Streams Project

 

Waterfall #2, new walk and bridge - partially completed status in 2014

In 2010 the HOA Board decided that the streams at this condo association were to be maintained, reversing two decades of decline.  The streams are an important architectural feature of this homeowners association. This video indicates project highlights, which required 6 years and included decks, bridges, 3-manmade streams, pump pits, pressurized water lines, and the installation of retaining walls and numerous concrete repairs. I led this long term project, and the replacement of 500 feet of water mains, a major street, replacement of 26 large roofs 2011-2014, 60 driveways and numerous garage floors as well as drainage and lawn improvements 2011-2018.

The decision made in 2010 was made at a time that owners were struggling with the consequences of the banking disaster of 2008, and the recession of 2007.  There were foreclosures and delinquencies.  The board had to answer the question "Do we need to implement a cost reduction program?" and "How to go about reducing costs?"

One item discussed was the streams.  These are man-made, two were in poor condition and all use city water at HOA expense.  Shutting them down would reduce maintenance and utility costs. On the other hand, they couldn't simply be abandoned.  The board would have to come up with a plan to remove them.

Here's the owner delinquency situation.  At the time of these discussions the delinquent amounts were spiking:

Delinquency Amounts 2008-2018

The board in fall of 2010 decided to maintain the streams and replace a failed pump. At the time, I told the board this decision would have long term consequences and as a board member I set about designing a program to restore the streams and reduce water consumption.

The program needed to wait until the roofing project was completed.  We also needed to address serious problems with Lakecliffe, a street which was failing.  Most driveways needed to be replaced and numerous garage floors had issues.

It took a number of years to complete the project envisioned in 2011, and the significant steps were completed in 2018.

A 15 minute YouTube video:

https://youtu.be/6-hM55JWLzs

Notes:

1. The man-made streams consist of an elevated waterfall and concrete bowl.  Water flows downhill from the bowl, via manmade streams to a crushed stone pond.  At the pond a pump, buried in a pit, pushes the water back to the waterfall via a buried pipe.  The elevated, concrete bowl is built above a layer of clay.  Cracks in the bowl allow water to escape into the soil, below.  The water migrates through the soil, flowing downward until it reaches clay, which is a barrier impervious to water. Upon reaching the layer of buried clay, the water continues to flow downhill along the surface of the clay.  At Stream #3 that flow is toward Lake #4. Decades ago, a wall was constructed adjacent to a building and drain tiles and crushed stone installed to divert water around the building, with limited success. Additional work on that drainage system was included as part of the streams project.
2. Actual annual operating costs include water and electricity for the pumps. Water is required to initially fill the streams and water replenishes that lost via leaks.  The ponds can and do overflow particularly during rainfall.  The property is not level and has about 15 acres of turf. Rain water and snow melt flows from roofs and will find its way to some of the streams. This can exceed the capacity of the ponds. (See photos, Note 15).
3. During warm weather the waterfall pumps must operate continuously.  If the pumps stop, the streams will empty.  They must then be recharged with costly city water.
4. The stream water pumping systems are maintenance items and can failure. Because the pumps run continuously for about 6 months each year, a pump will wear and will require maintenance after 3-4 years.  The water lines to the waterfall are under pressure and these can and do fail.  The line for Stream #1 did and a major section was replaced in 2018. The pump pits were installed in 1978. These were galvanized steel.  These rusted and failed, allowing water and mud to fill the pits, burying the pumps and making pump maintenance costly and difficult.  During the stream project all of the pump pits were replaced with heavy duty plastic double walled cylinders suitable for direct burial. Other mechanical improvements were made to reduce the labor required to maintain the pumps and pits.
5. During the work on the streams, waterfalls and ponds, a lot of grading occurred to direct the flow of seeping water away from buildings.  Such water can undermine concrete patios and building foundations. Additional direct burial piping was installed to direct such flow to storm sewers and to streams.
6. The bowl for Waterfall #1 was replaced.  Repairs were made to the bowl for Waterfall #2.  It is likely additional work will be necessary on the waterfall bowls, in particular at Waterfall #3 if the seeping of water through cracks is to be further reduced. 
7. The streams project was delayed by other, more urgent and expensive projects. The overall state of association infrastructure was "disrepair" as of 2010.  The stream project required detailed cost analysis.  The reserve studies of 2010, 2011 and 2015 were helpful. G& D Management and the contractor who did the work were essential, as were the maintenance company.  It was necessary to identify issues, determine solutions and costs. Concrete technology has advanced and we used a concrete for parts of the project that included strong fibers dispersed throughout the mix. The additional cost of this advanced concrete was minor. 
8. It was a goal to reduce operating costs.  These costs include labor to maintain and repair, water consumed and electricity. This project is not complete.  My plans and notes are included in seven boxes of documents, drawings, sketches and notes I accumulated 2011-2018.  Some board members had little interest in this information. It will be shredded and will vanish, as did the years of Newsletters the boards of 2019-2021 deleted from the official association website.
9. Some board members have preferred splashy, expensive landscaping projects at the ponds, rather than maintaining the system. Such eye candy should only be done after the maintenance is done. For years it wasn't.  The Landscaper promoted these expensive and profitable projects, the owners appreciated the eye candy and re-elected those boards. Shrewd board members, interested in re-election accommodated.  However, this deferred needed maintenance, ultimately contributing to the demise of the stream system and higher costs and owner fees.
10. The waterfall and pond of Stream #3 was found to be in the best condition. A large deck had been installed earlier (in the 1990s?). However, thereafter the other stream systems were ignored, or maintenance suspended and relegated to patching small problems.
11. The stream project began in 2013 with the identification of sub-projects and phases of the work.  Actual concrete work began in 2014. A portion of stream #1 between Thames and Lakecliffe was repaired. That section, from the gazebo to the pond was muck.  It was dug out, a layer of clay placed, then a liner and crushed stone above.  The gazebo which was rotting was removed. It was planned to install solar shales, but one board member wanted wood.  So nothing happened. 

