Pools & Fitness Committee Meeting Minutes

Minutes of 9 July 2007
Swimming Pools (SP) & Fitness Center (FC)
Committee Meeting

 
Sweetbriar Pool was visited prior to the meeting. Niki Davis was introduced and informed us of the issues that Elton Rupe, Superintendent of Maintenance, was resolving.

1. The meeting convened at 7 PM after a tour of Sweetbriar. The amended minutes of 5 June 2007 were accepted. The Chair briefed the attendees on the new and revised email procedures for approval of the minutes.

2. Reports:

a. Swimming Pools – Attendance averages are 32/day SB and 46/day CH, plus 10 -12 for swimnastics. The swimnastics fee on Tuesday & Thursday mornings should be paid on the way out when lifeguards are not present at start of class.  Operational issues are lights, both robot cleaners need repair, and an item associated with swimming meets needs repair. Life guard procedures remain unchanged: however the Chair emphasized the need for lifeguards at both ends of the pool when users are at both ends.  Currently, 82 children have signed up for group swimming classes.  Some private lessons have also been scheduled.  About 25-30 attended the dive-in movie. On July 26 lifeguards at both pools will compete at the CH pool. Procedures for usage of the new sliding board at the CH pool are evolving. The lack of lifeguards after the August Orange County school opening was discussed.

b. Fitness Center – Paid membership is 222; usage is 26/day, 7 days a week. Equipmenton order includes an abductor/adductor leg machine, recumbent bicycle, and a treadmill; 3 additional benches remain to be ordered. Security is still a major issue; it appears that an attendant may be the only solution. However, additional camera surveillance and new door security access is being planned.  

The Chair shared the contents of a letter from Charles W. Purcell, a Fitness Center member, voicing his concern with unauthorized use of the Fitness Center when he went to work out on July 7.  There were approximately 20 teens, who had not signed in, misusing the equipment and making it impossible for him to have a workout.  He reported this to Security who informed him that as long as a parent gave them the pass number there was nothing they could do.  Further discussion on the security issue followed.

c. LOW Survey Results – Unofficial results of the LOW survey relating to the pool questions were presented by George Colby, Planning Committee Liaison.

d. Fitness Regulations Update – The Sec advised that formal LOW FC regulations are in process and the FC rules will become part of the regulations by reference to them. Until the second reading by the BOD, LOW Security doesn’t have any regulations to enforce. Furthermore, the inclusion by the BOD of the term “Guests” in the proposed FC regulations confuses the intent of the regulations. The Chair will pursue this issue.

3. Unfinished Business:

a. BOD Wilson concept of co-locating a new fitness center with the Community Center at Sweetbriar – The consensus of the Committee was that a new fitness center should be co-located with the enclosed pool!  Committee member Russell agrees with BOD Wilson’s concept of co-locating a new fitness center with the Community Center at Sweetbriar Park, where the A&W Director’s office is, and where other types of indoor and outdoor fitness activities already exist.

b. Email data base for Pool members - The Secretary will contact the Swimming Team President to determine if they have a data base for their members that could become a baseline data base for all pool members.

c. The date for the FC Open House for LOWA 40th Anniversary will be determined when the new equipment is received.

d. Pool Dive-In Movie for LOWA 40th Anniversary – Planning completed.

4. New Business:

a. One combined fee for SP, FC and Tennis – A motion to reject the concept carried unanimously; primarily, because the fee amount was an unknown.

b. The Activity and Wellness Director is beginning the 2008 Budget Process for the Swimming Pools and Fitness Center.  On July 9, Dan Greene and committee member Russell worked with Niki on the FY 08 Fitness Center Budget.  Next week, committee member Russell will do additional work with Niki.

5. Attendee Comments:

a. Are the pools pump rooms safe? Yes, but noisy.
b. Has the enclosed pool at Germanna College been tabled by their new President? Has LOWA’s construction plans for an enclosed pool been returned by Germanna? The Chair will pursue these issues.

6. Meeting adjourned at 9:00 PM; next meeting: Tues Aug 7th, Holcomb Bldg, 7PM; preceded by a brief committee tour of the Clubhouse Pool at 6:30 PM.

Swimming Pool and Fitness Center Committee
Meeting Minutes for August 9, 2007

Clubhouse Pool was visited prior to the meeting by the Chair & Sec, A&W Director, Marguerite Dwyer, Bernie Patton, Russell Smith, Norm Sahley and Roz Gantz.

1. The meeting convened at 7 PM. The revised minutes of 9 July 2007 were approved.

2. The Chair introduced Sue Merna as the Vice Chair replacement for Marti Williams who had decided to become an alternate after her able work as the Vice Chair. The Chair also introduced both Russell Smith who is applying to become a member, and Eric Klause as the liaison from the Swim team.

