|
|
|
|
SECURITY COMMITTEE
Minutes of Meeting August 21, 2004
The August 21, 2004, meeting of the Security Committee was called to order in the P.O.A. Administration Building Conference Room by Chairman Art Shelko at 9:30 a.m.
Members present were Dick Covey, Tom Gordon, Tony Sabia, Art Shelko, Margaret Urban and Fred White. Excused Committee members were Nick Altomare, Pat Arrigan, Bill Carney, Bill Culley, Marie Fleischmann, John Healy, Bob Hodern, John Hoke, Jane Krasny, Bill Miller, Don Mumbauer, Maria Pirozzi, Karen Pobjecki and Jack Schumacher,. Also present were Community Manager Ralph Graf, Public Works Director Scott Hall (part time), Director Jim LoCantro (part time) and Governing Documents Committee member Kathy Wislinski.
Minutes of June 19, 2004 Meeting
A motion by Dick Covey, seconded by Tony Sabia, to accept the minutes as presented was approved unanimously.
Old Business
a) New Community Access System
A meeting was held on February 26, 2004 with MIS Director Dave White to discuss operational problems with the community access system. As per the minutes of that meeting, Dave White and Joe Kozuch are pursuing further discussions with CTR, the company that furnished the hardware for the gate system, regarding software that will fulfill the needs of the Security Department. Joe will arrange a meeting with Dave White, CTR and Joe within the next month. Joe Kozuch will request money for software from CTR in his 2005 department budget
b) Video Surveillance
No money has been budget for further expansion in 2004. Joe Kozuch has been exploring new technologies (VCRs, Internet) for possible future installation/application in The Hideout, and is working closely with Dave White. This includes surveillance at certain amenities and live TV at the compactors, which will be requested when the 2005 Budget Committee meets. Joe has been working with the Hillmans Security Co.
c) Rental Rules
The new rental policy is in place and is reported to be working well to date. This agenda item will remain an open item for the next several months.
d) Trailers/Commercial Vehicle Regulations
The following motion was proposed at last month's Security Committee meeting:
Resolved: that if an ECC violation is not corrected within 30 days of a property owner being cited, at the Director of Security's discretion the appropriate fine for the violation will be added to the property owner's account and a second citation, with a fine double that of the original citation, will be issued. Should the violation not be corrected within 60 days of the original citation, additional fines of $10.00 per day shall be assessed until such time as the property owner has corrected the violation and has advised the Director of Security accordingly.
The Board of Directors changed the motion slightly, changing the timing of the implementation of daily $10.00 fines from 60 days after issuance of the original citation to 30 days after issuance of the second citation. The motion was then approved by the Board. This agenda item is now closed.
e) Security Department Responsibilities
The Security Department personnel are still performing many non-security related tasks. There has been little progress in shifting responsibility for these tasks to other departments. An additional patrol person(s), scheduled to work four days per week, has been added to the Security Department staff. This agenda item will be kept open throughout the summer season.
f) North Gate Mail Boxes
Scott Hall distributed drawings of the proposed new location of the North Mailbox Complex to the North Pool area. Scott discussed the relocation in detail. The new location has been approved by the Public Works Committee and is acceptable to the Security Department. The Security Committee thanks Scott for efforts.
g) Ambulance Service
As reported last month, EMTs responding as members of the Hideout Emergency Response Team (H.E.R.T.)to a call outside of their normal working hours may not have been covered by Workman's Compensation insurance. All members of H.E.R.T. responding to an emergency call outside of their scheduled working hours will be compensated by The Hideout for their time, which resolves this problem. This agenda item will be held open until the next Security Committee meeting for final review with Director of Security Joe Kozuch.
h) Cellular Phone Service
Letters have been sent to Verizon and Nextel by ABH and the Administration expressing The Hideout's concern. Petitions with approximately 1200 signatures for additional cellular towers in the have been sent to Verizon, Nextel and Sprint. Additional information regarding coordinates of various locations, including the RS&W water towers, has also been sent. Response from both Verizon and Nextel has been positive regarding service within The Hideout; Sprint has indicated that they are looking at all of Wayne County and apparently had little interest in the petitions or other information sent to them by Hideout members.
i) Water Skiing/Tubing
With increased powerboat usage on Roamingwood Lake, the increased risk of accidents when towing more than one person on a raft or pulling multiple water skiers behind a becomes obvious. At the June 19, 2004 Security Committee meeting the following motion was approved unanimously:
Resolved: that with the ever-increasing usage of Roamingwood Lake, the towing of more than one person behind a watercraft, (water skier, tuber, etc.) presents a safety hazard to the persons being towed as well as other boaters and recreationists on the lake. Therefore, the Security Committee recommends that a new boating regulation be adopted at once limiting the number of people that can be towed or otherwise pulled behind any watercraft on Roamingwood Lake to one. It is further recommended that since the next Board meeting is not scheduled until August the Board members be advised immediately of the Security Committee recommendation and be polled by telephone or other means so that, if approved, this safety measure can be implemented immediately.
