CYPRESS LANDING HOMEOWNERS ASSOCIATION
BUILDINGS AND GROUNDS COMMITTEE
MINUTES OF THE AUGUST 13, 2008 MEETING
Members Absent: Bill Cook, Bernie Dougherty, Bill Gilfillan, Tom Graham, M.J. Peters, Jennie Hoagland, Jim Podgorny, Joe Rella, Lou Rodrigues, Jim Rudbeck, John Schafer, Gerald St Jacques, Jeff Sutton, Bill Walker
Minutes of the July 09, 2008 meeting were accepted by the members without any additions / deletions.
Expenses and Budget Report: Jerry Collins (Financial Liaison)
Expenses YTD July are currently under budget ~$24k, with electricity under ~$4k, wetlands cutting under $6.3k, and RV lot maintenance/repair under ~4k. Fuel surcharges from Landscaping Unlimited (LU) are currently running ~$500/mo, not $800-900/mo. as reported in the minutes of our July meeting. This may require an adjustment to the 2009 budget. John Reiner reported that the Finance Committee is not willing to set up a separate line item for fuel surcharges from Landscaping Unlimited (UL).
Buildings, Storage Lots – Bill Ramsden/Bill Gilfillen
Bay Club Main HVAC System: Dan Bergbauer reported that C/A Heating & Air (New Bern) have been tied-up with ongoing business and have not been able to provide a proposal that includes more detail on what they will do and what the end result will be in correcting the problems with the Bay Club HVAC system. Dan will continue to follow-up with C/A. The problem with the HVAC system does not require immediate attention so there is no major concern at this time.
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. It now looks like September before they arrive. If the delay continues past September, John advised we should look elsewhere for another supplier.
Fitness Center Rear Doors: Lyle advised we had an offer of $486 from Gutter Guys for seamless gutters and gutter guards to be installed on the eaves above the rear doors of the Fitness Center. With Kay Graham’s approval Lyle gave Gutter Guys the ok to proceed. Lyle has subsequently been advised by Gutter Guys the job will be completed August 18. Bill Ramsden reported that on the single door in the NE corner the inner wood core has rotted and the brick mold is decaying. He recommended removing the interior casing and replacing the entire unit with a pre-hung fiberglass door. Bill also advised that the brick mold on the second double door set be replaced and that the door and casing be painted again. Budgeted funds are available and Bill was given the ok to proceed.
Landscaping & Services – Kay Graham
Re-greening Project: Bill Cook was out of town but prepared a “B&G Work Project Inventory Sheet” on the Beautification of the Tennis Courts. An estimated 100 hours of volunteer help was contributed by numerous B&G Committee members as well as numerous members of the Tennis Committee. The total cost was $1962 versus an estimated cost of ~$6000 if the job had been contracted out. Dave Wheelock pointed out that the original estimated cost for this project was $700. The original estimate did not include (1) wax myrtles that were planted, (2) cost for soil and pine bark mix, and (3) rental cost for a trencher. Dan Bergbauer advised he estimates the added annual cost to maintain the work completed will be ~$1000/yr. It should be noted we have received many favorable comments on this beautification project.
Grade and Sod Marina Entry: This project has been successfully completed. The dead grass was scraped off and hauled away, and the area was then re-sodded. Leftover sod was placed on bare areas at the upper pond swale in Phase 2. Sod has also been put down over the swale fill between Fair Oaks and Fairview.
Landscaping Unlimited: Several members commented they have observed continued scalping by LU mowers. In bare areas the mowers are supposed to be set at 4.5 inches versus 3.5 inches in grassy areas. Kay will again discuss our concerns with LU.
Storm Water System – Jeff Sutton /John Reiner
Sink Holes: Last June John Reiner reported there is another sink-hole in the easement area behind his house. He determined it was due to a broken pipe. At a cost of $135 he was able to access a waterproof camera that can view up to 75’ in the pipe. He tried running the camera and a snake through both directions of the pipe, but the presence of “muck” prohibited any visual observance. John recommends we call back the company hired to resolve our previous sink-hole problem, which may cost us $15-20k. If we choose to have necessary repairs made, he recommends we wait until year-end when sufficient B&G funds may be available. On the matter of the “canyon” near Sally Love’s house, we need to determine if the problem is on or off of her property. Scott advised it is part of our storm water drain system, and that it was filled-in many years ago by the NCDOT. Tomi will attempt to clarify.
ACC/B&G Inspections: John Kovaly advised there were two inspections in the last month, one initial and one final. The final inspection failed as additional stabilization is needed. John also advised of a problem with a new construction on Merrimack. He has concerns with drainage pipes and catch basins that have been put in the swale between the homes by the builder. The builder maintains he contacted NCDOT and was advised they are not responsible for swales that are not part of the drainage system. Tomi will attempt to determine if this is true. This is not the first incident involving this builder. Ernie Uhr suggested we not allow future buildings by this builder until all current issues with him are resolved. It was suggested that B&G should be brought into the ACC site inspection several times during the building process in lieu of just at the beginning and end. This would eliminate some of the failures at final inspections.
Ponds/Fountains: Scott Moody advised two fountains have been repaired and returned by Kasco. He continues to try and resolve the problem with breaker “tripping” on the fountain behind the Fitness Center. Scott also advised that Lake Management Company has been authorized by Kasco (the manufacturer) as a repair center for fountains. This has subsequently been confirmed. Scott recommended we add the Marina holding pond to the Lake Management contract at an added cost of $480. This may require an adjustment to the 2009 budget.
Culverts: John Reiner advised he will contact Raul to remove/clean-out silt and debris from numerous culverts not under NCDOT maintenance.
CAM Update – Tomi Moody
Wetlands Cutting: Tomi advised she will hand-deliver the letter documenting our pre-existing maintenance program conditions to the DWQ. This will, hopefully, enable us to proceed with cutting of the wetlands. An answer from DWQ is expected by September. Storage Lots: Tomi advised there are seven people on the waiting list, two of which are upgrades. She advised that trucks are allowed in Lot C if space is available, but our policy allows prohibiting trucks if there is a waiting list. Dan Bergbauer advised that the covenants take precedence to policy, and recommended we get a legal opinion. After much discussion, a vote was taken to enforce the policy of no trucks in Lot C without getting a legal opinion. Dan cast the only negative vote.
Work Projects
Sodding Bay Club Peninsula and Upper Pond Swale: Kay advised that a work party will be set up in a couple weeks to sod these areas. John Reiner questioned doing so if the areas are likely to be “scalped” by mowers. The cost for the sod is minimal, so it was agreed to “give it a shot.”
Old Business
None
New Business
There was significant discussion on the matter the Finance Committee “micro-managing” our business, and on the wisdom of cutting our budget in view of increasing costs for electricity, gasoline, etc., especially in view of no explanation provided as to why certain line items have been removed from our budget. We are an organization of volunteers. Members are frustrated by the approach being taken in view of the tens of thousands of dollars we save Cypress Landing every year. Kay has documented our concerns in writing. Ernie recommended we express our concerns at the Aug 19 HOA meeting.
Next Meeting
The next meeting is scheduled for September 10, 2008 at 3:30pm.
LMC 08/14/2008
B&GMinutesAugust2008