The old saying that “nothing good happens after midnight” holds true for the Seven Lakes Landowners Association [SLLA], as petty vandalism remains an ongoing problem, particularly in the wee hours of the morning at the community’s parks.
On Wednesday, November 14, the SLLA Board of Directors took what the majority viewed as a baby step in the right direction by shifting the curfew back one hour. Effectively immediately, all parks and common area parking lots are now closed between 10:00 pm and 6:00 am, except for Association-sanctioned or approved events.
“We think it would be draconian to completely close the parks after dusk, but we have seen vandalism and graffiti that seems to be happening when it is dark,” said Security Director Steve Ritter, in presenting the proposed restricted hours.
He also reminded the Board of their recent action that gives on-duty security officers the authority to order non-residents off community premises.
Based on the new curfew, any vehicles or persons observed at common areas after 10:00 pm may be approached by Roving Security. If the vehicle is unattended, the patrol will attempt to contact the owner, and an incident report will be filed with the office.
Director Chuck Leach opposed the decision, arguing that a stricter curfew is needed.
“To my way to thinking, if we are going to change the policy it should have a significant difference," Leach said. "At night, the only thing we see around here is VDS -- vandalism, drugs, and sex.”
Ritter replied that the Security Committee considered closing the parks earlier in the evening, but was concerned such a decision could have a negative impact on evening walkers, particularly those residents who live near community parks.
“We are hoping the new hours will have some impact on the issues you are talking about, that is being done by some fringe element out there,” Ritter said. “Our hope is to give our [Roving] Security enough items in their tool bag to deal with these people.”
President Bob Darr expressed support for the less restrictive hours, noting that the newly-hired Roving Security officer has made significant progress in eliminating after-hours vandalism.
“That activity has really, really decreased because, frankly, they are not hanging out anymore behind the Clubhouse,” said Darr. “Chuck and I were in agreement to close the parks at sundown, but now that I am seeing what is going on now, I am in favor of trying 10:00 pm. And if this doesn’t solve our problem, then we can revisit the issue; but, for now, this is a step in the right direction.”
Six-month contractor pass eliminated
Arguing that the old system of allowing six-month gate passes for contractors was poorly managed and tracked, Security Director Ritter successfully proposed a new thirty-day maximum pass.
The new policy will take effect December 31, when all contractors -- including construction, health care professionals, landscapers, and more -- will be required to sign in their staff and vehicles on a monthly basis at the SLLA office.
Treasurer Conrad Meyer reiterated his concern about asking residents to take responsibility for the actions of contractors, particularly noting that many businesses have multiple work sites within the community.
As approved, at least one resident must sign the contractor request form, but it will be up to the individual business to keep the pass current and to list all of their job sites within the gates. Any violation of community rules by a contractor could result in termination of their access to SLLA.
“This is a good start in terms of getting control over who is on our premises,” said Darr. “We may have to work out a few issues that may cause us to rethink exactly how we do it, but this policy is another step in the right direction.”
Two new financial policies approved
Mirroring a standard policy used by other communities under CAS management, the Board unanimously adopted a new policy that still allows for dues payment plans -- but under a much more restrictive timeframe.
As approved starting next fiscal year, residents will be limited to a three-month payment period for annual dues -- except under extraordinary circumstances, when a longer period may be granted.
“We are not making drastic changes to the methods that people can use to pay their dues,” explained Meyer. “This allows for a payment plan, but only up to a six month maximum. That is the biggest change from what we have had before.”
Also related to financial policies, the Board approved a new uniform policy that will allow the Association to write off landowner accounts as bad debts. Each will be reviewed on a case-by-case basis, and only the Board has the authority to determine if an account is uncollectable.
Treasurer Meyer noted there is a backlog of uncollectable accounts that will be handled on a reasonable schedule, rather than attempting to write off everything in a single fiscal year.
“We will keep the throttle on the valve a little bit,” he said.
Annual boat trailer fee approved
At $10 annually, the newly approved boat trailer fee is a minimal cost to boaters, but the Board is hoping it will improve tracking methods and help identify owners.
As discussed, the new stickers will become effective in May 2013, and will be required on any boat trailer that is stored on common property -- including the Sequoia Point lot and the Yard Waste facility. All proceeds from the fee will be used to defray maintenance costs of those same areas.
Revised Stables policies includes option for free-lease horses
Based on recommendations of the Recreation Committee and Stables Manager Kate Pennington, the Board approved a revised set of operational policies.
