Special Assessment Progress Report #8
Here are the latest accomplishments on the special assessment projects:
I. Curtain Wall Replacement — We have received City approval of the curtain wall design documents. As a result, Nautilus General Contractors is in the process of ordering the window curtain wall system. This should lock in the cost of the system and avoid future price increases.
II. Homeowner Forum #1 (15 May 2024)
a. Doug Whitmore of Whitmore Architects led the homeowner forum, introduced the major players on our consultant team, and described the master planning process for designing and restoring the site areas that will be impacted by our special assessment projects.
b. Tim Jachlewski, head of In-Site Landscape Architects, then presented the master plan for site restoration and improvement, which include future improvements beyond the area being excavated by the waterproofing project. The slides for Tim’s presentation, along with a flyer-over visual of the completed master plan are now available for viewing on the Bay Scene HOA web site.
c. Robbie Hauser, project executive from Nautilus General Contractors, briefly described what to expect when the project is under construction. He also announced Homeowner Forum #2, which is planned for June (see paragraph below) and will focus solely on the construction phase of the project.
[Meeting notes are below]
Bay Scene 15 May 2024 Homeowner Forum
Homeowner Forum #2: Saturday, 22 June (10:00 am – noon), Bay Scene Club House / Zoom
Nautilus will introduce the contractor team who will be working on the Bay Scene project, including the representative that homeowners should direct all questions to. This is your opportunity to learn when and how your individual unit will be affected, and have your questions answered.
Meeting Notes for May 15, 2024
Bay Scene Owners Association: Homeowners Forum
Project No. 21D008.01
Meeting Time: 6:00 until approximately 7:30 pm
Presentation by Doug Whitmore (Whitmore Architects):
Greeting and Introductions:
o Board Members:
Bob Citrano
Frank Kingery
Bob Kevane
Stan Mestman
Richard Felix
o Steering Committee:
Alexa Roberts
Nancy Eggert
Rose Cox
Melanie Stangle
Richard Felix
o Design Team:
Doug Whitmore, Whitmore Architects
Geoff Miasnik, Whitmore Architects
Tim Jachlewski, In-Site Landscape Architects
Jay Rohrer, In-Site Landscape Architects
o Construction Team:
Robbie Houser, Nautilus General Contractors
Tim Seaboch, Nautilus General Contractors
Tonight’s Agenda: Reporting in about…
1. A Master Plan for Bay Scene
2. Repair Project Status Report:
a. Curtain Wall Window System Replacements
b. Balcony Repairs
c. Waterproofing Repairs
A Master Plan for Bay Scene:
o What is a Master Plan? Why has it been prepared?
A Master Plan gives an organization a picture (or vision) of how the community sees the future development of a property. What could the future look like? It is informed by members who are invested in maintaining the long-term livability, viability and good of the community.
Preparation of the Master Plan NOW provides guidance to the Board, the Community, and the Design Team regarding how to design develop the site areas that will be impacted by the significantly large repair project.
The obvious question was whether to “replace in kind” (which would incorporate conditions that the community felt should be improved) versus improving these conditions within the large area of repairs.
E.g. Accessibility: The Master Plan envisioned improved accessibility to the bases of the towers, removing stairways by using ramps and walkways, and by adjusting grade.
o Who was involved in preparing the Master Plan? How was the Master Plan developed?
The Association Board formed a Steering Committee, who worked in conjunction with the Board (and others, like Mike Latham and Heritage Landscape Maintenance) to define, discuss, direct, and debate proposed Master Plan concepts, both near-term and long-term.
The Design Team was expanded to include a landscape architecture firm (Tim and Jay of In-Site Landscape Architecture) to develop designs for the Master Plan and to respond to input from the Steering Committee and Board.
Nautilus General Contractors, the Contractor for the repair project, is participating by providing costs estimates for proposed site improvements, though limited to those conditions within the repair areas and scope of the special assessment.
The process has been iterative (back and forth): We gain Association input, we design in response to what we’ve heard, and we review our design with the Association to gain its further input. Process steps include:
Design Team meets with Steering Committee / Board to obtain project goals, objectives, visions, desires, and to provide counsel into the process.
Design Team prepares conceptual plans to address input received.
Design Team meets with Steering Committee / Board to review design concepts, receive input, and provide counsel.
The iterative process has culminated in the Master Plan that is being presented today.
o Two thoughts: Of Encouragement / Of Caution:
Of Encouragement: You live in a great environment, with great people who care about where they live.
Of Caution: Preparing a Master Plan means forecasting what something could be, including what it could look like. In order to incorporate master plan concepts into our current design, we had to study what things could be and look like.
We are going to share some very nice drawings that include designs for the current project and future projects.
