Joint Maintenance/Landscaping meeting 9/8/26

    Action Items: Becky and Kerry will linseed oil thursday 10am at unit 1. 

     Linseed oil:

         -need to linseed oil the beams, etc. 

                -do the beam in common house. determined not a hazard to apply to wood indoors. 
                   -have small teams do beams, not work parties. Don't have enough supplies for work parties
  -becky has done this in the past. Kept track: had a community map paper map, kept map in main office and put date it was done. 
   what's been done: back of ch and shed, scott did the playground side (did he finish?) 

   -decision: agreed to keep track of linseed oil on the maintenance tracker (Kellie linked it in the discord)
    Action Items: Becky and Kerry will linseed oil thursday 10am at unit 1. 
                            Kellie will anounce^ to community 
**
in attendance: becky, Kerry, grae (after 7pm), Michael A, coleman (after 6:30pm), christy (after 7:30), Cheryl, Kellie (notes)

  Decks: (see google keep note with updates) 
    -Grae is doing their deck, and sara and stephen's
    -Kerry: cheryl and Michael a offered to do it
    -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)
   -ghebin and jordan: hiring brooks to do theirs 

Cheryl wants fortress to come look at decks 15 and 23, as well as coleman. will be difficult to coordinate this.   
    
Michael mostly done. More involved than Michael thought, one deck board is at a difficult place to repaired. 
 deck screws are often full of dirt, compressed air 

(discussion where kerry asked coleman about replacing deck door with another door and storm door. Coleman estimates $3-5k) 
   
action item:  
    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 
     Cheryl will grab some compressed air
     Michael a will do Kerry's deck this Sunday 11am. 
       Kellie will solicit volunteers for Kerry's deck/tell abby, Becky will drop by.
       Becky will take pics of screws 
       general to do: get pictures of each process of deck cleaning as we go 
   Action item: coleman will tell unit 5 Coleman thinks water coming into unit 5 is a drainage/accumulation problem. Thinks there needs to put a caulk to sweep. 
   

Note: Coleman is pulling the unit 23 deck door, will cost about $750 f

CH Faucet:
    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 to cheryl to be purchased. 

   Action item: Kellie will have  abby put add maintenance tasks to newsletter:
     -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 
  
                       


2027 budget request:     we usually ask for 10k, based on inspections may alter that. Budgets aren't due till 

- **Maintenance (outside vendors):**  Roof inspection (again), fascia painting (etc), walkway update, stucco update, drainage update (bldg H), storm drain inspection, sewer drain inspection, reserve analysis, new roofing vendor update, parking lot crack sealing, the scope purchase of 2023

       -priorities 
                See priorities doc Cheryl put together.         Other priorities: fascia, drainage, walkway leveling, roof inspection/repair/ fascia, stucco , parking lot crack sealing.

                    sewer and storm drain inspection: $15 k, total, $8k for just sewer (cleaning too). 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: ben 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? 
    Can do this any time of year. 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 this in November if we haven't used the money by then for storm drain.

 

                            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. Look into 

Once we know about the fascia painting, want to schedule 

Drainage around Chelsea's unit:
     Action item: Cheryl will talk to laraine about drainage around chelsea's unit 

 Stucco
    taylor is looking at amy and chelsea (unit 3) repairs. Will send an updated bid for CH repair. 
    They work year round, just not if the weather is wet

Walkway
   do 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 mandate the amount? 
   If sewer main has issue they will tear up path, but we don't necessarily want plumbers doing that . don't want it to be done after we just had it 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. 

christy 
           

Landscaping tree work: 
    Arborist is coming in Nov/dec Arbor Concepts. 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) 
     will take care of as many low hanging branches as possible, which may lower cost.  
     christy would like to do multiple 60-90 min sessions and let everyone know. 
    Nov/dec part of arborist: We have about $3k left, the next section of arborist care could be done in January. bonus: would get discounted rate, only restriction is if weather is heavy snow they can't come out. Generally work in dormancy is better. How to allocate?
     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 2026. 
   Mary expressed concerns about hanging branches in the wild area. Affirmed 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. 
    siberian elms: arbor concepts can teach us how to clear out the fungus. If we clear it out below 6ft, the tree will heal. 

Tree work we can do ourselves:

    Christy will lead 60-90 minute work parties. Will need to anounce as she has openings. 
   action item: Christy (will consultation from brian) will get two tree care work party dates on the calendar and kellie will anounce/ send to abby

Branches
    What to do with the branches? Fire hazard. Need to put it on an asphlat surface. can't fill out dumpster every time we do this. 
     Move to either the enclosure behind the ch or the concrete pad behind the ch near the hydrant
     Can we put the branches in the east parking lot, move to concrete pad. will try and move it by hand. 

(goats would deal with foxtails for $1200) 

Landscaping 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 
  
     
    

 

 - **Landscaping**:  Target dates for having Arbor Concepts come on site + budget for trees,  mini-clean up work parties throughout Sept and October, reserve 2 parking spots on south end of west lot for branches, wood chipper rental, Extractigator, 2027 Budget Request

-Work parties / distributing peopel to go over