Weatherstone Community HOA

Pool reconstruction (March 15, 2016)

Facilities » Projects » Pool Rennovation


Note - Even though the pool reconstruction project is complete, this information is retained and presented as reference and historical material for future questions, perspectives, discussions and analysis by current and future residents and board members. Please note that some work remains from 2016 that will be completed in 2017 along with repairs from the significant 45 minute duration June 6, 2016, afternoon hail storm.


Communication
Date  Comments
Pool Ballot
 June 4, 2014
Project Election
 July 23, 2014
 See official HOA minutes
Letter 1
April 16, 2014  Pre-vote background
Letter 2
 April 16, 2015
 Pre-construction meetings
Letter 3
 August 5, 2015
 Contractors and budget
 Letter 4
 October 26, 2015
 Construction update
Letter 5
 March 22, 2016
 Construction update
Table 1-1
 April 16, 2014
 Summary of pool options
Table 1-2
 April 16, 2014
Potential payment options
Table 3-1
 August 5, 2015
 Budget
Landscape Site Plan
 August 1, 2015 Prepared by Phase One Landscaping
 Sketches and Drawings
 August 1, 2015 Architect's drawings and site plan
 

Before the Pool Project

Pool and Pool House Prior to Reconstruction

(circa 2010)

 

After the Pool Project

Pool and Pool House After Reconstruction

(2016)



Pool Reconstruction Project - Letter 1

April 16, 2014


(TOP)


April 16, 2014

From Rob Schultz

Weatherstone Board President


Thank you to all of you who participated in the Town Hall Sessions and block meetings about the proposed pool repairs and renovations over the last few weeks. The Board and the Pool Subcommittee will host one final Weatherstone Town Hall Session at the Weatherstone pool on Friday, April 25, 2014 from 3 pm to 6 pm. Residents can stop by at their convenience for an informal discussion about the pool facilities and to see the current condition of our pool facilities. After this meeting, we will mail out ballots to all homeowners (each household designated as one Owner) to vote on the pool measure. The purpose of this web page is to address some of your good questions and comments raised at prior Town Hall Sessions.


I will start with some background information.


