GC Report – 2017-09-19 – Kensington Square

General. Meeting was attended by Deb Beckworth, Rosemary Cruz, Leslie Elwood and Russ Tolle from Brightview.
Goals of the Grounds Committee: To achieve and sustain Kensington Square HOA as an A-Rated community.
Purpose: The primary purpose of the September meeting was to solidify draft budget planning to be proposed to the Octo HOA BOD meeting. The September GC meeting was scheduled to allow for attendance by our BrightView Supervisor, Mr. Russ Tolle to discuss specific projects and estimates needed for the Kensington Square HOA GC budget submission for 2018.
Review of Work Completed and Upcoming/Current Grounds Keeping Activities:
1. Reviewed mowing schedule and any changes or modifications (see Enclosure 1). Mowing is on schedule and is expected to continue every 2 weeks through the Fall until the remaining 5 mowings are completed. Comments were made that this year’s mowing quality was better than in years past and that the level of complaints this season were few and far between.
2. Recent services completed in the last month included weed control applications for the turf on Thurs/Fri Sept 7th and 8th. Three weeks must pass after this treatment before applying see[d – sic] due to the chemical application, so aeration is scheduled after this time period has passed.
3. Upcoming services in September, October and November include:
  1. Aeration & overseeding of lawns in sparse areas only (Sep) (completed).
  2. Final shrub pruning (late Sept/Oct) (completed)
  3. Fall mulching (after the pruning) (completed).
  4. Fall flowers (Oct)
  5. Winterization of irrigation system (Nov)
  6. Leaf removal (Nov/Dec)
Repair, Replacements & Removals:
1. Repairs: Repair/seeding to the PSE crew digging damage for the new light vicinity Billberry Gazebo/Parking area was completed. Crepe Myrtles at the Woodberry Entrance were replaced to match color.
  Proposed 2018 Budget Action: The committee discussed the need for 2nd trashcan at Billbery Gazebo parking lot. Need to work with CMC and get estimates. Recommend this action be funded with any remaining 2017 funds (if available).
2. Replacement/Removals:
  1. Square:
    1. Leslie showed photos of bushes along parking lot edge on Fox Keep. Most are dying and probably need to be taken out.
      Action: Request CMC provide a property line assessment before any action is taken, as the bushes may be on residential property. Once determined, recommend action can be developed (GC requests removal/replacement or the same is requested of the residents if dying bushes are on their property).
    2. There is a telephone box in the ground that sits in water when it rains needs proper drainage.
      Action: Need to determine who is responsible in order to facilitate repair. Project may require formal re-grading and even box re-installed. GC will work with CMC and provide photos and more details as needed.
  2. PARC: NSTR.
  3. Manor/Billberry: Pruning of the large oak tree (Billberry Gazebo) to remove all the dead branches was completed; removal of a willow pin oak in same area was completed; and pruning of branches in natural area across from the gazebo was done.
3-year Pruning/Arbor Project. The board requested that the GC develop and submit an annual pruning program (APP) for the common area large trees. The GC requested that Mr. Tolle prepare a recommendation from BrightView on the best methodology across the community. First priority is the pruning for the Fall ’17. We need to shape trees and eliminate the overgrown look that is starting in numerous common areas.

Proposed 2018 Budget Action: At Enclosure 2 is BrightView’s recommended 3-year plan with cost estimate.
Project Name: Arbor Care 2017
Total Cost for years 1 & 2: [redacted]
Year 3 is for townhome-specific trees. Also to kick-start the project, recommend with any 2017 reserve maintenance dollars, the HOA approve “shape, trim, prune, cut back” the common ground trees in some instances before the leaves fall off the trees and other cases right after in late November or early December 2017. Overall, for property values, focus need to be on highly visible locations, like along Rt 50, Rugby Road, and all entrances.
Large Fall ’17 and/or Spring ’18 Landscaping Enhancement Projects:
1. Woodberry Entrance Enhancement. BrightView was requested to develop renderings to beautify the center island at the Woodberry entrance and the grassy area at the corner of Woodberry and Billberry at the gazebo. The Woodberry entrance is the largest and “main” entrance into the community, but still lacks that “A-Rating” look. The center median lacks curb appeal and is not up the same standard as the Rugby/50 corner or the smaller entrances off Rugby. The current median trees are small and do not fit the size, scope, and grandness of the entrance. Several renderings were provided and the committee reviews to select one.
  
