Safety & Security Committee Approved Minutes

Approved Minutes
Safety and Security Committee Meeting
July 9, 2007

Members Present                                                   Security Representative
Steve Cakouros (Chair)                                           George Dodson
Ed Rowan                                                                 
Dick Bradie                                                               BOD Liaison
Jim Biggs
Doug Weiford                                                            Bill Wilson

Members Absent                                                    Visitors
Lynn Huntsman (V. Chair)                                        Kathleen Bradie (Rules)
Mike Pulice                                                               Bill Grogan (LCC)
                                                                                 Jim Drabant (Finance Liaison)
                                                                                 Bruce Kay
                                                                                 Tom Sheridan
                                                                                 Don Walters                                                                                                                                     
                                                           
I.   Call to Order.    Meeting was called to order by Chairman Cakouros at 7:03 PM. 

II.  Motion to approve June 11, 2007 Minutes.   Motion to approve minutes made by Doug Weiford, seconded by Jim Biggs, and approved unanimously.

III.   Announcements

    A.  Steve said that he sent an email to the Lake Currents editor reminding her that our August meeting will be at 3:00 PM so that the appropriate notice can be given to members.

    B.  Steve noted the new LOW telephone directory finally reflects our correct meeting day as the second Monday of the month.
 
    C.  The General Manager has asked all committees to arrange for a presentation on Channel 17.  Dick Bradie said he would do it but would like an input from the chairman.  Steve agreed to give him a written input.
 
    D.  Steve said he will write an annual report by 1 August as requested by the GM.

    E.  Lastly (and belatedly), Steve announced that Ed Hite, former committee member, has had brain surgery and is currently recovering at home.  Additional surgery is necessary.

IV.  Old Business

    A.  Non-motorized wheeled vehicle prohibitions.  As previously indicated, Steve discussed events from the last LOWA Board meeting.  A revised version of proposed regulation changes was read.  It would allow skateboarding, roller-blades, roller-skates, and scooters on Yorktown Blvd, contrary to our Committee recommendation.  Bill Wilson and Ginny Thoms brought forth a motion to amend the proposal (first reading) to include Yorktown as a prohibited roadway along with Lakeview and Mt. Pleasant. This amendment passed 4 to 2. The Board also voted to allow non-motorized wheeled vehicles to use basketball courts.  Subsequent floor discussion brought up the potential damage that such devices can do to the court’s surface and the question of who gets priority usage--skateboarders or basketball players. Bruce Kay mentioned a problem he has observed with skateboarders without protective gear going down some of our hilly back roads at high speeds. Discussion then focused on skateboard parks.  Jim Drabant noted that Culpeper has experienced problems with their skateboard park. Doug Weiford added that Lakeridge/Woodbridge has also experienced problems with their skateboard facility. There was some discussion on the best possible location for of our skateboard park.  Bill Wilson is of the opinion that the site by the former teen center is not the best location
   
    B.  Rear Gate Camera.  Doug recapped the latest information on activities to install live cameras at the rear gate.  He said that the maintenance superintendent is in charge and has received two contractor bids, one for $12,000 and one for $7,000.  The latest plan is to install one camera to monitor incoming traffic and one to watch the exit lane.  A third small camera would be set up to focus on people who would use the planned two-way telephone call box.  Tom Sheridan opined that the large difference in bids may need to be explained.  Ed Rowan and Jim Biggs argued for a comprehensive purchase plan for video cameras instead of doing it piecemeal.  Bruce Kaye recommended that a milestone chart with goals be developed so that progress can be constantly monitored.  Don Walters suggested that the committee go before the Board in executive session and report on progress/lack of progress plus reporting periodically in Lake Currents so that the membership is aware of the issues involved.

    C.  Ad-Hoc Committee on Security.  Ed Rowan said that no further progress has been made, but he was going to discuss the matter with the General Manager.

    D.  Loud Car Radios.  Steve applauded George Dodson’s article in the June 22nd issue of Lake Currents. It asked residents who were bothered by loud car radios to gather information and report sightings of the boomers so that Security can attempt to catch the offenders. Steve noted that this is a change in the standard policy that requires residents to file a formal complaint and thereby leave themselves vulnerable to retaliation. Steve then passed out copies from a June 27th Free-Lance Star article on Fredericksburg’s continuing efforts to combat nuisance motor vehicle noise in the downtown area.  It focuses on loud exhaust systems as well as radios.