Many of the items were basic housekeeping issues related to stables use, but questions were raised over a new ban on cell phones during trail rides.
Recreation Director Bob Racine explained the restriction was a safety issue -- as vibrating and ringing phones could spook horses and also be a distraction for riders. But he explained that Stables staff would always carry a cell phone on trail rides, in case of emergencies.
Also approved was a new policy that will allow the Stables to accept free lease horses. Historically, privately-owned horses have been prohibited at the barn; however, Pennington is currently pursuing an option to acquire two new horses under a free lease agreement.
“What we are looking at here is the opportunity for us to have usable, ride-able horses in our stables that we don’t have to buy,” explained SLLA President Darr.
Under a free lease agreement, the Association would cover all feed, grooming, and veterinary costs to maintain the horses, in exchange for the animals being placed in the stables trail ride program. The horses are owned, in fact, by a Seven Lakes member, but that resident will have the same access and privileges as all other members. In addition, the free lease includes a two-month probationary period.
Darr and Racine described the new horses as young and in excellent condition -- thus they will require less feed and veterinary expenses.
“From an economic standpoint, this is a win-win,” said Darr.
The community’s longest serving horse, Casey, who has provided over twenty years of trail rides to SLLA residents and guests, will be retired immediately to his new home. Once the two free lease horses are settled in, another older horse will also be retired, reported Sohl.
Singling out Pennington’s efforts in securing the newcomers, Darr applauded her proactive work.
“She gets in her car and drives all the way to Kentucky to ride these horses and approve that they are sound,” he said. “She is doing a heck of a job, I’m telling you!”
Proposed facility fees for guests raises ADA concerns
A proposal to charge daily guest fees at the Northside Pool and Seven Lakes Stables was pulled from the table over concerns about American Disabilities Act [ADA ] requirements.
Recreation Director Racine said his committee thought the proposed guest fees were a good starting point -- at $5 per day for the pool, $20 for trail rides, and $10 for pony rides -- but there is a possibility that charging for outside use could force the Association to adhere to ADA [Americans with Disabilities Act] accessibility standards.
Potentially, that could mean installing two handicap lifts at the pool and renovations to restrooms, ramps, and hallways at the barn.
Darr expressed frustration at the lack of progress with recreational issues, most especially with attempts to control high guest use, which outpaces resident use by twofold at the stables and was estimated at thirty percent of all pool users. But Racine argued there was no urgency and then it was important to consider all related issues before making any decisions.
“We have found these obstacles; and, if you see a bump in road you don’t stop, but you do slow down,” he said. “We need to review first and then go forward.”
Community Manager Sohl noted there is some wiggle room with ADA standards for guest use of residents from an adjacent community, such as Seven Lakes West, but agreed it would take more time to properly research that possibility.
Director Ritter also expressed concern about adding new fees.
“We are lumping the pool and stables in together for a set fee," he said. "It looks like, at the stables, what we are trying to do is reach an acceptable number for guests who use horses because their use drives up our costs: I am okay with that."
But Ritter argued that the pool had certain set costs -- such as staffing and chemicals -- that would not fluctuate whether there were ten guests present, or thirty. In particular, he questioned the impact of a $5 per day for visiting grandchildren.
“For two weeks [visit], you are looking at maybe $30 to bring grandkids to the pool. And, in reality, what more work have they caused us to do?” Ritter asked.
Darr responded that extra people in the pool do drive up chemical needs and, therefore, costs, but that more visitors also require additional capital infrastructure in the way of pool furniture, cushions, and umbrellas.
“We not looking at off-setting fees," Darr said. "What we’re saying is, there are costs to the Association. Members are already paying and, we think, non-members ought to also help us pay towards defraying those costs."
While the Board did not engage in any meaningful discussion on the hot button issue of whether or not to employ lifeguards next Summer, that concern was raised during public comment.
“I hope you will think long and hard before getting rid of lifeguards at the pool,” cautioned a resident.
Director Racine also noted that, without lifeguards, the pool facility would have to be upgraded to include either a key lock or swipe card access system.
Finance
Six accounts are currently in the foreclosure process, SLLA Treasurer Meyer reported, with Community Manager Sohl estimating attorney fees for each at $1,300.
Because of the compressed holiday meeting schedule, the Finance Committee had not yet reviewed standard monthly statements, Meyer reported. But he noted that one big change going forward is that road paving improvements will be reported as assets and a footnote explanation has been added to the balance sheet.
