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MINUTES OF THE MAY 14, 2008 MEETING
Members Attending: Dan Bergbauer, Chuck Bracken, Lyle Carlson, Jerry
Collins, Bill Cook, Bill Gilfillan, Kay Graham, Tom Graham, Mara Graves,
Jerry Harris, Jennie Hoagland, Ed Jarrett, John Kovaly, M. J. Peters,
Bill Ramsden, Joe Rella, John Reiner, John Schafer, Gerald St. Jacques,
Jeff Sutton, Bill Walker, Dave Wheelock, Tomi Moody (CAM), Scott Moody
(MT).
Members Absent: Rolf Andersen, Barry Barwatt, Keith Bassett, Bernie
Dougherty, Bill Kimball, Jim Podgorny, Joe Rella, Lou Rodrigues, Jim
Rudbeck, Charlie Moore (BOD Liaison).
Minutes of the April 9, 2008 meeting were accepted by the members
without any additions / deletions.
Expenses and Budget Report: Jerry Collins (Financial Liaison-absent)
Jerry reported we are under budget ~$10k. He also reminded us to be
thinking about budget submissions for 2009.
Buildings, Storage Lots – Bill Ramsden/Bill Gilfillen
Bay Club Main HVAC System: Dan Bergbauer advised that Kay Graham, Jerry
Harris, Tomi, Scott, and he, discussed our problems with the Bay Club
HVAC system with the HVAC firm Air Care. At our request Air Care is
doing an assessment of the system to determine what improvements may be
necessary. Dan advised that a major capital repair may be needed for the
duct system and replacement/modification of the air handlers.
Bay Club Sidewalk Lights Project: John Reiner advised that the HOA Board
has approved the proposal submitted by Lighting by Design. Work is
projected to commence early June.
Results of Building Inspections: Bill Ramsden again recommended we
replace the doors at the back of the Fitness Center, replacing them with
fiberglass doors with fiberglass jambs. Funds to do so are currently not
available in our budget. John Reiner suggested we check to see if funds
might be available from the Fitness Center budget. Fortunately, time is
not of the essence and replacement can wait until 2009, if necessary.
Landscaping & Services – Kay Graham
Woody Plant Refurbishment: Kay proposed removal of and augmentation at
the Marina parking lot entry and apron, removing the azaleas and adding
five Carissa Hollies (low, mounding, but prickly) along the parking lot
apron next to the Bay Club. Members present voted and approved the
proposal.
Indian Hawthorne Removal: After further consideration Kay recommended
the removal of all 121 Indian Hawthorne alongside the front entrance
wall. She recommends we use an outside firm (Raul) to cut them to the
ground. She will then apply “brush kill” to kill the roots. An email
will be sent to the community so they are aware of our plans.
Damaged Ginkgo: One of the ginkgoes planted last year between Potomac
Drive and the Bay Club parking lot has been destroyed, apparently by
youngsters observed playing around the trees just prior to the damage
being noticed. The remaining two ginkgoes are stressed. Replacements
have been ordered for this coming fall. It is recommended that the HOA
Board advise residents of the date and time of this incident and request
that those members responsible for the children stand accountable for
the costs incurred for the replacements.
Greening & Beautification: A handout, “2008 Greening and Beautification
Priorities,” was made available to members prior to the meeting, with
comments invited. At the meeting Bill Cook provided details for each of
the 15 proposed projects at an estimated cost of ~$9,000 of the $10,000
budgeted. Pros and cons were discussed at length and votes were taken
for several of the proposed projects. Basic greening of only barren
spots preferences versus more comprehensive beautification preferences
were also discussed with strong feelings voiced for and against. Most
members again complained about the continued “scalping” that occurs when
Landscaping Unlimited cuts the grass (?) that is primarily alongside and
above the swales. Kay advised she will soon arrange a sit-down meeting
with LU to hopefully resolve this ongoing problem. Bill Ramsden would
like to see flowering shrubs planted in the middle grassy area of the
Marina parking lot and alongside the Marina sidewalk.