    E.  Dangerous Dogs.  Steve passed out an updated Free Lance-Star article on the state’s effort to put the Dangerous Dog Registry online.  Senator Houck, original sponsor of the legislation, is quoted as comparing the list to the state’s sex offender registry.  “The whole thing is the public’s right to know,” he said. Steve then referred back to some comments made at the last Board meeting during a brief question and answer session with Chief Deputy Sheriff Mark Amos. Steve told Deputy Amos that some taxpayers in LOW are concerned about the lengthy response times for a deputy to respond to serious situations in LOW. This delay also pertains to animal control personnel. Steve suggested that the ultimate solution, whether it is a sub-station near LOW or a deputy permanently assigned to northeastern Orange County, needs to be worked out.  Ed Rowan then discussed a recent incident in his neighborhood wherein a German Shepherd killed a smaller dog.
 
    F.  Unlicensed motor bikes.  The subject of unlicensed motor scooters/bikes was the next subject of discussion.  The number of unlicensed devices grows during the summer when school is out.  George Dodson acknowledged that the problem is difficult to address because the rules vary according to the riders’ ages and vehicle engine size.  George is publishing an article on the subject in an upcoming Lake Currents.                              

V.  New Business

    A.  Meeting with the Commonwealth Attorney.  Steve said that he and Bill Grogan met John Bailey in Orange on July 3rd and spoke with Diana Wheeler for more than an hour.  Bill then discussed the particulars of the meeting. Mrs. Wheeler agreed to ask the Virginia Attorney General for definitive options regarding two issues: Can Dodson Security write summonses for reckless driving that are returnable to Orange County for adjudication and can the Orange County sheriff come into LOW for the purpose of traffic enforcement while we still maintain our status as a private/gated community?  The AG will be asked for a written response.
  
    B.  Speed Limit Adjustments   Steve discussed a memo submitted by the LCC in which a majority vote of that committee recommended that speed limits on LOW cul-de-sacs and dead-end streets be formally limited to 15 mph. A vote was taken to endorse the LCC’s recommendation and pass our response to the Rules Committee.  The vote was unanimous in favor.
  
    C.  Resident Survey Results.  Jim Biggs discussed the recent resident survey.  Out of

3800 lot owners, 1507 responses came back.  Forty percent (about 600 people) answered the open ended question. Jim read some sample responses from a stack of surveys and is going to categorize these written responses.  He will ask for help if needed.
  
    D.  New State Penalties.  Steve passed out copies from the Code of Virginia regarding the new “civil remedial fees” that went into effect on July 1st. These penalties add significant yearly fees to Virginia drivers convicted of such things as driving with a suspended or revoked license, driving recklessly, and driving while intoxicated. When combined with existing fines, court costs, and demerit points they further exacerbate the great imbalance between public and private community penalties, he added.
  
    E.  Need for Legislation.   Steve briefly covered our recent past attempt to raise fees in private communities like LOW for serious offenses such as reckless driving and driving with a revoked license. SB 1409, which was sponsored by Senator Houck and passed the state senate unanimously during the last legislative session, was killed in a subcommittee of the House of Delegates. Steve recommended a write-in lobby effort to get Delegate Ed Scott’s support. He passed out two sample emails/letters.
  
    F.  July 4th Celebrations.  Jim Biggs brought up the subject of the yearly July 4th Fire and Rescue fundraising activities. He believes that many of the outsiders stayed past the 4:00 PM suggested  departure time because there is no way to “uninvite” outside visitors without adding a significant number of additional security (and cost) over what we are already contracted for on that day. Jim also believes that the overcrowding has restricted LOW residents and guests from enjoying the fair, beaches and fireworks. Jim thinks that the LOW community’s rapid growth calls for a reevaluation of our open-door policy that allows anyone to attend the activities. There was some support around the table for Jim’s position.  All agreed we still want to support our Fire and Rescue organization, but changes need to be made.  Perhaps keeping the day open only to LOW residents and guests will allow and encourage more residents and guests to attend the festivities.    

Meeting Adjourned: 9:10 PM

Next Meeting: Monday, August 13, 2007 at 3 PM

Minutes submitted by Steve Cakouros on July 16.

