10/23/25 minutes

Present: Michael A, Cheryl, Kellie (notes)

Action Items: 

   Action Item:Cheryl will have Top Dog evaluate unprotected fascia needs to be primed or ask if it can wait to be looped into the stucco painting project

      Action Item: KJ will continue to follow up on dishwasher repair with Hobart

   Action Item: Michael A will look into options for HVAC system for the common house.

Action item: Kellie will ask for volunteers to linseed oil the columns and follow up with Thomas to confirm if he wants to help. 

  Action Item: Kellie will choose a gutter cleaning work party date soon-ish before it’s too cold. Will contact community members who have helped in the past and get a date based on their availability.  

Topics: Maintenance Discord Use of Threads, Overview of Maintenance Projects and Next Steps, Getting Community Help with Recurring Maintenance Tasks 

Maintenance Discord Use of Threads:

 -Cheryl has added threads for every current maintenance issue, set to be active for the maximum time of 1 week.

- She has been putting in messages to keep them from becoming inactive (which simply means they aren’t nested under the maintenance channel and must be searched for).

-Once an issue has been resolved, Cheryl has been setting the activity to expire after 1 hour and it automatically disappeared

Overview of maintenance projects

   Windows: upper east side of common house 

      -(Pic on discord) windows show warping on the window screen, causing it to stick out from the frame. Determined this is most aesthetic but may allow more water infiltration

  Discord:  Coleman R suggested we attempt to push them back into place,  Ben T had Kim Tubbs replace his (listed as “bottom glass stop” on invoice) for $50. Renae S remarked she has windows with similar issues. How widespread is this? 

   Next steps: Cheryl will follow up with Top Dog, Coleman mentioned he may be able to take a look and see if he can push them into place

  Unit 4 add-ons: Greenhouse and pergola 

    No obvious issues with greenhouse yet, but after 25 years and known water issues in other units, it makes sense to evaluate it. We are responsible for the frame itself, the glass is the unit owner's responsibility. 

    Next steps:  Cheryl will get in contact with Top Dog and see if they can evaluate

   Common House and Workshop Swamp Coolers

     The workshop swamp cooler was either mysteriously winterized or was never activated for the summer.
 Next Steps: Coleman agreed to winterize the common house swamp cooler.   

   Unit 15: Deck Door Jamb Somewhat Compromised

     Unit 15’s deck door jamb is beginning to show water damage near the left side by the door.    Not as severe as Unit 1, intervention of storm door not required. 

  Next steps: Granularity has proposed replacing a segment of the wood door jamb with pvc. 

     

  Multiple Units: Unprotected Fascia 

   Unprotected/damaged fascia found where units 3 and 4 meet and the back of unit 19 (north side). Can this be scraped and painted or is the wood itself compromised?  Will need Top Dog to evaluate and assess how widespread the issue is throughout the community. 

   As part of the stucco project, it sounds like the fascia will also get painted. Could we put primer on the worst unexposed fascia until the stucco can be painted? 

   Action Item:Cheryl will have Top Dog evaluate unprotected fascia needs to be primed or ask if it can wait to be looped into the stucco painting project

  

Common House Dishwasher

  KJ has created a ticket with Hobart, they just haven’t been able to get a tech out yet.

  Action Item: KJ will continue to follow up on dishwasher repair with Hobart

Common House Heat Pump 

  Is a heat pump a good option for the common house? Furnace has been going out for several years in a row, imminently needs to be replaced. Would make sense to act on the heat pump now, since the unit would provide heating and cooling. Heat Pumps are environmentally friendly and provide air filtration, but they are quite pricey (can range from $15-20k per notetaker’s brief search).  There are tax credits available for home owners, unsure if they’re available for HOA’s. 

   Since the common house doesn’t need to be heated/cooled as continuously as a private own, would it make since to utilize a mini split or window ac system? 

  Action Item: Michael A will look into options for HVAC system for the common house. Has contacts for furnace installation and can find more.

Linseed oil 

 Thomas volunteered to start to tackle this at one point, Kellie will follow up with him

  Cheryl has collected a list of units where beams actively need to be linseed oil-ed

 Action item: Kellie will ask for volunteers to linseed oil the columns and follow up with Thomas to confirm if he wants to help. 

Gutters

  Action Item: Kellie will choose a gutter cleaning work party date soon-ish before it’s too cold. Will contact community members who have helped in the past and get a date based on their availability.  

  NOTE:While gutter cleaners are on unit owner’s roofs, Be on the look out for roof shingle damage AND take pictures of where the swamp cooler is mounted to the roof. We are looking for excess sloughing of roof shingle asphalt and exposed screws at the swamp cooler mounting.

  Michael A suggested he will clean the segment of gutter on unit 25 once the elm tree drops all its leaves. Thinks only 10% of leaf matter has dropped from tree

   

  

    

Roof: Asphalt shingle grit in gutters

  Chris from Roof Doctor offered to harvest the shingle grit and send it to a lab and see if there are manufacturer defects. Is there a conflict of interest with having Roof Doctor evaluate? Couldn’t an outside roof company also have a conflict of interest by saying Roof Doctor did a bad job to solicit our business? Suspect that this is not an installation problem but a manufacturer defect.
  Next Steps: Will have Granularity Construction evaluate if this is concerning. Community will evaluate the extent of asphalt shingle degradation while cleaning gutters. 

Roof Issues around Swamp Coolers

 Issue with exposed screws where the swamp cooler is mounted to the roof, allowing water infiltration and roof damage. Cheryl had roof failure at this segment by her swamp cooler necessitating a $750 fix.

Next steps: will evaluate extent of exposed screws while cleaning gutters.

Unit 19 Foundation and Drainage 

  $1500 fix proposed by Top Dog. Thinks the foundation was not installed correctly, which caused issues with water getting in, hence the spalling on the foundation at the downspout.   Top Dog will come back with an updated bid for walkway leveling, etc

Next Steps: We have hired Top Dog to fix this as soon as the weather cooperates. 

Window trim painting/replacement

    Cheryl documented issues throughout the community with window trim painting. Will have Top Dog take a look, needs to happen before stucco painting. Will try and scrape and caulk when possible, but if necessary will replace wood. 

  Next Steps: Top Dog has been told about the issue, and will work on a bid for window trim painting

Units 1& 2

   Next steps: Waiting on All Phase Windows to get back to us with bid to install a storm door on unit 1’s deck. Granularity will replace drywall that was removed and make repairs to the door jamb.   Top Dog will secure the railing on unit 1.

Walkway leveling

   Next Steps: Top dog is working on a bid, we’re working on getting a second bid from “ a guy named John” . 

Getting Community Help with Recurring Maintenance Tasks  

Exterior common house vents for the two dryers: need to be cleaned, ideally once a month but quarterly is acceptable.

    Additionally, the vents needto be deep cleaned with the drill extension tool once a year 

Change furnace vent filters

   The manufacturer recommends replacing it every 90 days. The furnace filters are different sizes, they are located in the upstairs ch storage room off the craft area (Kellie: The one with the small creepy door)

   Note: Attendees replaced all furnace filters in the CH, they won’t need to be changed again until 01/2026. Need to buy more 24x24x1 filters.

Deck owners evaluate needs for caulking (look for any exposed screws, add caulking to protect from water infiltration)

Next time: talk about drainage issues throughout the community (gutter extensions?)