Property and Grounds Committee
Meeting Summary August 14, 2008
Committee Members Present: Franklin Buck Ken Burke Ann Graf Outi Hanscomb Cindy Horan Mary Owens Bill Schwab Bill Spring Woody Wilmoth Sylva Southwell, Property Manager Board Members Present: Don Horan Don Webb Committee Reports: · Roads, Sidewalks, Streetlights, Mailboxes -Expansion joint repairs - This is being looked into by Sylva. -Painting the railings on the block walls - This is being addressed by Sylva. · Ponds and Grounds - Issues:1. Maintenance of the common areas by Shenandoah. Are they meeting their contract obligations?
Sylva stated that Shenandoah is meeting its contract obligations and will make available the work sheets from Shenandoah to any resident who wants to see them. Suggestions to improve Shenandoah’s work - raise the mower blades to allow the grass to be taller in the hot summer months and slow down the speed of the mowing equipment because it is thought that mowing excessively fast will tear the grass. At the end of the discussion, the committee agreed that the common grounds have greatly improved under Shenandoah’s maintenance contract.
2. Bottom of the dry ponds.
A meeting is being scheduled with the county to address the current and future care of the ponds in Falls Run. There is concern that the rip rap is being filled with silt. When the grass is cut in the fall, there is a concern that the cut grass will not be picked up and this will lead to a major clogging of the storm drains. The committee will provide the results of the meeting to the Board.
3. Natural areas: Mowing of pond slopes and no mow areas.
Concerns of the residents include health issues, wild life, mosquitos and weeds moving onto owner's property. It was stated that a silent majority want the ponds cut more frequently than they have been so far in 2008.
The no mow areas identified by Shenandoah through the Master Plan and the areas selected by the committee were conditionally approved by the Board.
Reduced mowing areas will require less fertilizer and chemicals and would act as a buffer as the water flows into the Rappahannock.
Al Heier, Walt Martley, Bill Spring, Gary and Tooie Garber and Cindy Horan will walk the common ground to look at the current no mow areas and at the possibility of identifying other areas where reduced mowing can be established. A new landscape maintenance contract will need to be put out for bids in 2009. If the mowing areas can be reduced, it will provide a cost benefit for the entire community.
4. Master Plan. Pros and cons of a fall 2008 installation of Packages A, B, C, and D of the Master Plan Phase 1.
Reasons for recommending to the Board that the implementation of the Master Plan should begin this fall.
-It takes time for trees to grow and they should be planted now, not 2 or 3 years from now.
-Additional landscaping will make our community more attractive and inviting to potential buyers.
-The walking path has developed into a beautiful setting because Del Webb planted trees along the path 4 years ago. If they had made the decision not to plant trees until the grounds were in better shape, we would not be enjoying the trees there today.
-If we wait for the common grounds to be in better shape before any landscaping is added, who is going to decide when the grass is good enough to begin landscaping the community.
-If the budgeted $50,000 for the Master Plan is used instead for upgrading the grass on the common ground, then who will decide what areas will receive the benefit of the $50,000?
-Landscaping will enhance the community, giving it a softer appearance.
Reason offered for not implementing the Master Plan in the fall of 2008:
-Improve the worst areas of the common grounds first before implementing the Master Plan.
5. Selection of landscape company to install Master Plan.
Three landscape companies returned bids for implementation of Packages A, B ,C and D of the Master Plan Phase 1: Valley Crest, Shenandoah and TruGreen. A fourth company chose not to bid. The committee recommends that Shenandoah Landscape Services be awarded the contract. Shenandoah’s proposal for $46,820 will enable the implementation of all four packages. The committee recommends that the entire proposal be accepted. It comes under the budgeted amount and is approximately $13,000 less than either of the other two bidding contractors. All three bidders have a 1 year, 1 time replacement policy. Shenandoah’s proposal also includes watering the new installations during the course of the installation period.
Cost Comparison for the 3 proposals received for Master Plan Phase 1:
Valley Crest Shenandoah TruGreen Package A: $35,400 $25,145 $31,786.23 (6 trees short) Package B: 14,300 13,331 17,151.73 (5 shrubs short) Package C: 2,700 3,078 3,156.78 (4 trees short) Package D: 4,000 5,266 7,152.78 (12 trees too many) Additional Cost: 3,300+ --- --- Total: $59,700 $46,820 $59,247.52
Package A is installing 89 trees throughout the community.
Package B is landscaping behind the community center and the top of the walking path.
Package C is a bed midway along the walking path chosen because of an erosion problem.
Package D is landscaping the end of Waverly along pond 5.
6. Planting and Design Sub Committee
-This subcommittee was formed to help plan the seasonal plantings around the community center and at the entrances. Outi Hanscomb, Dolores Renninger, Ann Graf, Beverly Iezzi and Rita Pinion are members of the subcommittee.
Next meeting: September 11, 2008 1 pm