This is the second of two posts. If you are interested in the first, then I suggest you read this short post first:
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This Post
Information on the status of architecture and maintenances is provided several ways in our association. In our newsletter there is an article about architecture and maintenance. Our association issues these about every other month. I also provide the board with a printed update with further information and details at each association meeting. These reports may have ten pages, spreadsheets, photos, etc. I summarize them during the meetings and owners who are in attendance also have the opportunity to hear this summary.
I've realized that there are limitations to the newsletter. Owners may only get updates every 8 weeks. Of course, there is also a limitation to how much owners and residents want to read in that newsletter. While owners can attend association meetings and get monthly updates, about 95% do not attend regular meetings. After a year of hemming and hawing, I've decided to provide an online update.
This particular post will bring the reader current for this year. This post won't include everything. I have only a limited amount of time to spend doing this, I am working for a living, and I do have other things to do with my life. Anything published on the web is also available to just about everyone on the planet, and I'm not interested in hanging my dirty laundry out to dry.
This post is a legitimate attempt to improve communications, and a good benefit of the internet is that this is available to those who are interested in reading it and at no cost to the association. This blog and being a member of the board are not a popularity contest.
The next two items are part of a Preamble and the "meat and potatoes" begins with the item "
Roofs 2012." If you prefer you can skip ahead.
Finances and Reserves
You, dear reader, may wonder why this is the first item in this post, or here at all. It's because finances are paramount in a HOA. Do you want the lights on, the streets plowed in winter, the grass mowed in summer, or your driveway or roof replaced? Do you want, or expect, maintenance to continue? Well, that only happens if the association has the necessary funding and reserves to get the job done. In other words, if fees are adequate and collected.
Owners do want their association to be maintained and ours is no exception. Our management gets calls and emails every day for problems ranging from "Paint that unsightly fire hydrant" to "I have a roof leak." So everything you are about to read has occurred ONLY because this association has had a funding level for a number of years and has accumulated the funds to achieve it. It takes a long, long time to save enough money for 42 large roofs!
This may be counter intuitive to some who prefer to "keep fees as low as possible." I have no issue with the general philosophy; in fact I embrace it. But I do have a problem if "as low as possible" means inadequate reserves, special assessments and avoiding maintenance. Of course, there is a "back door escape" and that means "simply do maintenance for the squeaky wheels." Neither this approach, or kicking the buck down the road to be paid by future owners, is appropriate or acceptable to me as a fiduciary. All owners are equals, if you arrived yesterday or 20 years ago, you should all be treated identically.
But sometimes boards and owners don't operate in their best interests in an HOA; sometimes they are their own worst enemy. That's where being familiar with the duties and responsibilities of a fiduciary is essential.
I prepared an assessment on association reserves and the near term projects for the board. A summary was provided for our July-August association newsletter; it includes significant and recognized projects 2012-2018. Our newsletters are available on the web, and hard copy is issued to all owners and residents. So I'm not going to repeat that information in this post.
However, you can find recent newsletters at this link:
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New Window> BLMH Newsletters;
What's the Weather Got to Do About Maintenance?
One more issue is the weather. The weather is the enemy to the infrastructure of this association. Wind, sun, freezing water, snow, salt to remove ice and so on contribute to the wear and tear on our roofs, driveways, paint, and even the trees and shrubs. Even painting and wood replacement is an ongoing matter because of the weather.
If we could put a bubble over this association, then all we'd have to deal with is the normal aging of pipes, dust, etc. And we could have an environmentally controlled atmosphere. Of course, we would have to pay for the enormous energy to maintain that "bubble environment" and purge vehicles exhausts. But the question then becomes "Who would want to live in a cocoon?" But we don't live in a bubble.
So our maintenance is a constant battle to correct the damage wrought by the elements, and to do it during those periods of "weather permitting." In this climate, outdoor maintenance can only occur about 8 months of the year. At other times it's too wet or too cold (frozen). In the middle of summer, it's also not practical or possible to do certain things. Landscaping improvements related to drainage improvements, new swales, etc. are just about impossible in the midst of summer.
This year, summer meant 100F and drought. Not a good time to be in attics, or on roofs, or doing planting. Planting grass mat and sod under these conditions is truly difficult. However, a lot of maintenance can continue; for example, street repairs, concrete work, setting new benches, drainage piping, stream maintenance and architectural cast stone walls.