  1. Background. In early 2013, the Board prepared and administered a community survey to explore whether or not there was an interest within our community to perform renovation work on our pool facilities to improve aesthetics and functionality. The timing seemed right since our pool facilities were due for some much-needed maintenance and repair work to address normal wear and tear, safety concerns and compliance issues. The results of the survey supported further exploring our options through the formation of a Pool Subcommittee of interested residents, a number of whom have backgrounds in real estate and construction. The Pool Subcommittee spent many months identifying and prioritizing the pool repairs and possible renovations based on the survey responses and on discussions with neighbors. This was a very fluid process. These efforts resulted in a proposal and recommendation from the Pool Subcommittee to move forward with specific repairs and improvements at our pool facilities, identified as Option 1 (Repairs and Enhancements). The Board unanimously supports proceeding with Option 1. If the community does not support moving forward with Option 1, then the Board will proceed with repairing our existing pool facilities, identified as Option 2 (Repairs Only).
  2. Summary of Options. Please reference Table 1-1 below.
  3. Additional Information Regarding Cost Estimates. During the course of developing Schematic Drawings for Option 1, the Pool Subcommittee collected cost estimates and bids for various project components from a number of contractors and landscapers. Because the Pool Subcommittee requested cost information on so many options, the bids did not allow for an apples to apples comparison. However, based on the level of diligence done, we expect that these cost estimates are within a reasonable range of where actual construction numbers will fall (with contingencies built in). Note that Option 2 building repair costs were based on a cost estimate from July 2012, and Option 2 pool repair costs were interpolated from bids received for Option 1. See a summary of the cost information with specific budget line items.
  4. Use of Reserves to Fund Some Repairs. Based on our last Reserve Study done in 2011, the Board may use up to approximately $30,000 from current reserves to fund some of the required repairs under either Option 1 or Option 2.
  5. What Happens if Construction Bids Exceed $650,000? If Option 1 is approved, the Board will contract for Construction Drawings based on the Schematic Drawings. From those Construction Drawings, the Board, with the help of the Pool Subcommittee, will solicit construction bids from at least three contractors. Based on the diligence done to date, we anticipate that construction bids will come in under $650,000. In any case, the Board will only be authorized by the ballot measure to approve a construction contract not to exceed $650,000 (exclusive of reserve funds), and we will make changes as reasonably necessary to stay within budget, taking into account change orders, etc. Any significant design changes that might be required to stay within budget will be communicated to the community. Final plans and contracts will also be available to the community.
  6. Additional Information on Proposed Loan for Option 1. 
    • Loan Agreement - The Association (not individual Owners) would enter into a loan agreement with a bank to finance the Option 1 repairs and renovations. Real property and assets owned by the Association (such as the pool facilities) are not desirable collateral to lenders since lenders do not want to foreclose on this type of property. To secure the loan, the bank would instead require an assignment of the Association’s right to future income. That way, if the Association defaults on its loan payments, the lender could step into the shoes of the Association and intercept the Association’s dues in order to repay the loan. In other words, the lender would have a lien on the Association’s ability to levy and collect assessments from its members. 
    • Loan Rate - Our assumptions of a 5.50% interest rate for a 10 year loan remains reasonable based on current commercial loan rates.
    • Loan Obligation - The Association would have an obligation of up to $86,234.05 per year (based on assumptions for a $650,000 loan). This equates to annual assessments totaling $293.31 per Owner (or $24.44 per month), which would be added to our current annual Common Assessments of $616 per Owner (or $51.33 per month). See table 1-2.
    • Prepay Option - Each Owner would have the option to prepay its portion of the assessments tied to the loan in one lump sum (approximately $2,211) which eliminates future interest from that sum. We expect that this option will be available at the time that the Association converts from construction financing to the permanent financing. Please understand that if an Owner elects this prepayment option, the funds will be treated as an advance payment on the Owner’s future Common Assessments, of which our Property Manager will account for on the books. The Association has historically had a low number of Owners who are delinquent in the payment of their Common Assessments. However, if for some reason the Association's delinquency rate were to unexpectedly and significantly increase, it is possible that Common Assessments for all Owners would have to be increased to cover the Association's ongoing operating expenses, including debt service under the loan. Of course the Association will aggressively pursue collections from any Owner who fails to timely pay his/her Common Assessments.
    • Loan Attachment - Common Assessments follow the property and not the individual Owner. Therefore, if an Owner sold his/her home, then Common Assessments (including any increases in Common Assessments tied to the loan) accruing after the sale date would be the responsibility of the new Owner, as is the case now with current Common Assessments. 
  7. Additional Information on Funding for Option 2. Under Option 2, the Association will increase Common Assessments beginning with the 2015 annual budget. Because we are not funding these repairs through a loan or other special assessment, we need to have the money in our account (collected through Common Assessments) in order to pay the contractors as we go. Of course it is possible that the identified repairs may take longer than 3 years.
  8. Code Compliance. In the Town Hall Sessions, Pool Subcommittee members reported that a number of pool contractors have said that they will not perform repairs to our pool unless additional repairs are made to bring the pool into compliance with laws. Currently we have done the required to comply with these laws, but the needed repairs will trigger additional work according to the pool contractors. Board and Pool Subcommittee members have spoken with two certified pool contractors and confirmed that this is the case.

The Option 1 and Option 2 cost estimates above include the estimated costs to perform the additional work as required by the pool subcontractors.

Thank you to the Pool Subcommittee for their tremendous work to date, and the ongoing work to come.  Thank you as well to the Block Captains for their help in getting the word out to the community regarding the pool proposals. Do not hesitate to call me, any of your Board members or members of the Pool Subcommittee if you have additional questions. We look forward to seeing you at the final Town Hall Session at the Weatherstone pool on Friday, April 25, 2014 from 3 pm to 6 pm.


Sincerely,


Rob Schultz,

on Behalf of the Weatherstone Board



 Table 1-1

Summary of Options for Pool Repair and Reconstruction


Category  Option 1
Repairs and Enhancements
 Option 2
Repairs Only
 Scope of Activities
Make additional enhancements No additional enhancements 
Cost Estimates
$650,000 (not to exceed) $250,000 (approximate) 
 Building$350,000 (repairs and enhancements) $132,500 (repairs only) 
 Site construction
Demolition
Masonry
Metals
Wood
Plastics
Roofing
Architecture
Engineering
Thermal
Moisture
Doors
Windows
Finishes
Equipment
Furnishings
Mechanical
Electrical
Permits
 Interior repairs
Exterior repairs
Mold contingency

 Pool$175,000 (repairs and enhancements) $117,500 (repairs only) 
 ADA and PSSA main drains
ADA and PSSA suction equipment
New pool structure with tanning shelf
New plaster coping at waterline
Concrete pool deck and sidewalk replacement
Tile, coves and ADA requirements
Remove baby wader pool