    

    Commercial quality solar sails
    Photo from Newsletter July-August 2017

    
    
12. In 2014 an engineering study of the streets provided sufficient information to determine a course for action in dealing with the failing streets.  The street project would occur 2014-2022 if the boards agreed. Lakecliffe, Salisbury were replaced 2014-2018 with patching of Dover, Harrow, etc.  Significant work remained for 2019-2022. In the spring of 2015, an updated survey of the streams was conducted with management. The completion of Lakecliffe and Salisbury streets were anticipated and in 2015 a schedule was created for completing or patching the remaining streets.
13. I videotaped the stream survey and presented it to the board. We discussed the scope of the work and I proceeded with detailed planning.  That videotape is incorporated in the YouTube video and in included in its entirety.
14. During the period 2013-2018 significant repairs were made to the water mains on the property.  Several fire hydrants were replaced, several B-valve shutoffs were replaced, and about 500 lineal feet of water mains were replaced.  This too had to be balanced with all of the other maintenance projects.
15. Not all board members were supportive of these efforts.  Special thanks to the President 2012-2015, and the Treasurer and Maintenance Director who departed the board in the fall of 2018.  They were the prime motive force to accomplish many of the projects at BLMH.
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    One year after I had this retaining wall put in,
    the board voted to hire a landscaper to replace it with large slabs at great cost!

    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    
    

(c) N. Retzke 2021

Stream and Waterfall #1 Repairs

Our association is 40 years old, and so we have some real infrastructure problems to deal with. In the last eight years, we've addressed many issues on the property and are actually ahead of the curve. I know because I've served as Maintenance Director, Architectural & Projects Director and as President. I've dealt with every possible type of problem in the last eight years.

An unusually wet spring has created some havoc with projects. However, I did submit my preliminary list for 2018 to the board in December 2017 and so we were able to get bids and let contracts in March-May. So, while the weather is creating issues, we are actually on track to complete all of the major projects my mid-July. "Weather permitting" that is.

Currently, projects underway include:

1. Repair curbs and concrete basins in one street.
2. Replace asphalt on two streets.
3. Repair a waterfall basin and portions of one stream.
4. Replace a failed section of another stream.
5. Replace shrubs which have been attacked and killed by the Viburnum Leaf Beetle. 
6. Complete drainage improvements related to the repairs of one waterfall basin. 
7. Replace three 4-car garage floors.
8. Complete a gazebo replacement project. 
9. Replace a 4-car garage driveway and adjacent asphalt, severely damaged by a water main failure.
10. Replace a walk damaged by the water main failure.
11. etc.