You did see some new grass, but you also saw sprinklers to keep the new plantings alive. In an association with 15 acres of turf, paying the water bills to keep recent planting green and alive is not a good use of the fees paid by owners. So the association faces a trade-off. Delay plantings and deal with owner upset or concerrns, or plant and spend fees on watering? As with most trade-offs, some plantings will be done and watered, while most are deferred to cooler weather.
We also want to achieve the best quality work at a reasonable price. That means good specifications, good contractors and good materials. It also means doing the work under optimum conditions so we get the best work out of our maintenance people and various contractors.
"Best Quality" does not mean most expensive. "Best" means adequate and long lasting or permanent, if such a thing is possible.
This means that a lot of the work begins in spring when it becomes sufficiently dry and continues into summer. Then there may be a decrease or pause, and finally a flurry of activity beginning when temperatures fall off their peak, late Augusr or about September 1, to take advantage of moderated temperatures, dry outdoor weather, and so on. In other words, optimal maintenance conditions.
This is merely another logistical complexity, which compounds the coordination required to do roofs, driveways, driveway repairs, concrete work, entrances, walks, sealcoating, drainage improvements and finish landscaping. Not to mention the requirements dictated by our other, specialized projects.
Roofs 2012
The roofer is on the property and work is proceeding. If we include the 6 roofs being done this year, we'll have arrived at the point at which about half the roofs are complete, and the overall association project is on schedule. The ultimate goal is to replace all roofs before they exceed their lifetime, at which point leaks and other problems shift from being a concern to becoming a reality.
It's a balancing act. Replace too soon and money is spent sooner than is necessary. Replace too late, and the owner's are inconvenienced and have to deal with leaks, and the association pays for interim and extra repairs to roofs and drywall.
Roofing project includes additional gutters. That re-directs and concentrates water, and so some drainage improvements are also required to avoid water getting into garages and units. On the other hand, we don't want to make the simple, but expensive decision to regrade everything!
Inspection and surveys of the attics for problem roofs occurred early this year, to avoid roofing delays and to keep workers out of attics, which can reach 120F and higher. That was a good decision because we avoided a summer of extreme temperatures.
Why are inspections necessary? We need interior inspection of roofs to further assess the condition. We look closely at roofs that have had leaks or appear to have a problem. We're also attempting to avoid delays to the project, which includes the addition of insulation and new ducting and vents from the bathroom fans through the roofs. It also includes expanded soffit vents and new ventilation at the peaks. We're removing all "mushroom" or powered ventilators.
We have experienced delays to this work in previous years, and our roofer is under weather related deadlines. We do want good roofs and we want proper adhesion of the shingles so we avoid "blow off" in the winter.
One note of caution to owners. Our roofer needs access to the driveways of the building while this work is being done. A dumpster is stored temporarily on each driveway to contain old plywood, felt, shingles and so on. Space is also required for vehicles which unload flatbed trucks and hoist the new shingles, etc. onto the roof.
Notices are posted about the work at each building, but we really do need those driveways to be maintained clear of all vehicles. If there is a vehicle on the driveway, and the resident cannot be reached, the association will tow any vehicle that isn't removed to a safe location on the street.
Driveway Projects, Overall, 2012
This is the third year of a project which has the purpose of repairing or replacing problem driveways so that all are in "good" or better condition. All driveways are surveyed each year since 2011 and we're on track to achieving this goal, with 2/3 now meeting or exceeding our goals. This work includes drainage improvements, and the addition of narrow walks.
New Driveways, 2012
A number of driveways throughout the property are being replaced this year. This is the third year in a sequence beginning in 2010.
This year, new driveways and roofs will again include entrance repairs and narrow walks, to provide a "hard edge" for the asphalt, an area for water to flow to the street, and to improve snow removal. Of course, this also provides a place for unit owners to walk and to exit the automobiles when parked in front of the "A" unit garages.
Our snow removal pushes snow off of the driveways, but the plows are to avoid damage to lawns. A narrow walk the length of the driveways provides additional space to push snow while leaving the driveways and entrances clear.
In 2009 the board decided these narrow walks were undesireable, so not all entrances will have them.
