VPV Exterior Renovation
HOA Questions and Answers
September, 2007
The following questions were solicited as an opportunity to communicate to the VPV community in its entirety regarding the External Renovation Project. This compilation of questions and responses was prepared by the VPV HOA Board of Directors and is respectfully submitted to the VPV Homeowners for information purposes on the project’s current status.
Project Management and Project HOA Administration
Q - What role will Horizon Management, Phil Greer, the HOA Board of Directors and the ERC have during the project? Areas of responsibility, oversight, day to day operations, communication with homeowners, etc?
A – Horizon Management currently has the contract to manage the business operations and maintenance of our complex. We do not currently anticipate an increased role for our property management company specifically due to the project. We are considering revising Phil Greer’s role to include more project oversight accountabilities, but that is yet to be determined. The ERC is currently only commissioned as an ad-hoc committee through the second phase of their Charter. Any additional responsibilities will need to be developed, however it is unlikely that we would impose such expectations on volunteer residents. The HOA Board of Directors will continue to be accountable for the management of the project and the communication to the HOA
Q – What quality controls will be in place during the new construction to assure that all work is done correctly on every unit? Who or what person or organization will be held responsible to inspect the work on a daily basis?
A – The construction contractor will be responsible to perform quality work. This will be a contractual commitment. In addition, we are investigating employing an independent Project Manager to provide oversight and ensure progress is accurately reported, and to resolve any outstanding items for corrections, etc. As previously mentioned, we are also hoping to involve Phil Greer to oversee the Quality Assurance / Quality Control aspect of the project. City inspections will also be required throughout the process.
Q - What is the typical payment schedule to contractor throughout the project; e.g., 1/3, 1/3, 1/3 at completion or?
A – The payment schedule will be based upon contractual commitments not yet defined. It is our recommendation to pursue a contract which provides payment for work in place based on confirmed progress. We will also strive to ensure that a payment process is in place to facilitate the timely payment to material suppliers mitigating concern that the contractor could use our funds to pay for other projects and hold up the material delivery or labor resource support process.
Q - What happens if the contractor starts and does not finish? Will our HOA insurance cover this or any other problems?
Dependant on the contractual terms and the conditions of the default, the HOA may have the option of suing the defaulting contractor. Our HOA insurance covers damage to the buildings caused by an insured risk; fire, sudden water damage caused by a burst pipe, etc. There may be an option to purchase a completion bond but those costs may not offset any potential legal costs. This option will be reviewed once the contractor has been selected and the definitive estimate completed and approved.
VPV Exterior Renovation
HOA Questions and Answers
September, 2007
Page 2
Project Management and Project HOA Administration - Continued
Q – What kind of financial oversight will there be for expenses incurred by the project?
A - It is our ambition to retain the services of an independent Project Manager to provide oversight on expenses. All items invoiced for reimbursement will be validated according to the contract terms and conditions and require appropriate back-up documentation and receipts.
Q – Would it be prudent to hold a vote of the HOA to see if the assessment will be approved or if the spending on the project should even continue?
A – As the destructive testing has proven, our complex is deteriorating due not only to original construction deficiencies but also the continual material degradation. Industry standards support the fact that our exterior components have expended their designed life expectancy. Our continually increasing maintenance costs due to water intrusions impact the annual HOA budgets and effect dues. We cannot keep up with the required repairs and it is not prudent to patch and repair our complex because all of the exterior components are integrated. The process to date identifies the scope of work required. This project is not an option, but an imperative. The question is whether the required repairs are to be completed now or over an extended period of time. An alternate plan to perform the required renovations over an extended period will be presented to the homeowners, as will the risks, and the financial and tax implications associated with this approach. We are striving to compile the necessary information so that everyone can make an informed decision. This work is required, and we are dutifully managing a process which ensures our fiduciary responsibility maintains the value of our community.
Q - When is the projected date for an HOA vote to proceed with the project?
A – We are targeting the first quarter of 2008 to have the design recommendations, budget and other detailed information necessary to support the HOA approval process to proceed with the project. This optimistic target is achievable but dependent on the availability of resources to perform the necessary work in advance of this action so that all required information is readily available.
Q - Will any of the project components be covered by the HOA reserve funds, e.g., replacement of roofs?
