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

 

LOW PLANNING COMMITTEE MINUTES
of Scheduled Meeting on July 23, 2007, 7:00 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
of the 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