  Mike Hill, Sue Merna ,Don Walters, Darrow Strain. Absent: none.  Liaison member Jim Drabant (FC), plus advisory member Olive Kelly were present. Board members present: Bill Wilson, Jeff Flynn, Bruce Kaye, plus LOWA- AGM Ted Wessel. Visitor: Bernie Patton, Suzie Takacs and Sue Wright.


• Approve Agenda: MOTION by Des Flanigan, seconded by R.C. Haring, to approve agenda passed unanimously.

• Approve Minutes: MOTION by Des Flanigan, seconded by Margaret Darby to approve the July 2008 MINUTES, passed unanimously.

• Old Business:  None

• New Business:

• A joint Finance and Planning sub-committee has been formed.  The purpose is to review the charter for both committees and attempt to eliminate any overlap.  The sub-committee is also looking at ways to stream line the budget process and exploring the possibility of combining the budget hearings for both Capital Expenditures and Operating Expenditures thus requiring Operating Centers to only have to prepare for one hearing and not be required to explain request in two separate hearings.  The planning committee representatives are Mike Hill and R.C. Haring.  The finance committee representatives are Dave McKee and Harry Walsh.

• Five Year Capitol Expenditure Plan.  The discussion tabled at the last meeting was reopened.  There was general support for the idea of putting more emphasis on out years but the idea of the Planning Committee attempting to base these out year expenditures on established goals was thought to be an over reach.  The consensus was that Planning needed to concentrate on updating the five year plan which has not been done since 2006 and leave the Operation Centers free to determine there future request on needs that they and the General Manager identify.

• In light of this discussion a motion was made by Don Cope and seconded by Mike Hill that the Communications Committee be asked to remove the Draft 2007 Five Year Plan currently posted on the LOWA web page and replace it with the Approved 2006 Five Year Plan until such time as a new Five Year Plan is approved.  The motion passed unanimously.

• As a part of the 5 year plan and its associated preparation of the Capitol Budget by the Operation Centers, Ernie Dvorak prepared and presented a “straw man” list of possible examples of planning guidance and goals for OpCen managers to assist in budget preparation.  The Planning Committee also presented a supporting document describing the questions OpCen mangers and other budget presenters should be prepared to answer at the annual Budget Hearings.  An open discussion followed these presentations involving Committee members and visitors.  The conclusions of this discussion was general agreement that this type of guidance would be helpful to OpCen managers and associated committees in the preparation for, and conduct of, future budget hearings.  It was agreed that the Planning Committee, in conjunction with the Finance Committee, will prepare and publish similar Planning Guidance for data collection.

• Liaison Reports:
• Club House: - The clubhouse revenues have been very good for the month to date.
• Communications:  - Nothing to Report
• Equestrian: - Nothing to Report
• Finance: - Subcommittee with Planning was approved
• Golf: - Ways to reduce the subsidy to golf are being discussed
• Lake Users: - Fee simplification is under discussion
• Maintenance & Ecology: - Nothing to Report
• Pools and Fitness:  - Fitness Center use is up from last year.  Problems with vandalism are down.
• Safety & Security: -Nothing to Report.
• Tennis: - Nothing to Report.
• Youth Activities: - Nothing to Report.

• Guest Comments: None

• Adjournment at 8:55 p.m. Next regularly scheduled meeting is 7:00 p.m, September 22, 2008 at the Holcomb Building.

Mike Hill, Secretary

LOW PLANNING COMMITTEE
MINUTES for the Meeting of September 22, 2008
at Holcomb Building

Call to Order. The regularly scheduled monthly meeting of the Planning Committee was called to order by Chairman Don Walters at 7:00 p.m. He declared a quorum was present for purposes of doing business.

The following voting members were present - George Colby, Don Cope,  R.C. Haring, Mike Hill, Sue Merna ,Don Walters, Darrow Strain. Absent: Margaret Darby, Ernie Dvorak, Des Flanigan, and Dan Sexton. Liaison member Jim Drabant (FC) was present as was board member Tom Sheridan and visitor Suzie Takacs.

Don Walters announced that Des Flanigan had a heart surgery after having had a heart attack. He was home and doing fine and hopped to be with us for the October meeting.

Don further stated that Margaret Darby has resigned from planning due to her election to the Board of Directors. Olive Kelly has resigned from planning due to her appointment as Treasurer of LOWA. Ernie Dvorak had also resigned from planning for personal reasons. Don requested all members to recruit new planning committee members.

MOTION by R.C. Haring, seconded by Sue Merna, to remove voting member Dean Sexton and advisor Pierce Crowell from their positions on the planning committee for failure to attend meetings was passed unanimously.

Approve Agenda: MOTION by George Colby, seconded by Don Cope, to approve agenda passed unanimously.

Approve Minutes: MOTION by Don Cope, seconded by George Colby to approve the August 2008 MINUTES, passed unanimously.

Old Business:  None

New Business:

• The joint Finance and Planning sub-committee has drafted new charters for both Planning and Finance Committees. They have also drafted a new budget schedule for the 2110 budget process. They have a meeting scheduled with the General Manager on Wednesday and with the respective Committee chairs on Friday.  The material should be available for review and discussion at the October meeting.

Liaison Reports:

• Club House: -Lighted boat parade was successful. Looking for ways to increase revenue at fairways lounge. Golfers do not seem to be supporting the lounge.
• Communications:  - Working on 2009 budget. Expect to receive Cable franchise fee from Comcast ($30,000).
• Equestrian: - Nothing to Report
• Finance: - Have scheduled operating budget hearings with cost centers. Copy of schedule will be sent to each planning committee member
• Golf: - Have prepared and forwarded to General Manager their proposed 2009 operating budget.
• Lake Users: - No report
• Maintenance & Ecology: - Discussed External Affairs study of Fred bus type service between LOW and Culpeper.
• Pools and Fitness:  - Working on budget for 2009 year. Considering closing each of the pools one day a week.
• Safety & Security: -No Report.
• Tennis: - Picnic is scheduled for October 18. They have voted to prohibit both pickle ball and volleyball on the resurfaced courts.
• Youth Activities: - Looking for Activity and Wellness person. Civic center appears to be under utilized. Skate board park in need of repairs and fee dropping off as jumps/ramps are being closed. Hoping to fix with volunteer labor.

Guest Comments: None

Adjournment at 7:20 p.m. Next regularly scheduled meeting is 7:00 p.m., October 27, 2008 at the Holcomb Building.

Mike Hill, Secretary

LAKE OF THE WOODS PLANNING COMMITTEE
MINUTES for the Meeting of October 27 , 2008
@ Holcomb Building

Call to Order. The regularly scheduled monthly meeting of the Planning Committee was called to order by Chairman Don Walters at 7:00 p.m. He declared a quorum was present for purposes of doing business.

Old Business: 

• Senior Housing – Don Cope reported that Senior Housing would be reexamined in mid-winter.
• Land  Use Study- MOTION by R.C. Haring seconded by Suzie Takacs to form subcommittee to conduct a 2009 Land Use Study.  Copy of the Land Use Study plan being sent to the Board by Don Walters.

New Business:

Planning Committee Charter- The draft Planning Committee Charter prepared by the joint Finance and Planning sub-committee was distributed.  Members are requested to review and send any comments, edits corrections, additions, to the Secretary for distribution to the entire Committee so we may approve a draft charter for submittal to the Board at the next meeting.

Revised Budget Schedule- The revised budget schedule for 2010 prepared by the joint Finance and Planning sub-committee was distributed.  The Planning Committee agreed in principal to the new schedule.  It was stressed that this is not an attempt to combine the Planning and the Finance Committees. Under the proposal we would merely have joint hearings with Planning still responsible for Capital and Finance still responsible for Operations.

Committee adopted a policy motion that the committee should be involved in all decisions effecting Capital expenditures.  Not just the initial approval but also RFPs and implementation groups on prior year approved projects.  This will be added to the draft charter.

Liaison Reports:

Club House: -Plans for new walk-ins on schedule. Looking for ways to increase revenue at fairways lounge.  Golfers do not seem to be supporting the lounge.

Communications:  -   Expect to receive Cable franchise fee from Comcast ($50,000).  Looking into exchanging programs with Town of Orange Station

Equestrian: - Horse was bit by copperhead resulting in unplanned vet bills.  Horse recovered. 

Finance: - Budget hearings on the operation budget in full swing. 

Golf: - Looking for better way to mark the out of bounds areas.  Discussing removal of small pond on first hole.

Lake Users: - No report
Maintenance & Ecology: - Beginning work on new Storm Management Plan.
Pools and Fitness:  - No report.
Safety & Security: -No report.
Tennis: - Committee has shut down for the winter next meeting in April 2009.
Youth Activities: - Want all tricker-treaters to take advantage of Halloween at the point.  Expect over 300 children this year.

Guest Comments: None

Adjournment at 8:10p.m. Next regularly scheduled meeting is 7:00 p.m., November 24th at the Holcomb Building.

Mike Hill, Secretary

LOWA PLANNING COMMITTEE
MINUTES for the Meeting of November 24, 2008
at Holcomb Building

Call to Order. The regularly scheduled monthly meeting of the Planning Committee was called to order by Chairman Don Walters at 7:00 p.m. He declared a quorum was present for purposes of doing business. The following voting members were present -   George Colby, Don Cope,  Des Flanigan, R.C. Haring,  Mike Hill, Sue Merna ,Don Walters, Darrow Strain, Suzie Takacs. Absent: none.   Board Liaison Tom Sheridan was present and visitors Lee Frame, Bruce Kaye, Jeff Flynn, Neil Buttimer, Bill Wilson, Margaret Darby, John Bailey, Ted Wessel, Doug Chidlow, Orville Dee, Ernie Myers, Doug Crain, Doug Rogers, Joe Quimper and Bernie Patton.

Approve Agenda: MOTION by Sue Merna, seconded by R.C. Haring, to approve agenda passed

Approve Minutes: MOTION by Sue Merna, seconded by R.C. Haring to approve the September 2008 MINUTES, passed unanimously.

Old Business:

• Planning Committee Charter– Revisions were made to the draft charter which will be incorporated by the Secretary and resubmitted for approval at the next meeting.
• Land Use Study-The Board of Directors has approved the Land use Study proposal. The land use subcommittee is composed of voting members R.C. Haring, Suzie Takacs, Jim Drabant and nonvoting member Ted Wessel .

New Business:

• Motion was made by R.C. Haring and seconded by Sue Merna to cancel the December Planning Committee Meeting.  Motion passed unanimously.
• Reformat of Committee Page on LOWA Web Site- Mike Hill presented the proposed new format originated by the Communications Committee.  Members were general favorable but will review and provide comments, edits etc. at the next meeting.
• Motion by Don Walters seconded by R.C. Haring to recommend that the Board of Directors consider adding a new spill way by the sailboat beach to resolve the dam issue rather than digging into the existing dam and potentially making it weaker.  Motion passed 5 to 3.

Liaison Reports:  None

Guest Comments: None

Adjournment at 7:40 p.m.

Next regularly scheduled meeting is 7:00 p.m., January 26th at the Holcomb Building.

Mike Hill, Secretary

LAKE OF THE WOODS PLANNING COMMITTEE
MINUTES for the Meeting of January 26, 2009
at Holcomb Building

Call to Order. The regularly scheduled monthly meeting of the Planning Committee was called to order by Chairman Don Walters at 7:00 p.m. He declared a quorum was present for purposes of doing business. The following voting members were present -   Don Cope,  Orville Dee, Des Flanigan, R.C. Haring,  Mike Hill, Sue Merna ,Don Walters, Darrow Strain, Suzie Takacs.  Absent: George Colby.   Board Liaison Tom Sheridan and Finance Committee Liaison Jim Drabant were present and visitors, Jane Holloway, Ben Holloway, Jeff Flynn and Ted Wessel.

Approve Agenda: MOTION by Suzie Takacs, seconded by, Don Cope to approve agenda passed unanimously.

Approve Minutes: MOTION by R.C. Haring, seconded by Suzie Takacs to approve the November 2008 MINUTES, passed unanimously.

Old Business: 

• Land Use Study – R.C. Haring presented the operational plan for the conduct of the land use plan relying on work done by other subcommittees and previous land use groups.  Stressed the need to provide the Board with an approvable study.
• Planning Committee Charter – Mike Hill presented the draft Planning Committee Charter for approval.  Motion by Suzie Takacs seconded by R.C. Haring to approve the draft Planning Committee Charter as amended during the discussion for submittal to the Board, passed unanimously.

New Business:

• Annual Survey – Des Flanigan presented the time line for preparing the survey to allow distribution with the annual assessment.  All questions members would like to see in the survey need to be sent to the Planning Committee by February 20th.  We are interested in identifying issues which will seriously impact LOWA within the next five years.  We will not use questions on subjects which have previously been addressed and brought to resolution within the last three years.
• Additional Club House Parking – We received a memo from two Board Members requesting an opinion on a proposal for additional Club House parking made to the Pool and Fitness Working Group last spring.  After discussion it was decided that comments on the proposal should be sent to Des Flanigan who will consolidate and reply to the Board.
• Committee adopted a policy motion that in order for the Planning Committee to accomplish its mission we strongly urge the Board of Directors to neither entertain nor consider any capital requests that have not been reviewed and vetted by the Planning Committee.  Exceptions may be made in cases of dire emergency, government mandate, or similar serious time critical issues; the Board of Directors will decide what meet these criteria.

Liaison Reports:

• Club House: - Renovation on going.
• Communications:  - no report
• Equestrian: - This is slow time of year. The Equestrian Committee and the Managers are planning this year’s horse shows and exploring ways to promote increased participation in the shows.
• Finance: - Budget process for 2009 is winding up.
• Golf: - No report.  Next Committee meeting in March.
• Lake Users: - Committee is gearing up for spring
• Maintenance & Ecology: - Beginning in March the trash compactor will be closed on Wednesdays.
• Pools and Fitness:  - The 12/31 membership for fitness Center is at 423. By reducing electrical usage they hope to save $6,000 a year in utility cost.
• Safety & Security: - Review of new Security contracts is ongoing. The Warden Service has been reconstituted.
• Tennis: - Committee has shut down for the winter next meeting April 13,2009.
• Youth Activities: - Planning for a full schedule this year. Next event is a Battle of the Bands.

Guest Comments:   None

Adjournment at 8:15 p.m. Next regularly scheduled meeting is 7:00 p.m., February 23, 2009 at the Holcomb Building.

Mike Hill, Secretary

LAKE OF THE WOODS PLANNING COMMITTEE
MINUTES for the Meeting of February 23, 2009
at Holcomb Building

Call to Order. The regularly scheduled monthly meeting of the Planning Committee was called to order by Vice Chairman Des Flanigan at 7:00 p.m. He declared a quorum was present for purposes of doing business.

The following voting members were present -   Don Cope,  Orville Dee, Des Flanigan, Dan Greene, Mike Hill, Sue Merna , Darrow Strain.  Absent: George Colby, R.C. Haring, Suzie Takacs and Don Walters.  Also attending were Board members Bill Wilson and Margaret Darby and visitors, Bernie Patton and Ted Wessel.

Des introduced new member Dan Greene and requested that all future subcommittee reports include purpose, the members, schedule of deliverables, any identified problems and solution recommendations.

Approve Agenda: MOTION by, Don Cope seconded by Sue Merna, to approve agenda passed unanimously.

Approve Minutes: MOTION by Don Cope, seconded by Orville Dee to approve the January 2009 MINUTES, passed unanimously.

Old Business: 

• Land Use Study – Orville Dee reported that the subcommittee had drafted a mission report and was planning on including an updated map of LOWA with current land uses coordinated by color.  They are planning field trips to view the land currently available for alternate uses.  Don Cope of the senior housing subcommittee asked that they be included in such field trips.  An invitation was promptly given.
• Annual Survey – To insure understanding how the survey is used Des Flanigan reviewed its purpose.
1. Purpose: provide additional basis for recommendations to BOD on the 5 year Budget, 2010-2014, in general and 2010 – 2012 in particular; assist BOD and General Manager and the Administrative/ Management Team in their decision process; provide feedback to LOWA membership and participants on results.
2. To have a single custodian for the record copy of the survey the 2009 Survey Sub-Committee established a Configuration Control Manager (CCM).  Orville Dee will be the CCM.  This will assist in precluding unauthorized changes to the final document.
3. Top Three Concerns.  The recent volunteer survey conducted through the Lake Currents had 18 email respondents.  Many more provided verbal input through informal conversations with the study team.  The Top Three Concerns in order were:

1. Rectify the poor appearance of Lake of  the Woods private and Association properties. 

2. Our Budget: The need to establish a responsible budget and adhere to it; LOWA projects need vastly improved oversight to preclude the cost and schedule overruns recently experienced (e.g. Woods Center construction Project).

3. Veterans Dam Modifications: What payment means/schedule will be used to pay the approximate $1300 - $1400 Cost per lot owner?  Will it be paid by a one time assessment or pro-rated over one or several years?

• Status of Survey Questions:  The survey is on a very tight time line. To date, the survey project is on schedule.  In order to get the survey printed and included with the assessments the survey would have to be sent to the Board for approval no latter than March 10th.  As the survey was not ready for Planning Committee review at present we would have to distribute the survey to members by e-mail and have a special meeting to approve before March 10th.  Please keep your schedules as flexible as possible

 New Business:

• Five Year Plan – Mike Hill stated that a five year plan subcommittee was being formed. The plan was for the 2110 Capital Budget to be the first year of the five year plan.  The 2111 Capital Budget proposal would be the second year of the five year plan etc. and would be updated each year as we moved forward.  The schedule calls for the drafting of the call for budget requests in May with the Board and GM issuing in June.   Since this is a departure from past practice we need to get started early to prepare guidance as to exactly what we are looking for.  Mike Hill, Dan Greene and Darrow Strain volunteered for the subcommittee.