A – Yes, funds previously identified within the Reserves for specific material components, now to be included in the project, will be released to support the project’s financing. Reserves are insufficient for some of the components, and have never been initiated for other components such as windows, doors, garage doors, etc., thus the Reserves available for this initiative are minimal.
Q – What qualifies each individual board member for a project like this?
A – Board of Director nominees are solicited from the entire HOA and are volunteer positions. There are no requirements or qualifications to obtain the position, and selection is made based on general election. Early in 2007, the Board passed a resolution requiring all Board members to attend the full day course, “Essentials in Community Association Leadership,” sponsored by the California Association’s Institute (CAI). All current Board members have met this commitment.
VPV Exterior Renovation
HOA Questions and Answers
September, 2007
Page 3
Project Management and Project HOA Administration - Continued
Q – Once the exterior is clad in a more fire retardant material, will our options for insurance company competition be increased so that our HOA dues may be decreased?
A – Following the Northridge earthquake, the majority of insurance companies have declined offering coverage to HOAs. A couple of carriers will only consider taking on an Association, at an inflated rate if the HOA has been dropped by their current carrier. Our carrier has estimated a 5% savings on our premiums when we replace the siding with a less flammable material. Our major rate increases over the last few years have been due to the number of claims for plumbing leaks. The renovation project is also an opportunity to mitigate some of those chronic problem areas.
Project Costs / Financing / Payment Administration
Q – What is the cost for each unit?
A –This figure is currently unknown and will be determined based on the approved renovation design and construction plan. Some preliminary estimates were in the range of approximately $100,000 per unit but we have recently issued a Request for Proposal (RFP) targeting a figure of $75,000 per unit. This figure is currently deemed reasonable with consideration for all of the discovery work to date. However, further work is required to determine if this figure can realistically be achieved.
Q – Will the size of the unit be taken into consideration in determining amount of assessment per unit? Why should I have to incur the same expenditure as those units who have more siding, more windows, and more damage?
A - There are advantages and disadvantages of living in a shared community. While your specific unit may not currently suffer from known water intrusion issues, the exterior material components have reached their life-expectancy and require replacement. The Association’s governing documents dictate that all assessments be applied equally to all 180 unit owners.
Q - What is the plan for homeowner payment of the assessment for this project; e.g., one time or in installments?
A – As we progress in planning the project, and determine more about the timing and extent, we can then address the specific funding requirements. There are advantages to obtaining all financing in advance of commencing construction, but if there are opportunities to delay a portion of the assessment, that method will be considered prior to making the decision. We are working towards the plan which best benefits the community and also mitigates risk to the project.
Q - Will the assessment be included with the monthly HOA dues or will financing options be provided?
A – Financing options will be available. If the HOA seeks financial backing for the project in total, or for a portion of the project, monthly payments will be available through the HOA but should not be confused with the standard HOA dues which fund the annual operating budget and Reserves program. This financing option most likely does not offer any tax incentives. Our Renovation Finance Committee (RFC) is working to obtain the facts on this and other financing options and we will communicate the findings to the HOA.
VPV Exterior Renovation
HOA Questions and Answers
September, 2007
Page 4
Project Costs / Financing / Payment Administration – Continued
Q – Will there be some sort of payment schedule for each homeowner?
A - Individual homeowner payment schedules will be determined by the Homeowners’ selected financing program. For example, if the choice is made available to finance your portion of the renovation through the HOA, a monthly assessment will be made through the HOA. If the choice is made to obtain financing through a Financial Lending Institution, the repayment schedule will be determined by your agreement with the Lender.
Q – By adding the items not previously included in the Reserves, what is the impact on the overall Reserves funding amount and how does this addition affect our current and future HOA fees?
A - The Reserves Study is currently being completed to demonstrate the current plan and also the impact of this change to include all appropriate components. It is our intention to share the results of this initiative at the Annual Meeting scheduled for October 11.
Q – What percentage of the total Reserve amount is required by law to have in a Reserve account and how long does the HOA have to accumulate the funds to meet that required percent?
A – Currently, California State Law does not impose this requirement. There is proposed legislation to impose this type of mandate.
Q – Would it be better to postpone the addition of the previously excluded Reserves items until after the renovation project is completed, or will some of the additional funds added to the Reserve account be able to be used to defray part of the Renovation project’s expenses and thus decrease the amount required for each homeowner?
