Community Services Associates, Inc. (CSA) Maintenance, Enhancements and Major Projects Committee March 1 st, 2018 On Thursday, March 1 st 2018, a regular meeting of the Maintenance, Enhancements and Major Projects Committee, was held at the Community Services Associates, Inc., Administration Building, main conference room. The meeting was called to order at 8:58 a.m. Chairman Richardson presided. 1. Roll Call Present: Susan Allhusen Becky Pardue Randall Chambers James Richardson Mark Griffith James Bradshaw John Griffin Absent: Don Sigmon Cliff McMackin Truitt Rabun Staff: Russell Fredericks Bret Martin Jerred Mayse David Henderson Sonja Campbell Martinov 2. Approval of the November 2 nd, 2017 Meeting Minutes The November 2 nd, 2017, Maintenance, Enhancements and Major Projects Committee, meeting minutes were approved. RESOLVED, the CSA Inc., Maintenance, Enhancements and Major Projects Committee, approved the minutes of the November 2 nd, 2017, meeting. The Maintenance, Enhancements and Major Projects Committee Charter was revised and approved. RESOLVED, the CSA Inc., Maintenance, Enhancements and Major Projects Committee, approved the MEMP Charter for 2018. 3. Old Business a) Winter Storm Grayson Mr. Fredericks presented a short overview and report about the winter storm Grayson clean up. Tree damage was severe and maintenance department engaged multiple crews for 5 days to address all fallen trees and limbs due to the storm. b) Greenwood and South Sea Pines Drive Intersection Mr. Fredericks presented completed Greenwood and South Sea Pines Drive Intersection project. He as well stated that the entire intersection got new traffic signage, such as new advanced pedestrian crossing signs; posts were changed from 4x4 to 6x6 to improve the esthetic of the intersection, and new type of material was used for signs that will prolong the life of the signs. Mr. Henderson stated that this is just a beginning of a major project 1
that will include replacement of all signs within Sea Pines Plantation. Ms. Allhusen raised a question how the decision to move forward with this project was made, as on the last MEMP meeting, this project was deferred until a compromised solution was made. Mr. Richardson explained that the final decision was made on the Board Meeting in November 2017, as the Board members have the authority to move forward or reject projects in the end. Ms. Allhusen agreed on the process, but she stated that the final decision should have been communicated to all MEMP Committee members regardless of the outcome. c) North Sea Pines Drive Road Repair Mr. Fredericks presented that North Sea Pines Drive road repair was completed in January 2018, where most critical areas were addressed. d) Monarch Leisure Trail/Other Projects Mr. Fredericks showed exhibits of completed Monarch leisure trail installment. He was well stated that new landscape installment was completed and ARB (Architectural Review Board) is in process of reviewing adding a post and chain fence along the trail to improve the safety. e) Beach Boardwalk Construction Update Mr. Fredericks showed pictures of completed boardwalks #11 and #12. Mr. Griffin stated that boardwalks look very esthetically pleasing, but he as well stated that Tower Beach was constructed 5 years ago, and it is already deteriorating. Mr. Griffin asked if other materials can be considered so that the life span of the boardwalks in prolonged. Mr. Fredericks stated that boardwalks #11 and #12 were made from lumber that is salt resistant and it should be more durable than Tower Beach. Mr. Richardson suggested graba tree, a very resilient type of tree that does not cause splitters. He as well stated that it might be more expensive than materials currently used for boardwalks within Sea Pines Plantation, but it might be worthwhile looking into possible upgrades as it will prolong the life span of boardwalks. Mr. Fredericks agreed, and stated that different trees will be considered for future projects. f) Landscape Enhancements/Lot 4 Tree Work/Landscape Plan Mr. Fredericks stated that approximately 60 big log trees were removed from Lot 4, as a result of 2 Hurricanes. Maintenance department has contracted a landscape architect to create a mitigation design for the removed trees. The cost of the full landscaped planting plan is $125,000, and it was discussed to complete approximately 50% of that design where the cost would be brought down to $75,000. g) North Sea Pines Surveying