Property and Grounds Committee Meeting
Meeting called to order at 1:00 pm
As you can see, this meeting covered a great deal of information and lasted almost two hours.
Committee members present:
Board Member and Liaison to the Property and Grounds Committee: Toni Brown
Roads, Sidewalks, Street Lights and Mailboxes Sub-Committee: Ken Burke, Bill Schwab, Woody Wilmoth and Peggy Verdine©
SWM and Walls Sub-Committee: Walt Martley and Bill Spring
Grounds and Landscape Sub-Committee: Mike Anderson, Connie Bidwell, Franklin Buck, Janie Cindric, Cindy Horan©, Beverly Iezzi, John and Dolores Renninger.
Many interested parties from the Community were in attendance.
Meeting Summary:
1. Roads, Sidewalks, Street Lights and Mailboxes.
a. Had no changes as far as defects being completed. Ken Burke researched the ADA website for information on the materials used in the handicap ramps (villas). Based on the information, the handicap ramps meet the standard. We will drop those items from the defect list.
2. SWM Ponds. Number 5 Pond, villa area.
a. Walt Martley reported that last month (July), 12 bushes were planted around pond #5 (villa area). Most of them died (or are dying) due to the lack of watering with the exception of the ones that Walt has watered. Walt presented several photos for our viewing.
b. The firs planted near the stream (between Aspen Hill Drive and Smithfield Way) are doing fine.
c. A dead tree was cut down and the wood removed from near the same stream. A tree was planted in its place.
d. A great deal of fertilizer was sprayed around the pond with very little results. After mowing, the area was back to dirt with lots of ragweed.
3. SWM Ponds. Number 4 Pond.
a. Two weeks ago, Danny Nickleson from Stafford County inspected the area. There is a great deal of silt and heavy vegetation that is impeding the flow of water in this area. There wasn’t any standing water as of today but there has been a standing water problem in the past. Poor grading has caused the standing water problem. It doesn’t meet the County specs and he has generated a punch list for Del Webb. The bonds will not be released until the repairs are completed. Mr. Nickleson estimated that that cost will be in the neighborhood of $30,000-$40,000.
b. Bill Spring will bring materials to the Board and present his ideas of solving the #4 pond area.
c. What is needed is a timetable for when the work will commence and an idea when the work will be completed.
4. SWM Ponds. Number 4A Pond (near Gladstone gate).
a. Some brush has been cleared away.
5. Snow Removal.
a. We discussed doing a Statement of Work (SOW) for snow plowing in the Falls Run Community. Some of the items mentioned included:
i. Having the contract for all the roads including the villas area.
ii. A list of all streets that need to be plowed.
iii. Maps for the plow driver’s area needed.
iv. Sidewalks and handicap ramps that need plowing around the clubhouse.
v. Intersections that need plowing, sanding and/or chemicals applied.
vi. The trigger that would start the process. We decided on 2 inches of snow before plowing commenced.
vii. What is the requirement for having the sidewalks cleaned of snow in the Community? Some areas require that after “x” number of hours, the sidewalks in front of your home should be passable.
viii. A street sweeping, would be required after a snowstorm to clean up the sand that would be left behind.
ix. What kinds of chemicals can be used on the roads? We live within a RPA, and we certainly don’t want to dump chemicals into the watershed.
x. Can plowing be started at night? Would residents have any objects to the noise that this would create? We must keep in mind that many of our residents are still employed and need to get out early.
xi. We will add Stafford Nursery and Shenandoah to our list of companies that we will be sending our Statement of Work to.
6. Defect Report.
a. Per the Board, Perma Treat will apply 8 monthly applications of mosquito control to the SMW ponds.
b. Unfortunately, most of the spray washed into the ponds when it rained.
c. We still have standing water at the dry ponds.
7. Short List.
a. It was suggested that a short list of items that have a priority, be forwarded to the Board. This list would include landscape items that Shenandoah needs to have done in order to go ahead with the fall preparations for the grounds.
b. Toni Brown made the following comments on this:
i. The defects are being addressed but at a different pace then the Community would like.
ii. The repairs will probably not be what we would consider to be “perfect”. Even Stafford County’s idea of completion may differ from the Community’s idea of what should be done.
iii. She also suggested that we go with a priority list and drop some of the other items that we have listed as defects.
c. There was some discussion on this topic, with the thought that Del Webb should complete the defects but, go ahead with the items that Shenandoah needs completed before fall. The fall planting season is said to begin after Labor Day.
d. A memo to the Board will be sent outlining what needs priority at this time.
8. Expenses for Rest of the Year.
a. To date, the Board approved a $9,887.00 contract with Shenandoah for landscape enhancement, of which $2,062 was for the seasonal summer annuals. Janie Cindric noted that another $2,000 - $2,500 will be needed for the coming seasonal fall annuals. We will request that $4,000 - $5,000 for the summer and fall seasonal planting be added to the 2007 budget.
b. Gladstone gate area enhancement was postponed until fall. That area does not have an irrigation system.
c. In the fall, trumpet vines will be planted along the guardrail on Bridgewater Circle.
d. Per the Board: Shenandoah was given a contract to remove the dead trees along the walkways. After removing of the trees, do we want them to plant new trees? And what types of trees?
e. Per the Board: They are preparing to accept Shenandoah’s offer of a 3-year contract at the same cost as the present contract. It will include and upgrade the fall lawn renovation program, which will include slicing and power seeding all accessible common ground.
f. Pots in the pool area – need watering badly. Could the lifeguard be tasked to do this watering? The concierge staff cares for the hanging baskets on the veranda at this time.
g. Shenandoah has projected that it will take up to three years to bring the Community grounds up to “snuff”.
Submitted by Peggy Verdine