Liaison Reports:

• Clubhouse: - No report.
• Communications:  - The Town of Orange has decided not to use Channel 18 at this time.
• Equestrian: - No report.
• Finance: - No report.
• Golf: - No report.  Next Committee meeting in March.
• Lake Users: - No report.
• Maintenance & Ecology: - Reviewing water craft regulations to bring them into line with State rules.
•  Pools and Fitness:  - The Pool bathroom/shower is being refurbished and blocking the access from the fitness center. This will result in more room for the fitness center and require adding a unisex bathroom to the fitness center.
• Safety & Security: - Review of new Security contracts is ongoing. 
• Tennis: - Committee has shut down for the winter next meeting April 13.
• Youth Activities: - Next event is a Battle of the Bands. They are starting a dance class for youngsters. Skateboard Park is preparing to reopen.

Guest Comments:

• Bernie Patton stated that the Committee should look for ways to increase the survey response from LOWA members.

Adjournment at 7:50 p.m. Next regularly scheduled meeting is 7:00 p.m., March 23, 2009 at the Holcomb Building.

Mike Hill, Secretary

LAKE OF THE WOODS PLANNING COMMITTEE
MINUTES for the Meeting of April 27, 2009
Holcomb Conference Room

Call to Order. The regularly scheduled monthly meeting of the Planning Committee was called to order by Vice Chairman Mike Hill at 7:20 p.m. He declared a quorum was present for purposes of doing business. The following voting members were present -   Don Cope, George Colby, Bob Haring, Mike Hill, Joan Johns, Mary Nolan, Sue Merna , Darrow Strain, Suzie Takacs. Absent: Orville Dee and Des Flanigan

Guests: Attending: GM, John Bailey, Asst. GM, Ted Wessel, Tom Sheridan, Board liaison, Jim Drabant,  Bernie Patton, Bill Wilson, Pat Rowland
Approve Agenda: MOTION by, Sue Merna seconded by George Colby, to approve agenda passed unanimously.

Approve Minutes: MOTION by Don Cope, seconded by Sue Merna to approve the March 2009 MINUTES, passed unanimously.

 C  Old Business:   

• Land Use Subcommittee Report, (Chair Bob Haring) – Joan Johns from Planning and Doug Chidlow, liason from Finance have been added to the committee. The committee has met twice recently.  Separate discussion have taken place with Orville Dee and Elton Rupe of M & E who visited portions of LOW”s undeveloped acreage The next scheduled meeting is Thursday April 30 at 8:30 in the Holcomb Reading Room.

Addition Land Use Issues
1. Land use driven conditions affecting water quality
2. Properties in run down condition
3. Assessment income as related to non-payment and foreclosures

• 2009 Update on Survey Results

Chairman Des Flanigan has asked for volunteers to assist with compiling survey results. Joan Johns, Sue Merna, advised they would assist. As of this meeting, Flanigan reported a 50% return rate.

D. New Business:

• V. Chair Hill announced that Suzie Takacs has asked to be replaced as Secretary and asked for volunteers. 
• Also announced that the committee would be reconstituted in May
• Discussions ensued about the recently received Budget Survey Guidelines that centered around the specific dates for review of Capital Requests and related Finance involvement in the process. Feedback from the Planning Committee members has been requested by Chairman Flanigan.  Emphasis for the Guidelines is to reduce time required during budget process and improve hours required of staff.
• Master Plan Review discussions centered on combining Operational and Capital Budget Requests and the accuracy of estimating too far out.  Finance believes anything beyond two years in estimating new capital spending is not financially prudent.
• Alsointerest in the relationship between replacement capital and the Reserve Study was addressed. Inquiries concerning the link between the Master Plan and the Vision Plan were expressed. President Wilson stated that Board Member Neil Buttimer was completing a revised Vision Plan. Planning will work with the GM concerning the Reserve Study for 5 yr. plan—GM will be conduit for info on out years.

E Liaison Reports:

• Youth Committee-

Interest from Committee on schedule for presenting capital requests—August

• Tennis Committee-

      Benches, bathrooms and awning had vandalism, Water Spigot needs replacing, need new fencing

• Golf-Bag drop donated by PGA, LGA, MGA and Spotsylvania High School
• Clubhouse-Parking lot and step path still issues
• M&E-Muskrat problem in Lake-Muskrats can burrow in dam
• Pools and Fitness-Planning to use pool for private parties to increase revenue, Dan Green has indicated interest in becoming Chairman of the Committee. Going out for bids to do only showers and roof on fitness center, other issues to be rescoped and go through planning-at least 5 yrs out for complete redo
• Lake Users-April Hughes-fish survey indicates underweight fish and mediocre size, carp are doing job, Rules committee said the recently Board adopted VA Boating and Safety Regs only apply to PC watercraft- Lake Users disagreed and sent request back to Rules Committee
• Security-Need better speeding patrols.  Will provide one boat to monitor lake traffic

F. Guest Comments:

• None.

G: Adjournment at 8:30 p.m. Don Cope moved and seconded by George Colby. Next regularly scheduled meeting is 7:00 p.m.,
May 27, 2009 at the Holcomb Building.

Suzie Takacs, Secretary

LAKE OF THE WOODS PLANNING COMMITTEE MINUTES
for the Meeting of May 27, 2009 Holcomb Conference Room

Call to Order. The regularly scheduled monthly meeting of the Planning Committee was called to order by Chairman Des Flanigan at 7:00 p.m. He declared a quorum was present for purposes of doing business. The following voting members were present -   Don Cope, George Colby, Bob Haring, Mike Hill, Joan Johns, Mary Nolan, Darrow Strain, Suzie Takacs. Absent: Sue Merna

Guests: Attending: LOWA BOD Pres. Bill Wilson, Asst. GM, Ted Wessel, BOD Directors members, Tom Sheridan, Bruce Kay, Peter Williams, and Neil Buttimer, Treasurer Olive Kelly, Board liaison, Jim Drabant,  Doug Chidlow, Dave McKee, Doug Rogers

A. Approve Agenda: MOTION by, Joan Johns seconded by Orville Dee, to approve agenda passed unanimously.

B. Approve Minutes: MOTION by Suzie Takacs, seconded by Joan Johns to approve the April 2009 MINUTES, passed unanimously.

 C.  Old Business: 

• Land Use Subcommittee Report, (Chair Bob Haring) – Field trips to LOWA land sites taken at different times by Orville Dee, Suzie Takacs,  Don Cope. Many areas need more emphasis to determine appropriate usage. Reported that two cemeteries exist on property. Draft of final proposal due by mid July.

• 2009 Committee Reconstruction:

Committee members remaining on Planning Committee:
Des Flanigan
Mike Hill
George Colby
Sue Merna
Joan Johns
Darrow Strain
Orville Dee
Mary Nolan
Suzie Takacs
Dan Green-Alt.

• 2009 Survey

Survey Committee Des Flanigan, Sue Merna and Orville Dee reported a 35%( 1511) response rate to date on 3 page survey.  200 pages of comments remain to be evaluated. Full results to be presented at the July LOWA BOD meeting. Results to also be revealed at the June 17 BOD meeting.

• D. New Business:

Review Draft Master Plan: Lengthy discussions ensued regarding the usefulness and guidelines of the plan with the focus on the coming budget year and the plans requirements.  Comments on

necessity of additional BOD Guidance.  Statements included pushing out non-supported programs to allow time to save for projected items.  BOD responsible to develop guidance before submitting to Planning and Finance Committees, the necessity for operations centers to inventory to obtain accurate reports of LOWA property and assets, non-capital items need to be removed from Reserve Study to clean up inventory.

• Motion was forwarded by Mike Hill and seconded by Orville Dee proposing the Finance and Planning place Master Plan and the Budget together in one calendar within 2 weeks. The motion was amended by Des Flanigan and seconded by Mary Nolan stating that Planning work with assistance from Finance.  The amendment passed unanimously and the original motion passed unanimously. Des Flanigan, Dave McKee, Mike Hill and Jim Drabant from Finance to meet May 31 to work out proposed agreements.

E. Senior Housing Report –Don Cope
Don Cope gave an overview of the results of the Senior Housing study.  The full report will be submitted to the Planning Committee for review and approval prior to forwarding to the BOD for approval

F. Guest Comments None.

G: Adjournment at 8:30 p.m. Suzie Takacs moved and seconded by Orville Dee to adjourn. Next regularly scheduled meeting is June 29, 7:00 p.m. at the Holcomb Building.

Suzie Takacs, Secretary

LAKE OF THE WOODS PLANNING COMMITTEE
MINUTES for the Meeting of June 22, 2009
Holcomb Conference Room

Call to Order. The regularly scheduled monthly meeting of the Planning Committee was called to order by Vice Chairman Mike Hill at 7:00 p.m.. The following voting members were present -   Don Cope, George Colby, Bob Haring, Mike Hill, Dan Green, Joan Johns, Mary Nolan, Darrow Strain, Suzie Takacs, Sue Merna, Orville Dee. BOD Liaison Tom Sheridan, Chairman Des Flanigan was absent

Guests: Attending: LOWA BOD member, Bruce Kay Asst. GM, Ted Wessel, , Finance liasion, Jim Drabant,  Doug Chidlow, Boggs Wright, Don Cope, Don Walters, Pat Rowland, Dave McKee

Approve Agenda: MOTION by, Sue Merna seconded by George Colby, to approve agenda passed unanimously.

Approve Minutes: MOTION by Darrow Strain, seconded by Sue Merna to approve the May 2009 MINUTES, passed unanimously.

 C.  Old Business: 

• Land Use Subcommittee Report, (Chair Bob Haring reported that study should be completed in about 30 days.  Planning Committee needs to appoint a new chair for this committee since Bob is leaving the Planning Committee to join the Finance Committee.
• 2009 Survey

Survey Committee: A presentation will be given at the July 27 BOD meeting. Results of the 2009 Planning Committee are posted on the Lake of the Woods Website.  A presentation of these results will be given to the Finance Committee.  Written comments from survey respondents will be available to the community

• Senior Housing  Study

Don Cope presented the final Senior Housing report to the Planning Committee. Sue Merna moved to forward the report to the Board of Directors, Mary Nolan seconded the motion.  The motion passed unanimously.

D. New Business:

It was announced that the BOD is proposing that capital expenditures not exceed $250,000 in the 2010 Budget for new capital expenditures.

E. Guest Comments: None.

F: Adjournment at 8:30 p.m. George Colby moved and Sue Merna seconded to adjourn. Next regularly scheduled meeting is July 27, 7:00 p.m. at the Holcomb Building.

Suzie Takacs, Secretary

Lake of the Woods Association Planning Committee
Minutes of the Meeting July 27, 2009

The following voting members were present.

The Lake of the Woods Association (LOWA) Planning Committee (PLANCOM)  met July 27, 2009 at the Woods Center. The Chairman, Desmond Flanigan, called the meeting to order at 7:00 p. m..  He declared a quorum was present for purposes of doing business.

The following voting members were present: George Colby, Orville Dee, Dan Greene, Michael Hill, Sue Merna, Mary Nolan, and Darrow Strain.
 
Guests: Assistant GM Ted Wessel;  LOWA Board members Neil Buttimer, Margaret Darby, Jeff Flynn, Bruce Kay and Tom Sheridan;  Finance Committee Liaison Dave McKee;  LOWA members Bernie Patton and Boggs Wright.

1. Motion to approve agenda seconded and carried.

2. Motion to approve June 22, 2009 minutes seconded and carried.

3. Old Business:
              Senior Housing Study Phase II:  The PLANCOM approved the final Report of Phase II and forwarded  it to the BOD on  June 30, 2009.  The Report recommended a follow-on study and other associated actions which the PLANCOM endorsed. To date the BOD has not responded.  In the interim the PLANCOM will prepare the groundwork to implement the follow-on effort in coordination with the Land Use Report.
              Land Use Study update:  Orville Dee agreed to be the interim Chair of the Land Use Study  Sub-committee, replacing Robert Haring.              
               2009 LOWA Survey:  A final report on the Survey is being developed by the Committee and will be submitted to the BOD in August.

4. New Business:

LOWA 5-year Plan:   Planning Committee Chair noted that the Committee will be contacting LOWA committees, BOD, and our Administrative and Management Team to identify potential new projects for incorporation into LOWA’s 5 Year Plan (2010-2014).   The focus will be to determine what projects/requirements are on the horizon for the next three years, and the justification for these initiatives. 

Planning Committee Annual Report:  This will be presented to BOD in August.

5.  Committee Liaison reports were received from Youth, Pools, Clubhouse, Tennis, Maintenance, and Lake Users Committees.

F.  Motion to adjourn was seconded and carried at approximately 8 p.m.

Lake of the Woods Association Planning Committee
Minutes of the Meeting August 24, 2009

The Lake of the Woods Association (LOWA) Planning Committee (PLANCOM) met August 24, 2009 in the Conference Room of the Holcomb Building. The Chairman, Desmond Flanigan, called the meeting to order at 7:00 p. m. 

The following were present: Voting Members: George Colby, Orville Dee, Desmond Flanigan, Dan Greene, Joan Johns, Michael Hill, Sue Merna, Mary Nolan, Darrow Strain, Leon Strain, and Suzie Tackas; Advisor: Winston Sides.  A quorum was present to conduct business.  The Chair introduced a new Committee voting member, Leon Strain. 
 
Guests: LOWA Board members Bruce Kay and Tom Sheridan and Finance Committee member Boggs Wright were present.

1. A motion to approve the agenda was made, seconded and carried unanimously.

2. Motion to the approve the minutes of the  July 27, 2009 meeting was made, seconded and carried unanimously.

3. Old Business:
   Subcommittee Status Reports

• Land Use Study.  Orville Dee, Subcommittee Chair, reported that he had received input from the previous Chair, Robert Haring, consisting of a draft outline for the Executive Summary and associated notes. The Subcommittee’s focus will be on updating land parcel data and formulating recommendations for LOWA land holdings as an integral part of the 5 Year Plan. Orville reported the Sub-Committee members are Joan Johns, Darrow Strain, Leon Strain, and Suzie Tackas.

D.  New Business:
2010 Budget Hearings (October 2009).

• The 2010 Budget Hearings are scheduled to be held during the second week in October 2009. The Hearings will be conducted by the LOWA Finance Committee with assistance from the PLANCOM. The hearings will address both the Operational and New Capitol Budget requests for FY 2010 put forward by the General Manager and the Directors of the Operation Centers (OC). The PLANCOM will participate in these meetings to assess the New Capitol requests.  Des Flanigan urged all members of the PLANCOM to attend.  More information regarding the hearings and new capitol requests will be sent to members in the interim.
• The New Capital Budget requests for FYs 2011-2014 will be reviewed by the PLANCOM at a later date. This will assist the GM and OC Directors to finalize and present the 2010 Budget requests and stay on schedule during the initial attempt at an accelerated budget process. The 2011-2014 requests will be prepared by the GM and Operation Center Directors and submitted to the Planning Committee and reviewed separately following the 2010 Budget Hearings.
• PLANCOM Members should contact the Committee’s to which they are liaison representatives to determine if the LOWA Operation Centers are planning to submit New Capital requests and if so, to offer assistance in preparing them.     

5 Year Budget Process. 

• Des Flanigan and Mike Hill met with Ted Wessel, the Acting General Manager on August 18, 2009 to discuss the implementation of the LOWA 5Year Plan for the period FY 2010 – 2014.  All parties agreed it is important that the Planning and Finance Committees work together with the BOD and Management Team to develop a realistic 5 Year Plan starting in 2010. Mr. Wessel wants the Planning and Finance Committees to work together and be more proactive in identifying and defining initiatives that support the near and long-term goals of the LOWA Community. To support this initiative Suzie Tackas will prepare an article for the Lake Currents requesting ideas from all LOWA members for ideas.
• The potential Orange County approval of Wal-Mart’s special use permit may have several impacts on LOW. Two subjects raised during this meeting were possible requirements to modify LOW’s front gate and the Keaton Lake Dam. The PLANCOM will collect data on these potential issues and discuss their possible impact on LOW at our next meeting.

E.  Liaison Reports
Committee Liaison reports were received from  Finance, Golf, Lake Users, Maintenance and Environment, Pools and Fitness, Clubhouse, Tennis,  Maintenance, and Lake Users Committees.  George Colby noted that he had served three years on the Committee and his tenure of service was at an end. The Chair thanked Mr. Colby for his service and requested that he continue to assist the committee especially in the area of Pools and Fitness.

6. Guest Comments:

The Chair asked the Committee Members and Guests if either group had any questions or comments. There being no further comments from Committee Members or Guests the Chair adjourned the meeting at 7:55 PM.  

The Planning Committee will next meet on September 28, 2009 in the Holcomb Building Conference Room.

Desmond W. Flanigan, Chairman, LOWA Planning Committe

Lake of the Woods Association Planning Committee
Minutes of the Meeting September 28, 2009

The Lake of the Woods Association (LOWA) Planning Committee (PLANCOM) met September 28, 2009 in the Conference Room of the Holcomb Building. The Chairman, Desmond Flanigan, called the meeting to order at 7:00 p. m. 

The following were present: Voting Members: Orville Dee, Desmond Flanigan, Dan Greene, Michael Hill, Sue Merna, Mary Nolan, Darrow Strain, Leon Strain, and Suzie Tackas.  Advisors: Don Walters  A quorum was present to conduct business.    
 
