Maintenance and Landscaping joint meeting minutes 8/11

In attendance: Vicky (for the first few minutes), Lila, Joe, Cheryl, Kellie (notes), Michael,Michael Saraa (first hour),  Sara, Christy (at 7pm), Alex (at 7pm)

Topics: 
     Maintenance portion: Common House Linseed Oil dilemma,New roofing vendor Roof-It Next Steps,  Stucco prioritization,  Parking Lot sealing,Drainage around Unit 19, Drain Inspection, Site Maps of Main Water Shut offs, Safety Updates, Ticketing system, Deck cleaning/caulking 
    Both: Work Parties/Priorities for next 3 months
    Landscaping portion:

 

Decisions:
   Choose Roof It to wrap the wood fascia with bent aluminum fascia on the back of Chelsea E's unit (19)

Action Items:

 - Action Item: Kellie will let Kathleen and Starla know they are good to go continue linseed oil,  just remove all the steel wool first. They do not have to put it all back. Can use a wine corkscrew to remove!

  -Kellie will reach out to Roof Doctor about warranty info

  -Kellie will ask Vicky and Mike W about being contact person for Roof It, and get them scheduled to wrap the fascia in the back of unit 19 with bent aluminum

  -Lila will talk to Laraine to ask if she can call landscaping companies for a walkthrough and give a quote for grading around unit 19. 

  -Kellie will look for flags in workshop, and ask community to mark their water main shut off

  -Lila will talk to her neighbors and see if there is appetite to purchase solar lights

  -Lila will look into getting a "slow, children playing" sign from Salt Lake City. 

 -Kellie will put out a reminder to deck owners about deck cleaning

  -Kellie and Cheryl will go on lowes and purchase Large and mid size loppers. One set of brush trimmers and pole saw from ego. 

Open Tasks:

-Need to find vendors to do a drain inspection . Is there a city entity who can do the inspection ? 
-Trim the rose bush on the east entrance

*

Maintenance Portion of Meeting:


Vicky:Vicky Expressingexpressed thanksher appreciation for the hard work done while she was away. She and Mike W are retired and available to help. Also noted that their son Paul cancould be asked to take down some of the tree debris behind their unit if he has helphelp.

(to do: Schedule tree work with paul, need 

Common House Linseed Oil dilemma,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.hazard entirely. What about spray foam? It'sThat notalso flammablepresents but if the linseed oil permeates the foam it causes problems.hazards.  We don't have to solve this now, but we should not put linseed oil on beams without removing the steel wool first.first, which is really time consuming (can be done with the aid of a corkscrew). After the beams have at least 48 hours to dry, the steel wool can be replaced, but that will be a lot of work, unsure if that's necessary. There is steel wool in beams in front of common house, in front of Lynda's, Lil and Joe's, possibly starla. Starla's.

Back porch and dumpster enclosure has already been linseed oil-ed.
   Action Item: Kellie will let Kathleen and Starla know they are good to go continue linseed oil,  just remove all the steel wool first. They do not have to put it all back. Can use a wine corkscrew to remove!

New roofing vendor Roof-It.It Next steps,steps

  Cheryl is overwhelmed with coordinating maintenance tasks and is asking for help from the community,community. especiallyShe inhas communicatingresearched, vetted, and done walkthroughs with Roofseveral It.replacement roofing vendors, and needs help with a few tasks for them. 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..which. This would also be a good time to test if he'swe reliable,like responsible.working with Roof It. Roof It said most of the fascia around the community can simply be paintedpainted, and he can giverefer us to a referral.good painting company (Unforgettable Coatings, the company that did paint for us in the past, was dissappointing).

   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.consuming,likely We don'won't haveexceed athe joblarge forspend themprocess tothreshold quote yet, and we need to take into account what has beed done.($1,000). Roof It inspected every roof and are prepared to give us a report. We offered to pay them for inspection, which they saidrefused saying they would prefer to partner with us and not necessarily chargingcharge us for everything they do. 

