ACM minutes, Wednesday, September 13, 2023

Topics: feedback sandwich, playground, tree decisions

Proposals: South Playground (discussion only), Tree Decisions Made by Landscaping (consensus)

Decisions: Decisions about trees will be made by the Landscape Committee (see proposal).

Present: Mike (fac), Kerry, Robin, Tobi, Laraine, Renae, Heather #5, Linda, Grae (in and out), Lynda, Laura (co-fac), Jorge, Eliza, Carol, Cheryl, Ben, Kay (notes), Lila

Feedback Sandwich

A way to deliver criticism is to start with something you appreciate, go on to something that could be improved, and end with more appreciation. 

South Playground Funding and Maintenance, Initial Discussion of Proposal

To add playground maintenance and repair to the capital reserve, and use funds from the reserve to refurbish the existing south playground.

Continue using the current south playground, once fixed up, while saving for a number of years for a new one.

What the Community Needs

The old waterpark on 1700 S will be turned into a park with a playground, in walking distance. What do parents feel we need in the community?  Would like someplace close to let the children play when there isn't time or the ability to go off the property.

Current south structure is more suited to older children than to toddlers. Sturdier and more stable than north structure. Someplace for kids to play during events at the common house.

People keep mentioning liability.  Is that the motivation?  An insurance adjuster said structure as it is is not insurable.

During the early years the kids played more in the wild area than on the playground.

Funding & Cost

We legally cannot use the reserve for things that were not already planned for in the reserve.  Could the funds come from the operating budget?  Adding playgrounds to the reserve now means that eventually a replacement could come from the reserve.

Might be helpful to split the two pieces of the proposal, first to fund the rehab, then discuss the addition to the reserve.

Coleman (email last weekend) thought fixing up the play structure could be done for about $2500.

Concerned about budget.  We have a lot of maintenance that needs doing.

Adding the playgrounds to the reserve needs to be part of the budget discussions.  Increasing the reserve $2500/year would be an additional $100/unit.

Vinnie says his estimate wasn't just a guess, and the south structure isn't as stable as people seem to think.

Fence

Could we discuss a fence to keep young children away from the road? A kid can dash quite a ways when a parent looks away for a second.  Replace Shad's hay bale fence with a grape arbor with gates. More privacy and security. Make the playground less visible from outside to reduce attractive nuisance factor; reduce risk of someone we don't want coming onto the property right where the kids are playing. 

A fence would require additional discussion and separate consensus.

What happens when the orchard belongs to someone else? Some of the units on dog row can only get a lawn mower to their back yard through a gate onto the orchard or through their house.

Appearance

Like the natural look of the current structure.  (Echoed by several others.)

Opposite view, put in a word of praise for color.  Bright color!  Was surrounded by natural weathered wood structures growing up; always hungry for more color.

Currently looks battered and dingy.  Stain might freshen it up.

Repair & Upkeep

It would be helpful to know how long the structure would last if rehabbed.  Could it be rehabbed just once or repeatedly?

Continued maintenance should be the responsibility of the parents.  Maintenance committee has enough on its plate.

How to we ensure that the work we put into the structure actually does make it safer?  Renae understands it's mostly a matter of covering the bolts, reduce the splinter hazard, fall surface, replace rotted boards. 

Tree Decisions

Proposed:  Instead of decisions about trees being made by the whole community or single individuals, decisions will be made by the Landscaping Committee.

Landscaping convener is Cheryl.  Meeting minutes get sent out on email.

Changes from earlier version: 

• tree removal with advice of a qualified arborist "and per the consensus of a quorum of committee members who represent at least four units." 
• tree decisions, particularly removal, communicated to the community over email in advance separately from meeting minutes.
• ultimate authority to Management Committee especially for safety, etc.
• this will be reviewed next spring; if discontinued, need to come up with something else rather than default to no guidelines about planting and every removal requiring absolutely everyone's okay.

Important to avoid planting trees in ways that incur later expenses unnecessarily.

Can change wording from "at a sufficient distance from units to avoid damaging foundations" to something more general?  Lots of types of potential damage: Heaving sidewalks, cracking asphalt, damaging sewer lines, imperiling power lines, roofs ...

Need to find a path between people being blindsided because they can't be on every committee.

Three questions that will be asked when a tree is proposed:  What type of tree is it?  How far away is it from infrastructure?  What are the plans for its long-term care?

Prospect of six-month review is reassuring. 

Concerned about always dealing with problems by making rules.

Amendment: "and to ensure they are planted and maintained in a way that does not damage infrastructure."

Consensus as amended, no stand asides.

Committee reports

Maintenance.  Bonneville Asphalt & Repair will do crack sealing sometime in next two to four weeks.  All cars will need to be out of the parking lot; will give as much notice as possible.

Common House.  Changing meeting schedule to 2nd Monday at 7:00 p.m.  Kerry will be the convener.  Scheduling deep cleaning of the bedrooms.  If anyone knows where the wheeled mop bucket is, please return it.

Work Teams.  Work party this Saturday Sept 16 from 9:00 to 12:00.   Same day as Open House. 

