BUILDINGS AND GROUNDS COMMITTEE
MINUTES OF THE JUNE 11, 2008 MEETING
Members Attending: Rolf Andersen, Barry Barwatt, Dan Bergbauer, Lyle
Carlson, Jerry Collins, Bill Cook, Bernie Dougherty, Bill Gilfillan, Mara
Graves, Jerry Harris, Ed Jarrett, John Kovaly, M. J. Peters, Bill Ramsden,
Joe Rella, John Reiner, Jim Rudbeck, John Schafer, Gerald St. Jacques, Jeff
Sutton, Bill Walker, Dave Wheelock, Tomi Moody (CAM), Scott Moody (MT),
Ernie Uhr (BOD Liaison)
Members Absent: Keith Bassett, Chuck Bracken, Kay Graham, Tom Graham,
Jennie Hoagland, Bill Kimball, Jim Podgorny, Lou Rodrigues, Jeff Sutton
Minutes of the May 14, 2008 meeting were accepted by the members without any
additions / deletions.
Expenses and Budget Report: Jerry Collins (Financial Liaison)
Jerry reported we are under budget ~$7k. Budget submissions for 2009 are to
be submitted by June 22. B&G officers will meet to discuss same prior to
then.
Buildings, Storage Lots – Bill Ramsden/Bill Gilfillen
Bay Club Main HVAC System: Scott Moody advised that Air Care is no longer
interested in working to resolve problems with the Bay Club HVAC system that
may need to be rectified. He has contacted ENECO EAST in Greenville to
arrange a meeting here.
Bay Club Sidewalk Lights Project: John Reiner advised that installation of
the new sidewalk lights is being held up by fixtures that had to be back
ordered by Lighting by Design. July is now the estimated installation month.
Fitness Center Rear Doors: Scott is working to get an estimate on the cost
to replace the doors at the back of the Fitness Center with fiberglass
doors and fiberglass jambs.
Landscaping & Services – Kay Graham (Absent)
Re-greening Project: Dan asked Bill Cook to please work up an assessment of
the annual maintenance cost for the re-greening project to be included in
the 2009 budget submission.
Proposed Capital Improvement Project: For the 2009 budget submission, Dan
advised he is planning to discuss the possibility of including $30k for the
construction of the two brick walls at the back entrance of Phase 2 at
Cypress Landing Trail.
Proposed Purchase of Laser Level: Dan and Jerry Harris proposed purchasing a
laser level to be used primarily to determine if there may be a grade
problem in common areas and in our drainage swales. Estimated cost is $500.
John Reiner expressed his opinion that this is not in the B&G charge, and is
more likely the responsibility of the Architectural Control Committee and or
the NCDOT. The matter was put on hold for further discussion.
Landscaping Unlimited: Rolf Andersen advised he has met with LU to discuss
the numerous issues raised at our last meeting, and will document the
discussion shortly. Mowers have been raised to 4.5 inches to minimize
“scalping.” He also provided detailed information on the mechanism for
determining the fuel surcharge in our contract. On the matter of wetlands
cutting, Rolf advised LU is not keen to do the cutting, but that the company
that used to cut the wetlands is. He will follow-up.
Storm Water System – Jeff Sutton(absent)/John Reiner
John Reiner advised there is another sink-hole in the easement area behind
his house, and that the likely cause is a collapsed drainage pipe. He
recommends we wait until 2009 to do repairs when financial reserves will be
greater. Tomi Moody advised she will call the Wooten Company for a contact
to inspect the sink-hole. Dave Wheelock suggested we get a video of the
entire pipe as other spots are likely to have collapsed.
ACC/B&G Inspections: John Kovaly advised there were three inspections in the
last month, all final. One passed, one failed, and one was not ready for a
final inspection.
Ponds: Scott advised the ponds are generally in good shape. He has installed
a “trash trap” on the lower pond. The fountain on the 10th hole pond may be
clogged. He will follow-up. Lake Management has brought in a new person to
spray the ponds.
Storm Water Drainage System: Dan Bergbauer presented a paper outlining his
proposal to identify the storm water drainage system as a capital asset. His
primary concern is having sufficient funds in capital reserves for
unanticipated major maintenance. He also recommends we engage the services
of an engineering firm to evaluate the operating condition of the system and
provide recommendations for possible redesign and replacement of components.
This would also include estimating the service life of various components.
Instead of classifying the system as a capital asset, John Reiner
recommended an increase in the contingency fund for major maintenance. Ernie
Uhr suggested we take a stab at the cost for major maintenance and have a
study completed, at a reasonable cost, from an engineering firm qualified to
estimate annual maintenance costs.
Roadway Acceptance – Jeff Sutton (absent)
Jerry Harris advised only one of the remaining four roads has enough
occupants to be considered for acceptance by the NCDOT.
Chocowinity Sewer Expansion: – Dan Bergbauer
Dan advised that he considers the matter of the sewer expansion project to
be somewhat of a political football between Chocowinity and Washington. He
also advised that B&G is not to represent the HOA before any future Town of
Chocowinity meetings on this matter.
CAM Update – Tomi Moody
Wetlands Cutting: Tomi advised she will draft a letter to the DWQ outlining
our intentions while requesting that pre-existing guidelines be applicable
for same.
Storage Lots: Tomi advised there is no one on the waiting list at this time.
She does have two requests for upgrades.
Records for Road Acceptance: When Weyerhaeuser conveyed our streets to the
HOA, they were required to provide a certificate that they met NCDOT
construction requirements. Tomi and Dan advised they have not yet been able
to locate same. These documents are now required for roads to be accepted.
Pollard HVAC: Tomi will set up a meeting with Pollard on our HVAC issues
after the assessment of the system has been completed.
Work Projects
Cypress Landing Pkwy Re-greening: A work party set up by Bill Cook is in the
process of putting in 150 plants on CLP. This project will be completed June
13.
Grade and Sod Marina Entry: ?
advised that Kay sprayed the area with weed killer but will have to spray
again. When the weeds are deceased the area will be scraped, top soil put
down, and re-sodded. This project is on hold for now until Kay’s return from
hip replacement surgery.
Old Business
Prior to our meeting we were advised by the HOA that CLGC is responsible for
maintenance of the bridge over the pond by the club house.
New Business
Budget submissions will be submitted by June 22.
Next Meeting
The next meeting is scheduled for July 9, 2008 at 3:30pm.
LMC 06/24/2008
B&GMinutesJun2008