A – All Reserves funds accumulated to date for the specific material components which will be replaced during the project, will be allocated to the project funding, helping to offset a portion of the overall project cost.
Q – How are the current Reserves invested?
A - The Reserves are invested in conservative-type securities, such as CDs, and some bonds. The Board’s primary objective in this area is to secure the HOA’s principal assets, provide liquidity and earn a return. The Association’s CPA prepares the year-end audit and financial statements which include a summary of the Reserve investments and this is distributed to the membership every April.
Q – How does the Board plan to handle the investment of millions of dollars if the assessment passes?
A – Funds available from the specific Reserves allocations, as well as those collected through the financing process will most likely be accumulated in a separate account designated specifically for this project. The account funds could then be invested in interest bearing staggered CD’s or other interest generating devices to help off-set the project’s contingency requirements. Any remaining funds would then be available for either future Reserves or potentially refunded to the HOA at project completion.
VPV Exterior Renovation
HOA Questions and Answers
September, 2007
Page 5
Project Costs / Financing / Payment Administration – Continued
Q – Is it correct that the HOA currently has approximately $645k in Reserves to contribute to the project?
A – The total Reserves account was valued at approximately $690k as of the end of August. This figure represents reserves for all components of the HOA common area, which were previously accounted for in the Reserves planning efforts. It does not include funds for windows, garage doors, adequate siding replacement, etc, as well as other specific components mentioned at the meeting. It does include Reserves to fund the pools, spas, lighting, irrigation and other components which will not be incorporated in the project. The available funds for the specific components included in the project will be distributed to the project’s financing fund. The current Reserves fund balance will continue to increase as interest on the account accumulates.
Q – Regarding the various financing options, is there any idea yet of the length of time usually given to repay these types of loans?
A – The specifics on this are unknown at this time and more information is anticipated soon from the Renovation Finance Committee (RFC). However, Homeowners arranging for their own financing can negotiate a repayment plan with their individual Lender.
Q – What will be the effect on the project timeline if some of the homeowners cannot pay, cannot qualify, or refuse to take out the appropriate financing?
A – The financing obligation is a necessity. As in similar action for non-payment of HOA dues, a lien can be placed on the property and legal action taken to acquire the funding.
Q – If the option to finance through the HOA is selected, resulting in a dues increase…..
What repayment timeline is expected? A – This depends on the repayment contract selected and negotiated
Will the interest be tax deductible for the individual homeowner? A – No, only if the HOA secures a home equity line of credit.
What happens to the loan if the home is sold during the terms of the loan? A – The current Homeowner is accountable for either full repayment or including the obligation in the escrow exchange.
Q – Is there an estimate of when the assessment will be due, either in the first half of 2008 or the second half, or later?
A – We are not yet at a stage in the process where this can be fully determined. Considering the work ahead, the assessment is not likely to be due until mid-2008, or later. The HOA will communicate with homeowners during the process to allow as much notice as possible to support personal planning.
Construction Process and Logistics
Q - Will it be possible to minimize construction noise and mess?
A – Construction is generally noisy and messy. We will work with the construction management team to mitigate both concerns as much as possible. Unfortunately, we all need to plan to be inconvenienced by this process.
VPV Exterior Renovation
HOA Questions and Answers
September, 2007
Page 6
Construction Process and Logistics - Continued
Q - When will the project begin?
A – There are many steps in the process prior to commencement of construction. The design / build contractors need to be pre-qualified and evaluated then design development completed. Once the design plan is in place, a definitive estimate and comprehensive construction plan can be formed which will support our bid process. In parallel, the HOA will need to review and approve the project. Following contract award and the construction permit process, construction can then be scheduled. As the planning process continues, we will be better equipped to provide the HOA a timeline for these activities.
Q – What is the time frame to start and finish the project? How long is it estimated that the entire project will take to complete?
A – Currently, we feel that a mid-2008 start date is a reasonable target to begin construction. That target is subject to our ability to successfully get the project through the planning process, approval process and the permitting process. This target may be too aggressive but it is a target we would like to achieve. The planned duration is currently unknown, awaiting an approved design and construction plan. It is our intention to limit the duration of the project as much as is reasonable, while still achieving quality work. The logistical constraints produced by our location, topographical diversity and architecture will provide for additional time management challenges. At present, we are hopeful that a 18 month duration for construction is achievable, but additional work with the approved plan and the construction management team is required to determine if this target is realistic.
