Approved Minutes Safety and Security Committee Meeting
October 8, 2007
Members Present BOD Liaison
Steve Cakouros (Chair) Peter Williams
Ed Rowan
Dick Bradie Security Representative
Doug Weiford
George Dodson
Visitors
Bruce Kay (BOD)
Joe Quimper (Finance)
I. Call to Order. Meeting called to order by Chairman Cakouros at 7:04 PM.
II. Announcements
- The chairman passed out copies of his memo to the GM suggesting changes to the Barred From Driving in LOW List (BFDIL) and urging better enforcement efforts. There was a brief discussion on the growing number of people as a result of the last Board of Director’s meeting.
- Steve also passed out copies of his memo regarding entrance procedures, with the focus on mandating bar codes and installing a manually controlled gate in the visitor lane.
- Steve mentioned the recent articles published by Lynn Huntsman and Dick Bradie in Lake Currents and Dick’s broadcast on Channel 18.
- Lastly, Steve announced that curve warning signs have been erected at both locations previously identified.
III. Motion to approve September 10, 2007 Minutes. Motion to approve minutes made by Dick Bradie, seconded by Ed Rowan, and approved unanimously subject to a correction in Jim Drabant’s former job title (“radio systems program manager” vice “retired communications specialist”).
IV. Old Business
- Surveillance cameras at the Back Gate. Steve reported the three contractors involved in setting up our surveillance camera system (Verizon, Infinity, & Dillard Alarm Co.) were scheduled to be at the Back Gate on the previous Friday during the installation of the T-1 line. Chief Dodson reported that there is still no equipment installed in the guard shack.
- Magnetic card system. Jim Biggs gave Steve a head’s up that Dave McKee, Planning Committee chair, has been tasked by the BoD to form an ad-hoc committee to look into the purchase of the card system. A member from Safety and Security will be asked to participate in the research efforts to determine the uses of the card. Previously, the General Manager had asked Steve if S&SC members would be in favor of requiring photos on the card. There was a general consensus that they were.
- Security audit. Board liaison, Peter Williams, explained that he has been asked by the Board to head up a small group to develop a Terms of Reference and Request for Proposal regarding a security audit. He feels that a professional audit would highlight our strengths and weaknesses. It would provide a roadmap of sorts for “best practices” and a proven path for technology acquisition. As an example, Peter then passed out a copy of a gate pass that he obtained from a private community. The computer generated visitor pass had a tailored map showing the route to the person being visited. The printout included the names of the host(s) and the guest, license plate, and time of the visit.
Miscellaneous.
AM broadcast system. The AM short-range broadcast system was recently tested and proved to be inadequate in range. John Bailey has asked the communications staff to look into acquiring an FM system.
Hang tags. According to John Bailey the Association is looking into getting short colored hang tags that can stay on the rear view mirror. A question was raised about the specific Rules requirements regarding bar codes and hang tags. The matter will be looked into.
POAVA. According to the GM there still is no feedback from POAVA’s president, Bill Marr on the question of enforcing the use of front posts with house numbers.
Commonwealth Attorney. There is still no word on Diana Wheeler’s request of the Commonwealth Attorney regarding law enforcement options.
Gate arm for front gate. John Bailey has told Steve that he has a quote from a contractor on the installation of a manual control gate at the front gate visitor lane. A final decision has not yet been made.
Security training. In regard to an individual’s previous criticism of Dodson’s Security’s lack of training, Chief Dodson explained in detail the kinds of training that his employees receive. He admitted that improvement is needed in report writing and has implemented changes in this regard.
V. New Business
Sheriff sub-station/deputy response times. Steve passed out copies of the section of the Code of Virginia dealing with the number of sheriff deputies allocated per resident population. Currently, the population in this part of the county (9,000 +) forms the justification for at least 6 Orange County deputies. George Dodson said that Sheriff Amos maintains that for major emergencies the average response time in LOW is 8 ½ minutes; for lesser emergencies it is 14.5 minutes. Dick Bradie mentioned that a recent discussion with Sheriff candidate Brooks emphasized the possibility of having two deputies stationed in the area. Steve reminded those assembled that the two candidates for Sheriff will be guests at the next Civic Club meeting on 16 October.
Budget Proposal. Joe Quimper asked if the chairman had received the FY08 Proposed Budget that he had just sent before this meeting. It was. Joe briefly covered some of the budget highlights. Steve reiterated his desire to put in for two pole mounted speed display devices in FY 2009 that would be installed near the rear gate. These would complement the devices requested for the front gate in FY 2008.
Project Monitoring Proposal. Steve said he would defer detailed discussion of his monitoring proposal until more Committee members were present.
Vandalism. The recent spat of graffiti painting of houses/garages was brought up as a matter of concern at the last BoD meeting. Alicia Payne provided a copy to the chairman of an article she has written for Lake Currents. It asks parents for their help in the matter and suggests that a curfew be instituted for children under the age of 18.
Handouts. Before adjourning, Steve passed out copies of articles appearing in recent editions of the Free Lance-Star. One had to do with a new state-wide program called Victim Information and Notification Everyday system, or VINE. It notifies crime victims when defendants are to be released from jail. The second handout discusses King George County’s efforts to implement a countywide noise ordinance that would give the Sheriff’s Office control over excessive noise.
Visitor Screening. Mr. John Trach provided the chair with a copy of a letter in which he states his dissatisfaction with Dodson Security’s lack of screening of an uninvited visitor while he was out of town.
Meeting Adjourned: 8:58 PM
Approved Minutes Safety and Security Committee Meeting
November 13, 2007
Members Present BOD Liaison
Steve Cakouros (Chair) Peter Williams
Lynn Huntsman (VChair)
Jim Biggs Security Representative
Doug Weiford George Dodson
Mike Pulice
Visitors
John Bailey (GM)
Bruce Kay (BOD)
Neil Buttimer (BOD)
Jim Drabant (Finance)
I. Call to Order. Meeting called to order by Chairman Cakouros at 3:02 PM.
II. Announcements
- The chairman passed out copies of the latest S&S Committee membership listing, noting several changes.
- Next Steve passed out copies of a draft article he had prepared for Lake Currents discussing the latest front gate screening efforts. The article was requested by the General Manager. There were dozens of incidents of improper or illegal entry attempts noted just in the first 10 days. Of particular note was the apprehension of a wanted felon who had been given fraudulent access to LOW by a family member.
- Finally, on a sad note, Steve noted that emergency services personnel had just responded to a probable suicide.
III. Motion to approve October 8, 2007 Minutes. Motion to approve minutes made by Jim Biggs, seconded by Doug Weiford, and approved unanimously.
IV. Old Business
- Security audit. Peter Williams passed out copies of a detailed Terms of Reference that he had drafted. The GM said that an abbreviated version will be published in the Fredericksburg Free Lance-Star and the Richmond Times Dispatch seeking bids from qualified professional audit organizations. The General Manager explained that the responses received will ultimately be discussed by the Board of Directors.
- Communications tower update Jim Drabant gave a detailed review of the actions involved since August in his efforts to improve Warden communications within LOW. He has had repeated discussions with all parties involved, including the General Manager, Orange County personnel, and the county’s communications contractors. As a result Jim has applied for and received two additional radio frequencies. He has been able to get preliminary approval from Clear Communications to place a lightweight antenna and dual analog/digital repeater at the county-owned tower in our Maintenance area. Jim is cautiously optimistic that the County will concur with their primary contractor and ultimately approve our request. The costs involved to install the antenna and repeater would be about $7,000.
- Magnetic cards. Jim Biggs passed out a paper outlining the preliminary efforts of the Planning Committee to implement smart card technology by May 1, 2008. It addresses funding, the concept for use, and the plan of attack. Jim explained that he has by default become the Safety & Security Committee liaison to this effort. Lynn Huntsman has volunteered to help out. John Bailey then explained that he is going to convene a working group later this month with representatives from all relevant Association organizations. The working group will have frequent meetings in order to bring the project to fruition by the start of the next fiscal year.
V. Update from John Bailey
- Surveillance cameras. John explained that the new Woods Center will have 4 cameras. Two have already been installed. He then went on to explain the reasons for the delay in the opening of the Center. The T-1 line that Verizon was supposed to install some time ago is the latest reason. If all goes well the line will be installed on the 16th of November--gratis. The GM then noted that the rear gate will be next on Verizon’s project list to have a T-1 line installed so that the cameras there will finally be operational and be linked to the front gate guard building.
- Response from Diana Wheeler. John has had recent communications with our Commonwealth Attorney and she has promised to respond shortly. This has been a long standing information request involving the Attorney General of the Commonwealth.
- NC -200. There was a lengthy discussion of the options involving deployment and data processing of the newly purchased speed detection device. Maintenance personnel will place and remove the device as needed. Still to be decided is on what roads the NC-200 will be placed and who should be processing the data. This subject will be discussed further by the Committee.
- Feedback from Bill Marr. Bill Marr, president of POAVA, and the General Manager have discussed the situation regarding front post house numbers. Mr. Marr has requested copies of our governing documents so that he can make a definitive determination. He believes that the Association can mandate that resale homes be required to place front post house numbers similar to that required by new home builders because of safety concerns. The Regulations would have to be changed and a reference to the requirement be inserted in disclosure packets. Bruce Kay suggested that the Association budget for and have this service provided free of charge for resale home transactions. Another suggestion was that the Lions re-advertise their services in Lake Currents. Peter Williams said he will ask a Lions member to write the article in hopes of getting some of the many homeowners who do not have front post numbers to voluntarily comply. The General Manager requested a memo from the Committee with relevant recommendations on how to proceed on this matter.
- Lobby effort with our state legislators. John discussed last year’s unsuccessful effort to get the legislature to approve increased fines for reckless drivers in private communities. Delegate Scott informed us that some members of the House of Delegates were concerned about a general lack of “due process” within private communities and that is the reason that the Senate bill was killed in the General Laws subcommittee. John believes that a selective lobby effort should be undertaken so that key delegates understand that the legislation would only apply to a small number of large Associations like ours that do indeed have adequate procedures in place to guarantee due process.
- Proposed rules change. Our recommendation to change the regulations to restrict speed limits to 15 mph on cul-de-sacs and dead end streets has been referred to the Maintenance and Ecology Committee because of the budget implications of purchasing additional speed limit signs. They will discuss the recommendation at their next meeting (normally scheduled for the third Wednesday of the month, but this month it was rescheduled a week earlier). The GM suggested someone from S&S attend that meeting.
VI. New Business
- Monthly Report. The Committee next discussed a report disseminated by Steve by email to Committee members. The report was culled from Dodson Security’s Monthly Security Report. Committee members believe such a synopsis should be published in Lake Currents regularly. The General Manager and Chief Dodson had no objections. There was some follow-on discussion on the need to be circumspect in situations such as suicides. Steve will henceforth prepare a list of significant activities for publication in the Association’s newsletter.
- Public service announcements. Lynn explained that she had mentioned to the Communications Committee that public service announcements in Lake Currents should be done on a regular basis. Members of that committee agreed and suggested that our committee was ideally suited to submit many such announcements. There was a general consensus in the room that we need to submit regular brief reminders on pedestrian safety, bicycle safety and so on to be published in our newsletter on a space available basis. Steve then recounted that Dick Bradie had drafted an article on bicycle safety that should be in the next Lake Currents.
- Newspaper reporting on criminal cases. Steve passed out a section of a western Pennsylvania newspaper that listed in some detail local crimes and punishments as meted out by individual criminal court judges. Steve wondered whether such reporting would be a practical alternative for publication in such papers as the Orange County Review. There was some doubt in the room as to the likelihood of such action due to political sensitivities.
Meeting Adjourned: 4:52 PM
Approved Minutes Safety and Security Committee Meeting
December 10, 2007
Members Present BOD Liaison
Steve Cakouros (Chair) Peter Williams
Lynn Huntsman (VChair)
Jim Biggs Security Representative
Doug Weiford George Dodson
Mike Pulice
Dick Bradie
Ginny Thoms Visitors
Bruce Kay (BOD)
Members Absent Kathleen Bradie
Ed Rowan
I. Call to Order. Meeting called to order by Chairman Cakouros at 7:02 PM.
II. Announcements
- Steve welcomed new member Ginny Thoms, who has been appointed an alternate.
- Steve mentioned the two memos that he sent to the GM since our last meeting. One dealt with front post house numbers and the other with the processing of the NC-200 speed detector.
- Steve said that he and Peter Williams met this morning with John Bailey, the General Manager. Feedback from that meeting will be interjected as appropriate during our discussions tonight.
- Dick Bradie announced that he submitted an article to Lake Currents on the need to install front post house numbers.
III. Motion to approve November 13, 2007 Minutes. Motion to approve minutes made by Jim Biggs, seconded by Mike Pulice, subject to a change regarding the meeting date of the M&E Committee (paragraph V. F.). Minutes approved unanimously.
IV. Old Business
- Front Gate Feedback. Steve passed out a copy of a letter he received from a weekender regarding the more thorough screening procedures instituted recently. It urged continued screening at the Front Gate. As further confirmation of Dodson Security’s effort, Steve mentioned the positive audience comments at the last Board meeting. There was some discussion regarding the need to be somewhat selective in the screening process. It was noted that the issuance of long-term, even weekly, hang tags has the potential for abuse. Also discussed was the feasibility of barring all drivers from a vendor company if an individual driver’s fines are not paid. The Regulations need to be examined and possibly tightened up on entrance procedures.
- T-1 line at rear gate. At the morning meeting the GM said that he had no recent information on the rear gate. Steve afterwards called Elton Rupe, the Maintenance Superintendent, and learned that it could be as late as February before Verizon installs the line (even though the engineering has been done and a circuit assigned). Steve asked Elton if he would contact a Verizon official in hopes of speeding the installation process. The mix up with the Woods Center and subsequent unfortunate rescheduling was briefly discussed and some frustration vented by Committee members.
- Woods Center update. John said that the windows and doors would be alarmed by Wednesday and the two installed surveillance cameras should be operational by Friday. Jim Biggs expressed his dissatisfaction with the lack of a unified central surveillance system that is tied into the guard shack.
- Security audit. In response to a question from Steve at the morning meeting, John said the advertisement was not submitted yet but he was going to have his administrative assistant prepare the TOR for publication this weekend in the Free Lance-Star and Richmond Times Dispatch.
- Lobby effort. John Bailey recounted (in the meeting with Steve and Peter) his unscheduled attendance at the Orange County Chamber of Commerce legislative dinner meeting where he had dinner with Senator Houck and Delegate Scott. He hopes to be able to contact key State delegates to inform them of our situation. Committee discussion then wandered back to front post house numbers and the need to mandate them in resale home transactions.
- Magnetic card. Steve had asked John if he had arranged a meeting of key personnel to move forward on the mag card project, but no meetings were held. The GM made some notations to himself and said he would have one soon. Some discussion ensued on the possible contents of the card and the need to maintain a strict schedule if the project is to be completed prior to the new fiscal year.
V. New Business
- Xmas party. The GM explained that attendance at the annual Christmas party was up from last year and could have had close to 1300 attendees. But that created new problems in regards to parking. He wants Dodson Security to have additional security available next year to monitor the parking situation, particularly near the Clubhouse front entrance. Some party goers complained that there weren’t enough handicap spaces and spaces for pregnant women. There was some confusion over the two slots that are designated handicap/pregnant women and the GM is looking for a solution to this. John is thinking about designating 30 reserved spaces near the stairs on the upper level of the parking lot to accommodate the handicapped and women with small children. A courtesy transport service would have to be provided during the Christmas party. There was some discussion on other possible parking arrangements.
- Deployment of NC-200. At the morning meeting John acknowledged receipt of Steve’s memo and said that Maintenance was now in charge of all aspects. Steve subsequently talked with Elton and learned that Doug Weiford has a copy of the NC-200 manual and is going to try and get the data processing effort started. Both Elton and Doug emphasized the need for the Committee to designate streets for device deployment. Doug asked if the chair could ask the GM to designate an Association computer with a printer that could be used to process the collected data. The system requirements for the software program are not stringent and can be handled by a low powered computer running either Windows 2000 or Windows XP. The question of who should be doing the processing was again addressed with some Committee members feeling strongly that this is an operational requirement that should not be dependent upon committee members.
- Suggested summons changes. In regard to Maintenance’s past efforts on road classification, Elton Rupe is under the belief that traffic summons do not list specific radar speed infractions. Chief Dodson said they do. Steve believes there may be a misunderstanding in regards to the paperwork being supplied by the LCC and used by Maintenance. He will contact Elton and try to figure out the discrepancy.
- Airsoft Gun situation. At the morning meeting John Bailey noted concern about new types of imitation guns being used by children. They are very realistic and pose a real potential problem with law enforcement personnel who may have to respond to a neighbor’s call about people with weapons. Steve passed out a photograph of an airsoft sniper rifle that appears to be a real firearm. Its only distinguishing visual feature is the orange tipped barrel. If the orange portion is painted, as is sometimes done, then it is very difficult to distinguish these relatively harmless guns from a real firearm. There was some discussion on the potential hazards of similar devices such as paintball guns and the possible need to change LOWA regulations.
- Input for 2008 member survey. Steve noted that the Planning Committee is notifying committees about the need to submit questions for next year’s member survey, which will be sent out with assessment notices. Steve asked members to come up with some questions as a homework assignment so they can be discussed at our next meeting in January.
- Walking trail. Jim Biggs discussed recent member requests for a walking trail around Lakeview Parkway. Some discussion ensued on the matter with concerns about costs and the practicality of the various options possible. As this proposal has been discussed in great detail in other fora and subsequently rejected, there was a general consensus in the room that it is still not a viable option. Jim is going to suggest to the Planning Committee that it can develop questions for the next member survey if they want to pursue this matter further.
- Monthly Report. Steve passed out copies of his draft report culled from Dodson Security’s latest monthly report. At last month’s meeting committee members recommended that such a listing of significant events be published in Lake Currents. Discussion covered some of the items in the listing such as vandalism to the Exercise Center and measures to address that periodic problem. After further consideration, it was decided that there is no need for the Committee to publish the list.
- Perimeter fencing. Doug mentioned that people periodically notice broken sections of fencing around LOW and don’t know where to call. He noted that the proper thing to do is to call the Maintenance Department.
- F&R Directory. Steve explained that Lynn Huntsman had recently spoken with the editor of the Fire and Rescue telephone directory and he has indicated that the S&SC can submit notices that will be placed in empty spots of the next edition.
Meeting Adjourned: 9:07 PM
Approved Minutes Safety and Security Committee Meeting
January 14, 2008
Members Present BOD Liaison
Steve Cakouros (Chair) Peter Williams
Lynn Huntsman (VChair)
Jim Biggs Security Representative
Doug Weiford George Dodson
Mike Pulice
Dick Bradie
Ed Rowan
Ginny Thoms
I. Call to Order. Meeting called to order by Chairman Cakouros at 7:01 PM.
II. Announcements
- Steve said he met with the GM and Chief of Security the last two Monday mornings to discuss ongoing matters of concern.
- He then noted that the Sheriff is the guest speaker at the Civic Club meeting on Tuesday, the 15th.
- Finally, Steve announced that he will not be able to be at the next meeting. After a brief discussion it was obvious that several other members would also not be available, and it was decided to cancel the February meeting.
III. Motion to approve December 10, 2007 Minutes. Motion to approve minutes made by Jim Biggs, seconded by Lynn Huntsman and approved unanimously.
IV. Old Business
- Proposed rule change on speed limits. Our recommendation to make all cul-de-sacs and dead-end streets 15 mph has been challenged by the Maintenance and Ecology Committee. They apparently have reservations about the need for additional signs and want to use the Maintenance Department’s road study as a tool for further determination. Steve noted that the study is based on VDOT standards, which do not seem to be very relevant to our situation in LOW. The GM has proposed a joint meeting in order to reach some accommodation.
- T-1 line at rear gate. As of last Monday (January 7th) the Association’s requirement for a T-1 line at the back gate had been kicked out of Verizon’s to-do list because of the confusion over the T-1 line at the Woods Center. Elton Rupe telephoned Steve prior to this meeting to inform us that the line is back on the to-do list and is currently scheduled to be installed by a Verizon sub-contractor on the 6th of February. This project, which only entails about four hours of installation work, is the last phase of a project that has been dragging on for a long time. Once again discussion ensued illustrating the frustration involved in setting up live cameras and the decision to go with a T-1 line in light of what appears to be more desirable alternatives.
- Security review. Steve passed out literature showing that 3 companies have responded to our advertisement for an audit. The companies have been provided with follow-on correspondence outlining specific goals. Peter Williams added that John Bailey has asked for the bids by 1/31/08 and that he plans to award the contract on 3/1/08, with the final audit report due by 4/30/08.
- Dogs on the dam. Discussion regarding a recent situation on the main dam wherein a dog being walked by his owner was attacked by a large German Shepherd that was running loose. The man had to use a deterrent spray repeatedly until the Shepherd’s owner was able to come down the dam and get his dog under control. After some discussion on the need to enforce the regulation on dog control (Section IV. B. 1) and possible civil penalties, Dick Bradie volunteered to write an article in Lake Currents. He will stress the need for people not to let their dogs run at large and for complainants to call the Sheriff’s Office immediately in situations where aggressive dogs are involved.
- Lobby effort. According to Steve’s latest meetings with John Bailey, he intends to talk with lobbyists and possibly with key State delegates concerning our limited means to control reckless driving. He is piggybacking this action onto his trips to Richmond while attending dam meetings.
- Magnetic card. After Steve mentioned that the General Manager convened a meeting in late December with a small number of key people, some discussion ensued on the possible components of the card given the time constraints. It was stressed that magnetic card technology has been around for a long time and is widely used. Ed Rowan said that the initial costs total a few thousand dollars.
- Imitation weapons. Per John Bailey’s recommendation Steve contacted Sheriff Amos and discussed the situation with realistic looking imitation weapons such as Airsoft guns. The sheriff recommended that we urge parents to purchase clear (see through) guns so that it would be obvious to observers that these are toy guns. The General Manager is considering an amendment to the Regulations that would -- as a safety precaution -- prohibit the use of realistic looking weapons.
- Feedback from the Commonwealth Attorney. Steve has repeatedly asked the General Manager if he has heard back from Diana Wheeler. He continues to say he has not and has indicated he will try another way of getting a response from her. Some discussion ensued regarding the Association’s continued inability to pursue effective remedies against reckless drivers because of this lack of feedback from the Attorney General and Commonwealth Attorney.
V. New Business
- Demonstration of NC-200. The salesman for the NC-200 speed detection device will be giving a detailed briefing on the capabilities of the device on Tuesday, the 15th of this month. The meeting will be in the conference room of the Maintenance building. Elton Rupe has already installed the software and has been testing the device on some streets. All interested parties were invited to attend.
- Monthly Report. The General Manager and Chief of Security have decided to publish a more detailed list of security problems in the Lake Currents. The list will be published once per month. Chief Dodson passed out a sample copy and said the General Manager would compile the final list.
- Speed equivalents. Given the fact that Dodson Security issues speeding citations that are sometimes questioned as to the severity of the speeding offense, Steve passed out a chart that shows--for instance-- that someone going 32 mph in a 25 zone is going 28 percent over the speed limit. That equates roughly to someone going 66 mph in a 55 zone. While 32 mph on our best road—Lakeview Pkwy—may not seem to be a major transgression, 32 mph on a back road where it is more likely that children are at play, could prove to be deadly.
- Input for 2008 member survey. The assembled group discussed the merits of repeating the questions used in the last survey or developing new ones. The consensus seemed to favor new questions. Committee members were asked to provide their suggestions to the chairman who will in turn pass them on to Jim Biggs, who is our liaison to the Planning Committee.
Meeting Adjourned: 9:05 PM
Approved Minutes Safety and Security Committee Meeting
March 10, 2008
Members Present BOD Liaison
Steve Cakouros (Chair) Peter Williams
Lynn Huntsman (VChair)
Jim Biggs Security Representative
Doug Weiford George Dodson
Mike Pulice
Dick Bradie
Ed Rowan Visitors
Ginny Thoms Ted Wessel (AGM)
Bruce Kay (BOD)
Mike Hill (PC Liaison)
I. Call to Order. Meeting called to order by Chairman Cakouros at 7:03 PM.
II. Announcements
- Steve introduced Ted Wessel, the new Assistant General Manager (AGM), adding that he had met with Mr. Wessel and Chief Dodson in the early morning.
- Steve mentioned that the second session of the Orange County Sheriff’s Office Citizen’s Police Academy would be starting on 16 March and run through May 13th. It will be primarily held at LOW.
- Third, Steve announced that the Committee will need to be reconstituted in May. New officers will need to be chosen and he added that he will not be in the running, but would be available as an advisor.
- Finally, Steve asked Mike Hill to introduce himself. Mike is the new Planning Committee Liaison to the S&SC.
III. Motion to approve January Minutes. Motion to approve minutes made by Jim Biggs, seconded by Lynn Huntsman and approved unanimously.
IV. Old Business
- Rear Gate Cameras. Although the T-1 line has been installed, a new problem remains. It has to do with the type of modem installed. It is not what the Association wants, thus the cameras are not active. A manufacturer’s representative was supposed to be on site today, but did not appear due to the non-availability of a Verizon technician. A meeting with both representatives is supposed to take place on Wednesday. At this, a heated discussion took place demonstrating the frustration over this long-sought-after initiative.
- Security Audit. Peter Williams and Ted Wessel brought the assembled group up to date on the current status of an audit. A Richmond company is interested in bidding and has until the end of the month to submit its proposal. At the morning meeting Ted had mentioned that the Montclair Property Owners Association (his previous employer) had contracted with a company to conduct a partial security audit. Ted said he might be able to contact that company to see if it also would be interested in bidding on an audit at LOW. Ed Rowan then recounted his previous efforts with the GM and the frustration involved in getting data from previous year bids.
- Magnetic Card Update. Various speakers discussed the pros and cons of a magnetic identification card. The cards are supposed to be ready when the assessments are sent out in April. The new cards will be issued only to adults and photos will not be available the first year. Many questions remain regarding the usage and ultimate configuration of the card system.
- Increased Sheriff Presence. Steve passed out copies of a memo for record received from the chairman of the External Affairs Committee. Frank Beverina has indicated that he has contacted Sheriff Amos regarding increased deputy sheriff presence in this part of the county. He is also going to discuss his proposals with the District 4 and 5 supervisors and provide comments at an upcoming county public hearing on the budget.
- NC-200 Results. Doug Weiford, our liaison to the M&E Committee, briefly covered the results from the placement of the NC-200 speed detection device at three locations: two on Yorktown, one on Eastover. Some speeding was noted on Yorktown, but not to the degree noted last year before the 4-way stop signs were installed. Ed Rowan asked that Harrison Circle be added to the list of streets to be checked.
- Front Post House Numbering. Steve passed out copies of a memo from the chairman of the Rules Committee, Bob Lowe. It states that the Rules Committee does not believe that a change to the Regulations is necessary (to force resale home buyers to install front posts with street numbers). There was some consternation around the table considering that the lack of proper house numbers is a wide-spread safety concern echoed by Fire and Rescue, law enforcement, and many others. Steve suggested that a meeting be called by the General Manager, with the AGM, Rules Committee chair, and himself to fully discuss this serious matter. One of the visitors suggested that we advertise a $35 gift certificate as a way to increase voluntary compliance.