ADA and PSSA main drains
ADA and PSSA suction equipment
General pool repair

 Landscaping$125,000 (enhancements) $0 
 Landscape materials and labor
Masonry materials and labor
Fireplace
Plants
Irrigation
Fencing
Mulch
 FundingFinanced by a 10 year loan (principle not to exceed $650,000); loan payments funded by increasing Common Assessments over the next 10 years by about $25 a month. Funded by increasing Common Assessments over the next 2 to 3 years by about $25 per month. 
 $3,000 (approximate over 10 years)
 $600 to $900 (approximate over 2 to 3 years)
 ApprovalsRequires approval from two-thirds of all Owners. Standard annual budget approval process. No special ballot. 
 TimingConstruction completed by 2015 pool season. Repairs would be made during the upcoming three years (2014 to 2017) 


 Table 1-2

Possible Payment Plans


 Payment Option
Payment Amount (estimate)  Payment Terms
 Pre-Payment $2,211 One time (approximate estimate)
 Periodic Payments
 $2,933 Over 10 years at $24.44 per month

 
Pool Reconstruction Project - Letter 2

April 16, 2015


(TOP)


April 16, 2015

From Rob Schultz

Weatherstone HOA Board President

on behalf of the Weatherstone HOA Board of Directors


The Board and Pool committees have made significant progress on the pool facility renovations project. This email will update you on what we have been doing for the past few months, and where we are headed in the coming months.One of our first orders of business was to engage the services of Inline Management as our Owner’s Representative to help with all aspects of the project ~ revising drawings, reviewing bids, negotiating contracts, finalizing drawings, assisting with the permitting process and coordinating with contractors on the three phases of the project:


  • Phase 1 - Pool
  • Phase 2 - Pool building
  • Phase 3 - Landscaping and concrete 


Next, we put the project out to bid to not less than three contractors for each phase. Throughout the bid process, a number of contractors have made recommendations on how to make our money go as far as possible. One cost-saving recommendation is to do a scrape and rebuild of the pool building, rather than retaining a few of the existing walls (something we initially explored and are now revisiting). A second cost-saving recommendation is to change the elevated deck to a patio, which eliminates fencing and allows us to utilize dirt being removed on the north side of the pool building. We are also working with these contractors to explore how we can keep our options open to future improvements (such as a volleyball area), and to help us prioritize our proposed amenities in the case final bids require us to scale back on the current plans.In the coming few weeks, the Board, with guidance from our owner’s representative, will select our contractors for each of the three phases. We will then revise drawings to incorporate changes recommended by the contractors and as required to meet our budget. After we obtain permits, we can then begin construction.


Because construction will take a few months, we know we will not be done in time for our pool opening (typically around Memorial Day) if we start construction in the Spring. So that we can use our pool facilities for the entire pool season, we plan to get everything ready to go this Spring and then commence construction in September, with the goal of completing construction in the Fall. We will provide you with our next update once our contractors have been selected and our drawings have been finalized.


As always, please do not hesitate to contact a Board member with any questions.


Sincerely,

Rob Schultz

on Behalf of the Weatherstone HOA Board


Pool Reconstruction Project - Letter 3

August 5, 2015


(TOP)

August 5, 2015

 

From

Rob Schultz

Weatherstone HOA Board President

on behalf of the Weatherstone HOA Board of Directors

 

The Board is pleased to provide you with this update on the Weatherstone Pool Area Project.  After months of hard work and considerable planning, we are now in the process of finalizing project costs and working through the permitting process in order to begin construction this Fall.  As you likely know, the Denver economy is very strong.  This has created high demand for contractors leading to rising construction costs.  In response, we have value-engineered portions of the project to allow for significant cost savings, and we have begun a community fundraising campaign (as further discussed below).  We appreciate your consideration in joining with your neighbors in our fundraising efforts to allow for healthier reserves for construction cost over-runs, to provide better amenities, and to permit a second phase of the Project in 2016 for additional landscaping.  What follows is information about:


  • (A) Selection of contractors
  • (B) Budget
  • (C) Project funding, and
  • (D) Updated renderings.