Tree Removal: Dave Wheelock advised that his inspection of the area
around the Bay Club commons area indicates there are about 20 trees that
should be cut down for various reasons. Three are diseased and are near
homes in Cypress Ridge, posing a potential hazard. Dave recommends these
three be cut down by a professional tree removal firm, and that removal
of the remaining trees be a later project. One option for the peninsula
where the most trees are that have to be cut down is the possibility of
a memorial park/tree area.
Other: Jerry Collins reported that weeds in the storage lots are knee
high.
Storm Water System – Jeff Sutton/John Reiner
Quarterly Review: John Reiner provided comments from his report on
inspection of catch basins, phase 2 ponds, dams, roadways, sidewalks and
culverts. He noted that several culverts under roads are filling up with
dirt and vegetation. Work parties can remove the material, but the
dilemma is how to dispose of same. John also advised the following:
additional sink holes have been identified; the dams are relatively dry,
pavement on Potomac Drive in the 300 block is slumping; weed killer is
needed on the upper pond dams; and the Fitness Center asphalt driveway
is deteriorating and sinking again. He also advised there is significant
vegetation growth in the pond by the 13th hole spillway.
ACC/B&G Inspections: John Kovaly advised there were three inspections in
the last month, two final and one initial. There were no issues.
Ponds: Scott advised the ponds are generally in good shape. He
recommends that drain pipes between ponds be “caged” to prevent
blockage and subsequent plugging, which occurred recently. He will
review options.
Roadway Acceptance – Jeff Sutton
Continues as a work in progress.
Chocowinity Sewer Expansion: – Dan Bergbauer
Dan attended a recent Chocowinity committee meeting to try and get more
information relative to the sewer expansion project. Financing for the
proposed project is uncertain with respect to types and sources of
funding. An ordinance for water and sewer and a schedule of rates are on
the agenda for the June meeting. Cypress Landing residents may end up
paying as much as $200 more per year through increased fees.
CAM Update – Tomi Moody
Wetlands Cutting: Continues as a work in progress.
Storage Lots: Tomi advised two more spaces have become available. There
is no one on the waiting list at this time. .
Records: Tomi advised she is still trying to locate records for road
certifications.
Pollard HVAC: Tomi will set up a meeting with Pollard on our HVAC issues
after the assessment from Air Care.
Painting Contract: Painting of the Bay Club has been completed. Tomi
recommends the Bay Club now be painted every fours years, not the
current five.
Work Projects
Sink Hole Repairs: John Reiner advised that repair of the sink hole
between Fairview and Fair Oaks has been completed, as has the sink hole
in the vicinity of the Bay Club flag pole.
Sidewalk Repair : Kudos to Jerry Harris and volunteers for their repair
of the 18 locations where sidewalk pavement had settled or raised up.
Pruning Trees and Shrubs, Weed Control: Kay will set up work party for
the upper pond park in Phase 2.
Grade and Sod Marina Entry: Kay will set up work party to grade and sod
this area.
Old Business
An open item is who is responsible for the bridge over the pond by the
CLGC club house? Is it B&G or CLGC? We are waiting to hear from Charlie
Moore on this issue. Several members expressed disappointment at the
absence of an HOA BOD Liaison at five of the last eight B&G meetings.
New Business
Tomi advised she has given a kayak rack to an individual for storing an
inflatable. Someone subsequently complained. The racks are intended for
kayaks and canoes. It was agreed this is an issue for the HOA Board, not
B&G.
Next Meeting
The next meeting is scheduled for June 11, 2008 at 3:30pm. Please note
that our esteemed chairperson, Kay Graham, is scheduled for hip
replacement surgery the same day, June 11. We wish her well and a speedy
recovery.
LMC 05/21/2008
B&GMinutesMay2008
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