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Seven Lakes West Landowners Association Board of Directors Work Session Tuesday, August 8, 2006 West Side Park Community Center
Call to Order:
President Jim Meikle called the meeting to order at 8:06 a.m. Present: Hugh Beckwith, Mary Anne Fewkes, Ray MacKay, Jim Meikle, Betty Milligan, Jo Nicholas, Virgil Reid, Blaine Rowland. Also present: Tony Robertson, Community Manager. A quorum was established.
Secretary’s Report: Secretary Jo Nicholas accepted a motion from Ray MacKay to approve the July 11, 2006 Board Work Session minutes with corrections on pages one and two. Jim Meikle seconded and motion carried. Corrected copies will be issued to Board members. Jo accepted a motion by Ray MacKay to approve the July 25th General Membership minutes with Blaine Rowland seconded. Motion carried. Correspondences received by Board members were shared in regards to the topics of community grass mowing, fences, Johnson’s Point, and legal fees. Jim Meikle and Ray MacKay will respond to the concerned community members. Jo then recorded Board members’ absences for the remainder of August as well as anticipated September absences. Noting that a majority of members will not be in attendance for the regular September Board meeting, a new date was established for the meeting to be held on September 7th. President Meikle then explained a project assigned to Jo in establishing a committee to develop a Vision Statement for the Community. Names were suggested for the committee. Jo will contact these individuals to begin the assignment. President Meikle also appointed Ray Mac Kay as the Board representative for the Long Range Planning Committee.
Treasurer’s Report: Treasurer Virgil Reid then explained in detail the July check register with regards to several areas that have been paid twice during the month because of the time the bill arrives. A motion was made by Virgil to accept the check register with Blaine Rowland seconding. Mary Anne Fewkes requested a detail check register to see all aspects including payroll deductions. Virgil assured her that she can attain her information from the financial officer. He stated that we currently do not write payroll check, a company performs that assignment. They do print a detail information sheet that she may request from Holly. Every Board member is entitled to request a copy of the information. An email from a concerned community member regarding payroll information will be responded to by Jim Meikle. Betty Milligan praised Virgil for adding the memo line to the report. The motion to approve carried with seven in favor and one dissented: Mary Anne Fewkes. Virgil then discussed the Preliminary Profit and Loss information and explained that Johnson’s Point security needs to be a separate line item out from SFI. He also stated that we are paying for that security guard’s cell phone. He also discussed that Financial Report with interest information and CDs maturing.
Action Items: 1. Vacant Board Position: At 9:12 a.m. President Meikle moved the Board into Executive Session to discuss the open board position. At 10:31 a.m., the Board resumed regular session. A motion was made by Jim Meikle to accept the recommendation of Michael Finney from the Interview Committee to be appointed to fill the unexpired term of Bill Parker. Virgil Reid seconded. Motion was unanimously approved. Jim will contact Michael as well as the other applicants. 2. Mail Delivery The Long Range Planning Committee, under the direction of George Jenner, was given the direction for the mail delivery project. The committee seems to be split with its outcomes. The LRPC discussed examining political action. According to the community survey, 2/3 of the community are in favor of home delivery. According to the information shared, the United States Postal Service will not change their policy. Jim explained that if mailhouses are kept, we need to examine how many are needed and where. The existing mailhouse is owned by the Association, however, it needs extensive repairs. We have room to put another mailhouse at WSPCC. Betty Milligan shared that a neighbor has background in USPS and would be a resource for the committee. It was suggested that this new community member work with the committee to push the issue of home delivery. Board also discussed information regarding location of mailboxes pertaining to easements as well as electrical/water lines. It was decided that the community member will be discussing information with the Board. A response will be sent to the LRPC committee that the Board is discussing the issue as well as doing research. Betty will arrange for her neighbor to talk to the Board. 3. Land Acquisition A motion was made by Betty Milligan to acquire approximately two acres surrounding the East gate from Ron Myers for $10,000 for future use as common areas. Mary Anne Fewkes seconded and motion carried. Seven Lakes West Demographics information was shared. The Board thanks George Jenner for compiling this information.
Discussion Items: 1. Mailing Lists President Meikle stated that he had received requests for member mailing lists from two companies. After a quick discussion, it was decided that we will continue the existing policy to not provide these types of lists. 2. Kite Tubes President Meikle shared an article from the Times newspaper that stated that the Seven Lakes North/South have banned any airborne devices on their lakes. A discussion was held in regards to the variety of tubes that become airborne. Several North Carolina lakes have banned airborne tubes. The Board decided to suggest to community members to not use them because they are very dangerous. People need to be SAFE!
3. NCWRC At 10:55 a.m., Hugh Beckwith moved the Board into Executive Session to discuss NCWRC (North Carolina Wildlife Resource Commission) negotiations. At 12:09 p.m. the Board resumed regular session. 4. Fences A concern from a community member regarding two fences on two properties was shared. According to Tony Robertson, the Association has no records prior to 1997 on ARC issues. An ARC committee member examined the issues. One was approved, another overlooked application process. A lengthy discussion was held in regards to ARC standards and these fences. One was approved in error while the other had no approval process. One community member is still in error in regards to an irrigation pipe that extends into the lake. Tony will send a third letter in regards to the irrigation pipe and negligence in responding to correct the issue. Jim and the new ARC Board member will visit the site of the one approved in error and also ask second community member to submit plan for review. A reminder to the community that ALL fences must be submitted for approval before construction process begins.