Here are a few photos.

Working on the waterfall overlay

Architectural wall  being installed behind the waterfall. 

The above stream is back in operation. 

Signage is up for the street repairs on two cul-de-sac. This too was delayed by weather a couple of days. Owners at each address are given updates which are posted in each building entry. Currently three notices are up!

We've got a great team. Board, management and contractors all working together. Is it perfect? Nope. Should it be? Nope.

Stream #1 is up and running

A lot of of work had to be done to replace four decks with major issues. These had been built nearly 40 years ago with wooden pilings sunk into a stream. Of course, the pilings which I'm sure were not treated timber eventually rotted. The decks were removed, and treatment beneath was made to minimize water incursion. The new decks are supported on new concrete piers.

After the new decks were built we did grading of the stream bed, added a new pond lining material and crushed stone was placed on that. Water is expensive, and we don't want to waste it.

A couple of days ago an owner complained about the work. "It's taking too long." Yep, 12 rain days which means 24 if we let the saturated soil drain. Streams aren't to be up until late May. My opinion? Condominium living isn't for everyone. Neither is home ownership. Some might be best in an apartment.

Waterfall Awakens

The waterfall and stream systems have been surveyed and inspected a week ago, they have been cleaned and some repairs are underway. This post includes a video of one of the streams in operation.

On May 4 maintenance began starting the streams. BLMH has three such systems. They are in various states and one is excellent, one is good, and one is "fair" but with some good sections. Stream repairs were restarted in 2011 and pump pits have been replaced and some concrete sections replaced. A large, collapsing deck and walk system was removed and a new bridge installed.

I am of the opinion the current condition is is a consequence of the decision to install high end architectural roofs. That project began in 2001-2002 at a time the HOA lacked the reserves for this $2 million + project. Nevertheless, the boards prior to 2010 decided to proceed and increased reserve contributions dramatically. That diverted substantial funds to this project.

However, our streams are functional and with the completion of the third pump pit replacement they will all be restarted as the board agrees.

The current masthead photo and the thumbnail for the following video show a replaced section of this stream. That concrete work was done in 2014. More remains to do.

Spring Surveys

One pond in late summer

This post includes a brief video.

It's spring and that means it is time to get out of our winter hibernation and into action here at BLMH. I actually began the planning process in January and provided the board with a multi-page list of issues and objectives during the January 2015 HOA meeting. As I have frequently stated to owners and a variety of board members, we have about 8 months to get done whatever it is we hope to accomplish in mild weather. It is absolutely necessary to "hit the ground running."

I gave the board and any owner who attended the January meeting a thorough but brief summary of the issues and what I will be working on for our HOA this year. When an owner complains about transparency, I suggest they attend these meetings. I am being very, very transparent.

One of the tasks for the Architecture & Project Director is to conduct surveys. Currently the HOA has a Maintenance Director and an Architecture Director. For this HOA that is a first; those duties were never previously shared. However, we also were short staffed. We work closely together and share the duties and responsibilities. For that reason we conduct some of these surveys together and with management.

It can be a daunting task. We have 84 4-unit garages, 84 wide driveways, 336 decks and concrete patios, three independent waterfall-stream-pond systems, several large decks and a gazebo. Etc. The surveys can include streets, storm sewer inlets, walks and hundreds of exterior electric lights. It's good to be watchful for tree issues, or other building exterior problems. Drainage is an ongoing project and so that's another area of scrutiny. We've made a lot of drainage improvements since 2010.

With such an extensive property, a complete and thorough survey of everything each year may not be possible. I remind the reader that we usually have six volunteer board members and another 330 owners. None of the 330 other owners are presently on any committee. It falls upon our maintenance, management and the board to do these tasks.  I've taken the position that if owners want more, then they should get involved.

Why these surveys? In an extensive property such at this one, it is necessary to set priorities. Owner or resident complaints can be useful, but in HOAs there is a tendency with boards to see that "the squeaky wheels get the grease." Some owners want to keep fees from increasing and will make sacrifices for that purpose. So at the ends of the spectrum we have the complainers who will manipulate the system if possible and then there are the others who keep a very low profile with the assumption this will keep fees lower than they might otherwise be. Unless the board is diligent the squeaks will spend the money.

