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Maintenance Minutes : January 22, 2025

Attendees: Michael A, Mike W, Kellie, Alex, Stephen, Cheryl

Action Items:  

  • Cheryl to meet with Coleman in early February to look at units 1, 2, and 17 to look at water damage issues in all units
  • Stephen and Cheryl to arrange date to clean CH dryer ducts.  Invite will be sent to community 
  • Kellie to confirm dates for Roof Doctor to come out and do work described below
  • Cheryl to contact Superior Rain Gutters for warranty work on units 26 and 6.
  • Cheryl to email community: Find volunteer to inspect/change furnace filters in CH and workshop
1. Unit 1/2 update:  Coleman recently opened his own General Contractor business with a partner; we will be hiring them to diagnose and fix the cause of the ongoing water damage in Units 1 and 2.   We will also hire them to do the drywall repair once the cause of the water damage is confirmed to be fixed.

2. New water damage issue in Unit 17:  Water damage visible in the drywall adjacent to the window in the back of Unit 17.  Last year there was a leak detected in the area under the deck of Unit 15.  Coleman will be looking at this at the same time the inspection is done in Units 1 and 2

3. As a result of (a) the recent spike in the cost of WaCoHo's master insurance policy (b) the trend of insurers to discontinue offering master policies to HOAs, we discussed the need to be more vigilant about the maintenance of common areas and all units to help prevent incidents that might result in insurance claims (especially fire and water damage).   Therefore more items will be added to the Maintenance Tracker spreadsheet, e.g. clean dryer ducts/vents, test smoke detectors, inspect water source to swamp coolers, etc.  
  • Hoping the community will embrace this idea.  The goal risk management; we're not trying to police the community.
  • Intent is for maintenance team to track, remind, encourage, and facilitate this type of maintenance.
  • Maintenance team can assist with these tasks if requested, but should not be considered to be the team who will do this on behalf of the entire community.  
4. Cleaning dryer ducts/vents in Common House is big time overdue.   Due to heavy usage, vents should be cleaned every 90 days.  Last time they were cleaned is August 2023.
  • Stephen and Cheryl to arrange a date to clean dryer vents.  Will send out an invite to community for those who want to learn how to do this in the CH or in their own home.
  • All users of Common House dryers are requested to attend this training and help with the 4x/year vent cleaning.  Emails will be sent out to arrange a schedule
5. Roof Doctor has provided bids on the following:
  • Inspect all roofs and fastening down shingles that have lifted/separated from roof after gutter guards were removed during gutter replacement project in Fall 2024.
  • Replacing metal wall caps on the following units: 11, 16, 20, 26
  • Warranty work on Unit 11 deck roof membrane
    • Prerequisite:  Need to remove deckboards/joists on Unit 11 deck before Roof Doctor comes out.    Cheryl to contact Brooks (handyman) to see if he can assist.
6. Availability of Maintenance team members to meet with vendors when they come onsite:
  • Mike W: Flexible but out of town a lot (mid Feb gone for month)
  • Kellie: Mondays if given enough notice
  • Michael A:  after 2 pm M-F, after May 1 has a lot more availability
  • Alex:  fairly open until last week of February, then out of town for 10 days.  then open til mid-March
  • Stephen WFH, could be available depending on workload
  • Cheryl WFH, could be available depending on workload
  • Are other community members willing/able to meet with vendors if needed?  If so please reply and let us know.  Thanks!
7. Need to contact Superior Rain Gutters for warranty work.  Gutters are not angled correctly and therefore not draining correctly on units 26 and 6.  Need to ask them to QA their work throughout the community and ensure that all gutters are mounted/angled properly.

8. Maintenance Tracker review/updates
  • Updated tracker to show all gutters (upper and lower) were cleaned in December during WaCoHo work party (btw thanks to everyone who participated in that!)
  • Changed tracker to show that CH dryer ducts should be cleaned every 90 days
  • Tracker shows that dish sanitizer in CH should be cleaned/descaled every 30 days.  Is this happening?  Somebody thought Ben and/or Kerry were handling this after Sunday potlucks.  Cheryl to verify.
  • Furnace filters in Common House (4) and Workshop (1) need to be checked and potentially changed.  Tracker shows last time this was done is March 2023.
  • External dryer vents above southwest door of Common House should be cleaned every 30 days.  Tracker shows last time this was done was August 2023
  • Added the following items to tracker to be tracked for all applicable units:
    • Clean dryer duct (frequency: once per year)
    • Test smoke detectors (frequency:  once per year)
    • Check water source to swamp cooler
    • Again, these are all being added for risk management purposes.  
9. Additional topics:
  • Alex said that the gutter in the SW corner of Common House leaks pretty bad - moisture build up noticeable on stucco.  Leak appears to be coming from curved elbow of downspout; need to check for clogs.  Maintenance team needs to investigate.  Stephen noticed some clogged downspouts during recent gutter cleaning work party.  We'll address when temps warm up a little.
  • Discussed the need to maintain all tools owned and used by WaCoHo to extend lifespan and ensure all function optimally.  Emphasis was on lawn mowers and shop vacs.  Makes sense research best practices for maintaining tools and put plan in place; add to tracker?  Make part of annual inventory of tools?

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