Kaitlyn Njoroge/ January 7, 2019/ Important Notices

It has been a few months since the indoor pool was closed.

While this project is currently scheduled to be completed in March, we want to take you through the entire project to better understand the magnitude of what is being done and dispel rumors.

The ceiling in the Pool area is more than 17 years old, which is nearing the end of its natural life cycle. This life cycle is reflected in the Reserve Fund study completed for the HOA.

So when the Board made the decision to tackle the replacement of the HVAC systems in the Clubhouse, both Management and the Board agreed to tackle replacing the Pool ceiling to cost-effectively address the Pool area and minimize future construction and disruption.

Simply put–There are currently 2 major projects occurring simultaneously:

  1. The replacement of the de-humidification system- which provides the conditioned air and removes condensation.
  2. The replacement of the indoor pool ceiling – Areas of the ceiling had warped and in disrepair due to years of condensation.

Unanticipated Curve Ball Contributes to Delay

Both of these projects have their own complexity, but no one could have anticipated the curve ball we experienced when the Pool ceiling was removed. The soffit around the pool was sagging in numerous locations, beams had nails but were not connected. Furthermore, some of the window dormers on the roof and sections of the roof had been leaking for an undetermined period, because black tar paper had not been installed on the roofing material. Obviously, this shoddy construction was not visible to inspection during Transition 1, because the ceiling hid these defects.

Our construction company began raising concerns about whether the roof over the pool was structurally sound—and would require major replacement/repairs.  The Reserve Fund cost projections were sizable and scary.  The Board & Management agreed to call in O&S Associations, our engineering firm, to evaluate the sagging roof.   This evaluation process took a month, but they gave us recommendations to address the problems without the need to essentially tear down the roof over the pool.

Once the Board received the O&S recommendations, rather than cut corners and award a single bid to a contractor, a competitive bidding process was followed.   Cutting corners might have saved time, but it would not ensure the HOA didn’t overspend to fix the roof—internally & externally.

The list below highlights some of the findings.  It is important to note that there was No Mold found anywhere.

  1. Leaks at all the roof window dormers – Due to shoddy construction this required roof repairs and a complete rebuild of 1 of the windows, we discovered missing tar paper under shingles, etc.
  2. Soffit was not secured correctly to structural ceiling, the nails were not actually in the beam causing the soffit to sag and create an unsafe condition – we needed to secure properly
  3. No vapor barrier between the sheet rock and trusses – we installed all new
  4. Leak in the closet that stores the noodles and weights
  5. Missing insulation
  6. Radiant floor leaking under the concrete pool deck

HVAC Project Issues:

While the primary mission was to tackle the HVAC project, this work could not proceed (almost 2 months of delay) until the repairs and structural concerns with the roof could be addressed.   But the HVAC project had its own complexity. There was no duct work installed with the original system.  The new de-humidification system we were installing required the engineer to redraft the plans to incorporate the duct work.  This duct work then had to be installed within the existing ceiling space, and, yet, still perform up to the standards required to eliminate excessive condensation.

No project of this size and magnitude is completed without a visit from “Murphy’s law”.   During the duct work installation, the tight quarters in the roof resulted in damage to a rusted fire suppression head.  Our fire system showered the pool below with a substance that then had to be carefully and thoroughly removed to avoid damage to the indoor pool surface.   The HOA has been patient, but very direct with our HVAC vendor, with an understanding that any accident during the course of the HVAC project does not incur or become a cost liability for our homeowners.   Appropriate insurance claims were submitted.  While the delay resulting from this incident was unavoidable, the expense to fix the problem was addressed—and the duct work was fully installed.

The list of HVAC replacement repairs/renovations is as follows:

  1. Remove old de-humidification system and replace with new (located in basement)
  2. Remove entire ceiling and soffit and replace with new
  3. Change all fire suppression heads (Heads were rusted and should be changed every 15-20 years especially an environment like the indoor pool)
  4. Replace and upgrade technology indoor pool filtration equipment in basement
  5. Resurface the hot tub, repair areas of the pool surface and install new handrails
  6. Repair leak into basement from pool lines (this requires removal of areas of the concrete pool deck)
  7. Replace all light bulbs with LED for visibility and energy conservation


  1. Roof repairs – Done
  2. Soffit has been secured correctly-Done
  3. All fire suppression heads and lightbulbs have been changed-Done
  4. New de-humidification system has been installed in basement and duct work has been installed in the pool ceiling-Done
  5. Vapor barrier and sheetrock has been replaced in Poole ceiling –Done
  6. New filtration system has been installed in basement, additional work is still required in pool area
  7. Floor leak locations identified and we also located a leak in the pool return line system – this has not yet been 100% repaired.


  1.  Painting of ceiling, soffit and walls – Approximately 3 weeks needed – this time period is extended as there is currently no heat on in the pool area, therefor things are taking a bit longer to dry. The new unit cannot be started until there is water in the pool, we can’t fill the pool until the ceiling is painted and the scaffolding has been removed.
  2.  Repair of the radiant floor and pool return line – 1 week of work
  3. Spa re-surface and surface areas of the pool – (which can’t be completed until after the scaffolding is removed.)  Once completed the pool / spa will be placed on a 3 week slow fill in order for surfacing material to cure properly
  4. Concrete deck repair and cleaning– this work will be done simultaneously with the pool work
  5. Electrician to complete new Bonding and Grounding Certificate
  6. Water balancing  – 3 to 5 days
  7. De-humidification system –start up and balancing 3 to 5 days.

We have heard the comments that homeowners have been peeking into the pool area, when the door is unlocked and have not seen anyone working – First no one should be entering this area, as it is not safe for homeowners with all the construction material and second, there is currently no heat in that room, so as previously mentioned, drying times are extended. If the door is unlocked it is because the vendor is onsite and may have simply stepped out of the room. We truly cannot express enough to please stay out of the indoor pool area.

From a homeowner standpoint, It was never the Board or Management’s intention to have the pool closed for this long. This memo outlining the challenges we faced should have been shared sooner with homeowners—and we apologize for not doing so. However, our goal from the outset has been to  complete everything now….even with the curve balls we’ve fielded…. instead of opening and closing the pool, as these events occurred. We are taking the time to do it right.

We will begin to provide updated information every 2 weeks, as we move forward toward our March deadline, so that you can stay informed on the projects progress.

We thank you all for your continued patience while we make these repairs and upgrades.

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