Ongoing efforts to improve and expand safe parking areas at Sequoia Point have the Seven Lakes Landowners Association [SLLA] Board of Directors taking a hard look at unregistered boats and trailers that are cluttering the marina storage yard.
“There are some pretty shabby boats and trailers down there," said Director Bruce Keyser, Jr. during the Wednesday, July 27 Open Meeting. "I recommend we contact owners, if possible, and give a set amount of time to register or remove their boats and trailers.”
Only three out of twenty-eight vessels stored at the facility have current registration stickers, and an estimated twenty-five percent of the boat trailers stored at the site have no identifying markings of any kind.
Three years ago, a similar clean-up of the marina area was undertaken; but the effort included only boats and trailers whose owners could be identified.
SLLA President Bob Darr explained that, at that time, several boats without identification stickers were pulled and moved to the Yard Debris Site. Those boats will be included in the overall clearing out and removal project this time around.
During Wednesday's meeting, Keyser also recommended a proposed parking plan for the boat yard that would include a fence and expand the storage area into a level section of property owned by the Association at Primrose Circle.
During public comment, Northsider JoAn Moses thanked the Board for their prompt attention to her recent request to mow and apply weed killer to the boat lot.
Lakes & Dams
Continuing the discussion of properly registering all boats on Lake Sequoia, Northsider George Temple, speaking on behalf of the Lakes & Dams Committee, reported that thirty-five boats moored in the lake do not have current stickers. Notification letters have been sent out by the SLLA office.
Responding to Northsider Rich Scott’s request for an update on a buoy repair, Temple said the necessary cable had been purchased but the project was delayed while the maintenance department pontoon boat was out of service for engine repairs.
EAP update
The Board unanimously approved a contract with dam engineer S&ME to update the five high hazard dam Emergency Action Plans [EAP] at a cost not to exceed $10,000.
Originally drafted by S&ME in 2008 at an approximate cost of $65,000, the revised plans will comply with new state regulations.
Security at Yard Debris Site
A new motion-detected camera system is being tested at the Yard Debris Site, with hopes that it will deter unlawful dumping.
Community rules strictly restrict the use of the facility to landowners and limit the size and type of materials accepted. Contractors may not use the site, with the exception of resident professional landscapers disposing of their own yard waste.
Anyone caught on camera in violation of the rules will be brought before Judicial Committee, cautioned Darr, and may incur penalties and fines.
Landscape contractors will receive a written copy of these restrictions upon entering the community, and a notification sign will be installed at the Yard Debris Site.
Security Director Andy Lowe said the cameras will store up to a six month record of motion. If the debris site test model is successful, other motion-activated cameras may be installed at other common area locations in the community.
“I anticipate these cameras will provide excellent definition and have an infrared capability that will allow us to view even after dark,” Lowe said.
During public comment, Southsider Ed Lukonis asked about the feasibility of purchasing a chipper for use at the debris site.
Director Bud Shaver said that option had been previously researched and determined to be not cost-effective.
“We ran the numbers, and it just didn’t add up,” said Shaver.
Revision of Bylaw 6.7
The Board during Wednesday's meeting unanimously approved a revision of By-law 6.7 that clarifies who is to preside over the first meeting, commonly known as the organizational meeting, of the SLLA Board of Directors following the annual election in March.
The two-part addition states that the two-year Board term shall commence immediately following the Annual Meeting and that the Nominating Committee Chairman will preside over the organizational meeting until a new President is elected and seated.
Revision of Bylaw 7.0
In a related concern centered on the annual election process, the Board also unanimously approved a revision to By-law 7.0 that would require any incumbent Director running for re-election to recuse themselves from participating in the proxy vote.
Historically, some landowners opt to allow the Board to vote on their behalf with a proxy ballot. How those votes will be cast has traditionally been determined by a secret vote by all members of the Board.
Following the recent election, Director Bud Shaver expressed concern that it was inappropriate for incumbent candidates to participate, because in effect, they were voting for themselves.
However, there is an obvious snag in the revised By-law, since the seven-member Board is divided into two classes that serve staggered two-year terms.
“What happens when you have four directors running in a given year?” asked George Temple. “Then you won’t have a quorum.”
Darr agreed the revised language created a problem, but recommended approval now and that the Board would attempt to resolve that specific concern at a later date.
Canada Goose population control
A state-permitted program to control the resident Canada Goose population will continue, by unanimous approval of the Board.
Northsider John Allen, who initiated discussion of the program during the June meeting, has agreed to assist with efforts, reported Keyser. Additional volunteers are also needed.
