“The community maps we often use aren’t as accurate as you might think they are,” Treasurer Conrad Meyer reported during the Wednesday, August 31 meeting of the Seven Lakes Landowners Association [SLLA] Board of Directors.
However, that was not the most surprising result gleaned from a recent internal audit of all 1,600 lots in the community.
Information collected during the lot audit also revealed that only one of the four Moore County abandoned well sites located within the community has been properly deeded back to the Association.
“The well site near the SLLA office has been deeded back, but the two sites near the North Gate and one at Sequoia Point still show Moore County as the owner,” Meyer said. “I think people were told that this was all taken care of, and it really wasn’t.”
It was in the Fall of 2009 that those abandoned well sites last came to the attention of the Board, because of their proximity to key common areas. At the time, the Board was debating -- and ultimately approved in a five-to-two vote a new Bylaw that placed the community’s four largest common areas -- the stables, soccer field, Northside Park around the offices and clubhouse, and Sequoia Point -- under deed restrictions which limit any future Board’s ability to sell the land except by a super majority vote of six of seven directors.
At the time, the Board was told the the well sites had been deeded back to the community.
“I also learned that there are a lot more combined lots in the community than we thought," Meyer continued. "Approximately 165 of them."
Based on information gathered during the lot audit, Meyer is working with Moore County's GIS Department [Geographic Information Systems] to generate a better map of the community for use by administration and residents.
He also recommended that a clear policy and procedure for combining and un-combining lots should be formalized.
“There has been a policy used in the past," Meyer said, "but we have not been able to find it in writing.”
Meyer also noted that septic lots have not been well-documented, adding that a review of all non-residential lots will be necessary to ensure proper annual dues billing
Award-winning community
Seven Lakes North & South will be honored as a "Community of Distinction" by the North Carolina Chapter of the Community Associations Institute [CAI-NC] at their September 23 annual conference in Raleigh.
Community Manager Alina Cochran announced the award at the Wednesday, August 31 SLLA Open Meeting.
“The application was reviewed by out-of-state judges who are fellow professionals in the industry," Cochran said. "It is great to see our community recognized.”
Kudos to SLLA Directors & Committee Members
Later in the meeting, longtime SLLA Director Bud Shaver took time to recognize his fellow directors and committee volunteers.
“Last Spring, we got four new Board members and, in the very first meeting, several were seated as new officers [filling the executive ranks of President, Treasurer, and Secretary] -- which created some consternation,” Shaver said.
“My assessment of what has taken place since then is that these Board members -- Meyer, Racine, and Fentlzaff -- have each worked their buns off and have addressed many longstanding problem areas and much has been accomplished.”
“And what [SLLA President] Darr has done, is he has opened up the Board and provided information to the community,” he said, noting that Board members take their lead from the President. “This board has accomplished much, and that is because of the members that serve on it.”
As the only other veteran Director of the seven-member Board, Bruce Keyser, Jr., agreed.
“I am very impressed with this Board," he said. "I didn’t think it would do well and it has done exceptionally well.”
Treasurer Meyer also took the opportunity to recognize committee members for their assistance.
“The lifeblood of this community isn’t necessarily the Board members," Meyer said, "but having active and vibrant committees. The reality is: that is where most of the work -- the tough work and heavy lifting -- gets done,” Meyer said.
Finance
A detailed financial policy that documents procedures and signature authority over Association checking accounts, investments and credit cards, expenses and reimbursements, and competitive bid processes was unanimously approved by the Board at the Wednesday, August 31 meeting.
“You are seeing that we’re starting to put together policies and procedures in place [formally in writing] so that there are no misunderstandings of what those policies are,” Treasurer Meyer said.
During the Finance Committee report, he noted that the annual financial audit is still in process and that expenses related to the Yard Debris Site continue to run very high and significantly over budget.
A recent review of competitors' fees for yard debris removal confirmed that the Association is receiving a fair price from the contractor. A review to ensure the contractor is removing the proper number of loads is underway.
Meyer also suggested installing a new, larger sign at the Yard Debris Site that clearly states what materials and sizes of debris are allowed.
“We are spending considerable funds to remove branches that are too big and construction debris,” he said.
