12/ 15/ 25 Bi monthly laundry vent cleaning, scope for unit 23, stucco repair re bid, aluminum protection on fascia/ Top Dog discussion

In attendance: Cheryl, Michael A, Kellie (notes), Coleman

Topics: Bi monthly laundry vent cleaning, Workshop furnace filter, Threshold board in Common House, Unit 19 drainage, Map out vents for CH furnace, Heat pump/ furnace replacements, Scope report for unit 23, West and east lot Lights, Unit 1 and 2: Lessons learned, Proactive maintenance/ Homeowner vs HOA responsibility, Results of gutter cleaning roof inspection: grit,shingles heaving etc., Aluminum protection on fascia boards, Stucco painting/ repair, Window Trim Project recap

Decisions

   We will clean the ch laundry vents at maintenance meeting every two months, along with changing the furnace filters.

  Have Top Dog revise his bid to include installation of bent aluminum on fascia, specifically segments where the paint has significantly worn off.  Other segments that have less damage can just be painted. 

   Get bids on 22/24/26 and then we can asses the quality of the work, and decide where to go from there. Investigate having a separate stucco company do significant repairs, and have Top Dog handle minor repairs and painting.

Action Items: 

  Michael will check and see if there are furnace filters in the workshop

    Kellie will encourage and cheer on Kerry in her generous offer to get the replacement threshold board part

  Cheryl has the names of two landscaping companies to talk about unit 19 drainage/ sloping and will contact them for further information. 

  Kellie will talk to Christy, inform her that sewer line repair is homeowner responsibility if it’s not affecting the main line.

  Coleman will take a look at the west and east carport lights and see what the problem is. 

  Michael will put in an acm topic request and come up with something to present regarding preventative homeowner maintenance

  Coleman will get stucco bid repairs for units 22/24/26

Bi monthly laundry vent cleaning:

   We have failed to get anyone to do this consistently.

 Decided: We will clean the ch laundry vents at maintenance meeting every two months, along with changing the furnace filters. Kellie put it on the wasatch commons calendar

Workshop furnace filter: 

  12x24 per cheryl’s documentation, but we will need to double check.

  Action Item: Michael will check and see if there are furnace filters in the workshop

Threshold board in Common House:

The threshold board in children’s playroom broke when the piano was moved over it.  Kerry offered to measure and get replacement parts. The original one was wood, but the others are metal, seems like we could replace with a metal one.
Action item: Kellie will encourage and cheer on Kerry in her generous offer to get the replacement threshold board part

Unit 19 drainage
Action Item:   Cheryl has the names of two landscaping companies to talk about drainage/ sloping and will contact them for further information. 

Map out vents for CH furnace

  Need to know which vents go to which furnace
(Note: Michael volunteered to do this, but Cheryl and an HVAC company did it while giving a furnace bid for the CH. Hooray!)

Heat pump/ furnace replacements
  HVAC guy we talked to said he wouldn’t recommend a heat pump for us, additionally we do not qualify for any of the tax credits.
  They proposed putting an AC on the roof for maximum efficiency, but Roof doctor advised against that. The other option is outside, by the playset/ bench swing.
  How urgent is installing an AC/ Heater? The upstairs bedroom is mighty hot in the summer, but otherwise this replacement is not urgent given our many projects going on currently. It seems like the Common House is plenty warm. Could a ceiling fan be installed in the upstairs bedroom to help cool it?
  Cheryl is having another HVAC come out come out and advise on their recommendations

Scope report for unit 23

   Unit 23 was scoped from the “inside clean out” to the connection to the sewer line, and the results shared with maintenance. There was significant root intrusion. Maintenance checked the “Table of Maintenance Responsibilities” which states that it is the homeowner’s responsibility to repair plumbing and sewage lines “of all lines servicing one unit” and the HOA will handle main lines.

Mary has recommended that we put down our drains at regular intervals root-killing substance as part of maintenance to keep roots at bay. What other preventative maintenance should we be encouraging homeowners to do?Should we look and see what our master policy covers in terms of sewer insurance? Christy mentioned that SLC recommends insurance through Home Serve. 