Guests: LOWA Board members Margaret Darby, Jeff Flynn, Olive Kelly, Tom Sheridan,  Finance Committee Chairman Jim Drabant, Finance Liaison Dave Mckee, Alicia Payne, Pools and Fitness Vice-Chair Maureen Otero, Ted Wessel General Manager were present.

• A motion to approve the agenda was made, seconded and carried unanimously.
• A motion to approve the minutes of the August 24, 2009 meeting was made, seconded and carried unanimously.

Old Business:

• Results of New Projects Article for Lake Currents.  The Chair introduced the subject by stating that it was the idea of Committee member Suzie Tackas and was written by her.  The article has raised the level of interest in the 5 Year Budget Process throughout LOW members.  Many members are coming forward in several venues (e.g. bridge clubs, social gatherings, and stopping Committee members on the street) to ask discuss their ideas for projects and ask questions about the budget process.  This is a good sign that LOW is interested in their Budget and the Budget Process.     
• FY 2010 Budget Hearings.  The hearings will be postponed until early November 2009.  Following these hearings the PLANCOM and the Finance Committee will conduct the reviews of the out years of the 5 Year Plan (FY 2011 – 2014).
• New Capital Budget Proposals or Requests
• Pools and Fitness: Sue Merna, Chair of the Pools and Fitness presented the proposal for the eventual closing of the Club House Pool and a remodeling of the Sweetbriar Pool Area.  The work on the Sweetbriar Pool could include heating and eventual enclosing. (see encl 1, Pool Proposal)  
• Fitness Center: Dan Greene, Fitness Center Director, presented the proposal for rehabilitation and expansion of the current Fitness Center (see encl 2, Fitness Center Proposal)
• The Chair asked PLANCOM Liaisons to other Committees to address what ideas the Committees with whom they work had for new projects or areas of interest.  Following this meeting the PLANCOM will ask each Committee Chair, via email, for their comments and input to the PLANCOM proposed list of Ideas and Suggestions for the 5 Year Plan.  (See Encl 3, Ideas and Suggestions)

• Land Use Sub-Committee: Status Report (Orville Dee)

New Business:

• 5 Year Plan: The Process; The Schedule; PLANCOM Action Plan (Tasks and Projects): Des Flanigan, Mike Hill (See encl 3, Ideas and Suggestions).  The Committee had previously received the list of projects and issues based on input received from fellow members through different means (e.g. social gatherings; see paragraph “Old Business” above.  The Chair requested that PLANCOM members review the list and provide their comments and recommendations for new projects to be considered for the 5 Year Plan.

• Proposed PLANCOM Evaluation Criteria for New Capital Projects: Des Flanigan, Mike Hill, All PLANCOM Members (See Encl 4, New Capital Project Criteria).  The Committee had previously received the proposed list of New Capital Project Criteria.  The Chair explained that this was a draft of the criteria which the PLANCOM will use to evaluate New Capital proposals for inclusion in the 5 Year Budget.  He requested that PLANCOM members review the list and provide him their comments and recommendations.  This will be an agenda item for the October meeting.  Copies of the draft and final versions will be sent to the LOWA BOD, Management Team, and Chairs of all LOWA Committees.

LOWA Vision and Mission Statement (Introduction by the Chair; All Committee Members’ Comments). The Chair reviewed the proposed Vision Plan that was published in the August 24th Issue of the Lake Currents. The article requested LOWA members send comments to the Board of Directors. In preparation for this meeting the Chair sent copies of the proposed Vision Plan to all PLANCOM members, asking them to be prepared to comment on it (Encl 5).  Each Committee member gave their views. Suzie Tackas proposed the committee resolve to formally send its comments to the BOD. After discussion a motion was made and subsequently amended to read:

  "Resolved: The LOWA Planning Committee, by unanimous vote, strongly recommends that the Board of Directors adopt a LOWA Vision Statement that will provide the general framework for LOWA’s 5 Year Master Plan and will support the associated 5 Year Planning Process."  The Chair asked for a vote to send the Committee resolution to the BOD.

The Committee voted unanimously to approve and send the resolution to the BOD. 

E.  Liaison Reports
Committee Liaison reports were received from  Finance, Golf, Lake Users, Maintenance and Environment, Pools and Fitness, Clubhouse, Tennis, Maintenance, and Lake Users Committees. 

6. Guest Comments:

The Chair asked the Committee Members and Guests if either group had any questions or comments. There being no further comments from Committee Members or Guests, a motion to adjourn the meeting was made, seconded and unanimously approved. The Chair adjourned the meeting at 8:22 PM.  

The Planning Committee will next meet on October 26, 2009 in the Holcomb Building Conference Room.

Desmond W. Flanigan, Chairman, LOWA Planning Committee

Lake of the Woods Association Planning Committee
Minutes of the Meeting
October 26, 2009

The Lake of the Woods Association (LOWA) Planning Committee (PLANCOM) met October 26, 2009 in the Conference Room of the Holcomb Building. The Chairman, Desmond Flanigan, called the meeting to order at 7:00 p. m. 

The following were present: Voting Members: Desmond Flanigan, Dan Greene, Michael Hill, Sue Merna, Mary Nolan, Darrow Strain, Leon Strain, and Suzie Tackas.  A quorum was present to conduct business.   
 
Guests: LOWA Board members P. Roland. T. Sheridan, Finance Liaison D, Mckee.

Chairman Flanigan made the following introductory remarks:

Two Introductions:  new voting member Bill Nowers; the liason from the BOD Rowland;  I have spoken with both concenring our mission, what they can expect from the PLANCOM what we expect from them.

Procedural Note:  During discussion of Committee business I expect our guests to observe common courtesy and not carry on side conversations, especially in these tight quarters. 

Concerning Discussion:Following any motions made and seconded we will have a Committee discussion;  Following Committee discussion I will open the floor to comments by our guests 2 minutes per speaker per subject.

When all business is concluded I will open the floor for questions/comments from our visitors.                 

• A motion to approve the agenda was made, seconded and carried unanimously.

• A motion to approve the minutes of the September,28, 2009 meeting was made, seconded and carried unanimously.

Old Business:

• FY 2010 Budget Hearings
• The 2010 Budget Hearings are rescheduled at the request of the General Manager.  The new chedule is: 4 - 6 Nov and 10 – 13 Nov:  9 AM – 12  PM  Fairways Lounge

New Business:

• Project/Program Capital Expenditure Request Form:  The proposed form was discused and modified. A motion was made to approve the form as amended (encl 1). The PLANCOM Vice Chair, Mike Hill, will coordinate the form with the General Manager and report back any changes. The intent is that the Operation Center Managers will use the form to prepare and present their budget requests.
• LOWA BYLAWS  re: Committees: Chairman Flanigan began the discussion by referencing a proposal by the BOD to the BYLAWS that would impose an unrealistic burden on the already lengthy process of generatating, processing, reviewing and finally voting on proposals to improve LOW. The proposed BYLAW change read:

 “Whenever any Committee plans to submit to the Board of Directors a proposal which would require the changing of any existing amenity, Bylaw, Regulation or fee, it shall invite public comment by the membership at a hearing held no less than seven days after a notice of said hearing, and the text of the change will be published in the Association publication and on its website prior to it being submitted to the Board When the Board receives a committee-approved proposal, it may refer it to such other committee or committees as may be involved for review and recommendations. Those committees may, but are not required to, conduct additional hearings. Further, the Rules Committee is requested to change any other Regulation or Bylaw to conform to this amendment.”
The Chairman submitted the following comment to the BOD:

• Comments and Observations:  The procedure the proposal attempts to describe is difficult to understand and replicate over several months. I assumed the intent was to ensure “openness” in the way all LOWA Committees, including the Board of Directors do business. Committees do their research and analysis informally between their monthly meetings. The motions, discussions, and votes are held in public forum, normally once a month.  The agenda is published 72 hours prior to the meeting on Channel 18. A committee may take anywhere from a minimum of one to several months to complete a proposal or resolution. I performed a time-line analysis of the activities and probable effects of the proposed changes, factoring in the schedules of the committees, the submission and publication time requirements of the Lake Currents, and the Board of Directors’ workshop and meeting schedule. The results, to me, were unacceptable. The proposed change would add an absolute minimum of two months to the current ‘Proposal Process”. The system as proposed is onerous and would impose unnecessary work on the process that performs the “Honest Broker” function for LOWA.
• This year, the Board of Directors in coordination with the General Manager and the Finance and Planning Committees hammered out a 5 Year Budget Planning Process.  One of the primary goals achieved was a dramatic shortening of the Budget Process previously used by LOWA.

Conclusions: 

• The President of the LOWA BOD and the General have gone on record asking the committees to be more proactive in  proposing issues and projects to improve LOW.  If a process similar to this proposed Bylaw change were enacted I believe it would seriously impede any committee action and tend to suppress proactive participation by LOWA Committees. 
• The current research, analysis, and proposal review process used by the LOWA BOD and Committees should remained unchanged.  If studiously followed it provides a sound system for promoting and supporting LOWA member involvement in the Budget and Decision making process.  Additions purely for the sake of  “tone and appearance” are unnecessary and time-consuming for the volunteers who do the work.

Recommendations:
The proposal be deleted 

A discussion followed.  Mr Rowland, the author of the proposal defended it.  He stated the intent was to provide more open oommunications.  All committee members disagreed; they believe it will only impede and further slow down an already involved process.   Chairman Flanigan urged the commmittee members to send their individual comments on the proposed BYLAW change directly to the BOD.

Mr. Greene asked for and was granted the floor.  He began to present an analysis of the Traffic Flow through the LOW Front Gate which the Chairman had asked him to do.  When it became appatannt that the level of detail which Mr Greene was verbally presenting would be better understood if graphically presented the Chair asked Mr Greene to coordinate with the Safety and Security Committee and reschedule his briefing ast a future time.

The Chairman asked if there were further discussions or coments from the guests.  There being none, the meeting was adjorned at  8:21 PM

Lake of the Woods Association Planning Committee
Minutes of the Meeting November 23, 2009

The Lake of the Woods Association (LOWA) Planning Committee (PLANCOM) met November 23, 2009 in the Conference Room of the Holcomb Building. The Chairman, Desmond Flanigan, called the meeting to order at 7:00 p.m. 

The following were present: Voting Members: Orville Dee, Desmond Flanigan, Daniel Greene, Michael Hill, Mary Nolan, Bill Nowers, Darrow Strain, Leon Strain, Jim Wyant.  Absent: Sue Merna, Joan Johns. The PLANCOM consisting of eleven voting members, nine being present, a quorum was present to conduct business.  Absent voting members were: Joan Johns, Sue Merna   
 
Guests: LOWA Board of Directors (BOD) members: Vice President Jeff Flynn, Secretary Margaret Darby, Treasurer Olive Kelly, Directors: Neil Buttimer, Pat Roland. Tom Sheridan; Finance Committee: Liaison Dave McKee, Doug Rogers; LOWA Members: Glenn Bates; LOWA Management: General Manager (GM) Ted Wessel, Assistant GM Rob Martin

Chairman Flanigan made the following introductory remarks:

Hail and Farewells: Hail and Welcome to a new voting member Jim Wyant and LOWA AGM Rob Martin (Mr. Martin is the AGM for Operations.  Most of the Operations Centers will be under his supervision and their funding requests will come through him.  Mr. Elton Rupe is the AGM for Maintenance; he will be responsible for all LOWA maintenance operations); Farewells: Suzie Tackas resigned from the PLANCOM effective on or about 7 November 2009.  She forwarded her letter of resignation to the BOD about that date. When all business is concluded I will open the floor for questions/comments from our visitors. 

A motion to approve the agenda was made, seconded and carried unanimously.
A motion to approve the minutes of the October 26, 2009 meeting was made, seconded and carried unanimously.

Old Business:   Chairman Flanigan introduced the following issues:

• FY 2010 Budget Hearings.  The 2010 Budget Hearings are rescheduled at the request of the General Manager.  The new schedule is: 7 – 9 Dec, 2009:  9 AM – 12 PM in the Fairways Lounge or the Holcomb Building Conference Room.  These hearings are being conducted jointly by LOWA Finance and Planning Committees with the Finance Committee as lead.  The PLANCOM Chairman encouraged maximum participation by PLANCOM Members.  For the conduct of these hearings, the Planning Chair asked PLANCOM members to: Identify yourselves to the Finance Committee Chair as PLANCOM evaluators; Sit where you can; use the Capital Request form and Criteria to assess value of each proposal.  Take and keep copious notes; use a recorder, I will.  Prioritize the proposals at end of each day and again at the end of the Hearings. We will meet at the end of each day and end of all hearings to assemble, organize and prepare our facts, findings, and recommendations.  The goal is to develop and present logical, realistic recommendations to the Board.

• FY 2011 – 2014 New Capitol Budget Hearings. The schedule of the hearings has been coordinated with the GM and AGM for Operations. They will be conducted January 19–22, 2010, 9 AM–12 PM; in the Fairways Lounge or the Holcomb Building Conference Room. They will be conducted jointly with the LOWA Finance Committee with the PLANCOM as lead committee. Participants are requested to follow the same guidance as for the FY 2010 Hearings.

Status Reports:

• Project/Program Capital Expenditure Request Form: D. Flanigan

D. Flanigan distributed an updated version of the Capital Expenditure Request Form. The form has been coordinated with LOWA Management and will be used by requestors in the upcoming Budget Hearings.

• 5 Year Plan Status: M. Hill

M. Hill began by stating the initial implementation of the 5 Year Plan (FYP) will commence with the FY 2010 Budget Hearings on December 7, 2009. Once these hearings are finalized the 5 Year Planning process will continue with the New Capitol Budget Hearings for the Out years, FYs 2011 – 2014, in January/February 2010.  We plan to present the Final Draft of the 5 Year Plan to the BOD for comment in April 2010.  A key element of our LOWA Budget for every year is the amount of money the BOD decides should be in our Reserves. LOWA Management has just completed the Reserve Study (RS) update by developing the list of major items for which we contribute to the reserves. The current estimate for contributions to reserves is approximately $980,000. The RS identifies the items on which Reserve funds will be spent and the FY in which the funds are planned to be expended. We are assuming that is the correct amount and proceed from that basis to scrutinize requests for New Capital projects and proposals. The Draft FYP states it supports the LOWA Vision Statement. We still do not have a Vision Statement from the BOD.  We are assuming the BOD will provide one and we will use it when it is received.  If the BOD does not pass a new Vision Statement we will use the most current one. At this point N. Buttimer asked a question regarding a LOWA Mission Statement the BOD had previously proposed. The Chair replied that he did not know the status of the “Vision Plan” that Mr.  Buttimer authored and for which comment was requested and provided. D. Flanigan explained: the theory on which most businesses operate and the one on which LOWA management, and the Planning and Finance Committees are operating is this: A very general Vision Statement (not a detailed Vision Plan) is developed that states the general goals of the organization.  A more detailed Business Plan (e.g. the 5 Year Plan) supports the Vision Statement; the individual FY Budgets, in turn, support the 5 Year Plan.  This concept was researched and developed in coordination with LOWA Finance Committee.  Both committees furnished comments to you and the BOD stating this concept and recommending a revised LOWA general Vision Statement.  We have heard nothing to date and we are waiting on you.

Mr. Hill continued: In the FYP we are proposing the establishment a New Capital Reserve Category.  The purpose is to afford our Operating Centers a means to “budget: or set aside or save funds for several FYs in preparation for a major expenditure, especially one programmed for an out year in the FYP. This will afford LOWA the ability to prepare and implement a fiscally responsible plan that supports all its members. In summary, this concept will give us the tools so we can save for the things we decide we need. M. Nolan asked if there were a requirement for a large capital expenditure in the next few years, is there currently a mechanism for setting aside some money each year for that specific purpose. Mr. Hill replied that there was not. That’s what the purpose of this effort is. The establishment of a New Capital Reserve as a part of the Five Year Plan will give us the ability to do just that, put money aside for specific future New Capital expenditures. 

Mr. Sheridan commented that he agreed with M. Hill on the establishment of the New Capital Reserve.  If funds were not sufficient, he stated, then the additional funds could be raised by increasing the assessment. D. Flanigan replied the 5 Year Plan is based on the concept that only the BOD has the authority and responsibility to authorize expenditures for major items in our Budgets. The Planning Committee reviews the justification for all requests for New Capital Funds. It coordinates with the Finance Committee to see how much money is available. If requested funding exceeds the BOD’s budget guidance an alternative to increasing the assessments is to determine what projects or operations can be cancelled or  curtailed in to generate the requested amounts. This is commonly referred to as identifying “trade-offs” or “bill-payers” to pay for the new proposals.

• Land Use Study Status: O. Dee

O. Dee Stated the Sub-Committee plans to have a draft report ready by February 2010.  Current focus is on finalizing the identification of LOWA owned “Well Lots”, at least one of which has conflicting data regarding ownership by LOWA. The Sub-Committee has made recommendations on reconfiguring several lots in order to make them more “saleable”. This will require consultation with LOWA Counsel.

• LOWA BYLAWS re: COMMITTEES: D. Flanigan

Chairman Flanigan began the discussion by referencing a proposed change by the BOD to the BYLAWS concerning Committees that would impose an unrealistic burden on the already lengthy process of generating, processing, reviewing and finally voting on proposals to improve LOW. The proposed change was discussed during PLANCOM’s October Meeting.  The Chair stated that he felt so strongly that this proposed change would add an absolute minimum of two months to the current Proposal Process. You all know what epoxy is.  It will bind almost any substance known to man, including man if you’re not careful.  It has been said that “Bureaucracy is the Epoxy that lubricates the wheels of government.” The proposed Bylaw change we discussed last meeting regarding Committees is perfect example of the accuracy of that statement. That proposal has not been changed and this concerns me. Therefore I believe it necessary to call the BOD’s attention to it by formal resolution. I have discussed this with the Finance Committee Chair and members and we are in complete agreement. The Chair proposed a resolution be sent to the BOD. Following discussion, the initial proposal was amended, Seconded, and Unanimously Approved. Finalized it read in part: The LOWA Planning Committee unanimously requests and strongly recommends to the LOWA BOD:  

“The change proposal to LOWA Bylaws, Section D2, Committees, referred by the board for comment [as quoted in paragraph 1 above,] be deleted.