Informational Reports:
1. Community Manager: Community Manager Tony Robertson shared several items for discussion. There will be a joint meeting of the insurance and personnel committees to discuss employee insurances. As of August 25th, the pool will be open Monday-Friday, from 4:00-7:00 p.m. until Labor Day. Regular hours will occur on weekends. On Labor Day, the pool will be open all day, the closed for the season. It was noted that we are required by law to have alarms inspected quarterly. A proposal for $200 per inspection was quoted. A suggestion was made to contact the West End Fire Department to see if they have anyone qualified to accomplish this inspection. Tony shared that the North/South side has signed an agreement for new bar codes with Maximum Security. He stated that the Judicial Committee will be meeting Wednesday, August 9, 7:00 p.m. at West Side Park Community Center’s Activity Room. Tony also stated that today renovations are being done on the Gate house to improve the building inside and out. 2. President: President Meikle shared that all Board members had a copy of the Lake Management report. A meeting scheduled for August 23, 2006, 2:00 p.m. will be held to discuss the recommendations in the report. Regarding PSL (Pinnacle) a committee held a “wrap-up” meeting however a summary letter has not been completed. In regards to a note from Betsy Mikula, our newsletter editor, we will not be eliminating the newsletter. He encourages everyone to submit articles. Jim then stated that he wanted to thank Bob Williams for assisting Tony with ARC efforts while we were going through the process of finding a replacement for Bill Parker. President Meikle then reviewed the accomplishments of the Board’s goals and examined the status of those not completed.
3. Infrastructure: Ray MacKay shared several items of interest in regards to Infrastructure. There is no resolution with the problems created by White Drive and James Drive paving. Drainage flumes on the James Drive pavement have still not been installed. Water main installation along the roadway is being installed, so shoulder vegetation remains undone. A back charge to the owner is pending. Lakeside Development has been engaged into discussions about how complete the paving and drainage at the end of White Drive. Preparation by the Developer for paving the extension of Carriage Park Drive is underway but currently is tied up with “wet land” permitting. Installation of doors for the Community Center dumpster screening is pending. The “Key Lock” has been put back on the gate with a few complaints. Assignment of Bay numbers in Longleaf lot continues to go slow. Installation of Bay numbers at Johnson Point lot is still pending. Two sets of aluminum dumpster access stairs have arrived and are in place. Three new fire hydrant assemblies have been ordered and are to be shipped to Moore County Public Utilities on the 7th. The change of maintenance providers to PSL units to Professional Services started August 1st. The 4-way stop at James Drive and Morris Drive has been installed. Area Speed Limit signs will be put up at the two entry gate areas to alert and/or remind all drivers what our area speed limit is. A summary of our right of way mowing for the past four years was shared with Board members. The storms in late June put us behind a week because of the need for street clean up but we are back on track now. An In-House Maintenance Feasibility Study was discussed. The committee has set a goal to have the study completed by September so the Board can evaluate it and make desired proposals for the “07-08” budget. A lengthy discussion was held examining the proposal. A motion was made by Ray to purchase two acres of land for future association use at the cost of $20,000. Betty Milligan seconded and motion carried. 4. Lake and Environment Mary Anne Fewkes shared several items of interest for the Board. Schnabel Engineering had been contracted with this year for a Dam Safety Engineering Project and other work. Subsurface Exploration Program was completed in May and other projects are still in the process. Early in June we were billed for work which was not completed, so only a portion of the bill was paid. She spoke with Paul Kirst who informed her that Schnabel was to send a report after each project was completed. These reports have not yet been received. Dam surveys are in process and are being overseen by Gerhard Hergenhahn.. In regards to Lake Buoys, there are five buoys missing from the lake and several have drifted from their locations. Larry McCallum, Gus Danielson, Charlie Flinchum and Mary Anne went out on the lake to look for missing buoys and chart the remaining ones. The buoys will be painted and placed in their proper positions. Friends of Ronnie and Betty Milligan have donated two new beautiful signs for Johnson Point. Another sign will be purchased from our funds for Lake Rules. Concerns have been expressed in regards to people who reserve Johnson Point and do not show. A fee may be charged if this continues. Mary Anne and Kathy Kirst spent several hours reviewing sticker information and boat registration. There are still some unaccounted boat decals—a better database is needed. The Long Range Planning group has offered to help with a database and Mary Anne will be contacting George Jenner to assist with this project. The status of Septic Management will be shared at the General meeting for September. 5. Recreation Betty Milligan shared several items of interest for the community. Beautification committee shared that a sign is needed to identify the West Side Park Community Center. Therefore, Betty has been assigned to attain quotes for the manufacturing of the sign. She reminded the Board about the Back-to-School Ice Cream and Swim Social that will be held on August 19th at 3:00 p.m. Betty shared that on October 28th, from 7-10p.m. there will be a Halloween party—more information will come. On October 31st, there will be a “Trunk or Treat” for children to attend for Halloween. Betty requested Tony to have the installer of the tennis courts to evaluate the courts before the end of the warranty. She discussed the possibility of electricity at the court for lighting. Tony and Ray will investigate. Betty shared that the hopscotch design has been painted on the basketball court. 6. Security: Blaine Rowland shared that there is a way to use some of our security materials with bar codes. Discussion will resume at later meeting. The community Disaster Plan will be shared at the September Board meeting. Blaine has noted concerns regarding speeding in the community. PLEASE adhere to the speed limits. A task force will be formed to research options regarding speeding in the community and make recommendations to the Board.
Topics for August General Meeting Topics for the General Meeting will be Recreation- Betty Milligan; Treasurer’s Report- Virgil Reid; Lake and Environment-Mary Anne Fewkes; President’s Comments- Jim Meikle; and General Manager Information- Tony Robertson.
Adjournment: At 3:39 p.m. a motion was made by Virgil Reid for adjournment. Jo Nicholas seconded and motion passed.
Respectfully submitted, Jo Nicholas, Secretary
Summary of Board Actions Taken:
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