Approved Minutes Safety and Security Committee Meeting
August 13, 2007

Members Present                                                   BOD Liaison
Steve Cakouros (Chair)                                           Bill Wilson
Lynn Huntsman (V.Chair)
Ed Rowan                                                                 
Dick Bradie                                                               Security Representative
Jim Biggs
Mike Pulice                                                                George Dodson
Doug Weiford                                                    

Visitors
Doug Rodgers (BOD                                                Peter Williams (BOD)
Bill Grogan (LCC)                                                     John Bailey (GM)
Joe Quimper  (Finance)                                            Chris Burr
Jim Drabant (Finance)                                             Bruce Kay
George Snellings                                                      Jeff Flynn
Alicia Payne                                                              Don Walters
Sue Ericksen                                                

I.    Call to Order.    Meeting was called to order by Chairman Cakouros at 3:05 PM. 

II.   Motion to approve July 9, 2007 Minutes.   Motion to approve minutes made by Jim Biggs, seconded by Ed Rowan, and approved unanimously.

III.   Announcements

Steve announced that Joe Quimper is the new Finance Liaison replacing Jim Drabant.  He then passed out the latest membership phone and email listing.

Next, Steve noted he submitted the 2006-2007 Annual Report on July 24.   

Dick Bradie is going to record his presentation on the S&S Committee for Channel 17 viewers on August 23.

IV.   Old Business

A. Meeting with Rules Committee.  Steve said that he and Bill Grogan met with the Rules Committee on August 8 to discuss our request for 15 mph speed limits on all cul-de-sacs and dead-end streets.  The Rules Committee voted unanimously to support our request and change the regulation accordingly.  The proposed change will go out for a first reading in Lake Currents.

B. Loud car stereos.  Steve asked all the members in the room if they noticed a decrease in loud car stereos in the weeks since Chief George Dodson’s article appeared in Lake Currents  Steve noted that the noise has lessened on his street, but one person who lives on Lakeview Pkwy said she still hears loud car radios.  Steve encouraged all members to report the “boomers” to Security.

C. Narrative survey responses.  Jim Biggs then passed out copies of a report he has prepared on the narrative (write-in) question in the latest Planning Committee survey.  Out of 1506 survey responses received, 692 had at least one comment.  The greatest number of comments concerned front gate operations, with speeding second.  There were many other comments/criticisms on other subjects.  Jim noted that there were some internal inconsistencies in that while some people gave the front gate—for example-- a favorable overall mark, their narrative comment (s) highlighted a significant problem with the front gate.  Copies of Jim’s report will be made available to members.

V.    Discussion with John Bailey, GM

A.  Surveillance cameras.  John explained that work is underway on installation of three video cameras at the back gate.  One will have a wide view of both gates, one will focus on license plates of incoming vehicles, and the third will monitor the exit gate.  The live signal will be recorded on a digital recorder at the front gate and observed real-time on a monitor.  Later this month a call box with an associated small camera will be installed.  Ed Rowan asked the GM if the contract covers all projected camera installations so that a financial savings could be obtained from a bulk purchase.  The answer was no, as the purchases would at least initially be incremental.

B.  Magnetic identity cards.  This new identification system is being researched.  Basic information such as name, lot & section, street address, and telephone number will be required on the information forms prior to issuance of the photo ID cards.  Optional data can be added if the members so choose.   The Association’s Jonas system software can be linked to this new card system as can the bar code system.  The new system may be phased in by May of 2008.  Prior to implementation there will be information sessions broadcast on Ch 17 and articles published in Lake Currents.  At this point there was some discussion about front gate operations and the problem with unwanted visitors getting in because of cursory screening procedures. There was a suggestion by Peter Williams to install a gate in the visitor lane that would be activated by the guard.  A motion was made by Lynn Huntsman and seconded by Ed Rowan to recommend that a gate be installed in the visitor lane.  The motion passed unanimously and the GM asked that a memo be sent to him on the Committee action so that he and staff can gather the necessary information and present the matter to the Board of Directors.

C. Feedback from the Attorney General.  The Attorney General has not yet responded to our query says Diana Wheeler, Commonwealth Attorney.  As background, we had asked for a written opinion on whether LOW security can issue county summonses for certain traffic offenses that would be adjudicated in Orange County courts. This request was a response to the advice of our Association attorney who said that our private community status precludes us from doing this. Also, we asked for an explanation of how we would go about having the sheriff come in and do traffic enforcement. Both avenues would ultimately have to be approved by the BoD.