The current research, analysis, and proposal review process used by the LOWA BOD and Committees remained unchanged.” (encl 1)

• Finance: LOWA Reserve Study: D. McKee.  A major dollars and philosophy issue in the upcoming FY 2010 Budget and the entire 5 year Budget Process is the amount of money we will allocate each year to LOWA Reserves. We need to know how these figures are derived and justified if we are to honestly and fairly evaluate the proposals.  The Chair previously asked Mr. McKee to give the committee a briefing on the Reserve Study and how the yearly amount that LOWA deposits in the Replacement Reserve is justified and calculated. In brief the amount of the contribution to replace items is calculated by dividing the initial price by the Economic Life in years.  Contributing this amount each year for all items that we decide need to be replaced is termed “full funding”.  Replacing only a percentage of the total amount is “cash flow” funding.  The GM stated the “Industry” has not decided what minimum percentage is necessary to avoid unacceptable risk but <70% is considered risky. Currently LOWA’s is using the “Cash Flow” method but has not decided on a percentage. The Chair stated this is a BOD decision that must be made soon so LOWA can develop and implement a responsible budget.

New Business:

• PLANCOM Study and Project Organization: M. Hill.  PLANCOM has several projects it conducts each year (i.e. New Capital Budget Process, the Annual Survey, Five Year Plan Update, Land Use and Ad Hoc BOD, and self-directed studies. In order to do this more efficiently M. Hill suggested that the PLANCOM organize standing Sub-Committees next year to address these requirements. The members of each Sub-Committee would have varying time remaining to serve on the PLANCOM so that an institutional memory would be established. The Chair made the motion to establish the standing committees; the proposal was seconded, discussed, and unanimously approved. Committee members were asked to volunteer for the Sub-Committees
• FY 2011–2014 Budget Hearings: Organization and Conduct D. Flanigan

Tentative schedule Week of 18 January (19–21 Jan, 18 Jan is a holiday)) in a schedule similar to the 2010 Budget Hearings.

• THIS LEADS TO our December meeting Schedule.

 PLANCOM December Meeting: D. Flanigan Currently Mon 28th Christmas is Friday, there for Tuesday or Wednesday 29 or 30 Dec? Or wait until Jan 11 and have that as our January meeting and have no December Meeting?

• Liaison Reports: (Please limit to 5 Minutes each)
• Finance: D. Strain: The Finance  Committee  (FINCOM) reported and discussed the following: there will be a regularly published progress report on our Dam Upgrade Modification Project (DUMP) in the Lake Currents; several FINCOM members questioned the usefulness of their liaison personnel to other committees; the Storm Water Study Group has made several controversial recommendations.  The Golf Course/Committee may ask funds for replacement of the current Cart Barns and Security Committee is recommending the GM consider purchasing a Motorcycle for USSA.
• External Affairs: J. Johns: No report.  The Chair asked P. Rowland if the EXTAFF had elected a Chair; he replied no, Chris Burr was acting Chair.
• Pools and Fitness: S. Merna
• D. Flanigan gave the report: The Pools and Fitness has withdrawn the proposal to close the Club House (CH) Pool.  Proposals will be forwarded to the BOD for FY 2009 to effect necessary repairs to the CH Pool and associated locker/shower facilities, replace old furniture, and replace pumps.  Further proposals are in being considered for repairs to the CH Pool deck and associated areas.
• Maintenance and Ecology Committee (MEC): D. Greene:  There will be a request for New Capital in the FY 2010 Budget for aeration of the Small Lake, approximately $18,000.
• Lake Users Committee (LUC): M. Nolan: The Coast Guard Auxiliary made a presentation to the Lake Users describing their training and assistance programs that could be brought to LOW and asked for volunteers. Lake Manager reported the carp are keeping the vertical growth of grass/hydrilla under control but there is still lateral growth. The LUC in coordination with Rules Committee is considering modification of LOW Boating Regulations concerning mooring unattended watercraft. The hours for Lake Security Patrols are being revised to increase Security presence during heavy use days; the total hours will remain unchanged at 750 total hours.
• Clubhouse and Golf: M. Hill:  Club House Committee (CHCOM): D. McKee, as Chair of the CHCOM, requested the floor and gave the following report: Members of the CHC are working with Management to request the remodeling of the Lower Level of the CH; they have volunteered to assist by providing demolition labor; the CH Committee has submitted plans to the GM and PLANCOM for an additional walkway connecting the upper CH parking lot to the CH level. The CH Committee was unsure which Ops Ctr should submit the request, the CH or M&E. The Chair replied that PLANCOM does not, as a rule, present requests for funds for other Committees; it is the responsibility of each Committee to present its own requests at the Budget Hearings.

• Safety and Security: D. Flanigan: The S&S Committee will request and recommend that the GM install “Speed Humps” at selected sites in a test to attempt to slow drivers who speed within LOW.  Reference LOW Street Signs: As strongly supported by the 2009 LOWA Survey (more than 50% of the respondees wanted the signs replaced for a stated cost of $15,000 per year for five years) the S&S Committee will recommend Street Sign Replacement in the FY 2010–2014 Budgets. In relation to S&S, Committee member Bill Nowers made the statement that LOWA home owners who were in arrears on their assessment currently have their entry “Bar Code” deactivated and it takes four days to reactivate once they pay their dues; he stated the owners should not be barred from their homes. LOWA GM responded: the owner cannot legally be barred from entering but they can be denied use of the automatic gate and required to show their ID each time they wish to enter; obviously they can’t enter via the back gate since it is Bar Code access only.

The Chair asked the Committee Members and Guests if there were any comments or questions.  There being none he declared the meeting adjourned at 8:35 PM.

The Chairman asked if there were further discussions or comments from the guests. There being none, the meeting was adjourned at 8:35 PM

Lake of the Woods Association Planning Committee
Minutes of the Meeting February 22, 2010

The Lake of the Woods Association (LOWA) Planning Committee (PLANCOM) met February 22, 2010 in the Conference Room of the Holcomb Building. The Chairman, Desmond Flanigan, called the meeting to order at 7:00 p. m. 

The following were present:

PLANCOM
Present: Laurie Brown, Orville Dee, Desmond Flanigan, Daniel Greene, Mary Nolan, Bill Nowers, Darrow Strain, and Leon Strain.  The PLANCOM consisting of eleven voting members, eight being present, a quorum was present to conduct business.  Absent: M. Hill, S. Merna, J. Wyant  
 
Guests:

LOWA Board of Directors (BOD) Representing the BOD were Vice President J. Flynn, Secretary M. Darby, Directors: N. Buttimer, P. Roland, and T. Sheridan;

Finance Committee: D. McKee

LOWA Members and Guests:  J. Ann Capewell

• A motion to approve the agenda was made, seconded and carried unanimously.

• A motion to approve the minutes of the January 22, 2010 Meeting was made, seconded and carried unanimously.

A motion was made by O. Dee and approved to add an item to the Agenda recommending a BOD decision on the future of the Campgrounds.  O. Dee made a Motion “To alert the BOD to the need to make a decision to refurbish and maintain a reduced number of pads/station (either 10 or 6) or consider conducting a referendum to close the campgrounds.”  Following discussion the motion was made, seconded and approved to table the campgrounds item until the next meeting.

Unfinished Business:   Chairman Flanigan introduced the Review of the Draft 2010 PLANCOM Survey.  He explained the initial intent of the 2010 survey was to collect demographic data only.  The initial focus had been expanded beyond demographics by some PLANCOM members who recommended questions addressing the use of LOWA amenities and the functionality of provided services.  The Committee discussed each question and labored over the individual responses, finally developing a revised draft.  The Chair stated he would prepare the revised draft reflecting this meeting and consider all comments and recommendations.  The Meeting was adjourned 9:07 PM.

NB The Survey draft revision was distributed to all PLANCOM members by the Chairman on February 26, 2010 (see attachment:  2010 Survey_Coord Draft)

Lake of the Woods Association Planning Committee
Minutes of the Meeting March 22, 2010

The Chair, D. Flanigan called the meeting of the LOWA Planning Committee (PLANCOM) to order at 7 PM March 22, 2010
  
PLANCOM Members Present: Voting: L. Brown, O. Dee, D. Flanigan, D. Greene, M. Hill, S. Merna, M. Nolan, W. Nowers, Darrow Strain, Lee Strain; Advisor: D. Walters.  The Committee consisting of ten members, ten being present, a quorum was achieved and the committee could conduct business.
Guests: LOWA Board of Directors: M. Darby, Secretary; J. Flynn, Vice President; Finance Committee: B. Wright; LOWA Management: R. Martin, AGM OPS

The Chair moved to approve the Agenda; the motion was seconded and unanimously approved.

The Chair moved to approve the Minutes of February 22, 2010; the motion was seconded and amended to change the recorded motion by O. Dee “to add an item to the agenda recommending regarding a BOD decision on the future of the Campgrounds”  by deleting the word “regarding” in the sentence. The minutes, as amended, read “to add an item to the Agenda recommending a BOD decision”. The motion, as amended, was unanimously approved.

Unfinished Business:

Membership

• The Chair announced that Jim Wyant resigned due to a change in situation and could not give the time to Planning he believed he should.  He said he wanted to remain involved and would like to be an Advisor.  Per LOWA Board of Director’s (BOD) Vice-President J. Flynn, J. Wyant will be changed from Voting status to Advisor.

Status of LOWA Campground

• Re: Motion to recommend changes to Campground was tabled last meeting; Orville Dee motioned to table it to next month while awaiting more data.  Motion was made, seconded, and approved.
• Approve Draft Five Year Capital Budget Plan FY 2010 – 2014 for coordination.
• Darrow Strain reported he had reviewed the draft Capital Budget Plan FY 2010 2014 (CBP 2010 - 2014), found it to be acceptable and motioned that PLANCOM approve the draft and forward it to the BOD for approval. The motion was seconded and floor opened for discussion. The discussion highlighted the fact that New Capital expenditures contained only projects for FY 2010 and none for the out years 2011-2014. The Chair explained that during the budget sessions the LOWA General Manager (GM) stated there were no projects ready for presentation for funding in the out years 2011–2014. Based on this the Chair decided that, following the discussion and vote on CBP 2010–2014, the floor would be opened for discussion of potential New Capital projects in the out years. Discussion of the motion was ended. The Committee voted unanimously to approve the Draft CBP 2010-2014 and forward it to the BOD for approval (encl 1).
• Approve PLANCOM Charter Reformatting and Exceptions for submission to LOWA BOD

The Chair moved that the revised and reformatted draft charter be approved and forwarded to the BOD for approval.  The motion was seconded and the floor was open for Committee discussion. The Chair read the draft and the Committee discussed and voted on each paragraph. At the conclusion of discussion the Chair moved to approve the final Revised Charter (encl 2) and forward it to the BOD for approval; the motion was seconded and unanimously approved.

• The Chair opened the floor for suggested New Capital Projects for the “out years”, 2011 – 2014, for the Capital Budget Plan 2010-2014.  D. Greene and O. Dee moved that nine projects be recommended to the BOD and the GM for consideration.  Each of the nine motions was seconded, discussed and voted on. The PLANCOM unanimously recommended the projects be forwarded to the BOD and the GM.  Based on the PLANCOM’s on-going Land Use Study up-date and community members input, your LOWA Planning Committee (PLANCOM) believes the following projects requiring New Capital appear to have merit and are worthy of consideration by the LOWA Board of Directors and the General Manager for further study and potential inclusion in the Capital Budget Plan 2010-2014 (encl 3). 

New Business:

• Election of PLANCOM Officers

The Chair moved that Michael Hill be elected to Chairman of the LOWA Planning Committee; the motion was seconded and unanimously approved.  D. Flanigan moved that Darrow Strain be elected to Vice Chairman of the PLANCOM; the motion was seconded and unanimously approved.  D. Flanigan moved that Laurie Brown be elected to Secretary of the PLANCOM; the motion was seconded and unanimously approved.

Adjournment:  There being no more business to conduct, the meeting was adjourned at 9:01 PM March 22, 2010.

Lake of the Woods Association Planning Committee Minutes
of the Meeting April 26, 2010

The Lake of the Woods Association (LOWA) Planning Committee (PLANCOM) met April 26, 2010 in the Conference Room of the Holcomb Building. The Chairman, Mike Hill, called the meeting to order at 7:00 p. m.

The following were present:

Planning Committee: Mike Hill, Sue Merna, Orville Dee, Daniel Greene, Bill Nowers, Darrow Strain, and Leon Strain; a quorum was present to conduct business.
Absent: Laurie Brown, and Mary Nolan

Guests:
LOWA Board of Directors (BOD) Representing the BOD were; Pat Rowland (liaison), Tom Sheridan, Margaret Darby, Jeff Flynn
Finance Committee:
Boggs Wright (Chair), Dave McKee
LOWA Members and Guests:
Jennifer Zukowski, Pool & Fitness Chair

1. Agenda approved unanimously

2. March Meeting Minutes approved unanimously

3. Old Business: Subcommittee Status Reports

• Status of LOWA 2010 Master Plan (M. Hill): PlanCom has been receiving suggestions from various sources including BOD regarding 2011 Master Plan. PlanCom Liaisons will discuss suggestions with assigned committees. BOD has indicated they would be willing to consider outside/contract guidance in developing 2011 survey to get input from members.
• Land Use Study update. (O. Dee): Draft scheduled to be presented at June meeting no later than July meeting. Campground: Campground is being underutilized. Land use Committee Proposes to reduce spaces from 25 to 7 RV parking spaces. Maximum recent usage has been 7 spaces. Five lot owners used campground last year for short term camping. Questions were raised as to why 2 lot owners were occupying campground for 9 consecutive months. Question was also raised regarding possibility of metering electric use. Answers/BOD decision TBD. PlanCom will announce plan to discuss campground reconfiguration at next meeting in the Lake Currents in order to give residents a chance to attend and provide comments.

4. New Business:
• Reconstitute the Planning Committee
Liaison and standing committee assignments for 2010 were determined. Chair will send updated roster with assignments, phone numbers and email addresses to members prior to next meeting. Chair encouraged all liaisons to be active participants when attending assigned committees.

Liaison Reports:
Golf Committee: Irrigation proposal may be presented as CB request; details to be determined.

Finance Committee: Held elections, Subcommittee appointed to make recommendations as to whether property owned on Route 3 can be sold, discussed Holcomb Bldg & front gate modifications,

Tennis Committee: Continued problems with vandalism of Tennis Courts in Hollyfield Park. A combination lock on a tennis court gate was broken by vandals. The Tennis Committee Chairman will bring this to the attention of the Safety Committee Chairman and the General Manager. The Planning Committee may receive a request in the future from the Tennis Committee and General Manager to finance the installation of a security camera.

Guest Comments: none
Adjournment: Meeting was adjourned at 8:00.
Next meeting: 7:00 PM, May 24, 2010 Holcomb Building (fourth Monday)

Lake of the Woods Association
Planning Committee Minutes of May 24, 2010

The Lake of the Woods Association (LOWA) Planning Committee (PLANCOM) met May 24, 2010 in the Conference Room of the Holcomb Building. The Chairman, Mike Hill, called the meeting to order at 7 p. m.

The following were present:
Present: Mike Hill, Sue Merna, Leon Strain, Darrow Strain, Bill Nowers, Mary Nolan, Daniel Greene, Orville Dee, Laurie Brown; a quorum was present to conduct business.
Absent: Jim Wyant,

Guests:
LOWA Board of Directors (BOD) Representing the BOD were; Pat Rowland (liaison), Tom Sheridan, Jeff Flynn
Finance Committee: Dave McKee, Boggs Wright
LOWA Members and Guests:
Kerry & Ed Gryozynski, Paul Kennedy, Don Walters, Bob Shop, Bob Spencer, Paul & Glenda Skolarhi, Al Mayott (liaison Safety and Security)

• Agenda approved unanimously
• April Meeting Minutes approved with changes unanimously
• Old Business
• Campground Reconfiguration  

A proposal was presented from the Land Use Committee to reduce the size of the current campground to 10-12 RV sites and to relocate RVs currently being stored at the campground to a storage location. The campground is no longer being used by weekend and or short term campers and the costs for long term renters far exceeds the income for the spaces There was lengthy  discussion from members and guests regarding the proposal. The Land Use Committee will present a final revised proposal and email copies to the committee two days prior the next meeting for continued discussion.

• Review of Planning Committee Charter after Board Comments

BOD comments on the Draft PlanCom Charter were discussed. The Charter was amended based on BOD comments and committee discussion and was approved by the committee.  The Charter will be presented to the BOD on Wednesday. Members of the committee will receive a copy of the revised charter from the Chair via email

• Five Year Plan Update

The GM’s office would like to assume some of the tasks the PlanCom has been carrying out related to the Five Year Plan. The standing committee will be meeting with the GM to discuss. The PlanCom Chair will inform the committee of the meeting outcome at the next PlanCom meeting.