Action item: Kellie will talk to Christy, inform her that sewer line repair is homeowner responsibility if it’s not affecting the main line.

West and east lot Lights
  There are a couple flickering lights in the east and west lights. Coleman will get replacement bulbs and see if they are simply burnt out.  Coleman got a quote from an electrician to rewire the outside lights for $800, will try and see if we can replace instead of pulling the trigger on such an expensive repair.
Action Item: Coleman will take a look at the west and east carport lights and see what the problem is.

Unit 1 and 2: Lessons learned
  The repairs in unit 1 are mostly done, except for the addition of the storm door.  Next step is repairing the walls of unit 2, then on to some exploration in unit 15/17. The water damage in units 1 and 2 ended up being far more extensive than we thought. Given that units 15 and 17 have similar issues, but not showing nearly the extent of the damage.  Eric and Coleman will do a thorough exploration to understand the extent of the damage.

Proactive maintenance/ Homeowner vs HOA responsibility

  There are many opportunities around our structures where preventative caulking can prevent problems down the road. 

   Reiterated the importance of understanding homeowner vs HOA maintenance/ repair. May need to be more proactive and understand the table of “ homeowner vs hoa responsibility” in the declaration, should we review this more regularly? 

  

 How can we communicate to the community the necessity of doing preventative maintenance, including cleaning the decks? Ideas:Regular segments/ announcements at ACMS? Michael would be happy to help with a presentation. First topic, common causes of water damage and how to prevent?

Action Item: Michael will put in an acm topic request and come up with something to present regarding preventative homeowner maintenance

Results of gutter cleaning roof inspection: grit,shingles heaving etc.

  Coleman did not find anything very concerning regarding the sloughing of shingle grit when he was up on the roofs doing gutter cleaning. Kj has ongoing concerns with degradation of shingles. Coleman may contact KJ and they can take a look together.

There are other issues of damage to roofs- from water leaks, fascia, etc. Coleman added additional photos to the maintenance discord for documentation.

Aluminum protection on fascia boards
      It does seem that where the fascia boards meet the roof there is consistently more water damage than seen on other fascia boards.
    We have an estimate from Top Dog for stucco painting, that also includes fascia and soffit painting as well. 

Decided:  Have Top Dog revise his bid to include installation of bent aluminum on fascia, specifically segments where the paint has significantly worn off.  Other segments that have less damage can just be painted.


Stucco painting/ repair

 Cheryl has some concerns about Top Dog’s ability to repair significant stucco issues, due to how they trivialized the extent of the issues between unit 1 and 2.
  Would it be better to have units with more  significant stucco damage repaired by a company specialized in stucco repair, and have Top Dog do more simple repairs and painting still? Top Dog’s stucco painting bid was lower than the other bids, but this is still a significant cost and we want it done right.
  Getting another bid on the entire community has been difficult, what if we started with one building (ie all units connected in a segment) , get a bid, and assess, based on the quality of the work, if we should have them repair the other significant stucco sections? The building that includes 22/24/26 has some of the most significant issues, and since it includes Coleman’s unit it will be easier to have him monitor the work for quality control and report back. (Note: This was at Kellie’s insistence that we start with this building, not Coleman’s).
 Decided: Get bids on 22/24/26 and then we can asses the quality of the work, and decide where to go from there. Investigate having a separate stucco company do significant repairs, and have Top Dog handle minor repairs and painting. 

Action item: Coleman will get stucco bid repairs for units 22/24/26

Window Trim Project recap

  Overall happy, but frustrations at some lack of communication on the ground. Cheryl prepared  a document detailing where all of the windows were located, but that was not communicated to the people doing the repairs, resulting in cheryl having to do some scrambling last minute to get some repairs done that had been missed. Is this significant enough to go to a different vendor? Decided we now know that we need to over communicate with Top Dog and ask lots of questions, but we still like their work.