  Proposed 2018 Budget Action: At Enclosure 3 is the BrightView estiate for the GC’s recommended landscaping of the Rt 50 median.
  Project Name: Corner of Woodberry Meadow & Billberry Drive
  Total Cost: [redacted]
  Please note that the crepe myrtles being removed from the center island project (Enclosure 3) will be used in this project to preserve resources.
Fall ’17 and/or Spring ’18 Replacement Projects:
For several years, the community and especially residents of Billberry have complained that Billberry Drive looks dull, with no curb appeal as compared to other streets in the community. There was one report to the GC from a resident that their house guest thought it was an ugly street. As the main thoroughfare for the entire community, it is critical to have the street look good. Several ideas have been considered over recent years, and after consultation with BrightView, it was determined that it would be best to have the street be lined with the Hornbeams. This type of tree is in front of most residences, along the curb, but not at one. Originally, two sets of townhomes had Serviceberry’s which are not good for the space in question, per consult from BrightView. The one that was in front of 3878/3876 was replaced by the HOA two years ago (despite constant care and watering) with a hornbeam and is doing very well. The second one at 3875/3877 (across the street) still has the Serviceberry, which was in bad shape to begin with and has not done well; and it doesn’t match the look of the street at all. This tree was marked for replacement last year, but was not replaced due to higher priority replacements. The second tree to be replaced is a very week hornbeam in front of 3883/3885. While the tree has grown, the entire top of the tree is dead. It has been like this for at least 5 years, so the tree was probably in very poor condition when originally planted by the builder. This tree was also marked last year for replacement, but was not completed. In order to have Billberry present a common look along the street, recommend one-time replacements of these two weak trees with new Hornbeams to match all the other trees along the street. Again, these two trees were marked for replacement last year, but due to other tree replacements, they did not get replaced. Residents are aware that it will be there [sic] responsibility to water the trees. They are active ‘waterers’ and the 3883/3885 property has an actual sprinkler system.
Proposed Fall ’17 Action if funds are available or Spring ’18: At Enclosure 5 is BrightView’s estimate for tree replacement at the curb of 3875/3877 Billberry drive. Fall ’17 action is preferred to give the tree ample time to adapt through Fall/Winter/Spring and before Summer ’18.
Project Name: Tree Replacement 2017
Total Cost: [redacted]
Proposed Fall ’17 Action if funds are available or Spring ’18: At Enclosure 6 is BrightView’s estimate for tree replacement at the curb of 3883/3885 Billberry Drive. Fall ’17 action is preferred to give the tree ample time to adapt through Fall/Winter/Spring and before Summer 18.
Project Name: Tree Replacement 2017
Total Cost: [redacted]
Open Forum – New Business.
1. Kensington Perimeter Pruning/Trimming Issues. There are areas along the HOA community perimeter, especially along the west and north sides, neighboring with Highland Oaks, where trees are encroaching on private residential property or causing potential safety issues along common area paths (dead branches loosely hanging, etc). It is unclear who is responsible for caring for these matters.
  Action: Request CMC research to get accurate property lines and official county guidance as to our HOA’s responsibility for pruning/trimming these perimeter trees that are encroaching on private property or causing a safety issue for the community.
2. Fox Keep Run Back Fence Issue. Residents of Fox Keep continue to inquire with the GC on the HOA’s action to resolve their back fence issue.
  Action: Request that CMC please communicate with those residents as soon as possible on status of the issue as the GC is not able to respond to residents on this issue.

[Enclosures redacted for security reasons]

Submitted by Deborah Strayhorn, chairperson