Building and Grounds Committee minutes for March 11, 2009

Minutes of the Buildings and Grounds Committee Meeting: March 11, 2009

The meeting was called to order at 3:00 PM by John Reiner, Chair.

Members Present: Rolf Andersen, Barry Barwatt, Keith Bassett, Chuck Bracken, Lyle Carlson, Greg Cole, Jerry Collins, Dave DeMartini, Bill Gilfillan, Kay Graham, Tom Graham, Mara Graves, Ed Jarrett, Bill Kimball, John Kovaly, Bill Peters, M.J. Peters, Tom Quamstrom, Bill Ramsden, John Reiner, Joe Rella, Jim Rudbeck, Jeff Sutton, Bill Walker, Dave Wheelock

Member absent: Tom Quarmstrom

Also in attendance: Ron Buzzeo, BOD Liaison; Scott Moody and Tomi Moody, CAM

The minutes of the February 11 minutes were approved as written.

Topics to be presented at the March HOA Board meeting: Informational sheet for Bay Club Slope Terracing Project

Budget: Tom Graham presented the budget report. Expenses are within the budget guidelines. Expenditures for electricity and water are holding within budget.

Monthly Updates on 2009 Projects:

ACC/B&G Inspections: John Kovaly reported that there was one final inspection that passed; no new construction starts.
Status of Tree Removals: Kay Graham reported that Wayne’s Tree Service removed the oak tree near the Hildebrands’ property. An elevated area still remains that requires removal of ivy and regrading. The sidewalk was cracked during tree removal; Wayne stated that he would repair it. Tomi Moody, along with Kay’s help, will write a letter to Wayne regarding the repair and also a letter to Landscaping Unlimited requesting withholding of payment until the sidewalk is repaired. Tree removal by Skip’s Tree Service is underway. Kay along with Tomi will compose a letter to go out to CL residents explaining what is happening with the tree removal.
Pruning activity: Mara Graves reviewed the schedule for pruning activities. She will evaluate the trees and shrubs around the fitness center and organize a work party if pruning needs to be done. Major pruning of azaleas around the Bay Club will happen when the azaleas finish blooming in late April or early May. Trees on the island area of the Parkway will be assessed once they begin to leaf out.
Re-greening: Kay Graham will send out a draft to the committee regarding the areas that are to be re-greened. Dave Wheelock asked whether we could use the procedure that NCDOT uses to seed slopes. Kay will get an estimate on the “Excelsior” (?) process. There was discussion again on LU “scalping” the slopes of the swales.
Bay Club Slope Stabilization: Barry Barwatt passed out an information sheet on the proposed terracing of the slopes adjacent to the Bay Club. John Reiner advised that the sheet should contain a measurement of how much the slope has changed in the past years.
Ron Buzzeo inquired as to whether an engineer has been consulted; Barry will contact Marie Peeden.
Culverts: Ed Jarrett presented two estimates from Raoul--
- Wye Way: clean/sod $140 without sod $100
- Nanticoke Court: clean $60
John Reiner gave the go-ahead to repair these two areas (Wye Way to be cleaned and sodded) for a total cost of $200.
Building inspections/Maintenance projects: Bill Ramsden announced that this would take place on Wednesday, March 18.
Landscape Contract: Lyle Carlson has been writing a draft of new inclusions to the contract and will consult others after draft is finished. He will check with Buddy on his plans for weed control. Red anthills will be flagged and treated in early April when the ants become more active.

Old Business

Sinkhole Status: no response yet from HML. There is a large hole around the cement cover. John will check that area.
B&G Asset Inventory Verification: Tom Graham reported that the inventory has been completed.
HVAC Office and Bar Area Status: Scott Moody reported that the HVAC work in the bar has been finished and CFM reading increased by 30%. Lower level reading still needs to be done. Scott also inquired about dead material in the ponds, especially the one in the marina area: should LU remove the debris or should it be left to decompose?
No report from the CAM
Ceiling tile replacement: Scott will email his initial results to John Reiner, Bill Ramsden and Mara Graves. The Bay Club Operations Committee will select the tiles; B&G will pick up the expense.
John Reiner once again presented suggestions for the Long Range Planning Project on expanding storage facilities:
- expand Storage Lot A to add 40 additional plus spaces
- move dinghies to new Storage Lot A; build new dinghy rack
- enclose area under Bay Club entrance for CL Office/committee storage
- enclose area under outer staircase both for safety issue and increased storage
Dave Wheelock thanked his subcommittee for their suggestions and determined that B&G has no oversight for storage in the Bay Club. That falls under the purview of the Bay Club Operations Committee and Dave suggested that B&G support that committee.
Painting fitness doors: Bill Ramsden reported that the doors were painted on Monday, March 9. Bill also stated that the painter would not give an estimate for repairing the exit doors of the Bay Club. He asked for volunteers to take out the glass transoms and determine how much damage has been done and how much time it takes.

New Business: no new business

Work Parties:

1. Buildings Inspection: March 18, 9:00 AM; meet at Bay Club upper level parking lot
2. Pruning Activities: TBA
3. Tree Planting: Friday, March 13, meet at 301 Potomac at 9:00 AM. A question arose as to what happened to the fines that were collected when residents cut down trees without approval; those fines went into the general fund. John Reiner suggested that some money from the re-greening project should go to replacing some of the trees that are now being cut down.

Next meeting: Wednesday, April 8, 2009 at 3:00 PM

Meeting adjourned at 4:37 PM.
Respectfully submitted,

Mara V. Graves, Secretary