- Survey Questions. Jim Biggs passed out the latest listing of the survey questions compiled by the Planning Committee. Of the seven questions submitted by our committee, only five were endorsed. Jim read the five questions and explained the rationale behind certain changes. Our question on the Warden Program was omitted in part because the General Manager intends to revitalize the program. Discussion ensued on the sorry state that the Warden Program has been in. Bruce Kay explained that communication upgrades at the Maintenance tower have been completed and the Wardens should no longer have to suffer through communication dead spots.
V. New Business
- Pedestrian Crossing. Steve passed on a suggestion by the External Affairs Committee chairman in response to our request to ask VDOT to install a pedestrian crossing linking the front gate entrance with the shopping center. Mr. Beverina believes that detailed justification is needed. It was noted that teenagers frequently cross the highway after school and a handicapped man in a wheel chair regularly goes over to the shopping center. There was a general consensus that the need to maintain pedestrian safety is self evident. Steve asked the AGM who should contact VDOT. Mr. Wessel noted this requirement.
- Greensprings Park Problem. Steve explained that some nearby residents of the Park have noted some late night vehicular traffic (after the parks are closed), which may be problematic. The authorities have been notified and the Maintenance Department is considering the installation of motion detecting spotlights.
- Sex Offender Publication. Steve passed around a large insert from the Tampa Tribune, the largest daily newspaper in the Tampa Bay area. It was prepared by the Hillsborough County Sheriff’s office and features colored photographs and specific addresses of all registered sex offenders in the county. A committee member will pass the publication on to Sheriff Amos.
- Delegate Scott’s Letter. Steve read from a letter recently received from Virginia Delegate Ed Scott. Of particular note was the statement that Delegate Scott has been newly assigned to the General Laws Committee. It was this committee last year that killed the Senate’s bill regarding increased fines in gated communities for reckless driving.
- Budget Submission. Finally, Steve asked the assembled members whether we should resubmit our 2008 budget item for speed display signs (It was recently deleted by the BOD, partly because of aesthetic reasons). Discussion then migrated to the need to move the redesign of the front gate from the year 2010 to 2009.
As this concluded regular business, Steve asked Committee members to stay behind to discuss a matter of some delicacy. After a brief discussion, the meeting was adjourned at 9:00 PM.
Approved Minutes Safety and Security Committee Meeting
May 12, 2008
Members Present BOD Liaison
Steve Cakouros (Chair) Bruce Kay
Lynn Huntsman (VChair)
Ed Rowan Security Representative
Ginny Thoms George Dodson
Pierre Payette
Members Absent Visitors
Doug Weiford John Bailey (GM)
Ted Wessel (AGM)
Mike Hill (PC Liaison)
I. Call to Order. Meeting called to order by Chairman Cakouros at 3:15 PM.
II. Announcements
Steve noted that Pierre Payette has joined the Committee as a voting member.
III. Reconstitution of the Committee
After some discussion about the need to get more members, including alternates, Ginny Thoms made a motion to continue with the current officer slate for at least an additional month (or until such time as additional members are obtained and someone can take over for the current Chairman and Vice Chairman, who are ready to move on). The motion was seconded by Ed Rowan and passed unanimously. Steve said he would contact the Lake Currents editor to republish our request for new members.
III. Motion to approve March Minutes. As there was not a quorum at the April meeting, approval of the March Minutes was deferred until this meeting. Motion to approve minutes made by Ed Rowan and seconded by Ginny Thoms and approved unanimously. In regards to two items in the Minutes, Ginny asked for the current status of our front post house number initiative and the reported problem at Greensprings Park. It was explained that there has been no further action mandating front post house numbers since the Rules Committee voted against it. The problem at the Park is being checked periodically by Security says Chief Dodson, and no problems have been observed.
IV. Old Business
A. Rear Gate Cameras. The General Manager and Assistant General Manager discussed the latest perturbations in regards to the technical requirements to activate the cameras at the rear gate. LOWA is probably going to let a small contract with a Northern Virginia IT company to do a complete inventory of the Association’s IT equipment. Both the GM and AGM believe that the two routers needed for the back gate cameras can be purchased and installed now that one of the Association’s servers has been repaired, without waiting for the equipment inventory to be completed. Additional discussion ensued regarding the capability of the Jonas system software and the importance of a macro view of the community’s IT requirements.
B. Security Audit. John Bailey explained that he, Peter Williams, Steve, and Elton Rupe met with the Ridley Group on May 6 to discuss their preliminary assessment of LOW. They illustrated some shortfalls and are supposed to forward their formal contract bid this week. John then noted that he has arranged a meeting to be held later this month with representatives from the Business Protection Specialists (BPS) company, which was the first company to submit a bid for a security services review.
C.Planning Committee Meeting. Steve and John Bailey discussed their presence at the Planning Committee review on May 5 to justify our FY 2009 submission for two pole-mounted speed display devices. Some attendees were critical of our submission and it was suggested that we look into the purchase of portable alternatives. After much discussion about a relatively inexpensive lightweight portable display device and a speed trailer, it was decided to cancel our request for the pole-mounted displays. Ginny made a motion to withdraw the request and Lynn Huntsman seconded it. The motion passed unanimously. Steve said he would contact the chair of the Planning Committee. A second vote was taken on the recommendation to buy the RU2 Fast 200 portable device from operational funds. Motion made by Lynn, seconded by Ed. Passed unanimously and so noted by the General Manager.
D. NC-200 Results. Doug Weiford had previously emailed the chair to inform him that there are no new vehicle speed data. Steve explained that he has asked Doug and the Maintenance Superintendent to publish data (date/time/speed) only for those vehicles traveling 35 mph and above.
E. Realistic Toy Guns. A discussion ensued in regard to our Committee’s previous concern about the dire circumstances that could result from law enforcement personnel or private citizens who mistakenly take realistic looking toy guns for real weapons. John explained that we might be able to change our regulations to ban such toys out of safety concerns. Finally, it was agreed that the GM would ask the Association council for a legal opinion on our options to control the use of these guns.
V. New Business
- The Warden Program. The GM said he was going to meet with Desmond Flanigan on Wednesday to discuss the reinvigoration of the Warden Program and the installation of new communication equipment on the Maintenance Center tower.
- Emergency Action Plan. John Bailey explained in some detail the current plans in regard to the EAP for the main dam. Kemps Consulting is working on an EAP for both dams. The results will be turned over to the State by June 30. Of the seventy plus structures in the main dam’s inundation zone, only 6 have been determined to be of critical concern as regards flood water potential. He then went on to explain that when the height of water going over the spillway reaches 12 inches an observer must be on site. If the height reaches 18 inches Reverse 911 will issue a warning. If the water reaches 24 inches, Reverse 911 will issue a “get out” warning. Upcoming planned technical enhancements to the main dam will include a monitoring device that will preclude the need for a human observer.
The meeting was adjourned at 5:05 PM.
Approved Minutes
Safety and Security Committee Meeting
July 14, 2008
Members Present BOD Liaison
Steve Cakouros (Chair) Jeff Flynn
Ed Rowan
Ginny Thoms Security Representative
Pierre Payette George Dodson
Desmond Flanigan
Members Absent Visitors
Lynn Huntsman Bruce Kay (BoD)
Doug Weiford Ted Wessel (AGM)
Mike Carey Margaret Darby
Mike Hill (PC Lias.)
Bernie Patton
Jim Drabant
Robert Rodriguez
I. Call to Order Meeting called to order by Chairman Cakouros at 7:02 PM.
II. Announcements
Steve had three announcements. The first was his attendance at the Committee Chairman Orientation on June 20 and offered any Committee members the opportunity to look at the literature provided. The second announcement was his attendance on July 7 at John Bailey’s regular Monday morning meeting with Dodson Security. At that meeting Steve reemphasized his concern about unfinished initiatives, which he will discuss in detail under Old Business. The last announcement had to do with the upcoming Board Workshop on July 23 in which the proposed security audit will be discussed. He encouraged attendance at the meeting.
III. Motion to approve June Minutes
Motion to approve the Minutes made by Pierre Payette and seconded by Ginny Thoms. It was approved unanimously.
IV. Old Business
A. Warden Program Update. Des Flanigan discussed the latest actions regarding the Warden Program. The charter for the organization was approved by the Board of Directors on June 28. Des is concerned about the need to consolidate all Warden equipment in one secure location. The new organization will have to go through the regular budget process to get funding. It was learned that the new antenna and repeater were installed recently by Motorola representatives and communications will be tested soon throughout LOW. The radios have been recalibrated with the two new UHF frequencies acquired. It is going to take a year to be fully operational says Des. The program will need about 15 wardens per section for a grand total of about 200 wardens.
B. Planning Committee Survey Results. Des briefly covered the overall results of the survey emphasizing the high response rate (46.2 percent), but did not have specific data available. Steve pointed out that the two questions about increased fines for reckless driving and more deputy presence in this part of the county both had very positive responses. Des said he would email the specific Survey data to Committee members. Discussion briefly ensued on the background of our past legislative efforts to raise the $50 cap on reckless driving fines. In regards to an increased presence of deputies, it was noted that LOW in effect subsidizes the rest of Orange County in that by virtue of having (and paying extra for) a private security company, it allows the Sheriff to concentrate his deputies in the southern part of the county.
C. Front Post House Numbers. For the benefit of those in the room not familiar with the history of this issue, Steve explained what has transpired in the process of getting the rules changed so that front post house numbers would be required in home resale transactions. He told General Manager John Bailey in his last Monday meeting that safety concerns necessitate the resolution of this matter. Steve said he would be glad to go to the next Board meeting and lobby for adoption of this rule. He has recently received renewed support from the President of the Board of Directors for the Fire and Rescue Company and from the Chief of Security.
D. Speed Limits on Cul-de-Sacs. Another matter that has continued without resolution is the recommendation made last year by the Legal and Compliance Committee and our Committee to limit speeds in cul-de-sacs and dead-end streets to 15 MPH. Because the Maintenance and Ecology Committee has essentially non-concurred no further action has been taken. Steve has urged the GM to pursue this initiative.
E. Response from the Attorney General. The chair explained that he has still not seen the original response from the Attorney General and any subsequent clarification requested by John Bailey. While the response supposedly confirms the Commonwealth Attorney’s opinion that Dodson Security can issue reckless driving citations that can be adjudicated in Orange County court, final disposition of this matter is pending.
F. Purchase of portable speed board. Steve passed around pictures of the device that the GM said he would be willing to purchase from contingency funds as it is well below the threshold for new acquisitions ($3500). The device could be mounted on the trunk of a patrol car or put on a trailer that would be towed around LOW as required. The possibility that the Maintenance department could fabricate such a trailer at considerable savings was discussed at a recent Maintenance and Ecology Committee meeting according to Bruce Kay.
G. NC-200 deployment. Steve explained that the NC-200 speed detection device has not been deployed in the past month, extending its nonuse for well over two months. Some discussion ensued in regards to the Maintenance Dept. staffing shortfalls and priorities. Interestingly, Bruce Kay stated that he understands that the device has shown there is not a serious speeding problem in LOW and that might explain why the device hasn’t received priority. At this, the chair took strong exception and proceeded to read some excerpts of the speed data from the January timeframe on Mt. Pleasant Blvd and Westover Pkwy. For example, on Mt. Pleasant Blvd over a three day period in January, 80 vehicles were detected going between 36 and 40 mph, 11 between 41 and 45, 4 between 46 and 50, 1 between 51 and 55, and 2 between 56 and 60 mph. Steve opined that anyone who believes that this is not a serious problem has a totally different perspective than he does.
H. Miscellaneous. Ted Wessel, Assistant General Manager, provided updates on two matters. One dealt with the activation of the cameras at the rear gate and the other dealt with the prospective security audit. As regards the gate, a technician from Invario will be installing the necessary routers and other equipment in the next two days. While this is reason for optimism, some in the room preferred to wait and see as this initiative has been dragging on for about five years. In regards to a prospective security audit, it is John Bailey’s belief that this is not the appropriate time to spend $37,000 and he would rather wait and develop a comprehensive RFP prior to the renewal of the next security contract in 2009.
V. New Business
A. Call Listing. Steve explained that he has redrafted the emergency telephone call listing that appeared in Lake Currents more than a year ago. The listing was coordinated with the GM and Chief of Security this morning and forwarded to the editor. The listing is going to be published periodically in order to get LOW residents accustomed to dialing the appropriate entity. There was some follow on discussion about residents’ proclivity to call Dodson Security for all problems, instead of the Sheriff’s Office or even 911.
B. Handouts. Steve passed out three photocopies of newspaper articles; one dealing with laser speed gun testing, one criticizing unusually loud motorcycles, and the third discussing new state laws that became effective on July 1. Regarding new laws, Steve pointed out that underage drivers could lose their licenses for a year and pay up to $500 for having even a trace of alcohol in their systems.
C. Report to the BoD. Steve said that he was due to report to the BoD and asked members what they would like him to emphasize. Two matters mentioned were the front post house number situation and the new call listing.
D. Miscellaneous. Bernie Patton expressed his concern about not having a yellow stripe down the middle of Westover Pkwy and the fact that he has encountered other drivers coming at him down the middle of the street. Similarly, Jim Drabant expressed his concern about the need for a yellow stripe at the back gate delineating entrance and exit lanes in order to keep people from cutting directly in front of people exiting LOW. Ed Rowan mentioned that he continues to have problems at his mail station in regards to people driving in and out without regard to specific entrance and exit patterns.
Meeting adjourned: 8:42 PM. The next meeting will be held on August 11 at 3:00 PM.
Approved Minutes
Safety and Security Committee Meeting
August 11, 2008
Members Present Security Representative
Steve Cakouros (Chair) George Dodson
Ed Rowan
Ginny Thoms Visitors
Pierre Payette
John Bailey (GM)
Members Absent Ted Wessel (AGM)
Mike Carey Lee Frame
Lynn Huntsman Kathleen & Dick Bradie
Doug Weiford Kathleen Walker
Des Flanigan Bill Grogan
Charlie Smoot
Don Walters
BOD Liaison Bernie Patton
Peter Williams Jim Drabant
Bob Schroeder
I. Call to Order Meeting called to order by Chairman Cakouros at 3:01 PM.
II. Announcements
Steve had two announcements, one introducing Kathleen Walker, chairman of the Legal and Compliance Committee, and secondly that he had briefed the Board of Directors on August 2nd on some of our initiatives that have come to a dead end.
III. Motion to approve June Minutes
A motion to approve the Minutes was made by Pierre Payette subject to the addition of Mike Hill’s name on the visitor list. The motion was seconded by Ed Rowan and approved unanimously.
IV. Old Business (Discussion with John Bailey, General Manager)
A. Live Cameras at the Rear Gate. The GM explained that the three cameras are now on-line at the rear gate and performing well. John noted that there had been a temporary glitch late last week due to a problem with Verizon, but the hurdle was overcome and normal operation has been achieved. In addition to the Guard House, the rear gate can be monitored by the GM, AGM, and Maintenance Superintendent. Bandwidth concerns limit the number of people that can access the cameras. He invited attendees to check out the system at the Guard House afterwards. Personnel will receive training on the system shortly.
B.Front post house numbers. The Chair briefed the Board of Directors on this issue at the last Board meeting. The question of mandating front post house numbers on resale transactions was discussed. It was noted that the Rules Committee has not concurred with any form of mandating. It was pointed out by S&SC members that fire and rescue authorities, as well as Chief Dodson feel this is an essential safety initiative. In addition, Steve noted that all four of the Board candidates indicated they were in favor of our recommendation. The GM said he will schedule this matter for discussion at the October Board workshop.
C. Speed limits in cul-de-sacs and dead-end streets. Another matter that has continued without resolution is the recommendation made last year by the Legal and Compliance Committee and our Committee to limit speeds in cul-de-sacs and dead-end streets to 15 MPH. The Maintenance & Ecology Committee does not concur with the recommendation. After some further discussion on the number of possible signs needed it was agreed that a policy should be established by the Board. The GM said he would also schedule this for the October workshop.
D. Adjudication of reckless driving citations. The GM was asked whether the response from the Attorney General was available for distribution. John explained—much to the consternation of some in the room—that he was not going to release the correspondence until he receives clarification on what he perceives as an internal contradiction between two paragraphs. While the response supposedly confirms our Commonwealth Attorney’s opinion that Dodson Security can issue reckless driving citations that can be adjudicated in Orange County court, we are still waiting for a final clarification from Diana Wheeler. One visitor argued that we need to get on with the action; that this matter has dragged on for too long. The GM said he would probably have to wait until the November workshop to address this issue with the BoD.
E. NC-200 deployment. .Steve explained that he is concerned that the NC-200 speed detection device has not been deployed since April owing to the Maintenance Department’s staffing problems and low priority assigned. There was general agreement that the device needs to be redeployed and priority focused on speeders going above 35 mph. According to an email Steve received, the Maintenance Dept. apparently believes that placement of the device requires two people, a portable generator, and a good deal of time. Steve said that this doesn’t square with the procedure followed by the Culpeper County Sheriff’s office, which uses one deputy in a squad car to place the device and they do not consider it a time consuming task. Steve has asked for confirmation and guidance from the Culpeper Sheriff’s office.
V. New Business
A. Lane marking. (1) Steve explained to the General Manager that Jim Drabant pointed out at last month’s meeting that the lack of yellow lane markings at the back gate was a cause of potential accidents as some people are cutting across lanes and blocking traffic. The problem has been noted when people coming from the direction of Meadows Farm occasionally cut across the exit lane while approaching the barcode lane. Similarly, some drivers exiting the gate and heading toward Route 20 are cutting across the entrance lane. The GM said he would take up the matter with the Maintenance Superintendent. (2) While on the subject of lane markings, Steve pointed out that the white stop line at the front gate left lane needs to be moved back so that vehicles waiting to go straight or left do not block the visibility of people turning right. (3) Some discussion followed on the need for ingress/egress markings at some mail stations. Ed Rowan said he recently observed a near head-on collision at the Life Estates mail station from two cars entering from different directions. He noted that the vehicles were only about an inch away from a collision. Lee Frame wondered why the Committee’s recommendation was ignored some two years ago after the M&E Committee’s observer said he didn’t see a problem. Mr. Frame thought this was a safety matter that should have received greater consideration. The GM noted this opinion.
B. Dodson article. Steve briefly read the article authored by Chief Dodson in the July 18 edition of Lake Currents, emphasizing the Association’s noise ordinance and cautioning those with loud exhaust systems and amplified car stereos to cut down on their noise making. George explained that people should get as much of a description as possible, preferably a license number, so that either a complaint can be lodged by an individual or a security officer can be stationed at an opportune time and place to catch the offenders.
C. President’s article. Similarly, in the August 1 edition of Lake Currents, Steve pointed out that President Rucker also emphasized the need to get a handle on excessive motor vehicle noise and asked residents to make their driveways available for security patrol vehicles.
D. Miscellaneous. (1) John Bailey reminded Committee members to be sure and submit budget recommendations in accordance with established procedures. (2) Dick Bradie spoke about problem curves at two locations: one near the Mt. Pleasant mail station where vegetation partially obscures the view around the curve and the other is on Westover Pkwy near the intersection of Chesterfield Ct. He believes that curve warning signs should be posted at both locations. (3) Visitor Bob Schroeder asked for action on a hazardous sign mounted in the middle of the road (yellow striped area) leading up to the compactor area. It shows the hours of operation for the compactor site and has been obviously damaged by motor vehicles. Mr. Schroeder accidently backed into the sign and damaged his truck because the shortness of the sign made it difficult for him to see. Mr. Schroeder asks that the sign be moved to the side of the roadway or at least be raised so that it can be more visible. The GM is going to look into this. (4) Ginny Thoms mentioned she received a response from Orange County regarding her query about the County’s Reverse 911 system that will be used to notify people in the main dam inundation zone and for any emergency the County finds it necessary to put the program into action. At the present time people using Internet related telephone systems such as Vonage are not programmed into the system and thus can not be contacted telephonically in case of an emergency. (5) Finally, Ed Rowan expressed his concern about the construction of the new middle school off of Route 601 and the impact on traffic the school will have when it is built. Supervisor Frame said that the county is going to monitor the situation carefully.
Meeting adjourned: 4:21 PM. The next meeting will be held on Sept 8 at 7:00 PM.
(These minutes were approved at the September meeting)
Approved Minutes
Safety and Security Committee Meeting
September 8, 2008
Members Present Security Representative
Steve Cakouros (Chair) George Dodson
Lynn Huntsman (Vice Chair)
Ed Rowan BOD Liaison
Ginny Thoms Peter Williams
Pierre Payette
Doug Weiford Visitors
Ted Wessel (AGM)
Members Absent Bill Grogan
Des Flanigan Charlie Smoot
Mike Carey Don Walters
Bernie Patton
I. Call to Order Meeting called to order by Chairman Cakouros at 7:02 PM.
II. Announcements
Steve announced that he had met earlier in the day with the General Manager and Chief of Security. Information gleaned from that meeting will be interjected as the various agenda items are discussed.
III. Motion to approve August Minutes
A motion to approve the Minutes as written was made by Pierre Payette. The motion was seconded by Ginny Thoms and approved unanimously.
IV. Old Business
A. Live Cameras at the Rear Gate. Chief Dodson told the assembled group that the rear cameras are working well and certain staffers have received training on the new technology. He said that the resolution is good enough to read license plates at night. Recent surveillance discovered a piggybacker and a subsequent license check resulted in the issuance of a summons to the offender. Pierre Payette then recounted an experience he had recently with a piggybacker at the front gate.
B. Front post house numbers. Steve brought the group up to date by passing out copies of correspondence received from the Chairman of the Rules Committee in which he invited the S&SC to resubmit their proposal to mandate front post house numbers on resale real estate transactions, indicating the proposal would receive greater consideration. Steve added that the John Bailey asked him during the morning meeting to call Bob Lowe and get particulars regarding the resubmital. This has been done and the chair of the Rules Committee is going to get back to Steve with specific suggestions. Steve hoped that this long-sought after safety initiative would soon be put to bed. It was then noted by some in the audience that they would like to see the mandate expanded across the board, not just for resale transactions.
C. NC-200 deployment. Steve passed out copies of an email sent by Elton Rupe, Maintenance Superintendent, in which he addresses multiple concerns regarding the deployment and processing of the speed detection device. Elton argues for the development of a comprehensive plan or schedule for the deployment and processing of collected data. He wants to project the costs of materials and labor into the #102 security account and would like to see the security contractor perform this task. A brief discussion ensued on the installation ease achieved by Culpeper County deputies. A member of the audience said that the device that Culpeper County uses is a “Ramset”. He volunteered the use of his Ramset device and even his labor in installing the device, if this is what is needed to get the NC-200 back in operation again. AGM Wessel provided some background on the issues involved and explained the Maintenance Superintendent’s situation. Doug Weiford said that we need to develop a plan as Elton Rupe suggests and it was subsequently agreed that Chief Dodson and Doug Weiford would work together on this initiative.
D. Speed limits in cul-de-sacs and dead-end streets. The correspondence passed out by Steve from the chairman of the Maintenance & Ecology Committee detailed that committee’s continued non-concurrence in limiting speeds to 15 mph. The chairman cites a previous study by the Maintenance Department and the fact that LOW security had not issued speeding violations on any of the 21 dead-end streets or 39 cul-de-sac locations. Bill Grogan, former Legal and Compliance Committee (LCC) chair, explained that the initial recommendation of the LCC was based on a legal case resulting when someone was injured on a dead-end street. Chairman Cakouros questioned the validity of the study given the ad-hoc nature of the observations and noted that Dodson Security does not normally set up radar on cul-de-sacs and dead-end streets. Discussion then briefly digressed into another gated community’s efforts in Loudoun County to curb speeding by installing speed humps/bumps.
E. Adjudication of reckless driving citations. A handout obtained from Commonwealth Attorney Diana Wheeler by invoking the Freedom of Information Act was then distributed to attendees. The two-page document summarizes the traffic enforcement authorities of Special Conservators of the Peace on public and private roads. Unfortunately, the document raises as many questions as it answers. Bill Grogan, who along with John Bailey and Steve met with Mrs. Wheeler back in July 2007, provided the background of our information gathering initiative. The question of how to bring in the Sheriff to do traffic enforcement in LOW while still maintaining our status as a gated community was not addressed in the letter, which Steve finds very perplexing. Bill recommended that a small group be authorized by the Board of Directors (with a Board member and representative from the LCC and S&SC) to pursue this matter directly and aggressively. Bill indicated that he would be very willing to participate as he was in the original group and has a career in law enforcement. Some discussion followed on past problems with various unauthorized people purporting to represent the Association. Board Liaison Peter Williams said he would discuss Bill’s request with Board President Wilson.
V. New Business
A. Charter Revision. Copies of the Committee’s existing charter were passed out. It was last updated in 2004. The chair asked committee members to review the document for possible updates and submit their proposals at the next meeting.
B. Miscellaneous. Steve mentioned that he was told recently that a petition is being circulated by residents of a major dead-end street concerning the need for reduced speed limits and appropriate signage.
Meeting adjourned: 8:36 PM.
(These Minutes were approved at the October 13 meeting)
Approved Minutes
Safety and Security Committee Meeting
October 13, 2008
Members Present Security Representative
Steve Cakouros (Chair) George Dodson
Ginny Thoms
Doug Weiford BOD Liaison
Des Flanigan Peter Williams
Members Absent Visitors
Lynn Huntsman (Vice Chair) Bob Moore
Ed Rowan Bill Grogan
Pierre Payette Mary Lou Holt
Priscilla Kowasic
Don Walters
Harry Walsh
I. Call to Order Meeting called to order by Chairman Cakouros at 7:05 PM.
II. Announcements
Steve gave his condolences on the recent death of Dodson security officer Beth Leizear, introduced prospective new Committee member Bob Moore, and briefly mentioned his attendance at the 25 September Property Owners Association of Virginia meeting at Aquia Harbour.
III. Motion to approve September Minutes
A motion to approve the Minutes as written was made by Ginny Thoms and seconded by Doug Weiford. It was approved unanimously.
IV. Old Business
- NC-200 deployment. Chief Dodson related the latest positioning of the speed detection device on Confederate Dr. and said he would be able to get the computerized data in another day or two. The findings will be disseminated as appropriate, he said. George then passed out a copy of page 14 of the latest LOWA Regulations. In section C. Use of Firearms and Related Items, the Chief would like to add bows & arrows (including compound bows) and crossbows to the list of devices that can not be discharged within LOW. He then proceeded to relate a story in which a teenager accidently shot an arrow through a neighbor’s plate glass window narrowly missing someone inside.
- Adjudication of summonses in Orange County. Bill Grogan, former LCC chairman, took the floor to explain the latest developments in our efforts to get clarification from the Attorney General’s office. Bill passed out a handout that provided his critique of management activities in this regard and ended with the recommendation that the Commonwealth Attorney and Association’s attorney, Rick Wilkinson, be invited to a meeting in wherein LCC and S&SC members could question at length and clarify what seems like a continuing pattern of confusion in regards to what can and can not be adjudicated in Orange County courts. Steve agreed that such a meeting would be useful and opined that the LCC should take the lead in this matter.
- Front Post house numbers. Steve recounted the current efforts to mandate front post house numbers and said the Board of Directors was going to discuss the initiative at the 14 October Workshop. As neither Steve nor Lynn was going to be able to attend, Peter Williams said he would present the Committee’s recommendation at the Workshop.
- Markings at mail stations. Steve had recently discussed our past proposal to paint ingress and egress arrows at certain mail stations in order to lessen the possibility of an accident. The General Manager said he would get it done. In regards to moving back the stop line at the traffic light at the front gate the GM is going to have to discuss the matter with the local VDOT representative as they are responsible for painting these lines.
