Warranty Meeting, Jul 15, 09

The purpose of this meeting was to formalize a protocol for warranty work request, both emergencies & non-emergencies. The starting points for the discussion were:

1. Frequency of non-emergency response.
2. How to identify & schedule specific maintenance requests.
3. How to insure that scheduled maintenance requests are completed.
4. How to notify the membership of specific completion.
5. Walkways/stairwells update.
6. John Richardson’s Inspection of the stairwells.
7. Results of first maintenance visit.

Anyone who wanted to add something to the discussion was invited to do so.

Present at meeting: Raul Cartagena, Terry Howard, Ted Graham, Steve Carpenter, Drago Kahanu. These individuals will operate as the Warranty Committee. Jodie Cannon will also be on the committee.

Discussed the following points:

1. Joan Parnell’s storage room: was suppose to change the door handle. They’ll change the door handle on the next visit.

2. Critique of the first few maintenance visit: Everyone agreed that things haven’t been going as well as they should. We need to have a better method of accountability to insure that the work is done. We need to be better organized. We need to schedule things in advance, and coordinate with all involved. Terry also felt that the walkways were distracting the warranty effort. He has meeting with Jeff tomorrow to see if the fix is working. Then we'll have another meeting of the Warranty Committee and schedule the actual fix.

3. Early Jun list:

a. 303E-Dean: damage to floor by the windows. They could not find the problem on the last visit. They’ll try again on the next visit.
b. 705W-Carmen: kitchen window can’t be opened easily, and a screen is missing in living room. They’ll recheck the kitchen windows on the next visit, and install a new screen in the living room.
c. 605E-: screen door didn’t shut all the way. Can’t tell if this was done. They’ll check it again on the next visit.
d. 503E-Panrell: wants the door hinge replaced. She was advised that it wasn’t part of the contract. And she’ll have to purchase/install the hinges on her own. One storage door handle needs to be replaced. The thresh hold plate needs a narrower strip. See if one can be found. The strip will have to be much narrower than the standard strips.

4. Jun 18, 09 list:

a. Cord left on roof of east tower: Raul missed it. It’ll be removed on the next visit.
b. 601E-: floor damage by small screw holes need to be re-grouted. Window stops were damaged and should be replaced. Front door weather strip on bottom of the door, needs to be replaced. All this work will be scheduled for the next visit.
c. 104W-McKenzie: leak around the slider. They came in and fixed the leak but didn’t re-caulk around the door. They’ll finish on the next visit.
d. 306W-: Needs new screen. It will be installed during the next visit.

5. Jul 9, 09: inspected the latest list of warranty requests:

a. Water blisters: were inspected and Terry felt that the blister were caused by cracks in the caulking around the drainage trough on the floor above.
b. Paint & concrete exfoliating on the north wall of the clubhouse: problem was confirmed and the damage are will be scheduled for repair on the next visit.
c. 301W-: window over sink doesn’t open. The repairs will be scheduled.
d. Set a standard on how tight the window should be to prevent water intrusion: a balance will have to be establish between how easily the window opens, and how tight it needs to be to prevent water intrusion. We should establish an agreed upon standard and train Steve, and a few others, on how to recognize the standard. They can inspect the complaint and determine if it is valid. If it is, Steve will notify Raul and he’ll schedule the repairs.

6. Raul is overall manager for all warranty issues. He is the point man. Steve will send all correspondence to Raul, and he will schedule everything. All communications will be done by email. Raul gave us copies of the form he will use to manage warranty requests. We all agreed that we will call it the “Warranty Repair List”. All request will be posted to the list and when the work is completed the unit owner, or designated representative will sign off that the work was done. This should give us the control that is currently lacking.

7. Stairwell Maintenance: Historical perspective. The contract was for cleanup of the stairwell, not replacement. Everyone understood that the stairs would start rusting again. The stairs would be maintained by establishing a preventive maintenance program. The contractor did quote on an option to replace the stairs, but it was ruled out as being too expensive. Ted thought that replacing the stairwell was around $300,000. The previous Board felt it was too much, and went with the cleanup instead. The maintenance of the stairs can be done by someone with Jose #2’s skills. However, a handy who did the process wrong could accelerate the rusting. I asked Terry to quote on an annual preventive maintenance contract for maintaining the stairs. Terry said he’d get us a quote; however, he reminded us that eventually the stairs must be replaced.