Before beginning the work, notices are posted as soon as practical, but this is one of those outdoor maintenance projects that are susceptible to weather delays, and so schedules are somewhat unpredictable.
This work was planned to occur after summer peak heat and with sufficient time for curing before winter sets in.
The work for 2012 should be completed in another week or so.
Sealcoating of Driveways, 2012
Additional driveways will be sealcoated in the next few weeks. These are the driveways that were replaced in 2010. It's our goal to sealcoat two winters after new asphalt has been laid. This is part of an overall goal to maintain all driveways in "good" condition in this association.
Streams and Waterfalls, 2012
As of 2012, two pump pits have been replaced. These were of galvanized steel and as can be expected, after 30+ years the metal had eroded and was allowing soil, clay, rock and groundwater to enter the pump pits. These are expensive pumps and it is really beneficial to protect them and maintain the pits.
When the pumps fail, the streams stop. Need I say more?
Park Benches
Two of our benches, overlooking the lakes, have been replaced with composite material benches. No metal or concrete. As part of this work, new stone bases were included, and a new shallow retaining wall was installed. These benches should require no maintenance.
Retaining Walls
All timber retaining walls have been replaced with cast stone. The new walls are insect and rot free. This is considered a long term, maintenance free solution. They can be seen at ponds, etc. An additional wall was installed to prevent an elevated concrete patio from sliding. This was to avoid replacement (again)!
Drainage Improvements
Each roof was originally constructed with a rainwater discharge in the middle of the driveway. This contributes to icing and asphalt deterioration. Getting the water off of the driveways has been determined to be a practical method to extend the life of the asphalt, minimize the intrusion of water into the garages, and to minimize driveway icing in the winter. To address this, as roofs are being replaced the downspouts are being moved off of the driveways and onto the lawns.
However, we have lovely, landscaped grounds which include shallow berms. Unfortunately, those berms sometimes direct rain and melting snow against the buildings and the entrances.
As part of the work on driveways and roofs, drainage improvements are being made to move water away from the front of the buildings, entrances and driveways.
This does temporarily cause unsightly front landscaping. Last year, as a "catch up" the association did improvements at over 20 entrances. But we are now on schedule.
This year, clay and excess soil is being accumulated for use elsewhere on the property.
Additional Drainage Improvements
Improved driveways has sometimes resulted in no where for runoff to go. So in 2011 a problem behind Thames was solved with new stormwater collection, basins and underground piping.
New roofs have additional gutters. This concentrates runoff and can pose a problem for the maintenance. Additional stone, and underground piping is being installed "as needed" to deal with this.
Stone will reduce splash and mud flung against buildings. This will improve overall appearance, reduce the need for high pressure washing of brick and promote drainage. However, adding stone also requires the addition of landscaping or mulch "buffers" to prevent or minimize the possibility of our mowing crews picking up stone. "There is no end" to the problems! But with good coordination between maintenance and landscaping, we can and will get the job done.
Waterfall #2
Our association has three waterfalls and streams. These include shaded patios. At waterfall #2 the patio, which was concrete, was slowly deteriorating and sinking. In 2012, the association began a two year project to replace that patio, and a wooden bridge.
A portion of the stream has been replaced, and the area is being prepared for a new patio or deck. Clay and soil from drainage improvements is being used to fill this area. This avoids paying to haul clay and soil off of our property, and also avoids paying to bring in additional fill for the void created at the new waterfall patio.
The new area will be designed this winter, and after the board arrives at a decision, a new bridge and patio will be installed next year. This will open up the view of the waterfall, replace a worn bridge, replace several stairways with sloped walking surfaces, and connect the various walking paths in the area, while providing new landscaping.
This will the final central patio upgrade required for the association.
Concrete Patios, 2012
The 134 concrete patios in this association were surveyed this summer. As a consequence, four were replaced. All of the concrete patios are now rated "good" or better.
As part of the survey, a list of problems, mostly minor, were identified with patio closet doors, lintels and so on. Management was provided with a spread sheet and a request was made to issue work orders for further inspection by maintenance, and repairs.
Garages, 2012
All garage interiors were surveyed in 2011, and as a consequence, the floors at 6 addresses were replaced. In 2012 an additional repair was made at one garage. At this time, all garage floors are rated "good" or better.