 

  • (A) Contractors - With assistance and project oversight from our owner representative, Inline Management, together with tremendous efforts by Board Member Larry Smart and others, the Board has selected three contractors for the three phases of the project based on their low bids and general responsiveness.  These contractors have been instrumental in helping us value-engineer the project in order to make our money go as far as possible.
    • Building Phase - We requested bids from six general contractors to perform the work on the building phase, as well as to coordinate timing for the three phases of the project.  We received three qualified bids, two of which were within a few thousand dollars of each other (a testament to the efforts of Larry and our owner representative to refine the drawings in order to enable us to make apples to apples comparisons).  Cadre General Contractors was chosen for its bid of $354,280.  We originally budgeted $325,000 for the building phase.
    • Pool Phase - Three contractors bid on the pool phase of the project. Reardon Construction Enterprises was chosen for its bid of $144,876.  We originally budgeted $120,000 for the pool phase.
    • Landscape & Concrete Phase - Four contractors bid on the landscape and concrete work for this project. Phase One Landscapes was chosen for its original bid of $126,485; however, the work for this phase has been value-engineered so the estimated cost is now $99,275.  We originally budgeted $120,000 for the landscape/concrete phase.
  • (B) Budget - The total “hard costs” for the three phases, which includes $5,000 for building permit fees, is $603,431.  Additional “soft costs” (e.g. permitting, architectural drawings, engineering, surveys and other related reports, property management) together with a modest contingency bring the total budget to $711,000.  [See Budget Snapshot].
  • (C) Funding - Front Range Bank remains committed to funding the $650,000 community-approved loan for our project, while maintaining the original-quoted interest rate, despite a rising interest rate environment (thank you FRB!).  We are preparing to close on the loan in the coming few weeks.  We anticipate using approximately $40,000 from reserve funds allocable to certain reserve fund items per our 2011 Reserve Study.  The balance will come from community fundraising.  Successful fundraising will allow us to keep the currently-planned project amenities.  Thank you to the many families who have jumped in early to pledge generous contributions towards our pool area project.  If you would like to make a contribution of any size, please contact Rob Schultz or Kevin Doyle by email or telephone (contact information below).  We may also circulate a sign-up for families to make financial donations (can be anonymous) pledging donated funds to specific items such as splash pad accessories, grills, in-pool furniture and storage room shelving.  Save the date:  
We will have a community fundraising get-together at the Weatherstone Pool on Saturday, September 12, starting at 4 pm.
  • (D) Renderings - Overall, the current renderings of our pool area project are very similar to the renderings provided in the various Town Hall meetings we held last year, with just a few modifications.  Most significantly, our contractors determined that it would be less expensive to scrape the existing structure, keep the foundation and build vertical, rather than to rehabilitate the existing structure.  In addition, we were able to save over $30,000 by changing the above-ground west-facing deck into a patio that will serve the same purpose and function as a deck.  A gas line will be stubbed for a future fireplace, but at this time, that amenity has been omitted from the plans.  We anticipate commencing construction this Fall.

Please do not hesitate to call or email any member of the Weatherstone Board of Directors with any questions you may have.  We look forward to seeing you at the Weatherstone Pool for our fundraising get-together on Saturday, September 12, at 4 pm. 

 

Sincerely,

 

Rob Schultz

on Behalf of the Weatherstone Board

 Table 3-1

Project Budget



(TOP)

(A) Soft Costs


 Activity Firm Cost
 Architecture and Landscape Design
 $27,000
 Architectural Reimbursable Items
 $500
 Structural Engineering
 $1,500
 MEP Engineering
 $4,400
 Site Survey and GESC Plan [ROM]
 $3,000
 Plan Review [ROM]
 $2,500
 Gas and Electrical [ROM]
 Xcel Energy
 $7,500
 Construction Observation and Testing [ROM]

 $5,000
 Construction Management Fee
Inline Management
 $45,000
 Subtotal (Soft Costs)
 $96,400


(B) Hard Costs


 Activity FirmCost 
 Building Permit Fees [ROM]
 Douglas County Government
 $5,000
 Pool Building Renovation
Cadre General Contractors
 $354,280
 Pool Area Landscaping
Phase One Landscapes
 $99.275
 Pool Reconstruction
Reardon Construction Enterprises
 $144,876
 Subtotal (Hard Costs)
 $603,481


(C) Project Contingency


 Activity Contingency
Subtotal (Project Contingency)
 $11,169


(D) Total Project Costs with Contingency


 Project Total Cost
 TOTAL PROJECT COST
 $711,000


(E) Project Funding Sources


Funds
 Source Amount
 Loan (10 years principle, 5.5% annual rate, commercial)
Front Range Bank [Fortis]
 $650,000
 HOA Reserves
 Weatherstone HOA
 $40,000
 Fundraising Weatherstone neighbors
 $21,000
 Total Project Funding
 $711,000

 
Pool Reconstruction Project - Letter 4

October 26, 2015


(TOP)


October 26, 2015

From Weatherstone HOA Board of Directors


As an update on our approved pool area renovation project, we are in the very late stages of the building permitting process. Officially we are in week 7 of a projected 4 to 6 week process. Inline Management (project manager) and Board Members are actively working through comments from various local approval agencies to satisfy their permitting conditions. This is a nearly daily activity. Unfortunately, it has not gone as quickly as desired.