Decision: Choose Roof It to wrap herthe wood fascia with bent aluminum fascia on the back of Chelsea E's unit.unit (19).    

Tasks:
 -  Need to get warranty information on roof (labor, shingles, roof membranes, etc). ConcernConcerned that roof doctor may not be responsive to emails because of how our relationship ended. Kellie will reach out to Roof Doctor via email, if that doesn't work we will need to go through work invoices to see what the warranty is for roof work, labor, and materials.

Action item:items:

  -Kellie tlakwill reach out to roofRoof doctorDoctor about warranty info

  - Kellie talkwill toask vicykVicky and mikeMike W about being contact person for roofRoof itIt, and get them outscheduled forto wrap the fascia in the back of unit 19 with bent aluminum fascia


 

Stucco prioritization

    Confirmed Cheryl'sNext building to be worked on is next,Bldg M (units 16 and 18). Coleman will contactnotify TJ construction and scheduleget them to come.come out.

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

     Michael A having issues getting companies to respond to him.him, Willbut will keep tryingt.trying. This is difficult time because school is starting for him, but wehe wantwill to keep tryingtry to get this in place before winter. 

Can someone help call landscaping vendors to look at drainageDrainage around Unit 19?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.gets pools of water on all sides of the unit. Cheryl tried to contact landscaping companies in the spring to get a walkthrough and quote, but never had calls returned,  likely because it was their busy season. Laraine talked about taking this over, but Cheryl hasn't had time to get together and pass along the information.  Should be pretty simple to pass along info, since this project is at the very beginning stages.

Action item: Lila will talk to Laraine andto seeask if she can call landscaping companies for a walkthrough and seegive ifa theyquote canfor dograding grating.around unit 19.      

CanDrain someoneInspection
 call    We haven't cleaned the drains in a couple years, and now would be the ideal time of year to do anso, inspectionbut (andwe maybe cleaning?) of drains?
     Wealso don't know the state of the drains on our property or what issues to look for,out wefor.  We need anto inspection.get Prioritizesomeone gettingto vendor out here, then base cleaning on whatscope the vendordrains says.and Delaygive us an evaluation.  We will delay drain cleaning for now, sinceand it'sprioritize lessgetting ainspection highdone. priority.Then  we can priorize cleaning on based on what the inspection returns. 

Task: Need to find vendors to do a drain inspection . Is there a city entity who can do the inspection ? 
 

Site Maps of Main Water ShutoffsIs
 it    possibleWe to getwant more site maps (for waterreference, mains, etc) created?
 which Michael A had taken on this issue. He can "pick away" at it ifdo, he knowsjust needs to know what he'swe looking for.want. First we need to know where water ainsmain are.water shut offs are, as we had two recent examples of residents having difficulty finding theirs. Mcihael says theseconstruction aredrawings only has the approximate inlocation. theWe drawings,will we would haveneed to find and mark the physical location of each unit's main water shut off and then Michael can create a map. CanIf we can get even try to find half of them andmarked, gothat's froma there?

starting

point. Decided Suggestion:we Getwill get flags, ask people to mark their water mains and Michael can make a map. 
   task:Action Item: Kellie will look fofor flags in work shopworkshop, and addask community to mesagemark to community about marking tehirtheir water main breakshut (no rush, Michael will be out of town). off

Safety:Safety Updates

   Lila presentedsuggested about gettingthat solar lightslights, like those on the border of the common house lawn, could be placed around the community to better light the common path at night. She wonders if other would be interested in purchasing in bulk and placing them in front of their units?

  Concerned Action Item: Lila will talk to her neighbors and see if there is appetite to purchase solar lights

    Concern expressed about an individual from outside community who rides his bike at high speeds through thedown community path.path, Doesn'isn't lookresponsive whento he'sneighbors rdiing.trying to get his attention.
Action Item: Lila will look into getting a "slow, children playing" sign from Salt Lake City. 