Meyer also reminded the Board that preliminary budget proposals are due.
Maintenance to discuss street sign compliance
Another looming and unanticipated expense involves forty-one replacement street signs that are necessary to bring the community into compliance with Moore County records.
Accurate signs are vital during an emergency situation, and the concern was initially raised last year, when staff in the Moore County GIS mapping office discovered that signs within the community did not match their records. Most changes involve minor spelling corrections or shifting a compass point designation; for example, West Devonshire versus Devonshire West.
“It is a costly proposition to change forty-one signs,” cautioned Sohl, recommending a phased approach to change all signs in the community to improve safety and appearances.
Darr agreed that cost is a major concern, quoting an estimate of $240 per sign.
“We are talking about 41 signs but there are probably 500 or more signs in all of the community,” he said. “We are talking about a hell of lot of money, and it will have to be a phase-in kind of thing. We cannot do it in one shot.”
In related maintenance and infrastructure discussion, Sohl reported that six landscape contractors were approached for bids, including the current service contractor Davenport Landscaping. He said those bids would be reviewed by the Maintenance Committee, along with bids for renovation work at the Southside gate house and the pool barn.
An estimate for road striping work drew immediate consternation from the Board, who questioned the excessive square footage anticipated.
Darr said they would “sharpen their pencils” and carefully review exactly where road striping is required. Primarily the striping will be added to traditional No Passing zones, such as dam causeways, curves and hills.
Lakes and Dams
On ongoing pump problem at Little Juniper lake literally reached a breaking point, reported Director Don Fentzlaff; and a new pump has been ordered.
“We have had a multitude of problems," he said. "We would get one fixed then another shows up."
The new pump uses a different design and is much more rugged and efficient than the existing pump.
Resuming discussion of a Lakes & Dams proposal to relax the ban on jet boats, Fentzlaff said the vessels under consideration are not Personal Watercraft. He offered a better description as a water-driven engine on a ski boat.
“They are safer because they do not have moving prop [propeller] in the water," he explained. "It sucks in water and pushes it through a tube. These boats look very similar to a deck boat, and are no faster than what we have on the lake now.”
Also during the Lakes & Dams report, he noted that lake water testing was completed and that all readings were well below any danger levels.
“Our water quality is extremely good in all of our lakes,” Fentzlaff said.
Darr thanked the committee for their efforts: “This is a large and active committee and they have done some wonderful things this year. We thank them.”
Recreation
The children’s Halloween Party was a “howling success,” Director Racine reported, thanking the many volunteers who helped decorate, baked treats, and helped serve the community’s little ghosts and goblins.
Upcoming events include a Mingle & Jingle holiday party for adults and children scheduled for Sunday, December 16, from 3:00 pm to 5:00 pm. Kids will enjoy a visit from Santa Claus and supervised crafts and games in the Community Activity Center, while parents and other adult residents enjoy entertainment and a BYOB party next door in the North Clubhouse. All are welcome to participate, and volunteers are needed.
Security
Despite what is viewed by many as a chronic vandalism problem, Director Ritter noted the previous month had been very quiet, with only two incidents reported -- one being a smashed pumpkin.
Based on a recommendation by Roving Patrol, additional GPS checkpoints will be added to the community to bring the total up to forty-seven identifiable targets. The Roving Patrol vehicle records its passage by these points, ensuring that every street is included in daily patrols.
Ritter said that he is anticipating an upcoming meeting with the Moore County Sheriff’s Office to discuss borrowing the speed alert trailer -- and that Sohl had received confirmation that local law enforcement agencies do have authority to write citations on the privately-owned roads within Seven Lakes.
Other business
In other business conducted by the SLLA Board during the Wednesday, November 14 Open Meeting:
• Darr reported that the meeting was being audio recorded to ensure accurate meeting minutes were kept. But he explained that state law required those recordings to eventually be destroyed once the minutes were approved, because minutes are not supposed to include public comments and detailed discussions.
• Fentzlaff reported that the Architectural Review Board approved a new home construction, along with other many other improvement and home renovation requests including new paint and siding, fencing, removal of trees, and new roofs.
• Racine reported that the Community Standards Committee is “going full blast” thanks to new CAS reporting formats. “It will be very easy to track these alleged violations and see that they don’t slip through the cracks,” he said.
• Darr reported the Long Range Planning Committee is reviewing suggested items included in the Reserve Study and will submit those for cost estimates. In addition, the committee is developing estimates for the next phase of paving work, anticipated to commence in four years.