• New Business None

5. Liaison Reports:

• Golf Committee: The committee is putting together a proposal to replace the irrigation system at the course
• Fitness & Pool: This committee is now two separate committees. Both are in the process of determining issues of officers, membership and charters.
• Youth Activities: The committee is working on their charter. They want to develop their charter in a way that fosters more collaboration with other groups in the community.

• Finance Committee: The committee decided to continue to care for and pay utilities for the Germanna property for another year. The committee charter has been approved by the BOD. The first and only charter approved thus far

• LUC: The committee discussed the need for to become familiar with all the marinas, beaches, parks and   docks and generate proposals for the maintenance, improvements and enhancements of facilities. In addition to inspecting all the facilities, look at where additional boat docks and kayak racks can be located.

• M & E: The committee has new officers and is working on new surveys. They have decided rather than wait for REC to install a substation they are going to install the aeration system then hook up when the substation is installed
• Tennis Committee: Committee tabled discussion of security cameras and systems because there had been no response from GM office. Also LOWA Attorney would not recommend use of fake cameras. No other capital improvement needs.

Court rebuilding is needed every 5 years at a cost of approximately 35-40K per court. Courts 5 & 6 would be next. Court resurfacing is needed every 3 years. Courts 3 & 4 are next and should be considered for 2011. Cost 12-15K each. The Tennis Committee currently has no officers because no one volunteered for an office.

• Safety & Security: No report was giver by PlanCom Liaison A. Mayott.  Comments from L. Strain: The committee moved to prepare a report to the BOD concerning their recommendations requesting surveillance cameras and systems for tennis courts, parks and other areas.

Other projects under consideration: the possible moving of the security building in conjunction with improving the front gate. 

6. Guest Comments: There was a great deal of discussion regarding the campground reconfiguration

Adjournment: Meeting was adjourned at 8:55
Next meeting: 7:00 PM, June 28, 2010 Holcomb Building (fourth Monday)

Lake of the Woods Association Planning Committee
Minutes June 28, 2010

The Lake of the Woods Association (LOWA) Planning Committee (PLANCOM) met June 28, 2010 in the Conference Room of the Holcomb Building. The Chairman, Mike Hill, called the meeting to order at 7:00 p. m. 

The following were present:

PLANCOM Present: Mike Hill, Sue Merna, Leon Strain, Darrow Strain, Bill Nowers, Mary Nolan, Daniel Greene, Orville Dee, Don Walters, Laurie Brown, a quorum was present to conduct business. 

Guests:
LOWA Board of Directors (BOD): Pat Rowland, Tom Sheridan
Finance Committee: Dave McKee
LOWA Members and Guests: Paul Kennedy, Bob Shope

• Agenda approved unanimously
• May Meeting Minutes approved unanimously
• Old Business:
•     PlanCom Charter - going to be discussed at next BOD meeting if PlanCom members wish to attend

•      Subcommittee Status Reports

          Campground Reconfiguration: -The following motion was made, seconded and approved unanimously:
                 “ reduce the number of campground RV parking stations from 34 to 12, consolidate these stations to a central location and relocate RV and trailer storage to Life Estates (temporary solution). This would allow for better control of camping ground and use of land in the future” 
     The motion included forwarding the above recommendation and report by the Land Use           Subcommittee to the BOD for consideration at their next meeting.

• Status of Land Use Study – Draft REPORT available at next meeting

• Status of Survey – Subcommittee had first meeting, developed goals and timeline for work on the survey; emailed BOD and committees for suggestions for survey questions related to goals; contacted civic groups for input and will put notice in Lake Currents.  There was some discussion regarding professional assistance from a professional group. The Survey Subcommittee would like to keep this option open but does not want to use option at this time.

• Status of Five Year Plan – Subcommittee is waiting for charter approval

• New Business: None

5. Liaison Reports:

• Communication: The committee has a new chair Kerry Sipe

    ComCom has gained authorization from the GM to contact host servers with the goal of increasing the capabilities of the LOW website. The committee reviewed proposals and discussed the pros and cons of several host servers at its last meeting and has chosen host server to begin negotiations.

    The committee wrote an article for the Lake Currents aimed at determining the possible level of interest the community may have in video recording short human interest articles on DVD discs that could, if judged suitable, be displayed on channel 18. Thus far there has been a very limited response

The committee plans to complete the request form and submit a proposal for an am advisory radio station The Committee is waiting for the call and a schedule fornew capital expenditures submittals.

• M&E: The aeration system for Keaton Lake is in place and will soon be up and running full time. In a few weeks they should be seeing a difference. Staff will be making reports to M&E.
• Clubhouse:  May sales were under budget expectations. One large event was canceled at the last minute. There was a suggestion in regard to raising the penalty fee which is currently very low. The clubhouse has a 15k budget to refinish furniture; several pieces have been completed. There has been some vandalism in the clubhouse restrooms. There are some problems with the current public address system. The committee may be submitting a request to the planning committee for an upgraded system. The plans for the terraced walkway have not been completed
•      Equestrian: The committee has reached an agreement with Flat Rock Farm as an evacuation site for the horses. They still need the 4 horse trailer.
• Golf: Working on trying to increasing tournaments. There has been some       vandalism at the WC. The plan for the new irrigation system is on hold until a complete plan for the course has been determined.
• Lake Users: Committee completed their assessment of LOWA marinas, beaches and lake access areas. Very detailed report breaks down information by area. Maintenance has already scheduled some of the recommended items.
• Youth: Committee is working on Charter.
• Pools: Use of the pools has greatly improved. Residents seem very pleased with the new fee. Pool area has also been a target for vandalism with new furniture being thrown in to the pool.
• Tennis: Committee approved budget. Received approval to install wind screens. Screens will be installed by maintenance 
• Safety and Security: Committee discussed front gate preparing a report to submit to BOD
• Finance: Committee expressed an interest in getting involved in the different insurances for LOWA. There are members on the committee who have backgrounds in insurance. They sent a recommendation to the BOD to form an insurance working group that would be involved in the yearly review currently being conducted by the GM.

Board Laision Comments: BOD has established a new ad hoc committee on lake safety. This committee may have some requests for capital expenditures they are looking at the capacity to provide an interactive website to take the boating tests

Guest & Member Comments: There was discussion regarding the incidents of recent vandalism and the effect this vandalism is having on the maintenance cost of amenities Several amenities have been targeted recently.

Adjournment: The Chairman adjourned the meeting at 8:05 p.m.

Next meeting:  7:00 PM, July 26, 2010 Holcomb Building (fourth Monday)

Lake of the Woods Association Planning Committee
Minutes July 26, 2010

The Lake of the Woods Association (LOWA) Planning Committee (PLANCOM) met July 26, 2010 in the Conference Room of the Holcomb Building. The Chairman, Mike Hill, called the meeting to order at 7:00 p. m. 

The following were present:

PLANCOM Present: Mike Hill, Sue Merna, Leon Strain, Darrow Strain, Bill Nowers, Daniel Greene, Orville Dee, Don Walters, Laurie Brown, a quorum was present to conduct business.
Absent: Mary Nolan, Jim Wyant

Guests:
LOWA Board of Directors (BOD): Tom Sheridan, Jeff Flynn and Ted Wessel, GM
Finance Committee: Dave McKee
LOWA Members and Guests: Bob & Ruth Dailey, D. Rodgers, Bob Shope, A. Mayott (S&S)

• Agenda approved unanimously
• June Meeting Minutes approved unanimously
• Comments from the Chair: Request subcommittee chairs and committee liaisons send brief synopsis of liaisons reports and/or subcommittee status reports (preferably via email) to secretary. It will greatly simplify secretary’s life and enhance report accuracy.

Report on campground reconfiguration has been submitted to the BOD and is scheduled to be on their agenda for the August 7 meeting. Some BOD members have requested a tour through the Campground and Life Estates to ensure they know exactly which areas are being discussed. Tour will conducted Wednesday at 2:00pm.

•      Status of Land Use Study: The study is quite large and therefore has presented a number of equipment and organizational problems. Some suggestions were made regarding the need for equipment with greater capacity and the possibility of engaging LOWA staff or at least LOWA equipment to assist in this project. The chair will discuss these possibilities with the GM. One segment of the study should be ready for committee review at the August meeting.

• Survey: There is an article in the Currents, letters have gone out to all committee chairs, there is an announcement on channel 18 but it is quite difficult to read. There have been comments from residents which is very encouraging. The Golf Committee has also responded. The subcommittee plans to begin working on responses and questions in September.

• Charter: The PlanCom Charter was approved with some changes at the last BOD meeting. Copies to committee members will be forthcoming

• Status of Master Plan – The LOWA GM is going to perform the functions(gather information, draft and update) pertaining to the Five Year Capital Plan which PlanCom performed last year as the Master Plan. The PlanCom will be responsible for  the Master Plan which is best described as what the committee thinks LOWA should have in out years without consideration for how it is paid for or which budget it comes from.

New Business: None

Liaison Reports:

 Communication: No meetings since last PlanCom meeting

• M&E: Reviewed all maintenance accomplished in the past month. Road work on Tall Pines has been completed. The community reviewed four buildings. The dam was reviewed and permit received. There are rather stringent monitoring requirements for maintenance. There was also some discussion about the future of the compactor. The contract with Orange County is currently up for review.  

•      Equestrian: The committee has completed final contract agreement with Flat Rock Farm as an evacuation site for the horses. The committee charter has been reviewed and approved.

• Golf: Tom Sheridan announced at the golf committee meeting that the new irrigation system for the golf course was on the BOD agenda for their next meeting. In addition the Golf Committee introduced survey questions to submit to Planning (copy attached).  It was suggested that Planning would need the list prioritized as Planning's Survey had to cover all of LOWA and chances were three pages of survey question from any given committee would probably not be accepted.

• Lake Users: The LU Committee wants a timeline for when to submit Capital projects to the PlanCom and when is the last day that a capital project can be submitted to the Plan Con. Liaison will share the above report and related changes on the Capital Plan and the Master Plan with the LU Committee. Have completed assessment of lake assets. The July 3rd accident is being investigated by the state and their results will be posted on the state website. The hopes for satellite photos of the lakes to determine contamination are not going to materialize because of the trees.

• Youth: The committee charter has gone back to the BOD

• Pools: Elected new officers. There continues to be an increase in pool usage.

• Tennis: No new capital improvement issues were raised. Ken Kaltenmard will remain acting chairman until replacement can be found.  He will continue discussions with Planning and Safety and Security committees regarding security needs for the tennis complex and improvements; will request at their next meeting that he prepare a list of committee and LOWA member questions to include for the Survey committee. 

• Safety and Security: No new capital improvement issues were raised.  A memo has been sent to the LOWA GM, recommending the purchase of a LIDAR device with camera that records speed and vehicle identification; this would be less than the $3,500 required for a capital improvement. Front gate issues are still being studied and will be presented to the committee.  The committee will review and forward it to the BOD. Will request at their next meeting that the committee prepare a list of committee and LOWA member questions to include for survey committee

• Finance: Olive Kelly (BOD Liaison) reported overdue accounts outstanding total almost $450. This includes annual and special assessments for this year and past years. This amount is approaching 5% of accounts collectable. 5% is considered high under most accounting principals. The FC will be reviewing LOWA’s procurement procedures at the next scheduled meeting. LOWA has a new Director of Finance Larry Cole.

Board Liaison Comments: The BOD Liaison was not available for comment

Guest & Member Comments: There were some questions and discussion regarding the recommended changes to the campground.

Adjournment: The Chairman adjourned the meeting at 8:25 p.m.

Next meeting:  7:00 PM, August 23, 2010 Holcomb Building

Lake of the Woods Association
Planning Committee Minutes of the Meeting
August 23, 2010

The Lake of the Woods Association (LOWA) Planning Committee (PLANCOM) met August 23, 2010 in the Conference Room of the Holcomb Building. The Chairman, Mike Hill, called the meeting to order at 7:00 p. m. 

The following were present:

PLANCOM
Present: Mike Hill, Sue Merna, Leon Strain, Darrow Strain, Bill Nowers, Mary Nolan, Daniel Greene, Don Walters, Laurie Brown, a quorum was present to conduct business. 
Absent Orville Dee

Guests:
LOWA Board of Directors (BOD): Pat Rowland & Tom Sheridan
Finance Committee:  Boggs Wright

LOWA Members and Guests:

Agenda:  Agenda approved unanimously
July Minutes were amended to correct name of new Director of Finance and approved unanimously

Comments from the Chair
The terms of some members of the committee will expire next year, therefore it is important for all members to be recruiting new members. Also according to the bylaws currently in place the committee is required to reconstitute by September 1.

Old Business
Status of Land Use Study: No report

Status of Survey: September 1 is the deadline for resident and committee input. There has been quite a bit of input from residents and a few committees. The Survey group will meet in September to discuss suggestions and develop a plan for survey  format.

Board Action of Campground Proposal: The BOD split the Campground reconfiguration proposed by the Planning Committee into two separate tasks.  The BOD directed the GM to report back to the BOD on a method to reconfigure into the twelve sites as proposed by Planning.  The BOD then returned the issue of storage for RVs back to the Planning Committee for further study and advised that Life Estates was not a suitable option.

New Business

Reconstitution: A motion was made, seconded and approved unanimously to re-elect the current slate of committee officers.

Using Reserve Accounts as a Reference: A suggestion was made by Mr. Greene that a copy of the Four (4) Reserve Accounts be made available to the Planning Committee Members and be used as an overall reference for discussions of Proposed and Future projects. The Reserve Accounts have details of what Projects/Replacements have been planned for and are presently being funded. They also show what is not being considered for now or in the future. As pointed out by Mr. Sheridan, BOD, any item costing more than $3,500 has a Cost to Replace that is established when purchased or built and is directly funded by our Assessments. Chair will foward report to any committee member who requests it.
   
Mr. Sheridan also suggested that the Planning Committee spend some time thinking outside the box. Is our Communication program and system adequate/up to date? We have increased the number of homes at LOW; what infrastructures need to be upgraded to accommodate the increased usage and number of cars and people? Front gate, back gate, Club House dock, Main Marina, Small Marina, street/road signage, walking paths, Front Gate message board, Holcomb building layout, LOW Member Card that can be used at all the Point of Sale points, i.e., Holcomb Building, Club House, Main Marina, Pro Shop, Fairway, Equestrian Center, etc.

Liaison Reports:

Golf: Committee approved and forwarded a list of suggestions for survey questions to the PlanCom.

Fitness: A compilation of attendance has just been completed  which will be a springboard for the sizing of the fitness center. Attendance is averaging over 56 people per day. Proposals are being drafted for what a new fitness center should look like. New equipment should be arriving Thursday.

Pools: greater use of the pools continues. The money taken in this year is expected to be equal to or greater than that of last year. The committee is working on a snack bar for next year.

Community & Youth: The committee  would like to carry out some revenue producing activities such as horseshoe or basketball tournaments  and they would like to keep the revenue for committee purposes.

Tennis: New fence and net posts construction is to start in September.  The same contractor is selected to perform both jobs however, the final quote and cost is not clear.
Security Cameras and access card machines are being reviewed and will be submitted to the BOD by the Assistant General Manager.  It was reported that there are adequate funds available in the current budget to meet this expense.  Bob Lewis was approved by the BOD as Chairman for the committee.

The committee was asked for questions or issues they would like to be addressed in the LOWA Survey.  They had no questions at this meeting and wanted to know how long they had to respond.  Ms Merna has sent all committee chairpersons email regarding the survey and will contact them again. No capital improvement issues were raised.

Safety & Security: Front Gate Improvement study - Purpose, to develop a solution to the intermittent traffic flow problem through the front gate. Result of study to prepare draft and forward recommendations to the BOD.  Recommendations:  1) Construct a right turn lane with a separate barcode gate; 2) Install a new straight ahead/left turn barcode lane; 3)Construction of new holding area and parking area and eliminate have to cross through traffic. No costs estimates were made. Another safety and security issues was a  review of USSA Post Order requirements, charter, and methods to reduce destruction of LOWA property. 

The committee was asked for questions or issues they would like to be addressed in the LOWA Survey. They had no questions at this meeting and wanted to know how long they had to respond to this. Ms Merna has sent all committee chairpersons email regarding the survey and will contact them again.

Finance: The Finance Committee will be reviewing the existing LOWA accounting system, called JONAS to determine: if it meets the associations administrative and accounting, point of sale record needs; has the training on the use of the system been adequate; if the system does not meet the association needs is there another system that could replace it; if there is not an accounting system available and/or affordable to replace JONAS would outsourcing be a viable alternative.

Equestrian: The horse shown on Sunday netted 2K. Number of horses being boarded went from ten to one.  

ComCom: ComCom received a response from the GM to a letter sent from the committee regarding the need for better communication with residents (the lack of information regarding road repair and other maintenance an example) The GM indicated he believes it is time for a new communications policy (the current one is 15 years old) and would like for the ComCom to consider drafting a new policy. He will be sending guidelines for the new policy draft to the committee.

The LOWA website and files have been moved to  the new host server; although there will not appear to be any changes for residents initially, the server will provide many more tools and much more capacity, including the possibility of  write on forms, streaming video of BOD meetings and a rolling or continuous resident survey.

The committee is actively pursuing the possibility of an AM radio station. They were informed about the recent changes in Capital Budget request process and will contact the GM to determine the current process. 

Lake Users: State is completing reports on accidents; July 3rd report is not complete. The use of the lake on holidays and weekends has increased tremendously. There is some concern regarding the practice of "tubing", especially the pulling of two tubes simultaneously. There was a safety recommendation to allow only one tube to be pulled at a time but that regulation is not going to be put in effect.
 