The program involves identifying goose nests located on Association common areas and then oiling or addling the eggs. The permit does not allow nests located on private property to be disturbed.
“This is just a continuation of the program that has been in place for some time,” said Keyser.
Community standards violations
Formalizing a lengthy framework of timelines and specific actions, the Board approved a policy for following up and enforcing Community Standards violations.
“The new regulations are fairly long and fairly detailed, but we have kept hearing that the reason we can’t enforce anything is become we don’t have our policies written down,” said Darr. “This was a decision to get it down in black and white, so we can all be on the same page.”
According to the new plan, once a violation has been identified by a member of the Standards Committee and formally reported, the first contact will be a telephone call from the SLLA office to the landowner within two days of the initial report. If no contact is made by telephone, a letter will be sent.
If the property is occupied by a renter, both the renter and the landowner will be contacted.
After fourteen days from the first contact, the property will be re-inspected by a member of the Standards Committee. If the property is determined to still be in violation, a letter will be sent advising the resident that they have fourteen days in which to comply or the concern will be forwarded to Judicial Committee.
At any point during this process, the landowner may submit a written request for consideration of additional time to correct the violation.
If the concern is brought before Judicial Committee, the landowner will be contacted with the outcome of the hearing within seven days, and have fifteen days to appeal the decision to the Board of Directors.
During the Community Standards Committee report, Director Bob Racine said there were thirty-eight outstanding cases from June and sixty-five new violations reported in July.
Two new committee members have volunteered for service, but Racine said he is still one member short. Any interested landowners should contact him for information. Member’s names are kept confidential, and the committee meets on the first Tuesday of each month at 9:00 am in the SLLA Conference Room.
Finance
A proposed policy outlining financial controls and signature authority for Community Manager Alina Cochran will be ready for discussion at the next Work Session, reported Treasurer Conrad Meyer.
“In the meantime, Alina and Talis Management are already operating under it," he explained, adding that "it [the policy] is more restrictive than what had been in place historically.”
In addition, a new collection policy for annual dues is now in place. Meyer encouraged any landowners with past due accounts to contact himself or the SLLA office to set up a payment plan.
Meyer also reported that the annual audit is in process and that Finance Committee members met with several managers from the Talis main office in Raleigh to discuss a number of issues related to financial documents.
“I took the opportunity to set our expectations for our monthly financials, including their timely delivery and accuracy," said Meyer. “We also discussed several open issues, with some being resolved and some being worked on. It was a positive meeting in that we were able to get the whole team involved and working together.”
Director Shaver complimented Meyer and the Finance Committee for resolving several issues dating back to the initial transition from in-house management to an outside management company.
Director Keyser also complimented the new financial reports, noting that the presentation is much easier to follow and understand.
Continuing the financial report, Cochran said the Association is on target with the current budget, but drew attention to two unanticipated expenditures, including a $15,000 legal settlement with a landowner and $4,200 in waste removal fees for oversized materials left at the Yard Debris Site.
Cochran said she is looking at other proposals for waste removal to make sure the community is getting a fair price.
Noodle Ladies rule the pool
The popular morning water aerobics program attracts approximately thirty to forty "noodle ladies" each weekday morning, reported Racine.
Compliments were extended to Northsider Barbara Keating for her work coordinating and coaching this year’s Seven Lakes Stingrays Swim Team and also lessons for beginning and intermediate swimmers.
“We had thirty-two swimmers and they had a very successful year,” said Cochran.
Upcoming recreation events include a S’Mores Party at Sequoia Point, to be held Saturday, September 10 at 6:30 pm. Children of all ages are invited for a fun evening of s’mores over the campfire. A lifeguard will be on-hand to keep little swimmers safe.
The Recreation Committee is looking for new ideas and for more volunteers. Meetings are held the first Wednesday of each month at 9:30 am in the SLLA Conference Room.
Other Business
In other business on Wednesday, July 27, the SLLA Board:
• Heard from Darr that a form and format to perform an annual evaluation of Talis Management and Community Manager Cochran is still in the development process.
• Heard from Darr that he has not made a lot of progress with instituting a Communication Committee. Any interested landowner volunteers should contact him for information.
• Heard from Keyser that a personnel change in on-site staffing for Davenport Landscaping created a slight delay in their regular scheduled mowing activities; however, work is now back on track.
• Heard from Shaver that a contract proposal has been sent out for paving engineers to help develop specifications for the repaving project. In response to a question on drainage, Shaver said the paving work will maintain the drainage control curbing.
• Heard from Racine that Judicial Committee met in July to hear cases involving maintenance of a yard and vehicle parking in the right-of-way -- and that a fine was imposed for a loose dog violation.
