Current News
The Village at Mayfaire Town Hall Meeting
June 26, 2010 10:00 AM
Summary of Discussions
Board members introduced themselves, including new Board member Sean Hsu, who fills Bernie Maguires seat beginning on Monday. Bernie has agreed to continue to volunteer on the rails and ponds projects.
Treasurer Chuck Earney gave a brief summation of the budget year-to-date. As of this month, we are under the budget and within a few hundred dollars of most budgeted items; assessment payments are current (with one exception), and our reserve fund is fully funded according to the schedule set forth in the reserve study.
Bernie Maguire explained three major projects that are recent priorities for the Executive Board.
The Fire Sprinkler System problem is that third-floor pendants were not properly installed during construction. North Carolina Code requires a dry-stack system and the pendants installed do not meet that requirement. Consequently, water accumulates at the bottom of the pendant and during cold snaps, pendants may freeze and fail. This occurred in building 554 in January 2008 and the cost to replace the pendants (with the code-approved components) at a much discounted rate was $4,300. To replace the pendants in the twelve remaining buildings would cost the Association an unbudgeted $52,000. However, this is a success story. Facilities Manager, Joe Denton found legal redress by filing a complaint against the contractor with the NC Licensing Board. The contractor has already delivered Phase I pendants and they will be installed as soon as the temperature drops enough for the workers to safely do the work in our third floor attics. The pendants and installation cost the Association nothing. Phase II will begin after Phase I is completed.
The Railings Project is ongoing. The rails were not properly welded on all sides at installation. Moisture enters through the unwelded cracks and rust results. Caulking and painting has yet to last beyond a years time. Three different contractors, with three varying processes, products and bids were hired to refinish rusting rails on three different balconies. Within six months, all three were deemed unsatisfactory. Simultaneously, the Executive Board pursued the possibility of legal redress, but without a successful outcome. The case was not a strong one and the statute of limitations had expired. Bernie Maguire will continue to pursue this project on a volunteer basis to see what extraordinary options may be workable. To replace the railings would cost in the ballpark of $750,000, which is a bit more than the total amount of our current reserve fund. Rusting rails are not a life and safety issue, but rather an aesthetic one. While research goes on, the current strategy is to use an incremental approach -- to caulk and paint the worst areas as work schedules permit.
The Pond Lift-Station project revolves around TVAMs four holding ponds, each of which houses two lift pumps. One pump does the work; the second pump is in reserve should the first fail. Three pumps have failed, one in each of three ponds. We still have one operating pump in each pond but will soon begin repair and replacement in order to have backup pumps as soon as practical. Total repair costs have been estimated to be $16,500.00. The project goal is to find a solution that extends the life of these pumps at a reasonable cost.
This concluded the Executive Board Agenda items with the exception of thanking Bernie Maguire for his service to The Village at Mayfaire. He has resigned due to health reasons. Over a two year period, Bernie re-negotiated every contract to reduce expenses during a critical time. He is the reason that TVAM dues have not risen for two years consecutively. He also put a solid organizational frame into place using a team approach that serves the community well.
OPEN FORUM for QUESTIONS AND COMMENTS:
The following items were surfaced; some of the issues are to be detailed in a community email to all homeowners as reminders or for action:
- A homeowner asked that we please ensure that the maids responsible for the weekly cleaning of the fitness machines are using Pine-Sol.
- There are individuals who are using the fitness equipment, perspiring heavily and not wiping down the equipment. Please remember to bring a hand towel with you when working out. Additionally, wipes are in dispensers. In addition to the sanitary issue, perspiration causes the equipment to rust and equipment replacement is in the multi-thousands of dollars. Please also remember that video surveillance is in use.
- Homeowners who rent their units are financially responsible for any damages (including scratches) to the elevators during their tenants move in and move out dates. Please notify the Facilities Manager, Joe Denton of your tenants move in and out dates and request elevator pads be put into place. Also, tenants are due two key fobs upon possession of the unit.
- Please be sure to move your car to visitor parking to allow any private contractors whom youve hired to park on your parking pad. Parking on the cobblestones is prohibited and impedes access for all of your neighbors.
- TVAM is moving to a paid pool attendant program for July and August. Two or three residents may job-share this important role as subcontractors hired by CAMS. Details to follow in a separate email.
- Dog waste is becoming a problem again, especially around buildings 640 and 636. Neighbors are asked to report violations to CAMS or the Executive Board for action. Letters will be put on each door of buildings 640 and 636 asking for help in identifying anyone not picking up after their pet.
- Speeding continues to be an issue on Village Park Drive. The suggestion was made to put in a speed bump. Neighbors are asked to identify cars and report speeding to CAMS or the Executive Board for action. Please note the make, model, and license plate number along with the condo number where the vehicle is parked.
- A concern was surfaced about the working of the irrigation system. The landscape contractor says that with the exception of several sprinkler heads, the system is working without fail. A homeowner agreed to map two sprinkler heads that are not working and send the information to the Facilities Manager or Community Manager for action.