Mr. Fredericks presented an update for surveying North Sea Pines Drive. Maintenance department is currently engaging a survey company to perform surveying from Ocean Gate to Lighthouse Road. Afterwards an engineering company will be contracted to create an engineering design and explore the possibility to widen the road, and move the existing leisure trail further from the road. Additionally a drainage infrastructure will be considered in the engineering plan for an upgrade. A geotechnical company will be contracted as well to perform boring of the road and investigate the condition of the road base, and determinate if should glasgrid technology should as well be implemented as it was the case for Greenwood Drive reconstruction project. 2
h) Greenwood Drive Reconstruction/Engineering Mr. Fredericks stated that a Request for Proposal (RFP) was sent out to half a dozen of engineering companies, and Maintenance department chose to contract Cranston Engineering. Currently, $2million is budgeted for this project, but once an engineering evaluation is completed, the updated cost will be presented to all Committee Members. i) Timber Bridges South Sea Pines Drive Mr. Fredericks presented a concept of installing 2 timber bridges on South Sea Pines Drive, that will connect the existing leisure trail with beach walk #25 and #26, and replacing an existing timber bridge that will connect the existing leisure trail with beach walk #24. This project will improve the safety of bikers and pedestrians in this area. Mr. Fredericks as well presented the replacement of the existing fence on Sprunt Pond that it is in deteriorated state. It will be replaced with Pedestrian Guardrail and it is not in process for ARB approval. j) Deer Island Bridge Engineering Update Mr. Fredericks stated that Maintenance department is in between working with several engineers, and seeking alternative opinions regarding this project. Delay in this project is coming from the fact that engineering company that was initially contracted to perform engineering studies on Deer Island Bridge changed their findings, and stated that repair of this bridge is not recommended but the entire replacement. Therefore another engineering company was contracted to still explore the option of repairing the bridge. The approximate cost of replacing the bridge is expected to be $1.3-$1.5 million, and as well it was recommended to be replaced with concrete bridge instead of timber bridge. k) Other Projects Mr. Frederick presented other projects that are taking place in Sea Pines Plantation. Flower bed change out was scheduled for March 5 th, and open space mulching started as well, and it is expected to be completed a week before Heritage Golf Tournament. Mr. Fredericks as well presented an upcoming landscape enhancement project on the corner of Plantation Drive and Lighthouse Road that will include railroad tie removal and planting new landscape material. MEMP Committee members as well voted on installing Savannah brick wall in that corner, and the initial goal is to get this project completed before the Heritage Golf Tournament. 4. New Business a) Crosswalk Stamping On South Sea Pines Drive And South Beach Mr. Fredericks presented completed crosswalk stamping along South Sea Pines Dive on beach walk #24. Crosswalk stamping is as well scheduled for beach walk #25 and #26. b) Hydrology Study/Plan Mr. Fredericks presented the updated hydrology study for Sea Pines Plantation. He stated that maintenance department purchased necessary storm water equipment and added 2 (two) new crew members that will execute storm water maintenance operations, such as cleaning the culvert pipes, catch basins and pipe ends. He as well stated that maintenance department will be working on a zone based system, where Sea Pines Plantation is divided into dozen of zones. Mr. Richardson mentioned that CSA should take some action regarding the ditch that is located on the left hand side once you pass the Ocean Gate. Mr. Martin stated that there has been a lot of issues with the property boundaries as this property belongs to Department of Transportation. 3