- Viewpoints article. Steve read a Viewpoints article from the 26th of September in which a resident complained about the priority given to vehicles in the visitor lane while members coming through the bar code lane are given a red light after going through the gate. Steve noted that this complaint has come up before and is a periodic frustration for many residents. Chief Dodson acknowledged that the guards sometimes give priority to vehicles in the visitor lane and he continually has to remind them that the barcode lane is the real express lane.
- Status of RFP. Peter Williams then gave a brief update on the status of the security RFP. About 90 percent of the work has been done. The timetable includes invitations to bid in November, review of proposals in January, and selection of successful bidder in March.
- Warden Program. Des Flanigan gave an update on the Warden Program. In his handout he detailed his plan to conduct a Warden Service Reactivation Kickoff Meeting in the near future. Afternoon and evening sessions will be held at the Woods Center.
- Greensprings Park. Steve discussed reports of vehicles seen entering the park at night. It was suggested that a sign be put up similar to that at Sweetbriar Park alerting visitors that the park closes at dusk. The possibility of installing a motion detector spot light was also discussed.
V. New Business
A. Charter Revision. Ginny questioned the wordage in II. F. that says that “Members of the Committee should have experience in safety, health and security issues.” It was generally agreed that this wording is awkward and should be changed. Bob Moore then questioned why the Safety & Security Committee reports to the GM instead of the Board. This question generated considerable discussion.
B. New Legislation. Steve passed out some literature about State Delegate Terrie Suit. It notes that she is going to resign on October 12th to become a lobbyist for a law firm. Steve provided background information that explained that it was Delegate Suit that was responsible for killing the bill sponsored by Senator Houck in the 2007 legislative session. That legislation would have enabled POAs like ours to increase fines for reckless driving above the statutory limit of $50.00. Steve added that this coming legislative session might be an ideal time to reintroduce Senator Houck’s legislation.
C. November Board Workshop. Steve reminded attendees that the November workshop was going to address our request to limit speeds in cul-de-sacs and dead end streets to 15 mph. This issue was referred to the Board for resolution after the Maintenance and Ecology Committee non-concurred.
Meeting adjourned: 9:05 PM.
(These minutes were approved at the November 10th meeting)
Approved Minutes
Safety and Security Committee Meeting
November 10, 2008
Members Present Security Representative
Steve Cakouros (Chair) George Dodson
Ginny Thoms
Doug Weiford BOD Liaison
Pierre Payette Peter Williams
Ed Rowan
Bob Moore
Visitors
Members Absent John Bailey (GM)
Lynn Huntsman (Vice Chair) Harry Walsh
Des Flanigan Dick Bradie
Drew Buchanan Kathleen Bradie
Hank Lewis
I. Call to Order Meeting called to order by Chairman Cakouros at 3:05 PM.
II. Announcements
Steve announced that Bob Moore is now officially a voting member and the newest member of the Committee is Drew Buchanan, who is an alternate. Secondly, Steve mentioned that he attended a meeting earlier in the day in Orange in which traffic violations and adjudication venues were discussed.
III. Motion to approve October Minutes
Ginny Thoms made a motion to approve the Minutes subject to the change of the year 2008” to “2007” under New Business, New Legislation. It was seconded by Bob Moore and approved unanimously.
IV. Old Business
A. Adjudication Issues. Steve related the gist of the discussion held in Association attorney Rick Wilkerson’s office wherein Mr. Wilkerson and Mrs. Diana Wheeler, Commonwealth Attorney, gave their legal opinions on which traffic offenses can be adjudicated in Orange County courts. Also attending were Peter Williams, John Bailey, George Dodson, and Bill Grogan. The question of private property and bylaws/regulation offenses versus public law were discussed in detail. Surprisingly, two offenses that can clearly be taken to county court are passing a stopped school bus and trespassing. Considerable discussion ensued on the most common trespass situation in LOW—piggybacking.
B. NC-200 deployment. Chief Dodson and Steve briefly covered the results of the last three deployments: on Confederate Drive, Monticello Circle, and Harrison Circle. During the three-day deployment on Confederate Drive, 18 vehicles were detected going between 36 and 49 miles per hour and 2 were above 50. On Monticello Circle over a period of 5 days, 21 vehicles were detected going between 36 and 46 and 2 between 47 and 55. Fewer violations were noted on Harrison Circle.
V. Discussion with the General Manager
A. New Legislation. With the GM participating in discussions, the subject of introducing new legislation similar to that passed by the State Senate in the 2007 legislative session received new emphasis. John said he would lobby certain Delegates to get them to help our cause of dealing with serious traffic offenses such as reckless driving.
B. Compactor Sign. The damaged sign in the striped area leading up to the compactor gate has been removed. Recommendations were solicited as to where to place a new sign.
C. Markings at mail stations. The GM has added our proposal to paint egress and ingress arrows at certain mail stations to the 2009 budget. In regards to moving back the stop line at the front gate the GM has not yet met with the local VDOT representative as VDOT is responsible for painting these lines. Pierre Payette noted that there is not yet a yellow center line on the newly tar and chipped Yorktown Blvd.
D. Front Post house numbers. The proposal was not voted on at the last Board meeting because the Rules Committee has not met recently to discuss the issue. They are meeting on Wednesday to discuss this and other matters of concern to the Committee. The suggested rule change should be ready for Board consideration at the December meeting.
E. Bows and Arrows. Mention was made of Dodson Security’s request to change the rules in order to disallow the use of bows and arrow type weapons. Ditto for the use of realistic looking toy guns unless the muzzle tips retain their original orange pain
F. Status of RFP. Peter Williams then gave a brief update on the status of the security RFP. The document has been completed and has been reviewed by the Association’s attorney. It is currently being reviewed by a local resident who has considerable professional expertise with such documents. The document should be ready for distribution to interested companies next week. It does incorporate the need for security technology. Ed Rowan believes that the contract should not include locksmith services and so forth as such services detract from normal patrol duties.
G. Miscellaneous. Steve announced that he has drafted an article for Lake Currents that emphasizes the need to move over for roadside emergency vehicles. Dick Bradie reminded attendees that TRIAD is sponsoring a document shredder event on November 22. It takes place from 11 AM to 2 PM in the lower level parking lot. There is no charge, but donations will be accepted and any proceeds will go to TRIAD for the purchase of products for seniors. Lastly, Bob Moore asked the General Manager what the rationale was for having the Safety & Security Committee report to the GM. John did not have a definitive answer.
Meeting adjourned: 4:40 PM.
(These Minutes were approved at the December 8, 2008 meeting.)
Approved Minutes of Safety and Security Committee Meeting
December 8, 2008
Members Present Security Representative
Steve Cakouros (Chair) George Dodson
Lynn Huntsman (Vice Chair)
Ginny Thoms BOD Liaison
Pierre Payette Peter Williams
Drew Buchanan
Visitors
Members Absent Harry Walsh (Finance Lias.)
Ed Rowan
Des Flanigan
Doug Weiford
Bob Moore
I. Call to Order Meeting called to order by Chairman Cakouros at 7:02 PM.
II. Announcements
Steve announced that the December 6 Board meeting voted on three issues of concern to the Committee, with details to be covered under old business. Secondly, there is a Warden organizational meeting tomorrow (Tuesday) at 10:00 in the Woods Center. Thirdly, Steve said he met with the General Manager and Chief of Security earlier in the day to discuss issues of importance. Shortly, thereafter, Drew Buchanan, newest member of the Committee, arrived and was introduced to those assembled.
III. Motion to Approve November Minutes
Ginny Thoms made a motion to approve the Minutes as written. It was seconded by Pierre Payette and approved unanimously.
IV. Old Business
- RFP Update. Peter Williams, Board Liaison, passed out a list of the potential bidding companies. He explained that bids initially went out to 6 companies who had expressed an interest. They are US Security Associates, AlliedBarton Security Services, Paradigm Investigations Inc., TNT Security LLC, the Wackenhut Corporation, and Dodson Security. Falken Industries joined the process shortly thereafter. Steve and Peter have volunteered to help the General Manager by providing escort services to some of the potential bidders this week. The RFP requires an on-site evaluation/visit and tour of LOW facilities prior to submitting a bid. Bids are due by the end of December and will be processed by LOWA management in January.
- NC-200 Deployment. Chief Dodson had previously notified the chair that the NC-200 device was stolen on/about November 21 while deployed on Fairfax Lane. Some discussion ensued on the situation. Steve asked Chief Dodson if something was going to be published in Lake Currents and posted on Channel 18. One option would ask for the return of the device with no questions asked. George said he would discuss the matter with the GM the next morning.
- Change to Section IV of the Regulations. The Board unanimously passed changes to the Regulations (First Reading) that would ban the use of bow and arrow type weapons in LOW. This change was requested by Dodson Security and endorsed by the Committee.
- Change to Section V.E.9 of the Regulations. This long-standing Committee initiative that mandates the installation of front post house numbers was passed by the Board (First Reading) by a 4 to 2 vote.
- 15 mph Policy. This initiative, which was originated by the Legal and Compliance Committee, did not pass. The vote was 2 in favor and 4 opposed. Several people in the audience spoke out against the measure citing signage costs, esthetics, and difficulty in enforcement. The Finance Committee had previously recommended that all funds designated for cul-de-sac and dead-end street signs be stricken from the budget. Steve said he discussed the outcome with John Bailey and decided to ask the Board of Directors for a formal explanation of the majority bloc’s position. Steve then mentioned to those assembled that he emailed the three LCC officers about this matter as well as other events of mutual concern and reiterated his offer for closer committee cooperation.
- Sheriff’s Announcements. Steve restated some key statistics given by Sheriff Amos at Saturday’s Board meeting such as the number of calls for service in LOW and the number of speeding citations issued on Route 3.
- Dodson Report. Of special note at Saturday’s Board meeting was Chief Dodson’s mention of the house at 207 Seven Pines Road burning down. Apparently, a candle was knocked over and caused the fire. There was some discussion on the need to be safe over the holidays. Drew Buchanan recommended publicity on safety and it was agreed that an article in Lake Currents would be beneficial.
- Lobby Effort. Steve pointed out that he again discussed the proposed legislative lobby effort with the GM. John is going to meet with Delegate Scott and hopes to eventually educate key committee delegates before Xmas. He will explain our well established judicial review process and emphasize the unique situation of LOW within the vast Property Owners Association world.
V. New Business
- Communications Committee Initiative. Steve passed out literature received from the Communications Committee. They have been using the free Yahoo Group capability to expand the use of the Association’s website. They are now encouraging other committees to use Yahoo or Google Group capabilities for their committee activities. There was some discussion on the likely benefit to the S&SC. Drew will look into the initiative more deeply and make a recommendation.
- Back Gate. Steve asked Chief Dodson if it would be a good idea to publish an article asking people to call Security whenever they see inappropriate activity at the rear gate. Even though there are three live cameras there, the simple fact is that security officers do not have time to constantly monitor real-time activity at the gate. George agreed to publish such an article in Lake Currents and emphasize the need for people to tip off security by providing the time that an impropriety was observed so that the digital video recorder can be reversed to that point in time and the infraction highlighted.
Due to member travel commitments it was agreed to cancel the January 12th meeting. The next scheduled meeting is Feb. 9 at 3:00 PM. If necessary in January, a special meeting will be convened.
Meeting adjourned: 8:13 PM.
(Minutes subsequently approved at the Feb. 9, 2009 meeting.)
Approved Minutes
Safety and Security Committee Meeting
March 9, 2009
Members Present BOD Liaison
Steve Cakouros (Chair) Peter Williams
Lynn Huntsman (Vice Chair)
Ginny Thoms Visitors
Doug Weiford Ralph Hancock
Bob Moore Jeff Flynn (Board VP)
Lee Frame (County Supervisor)
Members Absent Don Walters
Ed Rowan
Pierre Payette
Des Flanigan
Drew Buchanan
I. Call to Order Meeting called to order by Chairman Cakouros at 7:04 PM.
II. Announcements
Steve brought up the security contract and displayed a copy of the Free Lance-Star. Details are covered below under old business.
III. Motion to Approve February Minutes
Doug Weiford made a motion to approve the Minutes as written. It was seconded by Bob Moore and approved unanimously.
IV. Old Business
- Security Contract. As some in attendance had questions, Peter Williams passed out some literature from the winning contractor, U.S. Security Associates (USSA). He went on to explain that the Free Lance-Star article on the contract proposals had two major errors. The first concerned the incorrect report that US Security Associates' financial offer for the 3-year contract was $28,000+ higher than Dodson's, whereas in fact it was the other way around. The second was the quotation of Director Flynn's mistaken comment, that the new contractor would not perform animal control. Mr. Williams immediately corrected Mr. Flynn's error, stating that this function was a specific requirement clearly stated in the RFP. The reporter chose to ignore the rebuttal and reported only the incorrect statement.
- Warden Update. Doug Weiford briefly discussed the Warden Committee’s last meeting in which questions were raised about the tradeoffs between charging the Motorola radios whenever they were not in actual use or letting them run down. He said that the Wardens may need to get a tone warning system similar to the way that fire and rescue responders are notified. Steve noted that the Reverse 911 system was researched by the S&S Committee years ago and could ultimately be used for a variety of warning issues. It would be a simple matter to use it for Warden notification. After the initial cost of purchasing the hardware and software, the only recurring expense has to do with the leasing of extra telephone lines. Such expenditures would have to go through the normal budget process, he added.
- NC-200 Situation. Steve passed out copies of some of the technology options available. The first option is simply the replacement of the stolen NC-200 speed detection device. Other options include a more expensive detection device that is mounted on poles or trees. A third is a portable radar display device (speed board) that costs about $2500 and is usually mounted on the roof or trunk of a patrol vehicle. After some discussion it was the consensus of those assembled that replacing the NC-200 is not practical. The choice most favored was the purchase of the portable radar display that would be mounted on a small trailer and towed to various points in LOW. It does not tie up a patrol vehicle and has a smaller footprint alongside the roadway. It has the added advantage of being capable of being used as a warning device. Bob made the point that our security contractor is the best source of recommendations on such devices and it was decided to revisit this matter in the May-June timeframe so that a USSA official can contribute to the discussion.
- Sheriff’s Announcements. At Saturday’s Board meeting Sheriff Amos mentioned the number of calls for service in LOW and covered the number of traffic citations issued on Route 3. Both numbers were down slightly from the January figures. There were no major incidents regarding LOW.
- Dodson Monthly Report. Steve gave a very brief synopsis of events for February. There was a possible suicide and the usual large number of dog complaints (barking and roaming). He added that there was an incident with a roaming aggressive pit bull and the Sheriff’s Office was called. Considerable discussion then ensued on how often the Sheriff’s Animal Control Unit has to be called and how long it takes them to respond owing to the fact that they are usually in southern Orange County and only work the day shift. Lee Frame talked about budget cuts that may soon drop the number of people in this unit from three to two. It was acknowledged that this would further impact on response times to pick up dogs in LOW. Lee suggested that the Sheriff be contacted to express our concern but advised that some research first needed to be done to document what some perceive as an already slow response by Animal Control. Bob Moore volunteered to do this but will need access to Dodson Security’s logs. Steve said he would contact the GM and see how to proceed on this matter.
V. New Business.
Bob suggested that the Safety and Security Committee develop a plan to establish a close and productive working relationship with the new security contractor. This would begin with establishing a comprehensive list of safety and security issues that the Committee can review, prioritize, and discuss with the U.S. Security Associates representative at our May meeting and beyond. He stressed that we should have a much stronger dialog with the contractor than has been the case with Dodson Security. He believes we should take the lead in orientating USSA to LOW. There was a general consensus that this was a good idea.
Meeting adjourned: 8:45 PM.
(These Minutes were approved at the April 13th meeting)
Approved Minutes Safety and Security Committee Meeting
April 13, 2009
Members Present BOD Liaison
Steve Cakouros (Chair) Tom Sheridan
Lynn Huntsman (Vice Chair)
Ed Rowan Visitors
Pierre Payette Tish Liggett
Bob Moore Ralph Hancock
Des Flanigan Bernie Patton
Drew Buchanan
Members Absent
Ginny Thoms
Doug Weiford
I. Call to Order Meeting called to order by Chairman Cakouros at 7:01 PM.
II. Announcements
Steve announced that the Committee is being reconstituted in May and asked Committee members to let him know if they intended to stay on the Committee.
III. Motion to Approve March Minutes
Lynn Huntsman made a motion to approve the Minutes as written. It was seconded by Bob Moore and approved unanimously.
IV. Old Business
A. Plan to Interface with USSA. At last month’s meeting Bob Moore proposed that the Committee develop a plan to establish a close working relationship with US Security Associates. He stated that the Board and General Manager have done this already to some extent, but still believes, as do others, that the Committee should have a key role in working with the security contractor. Discussion about some past problem areas that need to be avoided included incomplete front gate screening and cigarette smoking just outside the guard house. Des Flanigan suggested that a POC be designated at official liaison with the new company and the general consensus was that this should be the S&SC chair.
B. Sheriff’s Announcements. At the April Board meeting Chief Deputy Murphy told those assembled that there were 2968 calls for service in March. Sixty-nine of those calls were in LOW. He emphasized that the trend for service calls is up. There were 254 traffic summons issued, with 16 of those on Route 3. Discussion then issued on the decrease in this latter number in light of perceived speeding in the 45 mph zone. Steve continued relating Deputy Murphy’s report which discussed the four homes in LOW that were vandalized by three 12-15 year old boys. There was some concern about the possibility of gang presence in the community and the need to monitor this closely. Deputy Murphy said that funding for the third animal control officer was restored, thereby mitigating somewhat our concerns about lack of coverage in LOW. Finally, the golf tournament on May 11 and the shredder event on May 16 are upcoming fund raisers for the Orange County Citizen’s Police Academy.
C. Dodson Monthly Report. Chief Dodson’s monthly report to the Board included a fight at the rear gate that was caught on camera and the dismantling of the gate arm by a frustrated resident. With the help of the cameras this man was tracked down and given a summons. There were five domestic disturbances, none of a serious nature and 18 animal complaints. Fifty-three traffic summonses were issued for March. Following up on the gate situation, Steve asked Tom Sheridan (who was substituting for Peter Williams) if the plans for a redesign of the front gate were still on track for 2010, in particular how the negotiations with the Fire and Rescue Company are going. He briefly discussed recent talks and said that the Holcomb building can be reworked as planned before the Rescue group gets their new building. Bob Moore then told a story about the back gate being open one day last month while the bar code gate device was undergoing maintenance. The contractor had raised the arm but someone had apparently not told Dodson Security about the maintenance activity. Thus, no one was on site to screen incoming traffic. After Bob called the Guard House, someone from security was finally dispatched to the scene. This was a communications issue that should not be repeated, he said. Ed Rowan then discussed improper entry at the back gate by certain individuals who have done it repeatedly. Although Security has been given the particulars, nothing has apparently been done to stop this, Ed said.
D. Front Post House Numbers. The subject of front post house number compliance was raised by Ed and Steve said he would check with the General Manager. As this was apparently an ECC enforcement matter, it would be best for them to publicize the new requirement in Lake Currents.
V. New Business.
Alert Notification. Des Flanigan and Tish Liggett -- chairwoman of the Communications Committee -- discussed their preliminary research efforts on notification systems (emergency and non-emergency). In addition to discussing Reverse 911, they mentioned the Honeywell Instant Alert System and the Roam Secure System, which are being used by many schools. It was decided to form a subcommittee to check into the possible use by LOWA of one of these alert systems and report out at the next Committee meeting. Des volunteered to represent the S&SC and Tish said that she will solicit volunteers at the next meeting of the Communications Committee.
Miscellaneous. Pierre Payette recommended we look into the cross-walk situation at the front gate in light of the fact that many people do not use them and simply walk through the middle of the intersection. The cross-walks may need to be repositioned or done away with. Secondly, he recommended that the front gate guards get a rubber stamp with red ink and put a large 25 MPH notice on all issued hang tags. While this was generally considered to be a good idea, Steve suggested that we await the new security contractor and discuss this with them.
Meeting adjourned: 8:30 PM.
(These Minutes were approved at the May 11th meeting)
Approved Minutes
Safety and Security Committee Meeting
May 11, 2009
Members Present BOD Liaison
Steve Cakouros (Chair) Peter Williams
Lynn Huntsman (Vice Chair)
Ed Rowan Security Representatives
Pierre Payette Brad Montague
Doug Weiford Anyi Douangdara
Ginny Thoms Danny Dobson
Bob Moore
Members Absent Visitors
Des Flanigan John Bailey, GM
Drew Buchanan Neil Buttimer, BoD
Priscilla Kowasic
Pat Rowland
Andy Harteveld
I. Call to Order Meeting called to order by Chairman Cakouros at 3:02 PM.
II. Announcements
Steve recognized the three representatives from US Security Associates in attendance: Brad Montague (Richmond Branch Manager), Anyi Douangdara (Operations Manager), and Captain Danny Dobson.
III. Election of Officers
Steve then called for nominations for officers. Bob Moore nominated Steve to continue on as chairman. The motion was seconded by Ed Rowan. As no other nominations were forthcoming, the vote was unanimous in favor of keeping Steve as chairman for the next year. Lynn Huntsman was nominated to be vice chair by Ginny Thoms. It was seconded by Pierre Payette. As no other nominations were proposed, the subsequent vote was unanimously in favor.
III. Motion to Approve April Minutes
Bob made a motion to approve the Minutes as written. It was seconded by Pierre and approved unanimously.
IV. Monthly Reports
Sheriff Office’s Report. At the May Board of Director’s meeting detailed statistics were announced by Chief Deputy Murphy. Steve noted that the number of traffic citations in the county was down considerably from the previous month and the number of citations written on Route 3 was only 15 (the previous month was 16). Also total calls for service were down somewhat from that recorded in March. Some discussion then ensued on the juvenile justice system and the frustrations encountered by law enforcement.
USSA Report. Steve briefly covered some highlights from the April street report. This includes the number of animal complaints (25), vandalism/theft reports (11), traffic summonses (35), and boat registrations (691). During subsequent discussion it was learned that the number of juveniles involved in recent home vandalizations has grown from three to eight. In addition, as many as seven homes may have been vandalized by the juveniles. Brad Montague said that 14 former Dodson Security employees were hired by USSA. Four new employees were also hired. The company has bought a Crown Victoria patrol car and a boat from Dodson Security. The Tour system has been received and tour points (facilities to be monitored) will be identified by the General Manager. USSA’s technology chief will be coming to LOW to figure out how best to implement the visitor control system, or elements thereof.
V. Discussion with the General Manager.
New Tag System. John Bailey described the new tag system that is being tried out. Only one hang tag will be used, that being for visitors and guests on a short-term basis. Most people will be given color coded dashboard signs that distinguish between members (white), contractors (blue), churchgoers (yellow), sports participants (green), pre-schoolers (pink), and those coming in to use the compactor (orange). Doug Weiford recommended that license plate numbers be put on these signs to discourage improper use since most of the signs will be good for up to a month. It was noted that some visitors go to church and afterwards go to the Woods Center snack bar. They risk a citation unless Security is notified. Pierre suggested that our maximum speed limit also be prominently displayed on the various signs, perhaps with red ink.
Front Gate Issues. Visitor screening is more stringent now, but there were still some in the room concerned about security. Some discussion ensued on the inadequacies of the stop light system and the possible use of a strobe light in the visitor lane. Brad Montague said that a gate would help guards process visitor traffic in a more orderly fashion. Pierre reiterated his concern that many people are not using the crosswalks and simply walk across the middle of the intersection.
Rear Gate Issues. There still is a piggybacking problem at the gate. The GM said he is looking into replacing the T-1 line with a Comcast broadband connection. This -- if doable -- would result in a considerable cost savings. John went on to explain that they are getting estimates for a 4th camera and call box at the bar code console. Once operational, front gate personnel would be able to open the gate to allow bona fide residents to enter if the bar code device was not functioning properly. Finally, John explained that Mapquest and other directional services are directing visitors with destinations near the back gate down Route 601 to the back gate. This problem needs to be worked out with the various online mapping services, he said.
Front Post House Numbers. The GM said that compliance with the new Regulation is an ECC responsibility and that committee will advertise the change to the regulations and the need to comply. The Lions already have orders to install 57 posts, added Ed Rowan.
Mail Station egress/ingress. Steve brought up an old problem that continues to beg for a remedy such as marking ingress and egress lanes at some mailstations. Ed had previously reported that he witnessed a near head-on collision at the Life Estates mailstation. More than two years ago the S&SC formally recommended that some form of ingress/egress control be instituted at some of the mailstations, but the GM is not convinced that this is a real problem. Further, he said that he has only had complaints from Committee members and not from other people.
Animal Control Response Times. There was some discussion on the situation as some believe that Orange County’s animal control function is sometimes not able to respond in a timely fashion to LOW due to their commitments in the southern part of the county and the fact that they only work daytime hours. Captain Dobson indicated that he does not believe there is a major problem.
VI. New Business.
Emergency Alert Systems Report. As no report was available from the ad-hoc subcommittee, this will be rescheduled for the next meeting.
Meeting adjourned: 4:55 PM.
(These minutes were approved at the June 8, 2009 meeting.)
Approved Minutes
Safety and Security Committee Meeting
June 8, 2009
Members Present BOD Liaison
Steve Cakouros (Chair) Peter Williams
Lynn Huntsman (Vice Chair)
Ed Rowan Security Representatives
Pierre Payette None
Doug Weiford
Ginny Thoms
Visitors
Members Absent Harry Walsh (Finance Lias.)
Des Flanigan
Drew Buchanan
Bob Moore
I. Call to Order Meeting called to order by Chairman Cakouros at 7:01 PM.
II. Announcements
Steve said that he attended the Monday morning meeting with the GM and US Security Associates representatives and would discuss relevant details later in our discussions. Noting that no USSA representatives were in attendance at this meeting, there was a general consensus that their presence was essential. Steve said he would so inform John Bailey.
III. Motion to Approve May Minutes
Ginny Thoms made a motion to approve the Minutes as written. It was seconded by Lynn Huntsman and approved unanimously.
IV. Monthly Reports
- Sheriff Office’s Report. No one was available to present the May report at the last Board of Directors meeting.
- USSA Report. Steve covered the highlights from the June Board meeting, namely that USSA is concentrating on improving entry procedures at the front gate. Two-hundred sixteen vehicles were registered for barcodes as a result. On Wednesday the chief of technology is coming to look into implementing the visitor management system. During the month 193 complaints were received (52 were animal related). There were 5 vandalism/theft reports, 30 traffic summonses, 14 boat summonses, and 561 boats registered. All USSA officers have been trained in how to use “less than lethal option” procedures. The fourth camera and a direct phone line are now operational at the back gate. The T1 line has been replaced with cable service, and if it proves satisfactory, will be made permanent.
At the morning meeting Steve found out that USSA bought a second boat from Dodson Security for lake patrol. Some 60 barcodes are in place for the Tour Positive system and barcodes will be placed on buoys in the main lake. Further, it was brought up that some people using Vonage for their phone service may not be able to use the 911 system. Also, there was some discussion about the importance of LOW organizations providing guest lists to the Guard Shack.
Peter Williams added that all USSA officers are getting boating certification and all will be CPR certified by August 31.Two patrol boats and a PWC will be available for the July 4th celebrations. Uniform switchover/standardization should be accomplished in the near future. The Visitor Management System is an ongoing development as current vendors meet with USSA’s head of technology.
V. Old Business None
VI. New Business
- Animal Control Forum. Ginny Thoms and Bob Moore have volunteered to set up a community forum dealing with all animal control issues. Ginny will check with John Bailey for specific guidance. The GM previously said he will invite key participants including Orange County Animal Control, USSA, the Environmental Control Committee, etc.
