The Seven Lakes West Landowners Association [SLWLA] Board of Directors unanimously approved the proposed Fiscal Year 2012-2013 annual budget on a second reading during their Tuesday, January 10 Work Session.
“At this point we have had minimal feedback from folks that are concerned with the budget,” said Treasurer Don Freiert. The Board has used a variety of communication channels to get information about the budget out to membership, including: the Weekly E-blast, the SLWLA Newsletter, postings in the West Side Park Community Center and Mailhouse, and reporting in The Seven Lakes Times.
During Tuesday’s meeting, Freiert said a total of twelve comments about the budget have been posted on the community website, dealing either with dues parity for developed and undeveloped lots or with adding a fourth CAS staff member to the Association office.
Defending the need for an additional CAS staff member, President Mick Herdrich said, “I don’t think most people realize how much stuff has been transferred from the Board to CAS. I see that just continuing.”
“At the Town Hall meeting, we had fairly low attendance," Freiert told the Board, "No position was taken whatsoever for or against the budget at that meeting,”
The budget was initially approved by the Board on December 13. Tuesday's approval on the second reading clears the way for the budget to be forwarded to the membership, which will vote to approve or disapprove it during the Annual Meeting in March.
A Second Arm at Back Gate?
More than two months ago, Safety and Security Director, Jim McCarthy proposed adding an additional gate arm to the entry lane of the West Side's back gate. When that suggestion failed to win support, McCarthy withdrew it; but he placed it back on the table during Tuesday's Work Session.
The additional arm at the gate would “stop tailgating immediately," McCarthy said, "and probably stop the crime -- because most of the crime that happens in here comes through that back gate.”
“If we spend a little money we can solve the problem,” he added. The additional gate arm mechanism is estimated to cost $3,000.
Some of McCarthy's fellow Directors responded to his renewed proposal by calling for a more "permanent" fix.
“What happens is we end up doing these half-steps," said Lake and Dam Director Adam Wimberly, "spending all this money on a little bit here and a little bit there -- and what ends up happening is that people get frustrated.”
“If we have a legitimate security issue at that back gate, let’s not spend time and resources and money on little half-steps. Let’s say, 'We have a problem at the back gate,' and man it.”
Herdrich echoed Wimberly's point: “Maybe it’s a double arm, maybe it’s a guard out there. But we’ve got to resolve this permanently.”
Infrastructure Director John Goodman reminded the Board that it has already commissioned a redesign of the entire back entrance, and, while the concept drawings are in hand, detailed plans have yet to be drawn. Goodman suggested using the same firm that is designing the mailhouse and front gate to put together plans for the back gate.
“I’m not saying [we should] build it yet,” said Goodman. “With that [design] in hand, when we bid out the other two, you can bid out the back gate as an alternate. Then the Board can decide whether or not to award it.”
Not happy with the prospect of a lengthy design and bidding process, McCarthy said: “The problem is now. If you guys are looking into the future, it’s not going to be solved in three years.”
Goodman said the designs are set to be finished in two months and estimated construction could begin within the next year.
During member comments, Westsider Dale Erickson said, “[I] like the idea of the Long Range Plan John [Goodman] talked about. I would certainly encourage the Board to accelerate this Long Range Plan -- to implement this as soon as possible. It does talk about a permanent fix, it does make it aesthetically pleasing, and I think it will solve our problems.”
Erickson also said that an interim fix is “acceptable” until the long term fix can be implemented.
“This same thing has been discussed for three years,” said Wimberly. “There is a reality in this community: it is growing, and the front gate is getting more and more congested.”
Legal Director Jack Stevens mentioned other advantages of improving the back gate, including: relieving traffic pressure at the front gate, routing delivery vehicles through the back gate, and the possibility of building a parking lot for carpooling.
Hoffmann said there are three to four thousand entries and exits at the front gate of the community on a daily basis.
President Herdrich asked McCarthy to put together a committee to look into fixing the back gate issues.
The Board took no formal action on McCarthy's suggestion during Tuesday’s meeting. However, Director Goodman will obtain a price for the redesign of the east entrance, while McCarthy will convene a committee to refine his security proposal for the back gate.
Architectural Review Committee
Variances from SLWLA architectural standards “are going to be very, very difficult to come by in the future,” reported ARC Director Hoffmann.
A new variance procedure will require that all requests be submitted in writing, Hoffmann said. The change will allow the ARC to guide the application process when a variance is being sought.
Hoffmann told the Board that thorough research on the question of variances reveals that there is a “ton of case law -- and it clearly favors existing communities' or municipalities' covenants and other declarations. To vary or provide or allow variance from those regulations, the burden falls clearly on the person requesting the variance.”
According to Hoffman, in order to receive a variance a person must demonstrate hardship.
“If your property is rendered valueless or close to valueless," he explained, "then a variance may be granted so that you can do something with your property . . . . Show us [ARC] that, without that variance, you can’t do the intended purpose of that property -- such as a residential building.”
The new variance request procedure was developed after an initial ARC approval of a variance for the Stonegate subdivision was was rescinded. “We are at ground zero with regard to any kind of variance with Stonegate,” said Hoffmann.