Q - Will a firm completion date for the project be part of the contract (barring any unforeseen natural disaster)?
A – A complete construction plan, including a comprehensive schedule with target milestones will be a portion of the project’s implementation requirements. This schedule will require regular progress updates with strategy recommendations on how best to mitigate schedule slippage and achieve schedule adherence. Progress and schedule updates will be regularly communicated to the HOA.
Q - Will people be able to live in their units while work is being done? For those of us sensitive to noise and dust, will it be possible to move out for a certain period of time, and miss the most intense construction, or do we have to be here to make decisions and allow interior access to crews?
A – It is our ambition to not displace any residents during the project. Other similar local renovations were successful in this regard, and also reported experiencing no theft during their renovation. If you choose to relocate while your unit is being worked on, that is your option. The contractors will be bonded and insured and a Project Manager will ensure your property is secure during construction and that all required access is available. We will have regular construction schedule updates which will allow residents to anticipate when work will be performed in their specific area. Some additional access to units may be required later in the project to allow for any repairs and touch-ups to sheetrock around windows, etc. This is something that will likely be scheduled through Phil Greer or the Project Manager and will not require your presence, just approved access.
VPV Exterior Renovation
HOA Questions and Answers
September, 2007
Page 7
Construction Process and Logistics – Continued
Q – Will security guards be required during the refurbishing?
A – Security is a priority and the potential requirement will be evaluated during the planning process and under consideration throughout construction.
Q - Will internal driveways and garages be accessible throughout the project or be inaccessible at various times according to the units under construction or depending on specific renovation component?
A – As previously described, this project will be severely impacted by our logistical constraints. It is reasonable to plan on some driveways being inaccessible at various times. It is our ambition to retain accessibility to garages but garage door replacements and scaffold requirements may temporarily prohibit or limit access. It is our goal to move through the complex, completing various sections prior to starting demolition and reconstruction on other units so that access limitations are mitigated. This is yet to be determined by efficiencies to be developed in the construction plan.
Q - What are the hours and days of construction?
A – The construction plan is yet to be determined. It is our initial ambition to hold construction to 8 – 5 p.m. Monday through Friday however schedule duration and cost impacts for additional resource hours will be reviewed and assessed to determine if additional work on Saturdays is warranted.
Q - Is the work plan to complete one building at a time, starting with the most damaged areas first, or will more than one building be under construction with work occurring simultaneously?
A – We do not yet have a construction plan and but will work closely with our selected Contractor to develop a plan which is the most efficient. It is our ambition to work the project one building at a time to mitigate the duration of interruption to residents. Phase I is the oldest construction in the complex and appears to contain a higher percentage of material degradation and water intrusion problems which may be cause for it to receive first priority mitigating ongoing maintenance costs. However, we are open to suggestions for cost and schedule efficiencies to be offered by the construction management team.
Q – How extensive is the construction intended to be, will the actual existing cedar siding be removed, taking it down to the studs?
A – The existing cedar siding has exceeded its intended life expectancy and we suffer from costly repairs due to this chronic degrading of the exterior shell, as well as from the problems generated by the areas of poor quality original construction. The Construction Deficiency Report and Phil Greer’s additional work to define our repetitive and chronic degradation, as well as the severity of the original construction defects, deems it logical and responsible to remove all existing siding. During this process, we will then have access to inspect areas of structural concern and make required repairs. We will also take advantage of this access to inspect and repair / replace any plumbing, which is increasingly the cause of costly maintenance repairs.
VPV Exterior Renovation
HOA Questions and Answers
September, 2007
Page 8
Construction Process and Logistics – Continued
Q - Will our new slate patio be destroyed or damaged in the reconstruction process?
A – It is unclear where this “patio” exists and thus undetermined if it will be directly impacted. However, slate is a fragile material and the renovation will include scaffolding on flat surfaces and heavy equipment. It is likely that the patio may be damaged, in which case, the project will be required to pay for the repair. If this patio is determined to be a “common area” and included in the project it will likely be resurfaced to match other similar areas.
Q – Due to the escalation in material pricing and our lack of space to store materials, is the plan to “rent” a storage location or pay the construction company a fee to store the material? Wouldn’t rushing into the project for the sake of saving on materials be offset by the increased cost of storage of those materials?