There is one outstanding item which is holding up our project permit from Douglas County Planning - a requirement for the Site Improvement Plan to include easement information. Land Title is finishing up a report known as an Updated Informational Binder needed by Phase One Landscaping to revise drawings. The Land Title documentation is on a “rush” basis and Phase One Landscaping is standing by to move quickly as well. Hopefully this addresses Douglas County Planning’s final condition and allows for the building permit to be received and demolition to begin immediately afterwards. It has been a long road but we still expect completion of construction in time for pool opening by Memorial Day 2016!


Additional updates:


  • General Contractor – We have signed the AIA contract with Cadre Construction (pool and landscaping contracts were previously signed). All contracts are now signed. Contractors state this remains a 5-month construction project.
  • Bank loan - In place.
  • Fundraising – Going well but is an ongoing effort. Please consider joining your fellow neighbors. A financial contribution at any level makes a difference!

We appreciate your patience. The Board is excited to begin this next project phase shortly.


Sincerely

Your Weatherstone Board of Directors

Rob Schultz
Larry Smart
Lisa Iveslatt
Kevin Doyle
Pam Colquette


Pool  Reconstruction Project - Letter 5

March 22, 2016


(TOP)


March 22, 2016

From Weatherstone HOA Board of Directors


  • Overview. The Board and Pool Committee have been steadfast in working to provide a renovated pool facility that is consistent with what was approved by the community, subject to budgetary constraints. Our hope is that this facility will provide some wonderful additional amenities for our community, will help maintain or increase property values, and will be a shared area that we are all proud of for many years to come. The Board very proactively monitors construction costs and change-orders with the guidance of our Project Manager and our General ContractorThe current construction schedule provides a targeted completion date of Wednesday, June 15. We will update you with the actual date of our pool grand re-opening once we get closer to the finish line.
  • Construction Update. The past four weeks of good weather (prior to our recent snowstorm) have been very helpful for our construction team. Here is what’s been happening:
  • The pool structure (mechanical room, restrooms, storage room and 900 square foot patio) is in place, rough mechanical work (including plumbing and electrical) should be completed in the next few days, and we hope to get fascia, soffit and exterior rock work started within the next two weeks.
  • The pool area concrete slabs, pool coping, tile and plaster, have all been removed. Construction on the new shallow shelf extension to the east of the existing pool will begin next week. Once the pool enlargement is completed, reconstruction of the pool will begin, including monolithic coping, new tile and white plaster. Work will also then begin on the splash pad.
  • The main gate entrance step has been removed and will be replaced by an ADA-compliant ramp.
  • While we do not have the money to fund the enclosed fireplace at this time, we are stubbing a gas line so we can elect to add this amenity in the future if desired.
  • Donations. The Board is asking each Weatherstone family to consider a contribution to the community that will be used to help fund completion of our pool project and some additional expenses, including new pieces of furniture and refinished picnic areas in the field to the north of the pool. For each donation of $500 or more, donors will be recognized with an engraved brick or paver to be placed near the new patio area. These engraved bricks or pavers can identify your family name or the name of someone on behalf of whom your contribution was made. So far, 26 families have very generously donated $28,250. Thank you to those families for your tremendous support! We encourage every family to add your name to this list of generous donors.
  • Pre-Opening Walk-Through. May 21 (weather depending), the Board and Pool Committee plans to host a walk-through event to show you the progress to date, and to talk about how you can help in various capacities with finishing up the project.

Your Weatherstone Board of Directors

Rob Schultz
Larry Smart
Lisa Iveslatt
Kevin Doyle
Pam Colquette


 Project Sketches and Drawings

(from 2015)


(TOP)


Figure 1. Site Plan for Pool Rennovation Project.
Figure 2. Pool House Sketch with Patio
Figure 3. Another View of Pool House Patio Design.
Figure 4. Pool Facility Landscape Site Plan

(TOP)


 Project Construction Photos