Announcements

Choir Choir sing-along Saturday, September 30, 10:30 a.m. Linda sent an email with the lyrics of the songs planned.  Need volunteers to help set up chairs.

Rhea's first birthday Saturday September 23rd 3:00 p.m.

Joe & Lila's 54th anniversary tomorrow.

Happy hour at common house 6:00ish tomorrow evening Thursday September 14, plum theme.

Cheryl is interested in the possibility of using southwest ex-dumpster enclosure to collect hazmat, electronic waste, etc. until it gets taken to dump.  There are currently folding chairs, water barrels, and some other things stored there.

Apple tree south of common house and east of garden full of apples.  Plums in dog run.

Saturday October 14 concert on the lawn, friend of Grae's.  Would like to borrow fairy lights.

October 28 potluck on Saturday before Halloween, starting five or six o'clock.

Baking club every other week on Saturday.

Email 9/16/2023.

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Proposal

South Playground funding and maintenance. Date: [2023-08-28]
Proposed
part 1) create new line item in reserve analysis to include playground, maintenance and repair of $2.5K-5k annually.
part 2) use $2.5K from reserve to refurbish existing playground. We have a motivated and capable group of parents living here currently and we can do most (all?) of the refurbishing work ourselves.
Background Summary
The playgrounds have not been included in the reserve analysis. As a result, there is no funding for maintaining or replacing playgrounds at WaCoHo. Playgrounds are a pre-existing part of the infrastructure for most of us here at WaCoHo. Playgrounds contribute to the livability of WaCoHo. Playgrounds should be included in the reserve analysis.
"At budget time, Management didn't put money in the budget for it but told the parents committee to figure out what they wanted and how much it would cost, then come to Management and we would try to find some money."
-per ACM minutes [2023-04]
How this proposal intends to address the issue
We are very happy to be able to refurbish the current structure to keep using it for several years but there is a need to set aside money from the reserved funds every month to start saving for a professional playground to be purchased in 5 to 7 years when this one is no longer repairable.
Current structure has been neglected and needs some funds for materials in order to make it suitable for use.
Pros:
1.    Save community money and labor. (No need to tear down the current structures.)
2.    No interruption for Kids to play with this current structure.
3.    Relatively easy repairs needed can be done by community members themselves.
4.    Sturdy structure already in place.
5.    Can be used for a long time after repairs.
6.    Unique and community made playground.
7.    Having an operating and safe play area around the CH is helping build community and create more connections between
members.
8.    Vital infrastructure of WaCoHo included in reserve analysis. (Thinking a generation ahead if not 7 generations)
Cons:
1. Will not look like a new structure like in condominium communities. 
2. Perceived risk and liability issues.
3. Possible neighborhood attractant.
4. Best suited for 5-12 yo range, not well suited for younger ages.
5. unknown time frame for "new structure" 
6. Possible increase in HOA fees
 
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Proposal:

Streamline Tree-Related Decisions within the Landscaping Committee
Date: discussion at 2023-08-09 ACM, call for consensus at 2023-09-13 ACM
Proposed
All tree-related decision will be made by the Landscaping Committee and will not go through ACMs. We will revisit this in the Spring of 2024 (between March and June) and review how well it's working.
Background Summary
Currently there are no written community-wide policies about how tree-related decisions are made. Some, but not all, tree-related decisions have gone through ACM approval in the past. The lack of a clear process for where and how tree-related decisions are made is hindering our ability to care for our trees in a timely manner, costing the community significant time and money, and causing liability concerns. 
How this proposal intends to address the issue:
"    Going forward, all tree-related decisions (planting, trimming, removal) will be made by the landscaping committee, in coordination with management and relevant unit owners.
Note: Management still has the authority to manage trees in an emergency situation where there are risks to people, property, or structures.
"    Trees will only be removed with the advice of a qualified arborist, and per the consensus of a quorum of committee members who represent at least 4 different units.
"    Tree removal decisions should be communicated to the community over email in advance, separately from meeting minutes. 
"    The Landscaping Committee will hold regular open meetings, publish meeting minutes, and communicate tree-related decisions to the community over email and at ACM (but will not be required to seek ACM approval).
"    New trees must be planted in consultation with the Landscaping Committee to ensure they will be properly cared for and to ensure they are planted [remove: a proper distance from buildings to avoid damaging foundations] [amended text:  and maintained in a way that does not damage infrastructure.]

Pros:
"    More streamlined decision-making process, allowing for quicker response to tree-related issues.
"    Those with strong opinions on trees can have their voices heard in Landscaping Committee meetings.
"    Aligns with the community's values of having clean, attractive, and functional common areas (per our bylaws) and our values of cooperation, trust, inclusivity, and respect for the Earth (especially our 4.5 acres).
"    Proper tree maintenance will safeguard our insurance coverage and protect against potential risks.
Cons:
 
"    May be reduced participation from residents who do not wish to join the Landscaping Committee.
"    Residents who do not attend Landscaping Meetings, check their emails, or come to ACM may be unaware of upcoming tree maintenance.