MINUTES OF PROPERTY AND GROUNDS COMMITTEE MEETING

13 SEPTEMBER 2007

Committee Members Present:

Janie Cindric                  Ann Graf                       Dolores Renninger         

Bill Schwab                   John Renninger              Ken Blakeley    

Franklin Buck                Ken Burke                     Beverly Iezzi                 

Bill Spring                     Pat  McCord                  Edward Boos

Cindy Horan                 

Board Members Present:

Bill Nosal                      Jim Stagner

Toni Brown                    Art Gabler

Jake Bernard

Sylva Southwell, Property Manager                                 

Committee Reports:

·  Roads, Sidewalks, Streetlights, Mailboxes

            -A note from Woody Wilmoth stated that some sidewalks identified for replacement were indeed replaced.  He suggested that his committee could walk the area again to see if other sidewalks need replacing.

            -Ken Burke gave the streetlight outage update.  A couple of problem lights have lit for 5 consecutive nights.  (Shortly after the meeting, Ken sent Sylva an e-mail stating that the problem lights were once again out.)

            -Money for road/sidewalk replacement is being put in the Replacement Reserve Fund each year for future repair and replacement of the roads, sidewalks, streetlights and mailboxes.

            -Snow removal - Ken Burke presented a statement addressing snow removal responsibilities of both the contractor and the community during and after a snow fall.  This will be an insert in the October Gazette.  The reverse side will have outdoor hose bib winterization instructions.  Reminders could be noted in the wintertime Gazettes.

·  SWM Ponds

            -Gladstone Pond - A concrete culvert has been installed and seems to be addressing the drainage issue.  It looks good, but still needs to be hydroseeded.

            -Pond 4, bottom of Bridgewater – It still needs to be hydroseeded.  Bill Spring is concerned about one area along the edge of the pond that is graded incorrectly; it does not have the recommended 2% slope.  He took pictures of that area.  The concern will be sent to the Farrar people.

            -Three Rivers area - Williamsburg Environmental evaluated the area and made recommendations to Pulte for consideration. Pulte has not yet made a decision on how to address the drainage issue in that area.

·  Grounds and Landscaping

            -Wooden trellises at the entrances need painting and some need repairing.  The deterioration of the trellises was noted in the recent Mason and Mason Report.  Sylva said she would do a count and get  pricing for Spring 08. Sylva added that as with all wooden signs, their eventual replacement must also be addressed.

            -The committee asked that they be included in the discussion of matters concerning common ground, such as tree replacement when a tree dies.

            -Discussion on who is to clean up a broken off tree branch that  falls to the ground.  Right now Shenandoah is not removing any limbs that fall from trees.  Do we want Shenandoah to do that?  Should someone else be asked to do that?  Should it be written into Shenandoah’s contract that they are to do that?  Nothing was decided.

            -Farrar is still working this fall to get the common grounds off bond.  Shenandoah will continue to do their fall lawn renovation program.  (Shenandoah was contacted after the meeting and they will be slicing, not core aerating, in areas that are flat or have only a slight slope.  Slicing requires a heavy machine, and is more effective that core aerating.  Core aerating will still be done in the areas that have steep slopes.)

            -Budget 07 seasonal flowers  – We still have $3400 left of the $1200 that was allocated for seasonal flowers.  Can we spend that?  No decision was made.   

            -Watering system for the community garden -  The Garden Club, a small group of residents, has turned an eyesore near the community center into a beautiful garden.  A heavy hose has to be dragged from the community center to the garden to water the flowers.  Sylva said 10K was needed to install a hose system near the garden plot.  She will get some additional estimates.  It was recommended to check with whomever put in original system to see if anything less costly could be done to alleviate watering issue.  (Shenandoah has since installed a water line and hose near the community garden.)

            -Master Plan – There was a great deal of discussion on how to proceed with a master plan for the common areas.  The Board felt the a plan must include all common ground areas.  One approach discussed was using focus groups, or neighborhood groups to design their own plan for their area.  It was recognized that a plan to cover the entire area from an independent landscape architect would be costly, but members of the Board said that would be worth the cost if it included all the common grounds.  The Board will consider all the possibilities, including renaming the plan Phase I.  That would keep the cost down and reassure residents, that while not all areas will be in Phase I, their area will be considered in future phases.  Another question, once a plan was developed, where would the work proceed? Would it be best to concentrate on one area, complete it, and move to the next, or, do a little bit in several areas?  It is now up to the Board to decide the direction of developing a plan.  The committee still wants to have the community’s input in the development of the plan.

            -Residents’ enhancement of grounds outside their property line  -  John Lynch was present at the meeting because he requested permission from the P & G to enhance a piece of ground outside his private home area. There was much discussion concerning landscaping guidelines vis a vis convenants, present  enhancement activities  (with or without permission)  and future impact on Community upkeep.  It was acknowledged that several residents are already enchancing and improving the grounds and landscape near their homes by watering, fertilizing, sowing seed, and planting trees, shrubs and flowers.  John and others are asking permission to do what others have done.  The Board will investigate the covenants and guidelines.  (John Lynch has since submitted to the committee a draft of guidelines for allowing residents to enhance an area of common ground next to or behind their home.) 

             -Bartlett Tree Service -  Bartlett submitted a $21,000 proposal for the removal of trees they identified as being in a potentially dangerous or stressed state.  P & G would like to review the proposal to see if all the trees are on our property, and also to consider the necessity of removal.  Since it is so costly, we would like to see an RFP go out to other companies for competitive bidding.

Next meeting:  October 11, 2007  1 pm