The Board approved a new regulation limiting the number of tow lines, not persons being towed, to one. The Committee is concerned that, for example, when two or more persons are thrown from a tube the potential for bodily injury or worse in increased when people collide with each other. After a lengthy discussion a subcommittee consisting of Dick Covey, Margaret Urban and Tony Sabia was formed to research this matter further.
New Business
a) Governing Documents Committee
Governing Documents Committee member Kathy Wislinski requested the Security Committee members to review the sections of our rules and regulations relating to security, specifically Appendix IV, Pages 3-4, General Rules, and advise her of any comments or suggestions that she can bring back to her committee. Kathy also had information on the laws of Pennsylvania regarding loose and/or dangerous dogs. Kathy will arrange to have this information distributed to the members of the Committee in time for discussion at our next meeting.
b) Special Motorized Vehicles
The use of pocket bikes, mopeds, ATVs, etc. within The Hideout was discussed. Margaret Urban distributed information on such vehicles. The Hideout has adopted the Motor Vehicle Code of the Commonwealth of Pennsylvania. As such, and also in accordance with existing Hideout Rules and Regulations, vehicles that can be registered can be driven within The Hideout by licensed operators. There was a discussion regarding the safety of these vehicles. As a private community The Hideout has the right to adopt more stringent regulations should the Board of Directors so choose. A subcommittee consisting of Bob Hodern, Margaret Urban, Tony Sabia and Fred White was formed to research this further.
Security Administrator's Report
Director of Security Joe Kozuch was excused from attendance at today's meeting.
Next Meeting Date
The next meeting of the Security Committee will be on Saturday, October 2, 2004, at 9:30 a.m. in the P.O.A. Administration Building.
Adjournment
The meeting was adjourned at 11:17 a.m.
ASSOCIATION OF PROPERTY OWNERS OF THE HIDEOUT, INC.
SECURITY COMMITTEE
Minutes of Meeting
July 24, 2004
The July 24, 2004, meeting of the Security Committee was called to order in the P.O.A. Administration Building Conference Room by Chairman Art Shelko at 9:30 a.m.
Members present were Nick Altomare, Bill Carney, Dick Covey, Marie Fleischmann, Tom Gordon, John Healy, John Hoke, Jane Krasny, Tony Sabia, Jack Schumacher, Art Shelko, Margaret Urban and Fred White. Excused Committee members were Pat Arrigan, Bill Culley, Bill Miller, Don Mumbauer, Maria Pirozzi and Karen Pobjecki. Also present were Security Director Joe Kozuch, Community Manager Ralph Graf, Director Jim LoCantro and Governing Documents Committee member Kathy Wislinski.
Minutes of June 19, 2004 Meeting
A motion by Jane Krasny, seconded by Marie Fleischmann, to accept the minutes as presented was approved unanimously.
Old Business
a) New Community Access System
A meeting was held on February 26, 2004 with MIS Director Dave White to discuss operational problems with the community access system. As per the minutes of that meeting, Dave White and Joe Kozuch are pursuing further discussions with CTR, the company that furnished the hardware for the gate system, regarding software that will fulfill the needs of the Security Department. Joe will arrange a meeting with Dave White, CTR and Joe within the next month. Joe Kozuch will request money for software from CTR in his 2005 department budget
b) Video Surveillance
No money has been budget for further expansion in 2004. Joe Kozuch has been exploring new technologies (VCRs, Internet) for possible future installation/application in The Hideout, and is working closely with Dave White. This includes surveillance at certain amenities and live TV at the compactors, which will be requested when the 2005 Budget Committee meets. Joe has been working with the Hillmans Security Co.
c) Rental Rules
The rental application document was submitted to the Board of Directors following the Security Committee's April meeting. With only minor changes, the document was approved by the Board. The policy was scheduled to become effective July 1, 2004. Following a meeting of the P.O.A. Administration, members of the Subcommittee and various local realtors, several further minor revisions were made to rental policy, and the effective date was moved back slightly to July 15, 2004. The new rental policy will be presented and explained to the membership in the August Hideabout. The subcommittee was again commended and thanked by the Security Committee members for their efforts in finalizing this. This agenda item will remain an open item for the next several months.
d) Trailers/Commercial Vehicle Regulations
The Environmental Control Committee (ECC) was reviewing the Hideout regulations regarding trailers and commercial vehicles. As reported at last month's meeting, this effort has been taken over by the new Governing Documents Committee and will be removed from the Security Committee's agenda.
