Joint Maintenance/Landscaping meeting 9/8/26

In attendance: Becky, Kerry, Grae (after 7pm), Michael A, Coleman (after 6:30pm), Christy (after 7:30), Cheryl, Kellie (notes)

Topics: Linseed oil beams, Under deck cleaning, CH faucets, 2027 maintenance budget request, Sewer and storm drain inspections, Unit 19 drainage, Stucco, Walkway, Landscaping tree work, Landscaping 2027 budget 

 Action Items:
       Kellie will text christy, brian and maybe coleman about getting unit 23 deck cleaned.
       Kellie will follow up with marina and scott  about their deck
       Becky, Kerry will clean out the screws on their decks
       Becky will look at schedule and let discord know what her availability is for help deck cleaning
        Becky will take pics of screws 
       Cheryl will grab some compressed air for deck screw cleaning
      Michael a will do Kerry's deck Sunday 9/13 11am. 
      Coleman will tell unit 5 that he thinks water coming into unit 5 is a drainage/accumulation problem. Door sweep and caulking can help.
       General to do: get pictures of each process of deck cleaning as we go for documentation 
       Coleman and Thomas will select new faucets for laundry and kitchen, give recommendations to cheryl to be purchased. 
       Christy will get two tree care work party dates on the calendar and kellie will anounce/ send to abby
       Cheryl will contact Top Dog to schedule walkway leveling and will recruit others to project manage when they acrtually come to do the work. 

Tasks for community members to take on:

     -Investigate downstairs kitchen bathroom door which doesn't lock. And the DBR" (coleman can "mess with it") (note: there is money in the CH budget to replace these locks if needed) 
     -replace metal threshold in playroom (will need to measure and install, use community credit card to purchase anything or get reimbursed)
   -take a look at the squeaky dryer 
 
Decisions:
             Agreed to keep track of linseed oil on the maintenance tracker
             Approve arbor concepts to do work in september. If he doesn't exhaust $3k, then we will schedule him for Dec 2026. If he does exhaust $3k then we will hire him in January 2027. 
             Revisit drain inspections in November if we haven't used the money by then for storm drain.  (after meeting note: this was revisited by the maintenance committee on 9/22 and decided to put inspections at the top of the list) 
             Approve $1950 for fortress to inspect. (post meeting update: decided to go with Vertex instead because of higher overall estimates from Fortress)
            Approve Arbor Concepts to do work in september. If he doesn't exhaust $3k, then we will schedule him for Dec 2026. If he does exhaust $3k then we will hire him in January 2027. 
           Ask for $7k landscaping budget for 2027 

   

**

 Linseed oil beams:
      The beams outside of the units around the community need to be finished.
     The back porch of the Common House and shed has been completed, and Scott worked on the playground side of the Common House (unknown if completed). We discovered steel wool in the beams in front could interact with linseed oil to be a fire hazard, so work was paused while research was done. Linseed oil application can continue, but we now know steel wool will need to be removed before applying linseed oil, and can't be put back in until the beam is fully dry (or not at all).
            How to get this done? 
               Best to do small teams, not entire work parties as we don't have enough supplies. 
     Beams inside the common house 
               How to track? Becky has done this before, and at their HOA they had a paper map that was kept in the main office, and they marked portions off and date completed. 
                   Decision: Agreed to keep track of linseed oil on the maintenance tracker (Kellie linked it in the discord)
         The indoor beam also needs linseed oil. Is it a hazard? Did some research and found it's not dangerous to inhale linseed oil with basic ventilation, and it isn't a fire hazard due to exposure to air (vs a rag that is soaked in oil and wadded up). 

          Action Items: Becky and Kerry will linseed oil thursday 10am at unit 1, and Kellie will anounce to community.