- Emergency Alert Systems Report. Des Flanigan has notified those concerned that after reviewing the various options it was determined that a LOW emergency notification system falls in to the “nice to have” category. Reliance will be on LOW Fire and Rescue, Orange County Sheriff’s Office, USSA, and local news and weather.
- Survey results. Of the 1380 responses to the question on whether our 40-year old street signs should be replaced, 302 strongly agree, 453 agree, 239 disagree, and 173 strongly disagree. Two hundred thirteen (213) had no opinion.
- Miscellaneous.
- Harry Walsh questioned whether there should be a siren warning system near the front and back gates in order to provide warning for such fast moving phenomena as tornados. He suggested that such an initiative be submitted to the Planning Committee for inclusion in the Five-Year Plan. It was explained that the S&SC researched a siren system about 3 years ago in regards to providing warning in case of a dam failure. That information was provided to the General Manager, but was not well received. LOWA leadership decided to go with a Reverse 911 system run by the county to provide dam failure warning. Thus, there was considerable sentiment around the table that a siren warning system proposal would have dubious prospects.
- Peter Williams reported that he was the only person to arrive for the May Wardens’ meeting; Des Flanigan had advised earlier that he would be unable to attend but nothing was heard from anybody else. This indicates a possible lack of enthusiasm/interest among wardens. Don Jackson, previous Chief Warden, had submitted a recommendation to Messrs. Flanigan, Weiford and Williams that there is no need for a LOWA Wardens Committee; that a Warden Program under the GM's supervision should suffice for LOWA's needs. Peter endorsed this point of view and suggested that the committee be disbanded.
Meeting adjourned: 8:20 PM.
(These minutes were approved at the July 13, 2009 meeting.)
Approved Minutes
Safety and Security Committee Meeting
July 13, 2009
Members Present BOD Liaison
Steve Cakouros (Chair) Peter Williams
Ed Rowan
Ginny Thoms Security Representatives
Pierre Payette None
Bob Moore
Members Absent Visitors
Lynn Huntsman Ted Wessel (Acting GM)
Doug Weiford Harry Walsh (Finance Lias.)
Drew Buchanan Ralph Hancock
Des Flanigan Joe Wright
I. Call to Order Meeting called to order by Chairman Cakouros at 7:01 PM.
II. Announcements
Steve said that he attended the Monday morning meeting with Ted Wessel, who is currently the Acting General Manager, and Chief Danny Dobson. Relevant details will be covered later in our discussions.
III. Motion to Approve June Minutes
Pierre Payette made a motion to approve the Minutes subject to the following changes in Section III, last paragraph. The second sentence is to read: “Two patrol boats and a PWC will be available for the July 4th celebration.” The third sentence is to read: “Uniform switchover/standardization should be accomplished in the near future.” And the fourth sentence is to read: “The visitor management system is an ongoing development as current vendors meet with USSA’s head of technology.” The motion was seconded by Ginny Thoms and approved unanimously.
IV. Monthly Reports
- Sheriff Office’s Report. Steve covered the highlights of Sheriff Amos’ report to the Board on July 27. He mentioned the number of traffic summonses issued (98) and the number of calls for service in LOW (44). The Sheriff had highlighted the arrest of an Orange County High School student for having a large quantity of drugs in his locker. Also, the Sheriff mentioned that his new speed board has already seen duty on Route 3 in the 45 mph zone.
USSA Report. Again the chair covered the highlights of Captain Danny Dobson’s report to the Board. Reportedly 375 vehicles have been registered for barcodes since USSA took over. There were only 23 animal complaints during June and an additional 133 boats were registered. A wanted felon who lived in the Lake was detained and turned over to the Sheriff. During the question & answer session someone asked about how aggressive wild animals are handled while another person complained about a speeding vehicle on Lakeview and a lack of response from USSA. Yet another person questioned if a perceived lack of patrol personnel from 4:30 to 7:00 PM weekdays is because of extra manning at the front gate
V. Meeting with the AGM.
Steve covered the highlights of his morning meeting with Ted Wessel and Captain Dobson. The Tour System will be operational this week, said Captain Dobson. Some discussion ensued on traffic problems on July 4th. Captain Dobson mentioned there was some vandalism and burglary in Section 13. Obscenities were spray painted on a road and a GPS device was taken from a car. A second vehicle had several items stolen from it.
VI. Old Business
Speeding complaints. Steve read a Viewpoints article from the July 3rd edition of Lake Currents in which a resident expressed his concern about what he perceives as an increase in speeding and an “unwritten rule” which allows speeds well above 25 MPH. In addition, the author states that two recent motor vehicle accidents that resulted in pedestrian injuries have gone unreported in Lake Currents. A brief discussion followed in which some Committee members also noted incidents of speeding and wondered why a detailed monthly incident report has not been published of late in our newsletter.
Water Safety. There was considerable discussion about recent problems over the July 4th holiday in the Ramsey Beach area. This included the pitching of tents overnight, bonfires, and numerous cars parked without visitor tags or barcodes. Some residents were concerned about boats being too near the beach, thereby posing a threat to swimmers and other boaters. In a related development Steve discussed the ongoing Rules change that mirrors the Commonwealth’s recent law that mandates boating safety education compliance for motorboat operators. The Association is going to follow the State’s recently enacted law which focuses initially on PWC operators and eventually expands its training standards to all watercraft motorboat operators. Peter Williams added that the likely fine for violation of this requirement when implementation begins next year will be $50.00 per occurrence. Fines could be assessed as well on boat-owning members who allow guests who have not achieved this certification to operate a powered boat on the lake.
VII. New Business.
Animal Control Forum. Bob Moore explained that he and Ginny Thoms met with John Bailey on June 26 to establish some general guidelines in regard to holding an animal control forum. Most likely it will be scheduled on a weekday morning in September and will have broad participation from various government and law enforcement entities. It will be educational in nature and will address wild as well as domesticated animals.
Barking Dog Tasking. Steve explained that he recently received a formal tasking dated July 10th from the Board President requesting that the Committee draft a rules change that would require dog owners to bring their animals indoors between the hours of 11:00 PM and 7:00 AM. An exception would be made if the animal (s) is under the direct control of the owner(s) during these hours. Committee members felt that the tasking was misdirected to the S&SC and should rightfully be addressed by the ECC. Further concern was expressed that specific problem areas should be addressed individually without subjecting all dog owners to a blanket requirement.
Post Orders. Steve explained that USSA has drafted detailed post orders that form the basis for all security officer behavior on the job. Steve has provided some preliminary comments to the Acting General Manager and believes that specific improvements need to be made to some sections such as Animal Control and Ticketing Procedures.
Meeting Times. Steve asked if members wanted to switch our meeting times to 3:00 PM in order to ensure USSA and GM participation. The consensus in the room was that USSA should provide a representative for all meetings, even if held in the evenings. This matter will be readdressed in detail at the August afternoon meeting when the GM and USSA representatives are scheduled to attend.
Miscellaneous. Ed Rowan brought up the lack of publicity concerning the requirement to install front post house numbers by October 1. Peter Williams said he would write an article for publication in Lake Currents. At one point speed humps and/or rumble strips were suggested as a measure to slow down speeders.
Meeting adjourned: 9:25 PM.
(These minutes were approved at the August 10th meeting.)
Approved MinutesSafety and Security Committee Meeting
August 10, 2009
Members Present Security Representative
Steve Cakouros (Chair) Captain Danny Dobson
Ed Rowan
Ginny Thoms Visitors
Pierre Payette Margaret Darby
Bob Moore Ted Wessel (Acting GM)
Lynn Huntsman Bill Grogan
Doug Weiford Don Jackson
Des Flanigan Ken Burnett
BOD Liaison
Peter Williams
I. Call to Order As all members were present, Chairman Cakouros called the meeting to order at 2:59 PM.
II. Announcements
Steve said there was no morning meeting with Ted Wessel and USSA. Secondly, he announced that Ted Wessel will succeed John Bailey as General Manager. Next he noted that the Board of Directors voted not to allow the general public into LOW for July 4 festivities. He then passed around literature obtained at the Committee Chairman’s luncheon on July 24. Finally, he announced that Drew Buchanan has resigned due to job and family commitments.
III. Motion to Approve July Minutes
Bob Moore made a motion to approve the minutes as written. The motion was seconded by Ed Rowan and approved unanimously.
IV. Monthly Reports
- Sheriff Office’s Report. Steve covered the highlights of Sheriff Amos’ report to the Board on August 1. He mentioned the number of traffic summonses issued - - 307 (up from 98 in June) and the number of calls for service in LOW -- 57 (up from 43 in June). The Sheriff mentioned incidents with three vehicles in LOW that had been burglarized. All three vehicles were unlocked. From a personnel perspective he informed the audience that he has hired two new people, one for patrol duties and the other to fill the vacated third animal control slot.
- USSA Report. Again the chair covered the highlights of Captain Danny Dobson’s report to the Board. There were 229 complaints in LOW (38 animal complaints) during July and 44 traffic summonses were issued. There were 19 boat summonses. Some 113,000 vehicles came through the front gate during the month. Considerable discussion ensued in regard to animal control issues, which has been complicated by the lack of a third Orange County Animal Control Officer of late. It was generally agreed that a solution to our problems will require some effort. Captain Dobson noted that Orange County is going to supply USSA with an Automated External Defibrillator (AED) device. USSA personnel will receive CPR and AED training in the near future.
V. Old Business
- Speeding Issues. Steve passed out copies of a speed equivalency sheet noting percentages over the speed limit in a residential community such as LOW. For example, in a 25 MPH zone a vehicle going 35 mph is going forty percent over the limit. This equates mathematically to going 77 mph in a 55 MPH zone. There was general consensus that our security contractor needs to have stricter guidelines in regards to issuing speeding citations. With Ted Wessel in attendance, several suggestions were discussed.
- Speed Board. Bob Moore brought up the subject of speed boards and the current status of our request to purchase a device from a company such as RU2 Systems, Inc. Discussion ensued on past agreements and Steve asked Captain Dobson for a USSA recommendation in regards to getting such a device.
- Front Post House Numbers. Peter Williams’ article in Lake Currents was acknowledged and there was a general consensus that many residents without front post house numbers are getting on the band wagon. More publicity is planned by the ECC.
- Street Signs.In response to a question about new street signs, Des Flanigan, Chairman of the Planning Committee, explained that during the upcoming 5 year Budget Planning Process (December 2009), the Replacement of LOWA Street Signs will be considered. The majority of 2009 Survey respondents were strongly in favor of this Safety project; the total cost was stated in the survey based on an updated, detailed estimate by the LOWA Maintenance Supervisor. Either a LOWA Committee or an Operations Center should request this project be placed in the 5 Year Budget Plan. At some point the matter will be discussed by the Planning Committee.
VI. New Business.
- Animal Control Forum. Bob Moore explained that he has booked the Woods Center on October 22 beginning at 10:00 AM to discuss animal control matters as requested by John Bailey. Owing to the upcoming change in General Managers, it was agreed that Ted Wessel will have to make a decision as to whether to proceed as scheduled, to scale back, or to cancel the forum.
- Post Orders. Steve believes that knowledgeable law enforcement experts need to get together with USSA to iron out some critical details. He indicated that Bill Grogan and Ed Rowan, as former career police officers, are essential to this mix. Also, Steve emphasized that patrol officers can benefit from lowering their windows so that problems can be heard, sometimes sooner than they can be seen.
- Open House. Steve explained that the Board has approved an open house for prospective home buyers on September 13. Visitors responding to Realtor announcements would be given a one-day pass and directed by security to the Clubhouse where they will be hosted.
- Marina Security. Peter Williams discussed some recent email correspondence in which a resident was concerned about security arrangements at the Small Marina. Vandalism was noted recently and suggestions were discussed to eliminate future incidents.
Meeting adjourned: 4:55 PM.
(These minutes were approved at the September 14th meeting.)
Approved Minutes
Safety and Security Committee Meeting
September 14, 2009
Members Present Security Representative
Steve Cakouros (Chair) None
Ed Rowan
Ginny Thoms BOD Liaison
Pierre Payette None
Bob Moore
Doug Weiford
Visitors
Members Absent Ted Wessel (GM)
Lynn Huntsman (VChair) Harry Walsh
Des Flanigan Bernie Patton
I. Call to Order Chairman Cakouros called the meeting to order at 7:02 PM.
II. Announcements
- Steve briefly mentioned his email to Committee members on 31 August, which described his efforts to enumerate outstanding issues to Ted Wessel, the new General Manager.
- Secondly, he said today’s morning meeting with the GM was very brief due to a plumbing problem at the Community Center. Fortunately, the GM was able to attend this meeting and would be able to enlighten members.
- Finally, it was noted that Jeff Flynn is the new Board Liaison.
III. Motion to Approve August Minutes
Ginny Thoms made a motion to approve the minutes as written. The motion was seconded by Ed Rowan and approved unanimously.
IV. Monthly Reports
- Sheriff Office’s Report. Steve obtained key monthly statistics from the Sheriff’s office by phone. There were 502 traffic summonses in the County in August (up from 307 in July). Seventy-eight summonses were issued on Route 3 (up from 43 in July). These may be record highs, he noted. Eighty-eight civil papers were served in LOW during August. Steve added that judging from the County’s web site the Patrol Division appears to have added personnel recently.
- USSA Report. Copies of the Security Yearly Activities Report were passed out. It showed that 59 traffic summonses were issued by USSA in August (up from 44 in July). There were 18 animal complaints during the month (out of a total 215 complaints). In an email to Steve, Captain Dobson indicated that all USSA personnel have completed AED and CPR training. A question arose about the number of vehicles entering LOW and there was uncertainty about what was included in the figures listed. The GM said he is going to consolidate all entry data. Ted then went on to discuss the Tour Positive system being used by USSA.
- Old Business
- Speeding Issues. Steve passed out copies of a rather humorous article in the Free Lance-Star describing a speeding situation in a small town in Tennessee. The defendant claimed to be exempt from citations because he was a senior CIA official. From a practical perspective Steve noted that the speed camera clocked the local resident going 66 mph in a 55 mph zone, which resulted in the issuance of the citation. Some discussion ensued on the need to control speeding in LOW and it was decided that we look into the feasibility of using a motorcycle for traffic patrols.
- Recommendations. Harking back to his 31 August email, Steve reiterated the importance of technical recommendations (best practices) from USSA in regards to such things as a replacement for the stolen NC-200 speed detection device. One suggestion from this committee dealt with the purchase of a speed board. No formal response has yet been received from USSA. Ted went on to explain that informal discussions with USSA personnel were inconclusive on this issue. He added that there is a need to formally input budget recommendations no matter how small, and they must be thoroughly justified.
- Post Orders. Ted explained that no time has been set to review recommended changes to the draft post orders, but he will reschedule.
- Animal Control.Ted wants to have a summit with Orange County authorities and USSA officials in regards to the options available. His schedule at present will not permit such a meeting any time soon. Some discussion then continued on possible fixes to our current situation and Steve volunteered Committee assistance to help the GM. Harry Walsh, Finance Liaison, suggested that someone contact the local Veterinarian and see if she has a solution.
- Lake Safety. The chairman passed out copies of emails received from a concernedresident about the insufficiency of lake patrols. Also disseminated was the article in the September 11th edition of Lake Currents in which the Chairman of the Lake Users Committee enumerated safe boating and swimming procedures. Some discussion ensued on the need for USSA personnel to be properly trained before they can authoritatively patrol the lake.
- Yorktown. Pierre again noted that Yorktown Blvd still does not have a yellow line down the middle. It has been about a year since it was tarred and chipped. The GM will look into this.
VI. New Business.
- Unauthorized Entry. On September 1 some golfers on the 16th hole noticed that someone in an automobile was trying to enter LOW by dismantling a section of fencing. The individual was unsuccessful and USSA was able to identify the individual by tracing his license plate.
- Safety Issue at Sweetbriar Park. A local resident gave Steve a photo illustrating an unsafe pedestrian situation at the entrance to Sweetbriar Park. The photo shows that the left side of the roadway has no shoulder, just a drainage ditch. Pierre Payette lives in the area and reiterated his concern over this situation. He suggested that one solution would be to put a culvert pipe in the ditch and cover it over so that the area could be used as a pedestrian pathway. Ted Wessel said he was aware of the situation and would look into a viable solution.
- Spotswood Park Issues. A local resident expressed her concerns over high speed traffic in the Spotswood Park area. She would like to see traffic calming measures installed to slow traffic and protect pedestrians.
- Budget Submissions. Harry Walsh reminded the group that a new budget cycle is beginning and we need to develop our proposals soon.
- Committee Charters. Bernie Patton brought up the current revision of Article 5, Section D of the BYLAWS and recommended that the Committee thoroughly review the draft document. The document makes significant changes to committee guidelines, including composition and tenure. Bernie said he would email the document to Steve, who would in turn forward it to Committee members for their review and comment.
Meeting adjourned: 9:23 PM.
Approved Minutes
Safety and Security Committee Meeting
October 12, 2009
Members Present Security Representative
Steve Cakouros (Chair) None
Ed Rowan
Ginny Thoms BOD Liaison
Doug Weiford Jeff Flynn
Bob Moore
Members Absent Visitors
Lynn Huntsman (VChair) Harry Walsh
Des Flanigan Ralph Hancock
Pierre Payette
I. Call to Order Chairman Cakouros called the meeting to order at 7:05 PM.
II. Announcements
- The chair noted that Jeff Flynn, our new Board Liaison, was in attendance.
- Steve said that due to the holiday he wasn’t able to meet with the General Manager and USSA representative, but did have a telephone conversation with Ted Wessel on Friday wherein security updates were passed on.
III. Motion to Approve September Minutes
Doug Weiford made a motion to approve the minutes as written. The motion was seconded by Bob Moore and approved unanimously.
IV. Monthly Reports
- Sheriff Office’s Report. At the last Board of Director’s meeting, Lt. Col Murphy reported there were 341 traffic summonses in the County in September (down from 502 in August). Fifty-three summonses were issued on Route 3 (down from 78). There were 2738 calls for service (47 in LOW). A new road patrolman and a new animal control officer have been hired by the Sheriff. Orange County has experienced a 10-year low in traffic accidents which the Sheriff’s Office attributes to the use of two full-time traffic deputies, increased enforcement by law enforcement (including the State Police), and cooperation by VDOT.
- USSA Report. Captain Elliott told the Board that there were 221 complaints (up slightly from the previous month) and 49 traffic summonses were issued by USSA in September (down from 59 in August). There were three arrests and four vandalism reports.
- Supervisor’s Report. Lee Frame, District 5 Supervisor, discussed a Pit Bull incident in the county in which a 23 month-old child was killed. While the County Attorney was already working on drafting a new ordinance with regard to dogs, it would not have helped to avoid this tragedy, he noted.
V. Unfinished Business
- Discussion with the GM. Steve related the highlights of his telephone conversation with Ted Wessel, which included suggestions for improvement in USSA’s modus operandi. He noted that due to concerns raised by members at the last Board meeting he had made arrangements with the contractors working at the Back Gate to allow emergency vehicles entry into LOW during the closure period.
- Correspondence from Residents. Steve mentioned recent correspondence which included an email expressing concern about the closing of the Back Gate and the impact that could have on emergency response times. A letter received dealt with getting access to the State Police’s web site for Registered Sex Offenders.
- Draft Bylaws. Steve reiterated that he passed on suggested changes to this document to the Rules Committee and Board member Sheridan. Considerable discussion ensued. Bob Moore questioned the rationale for the effort. Jeff Flynn explained that this was an effort to consolidate boilerplate for committee activities. He added that there was going to be a first reading and many changes could result from suggestions submitted. As to a Committee member’s concern over the stated role of a Board Liaison, Jeff does not believe that the Liaison should try to influence committee activities, but should be a rather passive participant. Further discussion covered the new guidance that cost center managers were not allowed to attend evening meetings, whether some in authority would like to see some committees meeting less frequently, and whether some committees were being considered for elimination.
- Speeding Remedies. Steve related his recent conversation with a motorcycle policeman and the possible use of a motorcycle in LOW for traffic enforcement.
- Front Post House Numbers. Ed Rowan said that the Lions have received over 160 applications for new front posts and have been busy installing the posts.
VI. New Business
Submit Questions. In response to Ted Wessel’s suggestion, Steve asked Committee members to submit questions to him that could be used to enlighten USSA patrol officers as they go about their patrol duties.
Meeting adjourned: 8:39 PM.
Approved Minutes Safety and Security Committee Meeting
November 9, 2009
Members Present Security Representative
Steve Cakouros (Chair) Captain Dobson
Ed Rowan
Ginny Thoms BOD Liaison
Doug Weiford Jeff Flynn
Pierre Payette
Des Flanigan
Visitors
Members Absent Ralph Hancock
Lynn Huntsman (VChair) Frank Jacobeen
Bob Moore
I. Call to Order Chairman Cakouros called the meeting to order at 3:01 PM.
II. Announcements
Steve said he met with the General Manager and USSA representative (Brad Montague) on November 2. Specific details will follow.
III. Motion to Approve October Minutes
Ginny Thoms made a motion to approve the minutes as written. The motion was seconded by Doug Weiford and approved unanimously.
IV. Monthly Reports
- Sheriff Office’s Report. As no one from the Sheriff’s Office was present at the last BOD meeting, Steve called and got the following statistics. There were 222 traffic summonses written in the County in October (down from 341 in September). Thirty summonses were issued on Route 3 (down from 53). There were 2758 calls for service in the county, but only 33 of these were from LOW residents.
- USSA Report. The chairman passed out copies of USSA’s Yearly Activities Report, which was provided by Capt. Dobson. Of note was the number of complaints lodged in October (135 vs. 221 in September), the number of traffic summonses (47 vs. 49), the number of arrests (1 vs. 3), and vandalism/theft reports (0 vs. 4). This latter statistic was well received.
V. Unfinished Business
- Discussion with the GM. Steve relayed the essence of his discussion with the GM and USSA’s Brad Montague on November 2. This included resident complaints of speeding, persistent back gate malfunctions, and USSA staffing. Steve had hoped that the GM would attend this meeting so that outstanding issues could be detailed and some plan of action begun.
- Discussion with Deputy Sheriff. Steve went over the highlights of his conversation with a motorcycle patrolman and his recommendation for the use of an Enduro type (mid-size motorcycle) in speed enforcement efforts at LOW. Technical device recommendations were also covered.
- Traffic Calming Devices. Mr. Frank Jacobeen, a guest, suggested that the Committee look into the use of traffic calming devices such as those used in King’s Park, in Northern Virginia. Speed humps and roundabouts have been very effective, he added. After some further discussion, Ed Rowan made a motion to recommend to the General Manager that a speed hump be tried on a trial basis on a problem area street. Captain Dobson suggested that Yorktown was a good location. It was noted that speed humps, unlike speed bumps, do not cause significant driver discomfort at typical residential speeds. The motion was seconded by Des Flanigan and carried unanimously. It was agreed that the chair would forward a memo to the GM so notifying him of the Committee’s decision and recommending that this trial traffic calming device be put in place within a 60-day period. If successful, additional humps could be deployed as needed. Ed volunteered to research the costs and look into possible implementation plans.
- Animal Control. Steve passed out copies of an email sent by a local resident pointing out the shortfalls in the Association’s handling of stray or roaming dogs. While discussing the matter, it was noted that the Committee has tried to address the issue and get concerned parties into a meeting so that possible remedies could be discussed. This would include the Sheriff and his animal control personnel, our County supervisor, and perhaps others. If county resources are deemed insufficient, Steve mentioned the possibility of using part-time contractor personnel. Ginny Thoms stated that the problem with roaming dogs needs to be looked into and data accumulated in order to document the scope of the problem.
VI. New Business.
- Vandalism. Mr. Jacobeen related the vandalism and theft problems that he and others have endured at private boat docks on the main lake and at the marinas. He passed out a pre-printed form that could be used by USSA to go back and amass a data base that might become a useful tool in dealing with the problem. Mr. Jacobeen volunteered to examine the security contractor’s report logs and develop this data base. Captain Dobson said he would check with USSA management on the feasibility of conducting this volunteer effort.
- Budget submissions. Des Flanigan discussed the latest survey results in regards to replacement of our 40 year-old street signs. He estimates costs to replace our 175 signs would be about $15K per year for five years. Consensus around the table was that the S&SC is the logical body to submit this initiative. Des volunteered to research the matter and prepare a budget submission.
Meeting adjourned: 5:05 PM.
(These minutes were approved at the December 14, 2009 meeting.)
Approved Minutes Safety and Security Committee Meeting
December 14, 2009
Members Present Security Representative
Steve Cakouros (Chair) Captain Dobson
Ed Rowan
Ginny Thoms BOD Liaison
Doug Weiford None
Pierre Payette
Des Flanigan
Visitors
Members Absent Lee Frame (County Supervisor)
Lynn Huntsman (VChair) Ted Wessel (GM)
Bob Moore Ralph Hancock
Tom Curry
I. Call to Order Chairman Cakouros called the meeting to order at 3:03 PM.
II. Announcements
- Steve mentioned the recent shooting of Orange County Investigator Bob Canosa.
- He then said he met with the General Manager on December 9th. Specific details will follow.
III. Motion to Approve November Minutes
Pierre Payette made a motion to approve the minutes as written. The motion was seconded by Ginny Thoms and approved unanimously.
IV. Monthly Reports
County Supervisor Report. Lee Frame told the audience at the last LOWA Board of Director’s meeting (Dec. 5) that the revised ordinance on dogs running at large would be reviewed at a public hearing on the following Tuesday. The ordinance will require leashes on dogs in residential areas (20 or more homes). In other matters, Lee said there will be a budget shortfall of about $7 million, and this will probably require cuts in services. The County gives the Sheriff’s Office about $1.5 million, he noted.
Steve then passed out a Free Lance-Star article dated December 13, which discussed the outcome of the public hearing and the Board’s approved changes to the animal-control ordinance. Supervisor Frame clarified and amplified some points of the ordinance for the Committee. Discussion then ensued on the animal control situation in LOW. Steve noted that the General Manager has agreed to arrange a meeting of animal control principals, to include Supervisor Frame, the Sheriff and his Animal Control personnel, USSA management, and others as determined to be germane to the discussion. This meeting is scheduled to be held in early February. Captain Dobson then passed out copies of a form listing a variety of animal control problems noted in November. Several incidents were highlighted as clear violations of our Regulations and were deserving of citations. Two of these concerned aggressive dogs. Ed Rowan asked Captain Dobson to include another column on his form indicating whether a summons had been issued. The Captain agreed to make the change.
Sheriff Office’s Report. Sheriff Amos was present at the December BOD meeting and reported on the following. There were 198 traffic summonses written in the County in November, 25 of which were issued on Route 3. This low number was the result of a patrol officer out on sick leave for some time, the Sheriff noted. Three people are graduating from the Rappahannock Criminal Justice Academy on Friday. One will be going to fill out the third personnel billet at Animal Control; another is going into the Patrol Division. Sheriff Amos mentioned the break in and theft of property at businesses at the intersection of Route 3 and Route 20 and the theft of materials from the new middle school building site.
USSA Report. At the last Board meeting Captain Elliott briefly covered the following: there were 112 complaints in LOW, 33 traffic summonses, 3 vandalisms, 3 arrests and 2 automobile accidents.