Solar Energy Installations
Photovoltaic energy panels installed in the community have Hoffmann “so impressed with the installation,” that he asked Ken Bonville from Sandhills Energy Systems, Inc. to give an information presentation to the community during the Board’s next meeting on Tuesday, January 24 at 7 pm.
Westsider Dale Erickson said he “would use caution in having a vendor come in to talk about a particular item . . . . My only concern would be that it would be perceived as setting a precedent.”
Erickson suggested the alternative of hosting a technology fair in the community.
"It is very general in nature, and I think it would attract a lot of attention and a lot of interest,” Erickson said. Secretary Jane Sessler volunteered to contact Erickson to help set up such a fair.
Other ARC Matters
Hoffmann reports that ARC had resolved two longstanding compliance issues, both involving unfinished new home construction. A home that was left unfinished for three years has now been completed, and another has been sold, with $1,400 in back dues paid to the Association.
At Hoffman's request, the Board approved the deeding of a small portion of wetland property along the water’s edge of Lot 3169 to the current property owners. He explained that the Association has taken similar action many times in the past.
Three major construction projects are underway, Hoffman reported, as well as four major additions and twenty-one other projects.
Infrastructure
Infrastructure Director John Goodman said that curb and gutter work is underway at the lower Lakeway Mall pond dam and should, weather permitting, be completed within the week. All storm drainage in the area is now underground.
The next step in the project is to install a walking path. The guardrails initially proposed for the area, to separate pedestrian from vehicular traffic, may or may not be installed, Goodman said. If not installed at the Lakeway Pond Dam, he added, guardrails will be installed at the ponds further west on Longleaf, an area that is subject to icing.
Lake and Dam
Dock repairs are currently underway at Johnson Point, reported Lake and Dam Director Adam Wimberly. Currently, Dock “A” is complete, and Dock “B” is being worked on.
Wimberly told The Times that the work should be complete well before the deadline of March 30. Residents will be notified when the docks are finished.
The docks are being repaired using a Trex decking system, Wimberly said, which makes the dock system tighter. Because the Trex material is lighter than treated wood, the docks are also float higher in the water than they were before, he added.
Nominating Committee
The three candidates nominated to run for Board seats will address the community during the SLWLA Work Session on Tuesday, January 24, Secretary Jane Sessler reported.
The nominating committee will also be seeing some changes.
“We have voted to become a year-round committee," Sessler explained. "We are going to work all year to identify folks in the community who might be interested in helping on any committees the Board may need -- and be able to identify people for future use."
Wimberly asked if the Nominating Committee has discussed moving from a three-year term for Board members to a two-year term.
“It's hard enough to get people to run," Wimberly said. "One of the ways to get people to run is not having three year terms. In terms of keeping energy levels up and sharp, I think it’s something worth looking at.”
In an effort to help with Board member “fatigue,” Sessler said the Nominating Committee is trying to “help the learning curve coming in,” for new Board members.
“Part of it has to be with strengthening our committee system," she explained, "so that not as much lays on the Board members themselves.”
Board Meeting Times May Change
Given low attendance at Board meetings, Sessler has requested that the Board consider moving its end-of-month evening meeting to the morning hours.
“We originally had set those up to afford people two choices to come," she said, "but we’re just not seeing any attendance. Instead of one morning and one evening meeting each month, there would be two morning Work Sessions.
Director Stevens said moving the Board’s evening work session to the morning would be “more efficient and cost effective.” However, Stevens asked that certain issues still be presented to the community through “topic specific” Town Hall meetings in the evening.
In an effort to explain the lack of attendance, during member comments Westsider Bernadette York said, “People want to know what’s going on when it effects their wallet and the aesthetics of the community.”
President Herdrich told the Board that, “I think we have a problem sometimes with saying, ‘Just because nobody says anything or gives us input they aren’t happy’. . . it’s probably the opposite.”
Stevens also suggested videotaping the Board’s meetings and placing the recordings on the website for review by members unable to attend the meetings.
Sessler told The Times that the proposal to move the evening meeting will be placed before the community for feedback before any decision is made, likely sometime before the next fiscal year begins in May.
Amenities Committee
The new Amenities Committee expects to makes recommendations to the Board within the next two weeks, reported Sessler.
“They have been meeting quite a bit, and it’s pretty amazing,” she added. The committee is focusing on marina slip reservations, temporary RV storage, pool use, Johnson Point reservations, and improvements to the Community Center.
Sessler said the committee is chaired by Nancy Workman and has split into three subcommittees: West Side Park Community Center, Pool, and Johnson Point.
Other Business
In other business during the Tuesday, January 10 SLWLA meeting:
• On behalf of Community Manager Joan Frost, who was unusable to attend Tuesday's meeting, CAS staff member Lucy Hadlock presented the Manager’s report. Currently, the CAS staff is preparing for the annual meeting, billing for boat slips and boat storage, counting ballots, and preparing bills for the 2012-2013 fiscal year. In her report, Frost thanked the Board and all of the Seven Lakes West membership for a good year. “It feels good to have helped the Board accomplish so many useful and necessary tasks in 2011," she wrote. "We look forward to 2012 being even better.”
• The next community event will be "Wine, Cheese, and Chocolate" on Friday, February 17 at the Community Center from 7:00 pm to 9:00 pm, reported Event’s Director Jim Ferguson. The event will cost $10 per person. The event will have music by Guitarist, Ryan Book.