3. Reports:

a) Niki Davis provided the following SP statistics:

1) FC – 245 members, income to date $18,900 vs. income budget of $12,000

2) SP – 47/day at Clubhouse + 43/day at Sweetbriar; values do not include the estimated 1000 persons that attend the Barracudas swim team home  meets. The Barracudas have about 130 swimmers. Swimnastics has 12-15 attendees.

3) A number of nearby Pools have been visited to observe their facilities relative to making future recommendations to the BOD concerning indoor/outdoor pool options for LOW.

4) Maintenance has corrected a repetitive problem with the Chlorinator Pump ceasing to operate overnight which in turn led to late pool openings.

5) After an exhaustive search and as in prior years, once school is open one full time manager and three full time lifeguards for 7 days a week for 2 weeks are not available. Nor are there 4 community volunteers available to pass the requisite tests and provide the full time coverage.

b) Chuck Russell provided the following FC info:

1) An abductor/adductor leg machine, a recumbent bicycle, and a second treadmill have been added.

2) A camera is scheduled for installation in Sept after the back gate cameras are installed.

3) Donavan Dick who’s been providing equipment maintenance will be leaving for Alaska. Dan Greene volunteered to contact other fitness facilities to identify available alternate maintenance.

c) The Chair reported on his meeting with the GM that had been documented in an email memo to the committee members and included the following topics:

1) It remains for the incoming BOD [i.e. Sept reconstitution] to approve a $50,000 study for FY 08 to establish the costs and advantages of a major upgrade of the Clubhouse  Pool/Building Complex (where the Fitness Center is housed), versus building a new Clubhouse Pool and Fitness Center/Building Complex where the basketball courts are now located.

2) LOW still has the original plans for replacing the Clubhouse Pool; however a set made for Germanna College remains to be returned.

4. Unfinished Business:

a) Regulation for the Fitness Center. The first reading of the following proposed change to Regulation XII is scheduled for Oct:
“Only Fitness Center (FC) members are eligible to use the FC. All FC members shall abide by the rules governing the use of the facility. Violations will result in a penalty and/or revocations of use.”

b) Change to Rule 3 concerning age of minors allowed to enter/use the FC and under what circumstances: After a lengthy discussion the Chair requested attendees to submit their written suggestions by email to him.

c) Status of Germanna College covered pool. In summary the college is waiting for the YMCA to take action. At this time the YMCA out year schedules do not include any planning for any pools at Germanna College.

d) Update of SP/FC Budget for 2008: Draft #1 distributed; primary issue is a $6,000 operational expense that has exceeded budgeted income to date.

e) Combining fees for Tennis, FC, and SPs:

1) Estimated Avg cost/year for the users of the 3 amenities = $85

2) Estimated Avg cost/year for the LOWA community in toto = $18.
Accordingly, the Chair stressed that each attendee should be discussing this concept with their neighbors from the aspect of the overall benefit to be derived by the community with option 2.

5. New Business: [none]

6. Additional Comments from Attendees: [none]

7. Meeting adjourned at 8:45 PM; next meeting: Tues Sept 4th, Holcomb Bldg, 7 PM; preceded by a brief committee tour of the Fitness Center at 6:30 PM.

                               
The fitness center was visited prior to the meeting by the Chair & Sec, Chuck Russell, George Colby, Dan Greene and Lincoln Klabo. 

1. The meeting convened at 7 PM. The revised minutes of 7 August 2007 were approved.

2. The Vice-Chair will chair the Oct 2 meeting in the absence of the Chair and Secretary.

3. Reports:

a) The Chair provided the following statistics: FC; members -276, income - $20,700, 2007 income budget- $12,000. SP; 2007 income budget $58,744, actual to date $52,048 comprised of $33,865 annual memberships + $7498 daily fees [except Labor day fees remain to be added] + $6760 daily passes + $2310 swimnastics + $1230 swimming lessons + $383 for a pool party.
The short fall was driven by a short fall in annual memberships.
   Based on the Chair’s report, the Vice-Chair and member Marguerite Dwyer will be contacting the 2006 annual membership that didn’t renew to derive a rationale for the short fall. The Sec will make the admin contacts to obtain the requisite 2006/2007 data for their review. 

b) Chuck Russell and Dan Greene provided the following FC info: Attendance for Aug was 856; up 148 from July. The attendees were reminded that Donavan Dick who provides equipment maintenance will be leaving for Alaska. The next training session remains to be established. They will meet with the GM to discuss obtaining a Cable Crossover Machine + 1 or 2 more exercise benches. The status of the FY 08 Capital budget for a new Eliptical Machine is unclear with the recent departure of Niki Davis, the new A&W Director.
   Based on their report, the Chair will obtain a copy of the FC Operational and Capital Equipment Budgets for their review and use in his absence.

