Project Newsletter #3
Project Update. The project team has been making methodical and careful progress through these first groups of homes. As expected, there has been an initial stage where demolition activities have revealed variable existing conditions. Many waterproofing details, such as sheet metal, scuppers etc., have been evaluated for compliance with the design intent, necessitating revisions to drawings and specifications before full production of the various elements can proceed. The Project’s design team has also made numerous inspections to ensure a high level of quality control. While these dynamics have impacted the schedule, the time spent refining details and installation procedures has been a critical investment. Resolving issues early in the production process will ensure quality control and reduce change orders thus helping to maximize our contingency funds.
The project is behind schedule; however, we are making serious efforts to close the gap. The assembly-line is close to fully operational and we will give you an updated schedule soon.
Homeowner Townhall Meeting. The Board and Project team invite all homeowners to an open forum meeting to discuss the project and respond to questions. We find everyone benefits from the efficiencies and dynamics of the group format and encourage everyone to attend. The meeting will be held in the same location as the first:
Saturday, April 13, 2013 from 9:30 to 11am
at UCSB Facilities Management Instructional Room, Bldg 594
Exterior Lighting. A decision has been made to have the project include the costs of replacing the 6 outdoor lights on each unit. The actual replacement fixture can be seen in the courtyard at Gail and Steve Humphreys home (902) and homeowners are welcome to come to see it. There is no need to ring the doorbell; just let yourself in. The courtyard door will be open early in the morning before 9am and in the late afternoon between 5-7 pm until March 22. Please do not remove the light fixture as it is the only one the Association has. You may see the selected fixture on line at:
If you prefer to purchase your own fixtures, you must do so at your own expense. They must be white, capable of receiving a compact fluorescent bulb and must also be approved by the Project architect (an ARB imposed restriction). IF YOU INTEND TO PROVIDE YOUR OWN FIXTURE YOU MUST LET STONEMARK KNOW BY 5 PM ON MARCH 22. All homeowner-provided fixtures must be at your home and ready for installation on the date that Bob will provide to you.
Landscaping Clearance. In order to apply the Sto coating properly, the workers need about 2 feet of clearance around the exterior perimeter of your home, including at the patios. This work is already beginning and will continue apace as necessary. The “removal” will be achieved in 3 ways: plants will be cut back, plants will be tied back and plants will be removed. If you have concerns about a special plant, please contact Bob Landegger immediately. He will make an appointment with you to survey your situation. He’s pretty good at finding ways to meet homeowner needs, but we cannot promise anything in advance. The project requirements will have to come first. There is no need to contact Bob if you are willing to leave removal decisions to the Project. Bob is hoping for only a few requests from those with special interests. Please note that while Plowboy is doing the plant removal and also doing its usual WCP work, the two jobs are completely separate and funded from different budgets. Therefore, please do not give your preferences to Plowboy. They may not get to the right person. Talk with Bob directly.
In response to requests for more information, we have prepared the following outlines of the tasks performed for the three major components of the project: Deck & Trellis work, Roof Drain testing, and Installation of the New Doors and Windows. We offer these outlines for general information and to assist with residents’ need to know what to expect next in order to plan. (They are not to be considered complete scopes of work and may be performed out of sequence.)
Roof Drain Testing. We’d like to offer additional information on the rationale and methodology for the roofing drain testing. The roof drains have been a chronic source of leaks for many homes. As such, their evaluation and necessary repair have been included into the scope of work. A thorough pre-and post-roofing testing procedure has been developed specifically for this project. Testing prior to the roof replacement is critical to ensure the existing piping is sound enough to last. It makes no sense to simply leave them untested when the focus of the project is to address the water intrusion issues. Forcing a water spot on your drywall now will save a flood later. If a drain pipe is close to failure, we must discover it now, while the project is in progress and the team is on site to perform repairs, than later when all has been completed, and the team and funds have gone.
Deck & Trellis Work. Here is the overall scope of work for the 2nd story decks. The process takes 3-4 weeks overall and tasks may proceed out of sequence. Dead bolts need to be left unlocked for the duration of the deck work.
1. Owner relocates belongings from decks, courtyards and patios to provide clear areas forconstruction work. If you need assistance moving large or heavy items, the contractor may be available to assist at no direct cost to you – although the overall project will bear the costs.
They will request that you sign a damage waiver.
2. To date, the project has spent approximately $4,000 dollars on removal of homeowner belongings. Of course we want everyone to remain safe, so please do not over-extend yourself in moving heavy items yourself; however, if you would please move everything
you can, it would save all possible contingency money that would be better spent with necessary and desired tasks such as termite tenting and post-project interior painting. So, if you need help, ask your neighbors first!
3. Demolish and replace trellis at front carport and rear patios. There is a measure of plaster demolition and repair associated with this work. Cars will need to be parked elsewhere.