Under deck cleaning:
     13 of 26 units have decks. Units 11, 16 and 18 had their deck replaced so recently that they do not need to clean this year. 
 status of the rest of the decks:
   Need to do:
    -Unit 1 (Becky), need assistance. 
    -Unit 5: Grae is helping sara and stephen with their deck
    -Unit 15 Kerry: Michael a offered to do it
    -Unit 20 Alex, doing theirs, will follow up
    -Unit 21 Scott: Kellie will get in touch and ask if he needs help (lots of stuff on deck, couldn't figure out how to get boads up)
    -Unit 22 Coleman: doing theirs, will follow up
   -Unit 23   Christy and Brian: check in, will need help. Also need to coordinate with roof inspection 
    -Unit 24 gheybin and jordan: hiring Brooks to do theirs. Need to check in 
    -Unit 25Michael and Emily's: mostly done. one deck board is causing issues.
     -Unit 26 Wasons: check in 

- Cheryl wants Fortress and Coleman to come look at decks on units 15 and 23, to evaluate for water issues. Will need to coordinate this with deck cleaning, keep some of the boards pulled up? 
    
  At unit 25, removing the screws ended up being more involved than Michael A thought, one deck board is at a difficult place to repaired. 
 Deck screws are often full of dirt, compressed air
   
Deck Cleaning action items:  
    Kellie will text christy, brian and maybe coleman about getting unit 23 deck cleaned.
    Kellie will follow up with marina and scott  
    Becky, kerry will clean out the screws on their decks
    Becky will look at schedule and let discord know what her availability is 
    Becky will take pics of screws 
    Cheryl will grab some compressed air
    Michael a will do Kerry's deck this Sunday 11am.
     General to do: get pictures of each process of deck cleaning as we go 
  Coleman will tell unit 5 that he thinks water coming into unit 5 is a drainage/accumulation problem. Door sweep and caulking can help.
   
Note: Coleman is pulling the unit 23 deck door to inspect the patio and repair any water infiltration. The demo and exploration cost is about $750, which will be charged to the HOA because it is investigatory. 

CH Faucets
   Faucet in Ch kitchen needs to be upgraded so it's more useful (with a sprayer head), and faucet in the laundry room is old and needs replacing.
    Coleman posted in discord: "I confirmed measurements for the commonhouse kitchen faucet. The holes are 8” apart. Seems like the 24” option might be best… we would likely lose the bottom two shelves just above the sink. "
       We want the ability to pull out the faucet and fill up a mop bucket. Not sure if we can get an extendable faucet to go far enough. 
   Action item: Coleman and Thomas will select new faucets for laundry and kitchen, give recommendations to cheryl to be purchased. 

Tasks for community members:
     -Investigate downstairs kitchen bathroom door which doesn't lock. And the DBR" (coleman can "mess with it") (note: there is money in the CH budget to replace these locks if needed) 
     -replace metal threshold in playroom (will need to measure and install, use community credit card to purchase anything or get reimbursed)
   -take a look at the squeaky dryer (white)
  
                       

2027 maintenance budget request:   
    We usually ask for 10k, based on inspections may alter that. Budgets aren't due till October 1st.

          Priorities 
                Cheryl recommends we prioritize sewer and storm drain scoping, since they have (to our knowledge), never been done. Also need to finish linseed oiling beams and cleaning under decks.     Other priorities: fascia, drainage, walkway leveling, roof inspection/repair/ , stucco , parking lot crack sealing.

Sewer and storm drain inspections
                    Sewer and storm drain inspection: $15 k, total, $8k for just sewer (cleaning included). These were not included in the reserve, so would have to come from operating. Can do any time of year, so could use rest of maintenance budget . 
      Storm drains less high priority, had two tests: french drain installation hitting water main, large hail storm in 30 minutes and no flooding in storm drains. 
    One company only wants to clean it before scoping, other company wanted to see it without being cleaned? 
    Does it make sense to use in November/december? How far are they booked out? Cheryl will ask, she is still getting bids. 
    Decision: revisit drain inspections in November if we haven't used the money by then for storm drain.  (after meeting note: this was revisited by the maintenance committee on 9/22 and decided to put inspections at the top of the list) 