Current practice regarding ECC violations is to give the property owner 30 days after issuance of a citation in which to comply. If the property owner fails to take proper action after 30 days, a second citation is issued and the amount of the fine assessed is doubled. Additional citations, at double the amount of the original fine, are then issued every 30 days. After a discussion at the June Security Committee meeting, it was agreed that if a property owner refuses to correct an ECC violation after 30 days, additional citations will be issued weekly or more frequently, not monthly. It was also agreed that the current practice of granting an additional period of time, at the discretion of the Director of Security, to correct the violation should a property owner advise the P.O.A. that he/she intends to correct the violation but is unable to do so within the next 30 days, will be continued. Following a lengthy discussion on implementation of this policy, the following motion was proposed by Dick Covey:
Resolved: that if an ECC violation is not corrected within 30 days of a property owner being cited, at the Director of Security's discretion the appropriate fine for the violation will be added to the property owner's account and a second citation, with a fine double that of the original citation, will be issued. Should the violation not be corrected within 60 days of the original citation, additional fines of $10.00 per day shall be assessed until such time as the property owner has corrected the violation and has advised the Director of Security accordingly.
The motion was seconded by Nick Altomare and was approved: 12 in favor, none opposed, 2 abstentions.
e) Security Department Responsibilities
The Security Department personnel are still performing many non-security related tasks. There has been little progress in shifting responsibility for these tasks to other departments. An additional patrol person(s), scheduled to work four days per week, has been added to the Security Department staff. This agenda item will be kept open throughout the summer season.
f) North Gate Mail Boxes
It was reported that the mail boxes will be relocated to the North Pool Complex area.
g) Ambulance Service
It was reported that EMTs responding as members of the Hideout Emergency Response Team (H.E.R.T.)to a call outside of their normal working hours may not have been covered by Workman's Compensation insurance. All members of H.E.R.T. responding to an emergency call outside of their scheduled working hours will be compensated by The Hideout for their time.
The EMTs in the Hideout Emergency Response Team were again praised by the Security Committee and by Hideout Management for the excellent work that they do. A special thank you to Ralph Graf, Joe Kozuch and Betty Sullivan for their efforts in resolving previous problems regarding emergency calls within The Hideout was expressed by the Committee.
h) Cellular Phone Service
The Security Committee remains very concerned over the inability throughout most of The Hideout to contact 911 by cellular phone during an emergency. Letters have been sent to Verizon and Nextel by ABH and the Administration expressing The Hideout's concern. Petitions for additional cellular towers in the area are being circulated. Response from both Verizon and Nextel has been positive.
i) Water Skiing/Tubing
With increased powerboat usage on Roamingwood Lake, the increased risk of accidents when towing more than one person on a raft or pulling multiple water skiers behind a becomes obvious. At the June 19, 2004 Security Committee meeting the following motion was approved unanimously:
Resolved: that with the ever-increasing usage of Roamingwood Lake, the towing of more than one person behind a watercraft, (water skier, tuber, etc.) presents a safety hazard to the persons being towed as well as other boaters and recreationists on the lake. Therefore, the Security Committee recommends that a new boating regulation be adopted at once limiting the number of people that can be towed or otherwise pulled behind any watercraft on Roamingwood Lake to one. It is further recommended that since the next Board meeting is not scheduled until August the Board members be advised immediately of the Security Committee recommendation and be polled by telephone or other means so that, if approved, this safety measure can be implemented immediately.
It was reported that the Board of Directors has sent this motion back to the Committee with a request for statistics on accidents involving multiple persons being towed behind a watercraft on Roamingwood Lake. The statistics are simple: to date, no such accidents have as yet occurred. The Security Committee respectfully requests the Board to reconsider this matter and approve the recommended safety policy before such an accident occurs.