The chairman passed out copies of USSA’s Yearly Activities Report, provided by Capt. Dobson, which enumerated the various reporting categories. In response to a question about the number of vehicles shown entering LOW, it was acknowledged that the Report only covers the Front Gate. The chair reminded those in attendance that it was previously agreed that LOWA management would consolidate the data maintained by the Association (Rear Gate) with the Front Gate data maintained by USSA.
V. Unfinished Business
- Front Gate. Considerable discussion then began on the need for a front gate redesign. Des Flanigan said that he has received only 2 emails from the article published in Lake Currents and posted on Channel 18. No one with traffic flow/traffic engineering experience has yet come forward to volunteer to draft a redesign or to indicate that a redesign is not needed. Lee Frame noted that Wal-Mart has agreed to put in two left turn lanes into LOW, which was a VDOT request. The ramifications of this were bandied about. Supervisor Frame was asked if he could find out the likely timing of this construction activity.
- Upcoming Meetings. As a result of the chairman’s last meeting with Ted Wessel, it was agreed that a meeting would be arranged by Steve with a motorcycle policeman in early January. Technology issues would be discussed as this meeting. USSA’s Post Orders document is now scheduled for final review in March.
- Photo Speed Cameras. The chair passed out copies of a Texas company’s portable speed gun sets, which include an integrated collection of photo cameras and speed guns. Some discussion ensued on feasibility and costs.
- Street Signs. Des discussed the matter of getting new street signs. Originally the Committee recommended that the signs be replaced over a period of five years in order to minimize assessment increases. The GM has decided that these difficult economic times require an even slower approach; therefore, he wants to repair signs if possible and only replace those signs that are beyond repair. Possible options include periodic purchase of prefabricated signs from a contractor or the fabrication of new signs by the Maintenance Department. Des will pursue this issue to determine various options and associated costs, and will draft “Street Sign Repair/Replacement Criteria.”
VI. New Business
- OSHA Issues. Visitor Tom Curry provided copies of a paper he drafted in which he illustrates his concern with the lack of safety standards or enforcement in LOW. For example, he noted that many contractor vehicles park on LOW roads without putting out cones or having personnel available to direct traffic around the vehicle. He also said that he has observed unsafe conditions created by RSA personnel. Lee Frame recommended that the Association develop an information sheet with appropriate do’s and don’ts and pass them out to contractors working in LOW.
- ECC Issues. Pierre Payette brought up an issue of concern to the Environmental Control Committee. It has to do with the lack of timely notification that oversized and commercial motor vehicles owned by residents are brought into the community and parked in violation of regulations. Another example had to do with storage pods, which are only allowed for a limited time. Captain Dobson said he would get together with the ECC chairman and work out a more cooperative notification arrangement.
- Fitness Center. Visitor Ralph Hancock pointed out a problem at the Fitness Center in that some visitors with the key code have been seen allowing friends through a back door. There was a consensus around the table that alarms need to be installed on such doors.
Meeting adjourned: 5:03 PM.
(These minutes were approved at the January 11, 2010 meeting.)
Approved MinutesSafety and Security Committee Meeting
January 11, 2010
Members Present Security Representative
Steve Cakouros (Chair) Captain Dobson
Ed Rowan (VChair)
Ginny Thoms Visitors
Doug Weiford Lee Frame (County Supervisor)
Pierre Payette Ken Burnett (LCC Chair)
Des Flanigan Ralph Hancock
Bob Moore Charlie Smoot
Deputy Kreiter
BOD Liaison
Jeff Flynn
I. Call to Order Chairman Cakouros called the meeting to order at 3:05 PM.
II. Announcements
The chairman mentioned the unfortunate passing of Orange County Investigator Bob Canosa. He then noted that Lynn Huntsman, our Vice Chair, had tendered her resignation and this necessitates that her position be filled. Steve noted that Lynn was a dedicated member of the Committee. Finally, Steve announced that he expected Spotsylvania County Deputy Sheriff Kreiter to appear later in the meeting.
III. Motion to Approve December Minutes
Ginny Thoms made a motion to approve the minutes as written. The motion was seconded by Pierre Payette and approved unanimously.
IV. Monthly Reports
- County Supervisor Report. Lee Frame told the audience at the last LOWA Board of Director’s meeting (January 2) that the latest projected budget shortfall was about $3.6 million. He is going to speak at the next Civic Club meeting on the 19th and may have additional information available at that time on the potential impact to such organizations as the Sheriff’s Office.
- Sheriff Office’s Report. Sheriff Amos was present at the January BOD meeting and reported on the following. There were 115 traffic summonses written in the County in December, 22 of which were issued on Route 3. These low numbers were the result of extended sick leave for one of the two dedicated full-time patrol officers. There were 2,392 calls for service in the county, bringing the total for the year up to 33,161. This is a new record, the Sheriff noted. There were 64 calls for service in LOW (yearly total is 705). Sheriff Amos said that his office is going to provide training for USSA employees in such areas as crime scene preservation and traffic stops.
- USSA Report. At the last Board meeting Captain Dobson noted that there were only 2 animal complaints in December. There were four accidents and one arrest, which started out as a domestic dispute. Only 10 traffic summonses were issued (down from 33). Captain Dobson noted that the heavy snowfall seriously hampered normal operations. Finally, he noted that the traffic counter is malfunctioning at the front gate so that accurate vehicle counts are not possible.
The chairman passed out copies of USSA’s Yearly Activities Report, provided by Capt. Dobson, which enumerated the various reporting categories. Supervisor Frame asked if the broken traffic counter was a computer problem. It is apparently a mechanical problem, and Steve added that this has been a periodic problem in recent years. There was a consensus around the table that more reliable equipment should be purchased.
- Unfinished Business
- On-going Initiatives. As no one was available from the General Manager’s office to provide updates, discussion was held in abeyance.
- Gate Problems. There was some discussion on the unreliability of the bar code equipment and the probable need to upgrade the equipment or go to a new technology. Steve noted that a resident recently concerned about a possible medical emergency on Route 601 was unable to contact the Front Gate using the dedicated phone line at the Rear Gate. Captain Dobson noted that there are periodic unexplained communication problems at the Rear Gate. He also explained that there are periodic video outages, probably due to Comcast maintenance practices. The captain explained that some of the problems with the bar code readers have to do with glare and is worse now with snow around. He added that USSA had a meeting recently with our network and bar code contractors to discuss remedies. (Later in the meeting Jeff Flynn noted that further gate disruption will occur as the bar codes of those in arrears over the special assessment are deactivated.)
- Traffic Impact of Wal-Mart. Lee Frame passed out copies of excerpts from Wal-Mart’s special use permit. The document shows that Wal-Mart conducted its own traffic impact study and as a result offered in its “proffer” to design and construct -- at Wal-Mart’s expense, an additional left turn lane from westbound Route 3 onto LOW property. In addition, the traffic signal is to be adjusted during peak hours. The ramifications of this were discussed and could require a reconfiguration of our Front Gate. Otherwise, the likely scenario would have lengthy waiting periods in the turn lanes for people wishing to come in the Front Gate. Lee explained that VDOT had requested this so as to avoid disrupting traffic for westbound traffic heading towards Culpeper. Des Flanigan, as chair of the Planning Committee, opined that such major developments should have been coordinated with those impacted, namely LOW. Some discussion ensued on possible Association actions to include financial accommodation in the five-year plan. Mr. Frame said he would press the VDOT representative for a start date (year and month) when VDOT/Wal-Mart would start and complete the project.
VI. New Business
- Election of a Vice Chairman. Ginny Thoms made a motion to elect Ed Rowan as Vice Chair. The motion was seconded by Pierre Payette and carried unanimously. Ed will assume the office until the next Committee reconstitution. As Lynn was the long-time liaison to the Legal and Compliance Committee (LCC), Ginny and Pierre agreed to share that duty to the extent possible.
- Electronic Traffic Ticket System. Steve passed out copies of an article in the Free Lance-Star describing new equipment that the Fredericksburg police are starting to use. It allows police officers to fill out and print traffic tickets straight from their vehicles, thereby achieving a major improvement in speed and data input accuracy.
- Summonses 2004 to Date. Ken Burnett, chair of the LCC, briefly discussed a handout summarizing the various categories of summonses issued in recent years by our security contractors. This was followed by Charlie Smoot, a member of the LCC. His handout detailed the actual number of moving violations issued since May of last year. The number of such summonses has dropped to an average of not quite one per day. This had considerable impact in the room and led to a discussion of priorities. USSA has focused on front gate screening and making complete patrol sweeps of LOW roads. Running radar to catch speeders has been a low priority.
- Deputy Sheriff Kreiter. As a Spotsylvania County Motor Officer, Deputy Kreiter discussed the pros and cons of using a motorcycle to enforce traffic laws. He concluded that having a motorcycle unit in LOW would be feasible and advisable. He said that a motorcycle patrolman, using a LIDAR (Light Detection And Ranging) speed detection device, would be very effective in catching speeders. At the conclusion of his discussion, the assembled group was invited outside to see a demonstration of the LIDAR device that Deputy Kreiter uses on a daily basis.
Meeting adjourned: 5:05 PM.
(These minutes were approved at the March 2010 meeting as there was no February meeting.)
Lake of the Woods Association Safety and Security Committee<
Minutes of the Meeting April 12, 2010
The Vice Chair, Ginny Thoms, acting as Chair, called the meeting of the LOWA Safety and Security Committee to order at 3 PM April 12, 2010.
Committee Members Present: Voting: D. Flanigan, T. Grant, A. Hartevelt, R. Moore (arrived later), P. Payette, G. Thoms, D. Weiford . Alternate: A. Mayott, Bob Lerner, and M. Truitt. The Committee consisting of seven voting members, six being present at the opening of the session, a quorum was achieved and the committee could conduct business.
Guests: LOWA Board of Directors: J. Flynn, Vice President; United Securities Services of America (USSA): Capt Daniel Dobson.
The Vice Chair opened the floor for nomination for the position of Safety and Security Committee Chairman. P. Payette nominated Desmond Flanigan, G. Thoms seconded. The Committee voted unanimously to elect D. Flanigan to position of Chairman. Mr. Flanigan accepted and assumed the position and duties of Chairman.
D. Flanigan, the Chair, moved to approve the minutes of the March Meeting. The motion was seconded and unanimously approved.
The Chair moved to approve the meeting agenda. The motion was seconded and unanimously approved.
The Chair stated the committee would review the minutes of the previous meeting and address the unfinished business.
Unfinished Business:
- Meeting Time change. It was mentioned that meeting times have been changed to 3 pm to accommodate the LOWA General Manager (GM) and & USSA, but they did not attend. Several committee members commented on this and highlighted the need to get those who work full-time to participate in all LOWA committees. This may indicate a return to evening meetings.
- Front gate issue discussed, & date for Wal-Mart to add 2 left turn lanes into LOWA. A discussion followed that attempted to focus on the Safety and Security issues involved in the overall issue of the Front Gate. It was readily apparent that there are several issues and players involved (e.g. traffic flow within the LOWA main entry area; LOWA Management, USSA, VDOT). The Chair asked for a volunteer to chair a Safety and Security Sub-Committee that would:
- Identify the several issues and the associated offices, agencies, and individuals.
- Recommend appropriated actions to the Safety and Security Committee.
A. Mayott volunteered and the Chair designated him to chair the Front Gate Sub-Committee; T. Grant volunteered to assist. D. Weiford volunteered to obtain the suggested front gate plan from a former VDOT engineer.
The Sub-Committee will present an initial report at our next meeting.
NOTE: During the above discussion the Vice pointed out the need for Committee members to speak only when they have the floor and to refrain from interrupting and “talking over” another when that speaker has the floor. The Chair endorsed this observation and will develop an outline of pertinent rules from Roberts Rules of Order (Revised) to ensure our meetings are conducted in an efficient manner and amenable polite atmosphere.
- Review the existing S&S charter. The current LOWA By Laws require a reformatting and update of all Standing Committee Charters. The Chair stated that he and the Vice-Chair will review the charter, develop proposed revisions, and present them to the Committee for discussion and approval.
- Suggested that USSA write an article for Lake Currents describing policy for deactivation bar codes from gate computer. The committee discussed the issue and reached the conclusion that the LOWA GM should possibly write the article. D. Flanigan will contact the GM to discuss this issue.
- Lack of sufficient lake patrols by USSA. A lengthy discussion arrived at the conclusions that:
- Apparently the Lake Users Committee believes that the current number of lake patrol hours specified in the Security Contract (750) may not be sufficient to ensure there are sufficient patrols on the lake this summer.
- The USAA representative, Capt Dobson, did not know how many Lake Patrol hours per year Dodson Security expended during their contract. He believed the previous contractor spent more hours on Lake Patrol duty than 750. He stated he would get this data for the Committee.
- USSA has three officers who have taken and passed the LOWA boat operators test. This constitutes their certification. Both the extremely low number of “certified” officers and the certification criteria were considered inadequate for a professional water-borne security and law enforcement force.
- Currently the Security boats are in storage.
- T. Grant is the Safety and Security Committee liaison to the Lake User’s Committee. The Chair requested that he research these issues in coordination with the Lake Users Committee to identify the issues and develop possible solutions
- Right of Way issue at intersection of Eastover Parkway and Indian Hills Road. A. Mayott will coordinate with USSA Security Force to develop recommended solutions.
- USSA post orders still not available to committee. Capt Dobson stated the LOWA GM has a copy of the Post Orders. To his and our knowledge, the Orders have not been approved. The Chair will discuss this issue with the GM in order to review and comment on the proposal.
New Business:
- Committee Membership: Robert Moore tended his resignation from the Safety and Security Committee effective May 1, 2010. Bob stated he could not devote the time he believed necessary to be an effective community representative to our Committee.
- Liaison Assignments: The following Safety and Security Committee members will be our liaison representatives:
- Andy Harteveldt Finance Committee
- A. Mayott Planning Committee
- T. Grant Lake Users Committee
- G. Thoms Legal and Compliance
- P. Payette Legal and Compliance
- The Chair will inform the respective LOWA Committee Chairs.
Adjournment: There being no more business to conduct, the Chair moved that the meeting be adjourned. The motion was seconded and unanimously approved. The meeting was adjourned at 5:12 PM April 12, 2010. The next meeting will be at 3:00 PM, May 10, 2010 in the Conference Room of the Holcomb Building.
Lake of the Woods Association Safety and Security Committee
Minutes of the Meeting May 10, 2010
The Chair, D. Flanigan called the meeting of the LOWA Safety and Security Committee to order at 3 PM May 10, 2010.
Committee Members Present: Voting: D. Flanigan, A. Hartevelt, R. Lerner, P. Payette, G. Thoms, Alternate: A. Mayott. Absent: Voting T. Grant; D. Weiford, Alternate: M. Truitt. The Committee consisting of seven voting members, five being present at the opening of the session, a quorum was achieved and the committee could conduct business.
Guests: LOWA Board of Directors: J. Flynn, Vice President; Finance Committee: D. McKee; Planning Committee: L. Strain; LOWA Management Team: T. Wessel General Manager (GM); U.S. Security Associates (USSA): Chief Daniel Dobson, Guests: S. Cakouros, E. Rowan, R. Shoup.
D. Flanigan, the Chair, moved to approve the minutes of the April Meeting. The motion was seconded and unanimously approved.
The Chair moved to approve the meeting agenda. The motion was seconded and unanimously approved.
Introductory Remarks:
- Roberts Rules of Order (RRO), In Brief: D. Flanigan. The Chair reviewed the basic elements of RRO regarding conduct of meetings.
Reports:
Liaison Reports:
- Legal and Compliance Committee (LCC) Liaison: G. Thoms: LLC records point out that speeding violations comprise in excess of 70% of the citations issued in Feb and March 2010. The LLC requests S&SCOM continue research on Light Imaging and Ranging Speed Gun (LIDAR) as one means to assist in reducing speeding within LOW. Refer to S&SCOM Memo to LOWA BOD, January 13, 2010, Subject: LIDAR (see Motion below: Methods to Reduce Destruction of LOWA Property).
- Lake Users Committee (LUCOM) Liaison: USSA Lake Patrols: T. Grant: Absent
- Finance Liaison (FINCOM): A. Hartevelt; LOWA GM’s office is developing the Capitol Budget Five Year Plan. Our Liaison to FINCOM recommended S&SCOM submit request for Five Year Plan for funds for Front Gate modifications. (see Motion below: The Front Gate Sub-Committee)
- Planning Committee (PLANCOM) Liaison: A. Mayott: PLANCOM representative recommends we investigate capabilities and use of surveillance devices to deter those who destroy LOWA property (e.g. Arson on Golf Course; Tennis Court property destruction: see motion below: Methods to Reduce Destruction of LOWA Property)
- Office Meeting With (OMW) LOWA Pres. of Board (BOD) and General Manager (GM): D. Flanigan. G. Thoms and D. Flanigan met to discuss what the GM expects from the S&SCOM and what our committee expects from the GM. Several main issues were resolved.
The Pres of our BOD, GM, and our committee representatives agreed:
- The LOW Standing committees are key conduits/avenues of communications between LOWA members/residents, the BOD, and the GM.
- Communication must be two-way and all communications media should be used. The BOD and the GM should keep the committees informed on key issues to assist in disseminating and gathering information.
- Committees have the right to have representatives of our LOWA Administrative and Management Team present at their meetings. To have a representative attend a committee meeting the committee should request the GM send a representative to attend a meeting citing the reason(s) and any additional information. The committee should send an information copy of the request to our BOD.
- Committees have a right to have access to employees in pursuit of committee business. The GM desires that the committee request access through the respective LOWA Management office, citing specific reasons. The committee should send an information copy of the request to our BOD.
- Committees also serve to assist the Operations Center Directors or Facility Managers in performing research and analysis tasks. The GM desires that committee assistance to the Director/Manager in the specific preparation of budget requests only be done at the request of the GM.
- USSA Representative (D. Flanigan)
Unfinished Business:
- Front Gate Sub Committee: A. Mayott. First Report: Backups occur. Initial analysis identified two main factors, traffic flow and security. Several recommendations are under consideration. We believe we can solve the problems, perhaps with solutions simpler than many think. We must identify and prioritize our needs. We need to do more work on this and report the results. (coordinate w/ R. Lerner re exits from RT 3 vs. entrances)
Motion: The Front Gate Sub-Committee (Chairman: A. Mayott) will prepare a report on its investigation of Front Gate issues giving the facts, findings, and recommendations to alleviate problems at the Front Gate. The report will be sent to the LOWA BOD and a copy to the GM. The motion was seconded and unanimously approved.
- Lake Patrols: T. Grant No Report
- Committee Review of USSA Contract: Based on the Committee’s request, the GM provided a copy of the contract. We will review it to ensure we understand the contract requirements and agreements. In turn the committee will pass this information to our members and be prepared to answer member’s questions to ensure the facts of the contract are known and any misunderstandings put to rest.
- Right of Way: Intersection Eastover and Indian Hills A. Mayott, R. Lerner
Motion: Recommend that the existing stop sign at Eastover and Indian Hills be moved from its existing position from Eastover to Indian Hills to conform to US Dept of Transportation and Commonwealth of Virginia guidelines. The motion was seconded and unanimously approved. A recommendation with sketch will be sent to the LOWA BOD and a copy to the
LOWA GM.
- Committee Review of USSA Post Orders: At the Committee’s request the GM will provide a copy of the Draft Post Orders. The Committee will review and pass its comments and recommendations to the BOD and the GM.
- Revise S&SCOM Charter G. Thoms: The Chair and Vice
Chair will review the current charter and provide recommendations to the Committee in preparation for our next meeting.
- Meeting Rules and Protocol: D. Flanigan
New Business:
- Methods to Reduce Destruction of LOWA Property:
Motion: The S&SCOM research surveillance devices and systems with a view toward increasing security in LOW in order to reduce vandalism. The Committee’s report will be provided to the BOD, GM and USSA. The motion was seconded and unanimously approved.
Motion: The meeting time will remain at 3:00 PM, the second Monday of the month. The motion was seconded and unanimously approved.
- Designate Liaison to USSA. The decision was made that at present, a liaison form the committee to USSA is not required.
Guest Comments:
Recommended the committee review the VDOT comments regarding the WAL-MART proposal to put in a second left-hand turn lane into LOWA’s Main Entrance.
Recommended the statement by USSA regarding personnel background checks be clarified to include the fact that both Federal and State level checks were conducted.
Adjournment: There being no further questions or comments, the meeting was adjourned at 4:23 PM.
Lake of the Woods Association
Safety and Security Committee
Minutes of the Meeting June 14, 2010
The Chair, D. Flanigan called the meeting of the LOWA Safety and Security Committee to order at 3 PM May 10, 2010.
Committee Members Present: Voting: D. Flanigan, T. Grant, A. Harteveld, P. Payette, A. Mayott, G. Thoms, D. Weiford. Absent: Alternate: M. Truitt (Excused for professional training). The Committee consisting of seven voting members, seven being present at the opening of the session, a quorum was achieved and the committee could conduct business.
Guests: LOWA Board of Directors: Bruce Kay, President (left before adjournment), J. Flynn, Vice President; Margaret Darby, Secretary, Planning Committee: L. Strain; LOWA Management Team: T. Wessel General Manager (GM); U.S. Security Associates (USSA): none (see NB below); Committee Advisors: S. Cakouros, E. Rowan.
D. Flanigan, the Chair, moved to approve the minutes of the May 10, 2010 Meeting. The motion was seconded and unanimously approved.
The Chair moved to approve the meeting agenda. The motion was seconded and unanimously approved.
Introductory Remarks:
- Meeting Rules and Protocol: The Committee reviewed the procedures to amend a motion under Roberts Rules of Order, Revised (RROR).
Reports:
Liaison Reports: (Please limit to 5 Minutes each)
- Legal and Compliance Committee (LCC) Liaisons: G. Thoms reported the LCC adjudicated 39 speeding citations, 13 of them for speeds in excess of 40 MPH. The conclusion is that there are a significant number of drivers going well over the 25 MPH Speed Limit within LOW. This underscores the need for detection and identification of speeders and enforcement of our regulations.
- Lake Users Committee (LUCOM) Liaison: USSA Lake Patrols: T. Grant;
The ad-hoc committee formed by the president to address the issue of how to test and certify LOW water craft operators reported their recommendations to the BOD. The BOD President directed the organization of another ad-hoc committee to develop the certification test.
- Finance Committee (FINCOM): A. Harteveld: No report. A. Harteveld did not attend the FINCOM meeting
- Planning Committee (PLANCOM) Liaison: A. Mayott. Planning Committee discussed the BOD action on their revised charter; Rob Martin, AGM for Operations is designated the POC for developing policies for employment of surveillance devices and techniques
- BOD Meeting: June 4, 2010: D. Flanigan presented a verbal report to the BOD and the LOWA members on the past, current, and future operations of the S&SCOM.
Unfinished Business:
- Front Gate Sub Committee: A. Mayott briefed on his proposed ideas to reduce congestion at our Front Gate. He will finalize his proposal and present it to the committee. The committee will review prior to forwarding it to the BOD for their consideration as a solution to reported traffic congestion at LOW Front Gate
- Lake Patrols: T. Grant reported that LOWA LUCOM reviewed the USSA proposed Lake Patrol schedule for 2010 and recommended revisions which LUCOM believed better served our community. LOWA GM (present at the meeting) stated he had directed USSA to implement the schedule as recommended by LOWA LUCOM.
- Review of LIDAR Device: T. Grant reported that S. Cakouros had forwarded a memo to LOWA GM recommending purchase of a LIDAR device with camera that records speed and vehicle identification data. The GM, T. Wessel stated that funds were in the 2010 budget (approximately $3200) to purchase such a device. The Committee will forward a recommendation to the BOD to direct the GM to purchase a LIDAR w/ Camera and develop policies and procedures for using the device and its data to enforce LOWA speed regulations.
- Committee Review of USSA Contract: D. Flanigan reported that several members of the SSCOM had reviewed the contract and would discuss there findings and recommendations with the BOD and GM at a later date. (See “Follow-on Taskings”, page 3, below)
- Committee Review of USSA Post Orders: Members of the S&SCOM (E. Rowan, Advisor and D. Flanigan, Chairman) reviewed the document “ U.S. SECURITY ASSOCIATES, INC. ® POST ORDERS FOR Lake of the Woods Locust Grove, Virginia Updated 6/20/2008 Printed 7/6/2009” (hereafter referred to as “the Post Orders or “the Orders”. The reviewers reported that the Post Orders contain numerous inconsistencies in defining supervisory positions; reporting procedures are unclear; the orders contain incorrect and outdated security and law enforcement procedures. The overall unclear organization, vastly different writing skills and poor grammar indicate the Orders were not edited in a professional manner.
Initially the reviewers intended to provide edit notes to correct any deficiencies found in the copy provided. The text required so many detailed edits of a restructuring nature it became evident that a re-write of the complete document by USSA is the only acceptable way to correct the current deficiencies. In summary the Post Orders in current form are unsatisfactory and could possibly result in unsafe and/or illegal actions. The length of time they have been in effect is disconcerting (From either the date of Contract Award or 6/20/2008 to the current date).
Summary. The S&SCOM reviewers strongly recommended the GM return the Draft PO to USSA for correction and resubmission; further recommendations: the correction of the Post Orders be performed at no expense to LOWA; the revised Post Orders should be submitted to LOWA for acceptance within 30 days of the return of the Orders to USSA for correction.
- FOLLOW ON TASKINGS: The PO discussion underscored the fact that the contractual responsibilities of USSA are implemented through the detailed instructions which are supposed to be in the Post Orders. The problems with the Post Orders highlighted the necessity for the LOWA
- BOD and the GM to accurately define the contractual requirements for which USSA is responsible. As a result of this discussion, LOWA President B. Kay tasked the S&SCOM to review LOWA By Laws for security related requirements and conduct a study to determine what LOW residents and LOWA members should expect and demand from our security contractor. He stated he wanted S&SCOM to recommend/determine what should be the role of Security within LOW and, looking at LOW today, what should be the expectations of LOW as far as security is concerned. Mr. Kay’s guidance was that the S&SCOM should consider that there have been changes from LOW’s past expectations and experiences with what our Security Guard did. He directed the Committee to look at future Security Contractor actions and what the possible consequences could be. He will provide a formal written tasking at the next meeting. The Chair agreed to accept the tasking, stating that certain Assumptions had to be agreed upon at the study’s outset. The Vice Chair cited instances of USSA actions or lack thereof in response to resident’s reports to Security that has generated a perception that our Security contractor is not community friendly.
- Right of Way: Intersection Eastover and Indian Hills: Al Mayott
- Revise S&SCOM Charter. In accordance with changed LOWA By Laws the S&SCOM revised its charter and provided copies to Committee members for comment. D. Flanigan moved that the S&SCOM Committee approve the draft S&SCOM Charter Revision dated 5/29/2010 and forward it to the LOWA BOD for approval. The motion was seconded and discussed. The discussion highlighted the fact that to fully understand the committee charter and associated directions and requirements, members must read the revised By Laws because many of the details previously contained in the charters (e.g. committee size and reporting requirements) have been removed and now appear in the By Laws.
- The Chair made special note of the fact that there are no written policies or procedures describing how the Committees interact with the BOD, the General Manager, and the Operation Center Directors. D. Flanigan noted that the S&SCOM had “hammered out” these policies with the LOWA BOD President and GM in joint session; none of the other Committees or their Chairpersons were made aware of these ad hoc policy and procedure agreements. The BOD needs to address this key issue of communications and interaction between and among the Committees, the BOD, and LOWA’s Administrative and Management Team.
