Using broad brush strokes, the newly seated Seven Lakes Landowners Association [SLLA] Board of Directors sketched out a plan to improve communication with residents during their Monday, April 11 Work Session.
Under development is a new monthly town hall-style gathering — in addition to the regularly scheduled two standard meetings — that will feature a set agenda, but reserve ample time specifically for public comment and discussion. In addition, the Board approved a return to an evening schedule for Work Sessions, tentatively planned for 7:00 pm on the Monday night ten days prior to the Open Meeting. These sessions will also include expanded opportunities for interaction from non-Board members.
“We have huge things that we are going to be dealing with," SLLA President Bob Darr said. "Many of those items will need input from and backing from the community. If we intend to move forward, we have to establish a new system and a set of tools to do that job.”
Public address during Open Meetings will continue using a set of standards gleaned from county-level meetings that restricts speakers to three minutes at the podium.
But taking a much different tack for input at Work Sessions, the Board tossed aside a policy that required residents to sign up three days in advance to address the Board. Instead, those wishing to speak or ask a question may simply raise their hand during Board discussion and wait to be recognized — though Darr cautioned that such input should be "on subject" and appropriate.
In addition, he encouraged his fellow Board members to be more open in their responses to such input, either by defending or supporting their actions and decisions.
Looking beyond face-to-face interaction, the Board also agreed that additional written information should be available. One suggestion that seemed to gain traction was a community newsletter that could be printed alongside the Interlake or downloaded from email alerts.
“It’s important, and I want the community to know that we are hearing their concerns and we are going to respond,” Darr said.
Reserve Study
The SLLA Reserve Study offers a substantial and comprehensive long-term projection of infrastructure and financing needs over the next thirty years. Unfortunately, the voluminous amount of information is so chock full of figures that it easily overwhelms any casual review.
Attempting to break the study down into a more manageable document, Director Bud Shaver compiled an extract of information and now, working alongside newly seated Treasurer Conrad Meyer, has further simplified his recommendations based on the study into two categories: road repaving and everything else.
“This is like a big elephant, and you can’t eat it all at once,” said Meyer.
Of primary concern are four areas of focus for future capital expenditures — dams, pool, buildings, and other — all with replacement estimates ranging from $500,000 to $600,000 each: costly, but manageable.
Road paving is an entirely different story, with an anticipated price tag in the multiple millions.
“When we looked at the study we found one key element — that is paving, asphalt,” said Shaver. “All the rest of the recommendations can be handled within our future budgets without a major incremental dues increase — but not paving.”
Shaver reminded the Board that three areas have already been identified as requiring immediate and necessary repairs, and suggested a complete analysis should be completed on various options moving forward.
“What is the cost to do these repairs?" Shaver asked, listing the questions such an analysis needs to answer. "What is the cost to do all the roads at once? What happens if we break it down in increments of two, five or ten miles paved at a time? We must offer options to our residents: If we do this what is the cost? If we do that, what is the cost?”
Shaver recommended that a committee should be formed for the specific purpose of looking at how to deal with the roads.
“This is the critical point for financing and the main issue that will drive the Reserve Study,” he said. “This is not a one-time Board issue, but an issue that will need to be addressed for the next twenty years by whoever sits here. They have to keep this as their number one issue, and failure to do so will hurt this Association.”
Darr agreed. “There is anticipation from the community that we need to do something,” he said. “We need to have progress.”
Darr appointed Shaver to oversee the road committee; and interested residents, especially those with engineering or construction experience, are encouraged to volunteer.
Architectural Review
Director Don Fentzlaff was appointed to serve as Acting Chair of the Architectural Review Board [ARB]. With contracts pending and the review process at a standstill following the unexpected resignation of former Director Melinda Scott, the Board also reseated standing members Sally Kindsvatter and Edie Starkey.
Two new members, JoAn Moses and Dennis Mueller, were named to the ARB, and Mike Cummins was tapped as an alternate. All ARB appointments are considered temporary, pending a formal vote that will be held at the next Open Meeting.
Judicial Panel
Director Bob Racine nominated former SLLA President Ed Chapman to continue his position as chair of the Judicial Panel, with assistance from standing members Dean Charles, Carolyn Follansbee, Ken Keating, and Frank Krohn. As with ARB, all appointments are considered temporary, pending a formal vote.
“This is a good committee of conscientious and dedicated residents,” said Racine.
In a related discussion, Director Shaver recommended, based on a suggestion by longtime Election Committee member and advisor, Ray Pardue, that the community rules and regulations be revised so that Judicial Panel members would also conduct the official ballot count for annual Board elections.
Community Standards
With only two active members and a stack of pending non-compliance reports, Racine said he is seeking additional residents to assist with the Community Standards Committee.
“I would like to narrow down this list and investigate if these infractions still exist," he said. "If it is a minor concern and nitpicking, then we will put it aside. But we need help. If you want the community to look nice, then we need your help.”
In addition he expressed concern over the fairly recent practice that eliminated a courtesy phone call to residents prior to a letter of complaint.
“This question was raised at a meeting and I checked the By Laws, which state that a phone call is required; but I was informed my copy of rules was out of date and the letter is first,” said Racine.
After discussion, he agreed to follow up with Community Manager Alina Cochran to determine if and when the revised procedure was officially adopted.
