[This report has been updated since it was first posted to better reflect the cost of a one mailhouse option versus two mailhouse option in Seven Lakes West. The revised information is printed in boldface type below.]
It will be one new mailhouse, not two, for Seven Lakes West, if the community's Board of Directors ratifies their preliminary approval of a Long Range Planning [LRP] Committee recommendation in favor of a single mailhouse to be built near the West Side Park Community Center.
The Seven Lakes West Landowners Association [SLWLA] Board declared the mailhouse decision a matter of significant interest and will solicit community input before reaching a final decision, likely mid-October.
Treasurer Don Freiert, representing the LRP, gave the Board a list of the pros and cons of building one or two mailhouses in the community. Ultimately, the decision to construct one mailhouse came down to four reasons: lower cost, less complexity, fairness to the community, and concern about a future decline in the financial health and delivery capabilities of the United States Postal Service [USPS].
Lower Cost: After reviewing USPS requirements, member feedback, and the overall needs of the community, the Long Range Planning Committee advocated building one mailhouse at an estimated cost of $310,000, which includes $50,000 to upgrade to larger and more accessible mail boxes. The two mailhouse option would raise the overall cost by $55,000, to a total of $365,000, including an additional $40,000 in construction costs and $15,000 for the purchase of land near the back gate.
Less Complex Project: Because the West Side's front gate must be moved to satisfy the terms of a lawsuit settlement, time is of the essence for the mailhouse project, Freiert explained. The LRP felt that limiting construction would make the process “less complex.” Also, building a mailhouse at the East Gate would require the community to acquire two additional plots of land, and that would take additional “time and effort," Freiert said.
Community Fairness: Building one centrally located mailhouse would preserve “fairness,” according the LRP's analysis. Only thirty percent of the community would benefit from a mailhouse located at the east gate, Freiert explained, while a centrally located facility near the Community Center evenly divides the east and west sides of the community. Though traffic at West Side Park will increase due to mail pick-up, the LRP felt that this could be handled in the design of the new facility. Freiert said the overall master plan for West Side Park will be considered when determining the design of the mailhouse.
USPS Uncertainties: With the Postal Service laying off almost 110,000 employees in the last four years and the August announcement of another 120,000 potential layoffs, Freiert said that the trend in mail “service continues to deteriorate,” especially with the use of the internet.
The USPS is also reported to be closing some 3,700 facilities nationwide. West End is not on the list for closure; however, the Long Range Planning Committee felt that it was necessary to be proactive when determining if the Westside needed one or two mailhouses. As Freiert put it, the Long Range Planning Committee felt that, if two mailhouses were constructed, the USPS might eventually say that they could no longer deliver to one of those mailhouses.
After giving preliminary approval to the LRP's recommendation, the Board declared the mailhouse issue a matter of significant interest. The preliminary reading approved by the Board will be followed by 30 days of community feedback and a final reading scheduled for October 11.
President Mick Herdrich asked for a Town Hall meeting to be held for community input, though that was not scheduled during Tuesday night’s meeting. Members may also offer comment during the Tuesday, September 27 and Tuesday, October 11 Board work sessions, via email, or through the SLWLA website.
The Long Range Planning Committee's decision to recommend only one mailhouse was the result of an eight to three vote. The Committee's majority recommendation, along with a minority report from the three dissenting committee members, can be read online at the Seven Lakes West website.
Using Physical Addresses for Mail Delivery is Undecided
The issue of whether or not physical addresses will replace lot numbers for mail delivery was not discussed at length during Tuesday's Work Session, as the Board is awaiting word from the USPS on the matter. Herdrich said the issue is still very much an open question.
Westsider Bob Horne voiced his opinion on the matter, saying he would like to “stay with our system the way it is,” adding that changing mailing addresses will require, “a lot of work.”
Resident Max Foley agreed, saying, “[I] do not want to change my address, unless I move.”
Lot Recombination Policy Codified
Owners of combined lots would have until December 31 to separate them or have them remain forever combined, under a new set of rules proposed by Legal Director Jack Stevens during Tuesday's Work Session.
Stevens presented the Board with a first reading of a “lot recombination resolution” that will require 30 days of public input and final approval by the Board before it can take effect.
The Association has always allowed the combination to lots, with approval from the Architectural Review Committee [ARC] and Board, Stevens explained. However, the specifics of the lot combination process were not spelled out in the rules and regulations.
Stevens said the Legal Committee “thought it important to codify that process so that it can be referred to,” and proposed adding the details to Chapter Nine of the Rules and Regulations.
During member comments, Westsider Bob Tebby Temme asked if lots previously combined could be grandfathered in and possibly exempt from having to be divided by December 31. Stevens said the intention is to “not allow lot separation” after December 31, adding that “we have to have a starting point.”
Currently, if a homeowner separates a previously combined lot, they must pay all past dues, administrative fees, and interest on the lot. The owner of a recombined lot is allowed one vote in the community.
The Board unanimously approved the first reading of the lot recombination resolution; however, it will need one more reading, 30 days for community input, and final approval before it can take effect.
