CYPRESS LANDING HOMEOWNERS ASSOCIATION
BUILDINGS AND GROUNDS COMMITTEE
MINUTES OF THE SEPTEMBER 10, 2008 MEETING
Members Absent: Bernie Dougherty, Tom Graham, Jennie Hoagland, Bill Kimball, John Kovaly, Jim Podgorny, Lou Rodrigues, John Schafer
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 ~$26k, with electricity under ~$5k, wetlands cutting under $6.3k, and RV lot maintenance/repair under ~4k. John Reiner reported that the Finance Committee has requested all committees to be discrete in expending budgeted funds for the balance of 2008. That is not to say B&G should not spend budgeted funds that are available for projects that make sense to complete before year-end.
Buildings, Storage Lots – Bill Ramsden/Bill Gilfillen
Bay Club Main HVAC System: Dan Bergbauer, Kay Graham, Scott Moody and Lyle Carlson met with C/A Heating & Air (New Bern) at the Bay Club on Sept 5 on the matter of improving the efficiency of the Bay Club HVAC system. Dan provided a summary of the situation for those present. The primary concern is uneven temperatures in the main room. Another major concern is the high air flow velocity (and associated noise level) of the single air return register, which indicates significant out of balance performance. Correcting this requires converting the two center air supply registers and the non-functioning register above the doorway to return registers. Dan has exchanged emails with C/A, with copies to others, prior to, and subsequent to our meeting, discussing details of the C/A proposal, and possible alternatives to improve on the current system. One bonus is providing conditioned air in the hallway entrance by redirecting airflow from one of the center supply registers in the main room to new vents in the hallway. Dan also advised that the Bay Club HVAC system falls under commercial code requirements, requiring typically 1200 CFM of fresh air during the time the main room is at capacity. When needed, this airflow, controlled by a motorized damper, passes directly into the return line without going through the single air return register. Bill Gilfillan expressed concern that an air exhaust is also needed to balance out the large amount of fresh air so as not to over-pressurize the system. Dan will follow-up with C/A to address further this concern, and will also get an estimate of time to complete improvements so we can give the HOA office a heads up on how long the AC may be off. Current estimated cost of improvements is $6000 max.
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 late October before they arrive. Efforts to find an alternate source of supply for the style lamp required have been unsuccessful.
Fitness Center Rear Doors: Gutters have been installed in the two rear corners of the Fitness Center above the doors. Scott will put down 16”x16” pavers to serve as splash blocks under the down spouts at the Fitness Center and at the pool house. Bill Ramsden has previously reported that the inner wood core on the single door in the NE corner has rotted and the brick mold is decaying. He recommends removing the interior casing and replacing the entire unit with a pre-hung fiberglass door. He also recommends replacing the outside casing on the double door and paint the other doors.
Bay Club Sidewalk Repair: Jerry Harris reported that repairs to the sidewalk at the entrance to the Bay Club are underway and will be finished in one more day. Raul is doing the job at a cost of $300.
Landscaping & Services – Kay Graham
Plant Removal & Replacement: Kay advised efforts are underway to identify, remove and replant dead woody ornamentals. She will order exact replacements for deceased plants.
Re-greening Project: Kay Graham submitted the latest 2008 Greening & Beautification Plan with updated actual costs. Expenditures to date total $4907 and the 2008 budget is $10,000. There is neither time nor sufficient funds remaining to complete the remaining nine projects, so the project list is now titled 2008/2009 Greening & Beautification Plan. The next project is the planting of shrubs, flowers and one weeping willow tree in areas around the Bay Club parade ground in early October. Estimated cost is $650. Bill and Kay will prioritize projects in the plan so we can identify what can be done with remaining funds in the budget. An email will be sent to members.
Landscape Maintenance Schedule: Mara Graves provided a written draft of her proposed schedule for landscape maintenance, primarily involving pruning of shrubs and trees. . She has identified six different areas for maintenance along with a monthly timetable for maintenance in each area. Mara also advised she will coordinate the removal of azaleas alongside the lower level parking lot apron next to the Bay Club. They are stressed from people walking through the area when going to the HOA and Marina offices. Mara also noted that the grassy areas between the newly planted wax myrtles around the tennis courts are too small for commercial riding mowers to get through. Also, as time goes by they will grow closer together. She proposes we consider killing the grass around each plant and build a bed with pine straw around the area.
