Property and Grounds Committee

Meeting Summary         February 12, 2009

Committee Members Present:

Franklin Buck     Ken Burke

Emery Dilda                  Ann Graf

Outi Hanscomb Cindy Horan                 

Beverly Iezzi                  John Lynch

Mary Owens                  Bill Schwab

Bill Spring                     Tom Whalen (Liaison to the Board)

·   Expansion joint repairs: 

             This will be handled by the property manager, Debbie Sutton.

·   Metal Railings on modular block walls:

             The company that repaired the metal railings in the Villas did an excellent job.  The railings were wire brushed, primed and received two top coats.  Still to be determined, will the FRCA repair or replace the railings?  Debbie will handle this.

·   Beavers:

             If they are a problem again this spring, Debbie should be contacted immediately.

·   Winter tree pruning:

             Three bids were received, Shenandoah, Goodfellers and Bartlett.  Bill Spring, Emery Dilda, Franklin Buck, Outi Hanscomb, Ken Burke, Chuck Heath, Tom Whalen and Debbie met on Feb. 11 and recommended Bartlett be chosen for the tree pruning services.  This pruning is to remove cross branches and dead or broken branches.  This work is not covered under the Shenandoah landscape maintenance contract.  The recommendation was presented at the Board meeting on Feb. 11.

·   Master plan implementation in the fall:

             Using the Master Plan Phase 1, we will begin selecting sites for the fall 2009 planting at the April or May committee meeting.   

·   Develop statement of work for new landscape maintenance proposals:

             John Lynch, Mary Owens, Outi Hanscomb, and Bill Spring will work on developing the statement of work.  They will present it to the committee by the April 8 meeting.  Chuck Heath will chair.

·   Erosion areas in common ground:

             The committee will look for evidence of erosion areas around the community, especially on the small swales in the common ground behind or next to homes.  An area of concern is the hillside along Bridgewater in the far corner of the parking lot.  A list should be developed by the March meeting so that these areas can be addressed this spring.  $10,000 in budget for this project.

·   Irrigation system evaluation:

             Some areas around the Center are being overwatered and some of the heads may need to be capped in the beds behind the Center.  Is there a map of the irrigation system?  What is the frequency and timing of watering?  Additional heads may need to be added behind the tennis courts.  Debbie will be asked to obtain the date that Shenandoah turns on the system.
 

·   Planting and Design subcommittee:

             Ann Graf will chair this subcommittee.  They will work with Larry Wiltshire from Shenandoah to plan out the spring/summer flowers that will be planted around the Center and at the entrances.  The potted tall grass that was removed last fall still needs to replanted.  

·   Flower pots in pool area:

             Franklin Buck, Ann Graf and Outi Hanscomb volunteered to oversee the planting of the summer flowers in the pool area.  There may be several options for who will be responsible for watering the pots this year.  Can the lifeguard or Lin be asked to do it?  Will a resident volunteer?

·   Ponds:

             1. Trash in the ponds:  Every two weeks Lin Bailey will pick up litter and clear any growth around the outlets in the ponds.

            2. Maintenance of ponds, rip rap, and drainage ditches:  Proposals for this work are coming in now.  Ken Burke, Mary Owens and Bill Spring will review the proposals and will recommend a company to provide the pond maintenance necessary to keep the ponds within the county code.  Bill Spring noted that in pond 4, the bottom drain, a 4 inch pipe, is blocked, which will not allow the water to fully flow into the drain from the pond bottom. 

            3. Maintaining the sides and bottoms of the ponds:  What we do this year, will dictate what we ask for in the SOW for future maintenance proposals.  The committee recommends:

-Mow the sides of all the ponds each community mowing.

-Mow the bottom of Pond 4 as often as possible.

·   Blue bird boxes:

             The nine blue bird boxes built by Bill Spring have been spoken for.

·   Empty green flower pots scattered around the common area near Center:

             Outi Hanscomb will check with Jill Reeves to see if the garden club would like to have them at the four corners of the community garden.  If there are more than four pots, then it was suggested that perhaps residents may want them.  Ann Jones has no plans for them.

·   Farrar update:

             Some areas in section four will be rechecked by the county this spring.  The 3 rivers area still needs to be worked on.

FOLLOW-UP:

1. One of the 8 trees around Pond 4 listed in the replacement tree contract dated 10/9/08 with Shenandoah may not have been installed last fall.  Debbie will e asked to check with Shenandoah. 

2. The committee recommends that Shenandoah mow the common ground at a height of 3 1/2 to 4 inches.

3. The timing and frequency of the irrigation system needs to be checked for possible overwatering.

·   Next meeting:  March 12, 2009