       

SmallTicketing system

For small repairs reported around community: do we want a ticketticketing system and if so what do we want reported.reported? Also When do we needhandle toourselves bringvs call in a handyman to deal w/ everything reported?
 handyman? We wanthave something on discord vs ona google formsform, whichbut reportsit's fallen out of use and it sends a report to a differentseparate spreadsheet.spreadsheet Decidethat needs to be checked.  Decided that yes, we anddo want a ticketing system through discord, where we are keeping track of most maintenance items. We can use the current google form as the basis for questions, but add a segment forwhere reporter can suggest photos. 




Finish Linseed oil throughout community
 
 Deck Backcleaning/caulking 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!

  wAsThe following units have decks: 1, 5, 11, 15, 16, 18, 20, 21, 22, 23, 24, 25, and 26. It is best practice to clean under the steeldeck woolonce ?a

year,

Decksideally (cleanwhen the weather is dry and caulk)

debris

can be Needblown out easily. Now that summer is ending, it's time to revisit decks, most will do their own. Need to remind 
   tasks: follow up with deckunits cleaning.with Kelliedecks willand putmake outsure athey reminder oncomplete the communitycleaning task (seewith notesthe aboutexcept of units 11, 16, and 18 who needswere recently cleaned/replaced.  Will need to pair up more knowledgable / experienced people with deck owners who have never done it done)
 before. Cheryl bought wasp dust to kill wasps within 3 days. Note: we should also be caulking around decks at every opportunity, including when decks are being cleaned. Regular caulking is necessary to keep water from infiltrating.

ourAction prioritiesItem: Kellie will put out a reminder to deck owners about deck cleaning

Work Parties/Priorities for the next 3 months work parties:

   -GutterIt cleaninghas been helpful to look a few months ahead and try and coordinate scheduling of large work parties with other committees. This helps foster a sense of collective ownership of large projects, and also to avoid overscheduling. What work parties are needed in the next few months?

     -? Deck cleaningcleaning- ?people normally do these on their own, but for people who need help with their deck cleaning, is it easier to schedule a weekend in advance? Table for now 
    -Caulking? Make it part of otheranother work party?  more pre emptive caulkin

Landscaping work party:

parties? 

Need   -trees:to clean up trees to 6 ft,ft pullingup, pull out weedweedy trees,trees applybefore spinosadthey get too large to swaleremove ourselves, and prune overgrown bushes and shrubs. 
Decided to do this work party in Oct
    -lotsAction Item: Kellie will anounce work party to community first week of overgrowth:october
 roses,   currantsTask: onlook utahinto st,wood generalchip trees/rental shrubs that are growing against the unit. 
(diamond?)

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.needs? Would need to buy, store, and maintain it, and workshop storage is already tight. 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: looktrim into wood chip rental (diamond?)

Task: ranglingthe rose bush on the east entrance

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. 

Review tree bids
  Christy has reached out to Arbor Plus, Arbor Concepts, and Organic Choice.Choice, we received bids from all but Arbor Plus  (screen shots of bids are attached to these notes and available on discord). There was some difficulty getting other companies to come here because Wasatch Commons has a reputation of being a bid factory. Note: Wild Bill's isn't certified, it is not 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,Choice in the past.  We have workedexperience with Arbor Concepts.  WasEach toldcompany was old 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 canopytheir canopies lightened so limbs don't get so heavy they break.break off. Some companies suggested giving growth restrictors to trees like Siberian Elms to keep them from growing exponentionally, impinging on roof.structures. Also It was also suggested that if we can treatapply some treedisease diseasestreatment thatto wouldsome allowof our ailing trees, the tree can start 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? We have $5k in the budget for landscaping.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,ago andbecause thewe complicatedhad removalneglected requiringtree maintenance.care for so long. Recently, however, we have kept up with tree care so we are in a better position now. 

Decision: decided to startStart with  $3k on tree work in November and  December using Arbor Concept.Concepts.  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