A vote of acclamation during the Wednesday, May 25, meeting of the Board seated Northsider Andy Lowe to oversee security concerns for the Seven Lakes Landowners Association [SLLA] Board of Directors. Lowe joins recently-appointed Director Bruce Keyser, Jr. in filling chairs left vacant by veteran Directors Chuck Mims and Melinda Scott, who both resigned shortly after the March 2011 annual election.
After Lowe took his place at the table, the Board settled down to a businesslike meeting perturbed only by some pointed questions directed at Community Manager Alina Cochran concerning the cost of recent beautification projects undertaken by Davenport Landscaping.
In February, on a controversial 4-2 split vote late in the term, Davenport was awarded a $146,000 contract to perform landscaping and mowing services for the Association. However, the Board stopped short of approving an $11,980 optional enhancement contract also recommended by Davenport for additional plantings, instead tabling that decision to allow the incoming Board an opportunity to weigh in.
Yet Davenport has been busy during the past two months enhancing the appearance of the entrance gates and other common areas -- and quickly praise from both Board members and residents in recent meetings.
But, during Wednesday's meeting, the concern centered on who, when, and under what authority the decisions were made to authorize this additional work that fall outside the approved Davenport contract.
Current financial policies allow the Community Manager to approve budgeted expenditures up to $3,000 without Board approval. During her management report, Cochran explained that funding is in place for these types of landscape improvements and that she authorized nine individual beautification projects with Davenport, each coming in under the $3,000 mark, for a total cost of $10,797.
“The community has an aging look and we must constantly budget for beautification,” said Cochran, noting that, in the past, the Seven Lakes Garden Club had purchased and installed flowers at the entrance gates.
Cochran further explained that the original Davenport contract recommendation had been for $39,000 in additional services, but the Board had agreed to budget only $12,000, primarily anticipated for planting, fertilizing, and seeding work.
Describing a similar example of recently authorized projects, Cochran said she approved roof repairs at the stables and the North Clubhouse. The projects were separate and issued at different times, each came in under her $3,000 spending limit, yet both were performed by the same contractor.
In addition, Cochran noted that the fiscal year will conclude with an excess of $163,506 in the general fund, which will be rolled into reserves set aside for the road paving projects and state-mandated dam repairs.
During a short but tense discussion at the Board table over Cochran’s signature authority for expenditures, SLLA Treasurer Conrad Meyer said he was aware of the concern and that the Finance Committee had already initiated a review of the existing policy.
“When Dalton [Fulcher, the former Community Manager] was here, he had a page that laid out what he could sign for and under what circumstances," Meyer said. "That document still exists, but it and the Talis Management contract don’t match. We need to revisit this and come to an agreement, so there won’t be any debates in the future if the Community Manager went beyond her authority.”
SLLA President Bob Darr agreed and said it was an issue that he and Meyer would be working on with Talis representatives in the near future.
Volunteers sought for Beautification Committee
In a related discussion on improving community appearance, Darr said he is actively seeking a chairman and volunteers to serve on a newly reformed Beautification Committee that could work alongside Davenport Landscaping.
“I would like to see the Beautification Committee working with them on design, and to see what we can do about managing those dollars, while continuing to beautify our community,” said Darr, who volunteered to work with the group.
Also during the meeting, Grounds & Maintenance Director Keyser said he has met with Davenport staff and is pleased.
“I think our grounds are looking good," Keyser said, "and I’m looking forward to seeing what else they can do to make our community shine.”
Part-time Northside resident Elaine Wilderson also complimented the improvements.
“I like the sprucing up with flowers and other things that are growing," she said. "I really appreciate it and think it makes the whole community look better."
Northsider Rich Scott, husband of former Director Melinda Scott, also expressed respect for Davenport’s work and questioned the intentions of the four freshmen Board members that were seated in the Annual Meeting election: Darr, Meyer, and Directors Don Fentzlaff and Bob Racine.
“You ran on a uniform platform and agenda that criticized the previous Board and said you were committed to two things: One, get rid of Davenport and two, get rid of Talis Management Group,” said Scott.
Continuing, he noted that since being seated, Darr had indicated that Davenport was doing a great job, an opinion Scott shared, and he anticipated that a review of Talis and Cochran’s performance would yield a similar result.
“I felt you were quick in terms of your comments," he said. "I’d like to recommend that you evaluate things before moving to judgment.” He added that Director Bud Shaver showed foresight in his comments early in the process that the Board should check performance before making a rash decision.
“We can’t afford to pay people and have a disproportionate amount of time spent on supervision and paid benefits," Scott said. "I am a supporter of outsourcing and have seen some positive things as a result of them.”
Darr responded that the election campaign waged by the four incoming Directors stated their interest in a critical review of Talis Management -- not a desire to end the contract.
“We did not run by saying that what we are after is to get rid of Talis," Darr said. "We said we want to look at whether we’re getting a bang for our buck. And that is ongoing as we speak . . . and I expect will be ongoing as long as Talis is here, which could be forever. They are here, they are our managing company, and our job is to evaluate that and make them the best they can be. That is the best we can ask for.”