4. Unfinished Business:

a) At the BOD Oct meeting: It is anticipated that Russell Smith will be approved as a voting member and Eric Krause as an alternate member on the Committee.

b) Regulation for the Fitness Center. Based on the first reading, the first sentence of the proposed Reg was returned for rework; the second and third sentences were acceptable as submitted. The voting members unanimously agreed to change the first sentence as proposed by the Chair. Therefore, the revised Reg to be resubmitted for the second reading by the BOD in OCT will be as follows:

“Only Fitness Center (FC) members who have paid their usage fees, and have signed the LOWA FC Agreement and Waiver form are eligible to use the FC. All FC members shall abide by the rules governing the use of the facility. Violations will result in a penalty and/or revocations of use.”

Since the foregoing precludes the LOWA members from bringing guests, it appears that the BOD should have this proposed Reg reviewed by the LOWA lawyer.

c) Change to FC Rule 3 concerning age of minors allowed to enter/use the FC and under what circumstances: After a lengthy discussion the Chair called the vote; the vote was 3 to 2 with one abstention, in favor of changing the rule to read as follows:

“Rule 3.  Youth, ages 14 to 17, whose names are listed on the family membership application, are permitted to use the Fitness Center when accompanied by an adult member. Children under the age of 14 are not permitted to use the Fitness Center. This includes strollers and baby carriages with children as well as children sitting inside the Fitness Center while a parent/guardian is exercising.”

5. New Business:

a) Revision of Fitness Center Rule 1. Consistent with the aforementioned propose Reg that will prohibit FC use by guests of members, FC Rule 1 would have to be changed to read as follows:  “Rule 1. Authorized members must sign-in/sign-out.”
The committee members voted 4 to 2 in favor of the revised rule.

b) Replacement A&W Director. The Chair indicated the GM is interviewing and an offer remains to be made to one of the candidates.

6. Additional Comments from Attendees:

a) In response to the issue of availability of part time senior Community Lifeguards, the Secretary will prepare an article for the Lake Currents concerning the need for 4-6 paid community volunteers to pass the requisite Lifeguard tests to provide full time coverage for the last 2 weeks in August, to keep one pool open from noon to 8 PM through Labor Day, after public schools open in mid-August.

7. Meeting adjourned at 8:15 PM; next meeting: Tues Oct 2nd, Holcomb Bldg, 7 PM.

Final Swimming Pools and Fitness Center Committee Meeting October 2, 2007

1. The meeting convened at 7 PM. The revised minutes of Sept 4, 2007 were approved.

2. Meeting was chaired by Sue Merna,Vice-Chair in the absence of the Chairman.

3. Reports

a. Due to last month's report from the Chair, showing a short fall in swimming pool membership this year, the Vice Chair contacted members who did not renew their membership for the 2007 season. There are 98 members who are still in area. The results, were that many people joined for their children who were now grown and had jobs, death in the family, caring for the elderly, and the biggest one was they didn't get enough for their money. When they were asked how things could be improved so that they would renew their membership, the top answer was to lengthen the season. This could be done by a retractable cover on one of the pools, which would be much less expensive than an in-door pool. This would also allow for increased time for water exercises, toddler swim classes, and longer use for the swim team and renewed memberships.
              
Other suggestions included a canopy for shade for those who want to be outdoors but must be in the shade, a diaper change station in the restroom at both pools, lights at the Sweetbriar pool for late night swim meets, vending machines, and equipment for swimnastics. These last items could be obtained from a miscellaneous fund in the budget.

More suggestions were to move the Fitness Center (FC) to the Community Center area, in a larger building of its own, so as to create a fitness complex, with the pool covered, and walking trails and gym use. This had recently been presented to the SP and FC committee by BOD Bill Wilson, which was not well received, except by committee member Chuck Russell. The last suggestion was to have contractual services for maintaining the pools and staffing. This may not save money, but it will gain in expertise.

4. Unfinished Business

a. These suggestions will be presented to the Chair for his review before the Finance Committee meeting on Oct 24th.We were advised to know where we wanted the FC, how much space to handle projected membership of 400, and what we want done with the $50,000 to be approved by the board at the Oct meeting and bring this to the finance meeting for consideration. All concerned parties should attend the Oct. 24th finance meeting at the lower level of the Clubhouse. [was recorded as Oct 26]

b. An article was placed in the Lake Currents, to obtain lifeguards to complete the full season of swimming.

c. The revised FC regulation will have a second reading by the BOD at their October meeting.

d. The FC rule amendments apply to Rule 1: eliminate guests, Rule 3: children 13-17 authorization and usage and Rule 6: reporting minor equipment problems. Chuck Russell provided some clarification for getting the FC Rules Poster changed by Elton Rupe, with the amended rule changes that were voted on by the SP and FC Committee. The FC Rule change process is as follows:

• The SP and FC Committee voted on and approved the FC rules amended, at their September meeting.
• Mr. Bailey told Mr. Tillman that he wants to inform the LOW community about the amended FC Rules.
• Mr. Bailey then authorizes Elton Rupe to create a new FC Rule Poster, with the amended rule changes.
• Dan Greene coordinates with Elton Rupe, the creation pf the amended FC Rule Poster.
• Dan posts the new FC Rule Poster

Chuck Russell said he would discuss the status of the FC Rule change process, and the one FC Regulation change with Ken Tillman and Bob Lowe upon their return to LOW

5. New Business

a. Dan Greene reported that 810 members used the fitness center in Sept [27 or more each day 7 days a week]. The cable crossover machine was ordered with benches and delivery is expected before the end of October. Currently, the FC has approximately 1000 square feet of space at its present location, and would require between 1500 - 2500 square feet depending on projected membership size and intended use, to accommodate its users, in performing their exercises properly.

b. The new Wellness Director, Timothy Saunders, will start on Oct. 15th.

The meeting was adjourned at 7:55 PM. Next meeting: Tues Nov 6, Holcomb Bldg, 7 PM.

Final Swimming Pools and Fitness Center Committee Meeting November 7, 2007

1. The meeting convened at 7:05 PM. The final minutes of October 2, 2007 were approved.

2. Reports

a. Fitness Center by Chuck Russell: Currently there are 307 members, 160 were budgeted for FY07. Two benches have been added. The cable cross over machine is on back-order. Machines loaned by Germanna College, but inoperable, are being stored in the men’s shower area. The abductor machine is broken [subsequently fixed by Dan Greene].

b. Trespassers. The Chair reported that the Orange County Sheriff had to remove a number of unauthorized boys and girls.

c. Statistics for 2007 remain to be recovered by the Tim Saunders.

d. Finance Committee Meetings.

1) Oct 24 by V-Chair – The FC request for $10K was accepted.
2) Oct 30/Nov 1 by Chair – Reported that $50K for a replacement vs renovation study of the Clubhouse Pool/Fitness Center has been denied, and that an email from the Planning Committee Chair has recommended that the BOD appoint a group of experienced LOW personnel to conduct the study.

The SP Secretary noted that the prior study conducted by the SP reps was rejected by the Planning Committee because the study group members could not justify their cost figures. Therefore, without an experienced consultant any study group assembled by the BOD would not be able to justify their cost figures. The attending BOD members suggested that one of the 2 pool engineers being consulted by the GM be added to the aforementioned study group that remains to be appointed by the BOD. Such an engineering consultant should be able to justify costs for both pool construction and pool operations.

Although the Finance Committee has recommended deleting from the Capitol Budget the $50K for a consultant to study the Clubhouse SP/FC complex, the GM is recommending that this item be kept in the budget.
 
3) Nov 5 by Chair – The Finance Committee is recommending to the BOD fee increases as much as 32% and 65% for individuals and couples respectively. The GM increase recommendations are more realistic, in the 4.3 to 5.3% range. The daily and short term (5 passes) rates would remain unchanged at $5 and $20 respectively.  [Details are listed in the Nov 9 Lake Currents]
4) Nov 17 [Saturday] – A public hearing on the proposed 2008 budget will be held at the Community Center at 9 AM.
5) Nov 21 [Wednesday] – Next BOD workshop at 2 PM in the Community Center will include a presentation by a Regency Parks Sports Center rep that will have implications for the SP & FC Committee.

e. Lifeguards – No responses to the article placed in the Lake Currents, to obtain lifeguards to complete the full season of swimming.

f. Fitness Center Regulation -  The new FC Regulations were BOD approved in their Oct  meeting. The revised FC Rules will be posted in the FC once the changes are promulgated in the Lake Currents.

g. Fund Raising by Germanna College– Dan Grynaviski reported Brenda Roberts is re-newing her efforts in support of a pool at Germanna College.

4. Unfinished Business

a.  Pole Lights for Sweetbriar – Two bids have been received by the GM.

5. New Business

a. Meeting Date for Jan falls on Jan 1. It was agreed the Committee would meet on Wed the 2nd.

6. Comments by Attendees

a. Bruce Kay noted that Orange County will be spending $60M on schools and that we ought to look into it from a pool aspect.
b. The Chair reminded the attendees of the new informal BOD get together with the community on Nov 21. Also, Budget comments can be made at both BOD meetings and workshops prior to the BOD Feb vote on the Budget.

The meeting was adjourned at 8:40 PM. Next meeting: Tues Dec 4, Holcomb Bldg, 7 PM.