A – We are not rushing into this project. It will be thoroughly planned to ensure the best value is obtained for the community. We do not yet have a plan for managing the logistical requirements of acquisition, retention, or accessibility for the materials. If some materials are regularly available (not special order) it may be an option to order the materials as the project progresses rather than securing them all up front. Whatever the plan, please be assured that cost versus value received will always be a major consideration.
Q – Will the Torrance Police Department be petitioned to place a hold on the restricted street parking during construction so that Homeowners may park on the street without the worry of parking tickets?
A – Parking availability will likely be impacted, specifically the guest parking areas which will likely be used to stage materials and equipment. Garage parking should be available for the majority of the renovation. We will take the suggestion of special considerations for street parking under advisement.
Q – Has any thought been given to including recycling bins?
A – Modification to our existing refuse structures will be evaluated and space for segregating recyclable materials considered. Our current refuse contract expires at the end of September. The new service includes post-collection sorting where any loose recyclable material is pulled from a conveyor and processed. More information on this change, and how we can best aide in the recycling effort will be coming soon.
Contractor Qualification Process
Q - Has another architect, contractor, and/or construction company submitted a bid for the proposed renovation? If not, when is that expected to occur?
A – We have recently issued a Request for Proposal (RFP) to four design / build firms to solicit their level of interest. These firms will undergo a pre-qualification evaluation prior to requiring additional proposal / bid input. The HOA will receive communication during various points in this process.
2) Q - What research has been done to check the certification of the contractor and will they have insurance?
A – Potential contractors will be evaluated through a qualification process, including validation of all current insurance requirements.
VPV Exterior Renovation
HOA Questions and Answers
September, 2007
Page 9
Contractor Qualification Process - Continued
3) Q - Do the architects have any completed projects in the area that we can look at?
A – Other similar multi-building complexes of the same age which have also been subject to some of the same types of water intrusion problems have been visited by both the Board and the ERC. One such project was the recent renovation at Seascape One, on Catalina Avenue. This was a project in which our former architect, Hal Fremer was involved. A residing project currently underway is at the Marina Strand Colony in the 4200 block of Via Dolce in Marina Del Rey. We will publish the locations of any comparable projects to our scope which have been performed by the selected design / build firm.
4) Q - How will the HOA ensure that the construction company selected has the sufficient number of competent workers to finish the project according to a completion schedule?
A – A comprehensive resource plan will be required. This information will be used in combination with an integrated construction schedule by the Construction Project Management Team to ensure that adequate resources are available and productive.
Design Approval Process
Q – Do you intend to change the architectural design of the complex, or do you intend to retain the original character?
A – There is no intention to change the original architectural design of the complex. The clean articulated lines and the defined “bones” of the complex will be retained. We are not seeking a re-design which has been determined to be cost prohibitive by many contributing factors. We are seeking an exterior re-surfacing design which incorporates material components evaluated to be the best value for the community and for our geographic locale, meeting constructability concerns, accessibility for maintenance repairs, on-going maintenance costs, and aesthetics.
Q - How much for each scheme?
A – The various design schemes on display at Horizon Management during the last week of August and at the Special Meeting on the 6th of September are not being pursued and thus will not be definitively priced. Recommended forthcoming design schemes will be issued accompanied by a comprehensive estimate.
Q - Are there photos of renovations of similar aged buildings that we can view?
A – Local renovations for projects in the similar age bracket include Seascape and The Village on Catalina Avenue, and The Moorings at 501 Herondo.
Q - Will homeowners have two or three choices for the siding replacement materials and also for the balcony design?
A – It is our ambition to provide a couple of recommended design schemes, each accompanied by comprehensive cost estimates and the pros / cons for each. The various exterior material components will be reviewed and determined by the selected design / build contractor, and evaluated by the ERC and Board. The materials best suited for the application will be proposed to the HOA.
VPV Exterior Renovation
HOA Questions and Answers
September, 2007
Page 10
Design Approval Process - Continued
Q – Are you aware of owner’s preferences on color (grey) vs. natural wood look?
