The Haven at New RiversideAPPROVED

PROPERTY & GROUNDS COMMITTEE

MINUTES: Wednesday, August 2, 2017

The Retreat, Card Room

Call to Order/Roll Call

Roll Call – All Present: Mike Turner, Chairman; Linda Gamba, Vice Chairman; Marc Bigley; Ted Jovanis; Reynold Melanson; Henry Mellet; Terri Yachtis, Secretary; Tom Clark, BOD; Kim Twiss, Community Manager

1.Meeting called to order at: 9:00 AM, by Chairman Turner; a quorum was noted.

2.Approval of Minutes – Regular Meeting of July 5, 2017; Motion to approve by: Linda Gamba, 2nd by Marc Bigley. All voted in favor.

3.Subcommittee Reports/ Updates to Database

Update the Data Base: Terri reported on a potential solution called, One Drive, as the secure repository for the live, P&G, data sensitive, spreadsheet. Terri will do a deeper dive to learn how to use One Drive, and determine a go/no-go. If One Drive has merit, Terri will pull the team together to walk through the process to get the team’s approval and provide user training.

Subcommittee Reports:

HVAC Units for The Retreat: Marc reviewed that 4 AC units in The Retreat will be replaced by Service Experts; 2 units, 7.5 ton & 2.5 ton, will be installed in approximately 2 weeks; installation timetable confirmed by Kim. Service Experts will also be assuming the maintenance for all 9 units; current service provider, Gerralds, has been notified.

Drawings: Marc reported on missing “as built” drawings. Marc will list which drawings are in hand, and so the team can connect with Pulte to provide the missing documentation. Tom proposed that Kim invite Doug to the next P&G meeting to review and identify the gaps, to ultimately provide all drawings. Terri suggested that as a P&G committee, we need to establish where those drawings will be stored, the format, and how to insure updates are made, to avoid duplicating the current situation going forward.

Fire Pit: As part of his tour of the amenity areas, Henry reported that the fire pit needs to be addressed from a housekeeping perspective. Kim reported that she would add that inspection to her staff’s rounds. Tom will discuss with the BOD, the current Retreat’s practice, albeit infrequent, to burn wood in a gas fire pit.

Playscape: Henry reported some re-grading with rubber chips is required; Kim mentioned she would add the playscape area as an inspection task to be done by her staff. In addition, Henry reported mold and Kim agreed to arrange for the playscape to be power washed.

Pool Yard: Henry reported on 2 gate issues; Kim agreed to have: Tyco repair the card reader and have Graybar Fence (fence installer) repair the gate.

Bocci Court: the new court (installed 2016), was reported by Henry as having some missing 4”x6” caps, which leaves exposed wood posts; Kim agreed to have “John,” maintenance person, re-glue the caps back on.

Pickle Ball Courts: Henry noted ~10 pock marks that needed to be filled; Kim agreed to call “Gavin” to repair.

Storage Shed: Henry indicated that the contents consisted mostly of game apparatus, owned by both the tennis & pickle ball clubs. In addition, a maintenance hose was suggested to be removed. Kim also agreed to arrange for needed power washing of the shed’s exterior.

Landscaping: Kim is obtaining copies from Summit of The Haven’s “1 long and 2 short” contracts. When in hand, Terri will review and list the contracted tasks and the frequency; as well as compile a list of typical ad hoc tasks, and the respective costs. This will detail the current operations, and do well to prepare for rebidding of the contract, that expires December 2018.

Well Pump Flow Meters: Rey is tracking the monthly usage to spot trends and troubleshoot issues. Lacking are the “as build” lagoon drawings. (Please note number “6 Other - “Bathymetric Study,” below; lagoon drawing are being requested.)

Irrigation System (Maintenance): Rey noted that Aaron, Summit Landscaping, is most knowledgeable of the workings; unfortunately, that knowledge & documentation has not been shared with Kim. Tom suggested that Kim invite Aaron to the next BOD meeting to discuss getting this information.

Spa Heater: Fred reported he worked with the contractor(s) and the control set point of the pH is done; the chemistry is acceptable. Fred is investigating the amps the pump is pulling relative to the motor’s rating, to potentially determine where are the pressure drops.

Roads: Mike has continuing his analysis of ~ 5 miles of roadways. Sun City was suggested as a good reference to benefit from their “lessons learned.”

Dog Park: Linda reported the following

  • Mowing: now done on a regular, weekly schedule.
  • Dog Park Back Gate Flooding: Linda reported the drainage trench was re-filled and new sod was planted. To avoid re-clogging, Kim will arrange for a high hat drain cover replace the current ground level one.
  • Gate Latch: outstanding and to be scheduled for repaired.
  • Drinking Fountain: More water is leaking; Kim agreed to call Ace Tree to repair.

Energy Audit: Linda was granted permission, by Kim and Tom to solicit an energy audit and potential recommendations to make The Retreat more energy efficient.

4.BOD Comments by Tom Clark

  • Fitness Study: Tom requested a copy of the recent study done regarding equipment recommendations; as well as a subsequent recommendation from the P&G committee of how we are proposing to use the reserve funds for such equipment. Kim agreed to obtain a copy of the study.
  • Lagoon #19: weed issues was discussed.

5.Community Manager Comments by Kim Twiss:

  • Pool Repairs: Kim is working to finalize a 3rd party engineeringstudy (professional services) to determine exactly what is needed; Kim’s plan is to get RFP done by mid to late September, so pool and spa repair work can begin as soon as the pool closes in November.
  • Pool Table: repair is to be done
  • Plantings: new planting will be done in fall
  • Roof Leak in Ball Room: the roof is under warranty; $175 for roof installer to come ~August 17th to determine and resolve the issue.

6.Other:

  • Computers in The Retreat Common Area: the computersare old and the software is no longer supported. Since The Retreat offers easy, free access to WiFi, there was a motion by the P&G Committee to recommend the BOD remove, and not upgrade or replace the computers.
  • Work Orders: Kim is going to reinstitute a work order system to manage and track open and closed issues. Open work orders can be followed up for timely completion.
  • Bathymetric Study: The Finance committee has requested a bathymetric study to know the underwater depth and contours of the lagoons, and ultimately predict when dredging needs to be done. The P&G committee will subsequently recommend to the BOD if /when dredging should be pursued.
  • Thomas & Hutton has files of lagoon studies; Kim agreed to request these from Doug, Pulte, to serve as a benchmark going forward.
  • Transition Study: The Finance committee has requested if any new items need to be considered for 2018; a line item for professional services is requested by the P&G committee.

7.Residents’ Comments: No one from the community was present.

8.Meeting adjournment: At 11:07 AM, a motion to adjourn was made by Ted Jovanis, 2nd by

Marc Bigley. All voted in favor to adjourn at 11:07 AM.

Reminder the Next P&G Meeting: September 6, 2017, 9:00 AM

Respectively submitted,

Terri Yachtis,

Secretary

08/09/17

Distribution:Committee Members

Community Manager Kim Twiss

BOD Liaison Tom Clark