Minutes-Swimming Pools (SP) & Fitness Center (FC) Committee Meeting 5 February 2008

1. The meeting convened at 7 PM and the minutes of December 4, 2007 were accepted.

2. Reports

a. Reorganization of the GM Office. The AGM for Operations reported that he will be the liaison to the SP & FC Committee.  The Chair reported that Maria Levering who will become the Manager for Information Systems, Human Resources, and Communication will be responsible for Tennis, Youth Activities and the Campgrounds.

b. The Chair reported that the realtor who has been promoting the pool at Germanna College has withdrawn her Lake Currents ad.

c. Dan reported that the FC membership has increased to 353, with an increase of usage from 871 in Dec to 951 in Jan. Dan also reported that Anthony of Life Fitness has volunteered to maintain the FC equipment. Costs would be limited to materials, no labor charges. At the request of an attendee, Dan provided details on how maintenance is procured from Life Fitness.

At the request of the Chair, Dan Greene reiterated the events resulting in the delivery of the Cable Cross Over equipment to the fitness center, including how the FC acquired an item of fitness equipment from Fire and Rescue.

d. The Chair reported that the BOD had elected to increase the SP daily fee for members from $5 to $6 and for guests from $5 to $7; also the short term pass [5 visits] was increased from $20 to $24. Furthermore, the $50K for conducting a SP&FC study has been withdrawn and replaced with $25K for any unexpected pool maintenance.  

e. The Chair reported that an ad-hoc Committee has been established by the BOD President for determining the following concerning the Clubhouse area pool and fitness center:

1. Do we repair the current building or tear down and build a new one?  
2. Does the building continue to include fitness or should that activity be moved elsewhere? Cost?  
3. How long might the current pool be used? Probable maintenance costs?  
4. What would a new pool look like?  
5. How important is a covered pool and what would the cost be [including operation]?

The committee members are: 1. Bill Wilson, Chair   2.George Colby, Planning
3. Nick Duy, Finance  4. Ken Tillman, Pools and Fitness Center   5. Elton Rupe, Maintenance Superintendent, 6. Alice Drabant. The initial meeting date remains to be established.

3. Unfinished Business [none]

4.New Business

a. Submission of Capital Expenditure Requests for FY 2009 thru FY 2013. The Chair indicated that the SP&FC committee has to propose expenditures for FY 2013 and any changes for FY 2009-2012.

5. Other Attendee Comments – Dave Britten addressed the attendees concerning the rule that precludes his two younger children from using the FC. He is working and his wife is unable at this time to provide the adult supervision required for their use of the FC, after they come home from school. Dave was advised by the Committee how the existing rule came to be established and suggested an alternate adult until the newly selected AGM can propose an alternative approach to the existing rule. Also, a rule change could occur when either a Security video monitor is installed, or when the pass card system is installed throughout LOW in April.

The meeting adjourned at 8:00 PM. Next meeting at Holcomb Bldg, Mar 4, 7 PM.

Final Minutes for Swimming Pools (SP) & Fitness Center (FC) Committee Meeting 4 March 2008

1. The meeting convened at 7 PM and the minutes of February 5, 2008 were accepted.

2. Reports

a. AGM Background. At the request of the Chair, Ted indicated his forte is Property Management which included commercial property, the management of indoor/outdoor pools and homeowner associations.

b. SP & FC Working Group. Bill Wilson reported that the group is reviewing prior pool/fitness planning documents with the intent to develop a consensus for one proposal or for two SP & FC options to be forwarded for BOD consideration. Each option will include costs for construction and operation, and anticipated revenue sources.

c. Low Annual Survey Questions. The Chair provided the following as the final survey input:
“In the near future, LOWA will have to make a decision regarding the Clubhouse Pool and Fitness Center. Some of the options for each facility are listed below in order of least expensive to most expensive.

What option would you choose for the clubhouse pool?

• Repair as necessary with no material change to the existing facility [current practice].
  
• Eliminate all current deficiencies and renovate to extend useful life 15 years.
  
• Same as above, but extend seasonal usage by adding removable bubble over pool with heated water and air.
  
• Build an enclosed pool.
  
• What option would you choose for the fitness center?
  
• Repair as necessary with no material change to the existing facility [current practice].
  
• Same as above, but expand facility and upgrade equipment to include rehabilitation capability.
  
• Build a new fitness center.

