Maintenance Minutes : March 12, 2024

Topics: Vendor Team, DIY team, stucco paint and gutter replacement schedule, water softener in CH

 Attendees: Vinnie, Kerry, Michael, Kay, Cheryl

Maintenance Committee, going forward, will be functioning as two teams: one team will focus on community projects requiring an external vendor; the other team will focus on internal "DIY" projects done by the community. 

• Vinnie will be the lead of the "Vendor Team". 
• Cheryl will be the lead of the "DIY Team". 

We're still one Maintenance Committee and it's assumed that there will be interdependence/coordination/collaboration between the two teams.  Each member of the maintenance committee can declare themselves to be on one team, both teams, or neither team and just participate on a project by project basis as they see fit.

Responsibilities of Vendor Team: Vendor research, communication/scheduling, oversight on day of project, payment, managing licensing and insurance (liability and WC), correct archiving of invoices insurance docs, licensing (validate license #). 

We assume Jorge (who wasn't able to attend last night) will be a key member of the vendor team since he does so much vendor coordination already.  Michael can help coordinate with vendors during summers; harder for him to do this when school is in session. Cheryl can fill in as needed when work is not insane. 

***Note to all community members, especially those who are sometimes/often available during the weekdays** 

Please let Vinnie know if you're willing to help with the vendor outreach.  Good way to get hours just overseeing projects when vendors come on site.  Vinnie said he can provide a script of questions to ask in vendor interaction.

Action Item for Cheryl:  Create file structure on Google drive to archive documents received from vendors (invoices, bids, license and insurance info, etc).

Meeting schedule:  2nd Tuesdays, all of maintenance committee will meet.  4th Monday: each team determines how best to use time.  

TARGET DATES FOR SCHEDULED VENDOR WORK THIS YEAR

• Stucco paint:  June/July 2024 (need it to be hot and dry).  Current estimate of paint job is $4700.
• Stucco repairs will be completed before stucco is painted  
  • Common house
  • Major stucco repairs around community, all units (looking for spalling, cracks > 1/4" on all units)
• Need to stay within $15K budget for stucco paint /repairs this year
  • If sum(stucco repairs) > $10K, we will prioritize which repairs are most urgent and address those first.
  • If sum(stucco repairs < $10K, we will consider painting one of the smaller units in the community.

It is acknowledged that there will be some units that have stucco repair that will be visible for a year until we are able to finish painting in 2025.  We feel it's worth 12 months of an "eyesore" to ensure the units are protected.

• Gutters on units on  North and East side of walkway will all be replaced in summer 2024 (date TBD). 
  • No need for DIY team to clean these cutters.  Gutters on south and west side of walkway should be cleaned late May.

• DIY team to create battle plan to clean CH windows and caulk exterior around windows before stucco painting.

WATER SOFTENER IN COMMON HOUSE?

Linda R. has volunteered to give her water softener to the Common House. Maintenance team is strongly in support of using this; it would be placed in the utility closet by the laundry room.  Need to discuss this with community to see if everyone supports this.

Pros: Prolongs life of swamp cooler, refrigerator, washers, dishwasher. 

Con: Cant use spigots on outside of CH to water lawns, trees, etc because of salt.  $25/month max for salt but will be offset by increased longevity of all appliances.