Garages were surveyed as soon as possible in 2011 for two reasons. 1) Replacing garage floors means cutting out portions of driveways, which requires repair. 2) Because it is my overall commitment to avoid spending association monies needlessly, it was essential that garage floors be surveyed before continuing driveway replacement.
Logistics, as I am fond of saying, is one of those impediments to the "just do it" or "shoot from the hip" approach used by so many of us, and that seems to include some association boards.
North Lakecliffe Repairs, 2012
Repairs to this section of the street, and to a failing storm sewer have just about been completed. The only remaining thing to do is one final asphalt patch, and landscaping.
Mulch and Stone
Our association has used mulch as a landscaping aid for many years. However, this has sometimes contributed to maintenance issues. Mulch deposited against or near buildings will degrade and compost to form soil. Over decades, in some areas, this soil had risen to above the level of some foundations. Mulch and composted mulch will flow with water and settles at the "low points" which may be in storm sewers, driveways, walks, against the buildings and so on.
The board has directed that mulch no longer be used in the immediate vicinity of buildings. The board is also beginning a longer term program to add stone around and against buildings. This will minimize splash against the brick and maintain a better overall appearance, while avoiding a means for water to rise above foundation levels.
Wooden Patio Inserts, 2012
This year was the final year of a multi-year project to replace all wooden patio inserts.
Limestone Window Sills
Our buildings have brick window sills on the first floor. Several years ago, the association began replacing these with limestone to combat leaks. In 2009, the board suspended such replacement.
I do advocate such replacement with stone. The brick is porous, and leaks are expensive to repair and a disruption to owners. After discussion, and with the recommendation of the reserve study, the board has agreed to restart this program in 2013.
Of course, that will be up to next year's board.
Street Sweeper/Cleaning, 2012
This year, on Friday May 18, the association had the streets of the association cleaned.
Miscellaneous Maintenance
Replacement lighting poles, curb repairs, testing of fire hydrants, replacement of hydrants that fail the test, door closers, stuck doors, lighting repairs, underground water supply piping repairs, miscellaneous concrete and stream repairs, etc. etc. As our current treasurer will say "If you walk on it, under it or over it; the association owns it and maintains it."
Newsletters
An expended "Architecture and Maintenance" section is included in each newsletter, space permitting. This is to provide additional information to all owners and residents about maintenance issues, projects, and their status.
Coordination of Maintenance with Landscaping.
Our association is 35 years old. We have about 800 trees, and a professional arborist to assist us in maintaining these assets. Some of our trees are ornamental, and all are at a good age. Our trees are considered to be an asset, and are well maintained.
It is very difficult to remove a tree, which I think most of our owners who have been on the property for a period of years consider to be "good friends."
However, as our property has matured, some of our densely planted trees have grown into one another, some have been damaged in storms, willows have hollowed out, and so on. Dealing with these problems frequently requires coordination between landscaping and maintenance.
I take the approach that while it is preferred to maintain all of our trees, there is a point at which "life support" or problems exceed the benefits. With West Nile virus becoming a problem, standing water needs to be addressed. Mud doesn't add to resale values or appearance. So this year, one area was "thinned" to provide more sunlight, remove some decidedly gnarly and bent trees, and to provide a sunlit area for grass to grow.
I personally have great difficulty removing a tree. On the other hand, if it is bent, hacked and looks awful, I do have to ask "Is it really providing a benefit, will that help to sell the property, or is it costing more to keep it alive than to replace?"
College of DuPage
Anyone familiar with this blog understands some of the issues this association has faced with our neighbor, the College of DuPage. You also are aware of my personal opinion in this matter.
This is not an architecture and maintenance issue. However, our owners pay fees to maintain our property and it is reasonable that our neighbor match our level of care and appearance.
On September 17, several members of the board including myself, management and our attorney did meet with Dr. Breuder, the president of the college. The purpose of the meeting was to discuss the situation on our eastern property line with the college. .
A report will be issued to the owners who attend the annual meeting of this association.
Notes:
- I've finally found the time to put out a few posts. It's been a busy spring and summer. Contracts are moving ahead and I find I have some time available. I do have a series of posts prepared, but sometimes they aren't relevant to current events, or I consider them incomplete. How many do I have in "draft form?" About 65.