Grounds and Maintenance
Revisiting the Davenport Landscaping contract was a priority and a necessity, said Darr, with the four new Board members pledging such action in the recent election.
“Having reviewed the contract and after saying that one of the first things I planned to do was to get rid of it, I’m telling you – it can’t happen,” Darr said, explaining that the contract can only be cancelled with due cause. “Davenport is out there mowing grass, picking up pine cones and, in my mind, satisfying their contract. I think they’re doing a good job and it looks fine.”
Distributing a bid sheet that accompanied the original contract request and details the scope of work required, Darr said that, unless those objectives were not met, it would be extremely difficult and costly to cancel the contract.
“We have a contract for $146,400; and, if they don’t violate this agreement, we have a contract and that is what we’re going to live with,” he said. “I want it understood that I do not have an agenda against Davenport. My concern was cost. We have a contract for three years, and we need to move on.”
Unconvinced, Fentzlaff questioned the cost to negotiate with Davenport to end the contract amicably and then look to local contractors for new bids, which prompted Northsider Joan Cook to remind the Board that Davenport has hired two former SLLA maintenance staff.
In addition, Fentzlaff expressed concern that the contract had not been reviewed by the Association attorney and worried over security needs and placement of a proposed storage unit to house Davenport supplies.
Shaver countered that while the contractor could be replaced, the question was then by whom and at what unknown cost. On the storage unit, Darr said it would be placed behind the maintenance yard out of sight.
On a recommendation by Racine, Darr said he would also research whether the unit would only store materials for on-site use or also be used by Davenport for any other potential contracting needs in the area.
Addressing additional proposed costs for overseeding, fertilizer, and flower installation work by Davenport, Darr said he would reinstitute the Beautification Committee for assistance.
“This is not a replacement for Davenport, but rather to have them working together and with the community particularly with flower planting and planning,” he said.
In addition, Darr said he would invite the Davenport leadership team to make a presentation to the newly seated Board.
“We need to understand them better, so we can work together better,” he said.
Finance
George Temple and Ed Sanchez, both standing members of the Finance Committee, have agreed to continue, reported Meyer, along with new member Jim Allen, who has volunteered to fill the seat vacated by Gil Jones. Meyer credited former Treasurer Denny Galford with providing him with copious background information that has been very helpful.
He said the committee is looking for volunteers to assist with an inventory count at the end of April, and will also be addressing how to improve inventory control, following up on a recommendation by Cochran.
In addition, he and Cochran will be defining and then auditing the community for any improved lots — basically, undeveloped residential lots with infrastructure such as septic fields or bulkheads.
Continuing an informal but standard practice, after receiving tacit approval by the Board, Meyer said any extra operating revenue from the current year would be rolled into next year’s reserve fund.
Lakes & Dams
More residents are needed to fill out the Lakes & Dams Committee, though the total number of volunteers will be limited to keep the group manageable, said Lakes & Dams Chair Don Fentzlaff.
He noted that a new state regulation requires all power boat operators to complete the NC Wildlife Boating Safety Course. Fentzlaff said he participated in the recent offering held in Seven Lakes and was pleased to see a number of teenagers in attendance. He said another class will be scheduled in the near future.
Addressing current issues, Fentzlaff reported a spillway pipe at Dogwood Lake is not functioning properly; Darr and Cochran will follow up. Dogwood Lake is a small pond-like water area located near Sequoia Point, the dam is classified as low-hazard.
Security
Without a dedicated Director in place, Darr said there was little to report on security.
He noted that former Director Mims had been researching security camera options and said he hoped to work with him to gather more information and history on current concerns.
Northsider Bob Cook asked about vandalism and said he felt there was considerably more damage occurring than was being reported to the community.
Shaver noted the vandalism problem was mainly the work of a very small group of people, and Darr said he would look into developing a standard report on incidents of vandalism.
Recreation
Picking up on the discussion of vandalism, Racine said he learned that the chronic threat of damage is the reason boat slips are left vacant during the week at the Sequoia Point dock.
“Why are there empty slips? Because people won’t leave their boats there because of the vandalism,” he said.
Racine recommended removal of two of the three entrance ramps at the dock, leaving one in place that could be gated, locked and further secured with extended fencing.
Addressing other recreational concerns, Racine asked the Board to approve a stop work request from Cochran for any repaving work at the basketball courts and to bring the discussion back to the committee level.
“I am in favor of resurfacing," Racine said, "but I see skateboarders using it more and more. They are moving the picnic tables to use as jumps. My argument is, why spend a dime, when you cannot control the activities going on?”
Looking towards Summer, Racine said he reviewed the fireworks contract. With $3,600 already paid, which represents half of the total expenditure, he noted the full contract amount exceeds Cochran’s limit of approval [set at $5,000], yet the Board had not been consulted nor signed approval.
Meyer said he would address the concern with Cochran.
Other Business
In other business on Monday, April 11, the SLLA Board:
• Discussed parking concerns along Firetree Lane at Sequoia Point. Fentzlaff reported the current "No Parking" signs are inadequate, unattractive, and ineffective.
• Heard from Shaver a recommendation to publish a suggested list of responsibilities addressing homeowners, the Board, and management; however, all agreed the list needed additional review before it was distributed for public input.
• Heard from Darr that Alina Cochran was not present at meeting because her father was critically ill. “She is in our prayers and will return as soon as she can.”