- Following the discussion the motion was unanimously approved. Vice-President J. Flynn, S&SCOM liaison to the BOD, stated he would ensure the BOD will consider our revised charter
- Methods to Reduce Destruction of LOWA Property. D. Flanigan moved that the S&SCOM research methods to reduce the destruction of LOWA property by evaluating surveillance equipment and techniques, develop a report with recommendations for actions to be taken, and forward it to the Board for consideration and implementation by the General Manager. The motion was seconded. During the discussion the GM informed the committee he has requested USSA furnish recommendations for surveillance devices; he has also requested the Orange County Sheriff’s Office (OCSO) provide LOWA Management with points of contact (POC) for expertise in surveillance technology. Following discussion the motion was unanimously approved.
New Business:
- Membership: D. Flanigan announced that Bob Lerner resigned and that Al Mayott is now a voting member. Al Mayott reminded the Committee members of Bob Lerner’s dedication to his fellow LOW residents, his focus on excellence, and his constant readiness to step forward and do whatever needed to be done to make and keep LOW a better place to live. We will miss him.
- BOD request to S&SCOM to research establishment of LOW Neighborhood Watch. During discussion on the methods to reduce Destruction of LOWA Property (immediately above), President Kay stated he had instructed M. Darby to initiate actions to organize a Neighborhood Watch (NW) in LOW. Based on a previous statement by B. Kay during the May 2010 BOD meeting tasking the S&SCOM to investigate Neighborhood Watch, D. Flanigan had previously contacted the OCSO point of contact for the Neighborhood Program. Mr. Flanigan will not pursue this contact further since M. Darby is the appointed LOWA POC for NW and has arranged for an OCSO NW presentation. S&SCOM will assist as required. Several Committee members advised the BOD members and the GM that LOWA Security has demonstrated a lack of concern or follow-up on reports from LOW residents of observations of suspicious activities. The perception among residents is that USSA does not take reports seriously or worse, they don’t know what to do with such a report when they get one.
NB On June 4, 2010, the S&SCOM Chair requested, through the LOWA GM, a USSA representative with expertise in technologies that address security issues attend the S&SCOM June 14 meeting; if a representative was not available, the Chair requested USSA provide written information on the same subject (Email: 6/04/2010; To: LOWA GM; Subject: Request for Technical Assistance). Neither a representative nor written information was provided. On June 14, the GM informed the Chair by phone that no USSA representative would attend the June 14, 2010 S&SCOM meeting.
Lake of the Woods Association
Safety and Security Committee
Minutes of the MeetingJuly 12, 2010
The Chair, D. Flanigan called the meeting of the LOWA Safety and Security Committee to order at 3 PM July 12, 2010.
Committee Members Present: Voting: D. Flanigan, T. Grant, A. Harteveld, P. Payette, A. Mayott, G. Thoms, D. Weiford. Absent: Alternate: M. Truitt (Excused for professional training). The Committee consisting of seven voting members, seven being present at the opening of the session, a quorum was achieved and the committee could conduct business.
Guests: LOWA Board of Directors: J. Flynn, Vice President; Margaret Darby, Secretary, Lake Committee: Chair, Joe Quimper, Secy Jack Spadero, Advisor Julie Wilson; Planning Committee: M. Nolan; LOWA Management Team: T. Wessel General Manager (GM); Committee Advisors: S. Cakouros, E. Rowan; LOWA Members: Vernon Gillespie, Ralph Hancock, Don Jackson, Bob Lerner, Mike Rugless, Bob Shope.
D. Flanigan, the Chair, moved to approve the minutes of the May 10, 2010 Meeting. The motion was seconded and unanimously approved.
The Chair moved to approve the meeting agenda. The motion was seconded and unanimously approved.
Reports:
Liaison Reports:
- Legal and Compliance Committee (LCC) Liaisons: P. Payette reported the LCC adjudicated 51speeding citations.
- Lake Users Committee (LUC) Liaison: USSA Lake Patrols: The Chair of the LUC, J. Quimper, reported that the Committee was reviewing the status of boating slips at the marinas to determine the actual requirements. This analysis must precede any consideration of a request for additional Slip construction.
- Finance Committee (FINCOM): A. Harteveld: The refunds for the Special Dam Assessment have been paid; Annual Assessments payments are slow; to date, 6% are unpaid compared with 2% last year. LOWA is projecting a surplus of $380k for FY 2009.
- Planning Committee (PLANCOM) Liaison: A. Mayott. No report.
Guest Comments:
Mr. Vernon Gillespie’s home was vandalized. An unknown person(s) threw a rock through the glass in his front door. He wanted to apprise the committee of the series of events that have occurred since the event. The ensuing discussion of the roles of LOWA Security Guards and the Orange County Sheriff’s Office (OCSO) made it clear that in a case of vandalism the first call should be to the OCSO. It was also apparent that many LOW residents will call our Security force first instead of the Sheriff’s Office. The GM said that the correct procedure will be emphasized in Lake Currents Articles.
Unfinished Business:
- Front Gate Sub Committee: A. Mayott briefed on his proposed ideas to reduce congestion at our Front Gate. The Chair stated that he (D. Flanigan) needed more time to review the phases of the project. The proposal will be presented to Committee at the next meeting.
- Lake Patrols: T. Grant reported that the Patrol had maintenance problems and that a review of the hours logged by the Patrol should be performed to ensure that USSA was adhering to both the contract terms and the LUC recommended schedule.
- Methods to Reduce Destruction of LOWA Property: D. Flanigan informed the Committee that our GM had asked USSA and Orange County Sheriff’s Office (OCSO) for surveillance assistance advice and points of contact. Subsequently the surveillance contractors were invited to LOW and given an onsite tour.
Status of revised LOWA Watercraft Operators Safety Test: T. Grant observed that the boating accidents at LOW during the July 4th period, the heavy boat traffic on the Lake, and unsafe boating actions observed by many members are grounds that the Board of Directors reverse their previous decision and adopt the Virginia Boating Safety Education Requirements Act (VABSERA). Following discussion with comments from several representatives of Lake Users Committee T. Grant made the motion “The LOWA Safety and Security Committee formally requests and strongly recommends the LOWA Board of Directors (BOD) reverse a previous decision to develop a LOWA boating safety certification process. Instead, the Committee requests and recommends swift adoption and implementation of the Virginia Boating Safety Education Requirements Act of 2007. This committee, in consort with the LOWA Lake Users Committee, believes it more prudent and responsible for LOWA to quickly adopt, and be in compliance with, the Commonwealth’s law.” The motion was seconded and unanimously approved.
The meeting was adjourned at 5:04 PM
LOWA Safety and Security Committee
Minutes of the Meeting August 9, 2010
September 2, 2010
The Chair, D. Flanigan called the meeting of the LOWA Safety and Security Committee to order at 3 PM August 9, 2010.
Committee Members Present: Voting: D. Flanigan, T. Grant, A. Harteveld, P. Payette, A. Mayott, G. Thoms, D. Weiford; Board of Directors (BOD) Liaison: Jeff Flynn, BOD Vice President; SSCOM Advisors; S. Cakouros, E. Rowan; Absent: Alternate: M. Truitt. The Committee consisting of seven voting members, seven being present at the opening of the session, a quorum was achieved and the committee could conduct business.
Guests: LOWA Board of Directors: Margaret Darby, Secretary, Lake Committee: Chair, Joe Quimper, Advisor Julie Wilson; Planning Committee: Lee Strain; LOWA Management Team: None; LOWA Members: Bruce Carruthers, Bob Shope.
D. Flanigan, the Chair, moved to approve the minutes of the July 12, 2010 Meeting. The motion was seconded and unanimously approved.
- The Chair moved to approve the meeting agenda as amended (added to New Business: “LOWA Beaches: Conduct prejudicial to the safety of LOW residents.” The motion was seconded and unanimously approved.
Reports:
Liaison Reports:
- Legal and Compliance Committee (LCC) Liaisons: No report. G. Thoms distributed the notes from the July 4th After Action meeting w/ LOWA Administration, USSA, and BOD Representatives. There are no immediate actions required of S&SCOM.
- Lake Users Committee (LUC) Liaison: USSA Lake Patrols: The Chair of the LUC, J. Quimper, reported that the Committee was completing their assessment of the of lake assets. An important safety issue is the number of tubes that are being towed by single craft on our lake. The more powerful motors allow towing multiple tubes with several passengers, usually children, at high speeds. This is an issue we have to raise with the BOD to make a conscious decision to possibly limit the number of tubes a single craft can tow. Another lake safety issue that should be researched is the possibility of increasing the penalty for unsafe boating activities for example suspending a boat owners LOW lake privileges for two or even just one infraction of our safety regulations.
- Finance Committee (FINCOM): D. Flanigan: The FINCOM meeting focused on the issue of installing a Golf Course Irrigation System in this Fiscal Year. The Committee voted to recommend to the BOD: 1. Before deciding to issue a Request for Proposal (RFP), the GM contract for an analysis by a golf course expert to determine the exact requirements/specifications for an irrigation system and 2. The BOD abide by the 5 Year Reserve Replacement Plan developed by the GM and the Committees and recently approved by the BOD; this plan had programmed a new golf course irrigation system for 2013. The Committee made these recommendations to the BOD; in the BOD Meeting immediately following, the BOD rejected the Finance Committee’s recommendation and directed the GM to release an RFP for the irrigation project.
- Planning Committee (PLANCOM) Liaison: A. Mayott. The Planning Committee is preparing the 2011 Annual Survey and requesting our input. Please formulate your questions simply as questions and send them to me. The Planning Committee alerted all Committees to prepare their requests for New Capital Funds for the FY 2011 Budget and the Five Year Plan. New Capital Project Request forms are being revised by the GM. The Planning Committee’s Charter was approved.
Guest Comments:
Mr. Bruce Carruthers (Sec 7, Lot 69 – 972 6292) reported a series of incidents occurring in our Fitness Center involving various groups of young individuals (approximate ages 12 – 16) who come into the center as a group or “gang”. The group usually arrives in the early to mid-afternoon. They are rude to the residents using the center, misuse the equipment, refuse to abide by the rules, even when advised to do so by adults using the facility, and refuse to give their names. Older adults feel intimidated by these “gangs”. When a member calls Security the group leaves. If detained by Security, their names are taken. It is unclear what action, if any, is taken by Security or LOWA Management to follow up on these incidents to stop their reoccurrence. Mr. Carruthers recommended informing the youths parents, issuing citations, or a combination of both. Mr. Carruthers presented the same complaints for Mr. and Mrs. Potter, residents of LOW. D. Flanigan thanked Mr. Carruthers for taking the time to report these incidents at the SSCOM meeting; he assured him our BOD, General Manager, and Security contractor will be directly informed of this situation and requested to quickly take positive action to correct this situation.
Unfinished Business:
- Front Gate Sub Committee: The Committee reviewed the LOWA Front Gate Improvement Study, dated July 12, 2010 prepared by the Front Gate Sub- Committee. Following the review of the study the Committee approved the study as amended (remove request to VDOT to emplace a 150 foot extension to the current left turn lane). D. Flanigan moved that the Committee forward the enclosed Study to the BOD and recommend the BOD direct the GM to issue a Request for Proposal (RFP) to implement the Recommendations in paragraph 11 of the study. The motion was seconded and unanimously approved.
- Status of revised LOWA Watercraft Operators Safety Test: The Chair reported the Safety and Security Committee’s resolution to the Board of Directors (BOD) at the July 21, 2010 Board Meeting: “The Lake of the Woods Association (LOWA) Safety and Security Committee formally requests and strongly recommends the Lake of the Woods Board of Directors reverse its previous decision and direct the Virginia Boating Safety Education Requirements Act (VABSERA). This committee, in consort with the LOWA Lake Users Committee, believes it more prudent to adopt and be in compliance with the VA act. Further request the LOWA BOD act swiftly to reply to this formal request.” In reply, the President, Bruce Kay, said only that the Board would not do it [adopt VABSERA]. There was no discussion. D. Flanigan told the BOD the committee would bring it before the “new” board.
- Revised S&SCOM Charter: The Chair reported that the BOD had, for the second time, reviewed our proposed charter at the August 7, 2010 BOD meeting. They made the same changes we had agreed to previously and voted to approve our charter.
- Lake Patrols: T. Grant reported that the Patrol had maintenance problems and that a review of the hours logged by the Patrol should be performed to ensure that USSA was adhering to both the contract terms and the LUC recommended schedule. J. Quimper asked how the conduct of the Lake Patrols was reviewed for compliance. D. Flanigan replied that the GM said he oversees and reviews the performance of USSA and had recently requested assistance from the S&SCOM to assist him in this (see NB below). The Lakes Chair said he work with a S&SCOM representative (T. Grant) to develop an email to the GM regarding contract and implementation of the Lake Patrol schedule as proposed by the Lakes Committee. D. Flanigan will provide the Lakes Committee Chairman a copy of the contract
- NB: E. Rowan and M. Truitt will assist in implementation of this effort.
- Methods to Reduce Destruction of LOWA Property: The Orange County Sheriff reported that the adults involved in the breaking and entering have been arrested, charged, and convicted. Several of the juveniles involved in property destruction within LOW have been identified; the investigation is continuing
- Committee Review of USSA Post Orders (PO): The S&SCOM completed the review of the Draft Post Orders ( S. Cakouros, E. Rowan). The GM was informed that the Draft Post Orders ((updated June 20, 2008; printed July 6, 2009))were poorly written, contained discrepancies, and were unacceptable. “The S&SCOM reviewers strongly recommended the GM return the Draft PO to USSA for correction and resubmission; further recommendations: the correction of the Post Orders be performed at no expense to LOWA; the revised Post Orders should be submitted to LOWA for acceptance within 30 days of the return of the Orders to USSA for correction.” (S&SCOM Minutes; June 16, 2010). Subsequently the GM requested a more detailed review of the PO by the committee. The Committee Chair informed the GM that the Committee could do but the Committee’s position was that any more work on the PO should be performed by USSA as previously recommended. T. Grant moved that “The LOWA BOD direct the GM to return the Draft Post Orders (updated June 20, 2008; printed July 6, 2009) to USSA notifying USSA that the PO were unacceptable for reasons cited; further require USSA to review and revise the PO at no expense to LOWA and return the revised PO for LOWA review within 30 days of receipt of the notification.” The motion was seconded; following discussion the motion was unanimously approved.
- Study Tasking to Review Security Requirements: D. Flanigan reported to the Committee that he had told the BOD President we were proceeding with the study based on his verbal request at our June Meeting and were awaiting his promised written request. The President asked D. Flanigan to prepare a written request for his signature; D. Flanigan agreed to write one
New Business:
- LOWA Beaches: Conduct prejudicial to the safety of LOW residents.
An incident at Ramsey beach called the attention of the BOD, the GM, and Several Committees to the subject of how to forestall or curtail inappropriate conduct on LOWA Beaches. The issues of banning alcohol and/or glass containers were discussed. The visible presence of law enforcement agencies (LOWA Security Force, OCSO, VA Dept of Game and Inland Fisheries (VDGIF)) and the enforcement of our current regulations were emphasized as a primary means of maintaining the peace. The Lakes Committee and S&SCOM will work with the GM and Security focusing on maintaining a safe Lake and Beach environment especially during the Labor Day weekend period.
There being no more business or comments the Chair adjourned the meeting at 5:25 PM.
Desmond W. Flanigan, Chairma
LOWA Safety and Security Committee Minutes
of the Meeting
September 13, 2010
October 4, 2010
The Chair, D. Flanigan called the meeting of the LOWA Safety and Security Committee to order at 3 PM September 13, 2010.
Committee Members Present: Voting: D. Flanigan, T. Grant, A. Harteveld, P. Payette, A. Mayott, G. Thoms, D. Weiford; Board of Directors (BOD) Liaison, Dave McKee; SSCOM Advisors; S. Cakouros, W. Grogan, E. Rowan,; Absent: Voting A. Mayott; Alternate: M. Truitt. The Committee consisting of seven voting members, six being present at the opening of the session, a quorum was achieved and the committee could conduct business.
Guests: LOWA Board of Directors: Bob Shope; Planning Committee: Lee Strain; Community and Youth Activities: Karen O’Donnell, Gina Pilseicki; LOWA Management Team: None; USSA: None; LOWA Members:, Bob Lerner, Nora Simpson, Charles Smoot.
The Chair moved to approve the meeting agenda. The motion was seconded. T; Grant moved that at the request of the Lakes Committee the agenda be modified to add “Discussion of the speed of boats traveling within 75 feet of swimmers”. The amendment motion was seconded and unanimously approved. The Chair moved that the Agenda, as modified be approved. The motion was seconded and unanimously approved.
The Chair, moved to approve the minutes of the August 9, 2010 Meeting. The motion was seconded and unanimously approved.
Liaison Reports:
- Legal and Compliance Committee (LCC) Liaisons: P. Payette/G. Thoms: Lake Patrol enforcement statistics were up due to Lake Patrol
- Lake Users Committee (LUCOM) Liaison: USSA Lake Patrols: T. Grant
- Finance Liaison (FINCOM): A. Harteveld: Meeting focused mainly on developing guidelines for 2011 Budget.
- Planning Committee (PLANCOM) D. Flanigan: No report
- GM and USSA: D. Flanigan. At request of General Manager (GM), S&SCOM members reviewed the USSA Post Orders (E. Rowan, W. Grogan, M. Truitt and D. Flanigan) S&SCOM passed a resolution recommending they be returned to USSA for revision. This resolution will be submitted to the Board of Directors (BOD). The GM requested S&SCOM assist him and USSA in improving security operations. Our Committee will conduct a formal, on site study of all USSA activities and develop recommendations to improve and streamline security operations.
Lakes Committee: Two boating accidents involving injuries occurred during the summer: DGIF was called on to investigate. 1 Incident. The Report finalized and citation issued. 2nd Incident resulted in a death; the investigation is still in progress. Lakes Committee believes they and S&SCOM should review safety regulations regarding number of individuals in tubes and number of tubes that can be towed by one boat.
Members Comments: D. McKee recommended that S&SCOM work w/ Club Committee to ensure safety of boats participating in the Lighted Boat Parade and addition of lights on obstacles (e.g. Club House Dock). The Chair said we will place that on a suspense list to be addressed for that event next year.
A member asked we knew the status of the fuel tank on the Fire and Rescue Property. S&SCOM does not know but will find out and pursue the matter as a serious safety issue.
Bob Lerner: Concerning the Front Gate, heard that the new Board was considering hiring an engineering firm to study the Front Gate traffic issues. He wanted to be sure that the new BOD was aware of the Study the S&SCOM was conducting so there wouldn’t be wasted efforts. The Chair replied that the S&SCOM study resulted from the lack of action to address the issues. The BOD was aware of our study from its inception in May of this year. The S&SCOM study report is finished and would be sent to the new BOD.
S. Cakouros: USSA is not providing feedback on its operations to the community or the several committees with they work. Example, there is no representative from Management or USSA here tonight and there usually isn’t. The Chair said he will discuss these issues with the GM and USSA at the GM’s weekly security meeting. Information from USSA should be on a “push” basis, rather than a “pull” basis. Members of the Committee expressed the view that representatives of Management and USSA should be present at S&SCOM meetings. Further that the Committee should get the monthly USSA report. The Chair said he would discuss the lack of feedback and recommended solutions with the GM and the monthly report
Unfinished Business:
- Front Gate Sub Committee: The Study Report is finished; the resolution recommending the BOD direct the GM issue an RFP implementing the Study’s recommendations will be forwarded to the BOD.
- Status of revised LOWA Watercraft Operators Safety Test. The S&SCOM will await the decision of the Lakes Committee to resubmit the recommendation that the BOD reverse its decision and adopt the VA Boating Safety Act (VABSERA) as recommended by the Lakes Committee.
- Committee Review of USSA Post Orders: D. Flanigan
- Study Tasking to Review Security Requirements
New Business:
- Review of Security Contract Status: The committee discussed the contents of the current contract, the Request for Proposal (RFP) that preceded the contract, and the proposals that were received in response to the RFP. In view of the fact that the current three-year contract is finished in 18 months the committee agreed that LOWA should have a new, approved RFP ready to be released in six months. By doing this, LOWA will have its Security RFP out for bid one year before the current contract expires. This will allow the Security community more time to respond to the RFP than was the case with the current Contract. The RFP for the current contract was dated November 25 2008, and stipulated a response by not later than 12 noon on December 31, 2008. This gave prospective contractors a period of slightly over one month during the holiday season to prepare their proposals. LOWA awarded the contract to USSA on March 9, 2009.
- Review of LOWA Regulations Status: At the request of the previous President of the BOD and our GM S&SCOM will review LOWA Regulations to determine the efficacy of all security related regulations. This will be done in coordination with the other LOWA standing committees.
- USSA Operations Analysis Status. As discussed in “Reports” above S&SCOM will conduct a formal, on site study of all USSA activities and develop recommendations to improve and streamline security operations.
- Walkways near Sweet Briar Recreation Area: This area is used by joggers, walkers, walkers w/ carriages, cyclists, soccer players and spectators. The only road access is via Sweetbriar Road, a side street with one narrow (36”) gravel walkway. This unsafe situation was previously reported almost 2 years ago, but no action taken. T. Grant moved that the S&SCOM recommend the LOWA BOD direct the General Manager to develop a solution to improve safety for pedestrian (foot, bicycle) and vehicular traffic entering and exiting the Sweetbriar /Community Center Complex via Sweetbriar Road. The motion was seconded. During the following discussion Bob Lerner produced a recommended solution and sketch of the area. Members raised the concern over the flooding of the area that occurs when the pool is “back flushed” and wanted to include this problem in the resolution The Committee decided to restrict this resolution to the road safety issue and not to address the environmental aspects of drainage/back flushing Sweetbriar Pool. The Committee unanimously approved the motion “The S&SCOM recommends the BOD direct the General Manager to develop a solution to improve the safety for pedestrian and vehicular traffic entering and exiting the Sweetbriar Community Center Complex.” This resolution is supported by the Pools and Community and Youth Activities Committees. The Sweetbriar Pool flooding issue will be referred to the Pools Committee and M&E Committee for their action.
- Liaison to M&ECOM. The Chair raised the issue that several of the S&SCOM resolutions impacted the Maintenance and Ecology Committee (MECOM) and we had coordinated with them that it would be appropriate for S&SCOM to have a liaison to MECOM. Doug Weiford volunteered to be liaison to MECOM and he was appointed that additional duty.
- Back Gate: Unauthorized entry: The Chair will discuss the matter again with the GM since the current system (a rock) is not effective since it can and has been moved by unauthorized individuals.
- Unauthorized individuals at LOWA Fitness Center; USSA representatives assured LCC members that these juveniles will be taken to their homes; if parents are not home, juveniles will be detained in the Security Building. Members recommended the current cipher lock be replaced by a “Card-swipe” system (e.g. using LOWA “mag-cards”; secondly the fitness Center should not be open unless a “Supervisor” is present.
- Discussion of the speed of boats traveling within 75 feet of swimmers: T. Grant reported that the Lakes Committee raised the question if we would address the safety issue what is the safe distance for a boat under way from a swimmer. After discussion, the Chair asked T. Grant to tell the Lakes Committee we don’t have the expertise to decide this on our own. We are reviewing all LOWA Regulations addressing safety. We will coordinate with the Lakes Committee regarding all boating safety regulations.
There being no more business or comments the Chair adjourned the meeting at 5:02 PM.
Desmond W. Flanigan, Chairman
LOWA Safety and Security Committee
Minutes of the Meeting October 18, 2010
November 4, 2010
The Chair, D. Flanigan called the meeting of the LOWA Safety and Security Committee to order at 3 PM October 18, 2010.
Committee Members Present: Voting: D. Flanigan, T. Grant, A. Harteveld, P. Payette (arrived late), A. Mayott, G. Thoms, D. Weiford; Alternate: Nora Simpson Board of Directors (BOD) Liaison, Dave McKee; SSCOM Advisors; S. Cakouros, E. Rowan,; Absent: Alternate: M. Truitt. The Committee consisting of seven voting members, six voting members and one alternate being present at the opening of the session, a quorum was achieved and the committee could conduct business.
Guests: LOWA Board of Directors: Bob Shope; Planning Committee: Lee Strain; External Affairs: Don Walters; LOWA Management Team: Ted Wessel (left early); USSA: None; LOWA Members: Alicia Payne.
G. Thoms, the Vice-Chair, moved to approve the meeting agenda. D, Flanigan moved to amend the agenda to add the reconstitution of the Safety and Security Committee under Introductory Remarks. The motion to amend was seconded and approved unanimously. The Chair moved that the Agenda, as modified be approved. The motion was seconded and unanimously approved. The Chair moved to approve the agenda as amended. A. Harteveld seconded the motion; the motion was unanimously approved. The Chair moved that the Safety and Security Committee be reconstituted with G. Thoms as Vice Chair, D. Flanigan as Chair and a yet to be selected as Secretary. T. Grant seconded. The Chair asked if any member of the Committee wished to be Committee Chair or Vice Chair; none replied in the affirmative. The motion was approved unanimously.
The Chair asked for a volunteer to be Committee Secretary. T. Grant volunteered to be Secretary. The Chair moved that T. Grant be elected to Secretary of the Safety and Security Committee. G. Thoms seconded the motion; the motion was unanimously approved.
The Chair, moved to approve the minutes of the September 13, 2010 Meeting. The motion was seconded and unanimously approved.
Liaison Reports:
- Legal and Compliance Committee (LCC) Liaisons: G. Thoms: The LCC was reconstituted; The LLC publishes a monthly report of the violations the committee adjudicates. This would be useful to track type violations by month for analyses of trends or patterns. The Chair will contact the LCC Clerk to get up to date data.
- Lake Users Committee (LUCOM) Liaison T. Grant Briefed the LUCOM on our activities and informed them that S&SCOM would continue to support them the adoption of the VA Boaters Safety Education Requirements Act and to continue to recommend the BOD reverse their decision to not abide by it. A BOD member told him that the BOD was going to support the findings of the Ad Hoc Committee to develop LOWA’s own testing and administration effort. T. Grant was asked to query LUCOM and AHCOM re recommendations for the Lake Patrol portion of the Security RFP.
- Finance Liaison (FINCOM): A. Harteveld: No Report
- Planning Committee (PLANCOM): A. Mayott: No report
- Maintenance and Ecology: D. Weiford.
- Sweetbriar Recreation Complex: Concerning S&SCOM’s recommendation to build a pathway to increase pedestrian and vehicular traffic safety: the position of the Maintenance Supervisor is that this is part of a larger issue and they want to address the later when the entire issue is clearer. Concerning the issue of flooding the Sweetbriar area when performing pool maintenance: Maintenance assures us that it won’t happen again; the flooding was caused by a malfunctioning pump and this has been taken care of.
- S&SCOM’s recommendation to increase safety and access processing at the Front Gate; the position of the Maintenance Supervisor is that this is part of a larger issue and they want to address it later when the entire issue is clearer. The S&SCOM Study Team, under A. Mayott still strongly recommends that the Front Gate modifications internal to LOW be completed. If the BOD decides to wait until the Commonwealth and Wal-Mart make their decisions then the Committee strongly recommends the BOD tell LOW residents that nothing will be done to alleviate congestion at the Front Gate until the bigger situation is clarified.
- The Back Gate “gaping hole” entry issue; additional wooden posts and wire fencing have been emplaced to restrict unauthorized entry. Concerning the unused, in-ground fuel tank, Fire and Rescue has contracted to have the tank removed; if there are subsequent environmental issues that is another issue.
- GM and USSA: D. Flanigan. BOD Tasked GM to prepare a Request for Proposal (RFP) for the Security Contract. The GM has enlisted our assistance and this will be one of our primary efforts.