On the Davenport issue, Darr said the incoming Board had reviewed the contract and determined that it is solid and cannot be undone unless the contractor fails to meet their obligation.
“The only way to go back to not having Davenport is if they screw up," Darr said, "and they are obviously not doing that. My issue was dollars -- not their performance."
Finance
Treasurer Meyer distributed a preliminary year-end balance sheet, noting that information is not complete as all accounts had not been updated and closed out. In addition he said that accumulated depreciation had not yet been adjusted.
Any excess monies left over from the current fiscal year are automatically rolled into the reserve fund set aside for next year. Cochran estimated that rollover would amount to $163,506.
Cochran said she used a “buffer account” set up by the previous Finance Committee to cover unforeseen expenses last year, including the roof repairs at the stables and North Clubhouse, new window casings at the Clubhouse due to termite damage, and resurfacing and re-striping the basketball court.
In a quick summary of budget variances, she noted a decrease in salaries for security and maintenance, reflecting outsourcing decisions made last year that were off-set by increases to contracted services. There was also a variance noted under repair and maintenance expenses related to a theft incident.
Continuing the financial report, Meyer said the committee reviewed the member collection policy initiated by the previous Board and has received feedback from the Association’s attorney. The policy will be presented for discussion at an upcoming Work Session.
Looking ahead, Meyer said he will be meeting with Talis representatives to specifically discuss a few ongoing financial issues.
“It’s nothing critical," he explained, "more just a discussion about how we will handle some things in the future."
Architectural Review
The Board voted unanimously Wednesday night to appoint former Director Donna Stephan to serve on the Architectural Review Board [ARB], a committee that she previously chaired. Stephan resigned from the panel in early 2008 following a flap with her fellow Board members over a published statement in The Times concerning who should determine the fate of the five-acre old driving range owned by the Seven Lakes Country Club.
While that land has remained vacant over the last few years, the Club announced early in 2011 that a buyer for the tract had been identified and, in February, an amended agreement between the Association and the Club was signed.
In nominating Stephan, ARB Director Don Fentzlaff explained that she has volunteered to recuse herself from any negotiations or votes related to development of the old driving range, if necessary.
Stephan will replace longstanding ARB member and former Director Sally Kindsvatter, who is moving to Ohio in June.
“We are sorry to see Sally go," said Fentzlaff. "She has always been on top of everything, and we will miss her help. We wish her well.”
In the previous month, ARB granted approval for one new siding project, a new roof, a garage addition, a house repainting project, and conditional approval was given for construction of a new home. In addition, ARB denied two applications for insufficient information.
Lakes & Dams
Murky water continues to be a visible concern at Echo Dam, but the issue may be more cosmetic than problematic, reported Director Fentzlaff.
He said that vegetation has been cleared from the site and water samples taken and sent to S&ME for analysis.
“They don’t think feel it is a major problem at all, and we hope to get final results from them very soon,” Fentzlaff said.
SLLA President Darr agreed and said S&ME is exploring whether a catch basin that is full of silt and located higher on the dam could be causing the cloudy water. If so, he said, the fire department may be able to assist in blowing debris from the catch basin.
Continuing his report, Fentzlaff thanked the members of the recently reformed Lakes & Dams Committee for their work, particularly in taking piezometer readings over the last two weeks. Those members are Les Sommers, George Temple, Rodney Godwin, Jean Alfano, Mike Pennington, Jim Allen, Vince Ulrich, Don Truesdell, and Fentzlaff.
He explained that regular piezometer readings help determine a baseline of the water level in each dam.
“The readings looked pretty good compared to S&ME readings taken earlier this year," Fentzlaff reported. "I really appreciate the committee going around and testing these dry wells. It was very hot and we put in a heck of a day to complete all the readings."
He also noted that lake water quality was tested this month, though results have not yet been received.
The Lakes & Dams Committee is continuing discussion about installing a sign detailing boating rules at the Lake Sequoia boat launch.
Later in the meeting, Director Keyser reported that several buoys near the Sequoia Beach area were sinking. In discussion, the Board recommended a review of an approved map of buoy locations that has been used successfully in previous years.
Plenty of Events & Activities for Summer
Summer recreation and programming is kicking into high gear with SLLA Day Camp, Horse Camp, Seven Lakes Sting Rays Swim Team, swim lessons, and more all on track for the coming months.
“Alina [Cochran] has done a great job and put together a terrific bulletin of recreational activities,” reported Director Bob Racine.
The Northside Pool will open for the season on Friday, May 27 at 3:30 pm, adhering to an abbreviated schedule until June 13. Please see the recreation bulletin for a comprehensive listing of pool hours. The bulletin is posted in the community mailrooms, available at the SLLA office, and will be distributed by email.
