Minutes of the Buildings and Grounds Committee Meeting: February 11,
2009
The meeting was called to order at 2:58 PM by John Reiner, Chair.
Members Present: Rolf Andersen, Barry Barwatt, Chuck Bracken, Lyle Carlson, Greg Cole, Jerry Collins, Bill Gilfillan, Kay Graham, Tom Graham, Mara Graves, Ed Jarrett, John Kovaly, Bill Peters, M.J. Peters, Tom Quamstrom, Bill Ramsden, John Reiner, Jim Rudbeck, Jeff Sutton, Bill Walker, Dave Wheelock
Members absent: Keith Bassett, Dave DeMartini, Bill Kimball, Joe Rella
Also in attendance: Ron Buzzeo, BOD Liaison; Scott Moody and Tomi Moody, CAM
The minutes of the January 14 minutes were approved as written.
Topics to be presented for approval at the February HOA Board meeting: Tree removal (Skips Tree Service $3946); sink hole repair (HML $17,483.50); new work, not included in the previous project, on the HOA Office HVAC System rework (C/A Heating $1897.00) and Bar Area HVAC System Rework (C/A Heating $792.00); patio for propane grills ($2,059)
Budget: Tom Graham presented the budget report. Unused monies from 2008 budget were transferred to the capital repair/replacement fund. Expenditures for electricity and water were under budget for the month.
Landscaping Issues:
1. Tree removal: Kay Graham reported that 26 trees (10 pines and 16 trees) were marked for removal. She received two estimates that included clearing and grinding out of stumps and elected to go with Skips Tree Service ($146/tree). Added to that list was another oak tree that is by the Golf course clubhouse, bringing the total to $3946. The large oak tree on common property near the Hildebrand house on Cypress Landing Parkway will be removed by Waynes Tree Service. Money for that tree removal is available in the Landscaping Unlimited contract; Landscaping Unlimited uses Waynes Tree Service for its tree removal. Request for funding for Skips Tree Service will be made at the February HOA Board meeting.
2. Pruning Wax Myrtles and Nellie Stevens: the wax myrtles on common property on Cypress Landing Trail were trimmed to 8 feet. Tomi (CAM) notified those property owners who previously had some concerns about the trimming prior to the trimming. The Nellie Stevens hollies planted around the retention pond near the marina should not have been pruned; the pruning was not included in the contract. The hollies are meant to screen the pond. Lyle Carlson will write a letter to Landscaping Unlimited informing Buddy not to prune them. Kay Graham is to complete a landscaping site plan of Cypress Landing that will reflect what is needed in the pruning of different areas and who is responsible for the pruning.
3. Other Pruning activity: Mara Graves reported that the Cypress Landing Pruners have pruned the shrubs and trees on the Bay Club Grounds, peninsula and crape myrtles that are not included in the landscaping contract. Next will be the inspection/pruning of shrubs and trees in Phase 2. Bill Peters noted that there are numerous active fire anthills. Kay Graham will mark them with orange flags. Buddy will be notified to treat the anthills.
4. Re-greening: Kay Graham and the other team members will present a rough draft of re-greening plans at the March meeting. Discussion included plantings around the pool building.
ACC/B&G Inspections: John Kovaly reported on three inspections: 2 final and 1 initial. One final inspection passed and one failed (shielding required around HVAC unit). John will report back to the ACC that the gravel at the building site on Cypress Landing Trail is insufficient.
2009 Projects (monthly updates):
1. Bill Ramsden reported on building inspection and maintenance projects:
3. Ed Jarret reported that 5-6 culvert areas need to be cleaned out. Weather has not been conducive to do this work. Ed will walk around with Raul and get estimates for this project.
4. Jerry Collins reported that measuring of pond depths will be done in better weather. Tom Graham recommended that no GPS be purchased since it appears it is not appropriate for the shallower depths.
5. Dave Wheelock has been in discussion with Amy Adams of Natural Resources for North Carolina in regards to cleaning out the pipe outfalls. He will make his own copy of the storm water map and organize his group when the weather breaks. His long-range plan is to dredge 2-3 areas a year and manage buildup in that manner.
6. Lyle Carlson has met with Buddy of Landscaping Unlimited and also Rolf Andersen mainly for his own education. He has reviewed the current contract and amendments to the contract.
Old Business
1. John Reiner presented an estimate from HML for repair of the sinkhole behind house on Newport. The cost has been reviewed by Marie Peeden, engineer, who stated the costs are within reason. John recommended the work be done by HML; the company has done satisfactory work with us and no other companies bid on previous jobs. Kay Graham moved and Jim Rudbeck seconded the motion to accept the bid and present the proposal to the HOA Board at its February meeting. After discussion, the motion passed with two opposed.