Members Comments:
Alicia Payne addressed the issue of using larger identification “registration tags” on both sides of the craft.
Unfinished Business:
- Recommendation to BOD: USSA Draft Post Orders. This Committee sent a formal recommendation to the BOD to direct the General Manager to return the Draft Post Orders with our comments to USSA for correction. The action now lies with our BOD.
- Security Contract Request for Proposal (RFP). The Safety and Security Committee will assist the GM in developing the RFP. We will finish our work and deliver our recommendations to the GM and the BOD by 18 November 2010. The issue was raised about the possible increased cost of security. Most agreed that an increase in the assessment for security would be acceptable BUT the work must be put out to LOWA residents repeatedly and well in advance.
New Business:
- Guard Force Services Survey. Survey has been distributed to Committee Chairs, BOD, and Management. The initial input indicates the community wants a gated, safe community where LOWA regulations are enforced and wants armed guards.
- S&SCOM December 13 Meeting. The Safety and Security Committee will meet on December 13.
Closing Comments: Many of the services that our Security Contractor provided when we were much smaller are no longer feasible. The presence of members of our Board of Directors and the General Manager were greatly appreciated.
No further business being brought before the committee the Chair moved that the meeting be adjourned. The motion being seconded and unanimously approved, the Chair adjourned the meeting at 4:46 PM
Desmond W. Flanigan, Chairman
LOWA Safety and Security Committee
Minutes of the Meeting November 8, 2010
December 13, 2010
The Chair, D. Flanigan called the meeting of the LOWA Safety and Security Committee to order at 3 PM November 8, 2010.
Committee Members Present: Voting: D. Flanigan, T. Grant, P. Payette, A. Mayott, G. Thoms, D. Weiford; Alternate: Nora Simpson Board of Directors (BOD) Liaison, Dave McKee; SSCOM Advisors; E. Rowan,; Absent: Voting: A. Harteveld, Alternate: M. Truitt. The Committee consisting of seven voting members, six voting members and one alternate being present at the opening of the session, a quorum was achieved and the committee could conduct business.
Guests: LOWA Board of Directors: Bob Shope; Planning Committee: Lee Strain; External Affairs: Don Walters; Fitness: Charles Russell; LOWA Management Team: None; USSA: None; LOWA Members: Alicia Payne.
G. Thoms, the Vice-Chair, moved to approve the meeting agenda. D. Flanigan moved to modify the agenda to add the 2011 – 2012 Budget to New Business. The motion to amend was seconded and approved unanimously. The Chair moved that the Agenda, as modified be approved. The motion was seconded and unanimously approved. The Chair moved to approve the agenda as amended. P. Payette seconded the motion; the motion was unanimously approved.
The Chair moved to approve the minutes of the October 18, 2010 Meeting. G. Thoms moved to change the minutes as follows; Under New Business: “Guard Force survey” change “rules and regulations” to “regulations”; the motion was seconded and unanimously approved; under “Closing Comments” after “The presence of members of our Board of Directors and the General” add “Manager were greatly appreciated”; the motion was seconded and unanimously approved.
Liaison Reports:
- Legal and Compliance Committee (LCC) Liaison: P. Payette The LCC representative inquired about the status of the review of LOWA Regulations by the S&SCOM (see “Unfinished Business” below) LCC was reconstituted; The LLC publishes an annual report of the violations the committee adjudicates. This would be useful to track type violations by month for analyses of trends or patterns. The Chair will contact the LCC Clerk to get up to date data.
- Lake Users Committee (LUCOM) Liaison T. Grant Lake Committee reconstituted: Julie Wilson was elected to Chairwoman, Joe Quimper to Vice-Chair, Jack Spadero remains as Secretary. J. Wilson will coordinate with SSCOM on issues involving joint interest in safety.
- Finance Liaison (FINCOM): A. Harteveld: No Report
- Planning Committee (PLANCOM): A. Mayott: The draft of the Five Year Plan is available in the GM’s office. Committee input is due to the PLANCOM by January 15, 2011.
- Maintenance and Ecology: D. Weiford.
- Sweetbriar Recreation Complex: Concerning S&SCOM’s recommendation to build a pathway to increase pedestrian and vehicular traffic safety: the position of the Maintenance Supervisor is that this is part of a larger issue and they want to address the later when the entire issue is clearer; no decision was made.
- S&SCOM’s recommendation to increase safety and access processing at the Front Gate; the position of the Maintenance Supervisor is that this is part of a larger issue and they want to address it later when the entire issue is clearer. The S&SCOM Study Team, under A. Mayott still strongly recommends that the Front Gate modifications internal to LOW be completed. If the BOD decides to wait until the Commonwealth and Wal-Mart make their decisions then the Committee strongly recommends the BOD tell LOW residents that nothing will be done to alleviate congestion at the Front Gate until the bigger situation is clarified.
- GM and USSA: D. Flanigan. Security Force RFP: The GM stated he has not yet forwarded the Draft Post Orders to USSA and requested more information on our comments. I gave him our previous comments. I informed the BOD that, as far as I knew, the Post Orders with our comments had not yet been forwarded to USSA.
Members Comments:
C. Russell, the Vice Chairman of the Fitness Committee, stated that security cameras had been installed in the Fitness Center without coordinating with the Fitness Committee; it was a complete surprise to them. He asked what was the process for reviewing the tapes. The S&SCOM does not know the process. The Chair recommended that Mr. Russell have Fitness BOD Liaison request the BOD contact the GM to find this out or, he or the Fitness Chair contact the GM or Security directly to find out. The Chair asked N. Simpson to be the S&SCOM liaison with the Fitness Committee on this issue.
Unfinished Business:
- Recommendation to BOD: USSA Draft Post Orders. This Committee sent a formal recommendation to the BOD to direct the General Manager to return the Draft Post Orders with our comments to USSA for correction. The action now lies with our BOD.
- Security Contract Request for Proposal (RFP). The Guard Forces Survey (all services that should be expected of our security force) and our recommendations for input into the RFP have been folded into the one document that was sent to all committee members. That document, with your comments, will be forwarded to the BOD and the GM NLT November 12, 2010 to allow the GM sufficient to incorporate our comments and recommendations.
- Study to Review LOWA Regulations for Security Requirements. P. Payette will meet with , LCC Representative, to draft our recommendations for updating the LOWA Regulations
- LOWA Guard Force Analysis. . The General Manager and USSA Security Force Chief, Chief Dobson have agreed to our Committee interviewing Security Officers. E. Rowland and D. Flanigan will conduct the interviews, record data, analyze the results and prepare recommendations for the S&SCOM.
New Business:
- Alert Notification System. Kerry Sipe, Chairman of LOWA Communications committee briefed the Committee on the advantages of an Alert Notification System based on a local AM station that would serve the LOW immediate area. It would broadcast community news and events and, in an emergency, provide necessary instructions and data. The Communications Committee will recommend to the BOD that such a station be located in LOW at a cost of approximately $20,000. Assistance would probably be required from Orange County to secure the clearance for the frequency from the FCC. SSCOM members recommended that the Communications Committee secure the County’s support before attempting to place the project in the LOWA budget. The Communications Committee’s BOD liaison, n. Buttimer disagreed. P. Payette moved that the S&SCOM should support the Communications Committee’s recommendation to the BOD. Following discussion, the S&SCOM voted 4 to 3 to support the Communications Committee in this manner. The dissenting members caveat the support with the stipulation that support from Orange County first agree to support the frequency request before attempts to place the project in the LOWA Budget.
- 2011-2012 Budget. The Chair asked the members to develop ideas for the 2011-2012 Budget and the Five Year Plan with justification. The Chair asked the Committee members to forward their ideas to the Chair and each other. We are starting with a clean slate so we can put our ideas forward. The projects should include desired date to be in operation, approximate cost, and justification.
No further business being brought before the committee the Chair moved that the meeting be adjourned. The motion being seconded and unanimously approved, the Chair adjourned the meeting at 4:37 PM
Desmond W. Flanigan, Chairman
LOWA Safety and Security Committee
Minutes of the Meeting December 13, 2010
December 22, 2010
The Chair, D. Flanigan called the meeting of the LOWA Safety and Security Committee to order at 3 PM December 13, 2010.
Committee Members Present: Voting: D. Flanigan, T. Grant, A. Harteveld, P. Payette, A. Mayott, G. Thoms; Alternate: Board of Directors (BOD) Liaison, Dave McKee; SSCOM Advisors; Steve Cakouros; Absent: Voting: , D. Weiford, Alternate: Nora Simpson, M. Truitt. The Committee consisting of seven voting members, six voting members being present at the opening of the session, a quorum was achieved and the committee could conduct business.
Guests: LOWA Board of Directors: Bob Shope; Lakes Committee: J. Wilson Chair, J. Quimper Vice Chair, J. Spadero Secretary; Planning Committee: Lee Strain; LOWA Management Team: None; USSA: None; LOWA Members: Alicia Payne.
The Chair, moved to approve the meeting agenda. P. Payette seconded. T. Grant moved to modify the agenda to add Access to the Middle School. D. Flanigan moved to modify the agenda to add the Front Gate Budget Request, the Sweet Briar Access Request and Fitness Center Safety and Security to Unfinished Business. The motion to amend was seconded and approved unanimously. The Chair moved that the Agenda, as modified be approved. The motion was seconded and unanimously approved. The Chair moved to approve the agenda as amended. P. Payette seconded the motion; the motion was unanimously approved. G. Thoms moved to approve the minutes of the November 8, 2010 Meeting as printed. P. Payette seconded and the motion was unanimously approved.
Liaison Reports:
- Legal and Compliance Committee (LCC) Liaison: P. Payette and G. Thoms. Based on the structure of the LCC monthly meetings D. Flanigan asked if it were necessary to have S&SCOM liaison individuals attend all LCC meetings and vice versa. Following discussion the Chair decided that it was not necessary to have S&SCOM liaison personnel attend every LCC meeting. D. Flanigan said he would coordinate the exchange of necessary information and minutes between the committees with the LCC Chair.
- Lakes Committee (LakeCom) Liaison T. Grant. T. Grant did not attend the Lakes Committee meeting. The LAKECOM Chair. J. Wilson presented a briefing on the major actions of the LakesCom.
- Finance Liaison (FINCOM): A. Harteveld: FINCOM meeting was cancelled
- Planning Committee (PLANCOM): Maintenance and Ecology: D. Weiford. No Report.
- GM and USSA: D. Flanigan. Security Force RFP: LOWA GM has and is asking for S&SCOM assistance in preparing the RFP. A. Harteveld and I are scheduled to meet with him next week to work on the draft.
Members Comments:
BOD Liaison, Dave McKee reported that the GM us considering not using the term “Security” when referring to our Security Force due to recommendations of our Counsel because of potential law suits. The Chair noted the information.
Steve Cakouros recommended that S&SCOM maintain a close relationship with the LCC to keep abreast of possible safety issues.
Unfinished Business:
- Study to Review LOWA Regulations for Security Requirements: P. Payette presented his initial report (see encl 1) and asked for input from the committee. A boating safety related issue was raised by the LCC which is centered on the regulation “X e 5 d” covering definition of boat speed less than 5 MPH in a “No Wake Zone”. The Chair stated that there appeared to be too many committees involved with no clear resolution in sight (Rules, Lakes Committee, and an Ad Hoc Lakes Committee). Dave McKee said an Ad Hoc Lakes Committee had recommended a change to the regulation that will be presented at the next BOD meeting. The Chair said the S&SCOM would await the outcome of this recommendation. Mr. Payette recommended the following: the committee consider recommending a regulation against “loitering” which would be used to prevent juveniles loitering in the Fitness Center; the committee verify the Security policy of transporting troublesome juveniles home to their parents or detaining them until their parents come home; the parking of vehicles waiting to pickup school children be constitutes a safety problem. The Chair asked the committee to review the report and provide comments/recommendations to P. Payette and cc: the Chair and Vice- Chair before the January Meeting. The committee will address these issues at the next meeting.
- Security Contract Request for Proposal (RFP): D. Flanigan
- Front Gate Budget Request: D. Flanigan recommended the S&SCOM submit a budget request for $15,000 dollars to construct the modifications recommended in the Committee’s Study by A. Mayott. T. Grant volunteered to refine the amount of the budget request to address additional construction considerations; the Committee agreed to incorporate
- Sweetbriar Budget Request: D. Flanigan recommended the S&SCOM submit a budget request for $5,000 to construct an access walkway into the Sweetbriar Recreation Complex.
- Fitness Center Safety and Security Issues. At our last meeting the Vice Chair of the Fitness Committee raised several security issues the Fitness Committee had with the GM. The S&SCOM appointed a liaison to the Fitness Committee to assist the FITCOM in pursuing these issues. Based on the issues D. Flanigan will recommend to the FITCOM Chair that they contact the AGM for Operations directly to resolve these issues.
New Business:
- Appeal of Draft Lake Rules: J. Spadero presented the background of the Draft Regulations proposed by an Ad Hoc Lake Committee and the basis for the appeal by the Lakes Committee to change the draft. At the conclusion of the briefing and ensuing discussion D. Flanigan reviewed the situation and stated it was unclear what was being proposed, changed, or appealed. There were several recommendations, changes and counter-changes to proposed drafts involving several committees thus clouding the issues. The Committee will await the outcome of the change to the Lake Use Regulation recommended by an Ad Hoc Committee at the next BOD meeting.
- How to Improve our Committee
- Recruiting new Committee Members
- Middle School Access. Based on conversations D. Flanigan had with the President of the OC Board of Supervisors, L. Frame and our Representative to the OC School Board, J. Hopkins, the Position of OC is that all students attending the Middle School on SR 601 will be bussed to the school. There will be no authorized cross-walk on SR 601 for access to the Middle School. The S&SCOM Chair recommended to L. Frame and J. Hopkins that notices be placed in the school to that effect; both agreed it should be done.
No further business being brought before the committee the Chair moved that the meeting be adjourned. The motion being seconded and unanimously approved, the Chair adjourned the meeting at 4:37 PM
Desmond W. Flanigan, Chairman
LOWA Safety and Security Committee
Minutes of the Meeting January 10, 2011
The Chair, D. Flanigan called the meeting of the LOWA Safety and Security Committee to order at 3 PM January 10, 2011.
Committee Members Present: Voting: D. Flanigan, T. Grant, A. Harteveld, P. Payette, A. Mayott, Alternate: Nora Simpson; Board of Directors (BOD) Liaison, Bob Shope sitting in for Dave McKee; SSCOM Advisors; Ed Rowan; Absent: Voting: G. Thoms (excused), D. Weiford (excused), Alternate: M. Truitt. The Committee consisting of seven voting members, five Voting members and an Alternate being present at the opening of the session, a quorum was achieved and the committee could conduct business.
Guests: Fitness Committee: Vice Chair Chuck Russell; Planning Committee: Lee Strain; LOWA Management Team: None; USSA: None; LOWA Members: John Bell, Alicia Payne; Orange County Board of Supervisors: Lee Frame.
P. Payette moved to approve the meeting agenda. Motion was seconded and unanimously approved. A. Harteveld moved to approve the minutes of the December 13, 2011 Meeting as printed; P. Payette seconded and the motion was unanimously approved.
Introductory Remarks: The Chair explained the purpose of the review of the Committee Charter. The recent revision of all the Standing Committee Charters, the election of new members and officers of the Board of Directors, coinciding with the start of a new Calendar year made this an appropriate time to review our Committee’s charter and performance. This review would be undertaken to define committee goals, identify objectives and select specific projects on which we want to focus.
Liaison Reports:
- Legal and Compliance Committee (LCC) The Chair coordinated with C. Smoot, LCC member, to have S&SCOM liaison personnel attend the executive sessions of the LCC. The results will be discussed with G. Thoms before a final decision is made.
- Lakes Committee (LakesCom) Liaison T. Grant. T. Grant did not attend the Lakes Committee meeting.
- Finance Liaison (FINCOM): A. Harteveld: No report
- Planning Committee (PLANCOM): No Report
- Maintenance and Ecology: D. Weiford. Lakes Manager was hired and should be present this month.
- GM and USSA: D. Flanigan. Security Force RFP: Met with GM at his request. We recommended the RFP contain the stated desires of our residents (S&SCOM Report), time line for development and issuing of RFP; list of deliverables; inclusion of a sample task. Three main concerns: Access control and process at Front and Rear Gates; road safety and speeding, Lake Safety, composition and arming of our Guard Force.
Members Comments:
Lee Frame: re Arming of Guards; we must consider the responsiveness (10 to 40 minutes) of our Sheriff’s Department to an emergency when considering having an unarmed guard force. An informative discussion followed addressing the economic, security, and legal aspects of an armed force versus an unarmed one. The S&SCOM will undertake a study to determine the desires of the residents for an unarmed or armed Security Force.
Unfinished Business:
- Front Gate Improvement Budget Request. T. Grant presented the cost estimate he developed for the S&SCOM Front Gate Improvement Study previously approved by the S&SCOM (Sept 2010 by A. Mayott). Motion by D. Flanigan to forward the cost estimate and the Front Gate Improvement Study to LOWA Planning Committee recommending its inclusion in FY 2012 Budget; seconded by T. Grant and approved unanimously.
- Sweetbriar Access Improvement Budget Request. D. Flanigan will coordinate the recommendation of improving the access to Sweetbriar Complex with the Assistant General Manger for Facilities, E. Rupe. He will then submit the S&SCOM previously approved recommendation to our Board of Directors to improve the safety of access to the Planning Committee for inclusion in the FY 2012 Budget.
- Review of LOWA Regulations. P. Payette presented his report on the review of the LOWA Regulations addressing Safety and Security issues. Motion by P. Payette to forward the report to BOD approved unanimously. Based on his analysis and report P. Payette made the following Motions addressing safety problems at LOW road intersections and some of our Amenities (see S&SCOM Minutes for December 13, 2010.)
- Unsafe Conditions at Road Intersections. P. Payette. Discussion. During the School year parents and guardians bring their children to the school bus stops within LOW in the morning and pick them up in the afternoon. However many parents and guardians park their vehicles very near, and in many cases, right up to the edge of the intersections when waiting for the buses. Often, waiting vehicles are parked on both sides of the street, exacerbating this already unsafe condition. P. Payette moved and the Committee unanimously approved the following: “The LOWA Safety and Security Committee requests that the Board of Directors (BOD) direct the LOWA Rules Committee to draft and institute a LOWA regulation banning parking of motor vehicles, whether manned or unmanned, trailers or machinery any closer than 50 feet from intersections (intersections are defined as the edge of the intersecting road), stop or yield signs. The Committee further requests that an appropriate penalty for violation of this regulation be developed and implemented.”
- Unsafe Conditions at LOWA Amenities. P, Payette Discussion: LOWA residents, while using our amenities and facilities, are reporting incidents of what can only be described as harassment, threatening presence or intimidation by younger individuals who gather in groups. These groups are ostensibly also using the facility but are, in fact, gathering there with no intent other than to use it as a place to meet. They have no intent to use the facility for its intended purpose. On occasion these groups become disruptive and when asked to behave properly or leave become threatening, especially to older residents. This happens particularly at our Fitness Center. If our Security Force is called and responds, the undesirable individuals are asked for identification and, if residents of LOW are told to leave the Center and the parents are notified of the incident. The Safety and Security Committee (S&SCOM) believes LOWA should enact regulations against this type activity. Our Security Force would be able to enforce this regulation, charge the offender(s), and, if guilty, a punishment and/or fine should be imposed. P. Payette moved and the Committee unanimously approved the following: “The LOWA Safety and Security Committee requests that the Board of Directors (BOD) direct the LOWA Rules Committee to draft and institute a LOWA regulation banning Loitering and identify an appropriate penalty for violation of the regulation. Loitering being defined as “lingering idly or aimlessly about a place, without having any legitimate reason for being there” The Committee further requests that an appropriate penalty for violation of this regulation be developed and implemented.”
New Business:
- Review Safety and Security Committee’s Charter. See introductory remarks.
- Identify 2011 Objectives. Based on the Charter review the Committee identified the following Objectives: Improving Access process and control at Front and Back Gates; improving safety on our roads; improving Lake Safety; improving the capabilities and of our Security Force.
- Recruiting new Committee Members. Be alert to fellow LOW residents who you believe would like to volunteer for our Committee and with whom you would like to work.
No further business being brought before the committee, motion by the Chair to adjourn was unanimously approved. The Chair adjourned the meeting at 5:00PM.
Desmond W. Flanigan, Chairman
LOWA Safety and Security Committee Minutes of the Meeting of February 14, 2011
3:00 PM, HOLCOMB BUILDING
Next meeting: 3:00 PM, March 14, 2011 Holcomb Building (Second Monday)
The Chair, D. Flanigan called the meeting of the LOWA Safety and Security Committee to order at 3 PM February 14, 2011.
Committee Members Present: Voting: D. Flanigan, P. Payette, G. Thoms, D. Weiford Alternate: John Bell, Nora Simpson; Board of Directors (BOD) Liaison, Dave McKee, Bob Shope; SSCOM Advisors; Steve Cakouros; Absent: Voting: T. Grant, A. Harteveld,
A. Mayott (excused); Alternate: M. Truitt. The Committee consisting of seven voting members, four Voting members and two Alternates being present at the opening of the session, a quorum was achieved and the committee could conduct business.
Guests: Fitness Committee: Chair D. Greene; Planning Committee: Lee Strain; LOWA Management Team: Sylvia Zelinsky; USSA: None; LOWA Members: None
P. Payette moved to approve the Agenda, G. Thoms seconded, the Agenda was approved unanimously. The Chair moved to approve the minutes of the January 10, 2011 S&SCOM meeting
Introductory Remarks:
Reports:
Liaison Reports: Please limit to 5 Minutes each)
- Legal and Compliance Committee (LCC): D. Flanigan coordinated with the LCC Chairwoman to exchange agendas and minutes of their respective meetings and request representatives when pertinent agenda items will be discussed. Otherwise liaison personnel from S&SCOMwill not attend every LCC meeting.
- Lakes Committee (LCOM) Liaison: T. Grant: No report
- Finance Liaison (FINCOM): Liaison: A. Harteveld: No Report
- Planning Committee (PLANCOM) : D. Flanigan: The S&SCOM FY 2012 Budget recommendations will be presented at the next PLANCOM meeting (Mar 28 2011)
- Maintenance and Ecology: D. Weiford; Lower Level Club House bathroom renovation begun, The Security Building windows and doors were replaced to conserve energy, our lake will be stocked with golden shiners and grass carp in March. D. Weiford will find out what service the contractor for “Leaf Removal” is providing since LOWA Maintenance personnel remove leaves from our ditches (mainly Lake View Pkwy) and other common areas.
- Fitness Committee (FITCOM): N. Simpson attended the Fitness Center meeting and reported: Ms. Sylvia Zelinsky is managing the Fitness Center (FC); FC propane Gas Line repaired and treadmill moved to improve safety; Security promised to visit FC every hour but has stopped doing this (D. Flanigan will follow-up on this): Surveillance Cameras are in and working and will be reviewed when an incident is reported; D. Flanigan previously asked the GM if volunteers could assist by reviewing the camera recordings to ensure members were observing proper conduct, the GM said he would consult with LOWA counsel : handicapped access is from the Club House parking lot;
- GM and USSA: D. Flanigan: The ‘Unarmed or Armed” Security poll results are: of 69 respondents (1.3% of LOWA owners) 64% want an Armed Security Force; 22% want a mix of Armed and Unarmed; 14% want unarmed; the remainder recommended several solutions but expressed no favorites.
Guest Comments:
D. Greene, Chair FITCOM, cited following items for discussion and resolution:
- What is the status of the Inspections/visits by USSA Security Force; the FITCOM would like feedback from the Guards on any discrepancies noted
- What is the follow-up process for reporting juveniles loitering in the FC
- Can the “Red Phone” be designated for the Fitness Center only in case of an emergency when the caller can not speak. S. Zelinsky and D. Flanigan will follow up on this issue.
During the general discussion the question was raised if or when the LOWA Magnetic Cards will be used for access (D. Flanigan will check on this with GM)
The Chair said he would get answers to these questions from LOWA Management.
Unfinished Business:
- Front Gate Budget Request for $95,350 and Sweetbriar Budget Request for $3500 for $3500 will be considered by PLANCOM at Feb 28 Meeting for enclosure in FY 2012.
- Review of LOWA Regulations will be continued, additional input will be from J. Bell and D. Flanigan
New Business:
- LOWA Street Signs Maintenance: G. Thoms is scheduled to meet with AGM E. Rupe to discuss identification of sign needing repair/replace. J. Bell will assist G. Thoms.
- During the discussion the question of the sale of the Lake of the Woods Telephone Directory was raised in the context of how this affects the security of LOW residents. The Chair will raise this issue with the BOD and the GM.
- Security at Our Amenities (Fitness, Community Centers); The group discussed the possibility of our Security Force securing CC and activating the alarm system in the PM as part of their regular security patrol/Tour Positive checks (D. Flanigan will discuss this with R. Martin); Ms. Zelinsky will request security cameras be installed in the CC for FY 2012 Budget and S&SCOM will support this request.
- Guard Force Armed vs Unarmed: See “Reports; GM and USSA” above.
There being no further business to discuss P. Payette moved the meeting be adjourned, G. Thoms seconded; the motion was approved unanimously. The meeting was adjourned at 4: 25 PM.
Desmond W. Flanigan, Chairman
SAFETY AND SECURITY COMMITTEE
MINUTES April 12, 2011
The Chair, D. Flanigan called the meeting of the LOWA Safety and Security Committee to order at 7 PM April 12th , 2011.
Members Present:
Voting: Desmond Flanigan, Tim Grant, Pierre Payette, Al Mayott, Andy Harteveld
Alternate: John Bell
BOD: Dave McKee (Liaison)
Advisors; Ed Rowan, Steve Cakouros
The Committee consisting of seven voting members, five Voting members and one Alternates being present at the opening of the session, a quorum was achieved and the committee could conduct business.
Guests Present:
LOW Admin: None
USSA: None
Planning: Lee Strain
Lakes: Julie Wilson, Joe Quimper, Dave Ketch
Finance: Boggs Wright, Jim Walsh
ECC: Mike Rugless
April 12, 2011 Meeting Agenda:
P. Payette motioned to approve the Agenda as amended. The motion was seconded by A. Harteveld. A vote was taken and the Agenda was approved unanimously.
March 14, 2011 Meeting Minutes:
The Chair motioned to approve the minutes of the March 14, 2011 S&SCOM meeting. The motion was seconded by P. Payette. A vote was taken and the minutes were approved unanimously.
Committee Liaison Reports:
- Legal and Compliance: P. Payette/ G. Thoms: No Report
- Lakes Committee: T. Grant: No report
- Finance Liaison: A. Harteveld: No Report
- Planning Committee: Al Mayott: Reported under Unfinished business the committee announced the status of Land Use Survey is completed and results should be available by May 15th. They also announced that the Master Plan has been distributed. Under new business the committee rejected plans for a new communications sign at the front gate entrance. They discussed all but one member of the Youth Activities Committee had resigned. The committee reported that LOWA management is negotiating to contract out operations at the Woods Center. Note: Lee Strain was to meet with Des following the meeting to discuss the Master Plan.
- Maintenance and Ecology: D. Weiford No Report
- Fitness Committee: N. Simpson No Report
- GM and USSA: D. Flanigan Reported Elton Rupe and Rob Martin are acting as co-general managers during the interim until the BOD hires a new GM. Elton Rupe will be taking the lead for the tasks involved with the new security contract. Des reported that Danny Dobson had accepted a position with the Spotsylvania Sheriff’s Office. USSA has appointed Kelly Clark as the new Chief for our community. Elton and Des had an opportunity to meet him briefly and feel comfortable with his appointment. Des also noted an outstanding article could be found in a recent issue of “Lake Currents” regarding tailgating tips at both gates.
