Excavation and Paving of the Roadways
Council wanted to provide an update on the Roadways Replacement Project which includes information on the Resolution and Special Assessment 2023 that is due December 1st.
While the project was on schedule for September 2023 by Lyons & Hohl Paving, we requested that the project be pushed back due to the huge, unexpected cost we incurred due to the water leak in the lower section of PF II, which resulted in approximately $100,000, between the water repair bills ($14, 082) plus the excess water loss ($20,000-$30,000/month) due to the leak, back in June 2023. Mid-September, the Association received notice from PECO subcontractors, HBK Engineering, that work will be done in the community replacing underground electrical cable that involves digging of the grounds, sidewalks and roadways. The Lyons & Hohl Project Manager communicated that they were also running behind schedule due to their workload and would not be able to get to our job until November, and that the weather affects resurfacing, which they cannot do much past the end of October. He reached out to the PECO subcontractors to communicate directly with them regarding the scope of their work. He strongly recommended the paving commence after PECO completes their work. He also stated that because PECO is directional drilling, we may not experience many issues with patched settling in the roadways.
At this time, PECO has not committed to the completion of their project. The Council has determined it is best to move forward with the roadways project due to the severe condition of the roads. Lyons & Hohl Paving will be providing us with an updated contract in the weeks to come which will be posted on the website alongside the existing one for you to review upon receipt. There will be an increase in the new contract consistent with the asphalt index, but we will communicate this as soon as we receive the details. Their Project Manager reports that we are slotted for June/July 2024, and will confirm the schedule in March when they firm up their resurfacing season’s schedule. We will announce the date as soon as it is confirmed.
Resolution and Special Assessment
While the Resolution states that the Special Assessment 2023 of $1,000 must be paid within the calendar year of which it is issued, we will leave the due date as December 1, 2023. However, given the unforeseen circumstances that have caused the delay in the start date of the project, the Council has voted to waive any Late Fees for unpaid balances of the Special Assessment through March 1, 2024. This will allow for more time for those who need it to pay the balance in full prior to the commencement of the project.
As previously reported, the Association collected $193,000 from the Special Assessment 2022, which was successfully transferred this month from Truist Bank Reserve Money Market account to Danella Realty who currently holds all Reserves in our First Citizens Bank Reserve Money Market account. In the next few weeks, we will also report how much has been collected to date from the Special Assessment 2023 (as well as any outstanding Special Assessments from 2022) directly to Danella Realty for this project.
Special Assessments are used to pay for major projects such as the roadway repaving. It is our hope that by waiving the Late Fees thereby extending the due date to March 1st, will ensure that all unit owners will pay their Special Assessment in full in time for us to be able to pay the project off upon completion. Thank you very much for your patience as we worked all of these moving parts out as it was no easy matter. We appreciate your trust in your Council as we work to serve you and our community.
In Summary
- We are on schedule for the roadways project to commence June/July 2024, and expect to receive a schedule in March 2024 per Lyons & Hohl.
- All monies collected to-date for this project are held in our Reserve Money Market account with Danella Realty.
- The due date for the Special Assessment 2023 will remain December 1, 2023, however no Late Fees will apply through March 1, 2024. This will allow more time to pay the balance in full by March 1, 2024, without penalty.
Thank you,
PROVIDENCE FORGE ASSOCIATION