2. Scott Moody said the front entrance transformer has had a bad leg for some time and there is no need at this time to replace the transformer as the other legs are powering all the lights we have installed. New street signs are in and have been installed.
3. The HVAC unit is functioning well in the Bay Room: all vents in the room test .8 degrees within each other and total CFM is 5700 (100% capacity is 6,000). Additional work is needed to improve efficiency in the HOA Office area and bar area (including bathrooms). Scott handed out estimates: HOA office area $1897.00 and bar area $792.00. Approval of funding will be requested at the HOA Board meeting this month.
4. No report from the CAM
5. Ceiling tile replacement will be deferred until ductwork is completed in the bar area.
6. John Reiner presented suggestions for the Long Range Planning Project on expanding storage facilities:
7. Jim Rudbeck reported that the missing spindle on the bridge over to the golf course has not been replaced but posts have been placed to keep golf carts off the bridge.
New Business:
1. Jerry Collins, Greg Cole and Tom Graham will conduct the B & G Asset Inventory verification.
2. Cypress Landing Deer Population
4. Kay Graham will obtain two dogwoods, a ginkgo tree, and two wax myrtles to complete the plantings started this past fall.
Work Parties:
1. February 23, 9:00 AM: painting of doors at fitness center
2. March 11, 9:00 AM: annual buildings inspection
Bill Ramsden will send out emails.
Next meeting: Wednesday, March 11, 2009 at 3:00 PM
Meeting adjourned at 5:08 PM.
Respectfully submitted,
Mara V. Graves, Secretary
The meeting was called to order at 2:58 PM by John Reiner, Chair.
Members Present: Rolf Andersen, Barry Barwatt, Chuck Bracken, Lyle Carlson, Greg Cole, Jerry Collins, Bill Gilfillan, Kay Graham, Tom Graham, Mara Graves, Ed Jarrett, John Kovaly, Bill Peters, M.J. Peters, Tom Quamstrom, Bill Ramsden, John Reiner, Jim Rudbeck, Jeff Sutton, Bill Walker, Dave Wheelock
Members absent: Keith Bassett, Dave DeMartini, Bill Kimball, Joe Rella
Also in attendance: Ron Buzzeo, BOD Liaison; Scott Moody and Tomi Moody, CAM
The minutes of the January 14 minutes were approved as written.
Topics to be presented for approval at the February HOA Board meeting: Tree removal (Skips Tree Service $3946); sink hole repair (HML $17,483.50); new work, not included in the previous project, on the HOA Office HVAC System rework (C/A Heating $1897.00) and Bar Area HVAC System Rework (C/A Heating $792.00); patio for propane grills ($2,059)
Budget: Tom Graham presented the budget report. Unused monies from 2008 budget were transferred to the capital repair/replacement fund. Expenditures for electricity and water were under budget for the month.
Landscaping Issues:
1. Tree removal: Kay Graham reported that 26 trees (10 pines and 16 trees) were marked for removal. She received two estimates that included clearing and grinding out of stumps and elected to go with Skips Tree Service ($146/tree). Added to that list was another oak tree that is by the Golf course clubhouse, bringing the total to $3946. The large oak tree on common property near the Hildebrand house on Cypress Landing Parkway will be removed by Waynes Tree Service. Money for that tree removal is available in the Landscaping Unlimited contract; Landscaping Unlimited uses Waynes Tree Service for its tree removal. Request for funding for Skips Tree Service will be made at the February HOA Board meeting.
2. Pruning Wax Myrtles and Nellie Stevens: the wax myrtles on common property on Cypress Landing Trail were trimmed to 8 feet. Tomi (CAM) notified those property owners who previously had some concerns about the trimming prior to the trimming. The Nellie Stevens hollies planted around the retention pond near the marina should not have been pruned; the pruning was not included in the contract. The hollies are meant to screen the pond. Lyle Carlson will write a letter to Landscaping Unlimited informing Buddy not to prune them. Kay Graham is to complete a landscaping site plan of Cypress Landing that will reflect what is needed in the pruning of different areas and who is responsible for the pruning.
3. Other Pruning activity: Mara Graves reported that the Cypress Landing Pruners have pruned the shrubs and trees on the Bay Club Grounds, peninsula and crape myrtles that are not included in the landscaping contract. Next will be the inspection/pruning of shrubs and trees in Phase 2. Bill Peters noted that there are numerous active fire anthills. Kay Graham will mark them with orange flags. Buddy will be notified to treat the anthills.
4. Re-greening: Kay Graham and the other team members will present a rough draft of re-greening plans at the March meeting. Discussion included plantings around the pool building.