D.  Purchase of speed detection device.  The GM said that Elton Rupe, the Maintenance Superintendent, was going to purchase the NC-200 speed detection equipment recommended by the Committee. Steve said that he dropped off the necessary paperwork with Elton just before this meeting. A member of the audience asked if this device would take pictures of speeding vehicles. The answer was no, and Jim Biggs explained that the research he had conducted found that such a photo speed detection device would cost at least $100,000.

E.  Security audit.  John asked the members of the Ad-Hoc Committee on the Security Contract if they would be willing to draft a one-page RFP for an audit by security audit companies.  An advertisement would be placed in local newspapers.  The Ad-Hoc Committee will consider the matter and report back.

F.  Allocation of the 20 additional patrol hours this fiscal year.  It was explained that the hours have been used to solve specific problems and not just used on blanket weekend or night coverage.  Dodson Security has had a problem with vandalism and efforts to apprehend the offenders have had some success.  A brief discussion on the possibility of having youthful offenders do community service resulted in a not likely to do conclusion because of legal and insurance issues.

G.  Feedback from POAVA/CAI on street house numbers.  The GM has not been able to make contact with Bill Marr, president of POAVA.  He also has a call in to an attorney from Troutman Sanders who also specializes in association law.  There was some discussion as to why our attorney does not think we can change the regulations to force resale buyers to put in front post house numbers (which new home buyers must do).

H.  Response from delegate Scott on “Due Process”.  John explained to the assembled group that Delegate Ed Scott talked with the General Laws Subcommittee after they killed Senate Bill 1409 and found out that some delegates are concerned about Home Owner Association members not receiving due process when charged with serious traffic offenses such as reckless driving.  John said the delegates need to be educated on our established process of adjudication with the LCC and subsequent appeal process to the BoD, which some associations do not have in place.  He wants to wait; however, until other more pressing issues are discussed with our local delegate (e.g., the dam) before we press him further on this matter.

I.  Policy regarding vendors using LOW amenities.  Vendors can not use amenities unless they are specifically invited to do so by a member.  Alicia Payne said we should use color coded tags to distinguish between different categories of visitors.  Chief Dodson says they have such a system in place.  Discussion moved to the bar code system and whether we should mandate that every motor vehicle has to have a bar code.  After some discussion a motion was made by Jim Biggs to require all member vehicles to display barcodes.  The motion was seconded by Lynn Huntsman and passed unanimously.  A memo will be sent to the GM.  This system would logically be implemented at the beginning of the new fiscal year in May if approved by the Board.

J.  Status of Warden Program.  John explained that he is waiting for Orange County to vacate the communication tower near the Maintenance yard in order to improve Warden communications in LOW.  We need a new Chief Warden and we are waiting for Orange County to provide CERT training.  The GM would like the S&SC to do a quarterly plan to guide the program.  The GM said he will write an article discussing the Warden Program in Lake Currents.

VI.   New Business

1. Curve warning signs.  Bill Grogan discussed a recent incident in which a teenager seriously damaged his parent’s car on the curve near the small dam. There is no curve warning sign at that location and the parents believe that had there been such a sign their son might not have had the accident. Steve then recounted a problem area on Birdie Rd near Tallwood Trail where the road curves and people sometimes drive too fast. There is no curve warning or reduced speed limit sign at that location either.  Steve said we need to look at all dangerous curves and put up an appropriate sign.  Steve asked Chief Dodson if his patrolmen could identify dangerous areas during their routine patrols. George agreed to do so.

2. Chris Burr discussed some signage problems in the Larkspur/Wilderness area.  He will email Steve with the particulars. He also brought up an environmental safety issue at the site of the old Vaucluse gold mine across from the small dam. When this property is developed serious leaching of dangerous chemicals such as arsenic could impact nearby communities.  Steve recommended this issue be brought up with Orange County, which Chris said he was already planning to do.

3. Jim Biggs had a question for Chief Dodson regarding the recent injury of a water skier being towed by a jet ski. There was some concern in the room that PWC are not appropriate vehicles for towing skiers because of the difficulty having spotters and the very short turning radii these vehicles have.