A - A poll to determine color preferences with the HOA has not been taken. This would be an unworthy task at this stage since we are still unable to define the selected specifications for the material components and any associated color options. Not only would we be subject to receiving 180 different personal opinions on the subject, but some would likely choose to select different colors depending on the application (brown for wood-looking exterior components, and off-white for stucco components (as we currently have), but light blue-grey for a complete composite exterior, etc) Color choices will most likely be based on the overall aesthetics of the approved design and could even include the ability to include various shades of a color scheme to further highlight the original architectural design of the complex. This is all pre-mature at this stage but will be thoroughly evaluated for the recommended plan to be approved by the HOA. This is no one person’s personal choice, but what is the overall best fit for the community.
Project Specifications
Q - Will we be rewiring for fiber optic or digital cable as previously discussed?
A – It is yet to be determined if this is necessary or cost effective to include in the scope of work and will be closely considered by the ERC and Board. We are currently reviewing contract proposals for new television service and may be able to take advantage of existing new cable, adequate for this service.
Q – Would this be the time to install complex wide wireless internet access? How can we have this access as part of the HOA service, like the satellite TV service?
A – Wireless internet access for the complex has not yet been considered and this issue will be raised for Board discussion. Any new cabling requirements will be identified, and if warranted, proposed for inclusion in the project. Wireless internet is easily obtainable and affordable and many homeowners already have obtained it. The current television contract is due to expire at the end of 2007 and competitor proposals are currently being reviewed. Internet access may be available at a reduced cost, through these providers. More information on this subject will be forthcoming.
Q - Are the materials pre-treated to prevent termites?
A – The specific exterior component materials are yet to be defined. Pest resistance, and on-going maintenance costs associated with termites and other pests, will be a consideration in the decision.
Q - Can we replace internal wall materials (insulation, plumbing, cable, etc) during the reconstruction process?
A – Exposed interior components will be inspected as they are revealed during the project and required repairs / replacements performed. Allowances will be included in the project budget for replacing items deemed “at risk”, such as the piping where we are currently experiencing increased repair.
VPV Exterior Renovation
HOA Questions and Answers
September, 2007
Page 11
Project Specifications - Continued
Q - Will all roofs be replaced as part of the project and will rusty flashings/fixtures on roofs be replaced?
A – The majority of our roofs are scheduled for replacement within the next three years. It is planned to replace all roofs and any / all flashing/fixtures which are currently integrated or require replacement. Due to all of the exterior components of the complex being integrated, each element will be disturbed by the renovation of another. It is logical to replace all components at the same time, providing consistency, renewal and improvement where we can bring some areas up to current building code standards.
Q - Will all windows and sliding glass door frames be replaced?
A – Yes. Our windows and sliding glass doors have exceeded their life expectancy. Due to all exterior components being integrated, this is the time to replace them.
Q – Will the new windows be double pane? Will there be an option for homeowners to upgrade to triple pane or greenhouse / planter box windows during the process?
A – It is currently our intention to replace the existing windows with more energy-efficient double pane windows which are cost effective and add value in this application. We do not currently plan to offer an upgrade for triple-pane, but in some specific locations, an alternate choice for a window which opens, rather than being fixed, may be offered. Because we live in a shared community, exterior continuity must be maintained and any available options will be limited to this effect. The City of Torrance Planning Department has stated that a change to the current size or location of our windows will be cause to go through the public hearing process which can be lengthy. The opportunity to incorporate window box options for kitchen type applications will be investigated and if found to be in alignment with the project’s objectives, this option may be made available.
Q - Will there be options for garage door replacements and will they be roll-up or swing-out?
A – The composition of the doors will be determined through the design review and evaluation process. It is a requirement of the HOA to keep all exterior “common area” components of the same material. It is intended to include current date roll-up doors. Some of the garage entrances, will require a modification since they do not allow for the same clearance as others. All efforts will be made to ensure that all doors have the same exterior appearance.
Q - Will front doors (and door frames) be replaced and/or new weather stripping be put on?
A – Front doors will be included in the renovation. Our current doors have exceeded their life expectancy. The correct construction methods for installation of frames, and weather stripping will be implemented. It is our intention to implement all cost effective opportunities for energy efficiencies.
Q - Is replacement of the tile and the undersurface at the front doors part of the project?
A –Yes, the tile entries and substructure are integrated into the exterior construction and tile at exposed entries requires replacement. These have also been proven to be chronic maintenance problem areas.