It was noted by attendees that the word ‘post-‘ should have been inserted prior to the word ‘rehabilitation”.

d. Sweetbriar Pool Capital Expenditure Request. Sue Merna briefed the group on her attendance at the Capital Expenditure Informational meeting. Based on her attendance, Merna will be preparing a proposed Capital Expenditure request to operate the SweetbrIar Pool six months of the year, May 1 to Nov 1, by adding a water heating device to accommodate the cooler months. An overview of her progress to date was provided and the Committee indicated their approval with her idea, since it should provide additional cost information that could be useful to the SP & FC Working Group.

e. Dan Greene reported that the FC membership usage has increased to 1243 in Jan 2008. Dan also reported that he will be meeting with the GM to develop a FC building proposal.

3. Unfinished Business [none]

4. New Business

a. Consideration of Orange Co. request to pay to use a LOWA pool 4 hr once a week during regular operating hours; Rejected by a 3 to 2 vote.

b. Consideration of pro-rating the FC annual use cost; Rejected unanimously by a 5 to 0 vote.

c. Revision of the ‘LOWA Fitness Center Agreement  And Waiver’ form. Chuck Russell stated the form needed to be revised. Committee suggested changes included removal of referrals to ‘guest(s)’ and other changes as needed to conform with the latest FC Regulations and Rules. It was concluded a revision to the form would be prepared by Chuck Russell and Dan Greene, and resolved with the Chair prior to the April meeting.

5. Other Attendee Comments

a.  Chuck Russell indicated FC emergency procedures should be updated; also, a First Aid Kit should be available at the FC.  Dan Greene will update/remove FC posters

b. Bernie Patton indicated the LOWA FC Regulations should be posted in the FC. It was concluded that the Chair would request Elton Rupe to have his department install the information which was previously furnished to him by the former A&W Director.

The meeting adjourned at 8:30 PM. Next meeting at the Holcomb Bldg will be 1 Apr, 7 PM.

Swimming Pool & Fitness Center Committee
Meeting Minutes of April 1, 2008

I. Meeting called to Order by Chair at 7:04pm

II. Minutes from March 4th, 2008 accepted by Committee

III. Reports

• Ted Wessel (AGM) stated that a proposal is in the works for consideration in hiring a Pool Management Co. for staffing and daily operations of the 2 swimming pools. The pools are on track for opening day on Saturday, May 24th, 2008.


• SP & FC Working Group rep (George Colby) said the group is working on 2 or 3 options to present to the SP & FC Committee to be considered and hopefully forwarded to the BOD for either replacing or upgrading the current ClubHouse pool and fitness center.


• Sue Merna has applied to join the Planning Committee. She plans to remain a member of the SP & FC Committee

IV. Unfinished Business

• Sue Merna briefed the committee on her progress on the proposal for a Capital Expenditure Request for operating and heating the Sweetbriar Pool six months of the year (May 1 to Nov 1).  Specifics on the proposal are available from Sue.


• Dan Greene presented New Capital Expenditure Report (2009) for Fitness Center to the Committee. This included the proposal for a new Fitness Center Facility designed to handle a robust membership of 500 families with a suggested Annual Family fee $120. The Chair accepted this proposal for review.


• Installation of Regulations & Rules in the Fitness Center still needs to be coordinated with Elton Rupe. Ken Tillman will follow up.

V. New Business

• No report on perimeter lighting for Sweetbriar Pool


• Chuck Hodges resigned from SP & FC Committee.


• Any one willing to serve as an Officer for 2009 - call Ken Tillman before April 17th.  Election of Officers will be in May.

VI. Comments/Suggestions:

Sandy Phipps introduced herself to the committee (a personal trainer @ Gold’s Gym with a Degree and work experience in the Health & Fitness industry), a LOW resident (married with 3 children) and a desire to be involved with the committee. She made a great suggestion of possibly trying to arrange an introductory/beginners course for ladies to get some basic instruction on proper use of equipment within the FC, maybe have groups of 5 – 8 ladies per session. To be discussed further – offline with the AGM.

Meeting adjourned by Chair at 8:10pm.

Next meeting: Holcomb Building - Tuesday, May 6th at 7pm

Final Minutes of the Swimming Pools [SP] & Fitness Center [FC]
Committee Meeting 6 May 2008

Committee Attendees: Ken Tillman-Chair, Sue Merna-Vice Chair, Bob Lowe-Sec, Chuck Russell, Peggy Dowd and Russell Smith, and alternates Dan Greene, and Rima Laviano. [It was noted by the Chair that Peggy Dowd is replacing Chuck Hodges who has resigned.
AGM: Ted Wessel, AGM for Operations           Resident: Jennifer Zukowski

1. The meeting convened at 7 PM and the minutes of April 1, 2008 were accepted.

2. Election of Officers: By unanimous acclamation the existing officers were re-elected.

3. Reports

a. 2009 Capital Requests: The following will be presented to the Planning Committee on May 9 at 1:30 PM in the Woods Center.

1) Enlarging Fitness Center by Dan Greene. A request to enlarge the FC by threefold at its existing location with the TOTAL construction and ant subsequent operational cost to be supported by increasing the FC  members annual fees.