ACC/B&G Inspections: John Kovaly reported on three inspections: 2 final and 1 initial. One final inspection passed and one failed (shielding required around HVAC unit). John will report back to the ACC that the gravel at the building site on Cypress Landing Trail is insufficient.
2009 Projects (monthly updates):
1. Bill Ramsden reported on building inspection and maintenance projects:
a. February 23: work party for painting doors at fitness center: (9:00 AM)2. Barry Barwatt presented preliminary information for the stabilization of the slope next to the Bay Club. Bill Walker provided a drawing of the proposed terracing of the slope. After much discussion, the recommendation was for Barry to provide a more detailed estimate for the March meeting including cost of stone, gravel, soil and plantings. Two estimates will be prepared for stabilization of both slopes: one including labor and one excluding labor. This proposal will be presented at the March HOA Board meeting.
b. March 11: annual buildings inspection (9:00AM)
c. Bay Club doors: TBA
d. Bill presented a design for the patio for the propane grills: estimated cost $2059. Lyle Carlson motioned that the proposal be presented at the February HOA Board meeting as a safety issue; Kay Graham seconded. Motion passed.
3. Ed Jarret reported that 5-6 culvert areas need to be cleaned out. Weather has not been conducive to do this work. Ed will walk around with Raul and get estimates for this project.
4. Jerry Collins reported that measuring of pond depths will be done in better weather. Tom Graham recommended that no GPS be purchased since it appears it is not appropriate for the shallower depths.
5. Dave Wheelock has been in discussion with Amy Adams of Natural Resources for North Carolina in regards to cleaning out the pipe outfalls. He will make his own copy of the storm water map and organize his group when the weather breaks. His long-range plan is to dredge 2-3 areas a year and manage buildup in that manner.
6. Lyle Carlson has met with Buddy of Landscaping Unlimited and also Rolf Andersen mainly for his own education. He has reviewed the current contract and amendments to the contract.
Old Business
1. John Reiner presented an estimate from HML for repair of the sinkhole behind house on Newport. The cost has been reviewed by Marie Peeden, engineer, who stated the costs are within reason. John recommended the work be done by HML; the company has done satisfactory work with us and no other companies bid on previous jobs. Kay Graham moved and Jim Rudbeck seconded the motion to accept the bid and present the proposal to the HOA Board at its February meeting. After discussion, the motion passed with two opposed.
2. Scott Moody said the front entrance transformer has had a bad leg for some time and there is no need at this time to replace the transformer as the other legs are powering all the lights we have installed. New street signs are in and have been installed.
3. The HVAC unit is functioning well in the Bay Room: all vents in the room test .8 degrees within each other and total CFM is 5700 (100% capacity is 6,000). Additional work is needed to improve efficiency in the HOA Office area and bar area (including bathrooms). Scott handed out estimates: HOA office area $1897.00 and bar area $792.00. Approval of funding will be requested at the HOA Board meeting this month.
4. No report from the CAM
5. Ceiling tile replacement will be deferred until ductwork is completed in the bar area.
6. John Reiner presented suggestions for the Long Range Planning Project on expanding storage facilities:
a. expand Storage Lot A to add 40 additional plus spacesA subcommittee with Dave Wheelock as chair was established to evaluate these suggestions and come up with other suggestions as to storage needs. Barry Barwatt, Greg Cole, Bill Ramsden and Mara Graves along with Dave comprise this sub-committee.
b. move dinghies to new Storage Lot A; build new dinghy rack
c. enclose area under Bay Club entrance for CL Office/committee storage
d. enclose area under outer staircase both for safety issue and increased storage
7. Jim Rudbeck reported that the missing spindle on the bridge over to the golf course has not been replaced but posts have been placed to keep golf carts off the bridge.
New Business:
1. Jerry Collins, Greg Cole and Tom Graham will conduct the B & G Asset Inventory verification.
2. Cypress Landing Deer Population
a. Kay Graham and the Environmental Committee have been talking with the Wildlife Commission about the increasing and destructive deer population. Culling the herds is one recommendation and the Wildlife Commission will do a presentation on culling to Cypress Landing residents.3. Barry Barwalt proposed a fountain for the retention pond. The proposal was tabled until the results of the pond treatment are seen and the Nellie Stevens hollies are allowed to grow.
b. Changing of the timing of lot mowing was tabled until the next meeting.
4. Kay Graham will obtain two dogwoods, a ginkgo tree, and two wax myrtles to complete the plantings started this past fall.
Work Parties:
1. February 23, 9:00 AM: painting of doors at fitness center
2. March 11, 9:00 AM: annual buildings inspection
Bill Ramsden will send out emails.
Next meeting: Wednesday, March 11, 2009 at 3:00 PM
Meeting adjourned at 5:08 PM.
Respectfully submitted,
Mara V. Graves, Secretary