Comments from BOD Liaison: Mr. Roland discussed the new PlanCom Charter and the BOD expectations for the committee to be the "idea" committee, i.e. to create a master plan and to review the capital budget as well as review anything that is not in  the capital budget and suddenly needs to be approved. He also emphasized the importance of liaison relationships with other committees, hence the approval of twelve instead of seven committee members.

Guest Comments: None

Adjournment : The Chairman adjourned  the meeting at 8:40.

Next Meeting: 7:00PM, September 27, 2010 Holcomb Bldg

Lake of the Woods Association Planning Committee
Meeting Minutes for September 27, 2010

The Lake of the Woods Association (LOWA) Planning Committee (PLANCOM) met September 27, 2010, in the Conference Room of the Holcomb Building. The Chairman, Mike Hill, called the meeting to order at 7:00 p. m. 

The following were present:

PLANCOM

Present: Mike Hill, Sue Merna, Leon Strain, Darrow Strain, Bill Nowers, Mary Nolan, Orville Dee, Don Walters, Laurie Brown, a quorum was present to conduct business.  Absent: Daniel Greene

Guests:

LOWA Board of Directors (BOD) Pat Rowland, Bob Shope, Dave McKee

Finance Committee: 

LOWA Members and Guests: Tom Sheridan, Tony Quattromani

Agenda  ─  approved unanimously

Minutes  ─  approved unanimously

Comments from the Chair
Mr. Hill made two changes in committee liaison assignments, Ms Nolan moved from Clubhouse to Tennis. Mr. Dee will become liaison to Clubhouse

Old Business
Subcommittee Status Reports

• Status of Land Use Study –  Mr. Dee presented an outline for the report. A suggestion was made that the committee consider asking for additional IT assistance  for future projects of this size and complexity. A special meeting was scheduled for October 13 at 7:00 pm for the full committee to review the study.
• RV Storage Study – The BOD is considering the proposal to downsize the camping area to 12 spaces. The Director of Maintenance has been tasked to review the proposal and report back to the BOD. The RV storage study has been referred back to the committee for additional information and consideration of sites other than the Life Estates.

• Status of Survey – The standing committee met, reviewed input received from committees and individuals and  began to formulate questions. The group will continue to meet in October and November and plan to have a draft of the survey available for the full committee review at the January meeting. Committee members will receive a draft  copy via email prior to the meeting.

• Master Plan –The GM is completing the operation budget and the Five Year Plan. The committee should be seeing it shortly. Liaisons should tell committees to submit any requests for new 2012 and out year budget items to the PlanCom. The request should  describe  what the submitting committee wants to do, what the benefit is to the community and what the dollar figure is. There currently is no prescribed format.

                             
New Business: None

Liaison Reports

Finance ─The Finance Committee met September 7, 2010, and worked on their draft of the "Budget Guidelines for FY 2011".  Dave McKee is coordinating the work on the "Budget Guidelines for FY 2011", and it will be forwarded to the Board of Directors as soon as it is approved by the committee.

Safety & Security─ The  study to review security is continuing The committee is still requesting to review USSA security contract requirements and  LOWA regulations regarding boat security duties. The committee is also studying unauthorized entry and the moving of barriers and boulder at the back gate and unauthorized individuals at the fitness center. They also discussed the safety of the walkways at sweetbrier recreation area which the committee believes needs a new culvert  and a stop sign  for the second crosswalk.

Tennis─ The fencing of courts five and six is still pending installation. The instillation of cameras and scan card systems are still being considered by the BOD.

M&E ─ The committee discussed  the need for a culvert at Sweetbrier. The main dam has only one requirement (the drainpipes scoped) remaining for certification.

Pools ─ Pools made more money  this year due to increase in passes. The committee is working with management to determine the possibility of a snack bar at both pools next year. The clubhouse pool was closed two weeks early in order to repair the deck and the committee was puzzled as to why the work has not been started yet.

Community and Youth Activities ─ The community is still organizing and has  changed its meeting time to evening.

ComCom ─ ComCom is continuing to review literature on communication policy .The chair plans to develop a rough draft for members to review and comment on at next meeting. The new liaison Ms Darby is working with the committee to make revisions to the charter and present at next BOD meeting.
There was much discussion about the status of the Alert AM radio communications station project and the process for getting it funded in 2011. The committee is having difficulty in getting clear guidance  as to whom 2011  requests for capital items go and in what format? Ms Darby hopes to clear this up in October BOD meeting. 
The Web site upgrade is going well. There was discussion about rich media content, live video and other possibilities. Staff, with the help of Costa Apostolakis, a ComCom member will develop a beta site and look at templates for site facelift. 
ComCom discussed the need to eliminate, replace or repair notice board at front gate. The board is old and presents  a multitude of problems for staff changing notices. Previous repairs have not been successful. 
ComCom needs new members. They have had several resignations, members going off because of time on and members requesting advisor status.

Golf ─ Discussed fees for next year. Received report from greens keeper that the course is holding up as well as can be expected given the drought conditions.

Equestrian ─ Discussed design for new signs. They are hoping to find a volunteer to design the signs. The committee also discussed putting windows in the upper level of the main barn for ventilation.

Fitness ─ The Fitness Committee made the following decisions at its last meeting
The Chairman is to recommend that the Board include in the 2011 Budget, monies to hire a Fitness Center Consultant to provide a Fitness Center that would meet the present and future needs of LOW residences.
The Survey Questionnaire for existing Fitness Members be distributed first by E-Mail and then by Mail to the Members who did not respond or does not have an E-Mail address on record.
The Chairman send to Sue Merna two questions to be included in the LOW Survey. The two questions are to be 4.1 and 4.2 from the 2007 Survey.

There are over 500 members of the Fitness Center.

Adjournment: The chairman adjourned the meeting at 7:55.

Next meeting: 7:00 PM, October 22, 2010, Holcomb Bldg, CR

Lake of the Woods Association Planning Committee
Minutes of the Meeting October 25, 2010

The Lake of the Woods Association (LOWA) Planning Committee (PLANCOM) met October 25, 2010, in the Conference Room of the Holcomb Building. The Chairman, Mike Hill, called the meeting to order at 7:00 p. m. 

PLANCOM

Present: Mike Hill, , Leon Strain, Darrow Strain, Bill Nowers, Mary Nolan, Orville Dee, Daniel Greene, Don Walters,  a quorum was present to conduct business. 
Absent: Sue Merna and Laurie Brown

LOWA Board of Directors (BOD): Pat Rowland, Bob Shope, Dave McKee

Finance Committee: 

LOWA Members and Guests:  Tom Sheridan

Agenda:  Approved unanimously

Minutes:  Approved unanimously

Comments from the Chair:

A Virginia State Forester will be meeting members of the land use sub-committee at the Lower level parking lot of the Clubhouse at 9:00am October 28th to examine the Goodwin Property to determine the practicality of harvesting lumber from the site.  Anyone interested is welcome to join them

Pat Rowland stated that the General Manager has supported the Planning Committee proposal to reconfigure the Camp Grounds and a formal motion to proceed will be made at the next BOD meeting.

Old Business
Subcommittee Status Reports

1. Status of Land Use Study – Mr. Dee thanked those who participated in the presentation on the first portion of the Land Use Study.   A special meeting was scheduled for November 10 at 7:00 pm for the full committee to review the remaining portion of the study.
2. RV Storage Study – Mr. Dee announced that the subcommittee had examined alternative storage sites but needed to reach agreement among themselves as to what to recommend for submittal to the BOD.  The proposal will be ready for the November meeting.
3. Status of Survey – The Survey subcommittee had submitted a draft survey questionnaire for full Committee approval.  Given that two of the subcommittee members were absent the decision was to table discussion of the proposed  survey questions until the November meeting.

4. Master Plan –The GM has completing the operation budget and the Five Year Plan and will submit a copy to the Chair by e-mail for distribution to the rest of the Committee. The five year plan will contain no proposed expenditures for new capital that have not been approved by the Planning Committee.  Accordingly the Chair will send an e-mail to the other Committee Chairs to advise them to submit any request for new Capital either in 2011 or later to the Planning Committee as soon as possible. Liaisons should tell committees to submit any requests for new 2011 and out year budget items to the PlanCom. The request should describe what the submitting committee wants to do, what the benefit is to the community and what the dollar figure is. There currently is no prescribed format.

New Business:  None

Liaison Reports

Finance ─The Finance Committee is gearing up for the beginning of the budget process.

Safety & Security─ The committee is providing input to the General Manager for the new Security contract RFP.

Tennis─ The committee has shut down for the Winter.

M&E ─ The committee discussed the need for a culvert at Sweetbrier. The main dam has only one requirement (the drainpipes scoped) remaining for certification.

Pools ─ All work to be completed by 10/31. Decking is finished except for the baby pool and the ends of the pool.  The pool management contract will be signed in Dec.
The snack bar should be in the budget for Oct.  A review of the pool rules was done and sent to AGM Pool hours of operation to be discussed with AGM.

Community and Youth Activities ─ no report
ComCom ─There was much discussion about the status of the Alert AM radio communications station project and the process for getting it funded in 2011. The General Manager agreed and has already eliminated the  notice board at front gate.
Golf ─ Discussed plans for increasing play on the LOWA course. Nothing definite agreed upon.
Equestrian ─ Discussed ways to obtain new signs. They also talked of the possibility of boarding canines..
Fitness ─ New security cameras have been installed at the Fitness Center and are now operational.

Adjournment: The chairman adjourned the meeting at 7:40.

Next meeting: 7:00 PM, November 22, 2010, Holcomb Bldg, CR

Lake of the Woods Association Planning Committee
Minutes of the Meeting November 22, 2010

The Lake of the Woods Association (LOWA) Planning Committee (PLANCOM) met November 22, 2010  in the Conference Room of the Holcomb Building. The Chairman, Mike Hill, called the meeting to order at 7:00 p. m. 

PLANCOM

Present: Mike Hill, Leon Strain, Darrow Strain, Bill Nowers, Daniel Greene, Orville Dee, Don Walters, Tom Sheridan, Laurie Brown, a quorum was present to conduct business. 

Absent: Sue Merna, Mary Nolan

Guests:

LOWA Board of Directors (BOD)
Pat Rowland
Dave McKee
Jeff Flynn
Bob Shope

Finance Committee: 

LOWA Members and Guests:

Agenda ─approved unanimously with correction

Minutes ─ approved unanimously

Comments from the  Chair
Welcome to new voting member Tom Sheridan. Entertained a motion to cancel December meeting. Motion was made seconded and approved unanimously. The next PlanCom meeting is scheduled for January 24.
Announced joint budget hearing with Finance Committee scheduled for December 8, 9 and 10. Schedule has been sent to committee members. Committee members asked to be there if possible

Old Business

Land Use ─ Last meeting was canceled due to technical problems. Next meeting is scheduled for December 1 at 7:00 pm. BOD voted at their last meeting to act on recommendation to reduce  and relocate campground spaces. Have three options for storage area that will be presented at January committee meeting.

Draft Survey ─ The committee was asked for and provided feedback on the draft. Committee feedback will be presented to the subcommittee at the next meeting . The draft will then be revised and forwarded to the BOD. Following BOD feedback the  survey will be sent to a small  test group. There was some discussion regarding how the analysis would be completed.

Master Plan─ Email sent to all committee chairs requesting any items they would like to see for the Master Plan for any out years by January 15. Instructions were to include what they would like to do, how it benefits LOW and a ball park cost.

New Business  None

Liaison Reports

Lakes ─ Discussion of dock numbers, wait list for marina slips

ComCom ─ Moving forward with enhancement of website, forwarded paperwork for emergency am radio to determine interest, exploring Phonevite, a system that allows one to instantly communicate with multiple people over the phone, receive immediate responses from them as well.

Equestrian ─ Working on sign size and configuration

Safety & Security ─ Need more time for Master Plan items, reviewing compliance codes for reporting crimes. questions regarding setup and monitoring security cameras at fitness center and problems with red phone at guardhouse and LOWA cards as well as other options for admittance to the fitness center.

Fitness ─ 4 cameras at fitness center are working, recording on disk and will be reviewed if there is an incident. Red phone is a dedicated line to guardhouse but there are at least two others dedicated to same phone.  520 members, attendance very strong, and usually see a surge in January. Survey coming back in, Maintenance now cleaning fitness.

Finance ─   No report

M&E ─ No report

Clubhouse ─ Appreciative of new stair s, camera system in, preparing for holiday party, New Capital requests ready but committee did not discuss.

Golf ─ Discussed marketing intern, adds in golf  magazines, great place to live. Discussed sprinkler system.

Guest Comments  None

Adjournment ─ meeting adjourned at  8:25

Next Meeting ─ January 24, 2011, 7:00pm Holcomb Bldg

Lake of the Woods Association Planning Committee
Minutes of the Meeting January 24, 2011

The Lake of the Woods Association (LOWA) Planning Committee (PLANCOM) met January 24, 2011  in the Conference Room of the Holcomb Building. The Chairman, Mike Hill, called the meeting to order at 7:00 p. m. 

PLANCOM

Present: Mike Hill, Sue Merna, Mary Nolan, Leon Strain, Darrow Strain,  Daniel Greene, Orville Dee, Don Walters, Tom Sheridan, Winston Sides, Roger Anderson, Laurie Brown, a quorum was present to conduct business. 

Absent:, Bill Nowers

LOWA Board of Directors (BOD)

Pat Rowland
Dave McKee
Margaret Darby
Bob Shope
Jeff Flynn

Finance Committee: 
Boggs Wright

LOWA Members and Guests:
Bill Hershey-Survey Subcommittee
Bill McClellan-Golf
Neil Buttimer-ComCom
Rob Martin - Assistant GM

Agenda ─approved unanimously

November 22, 2010 Minutes ─ approved unanimously

Comments from the  Chair  Welcome to new voting member Roger Anderson.

Old Business

Land Use ─ More problems; the undeveloped lands 9.9, the two Leech properties and Godwin property are zoned agricultural A1. Land Use subcommittee had planned to recommend moving camper & boat storage and equestrian center there. Also those properties are not part of LOW. They are owned by LOW but not part of LOW. The BOD still needs to see an overall view with status and plan. They can then deal with Orange County planning and the LOWA attorney to clarify ownership and zoning issues   

Draft Survey ─ The subcommittee has reviewed and incorporated any related suggestions into the final draft. Mr. Hershey will be working with a friend to format and set up software to analyze results. The committee accepted the survey and voted to forward to the BOD. Following BOD feedback and formatting the survey will be sent to a small test group before being sent out with the assessment memo. Motion to forward to the BOD S. Merna, 2nd T. Sheridan

Master Plan ─ Master Plan is on hold until the current budget is completed.

New Business

New Capital Projects

The Planning Committee reviewed all five new Capital projects in the General Manager’s 2011 budget proposal:

1. Campground Reconfiguration:  Motion to approve O. Dee, 2nd D. Strain The committee voted unanimously to support this project.
2. Dump Trailer:  Motion to Approve T. Sheridan, 2nd L. Strain, The committee voted unanimously to support this project.
3. Alert AM Emergency Advisory Radio:  Motion to approve D. Greene, 2nd L. Brown, The committee voted unanimously to support this project.
4. Fitness Center Renovation:  Motion to approve S. Merna, 2nd M. Nolan, The Planning Committee voted unanimously to support this project.
5. 30’X60’ Golf Pavilion:  Motion to approve T. Sheridan, 2nd D. Greene, The committee voted 9 in favor and 2 opposed to support the Pavilion, but believes that given the $67,000 to be spent in repairs to Cart Barn #2 this year and another $67,000 to be spent on Cart Barn #1 next year, consideration should be given to combining the three projects if savings can be achieved.

The committee discussed and decided not to review repairs to the cart barn because the review of new replacement expenditures is not in the PlanCom Charter.

Safety & Security Proposals : Tabled until the Safety & Security Committee can present

Liaison Reports

ComCom ─ A petition is being circulated to request the restoration of the message board or another similar substitute. The Safety and Security Committee endorsed the proposal for the Alert Am Radio communications station and the web-based mass email system has been initiated.
Community & Youth ─ The committee changed its meeting date; no report
Pools ─ Updated posted rules and met with the Assistant GM to discuss contracts of swim instructors
Fitness─ Surveys back over 50% response. Security is now coming in now and doing a full scan which makes members feel more secure.
Lakes ─ Next meeting to review boating lake safety rules.
Golf ─ Made a motion to recommend the BOD open course and set fees for users. Approved golf related items in the GMs budget

M&E ─ The testing of heavy metal has been discontinued because of the budget. Winter snow preparation and leaf removal is underway. Repairs of security building has begun and the clubhouse  lower level bathroom repairs will begin shortly.

Equestrian ─ Chair reported that there is interested in moving the Equestrian center to the 40 acre Leech Godwin properties and has sent the PlanCom a plan for what they will need in place for the move. 

Safety & Security  ─ The committee was concerned that their liaison to the L&C Committee was not allowed to attend a L&C Committee meeting.  (Ms Darby clarified that the liaison was only excluded from the executive session of the L&C meeting). They are going to review boating and lake safety rules with the Lakes Committee. They are also going to review  security post orders and the issue of armed or unarmed guards with the GM.

Finance ─   Chair has called a special meeting to review the operating and capital budget.

M&E ─ No report

Clubhouse ─ No meeting

Guest Comments

Neil Buttimer -In the 2017reserve study there is 172K in replacement reserves to renovate the electric and water hookups for the campground. Why isn't the electrical work for the campground being done out of replacement reserves monies instead of New Capital funds and why was that not noted in the proposal?

Boggs Wright-The Finance Committee was not able to support the golf pavilion because they could not determine that the benefit to the community would equal the outlay of funds expended.