Looking ahead, Meyer said the Finance Committee will be finishing up a draft mileage reimbursement policy that will include business travel.
In addition, an ad hoc committee that includes Meyer, Alina Cochran, Alice McPheeters, Jim Allen, and George Temple is reviewing the annual registration and billing procedures.
“Our goal is to document the current process and to look for ways to streamline it," Meyer said. "Not all of us are satisfied with how the process is working now,” he added, noting that the committee is currently brainstorming improvements that they hope to have in place for next year.
Road Repaving Project
Seven engineering firms have submitted bids for the engineering portion of the road repaving project.
Director Shaver has reviewed the bids and presented his analysis to the Board, and the firms will be interviewed individually on September 8.
“We will be ready with a lot of questions,” said Darr. “Because of what we sent out, all seven firms have said the same thing on whole a bunch of items, but some have offered different things they could provide as well.”
He continued, “We intend to look at those additional things and see if there are others who would also want to do it. But, some have offered things that we don’t want, so we need to ask them, if they take those out, does their number change?”
“This is going to be a very busy and a very important day,” said Darr.
Unfortunately, Darr added, after closely analyzing the time necessary to collect bids and make decisions, it is unlikely any blacktopping would occur this year.
“From a timeframe standpoint, we are looking at next Spring to get this thing on its way,” he explained.
However, he held out the possibility that some road repair work could be accomplished in the near future, including root removal in some areas and correcting problem areas on Lancashire Drive in Seven Lakes South.
“We’re not just delaying and delaying," Darr said. "Our idea behind this is that, when the Association gets involved in a huge expenditure, that we have to do it right. We have to go through this process and analyze and listen, but this work will be done right."
Lakes & Dams
Moderate drought conditions and natural evaporation have lowered water levels considerably throughout the community, reported President Darr.
Addressing concerns about homeowners using lake water for irrigation, he said the consensus from past experience is that such use does not have much of an impact on the overall lake level.
“I have discussed this matter with a number of people," Darr explained. "If it continues to get worse, we may have to ask people to stop irrigating; but we’re really hoping for more rain.”
Reporting on the Lakes & Dams Committee for Director Don Fentzlaff, who was unable to attend the meeting, George Temple said committee members and other interested residents would be attending a Friday, September 2 workshop led by a NC State professor on lake weed identification and control methods.
“We hope to learn how to deal with the problem more effectively,” explained Temple.
Temple also reported that recent piezometer readings appeared to be consistent with past results and had been forwarded to S&ME for professional analysis. In addition, three proposed new boating rules have been discussed at the committee level and will be taken up by the SLLA Board at a future work session.
Of thirty-five boats without current stickers, spotted at private docks on Lake Sequoia, all but six boat owners have responded, Temple reported. A few boats were removed from the lake, and the others are now properly registered.
Darr thanked Temple and the members of the Lakes & Dams Committee, and other community committees, for their efforts.
“I am amazed at the amount of work our volunteers are doing." Darr said, "and I am so grateful. They are doing so many things and we [SLLA Board] are so appreciative.”
Recreation
Upcoming community activities include the S’Mores Party at Sequoia Point on Saturday, September 10 at 6:30 pm. Join friends and neighbors for a traditional beach party featuring a campfire and evening swimming. A lifeguard will be on-duty and all the ingredients for making your own s’mores will be on-hand. All are welcome and invited to attend this family-friendly event.
The Northside Pool will close for the season on Sunday, September 11, and the following weekend the pool will go to the dogs -- Dog Day of Summer, that is.
On Saturday, September 17, between 10 am and 2 pm, Seven Lakes residents may bring their dogs to the Northside Pool for a special doggy-only swim time. [Rain date is Sunday, September 18, 1 pm - 4 pm].
Owners should bring a leash, a current copy of your dog’s vaccine record, and be prepared to pick up any messes. The event is sponsored by the SLLA Recreation Committee and coordinated with the Moore Humane Society, and a small donation is requested. Come out and bring your furry friend or maybe even make a new one! Adoptable animals and information will be available.
Community Manager Alina Cochran thanked Ginger McLean and Barbara Keating for their work over the Summer directing the SLLA Summer Camp and Seven Lakes Stingrays Swim Team respectively.