Treasurer's Report
Treasurer Don Freiert said $100,000 in Association funds have been moved into a certificate of deposit, as previously approved by the Board. He is still looking for a "suitable investment" for another $100,000.
A proposed by-law change affecting check-signing by Board members was approved by the Board for a second time during Tuesday night’s meeting. A final vote will be made at the next Work Session in September. Freiert said all comments pertaining to the proposed change have been in support.
Community Manager's Report
Community Manager Joan Frost has sent out sixty compliance letters in the past two weeks, a rate of enforcement action that raised some questions during Tuesday night’s meeting. Joel Martin said, in the past, compliance has been very “lax” but has now reached the “other pendulum,” adding that, “people do not need to be harassed at their home . . . [I] think we have gone overboard.”
Lake and Dam Director Adam Wimberly was quick to respond that most of the letters sent out were due to boats at Johnson Point without a current sticker. Wimberly said most people purchased the stickers but didn’t put them on the boat, adding that “it is as equally annoying as the letters.”
Frost said she has hired new gate keepers for Johnson Point and the community pool for the extended hours of operation this year, which are scheduled through October.
So far 290 stickers have been sold for entrance into Seven Lakes North and South.
Electronic Services has been working on the gate mechanisms at both gates and is recommending the purchase of a new arm mechanism that could be used on the new gate house or transferred to the back gate. Frost is awaiting a bid before moving forward on the matter.
Some issues with the security cameras at the gate house are being looked into, she added.
With so many activities in the Great Room, Frost said, she is working on getting bids from trash companies for weekly pickup.
New flags are flying at the front of the building, and Frost encouraged any resident with a six by nine foot American flag that they would like to donate to drop it off at the community center.
Architectural Review
ARC Director John Hoffmann gave a list of the “six most common violations” in the community:
• Parking in common area easements for excessive time periods;
• Propane tanks, trash containers, and HVAC not screened from view;
• Antennas and TV discs not installed according to ARC standards;
• Yard art without an ARC permit; and
• Building and landscaping projects without an ARC permit.
“ARC benefits all the members,” said Hoffmann. When someone buys property in an area such as Seven Lakes West, which is subject to “certain declarations,” he continued, they willingly and knowingly give up some freedoms.
“The declarations are there to protect everyone and their rights,” he said.
There are three new construction projects in the community, three major additions, and twenty-three “lesser projects” underway. Don Hauck was approved by the Board as a new member of ARC.
Communications
The Seven Lakes West website has over 600 registered users, reported Secretary Jane Sessler, who noted that a lot of people are using the calendar on the website and it is “working out very well.” Sessler reminded people if anyone needs something publicized to send it to her and she will post it on the website.
Sessler said meetings of the Nominating Committee are now underway and encouraged anyone interested in volunteering to contact her or Ron Shepard.
Events
Events Director Jim Ferguson said the Tony Barns Duo will be playing at Johnson Point on September 2, from 7 to 9 pm.
On September 17, a Margaritaville event will be held at the Westside Pool, from 7 to 10 pm, with Glenn Davis as DJ. Tickets are being sold for $10, and only 120 tickets will be sold. Ferguson said the event will have an ugliest t-shirt contest, a limbo contest, and a 50-50 raffle. The event may be moved to Johnson Point if the Westside pool cannot be covered for the evening, he added.
Lake and Dam
Lake and Dam Director Wimberly reminded everyone of the threat posed by Hurricane Irene, and advised anyone with boats at the Johnson Point marina to move them out or tie them up really well. He added that boat owners will be held responsible for any damage their boat causes to the dock.
Manager Frost said she has received a bid for a new swim dock and will consult with Wimberly on the proposal. One firm bid on replanking the boat slips has also been received.
During member comment period Sherry Niewald expressed her concern regarding the ID check at Johnson Point, asking that perhaps the SLWLA could “tweak the system . . . to make it more user friendly,” for those living in the community. Niewald suggested providing the guard with a list of homeowners to check if someone does not have their ID.
After Labor Day there will be one guard at Johnson Point. Lake patrol will finish for the season on Labor Day.
Other Business
In other business during the Tuesday, August 23 SLWLA Work Session:
• Former President Ron Shepard, during member comment, noted that Bob Haan, who recently moved away from Seven Lakes, was instrumental in keeping Seven Lakes EMS operating at a high level of integrity and service. Shepard asked the Board to write Haan a letter of thank you.
• Infrastructure Director John Goodman said there will be significant road patching on Longleaf Drive at the second pond dam. There will also be some patching at Rembrandt Court, Beacon Ridge, Gateway Drive, and Otter Drive. There will be some curb work done on Longleaf, Dennis Circle, and Blackstone Court. Goodman is still awaiting design plans for the lower pond dam construction project.
• Due to five board members being on vacation during the second week of September, the SLWLA work session for Tuesday, September 13 will be cancelled. The next SLWLA meeting will be on Tuesday, September 27 at 7 pm.