The Seven Lakes Sting Rays Swim Team is back this year under the direction of Coach Barbara Keating, beginning June 6. Twice a week practices will be held Monday and Wednesday, 7:00 - 8:00 pm, and Tuesday and Thursday, 10:30 am – 11:30 am. Resident cost is $60 per child, $40 any additional; Non-resident cost is $75 per child, $55 any additional. In addition, swim lessons begin June 13 with beginners on Tuesday and Thursday, 9:30 – 10:30 am, and intermediate on Monday and Wednesday, 6 – 7 pm.
Water aerobics will be held Monday through Friday, 8:30 am to 9:15 am. There is no charge to attend.
SLLA Summer Day Camp will be held Monday through Friday, 8:30 am to 12:30 pm. This well-supervised program will include games, sports, and craft activities. Cost is $10 per day for residents, $12 per day for non-residents. Drop-ins are welcome and children ages five and up may attend.
Three week-long Horse Camps will be held starting June 13, June 18, and July 25, for children ages nine and up. Camp is held at the stables from 8:00 am to 10:00 am and space is limited. Reservations are a must.
Trail and pony rides at the stables are available all Summer, weather permitting. Please call 673-4738 for reservations.
During public comment, Northsider Ron Erskine directed attention to an alarming amount of weeds that is growing through the tiled surface on the tennis courts.
Cochran responded that a work order has been issued and noted the problem is difficult to control because the slab underneath the tiles was not adequately prepared when the new surface was installed.
In a related discussion over the fading color of that surface, Keyser recommended caution that the weed killer utilized did not further damage or fade the tiles.
He said the company who installed the tile had been contacted and they said the fading was due to the sun and there was nothing they could do about it.
“They didn’t stand behind their product,” said Keyser.
Racine encouraged any members with new ideas for recreational events or those interested in serving on the Recreation Committee to attend the next meeting, scheduled for Wednesday, June 1 at 9:30 am.
Community Standards
A draft of a new, more user-friendly inspection form that will speed up the process of reporting violations has been under discussion by the Community Standards Committee, reported Director Racine. In addition, he said the committee is also recommending extending the grace period to correct alleged violations from seven days to fourteen days.
Looking for input, Racine took a straw poll of members present at the meeting, asking whether they would prefer that first contact noting an alleged violation on your property be in written letter form, as is the current policy, or through the more personal contact of a telephone call, as was the previous policy.
The Community Standards Committee will next meet on Tuesday, June 7 at 8:30 am.
Reserve Study
Director Bud Shaver reported he completed a proposed cluster plan approach to paving that recommended initially paving secondary roads in a given area, then the primary roads, which would prevent unnecessary damage to the main arteries as different areas were paved.
He recommended the next step is for the Executive Committee of the Board to meet with a paving contractor prior to selecting an engineering firm that will provide consulting services during the bidding and construction phases of the project.
Shaver said that some of the roads will require heavy asphalt replacement, while others only need an overlay of new pavement.
He also recommended that any paving project should include a realignment of the entrance gates with dedicated turn lanes from each exit.
Communication
Continuing in his ongoing effort to improve communications with members, SLLA President Darr said he has reviewed how information is disseminated in the Seven Lakes West community and is looking for a chairman for a communications committee. In particular, he noted the Westside has a system that is useful in generating emergency messages to all residents.
In addition, Darr encouraged residents to attend the monthly Work Session and noted that significant discussion is held during those meetings and public input is welcome.
The next SLLA Work Session will be held on Monday, June 13 at 7:00 pm at the Game Room; and the SLLA Town Hall meeting will be held on Monday, June 20 at 7:00 pm at the North Clubhouse.
Fire Hydrants
Special thanks were extended to the Seven Lakes Fire Department for their work in repainting the communities fire hydrants.
Speaking to The Times, Firefighter Steve Cox explained that all fire hydrants in the Seven Lakes business village, and Seven Lakes North and South were painted bright red.
“We wanted to give them a more uniform appearance, and it makes them easier to spot,” said Cox.
In addition, fire hydrants are also marked by blue reflectors in the roadway which make them easy to locate when it is dark.
Other Business
In other business on Wednesday, May 25, the SLLA Board:
• Accepted the resignation of Judicial Committee member Ken Keating and unanimously appointed Jane Lowe to serve in his place. Director Shaver drew attention to a possible conflict of interest since Lowe’s husband serves on the SLLA Board of Directors; however, no comment or concerns were raised. Dick Weber was appointed as an alternate member of the Board.
• Heard from Darr that mediation of a legal matter required immediate action and a Closed Session of the Board was called last week. “We met and made a decision . . . I am not at liberty to tell you what the legal concern was about, but the issue has been almost entirely resolved,” reported Darr, noting that some paperwork was still in process.
• Heard from Darr that a new public address system was purchased for the North Clubhouse. He thanked Director Lowe for his assistance with the project.
• Heard from Shaver that Cochran has been in contact with the NC Department of Transportation to reinstall the blinking safety light along Seven Lakes Drive. He also thanked her for compiling a reference library of rules and guidelines that the Board must follow to comply with state regulations.
• Tabled an approval of meeting minutes pending a more comprehensive review by Secretary Racine.