VPV Exterior Renovation
HOA Questions and Answers
September, 2007
Page 12
Project Specifications - Continued
Q - To what level are the proposed materials fire retardant, and is that an improvement from what we have now?
A – The proposed exterior material components will be reviewed and evaluated for all benefits and risks. We do not currently have a professional opinion on the range of improvement for replacing our current siding with an alternate material but are confident that the renovation process will provide an improvement over our current composition.
Q – Will the decks simply be re-faced or are they going to be completely replaced?
A - The specific details of the reconstruction and renovation plan are yet to be determined. It is intended to replace / renovate all of the exterior components so that they will then all be of the same quality and we can reset their life cycle. The new material for the deck structures as well as for the surface decking materials may be a different component than what currently exists. Renewing all materials also prevents one homeowner not being satisfied if they do not receive a new deck and their neighbor does, etc.
Q – Can the new balconies that face the ocean have a slightly lower railing for view purposes and could a glass / acrylic option be available to preserve the view?
A – The balcony / deck railings will be installed in accordance with building code requirements, which have an established minimum height requirement. Alternate materials for railings will be evaluated to consider impact to view, on-going maintenance costs, composition for integrity in our geographical area, and aesthetic design continuity.
Q – Does the composite siding used as a trial / test on the units located at 442/ 444 PV Blvd. achieve the desired goals regarding cost, maintenance benefits, or aesthetic appeal?
A – These specific units incurred damage due to water intrusion and the siding required replacement. The composite material component was being assessed as a potential replacement material for the cedar and approved to be used as a trial in these areas. At that time, the composite was less expensive than the replacement of cedar siding would have been and an evaluation of the synthetic material was warranted. Maintenance for this composite material offers numerous benefits over the current available quality of cedar siding, but it falls short in the ability to easily access an integrated component without removing a significant quantity of the material and disturbing the integrity of the original installation and adjoining component materials. The low maintenance costs for required repainting etc are attractive and by some comparisons, this is a superior product in the current market. We are unfortunately faced with growing concern for our increasing need to access interior plumbing and to repair areas which are damaged by slight impact from vehicles, etc. The material tends to splinter or fracture, requiring a significant portion to be replaced for a minor repair. The warranty on this product is selective for coverage and any intrusion for hanging a personal decorative object would violate the warranty, etc. All potential exterior material components and synthetic sidings will be thoroughly evaluated to support the final design recommendations. This information will be made available to the HOA during the process.
VPV Exterior Renovation
HOA Questions and Answers
September, 2007
Page 13
Project Specifications - Continued
Q – Regarding maintenance of the new siding: Would some sort of cleaning / painting need to be performed and at what frequency? What would this cost be and would it be factored into the VPV Budget?
A - The specific types of exterior material components have not yet been determined. This decision will be based on the recommended design, and the evaluations of the various recommend materials. The type of maintenance required, the frequency and the cost, will all depend on the specific type of material selected. The associated budget for this maintenance will be incorporated into the Reserves Study, for implementation at the recommended frequencies. This has previously been the practice for repainting of our current stucco components, etc.
Q – How many units, by phase, were involved in the destructive testing? Were deficiencies the same in all three phases or were there differences?
A – Approximately 40 locations were involved in the destructive testing. Thirteen in Phase 1 where there are conditions unique to that Phase. The remaining tests were performed throughout the other three Phases which share the same common construction.
Q – Which Phase is my unit in?
A - A map of the complex is included in this package. It references the property in Phases.
Q – If I plan to replace my personal heating / air conditioning unit in the next few years, is it a good idea to plan it as part of the renovation? Is replacement of the heating units included as part of the renovation?
A – Heating / Air Conditioning units are not common property and are excluded from the renovation project. Replacement of the existing roofs is included in the project and if timing allows, you may prefer to wait until the new roof for your building is in place prior to the replacement of your unit.
Q – Is there a possibility that Edison or other agencies would provide financial assistance if the project converted to a solar grid?
A – The prospect of including some solar power initiatives will be investigated for cost versus benefit and return on investment, for consideration during the planning process. It will also be reviewed to determine if the renovation project is the appropriate time to undertake such programs. Energy rebates and credits for installing efficient windows, additional insulation, etc. will also be pursued to ensure we are capturing current opportunities.
Q – Why does the electricity fail so often?
A - This issue was raised as a concern at the September 13th Board meeting and is currently being investigated with Edison.