Jeff Flynn - Expressed appreciation for the review and research done by the committees prior to the BOD making a decision to support expenditures. Also expressed that his belief that PlanCom should focus on planning and less on the budget.

Neil Buttimer - Encouraged the PlanCom to forget the budget schedule when engaging in the planning process and focus on community needs.

Adjournment  ─  meeting adjourned at  8:40pm

Next Meeting ─ February 28, 2011, 7:00pm Holcomb Bldg

Lake of the Woods Association Planning Committee
Minutes of the Meeting February 28, 2011

The Lake of the Woods Association (LOWA) Planning Committee (PLANCOM) met February 28, 2011  in the Conference Room of the Holcomb Building. The Chairman, Mike Hill, called the meeting to order at 7:00 p. m. 

PLANCOM

Present: Mike Hill, Sue Merna, Mary Nolan, Leon Strain, Darrow Strain,  Daniel Greene, Orville Dee, Don Walters, Tom Sheridan, Winston Sides, Roger Anderson, , a quorum was present to conduct business. 

Absent: Laurie Brown

LOWA Board of Directors (BOD)

Pat Rowland
Dave McKee
Margaret Darby
Bob Shope
Jeff Flynn

Finance Committee: 
Boggs Wright

LOWA Members and Guests:
Bill Hershey-Survey Subcommittee

Agenda ─Motion to approve D. Greene, 2nd, O. Dee, approved unanimously

January 24, 2010 Minutes ─ Motion to approve O. Dee, 2nd S. Merna, approved unanimously

Comments from the  Chair
Orville Dee will no longer be liaison to M&E.  Roger Anderson is new liaison.
The BOD has requested the three members who were slated to come off PlanCom in April stay on through August. All have agreed.

Old Business

Land Use ─ Exec summary is almost done, entire doc will be ready for putting on disk prior to next meeting. The subcommittee will recommend to the BOD that the properties discussed in the last meeting be incorporate into LOW and be rezoned R-3. All other issues will be flagged in the executive summary. RV storage is not in the executive summary because the BOD ask for a specific recommendation regarding RV storage. PlanCom will be submitting that recommendation separately. O. Dee motioned to accept plan to submit requested recommendations for RV storage as separate response, D. Greene second. Motion approved

Draft Survey ─ Thee BOD approved the survey (with BOD changes) for distribution.  The changes were made. The survey will be formatted, printed and sent out with the assessment notice.

Master Plan ─ Master Plan subcommittee will meet and develop a format prior to the next committee meeting.

New Business

AM Radio Station- The station was removed from the budget  this year because the BOD has additional questions.

Liaison Reports
Liaison reports not included in these minutes. See minutes for each committee on LOWA website.

Adjournment  ─  meeting adjourned at 9:00 pm

Next Meeting ─ March  28, 2011, 7:00pm Holcomb Bldg

Lake of the Woods Association Planning Committee
Minutes of the Meeting March 28, 2011

The Lake of the Woods Association (LOWA) Planning Committee (PLANCOM) met March 28, 2011  in the Conference Room of the Holcomb Building. The Chairman, Mike Hill, called the meeting to order at 7:00 p. m. 

PLANCOM
Present: Mike Hill, Sue Merna, Mary Nolan, Leon Strain, Darrow Strain,  Daniel Greene, Orville Dee, Don Walters, Tom Sheridan, Roger Anderson, Laurie Brown, a quorum was present to conduct business.

Absent:  none

LOWA Board of Directors (BOD): Bob Shope

Finance Committee:  Brenda Conway

LOWA Members and Guests:
Doug Rogers
Jim Walsh
A. Mayott
Neil Buttimer

Agenda ─Motion to approve O. Dee, 2nd D. Greene, approved unanimously

February 28, 2010 Minutes ─ Motion to approve S. Merna, 2nd O. Dee, approved unanimously

Comments from the  Chair
The Chair will not be at the April 25 meeting. D. Strain will chair. T. Sheridan will give Master Plan update. The Committee has 11 members, four go off in August; committee needs to start recruiting. Also two of the members going off the committee are officers; members should start thinking about elections. All three officer positions will be elected at end of the August meeting and assume office first meeting in September.

Old Business

Land Use ─ Study is completed. Chair has disks for the BOD.  O. Dee made motion to accept study and forward to BOD, D. Strain 2nd. Several members wanted a final review. Chair suggested tabling until April meeting.
Survey ─ The survey has been printed and will be mailed to association members with the assessment notice. The subcommittee agreed to prepare a list of recommendations and suggested procedures for the next survey. The subcommittee will begin analyzing results in May. There will be an article in Lake Currents and a presentation on Channel 18 to report the results.

Master Plan ─ Members of the subcommittee have made presentations to all committees except Pools. The committees have been given copies of the last Master Plan and copies of the Reserve Study, along with any items PlanCom believed might be considered in the future. The committees were asked to return their requests by June 15. There are now forms available and the committees have copies.  

New Business

Discussed an email regarding wind farms. This is not an idea PlanCom intends to pursue

Liaison Reports were given by the following Liaisons

CYA ─ S. Merna, PlanCom has CYA recommendations for Master Plan

Finance ─ D. Strain, Introduced Brenda Conway, who will be the Finance Committee liaison to PlanCom. A major portion of the meeting was devoted to a discussion on how the
"Budget Development Process" could be improved next year. Some committees were minimally involved or completely left out of the development of their 2011 operating and capital budgets. It was suggested that individual members of the FC be assigned to assist specific committees with the development of their operating and capital budgets for next year and that budget training for the FC members would help members better understand and participate in the budget process. Finance plans to recommend to the BOD that proposed operating expenses and capital projects not be acted upon until the appropriate committees have fully reviewed and commented on them. PlanCom members suggested our chair recommend this committee be included in budget training.
M&E ─ No Report

Lake Users ─ D. Greene, Committee discussed LOWA emergency plan
Fitness ─ Having Master Plan meeting on first Wednesday of April.

S&S ─ L. Strain, unresolved issues with AM radio station: power source, location maintenance. Security conducting random checks at Fitness Center, also at opening and closing. Cameras at the Community Center (under 3,500)  budgeted for 2012. LOWA Street signs will be replaced on as needed basis. 64% of survey respondents prefer armed security guards.
Equestrian ─ B. Nowers

ComCom ─ L. Brown, Still planning to pursue AM emergency radio station. Voted to recommend the community message board not be replaced as it was. The committee will continue to review answers to other questions requested by Mr. Flynn  as well as community sign policy/ regulations in general. T. Sheridan gave presentation on updating Master  Plan and requests for new capital projects. The committee asked for printing schedule for the survey. Was unable to provide that information. 
Clubhouse ─ T. Sheridan,  Three prior submissions for master plan have not been addressed, estimates on Clubhouse projects have been considerably off actual costs both over and under. 
Golf ─ M. Hill,  At the golf Committee meeting the AGM announced that management is looking into contracting out Fairways Cafe and possibly requesting a liquor license for Fairways.

Adjournment  ─  meeting adjourned at 8:20 pm

Next Meeting ─ April 25, 2011, 7:00pm Holcomb Bldg

Lake of the Woods Association Planning Committee
Minutes of the Meeting April 25, 2011

The Lake of the Woods Association (LOWA) Planning Committee (PLANCOM) met April 25, 2011  in the Conference Room of the Holcomb Building. The Vice Chairman, Darrow Strain, called the meeting to order at 7:00 p. m. 

PLANCOM

Present:, Sue Merna, Mary Nolan, Leon Strain, Darrow Strain,  Daniel Greene, Orville Dee, Don Walters, Tom Sheridan, Roger Anderson, Laurie Brown, a quorum was present to conduct business.

Absent:  Mike Hill

LOWA Board of Directors (BOD): Dave McKee
Finance Committee: 
S&S Committee: A. Mayott
LOWA Members and Guests: Jon Anderson and Jim Walsh

Agenda ─

February 28, 2010 Minutes ─ Motion to approve D. Greene, 2nd O. Dee, approved unanimously

Comments from the Chair: None

Old Business

Land Use ─ O. Dee made motion to accept study and forward to BOD, D. Greene 2nd. Vote to forward carried with one abstention. O. Dee will make a report to the BOD at their request.

Master Plan ─ Members of the subcommittee have provided all amenity operations centers with instructions and a copy of their own listing of replacement reserve items and their last know appendix.
The committees have been told that while replacement is the biggest part of the Master Plan what PlanCom is most interested in new capital items. Several projects are being discussed  by the committees and operations.  Committees have until June 15 to respond to PlanCom.  PlanCom will then prepare a summary that will be presented to the BOD in August.

New Business
Discussed ComCom draft memo to BOD regarding the front gate message board. The only recommendation ComCom is currently pursuing is a reconsideration of the radio station. PlanCom has indorsed the station and supports the proposed request for reconsideration. Discussed recommending to ComCom that marketing/promotion efforts should clarify purpose(s) and capabilities
of the station.

Liaison Reports were given by the following Liaisons

CYA ─ S. Merna , no active committee, no report
Pools ─ S. Merna, presented reported
Finance ─ No Report
M&E ─ R. Anderson, Leaf pickup complete, snow equipment removed from trucks, hydro seeding in ditches in progress, toe drains on main dam repaired, marina staffed, Keaton Dam dredging completed, dredging of main dam to begin, Carp to be stocked, may have solution to sewer smell in clubhouse parking lot.

S&S ─ L. Strain, Committee chair requested copy of Master Plan from Plan Com liaison.
Elton Rupe is in charge of USSA safety contract. Will meet regularly with new chief, Kelly Grant.
BOD asked Elton to select a review committee to review the USSA contract. Recommend two
proposals: 1) based on costs 2) based on technical issues. Elton Rupe has a 5 year plan to replace LOW street signs as needed. John Bell, S&S comm., will meet with Elton to discuss sign design and replacement issues. Committee discussed rules regarding barking dogs. S&S will check with Security. Noted that roaming dogs be reported to Orange County animal control. New regulations for lake safety  are on line but  testing procedures have not activated. S&S Committee approved a motion requesting the BOD to develop and publish a time line when all procedures will be activated, prior to Memorial Day.

Lakes ─ D. Greene presented report
Fitness ─ D. Greene, 570 household have signed up.1553 daily signed in users, for an average of almost 56 users every day of the week.
Equestrian ─ B. Nowers, no report
ComCom ─ L. Brown, committee has not met since last PlanCom  meeting, no report 
Tennis─ M. Nolan, presented report 
Golf ─ No report

Clubhouse─ T. Sheridan, presented report

Adjournment  ─  meeting adjourned at 8:10 pm

Next Meeting ─ May 23, 2011, 7:00pm Holcomb Bldg

Lake of the Woods Association Planning Committee
Minutes of the Meeting May 23, 2011

The Lake of the Woods Association (LOWA) Planning Committee (PLANCOM) met May 25, 2011  in the Conference Room of the Holcomb Building. The Chairman, Mike Hill, called the meeting to order at 7:00 p. m. 

PLANCOM
Present:, Sue Merna, Mary Nolan, Leon Strain, Darrow Strain,  Daniel Greene, Orville Dee, Tom Sheridan, Roger Anderson, Laurie Brown, a quorum was present to conduct business.

Absent:  

LOWA Board of Directors (BOD)
Dave McKee
Margaret Darby
Bob Shope
Pat Rowland- Committee Liaison

Finance Committee:  Brenda Conway

S&S Committee:

LOWA Members and Guests:
Jon Anderson
Jim Walsh
Neil Buttimer
Bill Hershey

Agenda ─ Motion to approve D. Strain, 2nd T. Sheridan approved unanimously

February 28, 2010 Minutes ─ Motion to approve L. Brown, 2nd S. Merna, approved unanimously

Comments from the Chair: None

Old Business

Survey  ─ Survey has been tabulated. results were emailed to committee members. After review committee will discuss presentation to the BOD and community at next meeting.

Land Use ─ Report has been approved and distributed to the BOD. Orville Dee will work with Pat Rowland to prepare BOD presentation.

Master Plan ─ Several committees have provided plans.  Plans are due back from committees and managers by 6/15.

New Business: D. Greens passed around concept illustrations for new fitness center

Liaison Reports were given by the following Liaisons

Pools ─ S. Merna, presented reported

M&E ─ R. Anderson, Bulkhead at Cornwallis Beach 80% complete; Dugouts at ball field have been rebuilt; Sand for beaches should be all done; Community Center road paved to the same width; Asphalt paving going to be done by outside contractors; Toe drains on the dam have been completed; Keaton Dam has a full set of plans for repairs, in the process of getting permits; Beach test being done; Dredging on main dam to go on for two years; Civil War research being done throughout the lake.

S&S ─ L. Strain, no report

Finance D. Strain, LOW Investment Policy: Jim Walsh reported that his review of the LOW Investment Policy found no major changes should be made to the existing policy.  He suggested that $100,000 FDIC insurance limit be revised to: “the maximum protection provided by the government”.  The Finance Committee will recommend to the BOD’s that any proposed investment that exceeds a term of 2 years be first authorized by the LOW Investment Committee and the BOD.

LOW Lot Clean-up: A question was raised about how lot clean-up funds ($14,000) were spent on cleaning up private lots, LOW lots and other properties such as the golf course.  Last fall 10 LOW lots were cleaned up.  Presently, 38 of the 47 LOW lots have been cleaned up and 9 lots remain to be cleaned up this year.  Larry Cole said some of the work was contracted out and some performed by the LOW.  It has been difficult to recover funds spent on cleaning up private lots from lot owners because of very poor individual financial situations.

Lakes ─ D. Greene, no report
Fitness ─ D. Greene, presented report
Equestrian ─ B. Nowers, presented report

ComCom ─ L. Brown, Committee Finalized report to President Flynn concerning message board They did not recommend the message board be reinstalled in its historical configuration. There was a discussion of policies regarding signs. Neil Buttimer proposed that the BOD set policy in regards to the use of signs to be employed on LOW’s property. No Such policy for common areas  perhaps an area could be designated to display signs at both the front and rear entrances to LOW with size, shape, and format restrictions. The signs than could be displayed only for specific times and the installation and removal would be the responsibility of the originator. An approval mechanism would also need to be initiated. ComCom will prepare a plan to forward to PlanCom using the data generated last year in a proposed Five-year strategic plan.

ComCom has developed a process to install a beta version of the Lake Test on LOWA’s website. This test, with initially a limited number of questions, will demonstrate the feasibility of the website’s ability to handle the test results with scoring and feedback to the user. The results are being driven by the BOD who are expecting results by mid May. The committee discussed whether Lake Currents is marketing its ads medium to the fullest potential.
Tennis─ M. Nolan, presented report 
Golf ─ M. Hill presented report

Clubhouse─ T. Sheridan, presented report

Adjournment  ─  meeting adjourned at 7:45 pm

Next Meeting ─ June 27, 2011, 7:00pm Holcomb Bldg

Planning Committee Minutes of the Meeting
June 27, 2011

The Lake of the Woods Association (LOWA) Planning Committee (PLANCOM) met June 27, 2011  in the Conference Room of the Holcomb Building. The Chairman, Mike Hill, called the meeting to order at 7:00 p. m. 

PLANCOM

Present:, Sue Merna, Mary Nolan, Leon Strain, Darrow Strain,  Daniel Greene, Tom Sheridan, Roger Anderson, Laurie Brown, a quorum was present to conduct business.

Absent:  Orville Dee

LOWA Board of Directors (BOD)
Dave McKee
Margaret Darby
Bob Shope
Pat Rowland- Committee Liaison

Finance Committee: 

S&S Committee:

LOWA Members and Guests:

Agenda ─ Motion to approve D. Greene,  2nd S. Merna,  approved unanimously

May 23  Minutes ─ Motion to approve L. Brown, 2nd S. Merna, change April to May, first paragraph,  approved unanimously

Comments from the Chair:  M. Hill will not attend July meeting. Vic-Chair D. Strain will conduct.

Old Business

Survey  ─ D. Greene has deposited copies for committee members in PC mailbox. There  was a 28% return. Majority of residents completing survey are over 65, did not want front gate reconfigured, did not want an am radio station and did want to continue RV storage. Report will be presented to BOD at July 20 meeting.   

Master Plan ─ Five committee Master Plan requests were distributed for committee discussion: Equestrian, Fitness, Clubhouse, Communications, Community and Youth Activities. The plans were briefly discussed and members were asked by M. Hill, Chair, to review thoroughly and be prepared to discuss further at the July meeting. The committee should expect another 5-6 plans prior to that meeting.

New Business  No new Business

Liaison Reports were given by the following Liaisons

Tennis─ M. Nolan, presented report

Finance ─ D. Strain,  Woods Center: Informal discussions took place concerning improvements
that could be made to the Woods Center kitchen layout and equipment.

Monthly Assessment Payments: Chairman, Boggs Wright met with Larry Cole, LOW A Financial Manager and discussed the pros and cons for monthly payments. A formal report with recommendations will be prepared for the BOD. The additional administrative costs and lost interest will be covered along with an appropriate service fee.
Annual Audit: The annual audit should be completed by June 20th.  It will
be presented to the BOD on or about August 17th

April Financials:
LOWA has collected 83% of what has been billed; the LOWA bookkeeper resigned and a new bookkeeper has been hired; Clubhouse expenses continues to exceed income by a substantial amount.(Est. = $50,000); Golf course expenses also continue to exceed income. It was noted that expenses are in line with similar facilities in the area but the amount of income taken in is still lacking; Equestrian Center financials have improved.