In addition, Cochran thanked the staff and several volunteers for their help in securing the pool furniture and supplies in preparation for Hurricane Irene.
Director Bob Racine welcomed any interested residents to consider joining the Recreation Committee. The next meeting will be Wednesday, September 7.
Noting that the pool schedule has generated a number of complaints, Racine recommended an open meeting in October to give all residents a chance to voice their concerns.
“Get involved. We want to hear you, but don’t just sit there and complain. Join a committee,’ said Racine.
Upcoming meeting with County Commissioners
Preparing for an October 13 meeting between the Greater Seven Lakes Community Council and the Moore County Board of Commissioners, Darr reported the agenda will include ongoing concerns over water and the Pine Forest Planned Unit Development.
Regarding Pine Forest, Director Shaver said: “In this county we have golf courses that are struggling to survive. This county does not need two additional courses.”
Increased police presence
“I have good news and bad news,” Darr said. “The bad news is we are getting reports from residents about misbehavior from some other residents -- particularly, some young adult behaviors.”
Darr noted the Association has long wrestled with how best to handle such issues, weighing the limited effectiveness of private security patrols against the cost-prohibitive $30 per hour rate for an off-duty police officer.
“The good news is that we pretty much know who is involved in the misbehaviors," Darr said, "we know what they are doing, and we know when they are doing it. In terms of using additional part-time police enforcement, we believe we can take some positive steps that will stop or at least really hinder these behaviors.”
Security
In other security matters, Director Andy Lowe reported a camera company is analyzing photographs taken at the Yard Debris Site to determine what improvements and resolution will be necessary to adequately document any violations.
Lowe said that a recent complaint about house checks performed by Roving Security has been resolved.
Two vintage speakers removed from the North Clubhouse were recently sold for a net profit of $100.
In addition, Lowe said had spoken to NC Department of Transportation [NCDOT] about reinstalling the blinking safety light on Seven Lakes Drive near the North and South gates. Lowe reported that NCDOT had determined the lights were ineffective.
Grounds & Maintenance
Hurricane Irene generated a lot of wind. Director Keyser thanked Davenport Landscaping for their quick and thorough clean-up of the community.
Keyser said he will be reviewing information compiled by Cochran and the SLLA office staff on boats and trailers stored at Sequoia Point. In addition, he will continue to investigate boat ramp area parking concerns.
Picking up on a suggestion by Northsider Bob Cook to place pine straw on bare areas along the community’s roads, President Darr said having Davenport do the work would create additional cost for the Association.
Instead, Darr suggested that residents should get involved and assist with the project.
“We have to look at all these expenditures and be really tight about where we’re going,” he said.
Judicial Committee
Thirteen cases were scheduled to be heard by the Judicial Committee in August, reported Director Racine. Of those, six violations were corrected before the hearing, five were granted a brief grace period to correct the violation, and one case has been appealed to the SLLA Board.
Noting that daily fines will be issued for any ongoing violations, Racine said the purpose of the fines was not to generate revenue, but rather to encourage compliance with community rules and regulations.
Richard Weber was appointed to serve on the Judicial Committee, filling the seat held by Frank Krohn, who recently resigned. Harold “Sam” Halpin was appointed to serve as alternate member.
Election procedures
The Board has been working to improve the Annual Meeting election process. During this year's election, Darr said, there was confusion over exactly who was eligible to vote.
“For example, we have many properties owned by corporations and LLCs," he explained. "We got into a push and shove on who was eligible to vote.”
He thanked Ray Pardue and Brenda Massimo for their assistance on helping to draft a policy that will clarify eligibility in future elections.
Director Shaver also said he would be submitting a recommendation to the Board for the Judicial Committee to serve as the official counters for annual election ballots.
Other Business
In other business on Wednesday, August 31, the SLLA Board:
• Heard from Director Racine that, as of August 29, the Community Standards Committee was keeping tabs on over 200 outstanding violations. Additional committee members are needed; those interested should contact the SLLA office for information.
• Heard from Darr that the Board will restrict public comments at meetings to Association business. He explained that he declined a recent request by an outside individual who wished to speak on a matter that was deemed not pertinent.
