CYPRESS LANDING HOMEOWNERS ASSOCIATION
BUILDINGS AND GROUNDS COMMITTEE
 
MINUTES OF THE JULY 09, 2008 MEETING

Members Attending: Dan Bergbauer, Lyle Carlson, Jerry Collins, Bill Cook, Bill Gilfillan, Kay Graham, Tom Graham, Mara Graves, John Kovaly, M. J. Peters, Bill Ramsden, John Reiner, Jim Rudbeck, Jeff Sutton, Dave Wheelock, Tomi Moody (CAM), Scott Moody (MT).
 
Members Absent: Rolf Andersen, Barry Barwatt, Keith Bassett, Chuck Bracken, Bernie Dougherty, Jerry Harris, Jennie Hoagland, Ed Jarrett, Bill Kimball, Jim Podgorny, Joe Rella, Lou Rodrigues, John Schafer, Gerald St Jacques, Bill Walker, Ernie Uhr (BOD Liaison).
 
Minutes of the June 11, 2008 meeting were accepted by the members without any additions / deletions.
 
Expenses and Budget Report: Jerry Collins (Financial Liaison)
Jerry reported normal expenses are currently under budget ~$15k on a straight line basis. Several pond fountains are currently not operating due to low water levels, which is a factor in electrical expenses being ~$3k under budget. Fuel surcharges from Landscaping Unlimited (LU) are currently running $800-900/mo. John Reiner suggested we set up a separate line item for these charges in the future. Also, electrical and water expenses are almost certain to be higher in 2009.
 
Buildings, Storage Lots Bill Ramsden/Bill Gilfillen
Bay Club Main HVAC System: Kay Graham, Dan Bergbauer and Scott Moody met with C/A Heating & Air (New Bern) in continued efforts to find an HVAC company that can resolve our problems with the Bay Club HVAC system. Dan feels they are very capable, but he is not satisfied with the $4100 preliminary proposal they have submitted which focused primarily on revision of the duct system for the main room. There was general agreement that the proposal include more detail on what they will do and what the end result will be, including specifications. Dan and Scott will follow up.
Bay Club Sidewalk Lights Project: John Reiner advised that installation of the new sidewalk lights is still being held up by fixtures that had to be back ordered by Lighting by Design. July 15 is now the estimated arrival date, with installation to follow shortly thereafter.
Fitness Center Rear Doors: Scott advised that the estimated cost to replace the wood doors at the back of the Fitness Center with fiberglass doors and fiberglass jambs is ~$1500. The problem is due to water runoff from the roof splashing onto the wood doors, causing them to deteriorate. It was subsequently decided that the condition of the existing doors and jambs is such that they can be upgraded with some proper maintenance, and that it will likely be more cost effective to have rain gutters installed to stop the splashing. Lyle agreed to get an estimate for the purchase and installation of seamless gutters.
 
Landscaping & Services Kay Graham
Re-greening Project: Bill Cook advised that the stepping stones for the pathway to the tennis courts shelter have arrived and will be put in place shortly. He is also planning to schedule a work party for continued plantings around the tennis courts. Concern was expressed about doing so at this time in view of our current drought situation. Bill pointed out there is a well on site at the courts, so lack of rainwater will not be an issue. Jim Rudbeck expressed concern at the number of re-greening plantings that have died in the past year. It was agreed that watering is a problem. However, Kay pointed out that the normal attrition rate is about 20%, and we are doing better than that in spite of the severe conditions currently being experienced in Eastern NC. Jim also questioned when LU maintenance of plantings begins. Kay is hoping to form a group of Green Hats that will assist in the maintenance of new plantings. Jerry Collins suggested we remove all dead plants.
Landscaping Unlimited: Kay advised that LU has removed all 121 Indian Hawthorne that were alongside the front entrance wall, free of charge. Kay also advised that she and Rolf Andersen had a sit-down meeting with LU to express our continued concern with their lack of attention to matters that we have raised now for several months, e.g., scalping with their riding mowers. She is confident they got the message, and will be more responsive in the future.
 
Storm Water System Jeff Sutton /John Reiner
Last month John Reiner reported there is another sink-hole in the easement area behind his house. He has determined it is due to a broken pipe. At a cost of $135 he has access to a waterproof camera that can be used to view up to 75 in the pipe. If we choose to have necessary repairs made, he recommends we wait until year-end when sufficient B&G funds may be available. John advised that 8-10 culverts need to be cleaned out. Budgeted funds for this are available and he will contact Raul. Jim Rudbeck advised there is a spot on Potomac Drive that is slumping. John Reiner advised that there are holes next to at least two drains in swales on homeowners property that the DOT is responsible for fixing. Tomi will bring these to the attention of the DOT as they are State roads.
ACC/B&G Inspections: John Kovaly advised there were three inspections in the last month, one initial and two final. One passed, and one failed due to erosion at the back of the house.
Ponds: Scott advised the ponds are in generally good shape, albeit on the low side. The fountains on the 10th hole pond and behind the fitness center are currently not working. The fountain on the James Ct pond appears to be clogged. Scott is following up on all three. Scott will contact the Lake Management Company and ask them to treat the holding pond next to the marina. Subsequently, Scott advises they will be here the week of July 20, at which time he will meet with them regarding the marina holding pond, and pond conditions in general.
 
 
 
Engineering Dan Bergbauer
On matters requiring an outside engineering firm, Dan advised we can hire Marie Peeden, who was formerly employed by Wooten Engineering. If the problem we have is beyond her capabilities, she will then fall back on Wooten for any needed support.
 
Roadway Acceptance Jeff Sutton
Tomi is working to have McKim & Creed sign the required engineering certification for the remaining four roads. As part of this we must do core samplings for all roads at the same time. This is required as part of the (hopefully) final process for our roads to be certified and accepted by the State.
 
CAM Update Tomi Moody
Wetlands Cutting: Tomi advised that she and homeowner Barry St John have prepared a draft letter for the DWQ. They will review same with owners involved and then forward it to the DWQ.
Storage Lots: Tomi advised there is now a waiting list for medium and large spaces. The scheduled quarterly inspection had to be cancelled and has been rescheduled for July 10.
Pollard HVAC: Tomi will set up a meeting with Pollard on our HVAC issues after a satisfactory assessment of the system has been completed.
 
Work Projects
Cypress Landing Pkwy Re-greening: Bill Cook and his crew of volunteers finished putting in 150 plants on CLP on June 13.
Plantings Around Tennis Courts: Bill Cook will send out an email once he confirms the plants have arrived.
Grade and Sod Marina Entry: Kay advised that the dead grass will be scraped off and hauled away by Raul. The area will then be re-sodded by a work party. An email will go out when a date has been confirmed.
 
Old Business
None
 
New Business
Mara Graves has agreed to prepare a schedule outlining optimum times for appropriate maintenance of existing plants, shrubs, trees, etc., as well as optimum times for plantings.
 
Next Meeting
The next meeting is scheduled for August 13, 2008 at 3:30pm.
 
LMC 07/14/2008
B&GMinutesJun2008