Guest Comments:
The Chair reported that a resident had reported suspicious individuals near his home after dark. LOWA SecuritThe Chair reported that a resident had reported suspicious individuals near his home after dark. LOWA Security was called and responded. The resident did not contact Orange County Sheriff’s Office first; when asked why he did not contact OCSO first he acknowledged that he knew that he should have but did not.
Unfinished Business:
- LOWA Traffic Safety: Unauthorized Entry: Tailgating - Discussed during D. Flanigan’s Liaison Report
- LOWA Street Signs Maintenance – Tabled to May Meeting
- Ski Club at CH Dock – The Lakes Committee has invited members from the ski club to attend their meeting next week to discuss workable options that will eliminate or minimize the safety concern for their skiers without disrupting or throwing their practices into total kayos. S&SC will defer to recommendations from the Lakes Committee before considering what actions should be considered.
- Lake Safety: LOWA Boat Operators Certification – After a lengthy discussion D. Flanigan moved: “LOWA S&SCOM requests that our LOWA Board of Directors direct LOWA Management develop and publish, not later than Memorial Day Weekend 2011, a detailed plan and associated schedule that fully implements the “LOWA Regulations Section X, Use of Lakes dated 9 April 2011”. The Plan shall identify/contain Critical Events and their associated specific dates including how it will be communicated to the membership.
Full implementation of the regulation shall describe the education, testing, administration, and enforcement of the Regulation. The plan shall address the testing, grading, forwarding results to participants, issuing of certification and/or licenses; it will describe in detail the administrative plan necessary to fully support the plan (e.g. designation of the department that will maintain the records of tests, results, certifications, printing and issuing of licenses, coordination with LOWA Security, notification when updating of the certification is required).
- Review of LOWA Regulations – Tabled to May Meeting
- LOWA Five Year Plan 2013-2016 – Tabled to May Meeting
LOWA Security Contract, Front Gate Modification, Road Sign Repair, Speed Detection Device, Community Message Board, AM Station
New Business:
- Evaluation of LOWA Security Contract Proposals – D. Flanigan reported the proposals from interested contractors were due to be submitted to LOWA by today, April 12th. Des further reported that Elton established two groups to assist with reviewing the proposals. One group will review the technical aspects of the proposals while the other group will analyze the cost aspects of the proposals. The adhoc committee comprised of these two groups over the next ten days will assess the proposals with Elton to determine the best for our community. Elton will then make his recommendation to the BOD.
There being no further business to discuss D. Flanigan moved the meeting be adjourned, P. Payette seconded; the motion was approved unanimously. The meeting was adjourned at 9:05 PM.
Tim Grant, Secretary
SAFETY AND SECURITY COMMITTEE MINUTES Meeting of Tuesday, June 14, 2011
@ 7:00 PM, HOLCOMB BUILDING
The Chair, D. Flanigan called the meeting of the LOWA Safety and Security Committee to order at 7 PM June 14, 2011.
Members Present:
Voting: Desmond Flanigan, Ginny Thoms, Pierre Payettte
Alternate: John Bell, Nora Simpson
BOD: Dave McKee (Liaison)
Advisors; Steve Cakouros, Ed Rowan
The Committee consisting of seven voting members, three Voting and two Alternate members being present at the opening of the session, a quorum was achieved and the committee could conduct business.
Guests Present:
LOWA BOD Bob Shope
USSA: None
Fitness: Jon Anderson
Planning: Lee Strain
Guest: Ralph Hancock
Guest: Jim Walsh
Guest: Jack Walker
June 14, 2011 Meeting Agenda:
G. Thoms moved to approve the Agenda. The motion was seconded by A. Harteveld. A vote was taken and the Agenda was approved unanimously.
May 10, 2011 Meeting Minutes:
The Chair requested a motion to approve the minutes of the May 10, 2011 S&SCOM meeting. The Chair moved that the minutes be approved; the motion was seconded and unanimously approved.
Committee Liaison Reports:
- Legal and Compliance: The Chair reported that per his conversation with a LCC Committee representative, C. Smoot, the LLC will recognize traffic summonses issued by our Security Contractor citing Virginia Highway Traffic Code as well as LOWA Rules.
- Lakes Committee: The Chair reported that the LOWA Security Manger, Elton Rupe and the USSA Security Chief have been developing the Post Orders for all posts including Lake Patrol. This season the Lake Patrol schedule will not be published. Two dedicated officers are assigned to Lake Patrol with two dedicated backups.
- Finance Liaison: A. Harteveld: Excused. No Report
- Planning Committee: Al Mayott: Excused. Submitted the following report: The Planning Committee has tabulated the results of the Annual Survey Report. The Survey Sub Committee will review the results and discuss presentations to the BOD and LOWA members. The Land Use Study Report had been approved by PLANCOM and forwarded to the BOD. The PLANCOM Study Director will work with PLANCOM’s BOD Liaison to prepare a presentation for the BOD. Maintenance and Ecology: D. Weiford: Absent: No Report.
- Fitness Committee (FC): N. Simpson: The Fitness Committee (FITCOM) discussed its input to the Five Year Plan. The Defibulator is installed; rules for use of the Fitness Center are posted. FITCOM has finalized the equipment use test to permit Fitness Center members between 14 and 17 YOA to use the facility unaccompanied. Currently there is no LOWA means to enforce this requirement.
- GM and USSA: D. Flanigan: The BOD has decided to allow the current contract with USSA to run till completion in April 2012 and then award a new contract. The S&SCOM will assist in drafting the new Request for Proposal (RFP.)
Guest Comments: A resident reported a “rabid raccoon” and wanted it removed. The BOD liaison will research with the BOD and Management if LOWA wants to enter into full time contract with a private animal control firm since OC Animal Control response has been reduced due to budget reductions.
Unfinished Business:
Unfinished Business: LOWA Five Year Plan 2013 – 2016 Status Report
- The S&SCOM’s Front Gate Modification Plan (submitted in 2010) will be reviewed, updated as necessary, and be submitted as S&SCOM input to the Five Year Plan and the BOD’s request for our ideas Wal-Mart Proffer projects; J. Bell will find out the details of VDOT/Wal-Mart presentation to LOW members and report to the Committee.
- Road Sign Repair. Road sign replacement and repair is being conducted as a part of LOWA Five Year Road Maintenance Program. J. Bell reported in Section 14, on concert with the tar and chip program (five year) the street name signs are being replaced with standard signs on a type 3 retro-reflective sheeting with green letters and a white border and, in his opinion look very good. The signs are somewhat different from the original but look good. J. Bell would like input into the repair/replacement of our more important regulatory signs.
- Speed Detection Device. The Chair discussed this with the Security Manager and USSA at last week’s security meeting. They will give me their recommendations in the near future. The S&SCOM previously had $5,000 approved in an annual Budget but the current status is unknown; the Chair will take this as an action item.
- AM Station. BOD liaison reported there is no BOD action planned on this proposal. Not recommended by the General Manager.
- Loitering Ban Proposal: Status. Even though the basis for the proposal is considered a valid one, i.e. protecting the ability of our residents to enjoy the Fitness Center without fear of intimidation, the enforcing of a ban is unpopular because of the related difficulties in perception of intimidation, definition of loitering and application of the proposed rule. The S&SCOM will prepare a draft article for Lake Currents addressing the issues of vandalism and inappropriate behavior.
- Roads Use Proposal: 50 feet from intersection: The LOWA BOD referred our proposal to the Rules Committee to draft a rule. Subsequently the Rules Committee developed a rule and presented it to the BOD for a first reading. The BOD tabled the motion because one BOD member didn’t want new rules. D. Flanigan moved that, in view of this objection, under the provisions of LOWA Rules Section VI, paragraph D, which permits parking on LOWA roads by exception. the S&SCOM withdraw the original proposal and submit a new proposal that reads “Recommends the Board of Directors instruct he LOWA AGM for Security to grant exceptions to allow parking at specified locations and specified times for the dropping off or picking up of school students, but that parking or standing must be greater than 50 feet from the intersection”. The motion was seconded and subsequently amended to add “or standing” immediately after “allows parking”. G. Thoms Called the Question, a vote was taken and the motion was defeated 4 Nay to 1 Aye.
- LOWA Boat Operators Course: Status
- Property Damage Cycle: CY 2011 It’s already started.
- Update and Publish LOWA Safety “Centerfold”. Per AGM Martin, the Safety Centerfold is scheduled to be issued in September. Prior to that time the S&SCOM will assist in the development of the publication.
- Recruit your replacement and new members
- J. Bell stated the Committee discussed a need to better regulate temporary traffic control related to construction and delivery vehicles on LOWA roads but hasn’t taken any action. He suggested we defer discussion to the next meeting and offered to produce a draft discussion paper for that meeting. Committee members concurred and it will be scheduled for the July Meeting.
There being no further business to conduct the Chair adjourned the meeting at 8:55 PM.
Desmond W. Flanigan, Chairman
LOWA Safety and Security Committee
SAFETY AND SECURITY COMMITTEE MINUTES
July 12, 2011
The Chair, D. Flanigan called the meeting of the LOWA Safety and Security Committee to order at 7 PM July 14, 2011.
Members Present:
Voting: Desmond Flanigan, Tim Grant, Andy Harteveld, Al Mayott, Pierre Payette
Alternate: John Bell, Nora Simpson
BOD: Dave McKee (Liaison)
Advisors; Ed Rowan
The Committee consisting of seven voting members, five Voting and two Alternate members being present at the opening of the session, a quorum was achieved and the committee could conduct business.
Guests Present:
LOWA BOD Bob Shope
Planning: Lee Strain
Guest: Dick Bradie, Alicia Payne, Jack Walker, Jim Walsh
July 12. 2011 Meeting Agenda:
P. Payette moved to approve the Agenda. The motion was seconded by A. Harteveld. A vote was taken and the Agenda was approved unanimously.
June 14, 2011 Meeting Minutes:
The Chair moved to approve the minutes of the June 14, 2011 S&SCOM meeting. The motion was seconded and unanimously approved.
Introductory Remakes:
Conduct of Meetings: The Chair reviewed pertinent provisions of Robert’s Rules of Order concerning making motions and gaining permission to speak.
Membership: Mike Truitt has requested to become an Advisor and relinquish his position as Alternate. Therefore we have a vacant Alternate position. John Bell has agreed to become a Voting member in September.
The Committees reconstitute in September 2011. S&SC has three members who are leaving: Ginny Toms and Pierre Payette will be leaving after serving three years as voting members.
Ginny has been our Vice Chair for the past year. As Vice she has been a strong proponent of getting the important things done and keeping the less important and irrelevant off our agendas and minimizing them in our deliberations.
Pierre is the eyes and ears of the Safety and Security Committee. He keeps us aware of what impacts our fellow residents and our committee. He develops well-thought-out proposals that address key Safety and Security issues here at LOW.
Both Ginny and Pierre have kept our Committee focused on the only agenda we should have, ensuring the Safety and Security of our fellow LOW residents.
In September I will resign from our Committee. It has been an honor and a pleasure to work with you on behalf of our common agenda, the Safety and Security needs of our fellow residents in LOW.
The Committees reconstitute in September so you have two months to select new officers.
Committee Liaison Reports:
- Legal and Compliance: The Chair reported that per his conversation with a LCC Committee representative, C. Smoot, the LLC will recognize traffic summonses issued by our Security Contractor citing Virginia Highway Traffic Code as well as LOWA Rules.
- Lakes Committee: T. Grant was unable to attend the Lakes Committee meeting. During the July 4th extended weekend he was on our Main Lake and commented that he was impressed with the Lake Patrol’s presence and activities.
- Finance Liaison: A. Harteveld: The LOWA payroll have been outsourced to a private firm “Paychecks”; this was supported by the reduction of one position in LWOA Accounting Division. FINCOM and LOWA are investigating the possibility of structuring Assessment payments on a monthly basis; it is currently in the discussion stage. The Audit results will be presented at a briefing on August 17, FINCOM will attend. Our FINCOM IS drafting budget guidelines for presentation in September.
- Planning Committee: No Report. Al Mayott was unable to attend the Meeting.
- Maintenance and Ecology: No Report. D. Weiford: Absent.
- Fitness Committee (FC): N. Simpson: The pattern of young people in their teens misusing our Fitness Center is an ongoing problem. The Fitness Committee (FITCOM) members while using the Fitness Center stated they did not approach the teens or call security because they felt intimidated and feared reprisal if they did. (FITCOM) reported the security camera and the emergency phone are not working. The rules for using the Fitness Center are posted but since they are not in the LOWA Rules, they can’t be legally enforced. T. Sheridan, PLANCOM rep, stated funds had been allocated and approved for the installation of “Swipe Card” security at the FITCEN. Based on conversations with FITCOM members there still appears to be questions about “who to call” (use the Red Phone to call LOWA Security or call “911”, the Orange County Sheriff) when faced with a possible confrontation in the Fitness Center. The Chair will get clarification from the Sheriff, LOWA Management when to call 911, when to call the Sheriff, and when to call Security. When the Sheriff is called this adds to the number of calls for service to Orange Sheriff’s Office.
- AGM and USSA: D. Flanigan: Reference Speed Limit Enforcement: Philosophy is first goal is to deter violators, second to punish them. The Security Manager and Chief expressed a desire to purchase a mobile Speed Detection/ Indicator Device. The device will display the authorized speed, the detected vehicles current speed, and possibly have the option to record the license plate, speed and date/time of offenders. These data could be used to issue summons for speeding violations. This could be funded by the Manger or New Capitol depending on the cost. Due to opening of Locust Grove Middle School on Route 601 and the announced Wal Mart Plans, the AGM has drafted plans for a temporary Rear Gate Guard Post Station consisting of Kiosk with power, communications, gate control capability, and limited restroom facilities. The AGM expressed a need for Automobile License Plate Identification software which might be purchased as an operational item. The Chief was tasked to research and report. USSA has hired new personnel to replace several officers who left USSA employment. Post Orders are the backbone for a Security Force. The AGM for Security, Chief Clark, and USSA corporate level management have been focusing on the development and refinement of Post Orders.
Guest Comments: Based on reports that individuals are trespassing into LOW from Route 3 via Mr. Getty’s property, A. Payne requested Mr. Getty be asked to assist LOW by restricting access via his property into LOW. Ms. Payne further requested that “No Trespassing” signs could be put every 25 feet along our property line and that LOWA Security prepare a report of all safety and security related problems and inform the residents to increase their awareness. The Chair said he would take these for action at the next weekly Security meeting and report back and asked the BOD liaison to relay these concerns to the board.
Unfinished Business:
- Speed Detection Device. See AGM and USSA paragraph above.
- Loitering Ban Proposal: Status: Based on recommendations of the Rules committee the BOD has decided to not address the issue due to legal considerations. The Chair will present a statement on behalf of the Safety and Security Committee (SSCOM) describing the current unsettled situation in the Fitness Center with regard to safety of the members and a recommendation for a full time attendant.
- Roads Use Proposal: 50 feet from intersection: Status: D. McKee, our BOD liaison will introduce a motion to take this proposal “Off the Table” and vote on it for a first reading.
New Business:
- Temporary Traffic Control Measures: J. Bell moved that The Safety and Security Committee recommends the LOWA Board of Directors (BOD) review and update LOWA Regulations on temporary traffic control regarding use of roads (i.e. construction, maintenance, utility, and delivery blocking the free flow of traffic) (LOWA Regulations Section V “Use of Roads and Parking”.) Using the recommendations provided by the Safety and Security (see attached). The S&SCOM point of contact (POC) is J. W. Bell. The enclosed Discussion Paper contains references and recommendations to assist the LOWA BOD, Management and concerned Committees. The Safety and Security Committee further requests that appropriate penalties for violation of any revised regulation be developed and implemented. The LOWA S&SCOM will assist the BOD, Rules, and Legal and Compliance Committees as directed and requested. The Motion was seconded. The Discussion centered on the fact that vehicles temporarily parked on a roadway represent a potential traffic hazard especially on narrow, winding, hilly roads. Within LOW parked vehicles used in construction projects often create potential hazards. Members of the S&SCOM observe occurrences of this hazard on an almost daily basis. LOW residents have complained to us about these dangers at our meetings and by personal contact. Following the discussion the Committed voted to approve the motion Three to Two. The Chair will prepare and forward the recommendation with attached Discussion Paper to the BOD.
- New LOW Back Gate Security Construction: See AGM and USSA See AGM and USSA paragraph above. . Due to opening of Locust Grove Middle School on Route 601 and the announced Wal Mart Plans, the AGM has drafted plans for a temporary Rear Gate Guard Post Station consisting of Kiosk with power, communications, gate control capability, and limited restroom facilities. This will require New Capitol funding. Any additional personnel requirements will be addressed in the Security Contract. Our AGM for Maintenance and Facilities will discuss this at our next meeting.
- LOW Neighborhood Watch Effort. The Vice President BOD and the Chair, D. Flanigan have agreed that the S&SCOM will support the Neighborhood Watch Program as needed. The Chair requested information on the areas where support is needed; a meeting is scheduled for August 2011. The Chair will coordinate with the BOD and fellow residents to determine support requirements and present this to the S&SCOM.
- Mobile Speed Sign: See AGM and USSA paragraph above. The Security Manager and Chief expressed a desire to purchase a mobile Speed Detection/ Indicator Device. The device will display the authorized speed, the detected vehicles current speed, and possibly have the option to record the license plate, speed and date/time of offenders. These data could be used to issue summons for speeding violations. This could be funded by the Manger or New Capitol depending on the cost. The ensuing discussion highlighted the need for LOWA to enforce the speed regulations enforcement through summons and subsequent fines when appropriate.
- Auto License Identification Software: See AGM and USSA See AGM and USSA paragraph above. The AGM expressed a need for Automobile License Plate Identification software which might be purchased as an operational item. Currently LOWA Security does not have the internal capability to identify the owner of a vehicle by license plate number. At present this data must be requested from Orange County Sheriff’s Office. Chief Clark was tasked to research and report.
- Equestrian Ctr Safety and Security: The Chair discussed the Equestrian Committee reports of harassment of the EC’s animals during nighttime with the both AGMs. The basic question to be resolved is what level of security is reasonable for LOW? Both AGMs, the Security Chief and the S&SCOM Chair agreed that a professional Security Audit is the first step we must take provide a solid base for decisions to integrate and enhance LOW’s total security operations and systems. NOTE: A Security Audit would address all LOW’s properties and facilities.
There being no further business to conduct the Chair adjourned the meeting at 9:26 PM.
SAFETY AND SECURITY COMMITTEE
MINUTES OF MEETING
August 9, 2011 @ 7:00 PM, HOLCOMB BUILDING
The Chair, D. Flanigan called the meeting of the LOWA Safety and Security Committee to order at 7 PM August 9, 2011.
Members Present:
Voting: Desmond Flanigan, Tim Grant, G. Thoms, Doug Weiford
Alternate: John Bell, Nora Simpson
BOD: Dave McKee (Liaison)
Advisors; Steve Cakouros, Ed Rowan
Establishment of a Quorum. The Committee consisting of six voting members, four voting members being present at the opening of the session, a quorum was achieved and the committee could conduct business.
Conduct of Meetings: The Chair welcomed the guests and reviewed pertinent provisions of Robert’s Rules of Order concerning general conduct and gaining permission to speak.
Guests Present:
LOWA BOD: Margaret Darby, Vice President; Bob Shope, Director
LOWA Management: Larry Cole, Director of Finance, Elton Rupe, Assistant General Manager (AGM), Director of Facilities
Guest: J. Hutchinson, J. Walsh, T. Teate, B. Johnson,
August 9, 2011 Meeting Agenda:
T. Grant to approve the Agenda. The motion was seconded by G. Thoms. A vote was taken and the Agenda was approved unanimously.
July 12, 2011 Meeting Minutes:
The Chair moved to approve the minutes of the July 12, 2011 S&SCOM meeting. G. Thoms Seconded the motion to approve the minutes as amended and asked if the amendments requested by Committee members had been incorporated. The Chair stated the requested amendments by J. Bell had been incorporated. The Chair then restated the motion to approve the Minutes as amended. The motion was seconded and unanimously approved.
Membership: The Chair encouraged Committee members to recruit people with whom they would like to work to volunteer to serve on the S&SCOM. In September our Committee will have vacancies for two Voting and three Alternate members.
Introductory Remarks. The Chair then reviewed the procedures for reconstituting the Committee and election of officers which will take place at the next meeting September 13, 2011.
LOWA Computer Break-In. The Chair asked Larry Cole, LOWA Director of Finance to bring the Committee up to date on the status of the Break-In to our Computer System. L. Cole described how the break-in was discovered by a report from LOWA employees that the system was operating slowly and exhibiting suspicious behavior. Subsequent investigation by our IT Security Contractor revealed the break-in; corrective actions were taken and the system is now operating normally. The details of the corrective actions are contained in Lake Currents’ articles by Mr. Cole.
Committee Liaison Reports:
- Legal and Compliance: The G. Thoms will attend next week’s LCC meeting to ascertain how summons filed by LOWA Security Officers are processed.
- Lakes Committee: No report. T. Grant was unable to attend the Lakes Committee meeting.
- Finance Liaison: No report. A. Harteveld: not present.
- Planning Committee: No Report.
- Maintenance and Ecology: J. Bell will replace Doug Weiford as Liaison to the M&E Committee since D. Weiford is no longer a member of M&E due to end of Term of Service (three years).
- Fitness Committee (FC): N. Simpson will remain as Liaison to the Fitness Committee.
- AGM and USSA: D. Flanigan: See “Members’ Comments” discussion concerning the LOW Rear Gate below (page four).
Unfinished Business:
- Prepare for Reconstitution of S&SCOM: With loss of 3 voting members (P. Payette, G. Thoms, and D. Flanigan) and the subsequent appointment of J. Bell and N. Simpson as voting members the Committee will consist of five voting members. This number is sufficient to elect officers and conduct business. Member Status and Nomination and Election of Officers to take place September 13, 2011.
- Report Status:
- Mobile Speed Sign: T. Grant reviewed previous research and contacted firms that provide various speed detecting, displaying and recording devices. The ensuing discussion developed the views that speeding on LOW roads is of concern to many residents and the use of these devices may discourage speeding. However, the decision to employ such devices ultimately rests with our BOD. AGM Rupe noted that any of these devices could be provided by a Security Contractor and LOWA need not purchase them. If the BOD desires to consider the use of these devices they can be included as potential requirements in the Security Contract RFP currently under development. This will be considered by the Committee’s RFP development team.
- Lake of the Woods (LOW) Neighborhood Watch (NW) Effort. BOD Vice President M. Darby introduced Jim Hutcheson who has volunteered to be the coordinator and point of contact for the LOW NW effort. M. Darby and J. Hutchison presented the current status, stating that the focus of the NW is on being aware of what is going on in your neighborhood and not “patrolling”. They stressed the need for Block Captains to organize and recruit from the bottom up. J. Hutcheson defined the purpose of NW as basically neighbors watching out for each other. His research indicated there are a number of criminal acts (e.g. property destruction, theft) occurring within LOW that are not reported to either LOWA Security or Orange County Sheriff’s Office (OCSO). An active NW in LOW would tend to make residents more aware of what is happening in their immediate locale. If an activity is questionable, they would know to whom to report it. Research in similar communities with NW indicates this would assist in deterring criminal activity. Nora Simpson volunteered to be the Committee’s POC for the NW.
- Automobile License Identification. Does software exist? AGM Rupe stated Chief Clark is researching this.
New Business:
- Proposed Civil War Interpretative Signs. The Chair moved that the S&SCOM conduct a study to identify potential consequences to the Board of Directors approval of the emplacement of Civil War Interpretative Signs. G. Thoms seconded the motion. Discussion: The reason for the motion is that the normal process for approving Board actions was not followed. The LOWA standing committees were not consulted nor asked for their input before the decision was made. The President of the BOD agreed that the proper approval process was not followed and so stated at the August 6, 2011 BOD meeting. Several residents and the S&SCOM Chair believe that sufficient research was not conducted to properly identify potential, unintended consequences of the emplacement of these signs. The purpose of the study is to determine if there are serious consequences to the decision that were not adequately addressed; if this is so, the Committee will consider recommending that the BOD reverse its decision. D. McKee, LOWA BOD Secretary, stated; the President of the BOD has made an agreement with the Civil War Study Group (CWSG) (as follows): LOWA will determine the cost of the sign, the CWSG or others will raise the funds equal to the cost, give the funds to LOWA, then LOWA will procure the signs, erect and maintain them. G. Thoms asked if the BOD formally approved the emplacement of the signs. D. McKee replied the BOD supported the President’s decision to make the agreement with the CWSG.
- The Chair called the Question and then restated the motion: “The Safety and Security Committee conduct a study to identify potential consequences to the Board’s approval of the emplacement of Civil War Interpretive Signs.” There being no further discussion the Chair called for a vote: The vote was 4 to 0 in favor of conducting the study. An Alternate Member, N. Simpson, stated she was not in favor of the study. Representing the CWSG, R. Johnson stated the CSWG would like to participate in the study. The Chair stated the study would consider all data sources including the CWSG.
- Designate S&SCOM Liaison to Maintenance and Ecology (M&E): J. Bell will be our Committee’s Liaison with M&E Committee.
- Lake of the Woods Directory: Chair moved that the S&SCOM recommend to the BOD that the S&SCOM conduct a study to 1. Determine the extent of invalid use of the directory to gain entrance, if possible, 2. Identify alternate means to verify those attempting to enter LOW and 3. Recommend a solution to the Board to lessen the probability of invalid entry into LOW. Invalid entry is defined as someone entering LOW who should not be in LOW. T. Grant seconded the motion. Following discussion the Committee voted 3 to 1 to conduct the study.
- E. Rowan asked what was the status of the Rear Gate Guard Kiosk discussed at the last meeting. AGM Rupe explained that with the advent of the new school and Wal Mart, LOWA has explored the possibility of having a part time guard, adding an additional cue lane and a basic kiosk near the current mail station to improve security. The basic cost for the kiosk would be anywhere from $1,000 to $10,000 excluding the officers salary. Currently the rear gate is for residents’ use only. If we were to expand rear gate operations to process all visitors, vendors, and contractors that will increase the cost due to visitor management software and the amount of guard hours expended. The cost of the facility is recommended under New Capital in the 2012 – 2016 Budget; any personnel requirements would be included in the Security Contract.
- On behalf of the Club House Committee T. Grant asked E. Rupe if there could be additional lights on the lake shore for the upcoming lighted boat parade. E. Rupe said that had been coordinated with a Club House Committee member.
- J. Bell asked E. Rupe about the status of Temporary Traffic Control project and the availability of traffic accident data. E. Rupe responded that his office had traffic accident and speed control data that J. Bell could access for further study.
- T. Grant asked if LOWA Security was enforcing DUI. E. Rupe answered that Security was enforcing DUI and Boating Under the Influence (BUI) rules. Usually LOWA Security detains, OCSO makes the determination. In a recent case LOWA Security detained, OCSO determined the individual was DUI; LOWA Security transported went to the magistrate and swore out the warrant.
N. Simpson moved that the meeting be adjourned. D. Flanigan seconded. The motion was approved unanimously. There being no further business to conduct the Chair adjourned the meeting at 8:53 PM.
Desmond W. Flanigan, Chairman |
