BOD Meeting Notes – July 19, 2021

Marymoor Trails
Board of Directors Meeting
July 19, 2021

Marymoor Trails Board of Directors convened at 10am Monday July 19, 2021, via Zoom.  Attending: Michael Niksa, President; Josh Gibson, Treasurer; Van Chesnutt, Landscape; Linda O’Hara, Secretary; Tim Hollingshead, Morris Management. Also attending: Jehan Bharucha, Project Manager, Improcon.

Homeowners’ Forum

No homeowners elected to attend, so we proceeded to regular business.

Treasurer’s Report

Josh discussed monthly financials and 2021 Reserve Study. Josh and Michael recommend proceeding with the recommendations in the Reserve Study. This was approved by the Board. Josh noted that we have received a sizeable refund related to drainage. Association reserves are at approximately $420,000. 

Buildings

Jehan Bharucha, Project Manager from Improcon, provided an update on major projects.

Bldgs. E and M Roofing

We would like to have roofs replaced on Bldgs. E and M this year before rains start. One contractor, McLeod Construction, will give us a bid and could start work immediately, as soon as permits are approved by City of Redmond. Two other contractors are unable to perform any work until April of next year.

Ordinarily the Board would like three bids, but due to Covid-19 backlogs, it is extremely difficult to find available high-quality contractors and materials. Jehan has an excellent track history with McLeod Construction. McLeod’s bid will come to Jehan on July 26. We will not have bids from other contractors for comparison, but we will have industry standards. Additionally, Jehan can compare costs of other jobs with our re-roofing. McLeod’s bid will make the assumption that 100% of roof sheathing (plywood under the shingles) will have to be replaced. Our current sheathing is OSB (Oriented Stranded Board) that easily turns to mush when you try to take the nails out. We will value engineer in the field – if it is possible to salvage good sheathing, we will do so because the cost of plywood has gone up substantially and we will save a lot of money if we can re-use existing materials.

McLeod can begin work this summer but the big caveat is the permit process. Jim Reilly of Certa is preparing permit documentation to the City of Redmond for emergency repair. City of Redmond takes about 10 weeks to issue a permit under normal circumstances. We will ask for expedited approval and see what happens. There is not a whole lot else we can do. If repairs are to be done this year, they must be complete by September 30. Once we get into the rainy season in October, we cannot remove roofing and sheathing, leaving units completely exposed. If the permitting process delays us, we will hold off on repairs and re-bid the work next year and do full repairs next year. We believe we have enough cash on hand to immediately self-fund these critical repairs.

The Board unanimously approves Jehan to move forward with McLeod Construction: (1) bid on re-roofing Bldgs. E and M; (2) pursue permitting from City of Redmond; and (3) proceed ASAP if cost is reasonable and work can be complete by September 30.

Bldg. B Foundation

Jehan reports no additional news at all on Bldg. B foundation and repair issues. We are going through Certa, waiting for reports from Jim Reilly with design recommendations. Everybody is extremely backlogged. The design phase has not been paid yet. 

Bldg. A Drainage

Jehan asks if there is anything outstanding on Bldg. A-104 drainage that needs to take place. Van reports that Steve from Bodine Construction is coming out next week to inspect and assess. Van will meet will review the bid with Jehan.

Maintenance

  • Gene the Handyman has been working through the to-do list as supplies become available. Due to Covid-19 many building supplies are backordered and are still unavailable. Trex that was ordered months ago for summer deck repairs is still not available, still on backorder, and now the price has gone up 20%. Even with the price increase, Trex will save us a lot of money in the long run. If Trex materials arrive too late, Gene might hold the materials and wait for dry weather next year to proceed with replacement of multiple decks.
  • Owner in Bldg. N reported issues for repair by Gene the Handyman and his team. These have been sent to Gene and added to the summer list to be done as soon as possible. However, Gene has sadly reported that all his summer projects are on hold due to his family members sick with Covid-19. BOD asks Tim to send a note to the owner in Bldg. N explaining the situation and staying in touch with Gene to have this done as soon as possible.
  • An onsite Ziply Fiber line was severed by some mechanical tool, possibly by landscapers. Residents in Bldgs. E and F experienced an outage lasting about a week. Michael worked extensively with Ziply Fiber, learned about our system, and is now aware of fiber resources that could be used to our advantage in the future.

Landscape

  • Bodine Construction was supposed to come out last week and begin work on Bldgs. J-K to see what is causing water coming into one of the garages. They came out and marked the asphalt, but then extreme heat started and caused all work to be delayed. Bodine is catching up and should be out here soon.
  • Davey Tree covered removal of the big tree damaged by fire on the slope down by the site of the former 7-11. It will not be replaced. Blackberries will spread and hold that slope. These costs are shown under Tree Maintenance.
  • When Van meets with Steve Bodine next week, he will ask him to put us on their schedule to clean out foundation drains next to Bldg. I, and will also do L-M-N, as this is good preventive maintenance.
  • Van will do a property walk-around in the next few days to see what tree work need to be done this year.
  • We have had our landscaping company, Premiere, replace a couple of sprinkler heads that have failed. They have been extremely responsive. We think the timing on sprinklers may need to be increased a bit due to extreme heat and the current drought. Van and Michael to consider upgrading sprinkler controllers to more intelligent, modern models that can self-adjust seasonally and self-detect/report faults.


Management Report

  • Dryer vent cleaning is scheduled August 23rd. No interior access to units needed.
  • Emerald City Chimney Cleaning will be onsite Thursday September 16 at 9:00AM.  Evaluation of all units will be done by camera from the outside; and then inside access is required if cleaning is needed.
  • Casa Bonita is onsite as we speak, doing touch up painting. We are not having any buildings completely repainted this year – simply touching up high exposure surfaces across multiple buildings. Our past good maintenance is paying off.
  • We have not heard from TYCO regarding fire alarm testing. They typically call Tim in July or August to schedule annual fire alarm inspection and testing in each unit. Tim will contact TYCO to get this important safety check scheduled.

Next Meeting

No meeting in August. If necessary to respond to critical issues, the Board will convene in executive session. Next meeting: Monday September 20, 2021, at 10AM via Zoom.