DRAFT Oakland Hall at Cameron Station Condominium Owners Unit Association
TOWN HALL MEETING
Wednesday, June 10, 2015 6:30 P.M.
Cameron Station Club House
Board Attendance: Suzanne McNicholas (President) Joani Myers (Vice President) Miffy Morgan (Secretary)
Board Members Excused: Aaron Chisholm (Treasurer)
Others Attending: Gita Lainez (CMC Portfolio Manager) Jackie Deane (Community Coordinator) Marie Johnson (Legal Counsel) Dave Hamilton (Reston Painting & Contracting) Chip Hampton (Duradek of Virginia)
Homeowners sign in sheet was provided :( Approximately 30 members were in attendance although everyone did not sign in)
Suzanne McNicholas (President) opened the Town Hall Discussion:
-Introductions of the Board Members and invited guests -Review of current Deck Framing and Refurbishment Project- (92 Total Balconies) -Dave Hamilton gave a brief overview of his proposal/contract -Chip Hampton discussed his involvement with Duradek and now is the representative for Virginia Duradek
Overview of the past history of deck challenges:
Since 2010, the board has dealt with deck issues which include repairs and water infiltration. There are two types of decking materials used in Oakland Hall-duradek and pressure treated wood. In 2010, the Board received bids to apply adhesive
Page 1 of 5 around the posts on the balconies. In the course of doing the repair work, it was discovered that some of the decks were spongy and needed more repair. CMC was asked to confirm the decks that needed repair. Repairs were done and the duradek covering was removed and reapplied to the decks and new plywood was installed.
Three years ago more problems developed. Suzanne McNicholas explained her experience with leaks in the garage which were related to water infiltration from the deck. Suzanne McNicholas researched other products but they are still new and there are complaints that they do not hold up in the heat. She sought additional estimates and decided on Reston Painting and Contracting based on recommendations from others. The deck has been replaced and structural issues and water infiltration have been resolved.
An important part of the meeting was to bring to the homeowners’ attention that the water leaks from the deck have caused damage to the condo units’ wood frames. The Board engaged the services of an engineer to review the decks. This was done in the past year. The engineer found that the upper deck joists were missing, not correctly installed, or properly spaced. The Board wanted to move forward with repairing the joists. The contractor explained that it would make sense to do the joist repair and deck replacements at the same time.
The Board strongly believes there is a need to problem solve structural issues, protect units from further structural damage, and replace decking materials. They are presenting the proposal/contract from Reston Painting and Contracting as a way forward.
Question and Answer Session:
Is there water leakage with both duradek and wood?
Dave Hamilton responded, citing the TDL report. He noted that there are problems with both types of decks. There is no flashing around the doors/pillars of the decks.
Can you explain the difference between the original vs new decking?
Dave responded they have looked at the situation globally looking at different types of decks and the different models of units. The same decking materials will be used for the replacements. The Duradek was used as a covering for the decks when it serves as a roof for rooms/garages. The decks are considered a limited common element. Duradek will replace Duradek. Homeowners may select either Trex which is a composite or pressured treated lumber which was originally used by the builder.
Can you repair the Duradek if you only have cuts and the deck is spongy? Chip responded that the Duradek has to be replaced as well as any other damage repaired and or replaced. Both Duradek of Virginia and Reston Painting and Contracting are working together to provide a total solution.
Marie Johnson took the opportunity to explain and cite in the Condo Documents how “limited common elements” are described. Oakland Hall is very much like all the other Condo Associations she works with in terms of what the home owners are responsible for and what the Association is responsible for covering. Policy resolution 2010-6-1 “Responsibility for Repair and Replacement of Limited Common Element Balconies and Patios” explains that “Unit Owners must maintain at their own expense, the Limited Common elements balconies and patios serving their Units, in good order, condition and repair free and clear of ice and snow, and in clean and sanitary condition;”
Do we have a summary of all the deficiencies found in the report?
Suzanne McNicholas stated what we have is posted on the website. It was brought up that some of the units were mislabeled and some types of units were missing. The engineer will be contacted to correct the report.
There were some comments about the pricing of the decks particularly the Duradek coverings.
Dave Hamilton said the prices were on the letters that were sent out and it was explained that if there were a greater number of members willing to move forward there could be a 5% decrease in the pricing. He also said he was willing to look at a deck as requested by the home owner. Dave also agreed that you can find contractors who might charge less but not have the ability to correct the problems. Dave provides a warranty of 2 years for his work. The Duradek product is good for 15-20 years.
There were some questions about payment plans.
The Board will handle this on an individual basis.
What is the short and long term plan for the future?
Suzanne McNicholas stated that homeowners should communicate their intent to replace the deck to the Board within 1 month. Letters will be sent out to all homeowners to contact Jackie Deane regarding their decision. Dave Hamilton stated he would like to start as soon as possible to take advantage of the good weather before the winter.
What other issues could be found once you start to replace the deck?
Page 3 of 5 Dave Hamilton said there could be water damage and a door or window might need to be replaced.
How do you know what other issues you have with your deck?
Suzanne McNicholas stated the units are listed on the matrix posted on the web site.
What about the units that are rented?
Gita Lainez stated mailings are sent out to all homeowners and email blasts will contain necessary information as well. The Board asked the homeowners to provide their email addresses.
What if a unit owner does not want to fix their deck?
The purpose today is to make sure the homeowners understand that the decks are 15 year old, there are documented issues with water infiltration, leaks into garages, pooling of water on the decks, and mold.
Homeowners questioned what would happen if their upstairs/downstairs neighbor does not get the repair. How will that affect their unit?
Dave Hamilton explained that if an upstairs unit did not get the repair done it could damage the lower unit. Similarly, the lower unit could damage the upper unit’s garage from leaks.
Marie Johnson also added that there is a point that the homeowner will become liable for the damages to their units or other units.
What if the problem is from the original construction?
The homeowner assumes responsibility for the unit when it is purchased and agree to what is written in the Condo documents. The Board is alerting homeowners to the problems, identifying solutions, and trying to prevent future damage which creates greater problems and expense.
Miffy Morgan stated we know the decks are at least 15 years old. Some homeowners have serious problems and they need repairs now like Joani Myers. There is joist replacement work that will be done. The Board has collected this information, assembled these experts and hosted this Town Hall to create a way forward.
The Town Hall ended at 7:48 and Board Members and Guests stayed to answer individual questions from the home owners. Town Hall Notes were submitted to the Board for review and comment by Miffy Morgan June 11, 2015
Next Board Meeting will be August 12, 2015.
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