Maintenance and Landscaping joint meeting minutes 8/11

In attendance: Vicky (for the first few minutes), Joe, Cheryl, Kellie (notes), Michael, Sara


Vicky: Expressing thanks for the hard work done while she was away. She and Mike are retired and available to help. Also noted that their son Paul can take down some of the tree debris if he has help

(to do: Schedule tree work with paul, need 

Common House Linseed Oil dilemma,

       Steel wool is flammable, introducing that and linseed oil is a huge fire hazard. We have carbon steel wool which is more flammable, stainless steel wool is less of a fire hazard but doesn't remove the hazard. What about spray foam? It's not flammable but if the linseed oil permeates the foam it causes problems.  We don't have to solve this now, but we should not put linseed oil on beams without removing the steel wool first. There is steel wool in beams in front of common house, in front of Lynda's, Lil and Joe's, possibly starla. 

         
New roofing vendor Roof-It. Next steps,

  Cheryl is asking for help from the community, especially in communicating with Roof It. Roof It asked for everything that falls under warranty from Roof Doctor and let him know. Our first project for them would be the bent aluminum fascia in the back  of chelsea E's unit, which likely wont' hit the large spend process.. This would also be a good time to test if he's reliable, responsible. Roof It said most of the fascia around the community can simply be painted and he can give us a referral.

   Do we choose Roof it as our vendor? They had a highest Better Business Bureau rating, good google reviews that said Roof It was very responsive, which is a high priority for us. Our large spend process asks for three quotes, but that is very time consuming. We don't have a job for them to quote yet, and we need to take into account what has beed done. Roof It inspected every roof and are prepared to give us a report. We offered to pay them for inspection, which they said they would prefer to partner with us and not necessarily charging us for everything they do. 

Decision: Choose Roof It to wrap her wood fascia with bent aluminum fascia on the back of Chelsea E's unit.     

Tasks:
 -  Need to get warranty information on roof (labor, shingles, roof membranes, etc). Concern that roof doctor may not be responsive to emails because of how our relationship ended. 

Action item:

  -Kellie tlak to roof doctor

  - Kellie talk to vicyk and mike about being contact person for roof it and get them out for aluminum fascia


 

Stucco prioritization

    Confirmed Cheryl's building is next, Coleman will contact TJ construction and schedule them to come.

Parking Lot sealing : What date are we targeting(ish)?

     Michael A having issues getting companies to respond to him. Will keep tryingt. This is difficult time because school is starting for him, but we want to keep trying to get this in place before winter. 

Can someone help call landscaping vendors to look at drainage around Unit 19?
    Cheryl tried to contact landscaping companies in the spring, coudln't get ahold of them likely because it is their busy season. Unit 19 is in the middle of a pit, essentially, and when it rains or snows she gets. 

Action item: Lila will talk to Laraine and see if she can call landscaping companies and see if they can do grating.      

Can someone call to do an inspection (and maybe cleaning?) of drains?
     We don't know what to look for, we need an inspection. Prioritize getting vendor out here, then base cleaning on what the vendor says. Delay drain cleaning for now, since it's less a high priority. 
Task: Need to find vendors to do a drain inspection . Is there a city entity who can do the inspection ? 
 

Is it possible to get more site maps (for water mains, etc) created?
     Michael A had taken on this issue. He can "pick away" at it if he knows what he's looking for. First we need to know where water ains are. Mcihael says these are approximate in the drawings, we would have to find and mark the physical location of each main and then Michael can create a map. Can we even try to find half of them and go from there?

   Suggestion: Get flags, ask people to mark their water mains and Michael can make a map. 
   task: Kellie will look fo flags in work shop and add to mesage to community about marking tehir water main break (no rush, Michael will be out of town). 

Safety:

   Lila presented about getting solar lights around 

    Concerned about an individual from outside community rides his bike at high speeds through the community path. Doesn't look when he's rdiing. Lila will look into getting "children playing" sign from City. 

       

Small repairs reported around community: do we want a ticket system and if so what do we want reported.  Also do we need to bring in a handyman to deal w/ everything reported?
   We want something on discord vs on google forms which reports to a different spreadsheet. Decide yes,  and use the current google form as the basis for questions, but add a segment for photos. 




Finish Linseed oil throughout community
    
   Back porch and dumpster enclosure was done. 
   Action Item: Kellie will let Kathleen and Starla know they are good to go continue linseed oil but just remove all the steel wool first. They do not have to put it all back. Can use a wine corkscrew to remove!

   wAs the steel wool ? 

Decks (clean and caulk)

   Need to revisit decks, most will do their own. Need to remind 
   tasks: follow up with deck cleaning. Kellie will put out a reminder on the community (see notes about who needs it done)
   Cheryl bought wasp dust to kill wasps within 3 days. 

our priorities for the next 3 months work parties:

   -Gutter cleaning

    -? Deck cleaning ?
    -Caulking? Make it part of other work party? more pre emptive caulkin

Landscaping work party:

    -trees: clean trees to 6 ft, pulling out weed trees, apply spinosad to swale
         -lots of overgrowth: roses, currants on utah st, general trees/ shrubs that are growing against the unit. 


What do equipment should we get:
   Large and mid size loppers. One set of brush trimmers and pole saw from ego. 
  
       Do we need a wood chipper? We keep having branch piles left around, which are a fire hazard. We don't want to have branches go to waste, can we find a wood chipper for our size. Decided to rent one for now.     

Next work party in Oct for tree removal / etc.  
    Kellie: anounce work party to community first week of october
    Task: look into wood chip rental (diamond?)

Task: rangling rose bush 

• Review tree bids
    Christy has reached out to Arbor Plus, Arbor Concepts, and Organic Choice. Note: Wild Bill's isn't certified, recommended we don't work with them in the future. 
         Christy had experience with Arbor Plus, but hasn't heard back from them.  Wasatch Community worked with Organic Choice, We have worked with Arbor Concepts.   Was told to prioritize human safety, structure safety, and tree health. No one saw any "five alarm fire" problems, mainly trees that need more care and attention. This should be part of a yearly budget for tree care. Trees need canopy lightened so limbs don't get so heavy they break. Some companies suggested growth restrictors to trees like Siberian Elms to keep them from growing on roof. Also suggested we can treat some tree diseases that would allow the tree to heal itself. 

           Organic Choice: Chris walked around, said community has to prioritize where we starts/ pricing. 
           Arbor Concept: walked around for two hours and haven't gotten a bid. Impressed that Arbor Concept gave us detailed notes, and has a familiarity with the community and that is a plus. Neither 

        Had difficulty getting other companies to come here because we have a reputation of a bid factory. 

What's our next steps? Decide between Organic Choice and Arbor Concepts, get on the schedule hopefully for winter when rates are cheapest. 


We have $5k in the budget for landscaping. Alex reminded us we had to spend nearly $14k on elm removal years ago, and the complicated removal requiring maintenance. 

Decision: decided to start with  $3k on tree work in November and  December using Arbor Concept.  Christy is ok being the liason. 
(Kellie attach the arbor concept bid to these minutes!!) 
Action Item: Cheryl will look in and see if we can utilize maintenance budget for tree work as well. 
Action Item: Kellie and Cheryl will go on lowes and purchase Large and mid size loppers. One set of brush trimmers and pole saw from ego. 

NEXT MEETING: Tuesday Sept 8th 6-8pm