2) Extending Sweetbriar Pool Usage by Sue Merna. A request to add water heaters to extend the pool usage from 3 months to 6 months with the cost to be supported by an annual increase to members fees. A mandatory related change would include hiring a Pool Management firm.

3) Improving Lighting at Sweetbriar by Ken Tillman. A request to resolve lighting code violations of concern to evening swim team competitions and other evening pool activities at a cost of $7K.

b.  Clubhouse Pool and Fitness Center Working Group Progress. The Chair indicated that costs are being acquired for potentially two alternatives. The BOD would then determine how to finance either alternative, whenever one is selected.

c. Swimming Pools Management Contract. The AGM reported that the GM is in negotiations with the Douglas Aquatics pool management firm of Fredericksburg to manage the pools for this summer. They will regularly have 4 Lifeguards on duty who will perform gate control. This year LOW Maintenance will continue to perform the opening/closing functions. The 8 PM closing is the standard time at most pools. There will be hourly breaks to assure children have a dedicated rest period. Douglas Aquatics expects to hire previous LOW lifeguards.

d. Fitness Center Report. Dan Greene reported the emergency door had been repaired. The phone line remains to be a direct connection to Security; one person was on the line for over an hour. Attendance figures disclosed a decrease during the summer months. Regardless, an average usage by 40 persons per day/per 7 day week is to be expected.

4. Other Attendee Comments – Chuck Russell indicated the FC access code should be changed consistent with the payment of the April annual FC fees.

The meeting adjourned at 8:15 PM. Next meeting at Holcomb Bldg, June 3, 7 PM.

FINAL Minutes of Swimming Pools & Fitness Center
Committee Meeting 5 August 2008

Committee Attendees: Ken Tillman-Chair, Sue Merna-V-Chair, Bob Lowe-Sec, Marguerite Dwyer, and Chuck Russell, and alternates Dan Greene, Maureen Otera and Rima Laviano. Other attendees: John Bailey, GM; Ted Wessel, AGM for Operations; Jeff Flynn and Bruce Kay, BOD; George Colby, Planning Committee Liaison; and the following Residents: Bernie Patton, Norm Sahley and Angelo Lavino.

1. The meeting convened at 7 PM and the final minutes of July 1, 2008 were accepted.

2 . Reports

a. Lighting at Sweetbriar:  Additional lighting suggested by the swim team needs to be verified by the swim team in writing.

b. Heating Sweetbriar Pool: The V-Chair stated, been deferred to 2009 budget per GM request.

c. Pools Equip Requirements: The Chair listed the following: diaper change stations at both pools, clothes hangers, safety matting around the water slide and in the rest rooms at Clubhouse Pool.

d. Fitness Center Operation: Dan Greene concurred that Security had eliminated the teen problem at the FC after dark. The AGM stated FC membership is 354. Dan Greene noted that usage has increased to an average of 41 sign-ins per day; understanding that some users do not sign in. Phone replacement is awaiting Verizon to install a direct line to Security. The GM directed that the existing phone sign is to be removed until a phone is installed.

e. Swimming Pool Operations: The AGM provided data thru July on paid members and monthly usage. The GM noted both membership and daily usage is much lower compared to last year. The Committee recommended by vote that the diving board be re-installed at Sweetbriar pool.

3.Unfinished Business [none]

4. New Business

a. Operational Budget Discussions: The GM indicated that a $15,000 budget shortfall has occurred this year. This may be due to the SP usage shortfall of 2.e. above, which may be due to the economy and increased usage of the beaches.

This in turn led to the discussion between the GM and Dan Greene, where Dan suggested that the Fitness Center's FY09 expenditures be reduced from $10,500 to $7,000,  (avoiding $3,500). Dan also indicated the FC contractual services could be reduced by $2,000, therefore reducing the FY09 budget $15,000 shortfall by $5,500.00. It was also noted by Dan Greene that the linear leg press ordered in ‘07 was to be funded with ‘07 funds contributed by FC users. However, it was actually paid with ‘08 funds. The BOD reps indicated it was standard procedure to use current years funding to pay for items that arrive after a new Fiscal Year is in process.

The GM stated that his budget planning for next year has included an 8.3% increase in pool membership fees, which would not eliminate the shortfall. This in turn led to an extensive discussion on ways that the projected shortfall could be reduced. Among the suggestions was the idea of closing the pools or a pool for one day per week. The GM will submit the first draft of the SP&FC budget to Committee members prior to our next meeting. This budget will be based on operational costs and projected income figures. It will include operational items requested by Committee members. Members are asked to meet and have suggestions on ways that the budget can be reduced to the level of the guidelines given to the GM by the BOD. 