                            Question: Fortress can do a mega inspeciton of decks, roofing, fascia (use $1950 for inspection and apply towards a repair).     Inspection is operating, fascia is reserves. We aren't necessarily choosing fortress but we are not necessarily choosing them as our roof vendor. 
                                     coleman thinks this is a reasonable offer/estimate. 
                                      do they know they need to pull deck boards? Just unit 15 and 23 as sample size is fine
                                      helpful to have a full documentation with photos for everything. 
                   Decision: Approve $1950 for fortress to inspect. (post meeting update: decided to go with Vertex instead because of higher overall estimates from Fortress)
   -Once we have the information about fascia, want to schedule

Drainage around Unit 19:
     Action item: Cheryl will talk to laraine about drainage around chelsea's unit. (Post meeting update: Cheryl is taking over getting bids on drainage issue)

 Stucco
    Tj construction (Taylor) is looking at amy and chelsea (unit 3) repairs, will send an updated bid for repair.  (post meeting update: d unit 3 repair is $2,550 ). Will move on to repairs for the Common House thereafter, previous estimates from TJ construction were $5,775
    They work year round, just not if the weather is wet.

Walkway
   Should this be moved to 2027? It comes out of reserves. $5k was set aside in reserves, which may not be enough. However, is the reserve analysis a guideline or are we required to spend that amount?
   If sewer main has issue they will tear up path, but we don't necessarily want plumbers doing that, but we don't want it to be done after we just had the path resurfaced. 
     Who does it? Top dog. Cheryl has concerns because is going to do it by raising the bricks instead of leveling the cement. 
       Also don't know how much interference will be to pathway. 
      Decision: approve replace the pavers to the common house (directly in front of the french doors that don't open) plus joe and lila's to main entry way to common house.  
      Action item: Cheryl will contact Top Dog to schedule and will recruit others to project manage when they acrtually come to do the work. 

           

Landscaping tree work: 
    Arbor Concepts is coming in Nov/dec Arbor. CAN come in September to see what branches with leaves are infringing on buildings. (christy will confirm that he is not doing any shrubs, but we don't think so) 
     The community will take care of as many low hanging branches as possible, which may lower cost.  Christy would like to do multiple 60-90 min tree maintenance sessions, scheduling TBD.
    Nov/dec arborist work: We would have have about $3k left in the landscaping budget. We could do another section of the arborist work in January afterwards, which would get discounted rate.  The only restriction is if weather is heavy snow they can't come out. Generally tree work done in dormancy is better.
  How to allocate repairs? Also need to deal with west berm/ north west area of property/ 
   Decision: Approve Arbor Concepts to do work in september. If he doesn't exhaust $3k, then we will schedule him for Dec 2026. If he does exhaust $3k then we will hire him in January 2027. 
   Mary expressed concerns about hanging branches in the wild area, but we confirmed Arbor Concepts and looked extensively at the wild area, we expressed a priority for people safety, then houses, and then maintain trees. 
    Becky expressed desire to have Arbor Concepts tell us how we can best maintain that area. Christy thinks Arbor Concepts is interested in a partnership.  He would be willing to tell us this at an acm. Can get people to follow him/ask questions when appropriate when Arbor concepts come by. 
    Slime flux: arbor concepts can teach us how to clear out the fungus. If we clear it out below 6ft, the tree will heal itself.
   
Action item: Christy will get two tree care work party dates on the calendar and kellie will anounce/ send to abby

    What to do with the branches we remove? They are a fire hazard, and will need to put it on an asphlat surface. Can't fill up dumpster every time we do this. Discussed different areas to move the branches.

(Misc: There is a service that would send goats would deal with foxtails for $1200 in the spring!! 100 goats!!!) 

Landscaping 2027 budget: 
    Can we use reserve money for tree work? Not accounted for in the reserves, can we add this? Unsure. Cheryl will look into it. 
    Decision: Ask for $7k landscaping budget for 2027 

NEXT MEETING: tuesday oct 13th 6-8pm