4. Anticipate this work to be noisy & dusty. Keep your doors & windows closed.
5. Your deck door will be screwed shut from the outside for your safety. It will remain screwed shut until your new deck door is installed.
6. Plaster demolition at garage decks and on roofs. Removal of the existing trellis.
7. Demolish decking and plywood. Installation of new plywood with proper slope, new deck drain to be tied into garage (access will be required), deck waterproofing and transition flashings.
Every deck will receive 2 coats of Tufflex waterproofing generally over the course of a week or so. One coat of paint will be applied later after the exterior finish plaster has been applied. Note that the Tufflex waterproofing does have a strong smell, which subsides in a couple days. Some homeowners have reported that they are sensitive to the Tufflex odor: if you think you may be, you may want to make arrangements to stay elsewhere for the night.
The first sets of doors & windows at the courtyards have been installed for some of the homes in the first cluster. We are pre-ordering all the doors & windows for the remainder of the project to prevent future delays.
Door & Window Installations. Here is an outline of the overall sequence of events for the new door & window installation process. The new doors & windows are first installed at the courtyards and Juliette door.
1. The first task is to measure all openings for the new door & window units. This may involve removal of interior door trim, which you should keep for reinstallation.
2. On day 1 of installation, workers will build a wood-framed “box” on the interior of the door/ window units in the courtyard. This “box” effectively closes off the openings to your home, and enables work to be performed each day from the exterior. We understand it will be dark but the high windows above the living room will still be open. Be patient – try to focus on the end result!
3. The study door to the patio and the garage door will be left open for access.
4. The old doors will be removed. Two applications of Tufflex coating will be applied with flashing between and on top, before the new units are installed. Some homeowners have reported that they are sensitive to the Tufflex odor: if you think you may be, you may want to make arrangements to stay elsewhere for the night.
5. The wood coverings will be removed and plastic will be wrapped around the new units instead.
6. You will not be able to open or use the new units, or remove the plastic; however, until the final stucco waterproofing coat has been applied. This entire process could take several weeks, although you can expect the box enclosures are expected to be up for two weeks or less.
All of the above activities are very noisy and disruptive.
As one of the homeowners put it, “life in a construction zone, ain’t pretty.”
Homeowner Communications. As a rule, if you have a need or a request regarding how the project is realized at your home, you must contact Bob Landegger: Please do not ask the contractors for information. They are likely unaware of what other factors affect the project as a whole, and their responses have caused more confusion and misinformation. They have no authority for scheduling, for installation matters, for problem-solving, etc.
Notifications. Residents in homes actively in construction will receive end-of-week e-mails with instructions related to new tasks and specific access requirements. They generally outline construction activities for the upcoming week, communicate project expectations, and enable you to plan. They are not complete agendas for every task: once your home is in construction, assume work is ongoing. You may also receive e-mail Notices/Requests during the week if we can accelerate work ahead of schedule, or if specific access is required. Please respond & confirm your ability to comply. Of course, you are always welcome to e-mail or call with questions.
Cluster Meetings. Before the main project work begins for your home, please plan to attend your cluster meeting. At these meetings, Stonemark’s project manager generally discusses the sequence of work, expectations, how the work will affect you, and is available answer your specific questions. A Board member usually attends and offers the benefit of experience.
It Bears Repeating. The MOU provides that IF there are any funds remaining after completion of the project, those funds may be used to repair water damage within the units. These funds would be distributed to homeowners at the end of the project only after all other expenses have been paid.
If you decide to repair water damage in your unit after Nov 1, 2012, but before the end of the project, please document the damage by photo or by showing it to a board member if it does not photograph well, and then keeping your receipts for the repair. Monies can be distributed only where there are receipts for repairs of documented leaks. Homeowner sweat equity will not be reimbursed. You may also wait until the end of the project and determine then whether you wish to repair interior leaks. No promises for any reimbursement. It depends on fund availability as there are many competing pressures on the project contingency, including termite tenting, exterior lighting and other costs.
If you have property that you believe has been damaged during construction, blinds, casings, etc., please photograph the damage, and keep any items. Notify Bob Landegger immediately so he can evaluate the damage and determine responsibility.
Note: Construction is a fluid process, especially when it is organized in an assembly-line process to be cost-efficient for the Association. The nature of an assembly-line is to keep the project moving wherever it requires it. This means the contractors may or may not actually be working at your home on the days scheduled, or may appear only briefly. The project cannot accommodate individual schedules or preferences.
If you have questions, call us. If you need more information, call us. Stonemark’s Project Manager, Bob Landegger is best reached by e-mail at email@example.com, or in case of emergency, on his cell: (805) 705-3107.
You may also contact Jacklyn Wolf at the office at (818) 338-9654 or Jacklyn@stonemarkcm.com.
We are sincerely grateful for the graciousness of all homeowners. We appreciate what an intensive project this is. Let us know how we can help make the process easier for you and your families.
The Stonemark Team,
On Behalf of your Board of Directors