Storm Water System – Jeff Sutton /John Reiner
Sink Holes: On the matter of the sink-hole in the easement area behind John Reiner’s house, Jerry Harris presented a draft three-page statement of work (SOW) defining the specifics of what he believes should be done to repair the partially cut-up/squashed (at the one point partially dug out) and somewhat plugged 24” drainage pipe. In working with Dan Bergbauer, Jerry has researched trenching and setting drainage pipe with respect to OSHA and DOT guidelines. In addition, the SOW and overall approach, which Kay has endorsed, is to be vetted with our engineering consultant. Jerry has an estimate of ~$1800 from Raul to remove and replace ~30’ of pipe from the sink hole to the pond. John Reiner has an estimate of ~$7000 from HML, a licensed contractor that completed repairs to the broken pipe behind the house next to John’s. HML’s approach would be first to traverse a suction hose inside the entire 300’ pipe to vacuum the dirt and silt, particularly from the broken pipe section, and then examine the inside to determine needed repairs. John stated that the pipe appears to be sliced. HML’s estimate is based on digging out the sides and putting a cement collar around the pipe. The top of the pipe is typically three feet below the surface of the ground. At this point there was significant discussion on the pros and cons of the competency and liability of going with a licensed landscaper versus going with HML, a licensed contractor. Dave Wheelock advised we need to determine the level of the pipe at discharge. He stated that with the pipe discharging under water, silt will accumulate, with subsequent plant growth, and it will have to be cleaned periodically. Bill Gilfillan suggested better defining the problem since there is still some question as to the actual circumstances. It was decided to have HML, at a cost of $1000, vacuum out the pipe for inspection before making a decision on our course of action. Dan pointed out that we will need to get the necessary funds approved and released from the Reserve for Major Capital Maintenance.
ACC/B&G Inspections: Barry Barwatt advised there was one final inspection in the past month, and it passed.
Ponds/Fountains: Scott Moody advised that the Marina holding pond has been added to the Lake Management contract at an added cost of $480.
Culverts: John Reiner advised that Raul will charge ~$150 each for the three culverts that need to have silt/dirt and debris removed. Raul will also grade-out the area. Dan Bergbauer questioned why we should clean out culverts that are under NCDOT maintenance. John and Jim Rudbeck both advised that previous work done by the NCDOT has not been satisfactory. They clean out culverts, but they do not grade and landscape to our standards. Kay advised John to have Raul do the worst culvert and we will then review the matter further after seeing the outcome.
CAM Update – Tomi Moody
Wetlands Cutting: Tomi advised that the DWQ is meeting with the State this Friday (9/12) on the matter of drawing up permit requirements for the cutting of our wetlands. She also advised that the DWQ is pleased with how conscientious CL has been on this matter.
Storage Lots: Tomi advised that four people got spots in the last month. There are now five people on the waiting list. Tomi has called truck owners with spots asking them to please remove their vehicles from Lot C. Some are willing, some are not, so the storage guidelines may have to be revised, preferably by a volunteer willing to do so.
Work Projects
Sodding Bay Club Peninsula and Upper Pond Swale: Kay advised that a work party will be set up shortly to sod these areas. She has ordered two pallets of sod, and we will be able to use sod removed when the tennis court planting project was completed.
Bay Club
Kay advised that the final cost for grading and sodding the Marina entry lawn was $1273.
Old Business
The HOA Board has rescinded intentions to place portions of the B&G Operational Budget into a Reserve Fund.
New Business
Keith Bassett volunteered to man the Recruiting/Info table at the upcoming annual HOA meeting on Sept 20.
It was unanimously agreed that future meeting will continue to be on the second Wed of each month, but at 3:00pm.
Next Meeting
The next meeting is scheduled for October 8, 2008 at 3:00pm.
LMC 09/302008
B&GMinutesSeptember2008