- Responding to a question about mulch, it will be spread this week in the most critical areas at a cost of $8,000. To mulch the entire property is an expense of $24,000 and has not been included previously in the budget, but will be included in each annual budget beginning in 2011. In order to be fiscally responsible and still maintain the beauty of the landscaping, mulch is to be replaced in thirds. One third will be replaced next week, and the subsequent thirds will be replaced in the next two years.
- A homeowner asked that dead grass be removed from near the pool gates and behind a pool cabana.
- The dumpster is getting more use and apparently some outsider use. The facilities manager is able to identify use by outsiders and they will be notified of their trespassing.
- A homeowner asked for a directory of owners. Abby Clark volunteered to be the Executive Board member to work on that with CAMS. Homeowners must authorize which personal information, if any, they will allow to be included. Once the authorizations are collected, the homeowner volunteered to produce the directory.
Fellow Owners:
Several items of interest are below!
The 2010 TVAM Executive Board conducted its first official Board meeting on February 11. Minutes of the meeting are copied at the end of this email. Please note that the Board took action to elect officers. Abby is stepping down from her role as President of the Association, but she will continue to work on the Board as the main vehicle for our community communication. Bernie Maguire agreed to assume the Presidency and Ken Mickelson, the Vice-Presidency. Chuck Earney is our Treasurer. Based on the camaraderie already established among the Board members, our expectations are high for a very good year.
In other Board news, we were saddened to learn that our most treasured ambassador to the community at large will tender his resignation as soon as the Board appoints a replacement. Grady Riley currently has other priorities and time for his volunteer activities is no longer available. We will miss Riley's ever present smile and his cheerful personality. If you are interested in serving as the member-at-large, please reply to this email with a brief summary of qualifications and the Board will respond.
A
Town Hall Meeting will be scheduled soon the goal is sometime before
mid-April and to try for a Saturday so that out-of-towners will have the
opportunity to attend. It will be a time to hear briefly from the Executive
Board, meet new neighbors, and hear from owners.
Our TVAM website is up! It is still
IN PROCESS, but please feel free to take a look at www.thevillageatmayfaire.com.
It already includes great information for owners items such as contact
numbers, our governing documents, rules and regulations, insurance
recommendations and more. We are just in Phase I; please be patient as pages
are still to be added and revisions made.
Coastline Resident Services is blossoming. Testimonials of great work are
rolling in from owners who have had renovations done, have leased their condos
through the office, or have listed them for sale. David is helping make our
development much more a community than it could be otherwise. Recently he has
reported that people are stopping by most interested in renting the largest
floor plans.
The Village at Mayfaire is beginning to take shape as the premier condominium
development in Wilmington, NC. It is filled with natural beauty and a growing
communal spirit. What a great place to live!
Best,
The Village at Mayfaire Executive Board
The Village at Mayfaire Executive
Board of Directors Meeting
Thursday, February 11, 2009
Minutes
Board Members Present:
Abby Clark, Chuck Earney, Bernie Maguire, Ken Mickelson
CAMS Members Present:
Todd Edmiston, Community Manager; Joe Denton, Facilities Manager
Meeting called to order at 3:35 pm by Abby Clark.
Motion:
Made by Chuck Earney to approve the slate of officers as follows. Seconded by
Abby Clark. Unanimous vote in favor.
President, Bernie, Maguire
Vice-President, Ken Mickelson
Treasurer, Chuck Earney, Treasurer
Secretary, Abby Clark
Member at Large, Grady Riley
Discussion Items:
- Management Company - Joe Denton and Todd Edmiston introduced themselves to new Board members, described their qualifications, roles and current projects.
- Website Update Abby described progress and needs. Website is live, now (www.thevillageatmayfaire.com), but still in process. Goal is to be informative versus interactive. Most TVAM governance documents, including By-laws, Amendments, Budget, Rules and Regulations, etc. are available. Pages are still being added and populated. Website Communications Policy in process.
- Executive Board Reserves Policy Chuck submitted a first draft. Bernie requested that directors get input to Chuck no later than February 25. Final version will be published on website.
- Town Hall Meeting Date Set for Saturday, March 06, 2010, 10:00 noon.
- Rails Project Affected buildings are in Phase I. Vendors presented various prices/methods in Dec/Jan. As a test, three vendors were chosen to provide repair on three patios. Must wait and see which (if any) work provides satisfactory long-term result. Replacement bids? Some rails are embedded in the concrete, prohibiting complete replacement; however, for purposes of due diligence, bids will be sought. Complex and expensive project that must be thoroughly researched/tested before action.
- Status Reports -- The Board discussed major TVAM projects including repair of the Maintenance Shop, water damage in 6809, replacing Storm Water Pond Pumps, core drilling projects, gutters and downspouts, Fire Sprinklers, mulch, landscape issues and parking pads.
Meeting adjourned at 5:45 PM.
For A Bit of Social Current News . . .
Click on Village Living and then Social Activities!