New Business
a) Governing Documents Committee
Art Shelko introduced Governing Documents Committee member Kathy Wislinski to the Security Committee. The Governing Documents Committee was appointed by the Board to recommend possible changes to the Protective Covenants, Bylaws and Rules & Regulations. Kathy requested the Security Committee members to review the sections of our governing documents relating to security and advise her of any comments or suggestions that she can bring back to he r committee.
The Governing Documents Committee has three subcommittees. Jane Krasny is the Chairperson of the Bylaws subcommittee. Any suggestions or comments regarding the Bylaws should also be given to Jane.
Security Administrator's Report
Security Administrator Joe Kozuch commented on various issues.
Next Meeting Date
The next meeting of the Security Committee will be on Saturday, August 21, 2004, at 9:30 a.m. in the P.O.A. Administration Building.
Adjournment
The meeting was adjourned at 11:31 a.m.
Respectfully submitted,
___________
Art Shelko
Security Committee Chairman
ASSOCIATION OF PROPERTY OWNERS OF THE HIDEOUT, INC.
SECURITY COMMITTEE
Minutes of Meeting
February 26, 2004
A special meeting of the Security Committee was held on Thursday, February 26, 2004, in Community Manager Ralph Graf's office for the purpose of discussing the community access system with The Hideout's MIS Director, Dave White. Committee members present were Bill Carney, Dick Covey, John Healy, Tony Sabia, Jack Schumacher, Art Shelko and Margaret Urban. Also present were Security Director Joe Kozuch, MIS Director Dave White, Community Manager Ralph Graf and P.O.A. President Betty Sullivan.
The meeting was called to order at 10:30 a.m.
Dave White discussed the existing gate system, which is Microsoft Access based, and is limited to one gigabyte of storage. The one gigabyte limit cannot be increased. Problems with exceeding this memory when guess passes are entered and stored has caused the system to crash. This is now dealt with by Dave manually sorting through the system every Monday, a time-consuming task.
The new Jonas system was supposed to include the gate access system and all other Security Department programs. The Jonas system is not capable of this. A new, separate computer system will be required to control the community access system. After a detailed discussion, the Security Committee strongly recommended that Dave White and Joe Kozuch pursue further discussions with CTR, the company that furnished the hardware for the access system, regarding software that will finally fulfill the needs of the Security Department.
The Security Committee has offered its full support to Dave and Joe regarding resolution of the ongoing problems with the community access system, and will meet with them whenever requested.
Joe Kozuch advised the Committee that new software will be installed in the near future that will allow Security Department incident reports to be computerized. Dave White has been able to obtain this software for The Hideout at no cost to us. The Committee expressed its appreciation to Dave.
The meeting adjourned at 12:10 p.m.
Respectfully submitted,
Art Shelko
Security Committee Chairman
ASSOCIATION OF PROPERTY OWNERS OF THE HIDEOUT, INC.
SECURITY COMMITTEE
Minutes of Meeting
November 15, 2003
The November 15, 2003 meeting of the Security Committee was called to order in the P.O.A. Administration Building Conference Room by Chairman Art Shelko at 9:33 a.m.
Members present were Dick Covey, Marie Fleischmann, Tom Gordon, John Hoke, Jane Krasny, Bill Miller, Jack Schumacher, Tony Sabia, Art Shelko, Margaret Urban and Fred White. Excused Committee members were Nick Altomare, Pat Arrigan, Bill Carney, Al Goldberg, Don Mumbauer, Maria Pirozzi, Karen Pobjecki and Bob Priest. Also present was Security Administrator Joe Kozuch.
Art Shelko thanked Dick Covey for conducting the May 17, 2003 meeting and Marie Fleischmann for taking the minutes of that meeting.
Minutes of May 17, 2003 Meeting
A motion by Bill Miller, seconded by John Hoke, to accept the minutes as corrected was approved unanimously. Corrections consisted of not deleting the subject of video surveillance from the current agenda, and clarifying that insurance deductibles were increased and premiums for sexual harassment/abuse have increased.
Old Business
a) New Community Access System
MIS Director White is checking with CTR, the company that provided the software for the community access system, to see how we can customize this software for our specific needs. Security Administrator Joe Kozuch is working with him.
b) Video Surveillance
No money has been budget for further expansion in 2004.
c) Rental Rules
The Security Committee submitted its recommendations to the Board of Directors in January 2001, nearly three years ago. The proposed rental rules were reviewed by attorneys from two independent law firms, each highly experienced in working with private communities and/or real estate matters. A property owner addressed the Board and opined that the proposed rental rules required too much paper work for short term or weekend rentals. The Board referred the matter back to the Security Committee.