c) Town of Hilton Head Storm Water Maintenance Mr. Fredericks presented the plan and budget of Town of Hilton Head storm water maintenance. He stated that the Town has budgeted $650,000 for FY 2018 Capital and infrastructure upgrades and improvements will include pipe replacement at Spotted Sandpiper and pipe repair at Ruddy Turnstone. Maintenance and repairs will include 7 selected areas in Club Course for channel maintenance, structure repair at Oyster Landing Road, flap gate replacement/repair at Baynard Park Road, weir gate repair at Wren Drive, and maintenance of Lawton Pump Station. d) Capital Equipment Purchase Update Mr. Fredericks presented new capital equipment that was purchased in the first quarter of 2018. This equipment includes: Sundance boat, John Deere tractor, Volvo loader, 2018 Ford F150, storm water truck and trailer, mini excavator, self-priming water pump 24hp, vacuum extractor. All these new equipment will facilitate maintenance day to day operations and improve the efficiency of service requests. e) Beach walk Marker Signs Mr. Henderson presented the continuing replacement and upgrade of signage of beach walks and leisure trails. ARB has already approved. 6x6 post for beach walk signs with a louver which will have sign on all 4 sides of the louver that will provide more information regarding the beach walk and that will be more consistent throughout the Sea Pines Plantation. MEMP Committee members afterwards discussed about 12 and 18 signs for leisure trails. Department of Transportation s standard is 18 sign for leisure trails, but Mr. Henderson stated that in his opinion that would be too big, on which all Committee members agreed, as 12 sign would be more appropriate for Sea Pines community. Mr. Martin suggested to investigate if all the leisure trails need to have 18 sign, or that a certain consensus can be made that only primary trials have 18 size signs and secondary and tertiary trails have 12 size signs. f) CSA Debris Pick Up Map Mr. Fredericks presented updated CSA debris pick up map that showed 119 locations throughout Sea Pines Plantation, where property owners can discard their landscape debris. Mr. Fredericks as well asked the Committee to reach out to every POA president, to resolve any disputes regarding the location of debris pick up area as there are a lot of property owners that have complaints regarding the location of these sites. Mr. Griffin asked what is the cost of having this service to property owners as it is not economically feasible to have a service where maintenance department receives calls on a weekly basis regarding the locations of debris pick up sites. Mr. Mayse said he will have this number presented on the next MEMP meeting, where further discussion will take place regarding this service. g) Service Request Report Mr. Fredericks presented that in 2017 there was 2360 service request that were processed. This number unfortunately does not reflect the majority of tree work in the beginning of 2017 that was related to Hurricane Mathew. In 2018, Mr. Fredericks presented that it is maintenance department goal to have more accurate and detailed reports that will reflect the work being completed. Thus, in 2018, he stated that 2018 maintenance department received 412 service requests, 4
and managed to process 304. Majority of service requests were related to sign shop department (119). h) Major Repair and Replacement Projects For 2018 Mr. Fredericks presented all MR&R (Major Repair and Replacement) projects for 2018. These project include Spotted Sandpiper resurfacing ($45,550), Greenwood Drive rebuild ($2,050,000), North Sea Pines Drive survey ($84,000), Deer Island Bridge rehabilitation ($100,000), North Sea Pines Drive leisure trail widening ($30,600), Lawton/Rice Dyke leisure trail bridge replacement ($30,000). Mr. Griffin asked as well to include the status of all deferred projects from 2017 in the next MEMP Committee meeting. l) Members Comments Mr. Fredericks as well stated that a tree care consultant initially assessed trees within Sea Pines, and it was decided that there will be 100 to 200 plots that will assess the tree condition and create a comprehensive tree care program. By doing this maintenance department will be proactive in tree care that will overall improve the look and safety of Sea Pines Plantation. Ms. Pardue as well mentioned the Live Oak legacy list, which composed of fifty (50) trees that would receive special care and a bench, and she mentioned that it should be looked into this list again. 5. Adjournment With no further business to come before the Committee, Chairman Richardson adjourned the meeting at 10:54a.m. The next meeting of the CSA, Maintenance, Enhancements and Major Projects Committee will be scheduled for May 2018. Respectfully Submitted, James Richardson Chairman 5