George asked the chair to look into the fact that a 1978 edition of our regulations required all vehicles to display permanent decals in order to obtain entry into LOW.

 
   Meeting Adjourned: 5:05 PM            Next Meeting: Monday, Sept. 10, 2007 at 7 PM

These draft minutes submitted for review on August 21, 2007.  When approved at our September meeting, the final version will be disseminated in PDF format.

Approved Minutes Safety and Security Committee Meeting
September 10, 2007

Members Present                                                   BOD Liaison
Steve Cakouros (Chair)                                           Bill Wilson
Lynn Huntsman (V.Chair)
Ed Rowan                                                                 
Dick Bradie                                                               Security Representative
Jim Biggs
Mike Pulice                                                                George Dodson
Doug Weiford

Visitors
Bill Grogan (LCC)
Kathleen Bradie (Rules)
Don Walters
Glen Lee
Dave Ketch                                                   

I.    Call to Order.    Meeting called to order by Chairman Cakouros at 7:02 PM. 

II.   Announcements

Steve announced that Peter Williams is the new Board Liaison replacing Bill Wilson.  Bill, however, was substituting for Peter this night.  Steve then passed out the latest membership phone and email listing to Committee members.

The chair then said that on 26 August he emailed the General Manager (GM) a memo on “Entrance Procedures” that detailed Committee recommendations regarding bar codes and the visitor lane.  The memo has been acknowledged by the GM.  Steve passed out copies of the final version to attendees.

Dick Bradie’s recorded cable TV presentation was mentioned next.  All who saw it on Channel 18 were favorably impressed.  Steve noted that no one has offered his/her services to the Committee as yet, as a result of the broadcast.

Lastly, Steve mentioned his morning meeting with the GM and Chief George Dodson.   Steve reiterated to the GM that it is important to get responses from the Attorney General and association legal specialists from our previous queries.  Other matters discussed will be covered later in these minutes.

III.   Motion to approve August 13, 2007 Minutes.   Motion to approve minutes made by Lynn Huntsman, seconded by Mike Pulice, and approved unanimously.

IV.   Old Business

1. Surveillance cameras at the Back Gate.  The three cameras at the Back Gate are installed but are awaiting installation of a T-1 line by Verizon.  It may take 3 or 4 weeks to be fully operational.  The call box and mini-camera are included in the installation package. 

1. Purchase of speed detection equipment.  The NC-200 device has been received by Maintenance. The package includes hardware and software.  The vendor is going to provide on-site training.  When the device is operationally deployed the Maintenance Department will place and remove the device from the roadways.  Data will be downloaded and printed out by Dodson Security personnel.

1. AM broadcast system.  Maintenance has installed the equipment for a dedicated AM radio broadcast announcement system.  Antennas have been installed at both front and rear gates. Communications staff must record specific announcements and they will be run in a continual loop. This short-range radio broadcast system has yet to be tested.

1. LOW communication tower update.  Jim Drabant, a former radio systems program manager, has volunteered to work with Orange County in an effort to improve Warden communications by installing a repeater system on the tower near the Maintenance Depot.  With the GM’s authorization, Jim has applied for additional radio frequencies and is working with the Motorola Corp. and Orange County staffers.

1. Curve warning signs.  Elton Rupe, Maintenance Superintendent, has ordered warning signs for both the small dam and Birdie Road curves.  The signs will be installed by Maintenance ASAP.

1. Security audit status.  The remaining two members of the Audit sub-committee have declined the invitation by the GM to develop an RFP to solicit companies willing and able to perform a security audit.  Thus, this project is in abeyance. 

V.   New Business

1. Barred-From-Driving-in-LOW List (BFDLL).  Bill Grogan, LCC chairman, discussed the BFDLL.  There are currently 209 individuals barred from driving in LOW.  The largest block of people is vendors (89) and there is an “Unclassified” group of 147 that may be a miscellaneous grouping.  Some discussion ensued regarding the need to refine the unclassified category and to force vendor companies to pay for the fines levied against a particular driver.  Bill Wilson will discuss this latter issue with the Board.  There was a general consensus that concerted measures need to be taken to ensure that barred individuals are not circumventing our restrictions.