After considerable discussion, the following motion was proposed by Jane Krasny:
Resolved: that the proposed Rental Rules were presented to The Hideout Board of Directors in January 2001, that the proposed Rental Rules were reviewed by two independent and experienced law firms and include all recommendations made by both law firms, and that the Security Committee finds no statements or items in the proposed Rental Rules that would apply to long term rentals but not to weekend or short term rentals. The Security Committee therefore recommends and urges that the proposed Rental Rules, including the recommended lease, be adopted and implemented by the Board of Directors immediately.
The motion was seconded by Margaret Urban and approved unanimously.
d) Road Striping
Funds for adding white lines to the berm sides of all Hideout roads that have yellow center lines were reportedly requested by Public Works Director Scott Hall. The Security Committee strongly recommends that, for increased road safety, these funds be approved and the white lines be added as soon as possible.
e) Joan Alison
Tree branches interfering with line-of-sight on the roadway have been trimmed. Bushes in the easement by Ms. Alison's property still interfere with the line of site and are a safety concern. Joe Kozuch will request the Maintenance Department to trim and/or remove these bushes from the easement.
f) Firewise Medal Community
This program is moving ahead. All fire hydrants are reported to be in working condition.
g) Disruptive Guest Policy
The policy is now in place. A letter has been drawn up but has not yet been sent to anyone since most of the proposed recipients are still incarcerated. Joe Kozuch will request Sheriff Morelli to deliver the letters to all recipients that are currently jailed.
h) Trailers/Commercial Vehicle Regulations
The Environmental Control Committee (ECC) is reviewing the Hideout regulations regarding trailers and commercial vehicles. Currently, the Security Department can authorize a trailer or commercial vehicle to remain on property for up to 48 hours.
i) Security Department Responsibilities
The Security Department personnel are still performing many non-security related tasks. There has been little progress in shifting responsibility for these tasks to other departments. With overtime, Security is able to cover all patrols.
j) Emergency Egress
The Board has turned down the request for a new emergency exit from The Hideout in the vicinity of Windemere Lane. The Board is considering a larger pipe or culvert under Lakeview Drive East in the vicinity of Glenwood Drive to alleviate potential flooding conditions.
New Business
a) Chestnut Hill/North Fairway Intersection
The Committee discussed visibility of oncoming traffic at this intersection when driving from the Clubhouse area towards North Gate. A knoll on North Fairway makes it difficult to see traffic coming from the north on North Fairway until vehicles are quite close to the intersection. The following motion was proposed by Dick Covey:
Resolved: that the knoll on North Fairway makes it difficult for vehicles on Chestnut Hill to see traffic approaching from the north on North Fairway, even when the vehicles are stopped at the existing stop signs on Chestnut Hill. To improve safety at this intersection, it is recommended that four-way stop signs be installed at this intersection, i.e. stop signs be installed in both directions on North Fairway.
The motion was seconded by Marie Fleischmann and approved: five in favor, four opposed, two abstentions.
b) North Gate Mailboxes
The Public Works Committee has proposed a motion to the Board to relocate the mailboxes at North Gate to the North Beach parking area. The Public Works Committee reports that there have been 23 accidents and numerous near-misses in this area from January 1999 to November 2003, and that relocating the mailboxes would alleviate congestion and minimize the potential for vehicle accidents. The following motion was proposed by Jack Schumacher:
Resolved: that the current location of the North Gate mailboxes and the existing traffic patterns create a safety concern. Numerous accidents and near-misses have occurred in this area. Relocating the mailboxes would improve safety in the North Gate area. The Security Committee endorses the November 12, 2003 motion of the Public Works Committee and urges the Board of Directors to promptly authorize relocation of the North Gate mailboxes to a safer location.
The motion was seconded by Jane Krasny and approved unanimously.
Security Administrator's Report
Security Administrator Joe Kozuch distributed a written report to the Committee members. Joe reported that the statistics regarding Security matters in the community are good.
Next Meeting Date
The next meeting of the Security Committee will be on Saturday, January 10, 2004, at 9:30 a.m. in the P.O.A. Administration Building.
Adjournment
The meeting was adjourned at 11:45 a.m.
Respectfully submitted,
___________
Art Shelko
Security Committee Chairman