Clubhouse─ T. Sheridan, presented report

Pools ─ S. Merna, presented reported      

M&E ─ R. Anderson, Tennis Courts have new backboards, new nets and new shades; Holcomb Building being cleaned for painting; Section 16 rods sealed; Lower level parking lot tar and chip completed; Section 1 new street signs up except for 2; All permits in for Keaton Dam, work starts in August; Work starts on Lakeview Parkway Route 3 entrance in Late July; Teardown on 4 bay garage to be finished soon;  tub grinder at 9 point 9  20th June.

S&S ─ L. Strain, Capital Expense Front Gate –To update and re-submit to the BOD regarding recommendations and expenses for improvements. Total costs $93,500.  Engineering study is set aside pending any new recommendations from Wal-Mart. No other Capital Expense issues discussed.
Street Signs – Final status – AGM has included in 5 year plan. Has replacement signs.
Message board issue is dead.
Speed Detection Devise.  Has $5,000 in budget and has never bought equipment.  Will review status. A.M. Station – no BOD action.  Not recommended by GM.  Can be resubmitted next year.
Other Issues:  1) Loitering Ban – rules committee tabled.  BOD is reviewing.  2) No parking or standing within 50’ feet from intersection – S & S withdrew proposal.  Recommend current rules be enforced.
New Business – Animal control – lose dogs, wild animals, rabid animals etc.  Procedures to be reviewed.

Equestrian ─ B. Nowers, presented report
Golf ─ M. Hill presented report
Lakes ─ D. Greene no report
Fitness ─ D. Greene no report
ComCom ─ L. Brown, no report

Guest Comments   None

Adjournment ─  meeting adjourned at 8:45 pm

Next Meeting ─ July 25, 2011, 7:00pm Holcomb Bldg

Planning Committee Minutes
July 25, 2011

The Lake of the Woods Association (LOWA) Planning Committee (PLANCOM) met July 25, 2011  in the Conference Room of the Holcomb Building. The Secretary, Laurie Brown, called the meeting to order at 7:00 p. m. 

PLANCOM
Present: Sue Merna, Mary Nolan, Leon Strain, Doug Rogers, Daniel Greene, Tom Sheridan, Roger Anderson, Neil Buttimer, Orville Dee, Ted Wessel, Dan McFarland, Winston Sides, Laurie Brown, a quorum was present to conduct business.

Absent:  Mike Hill, Darrow Strain

LOWA Board of Directors (BOD)  Pat Rowland- Committee Liaison
Finance Committee: Brenda Conway
S&S Committee: Des Flanigan

LOWA Members and Guests:
Robert Martin, AGM          Jon Anderson
Jim Walsh                         Jack Walker
Bill McClellan                    Maureen Otero

Agenda ─ Motion to approve S. Merna, 2nd D. Greene, approved unanimously

June 27  Minutes ─ Motion to approve D. Greene, 2nd S. Merna,  approved unanimously

Comments from the Chair:    None

Old Business

Survey  ─ Report has been submitted to the BOD and a summary presented to the BOD at their July 20 meeting.  The 2011 Survey is now completed.   

Master Plan─ Three additional committee capital requests were distributed for discussion: Pools, Golf, and Safety & Security. Administrative requests were also discussed.  All requests have now been distributed. After a discussion of the new requests committee members were asked by T. Sheridan, Sub-committee Chair, to review all requests again, to rank in order of importance and to provide comments regarding their choices for the top five requests and the bottom five. Rankings are to be returned to either T. Sheridan or M. Hill by August 7. The Master Plan Subcommittee will review individual PlanCom member rankings, compile a combined ranking, and send to the BOD with a copy to PlanCom members.  PlanCom members will have the opportunity to discuss and make any changes at the August 22 meeting.

New Business
The Planning Committee has four new members, Ted Wessel, VM,  Dan McFarland, Alt, Doug Rogers, Alt, and Neil Buttimer, Alt, Winston Sides, previously an advisor, is now an alternate.

Liaison Reports were given by the following Liaisons
Tennis─ M. Nolan, presented report
Finance ─ D. Strain,  no report
Clubhouse─ T. Sheridan, presented report
Pools ─ S. Merna, presented reported

S&S ─ L. Strain, Committee Chairman, Des Flanagan, announced he is resigning in September.

Liaison Reports – Fitness – Discussed full time attendant at fitness center – BOD & GM has little interest.
Discussed with AGM when to contact Security vs. Sheriff.  Any emergency, always contact Sheriff first.  Do not call Security.

GM/USSA – Capital Improvements - Discussed with AGM the need for back gate manned Kiosk. The AGM has plans and costs for implementation. Will recommend two phase installation. High importance due to new school and Wal-Mart.  AGM will submit add on to 2012 budget in Plan Com Aug. meeting.
Discussed items in budget for speed detection device and software of license plate recognition. S & S Comm. Will discuss with AGM and USSA.
Loitering Ban is dead issue.

Guest comments – Need for posting No Trespassing signs on Rt. 601, every 30 ft.  Requested incident reports to be published.  Both pools and other areas were vandalized over the 4th, July weekend. Sheriff is investigating.
Equestrian center requesting day/night cameras from budget, horses are being spooked at night by juveniles. 

New Business – Motion to recommend BOD review LOWA rules regarding temp. traffic controls for construction, utilities and delivery operations on LOWA property. Neighborhood Watch Program.  – S & S Committee will not be involved – GM will take lead.  Only a few residents have shown interest.

Equestrian ─ B. Nowers, no report
Golf ─ M. Hill, no report
Lakes ─ D. Greene,  presented report
Fitness ─ D. Greene, presented report
ComCom ─ L. Brown, no report
M&E ─ R. Anderson, no report

Guest Comments  None

Adjournment  ─  meeting adjourned at 8:45 pm
Next Meeting ─ August 22, 2011, 7:00pm Holcomb Bldg

Planning Committee Minutes
August 22, 2011

The Lake of the Woods Association (LOWA) Planning Committee (PLANCOM) met August 22, 2011 in the Conference Room of the Holcomb Building. The Chair, Mike Hill called the meeting to order at 7:00 p. m. 

PLANCOM
Present: Sue Merna, Mary Nolan, Leon Strain, Doug Rogers, Daniel Greene, Tom Sheridan, Roger Anderson, Neil Buttimer, Orville Dee, Ted Wessel, Dan McFarland, Doug Rogers, Bill Nowers, Laurie Brown, a quorum was present to conduct business.

Absent:  Darrow Strain

LOWA Board of Directors (BOD)
Pat Rowland- Committee Liaison, Bob Shope, Dave McKee

LOWA Members and Guests: Jim Walsh

Agenda ─ Motion to approve L. Strain, 2nd D. Greene, approved unanimously

July 25 Minutes ─ Motion to approve S. Merna, 2nd D. Greene, approved unanimously

Comments from the Chair
Discussed changes in membership; committee officer elections at beginning of September meeting; recommended members continue standing committee liaison assignments.

Old Business

Master Plan ─ Master Plan New Capital presentation was made to the BOD during the August 17 BOD workshop. Next step is an open community forum on September 26th to hear feedback form association members.  All proposed New Capital Projects will be viewable on LOWA.org website by September 9th

New Business   None

Liaison Reports were given by the following Liaisons

Tennis─ M. Nolan, presented report
Finance ─ D. Strain,  no report
Clubhouse─ T. Sheridan, presented report
Pools ─ S. Merna, presented reported
S&S ─ L. Strain, no report
Equestrian ─ B. Nowers, presented report
Golf ─ M. Hill, presented report
Lakes ─ D. Greene, no report
Fitness ─ D. Greene, presented report
ComCom ─ L. Brown, On-demand videos: The Communication staff is currently planning to televise the annual association meeting, scheduled for Sep, with the intention of presenting sections of the meeting on the website.

Report of subcommittee on policy regarding BOD video: Policy drafts were presented by the subcommittee. The policy’s initial goal is to keep the video recording, which will be available to the general public, focused on the BOD with no plans to record BOD Workshop meetings. Member comments will not be recorded because, much like Lake Currants policy of not publishing Viewpoints to the public, they are just opinions and are not necessarily LOWA policy. The subcommittee plans another meeting to finalize the policy paper and then present it to the committee for approval next month.

Front Gate:  Much discussion regarding replacing the front gate, including the wisdom of replacing the sign when it may have to be moved, whether there is going to be a major remodeling of the front gate sometime down the road or a third gate, what are VDOT and Wal-Mart going to do. The need for a sign policy was discussed again. The committee was informed by the BOD liaison that AGM for Facilities is expecting input on the front gate sign redesign from the committee. An advisory subcommittee was formed of mbrs Buttimer and Licata, who will contact and meet with facilities to discuss how to proceed and report the results at the Sep meeting.

The PlanCom ranking: The AM radio station issues were discussed: the cost appearing to be a moving target and the need for more community information and support. The committee agreed that if they put the station forward again in their master plan they need to design a public information campaign.

M&E─ R. Anderson, Water cutoffs to stables installed, no longer need to shut whole section down to work on equestrian lines,; new 10KW emergency generator installed at Clubhouse; Cumberland beach graded and parking lot widened; waiting to see what is wanted on entrance sign; work on riprap on both dams; contract awarded to Bowmen Contractors for work on Keaton Dam; culvert being installed under Lakeview Parkway. Health issue at Keaton Lake.

Guest Comments  None

Adjournment:  meeting adjourned at 7:35pm
Next Meeting ─ September 26, 2011, 7:00pm Holcomb Bldg

Planning Committee
Minutes of the Town Hall Meeting
September 26, 2011

The Chair, Mike Hill called the meeting to order at 6:00 PM.

Attendance:                               Present                                    Absent
Leon Strain (voting)                     Roger Anderson (voting)           Winston Sides (voting)
Ted Wessel (voting)                    Orville Dee (voting)                    Bill Nowers (voting)
 Doug Rogers (voting)                 Mary Nolan (voting)
Dan McFarland (voting)               Dan Greene (voting)
Neil Buttimer (Alternate)               Laurie Brown (voting)
Don Walters (Advisor)                 Tom Sheridan (voting)

Members:  Estimate 100 to 125 members present (Community Center was full).

Election of Officers
Dan Greene nominated Tom Sheridan for Chairman, Roger Anderson seconded, and the vote was unanimous
Dan Greene nominated Laurie Brown for Vice Chairman, Roger Anderson seconded, and the vote was unanimous
There were no nominations for Secretary. Ted Wessel was asked to take minutes for this meeting.

Agenda
Doug Rogers moved to approve the agenda, Orville Dee seconded. The motion was approved unanimously

Minutes
Dan Greene moved to approve the minutes of the August 22nd meeting, Doug Rogers seconded.  The motion was approved unanimously.

2012 - 2016 Proposed New Capital
Chairman Sheridan summarized the 2012 -2016 Proposed New Capital process and activities to date, introduced each new capital project, by year, and requested members comments and/or questions.
LOWA members offered comments and asked questions on all new capital projects except those in 2016 for the remainder of the meeting. No actions were taken.

Adjournment   meeting adjourned at 8:15 PM

Planning Committee Minutes
October 24, 2011

The Chair, Tom Sheridan called the meeting to order at 7:00 PM.

Committee Member Attendance:
Present                                                                                          Absent
Leon Strain (voting)                  Roger Anderson (voting)                Winston Sides (voting)
Ted Wessel (voting)                  Orville Dee (voting)                        Laurie Brown (voting)
 Doug Rogers (voting)               Mary Nolan (voting)                                      
Bill Nowers (voting)                   Dan Greene (voting)
Neil Buttimer (voting)                Dan McFarland (voting via phone)
Don Walters (Advisor)              Tom Sheridan (voting)

Guest Members: BOD: Pat Rowland, Dave McKee (liaison), Bob Shope & Jim Walsh
LOWA Management: Rob Martin, Guests:  Doug Chidlow, Bill Halpin, Dave Francis, Joan Harteveld, Vic & Sue Roberts, Jeff Flynn, Curtis & Susie Abel, and Carrie Browning

Agenda
Dan Greene moved to approve the agenda, Doug Rogers seconded. The motion was approved unanimously

Minutes
The minutes for the September 26th Town Hall Meeting were not yet available and will be voted on at the November 28th meeting

Motions on Proposed 2012 - 2016 New Capital
Chairman Sheridan explained the purpose of the meeting was to vote on the proposed 2012-2016 New Capital projects using one of four (4) different motions and to rank the priority of the 2012 projects that were approved.  The four motions to be considered were:

1. Recommend approval as requested
2. Recommend approval with conditions subject to additional information for evaluation
3. Recommend deferral for consideration in a future year
4. Recommend denial

The motions were to be made in the same order as the projects were reviewed at the Town Hall Meeting.  Motion 1.  Recommend approval as requested was not an option for new capital in 2013-2016 as the Planning Committee did not request or were given sufficient information to fully evaluate these new capital requests.

2012 New Capital

    Holcomb Building Renovation - $164,585   
Neil recommended Approve as Requested - Tom amended motion to Conditional Approve pending additional information - Bill requested motion to defer to future - Tom amended Bills motion to 2013.  Motion to Conditional Approve Pending Additional Information and to defer to 2013 passed unanimously.

    Automate Member Access/Services (Phase I) -$50,000
Neil recommended Approval as Requested, then Neil amended to Conditional Approval and defer to 2013 following discussion, which passed 9-1[Dan Greene]

    Clubhouse Lounge / Bar Expansion - $194,000
Tom recommended Approve as Requested – passed unanimously

    Web Site Development Program - $5,200
Neil recommended Approve as Requested, Bill moved to amend and move to 2013- failed 8 -2 [Bill & Orville] Original Motion passed 8-2 [Bill & Orville]

    Alert AM Message and Emergency Advisory System -$30,000
Tom recommended Conditional Approval, and that the proposal be forwarded to the recently announced Ad Hoc Committee for determining Front and Back Gate (sign) Communications.  If the Committee decides it is a useful and economic substitute for front and back gate signs, it should be forwarded to the Board for 2012 consideration. Bill amended to Deny Approval, which failed 5-5; Original Motion passed 7-2-1 [Mary & Dan against, Orville Abstained]

    Equestrian Tractor with Front Loader - $20,000
Roger recommended Approve as Requested – passed unanimously

    Paved Walking Trail from Main Dam area to Large Marina $7,000
Dan Greene recommended Approve as Requested – passed unanimously

    Woods Center Additional Parking - $14,635
Tom recommended Approve as Requested – passed unanimously

    Install Refreshment Centers at both Pools - $10,000
Mary recommended Approve as Requested – passed unanimously

2012 New Process

    Semi-Annual Payment for Annual Golf Memberships
Tom recommended Approve as Requested – passed 9-1 [Neil]

    In-House Management of both Pools
Tom recommended Approve as Requested – passed 8-2 [Neil & Mary]

2012 New Capital Ranking

2013 New Capital

    Clubhouse Deck Awning - $50,000
Tom recommended Conditional Approval pending further Evaluation – passed unanimously

    Clubhouse Front Door Reception Area - $10,000
Tom recommended defer to 2016 – passed unanimously

    Equestrian Picnic Tables - $5,000
Roger recommended Conditional Approval pending further Evaluation – passed unanimously

    Clear & Grade new Equestrian Area - $60,000
Roger recommended Conditional Approval pending further Evaluation – passed unanimously

    New Fitness Center Aerobic Equipment & Free Weights - $15,000
Dan recommended Conditional Approval, Tom amended to defer to 2014 – passed unanimously

    Contract Professional Fitness Center Designer - $20,000
Dan recommended Conditional Approval – passed 9-1 [Mary]

    Pavilion for Golf Course - $80,000
Tom recommended eliminating from 2013 New Capital – passed unanimously

    Tiki Bars at both Pools - $20,000
Mary recommended to Deny Approval – passed unanimously

    Front Gate Modification - $250,000
Doug recommended Conditional Approval pending further Evaluation – passed unanimously

    Rear Gate Guard Post - $100,000
Doug recommended Conditional Approval pending further Evaluation – passed unanimously

    Contract Professional Security Audit & License Plate Identification Software
Tom recommended eliminate from 2013 New Capital and to include in Security Contract RFP – passed unanimously

2014 New Capital

    New Fitness Center Aerobic Equipment & Free Weights - $15,000

    Covered/Lighted Equestrian Training Ring - $85,000
Tom recommended all 2014 projects be approved conditionally pending further information and evaluation – passed unanimously

2015 New Capital
    Clubhouse Kitchen Renovation - $90,000

    Stand Alone Fitness Center - $740,000

    Golf Swing Evaluation Equipment - $5,000
Tom recommended all 2015 projects be approved conditionally pending further information and evaluation – passed unanimously

2016 New Capital

    Add Solar Panels to Woods Center & Cart Barns - $20,000
Tom recommended Conditional Approval pending further Evaluation – passed unanimously

    2011 Approved New Capital Project
Neil made a motion to redesignate the source of FY2011 approved funds ($23,508) for New Capital item, Campground Reconfiguration, from New Capital to Replacement Capital – passed unanimously

Next Scheduled Meeting of the Planning Committee
The next scheduled meeting of the Planning Committee is Monday, November 28th at 7PM in the Holcomb Building Conference Room.

Adjournment   meeting adjourned at 9:20 PM

Planning Committee Minutes
November 28,  2011

THE CHAIR TOM SHERIDAN ADVISED THAT THE DECEMBER PLANNING COMMITTEE MEETING WAS CANCELLED, BUT ALL COMMITTEE MEMBERS WERE ENCOURAGED TO ATTEND AND PARTICIPATE IN THE BUDGET HEARINGS SCHEDULED FOR DECEMBER 6, 7, & 8TH.
 
Next Scheduled Meeting of the Planning Committee
The next scheduled meeting of the Planning Committee is Monday, January 23, 2012,  at 7PM in the Holcomb Building Conference Room.
 
Adjournment meeting adjourned at 8:15 PM