A special SP&FC budget meeting has been scheduled for August 21 at 7PM in the Holcomb Bldg conference room. The August 21 meeting will be in preparation for delivering a second SP&FC draft budget by August 29.

General Comments by Attendees
a. Home Owners Association [HOA] Mgmt vs Contracting Out: In response to a query by an attendee, the GM and AGM provided information concerning their experiences and the pros and cons of contracting out management [e.g. the on-going pool management].

The meeting adjourned at 9:30 PM. Next meeting at Holcomb Bldg, August 21 & Sept 2, 7 PM.

Swimming Pool & Fitness Center Committee
Meeting Minutes (October 7, 2008)

Committee Attendees: Ken Tillman - Chair, Sue Merna - Vice Chair, Chuck Russell, Marguerite Dwyer, Peggy Dowd and Russell Smith.  Alternates: Dan Greene and Rima Laviano
BOD (Liaison): Neil Buttimer
GM’s Office: Ted Wessel, AGM for Operations
Committee Liaison(s): George Colby, Planning   Doug Chidlow, Finance
Visitors: Susan Wright, Bernie Patton

I.          Meeting called to Order by Chair at 7:03 pm

II.         Minutes from August 21, 2008 & September 2, 2008 & September 22, 2008 accepted by Committee
           
III.       Reports

            A.        Dan Greene (Fitness Center) reported the following monthly figures for Fitness Center attendance (members that signed in to workout):
July = 1,142  (several days with over 60 sign-ins per day)
August  = 1,187 (several days with over 70 sign-ins per day)
September = 1,036 

      Dan informed the committee that the fitness equipment is starting to show some “wear & tear” due to the high usage and reminded the committee that only $7K is budgeted for new equipment in FY09. He also mentioned that (BOD Bruce Kay) had approached him about the possibility of relocating the Fitness Center to the Community Center as a way of helping to bring additional revenue to the Community Center. There was quite a bit of discussion on this by the members in attendance at this meeting with very little support for the idea of relocating the FC to the CC.

Chuck Russell asked that appropriate signs (i.e. this door is for Emergencies only) be posted on both sides of the door between the outside area and the Men’s showers. He provided a copy of the handwritten paper sign that is currently used. Dan said that the new phone line (direct connect to Security) has been very beneficial and that Security has been very helpful when called!             

B.   Ted Wessel (AGM) provided information on the contract Proposals being considered for management of the Swimming Pools in 2009 by Douglas Aquatics. The following are the three options being considered:
                        1) Keep the same hours of operation for both pools as 2008 (Cost $101K)
                        2) Close Sweetbrier Pool 1 day per week (85, 700)
                        3) Both pools closed 1 day per week (Cost 79, 700)
                        Ted did point out that 2009 Swimming Season (Memorial Day to Labor Day) is an additional 7 days longer than the 2008 Season was. The committee asked that Ted stress to the Contractor the importance of tight control and accountability by the pool manager and gate guards on tracking members, guests & visitors accessing the Swimming Pools in 2009 so LOWA can have accurate data/counts for daily usage figures and income collected. 

IV.     Unfinished Business

A. U pon review of the proposed FY2009 budget & operating expenses for the Swimming Pools and Fitness Center there were questions raised on the justification for the budgeted expense for the Fitness Center’s electricity, water & sewer. Ted is going to research this and get back with the Committee with the info on where the proposed figures came from.

B. Ke n provided everyone in attendance with a copy of the key points that the Committee provided the GM with to support the proposed fee structure and proposed cost for Pool Membership in 2009 when the GM meets with the Finance Committee.

C. Ch uck Russell has been working on updates to the Fitness Center website and provided some screen shots and a new write-up, for the committee to see. These updates will provide up-to-date information for this up and running website!

D. Sue Merna, Peggy Dowd and Rima Laviano (Pool Socials) shared some of the ideas they are working on to help attract more LOWA Members to join the pool. They are planning to host 3 Socials per month during the Swimming Season with the idea of having 1 Social for Adults, 1 Social for high school age Teens and then 1 Social for younger kids. Some of the proposed ideas for activities are:

                        + Wine and Cheese Mixer (get to know your neighbors)
                        + Italian Dinner Night
                        + Teen Pool Party (pizza, soda and a band)
                        + Dive-In Movie Night
                        There is more planning that needs to be done for marketing and advertising the advantages, benefits and fun that comes with being a Season Pass holder for the Swimming Pools in LOW.

V.        New Business
            A.        Finance Committee Meeting to discuss proposed Budget for FY09
                        22ND Oct. at 9am Woods Center

VI.       Comments/Suggestions: None

VII.      Meeting adjourned by Chair at 8:23pm
           
            Next meeting: 4th Nov. at 7pm Holcomb Building