The current project is “educated” by the Master Plan. Future projects are currently just that: Future. We are not working on future projects.
Presentation by Tim Jachlewski (In-Site) & Geoff Miasnik (Whitmore Architects)
o Master Plan Slide Show Presentation:
Steering Committee / Board: Discussions and recommendations for project criteria included:
Security; Site and Building Access.
Pedestrian Circulation and Access, especially the challenge of having only stair access to:
o The Towers across the upper terrace,
o The pool, and
o The beach.
Dated and maintenance-prone site improvements (i.e., paving, fountains).
Landscaping and tree conditions (e.g., trees that are invasive, a nuisance, and diseased).
Landscape features and/or species that are unique, special, and/or beneficial and should be retained.
Design Team: Conceptual design, creative ideas and feedback also included:
Analysis of site use areas: Active, quiet, rest and gathering spaces.
Grading & drainage concerns: Next to the Towers and around the site.
Views: Important view planes to preserve and enhance.
Master Site Plan (Sheets LA-12 and following):
“Big Ideas” for Phase 1 Implementation:
o Reconfigure walkways on the bay side of the Towers (Terrace) to eliminate stairs, utilizing ramps and sloped walks instead.
o Recreate the Stair from Terrace to Pool: visual enhancement (reinforce the “WOW” factor), straight-forward access to pool, provide additional exterior space at Recreation Room.
o Pedestrian ramps from Terrace to Pool deck and from Pool deck to Recreation Room.
o Replace the waterfall feature with a new design.
o Provide an accessible entry at the front of the project (i.e., without steps) and access that does not require circulation through the existing Lobby building.
Site Concepts for Future Improvements
This is NOT a part of the current Project or Special Assessment:
o Pool Deck Renovations
o Ramp to the Beach
o Terrace Level Decks and Seating Areas
o Entry Drive and Porte-Cochere Renovations
o Questions and Answers
Presentation by Robbie Houser (Nautilus General Contractors)
Repair Projects Status Report:
o Curtain Wall Window System Replacement:
Project Status:
In final stages of Building Permit approval.
Tentative start – August 1, 2024
Work Sequence (in general, as depicted on drawing LA-13):
Daily Work Hours:
7:30 a.m. to 4:30 p.m. Monday through Friday
Nautilus Construction Team:
Robbie Houser, Project Executive
Tim Seaboch, Project Manager
Site Superintendent and Homeowner Liaison to be presented in June
Contractor’s Mobilization:
Schedule overview
What to expect initially
The “soft” start
o Questions and Answers
o Next Homeowners Forum – Mid- to Late-June:
Date to be determined.
Discuss project scope, schedule, sequencing and what to expect with the excavation, waterproofing of garage, followed by new landscape and site features.
More details on impacts to homeowners, specifics on how the curtain wall installation will work for each owner.
Notes From Owner Questions-and-Answers:
o Owners’ Comments:
Suggested using horizontal sliders instead of casements for security purposes.
Responses:
At this time in the project schedule, investigating and implementing this suggestion is infeasible. If it had been proposed during the January 2023 Homeowners Forum, it could have been considered during the remaining curtain wall design efforts, however, making the change at this time would require revised design and shop drawings and resubmittal to the city for review; it would ultimately delay the ordering of the curtain wall materials. Delaying the ordering of materials could result in a significant cost increase. The new fencing along Gresham Street is intended to address security concerns for the entire property, including concerns about operable windows at the lower levels.
Asked about the fence design, proposed to be installed between the circular drive and her unit, as she is concerned about the view being impacted, and that the space created may not be an inviting environment.
Response:
The fence line will be designed to create a garden environment between the fence and the building. The current fence location had previously been modified after the homeowner’s earlier comments, such that the enclosed area has been extended to the pedestrian pathway. Once the landscape materials are selected, and the garden environment is created within the enclosed area, the design team believes the fence will have less visual impact.
o Various owners:
There is a “tension” between trees and acoustics: trees seem to cut down on, or soften, noise, but this causes views to be lost. One owner cited a letter written by the original architect, Dan Salerno, that dealt with this concern. Finding a balance seems to be worthwhile.
Response:
The Board of Directors and design team concur.
The modernization of the landscape and common area features as depicted in the master plan is welcomed.
Can the ramps and stairs feel more residential and less "institutional"?
Response:
Yes. Design aesthetics and detailing will be developed to improve and modernize the outdoor areas while retaining the ambiance for which Bay Scene is recognized.
A landscape design that is not "tropical" would be better.
Response:
The landscape theme and materials will consider water-wise contemporary solutions and is likely to be less “tropical” than it is today. Design studies will be developed and reviewed by the Steering Committee & Board; these will be shared with Homeowners as the work evolves.
**End of Meeting Notes**