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| Eric - Big Ticket Items |
Since the key to maintaining a 42 year-old structure is preparation, the board must lay the groundwork for upgrading systems that are critical to association operations. Last year, Treasurer Cathie Lenz commissioned a study by Reserve Specialist John R. Frazer. Cathie believed that funding reserves to replace expensive building components is less financially painful than getting hammered by special assessments. Also, adequate reserves are required by Federally-backed mortgage lenders to approve prospective purchasers, which impacts unit values. Since Reserves are based on amortizing the replacement cost of an item over its projected useful life, the analyst identified structural and mechanical components that would soon need to be replaced. Among those were the heat pumps that warm our pool, the rusting fan that used to vent our garage and the rooftop cooling tower that enables our air conditioning system.
Since gas-fired pool heaters repeatedly burned out every few years, about eight years ago we replaced them with less expensive heat pump technology. The three heat pumps are more efficient and economical because they initiate serially. Depending on weather fluctuations, one, two or all three will fire up to maintain the proper water temperature. Given their direct exposure to ocean borne chemicals such as halides and PCBs (Polychlorinated biphenyls), a vendor that recently inspected the heat pumps informed our manager that they were no longer worth repairing.
After ventilating the garage for more than 40 years, the sputtering garage fan was permanently shut down several months ago. Since Manager Dwight Lyons replaced Edd Helms as the building’s HVAC maintenance contractor with Sam Block of Custom Air Designs, a vendor that earned Dwight’s trust at an association he previously managed, he asked Block what he would charge the association to repair or replace the fan. When Block returned a proposal for $17,325 and Dwight called Edd Helms for a second bid, Helms sent a strange one-page offer to fix the fan for $32,830. Since neither offer was based on a written scope of work, there’s no telling what Edd Helms planned to provide for more than twice the cost of a replacement fan. Dwight recommended that we accept the offer by Custom Air Designs. In the next few days, when several board members questioned Block’s initial proposal and explored other construction options, Block lowered his estimate.
Uncomfortable with the casual process that enigmatically yielded such two widely differing bids, Board President Eileen Bendis agreed to elicit unconflicted professional input for all projects that substantially impact our budget or our home's habitability. As such, we met with John Evans of SPEC Engineering, a structural engineer who guided us through the deck rehabilitation, the installation of our lower driveway gravity well and recovery repairs after Hurricanes Katrina and Wilma. Evans also developed the engineering basis for convincing negligent vendors to provide us with a new roof in 2002, electrostatically recoat of our balcony railings in 2006 and patch exterior wall building cracks in 2008 - all at their own expense.
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| AquaCal Heat Pump |
After inspecting the fan, the heat pumps, our water tower and several smaller sources of concern, Evans issued a written status assessment. His report confirmed that the existing AquaCal heat pumps should be replaced with newer models by the same manufacturer. Having selected one of several proposals from franchised vendors recommended by the manufacturer’s regional representative, new concrete footings were installed and the surrounding fence enlarged to adequately vent the slightly larger new machines. To prolong their lifespan and enhance their efficiency, other than regularly scheduled cleanings performed in-house, the heat pumps will be professionally serviced.
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| Upper Patio Deck Vent Housing |
The enormous garage fan evacuates the garage through the housing that straddles the upper patio deck and the pool deck (the "little house" behind the pool shower). In the more than four decades since the huge fan was first installed in the southeast corner of the garage, technology has understandably produced smaller, more efficient versions that do the same job.
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| Low Profile Fan |
The construction committee chair suggested that a smaller fan with the same specifications could be wholly installed within the upper patio deck vent housing, creating an additional parking space that could be deeded and sold. The incremental association income could wholly or partially fund the cost of a new fan. Expressing reservations about the viability of this option, the building manager enlisted vendor Sam Block to detail perceived drawbacks to changing his original proposal - including concerns about aesthetics, noise levels, rain infiltration and costly alterations to the vent housing. Since neither our manager nor the attending board members were qualified to credibly respond, we requested that Block direct his objections to engineer John Evans.
At a subsequent meeting attended by Board President Eileen Bendis, Vice President Eric Berkowitz, Manager Dwight Lyons, Block and John Evans, Block and Lyons repeated their concerns. Evans first answered Block’s installation issues, after which Block agreed that prospective alterations to the vent housing could be reasonably achieved. Eileen, a dedicated devotee of our swimming pool, asked Evans and Block if the noise would disturb pool-goers. Although the new configuration moved the fan engine a few feet closer to the deck, its technical specifications are rated to run more quietly than its predecessor (33 sones vs. 38 sones). Since the fan’s hood is also fitted with sound insulation, noise levels would roughly approximate those of the old fan. Eileen was also pleased to learn that the fan’s exposed low profile hood could be ordered in any color, allowing it to better aesthetically blend with its surroundings. Lyons’ concern about rainwater infiltrating the garage proved unfounded since the fan’s ribbed construction deflects runoff.
A few minor issues must be addressed before finalizing this strategy. An added baffle will help diffuse air intake. Although a consulting mechanical engineer confirmed that it’s not required to evacuate the garage, we plan to investigate whether a plenum would make a reasonable contribution to the fan’s efficiency. We hope to tie up these loose ends within the next week or so.
If authorized, President Bendis can instruct John Evans to create a scope of work which can be sent to board-approved vendors for competitive bidding. When the bid packages are returned, Board members can make an “apples to apples” comparison of the proposals and question the engineer before voting to select the bid-winning contractor.
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| Rooftop Cooling Tower |
Given its substantial replacement cost, the cooling tower represents our greatest challenge. Fortunately, the engineer claims that it is currently operating properly and foresees no immediate danger. While we need to begin preparations for its replacement, unless it abruptly fails for some reason, we have adequate time to commission a scope of work and competitively bid out the job.
Disruption of our air conditioning should be minimal. When authorized, the components will be lifted to the roof and assembled while the existing water tower is still operating. The only expected air conditioning “down time” will occur while the connections are switched to the new water tower, a procedure that is ordinarily accomplished in one day. In an emergency, we can make arrangements for unit owners to rent individual AC units at reduced rates if they so choose.
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| Impact Glass Door |
President Bendis also asked John Evans to draw up wind load specifications for impact glass balcony doors conditional on her referendum being approved by the membership. The key to this project has always been the numbers.
Since every door must be measured individually and custom manufactured (even doors in the same stack are sized differently), the primary cost benefit of a bulk installation accrues to the installer, who will realize a substantial savings in consolidated labor costs. The fact that we are providing vendors with a reliable and significant source of business in a down market will also work to our advantage.
Since Committee Reports are accessible to anyone with a computer, it would be counterproductive to disclose information about price points included in the proposals thus far received by the Board President before negotiations are completed. Suffice to say that they already represent an impressive discount as compared to individually contracted installations. Thank you for your kind attention.