1. Noise Laws.  Steve passed out an Associated Press article that discusses actions that some cities such as New York City and Denver are taking against loud motorcycles.  There is a growing outcry due to the proclivity of some motorcyclists to replace their factory installed mufflers with unusually loud aftermarket devices (It is against the law in Virginia to have altered exhaust systems that are noticeably louder than OEM equipment).  Steve then mentioned a strange incident at the LOW front gate in July when a motor vehicle with booming sub-woofers entered the gate and was stopped by an Orange County deputy sheriff who happened to be at the front gate on other business.  Apparently the deputy found something incriminating in the vehicle and arrested the suspect, said Chief Dodson.

1. Bicycle accident on Lakeview.  George Dodson recounted a recent serious bicycle accident on Lakeview Pkwy near the intersection of Fairway Drive.  The injured woman was standing on the side of the road when she was hit by a pickup truck and thrown a considerable distance.  Her injuries were serious.  The driver of the pickup truck was cited for reckless driving.

1. Monthly Report.  Steve read through some of the incidents reported in the August monthly security report.  He focused on incidents that involved the Sheriff’s department.  He also noted that the number of traffic citations has dropped to 55 from a monthly high of 163 in May.

1.  Miscellaneous.  

1. Ed Rowan mentioned a recent early morning situation at the Life Estates mail station where a woman parked her vehicle in a location that impeded traffic flow.  Her children were running around the mail station while waiting for school buses.  George will look into this.
2. Dick Bradie reminded the assembled masses that he still sees speeding school buses and RSA trucks in the area of the small lake boat ramp.  Chief Dodson noted the situation and said that in the past he has notified the bus dispatcher and the local head of RSA.
3. Visitor Dave Ketch then recounted a difficult past situation concerning his adult daughter and a possible stalker who was apparently a vendor.  A Sheriff’s deputy investigated but was not able to find the suspect.  Mr. Ketch wanted to know if license plates of incoming vehicles are recorded in the visitor lane.  Chief Dodson explained that they are, but only for a week.  Unfortunately, this incident happened about a year ago.  It was generally acknowledged that had this avenue been pursued in a timely fashion to identify the suspect vehicle, the matter may have been quickly resolved.  There is nothing that can be done now.
4. Visitor Glen Lee then introduced himself as a long-time law enforcement officer.  He believes that Dodson Security personnel need to be more professional in appearance (e.g., no smoking while directing vehicles in the visitor lane) and receive better training in such things as report writing.  Based on his dealings with Dodson Security personnel in a vandalism incident (s) he would have to give them a poor grade.
5. Lastly, it was noted that occasionally people see a man in a wheelchair tooling along Lakeview Pkwy near the lower level parking lot.   It was generally agreed that for safety purposes, the wheelchair needs a back reflector.  George Dodson explained that a generous resident has already offered to pay for the reflector.

 
   Meeting Adjourned: 8:40 PM     

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

1. 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.
2. 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.
3. Steve mentioned the recent articles published by Lynn Huntsman and Dick Bradie in Lake Currents and Dick’s broadcast on Channel 18.
4. 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

1. 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.
   
   
2. 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.
   
   
3. 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

1. The chairman passed out copies of the latest S&S Committee membership listing, noting several changes.
2. 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.
3. 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

1. 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.

1. 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.

1. 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

1. 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.

2. 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.

3. 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.

4. 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.

5. 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. 

6. 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

1. 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.

2. 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.

3. 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

1. Steve welcomed new member Ginny Thoms, who has been appointed an alternate.
2. 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.
3. 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.
4. 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

1. 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.

1. 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. 

1. 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.

1. 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. 

1. 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.

1. 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

1. 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.

2. 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.

3. 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.

4. 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.

5. 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.

6. 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.

7. 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. 

8. 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.

9. 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

1. Steve said he met with the GM and Chief of Security the last two Monday mornings to discuss ongoing matters of concern.
2. He then noted that the Sheriff is the guest speaker at the Civic Club meeting on Tuesday, the 15th.
3. 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

1. 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.

1. 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.

1. 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.

1. 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.

1. 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.

1. 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.

1. 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.

1. 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

1. 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.

2. 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.

3. 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.

4. 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

1. 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.
2. 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.
3. 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.
4. 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

1. 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.

1. 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.

1. 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.

1. 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. 

1. 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.

1. 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.

1. 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

1. 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.

2. 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.

3. 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.

4. 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. 

5. 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 

1. 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.

2. 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                                            &