Frequency
How frequently should these surveys be conducted? For more permanent structures, such as driveways, a survey independent of our maintenance workers may be adequate every other year. For garage floors, perhaps every three. Some of these things don't change dramatically from year to year. However, walks can tilt or shift and so that may be an annual event.

Driveways
For example, in September I did a survey of the 84 driveways on the property and rated them. The purpose was to get an idea of what would be necessary in 2015.  That information was used as the basis for another survey with the maintenance director and our professional manager. That work was completed and a summary has been sent to management. We'll use this to obtain bids, determine the scope of work and solicit board approval. It is important for owners to realize that it takes an entire board to make these decisions. I go out of my way to provide information and I prefer not to second any motions I have presented. After all, I wouldn't make the presentation to the board if I didn't think the issue had merit. It is ultimately the decision of the entire board to proceed or not. If the board stonewalls, or votes "no" then the initiative doesn't pass.

In conjunction with the driveways we are also adding concrete aprons where there are none, and a narrow walk. So it was necessary to determine which driveways had these, which did not and to inspect the garage floors; there is no point to adding an apron to a garage floor in serious need of replacement.

Garages
Another survey a few years (April, 2011) ago was 84 garages. That survey generated a comprehensive report and it was used to replace a number of 4-unit garage floors. A summary was provided to owners in a newsletter after my earliest survey of garages several years ago. I've only been on the board for about 5 years. I've transformed some of the processes in that time.

I included an article in the May, 2011 HOA newsletter on this, The article is brief and provides some insights into the method used:

Clicking will open a  New Window> May 2011 HOA Newsletter including Garage Survey

Streams and water systems
Last year, we replaced a bridge on the property; where there are streams and waterfalls there will be bridges. Some are concrete and others are wood. We are replacing the wood bridges with more permanent man-made materials. Last year management agreed to survey all streams this spring so we could determine a 5-year plan. We do have this included in our 2011 reserve study. However, getting boards to allocate the funds is not an easy task.

These are significant architectural features of BLMH. It is a fact that nearly half of our residents, about 46% are either on a stream, waterfall or pond, or have an view of these.

Here's my summary video of the survey. We are currently repairing a pump system. These streams are completely man made. The survey video is supported with written materials.

Construction Continues - The Votes are In

Click on the image to enlarge

Stream #1 is Nearing Completion

This morning the pump for stream #1 was started up several times, and ran for a period of time. It seems maintenance is nearing completion. However, it is unclear if this project is complete and the pump will be able to operate continuously.

I can't say precisely how long the pump was running this morning. I suppose some might expect that I should be here to provide proper "oversight," that I should know exactly and further, that I should "micromanage" this project. Well, I won't and I can't. I am of the opinion that maintenance is proceeding "as rapidly as possible" in view of the weather. This maintenance repair is also proceeding within the timetable discussed with maintenance and authorized in the May 16th work order. I am also of the opinion that this would not be accelerated by authorizing overtime. I also have to question if such acceleration, if it requires spending more money, is a prudent use of association funds. For that reason, I have no intention of authorizing additional expense to achieve full operation by Friday night. My position is my opinion and that is apparently not shared by all. That's fine. We're each entitled to our opinion.

I suppose some might say that the popular thing to do as a board member would be to ask the owners "what would please you?" and then authorize that. Here's a rhetorical question: "What would a fiduciary for this association do?"

However, the ducklings seem to be happy, and not at all concerned. This is in stark contrast to a report that an owner stated in essence that it is being said that "I have no friends." That is certainly untrue, and even the ducklings are my friends. I can only suspect that some of these statements are being made to belittle or simply to goad me. "Thank you for your remarks" even if unkind or untrue.

Hmm, I would add that such statements, if true, being made by people who are my "neighbors" in this community, well, let me just say that making such or similar statements is possibly better than some of the other stuff that's been circulating lately, and I am not referring to the water in the pond and stream. That "stuff" may be the source of the negative opinions.

Comments, Corrections, Omissions, References
Note 1. Perhaps a duckling would be the ideal board member. Probably not. Some would say they quack too much. But they are cute. 
Note 2. Sigh, the lonely life of a board member! - NOT!