Key 2024 Updates
January 14, 2024
Dear Mayfair Lane neighbors,
We begin the new year with several important updates on the Lane finances and ongoing Lane restoration project:
Lane Finances
Quarterly Assessments: The board approved the increase in regular quarterly charges to $2,800.00 effective February 1st, 2024. This payment will be allocated as follows:
Common Area Charges: $ 534.00
Loan Repayment: $1,968.00
Reserve: $298.00
Payment Schedule: The updated quarterly payment schedule is February, May, August, and November. This will now align with our fiscal year which, May 1-April 31st.
Late Fees/Terms: Invoices will go out electronically via email on the 15th of the month prior to the due date of the 1st. If payment is not received by the 15th the late fee will be $150.00 and 1% monthly thereafter.
Annual Pre-Payment: We are now allowing for an annual pre-payment of the regular quarterly charges. If you would like to prepay this year, you will receive a discount of 2.5%. ($10,920). All pre-payments are due by February 1, 2024. Please email the Board to let us know if you choose this option and an updated invoice will be provided.
Construction Schedule
For those living on the Lane, it is clear that construction has taken a pause. Unfortunately, the targeted delivery time of mid-November did not hold. The schedule faced incredible stress early on when the condition of the concrete deck necessitated a full replacement of the deck. Initially, this only resulted in a delay of 2-3 weeks to the schedule. However, subsequent delays with installation and inspections of the membrane pushed the completion date back further. While crews were able to take advantage of a mild fall to substantially complete the underside of the Lane and restore full garage access and exterior parking, ultimately the Buffalo winter caught up with the project and the upper Lane remains unfinished.
What does this mean? Discussions are underway with TRM, however, it is likely we will continue this construction pause until early spring. In the meantime, the subcontractors will demobilize from the Lane, which will include removal of their equipment. The plan is for them to return first thing in the spring, likely March, to conclude work on the upper Lane. We will work with TRM to ensure they hold crews to this timeline and that any materials already purchased are properly stored and insured.
The remaining work includes:
application of a silicone coating in sections one and two (this requires a 48 hour stretch of dry weather, as well as temperatures above 40°F.),
placement of the crushed stone base and fieldstone surface
installation of the flashing in the gap between the Lane and homes
Please note that only the concrete and steel contractors have completed 100% of their scope of work; the other subcontractors all have finish-work remaining to complete.
Neighbors and guests are asked to continue to refrain from using the upper Lane, including walking on the Lane. This is for both the safety of residents and the integrity of the existing repairs. The waterproofing is complete, and the Lane is protected from the current and forecasted weather, however using the Lane without the proper protections damage that waterproofing. No impact on Lower Lane access and parking is expected. If you are still choosing to park in the “no parking” areas on North Street (in which the city temporarily allowed parking during our construction), please be aware: The city is no longer allowing parking in these areas and will begin ticketing those who park there.
Construction Budget
Through November, $2,109,933.73 has been spent toward our contract with TRM, accounting for approximately 85% of the total project cost.
Over the course of construction, we have executed change orders in the amount of $49,627, increasing the contract total. Those change orders were comprised of:
$2,899 was added for the change in scope and additional costs related to pivoting from a concrete repair to full deck replacement. The price difference between a concrete replacement and repair would have been a $226,899 increase to the total project cost in concrete scope alone. To avoid this, TRM was willing to apply the majority of their construction contingency of $224,000 to this change, substantially lessening the blow to the total contract cost and allowing work to continue on schedule.
$29,700 was added to the contract for steel repairs. Demolition of the concrete deck and removal of paint and corrosion revealed additional deterioration to the steel beams supporting the deck that was unforeseen at the time of scoping and bidding the project. Upon the advice of the structural engineer, additional scope was added to the project to replace and properly reinforce the impacted portions of the steel beams and steel connections.
$17,028 was added to the contract for unexpected repairs to the downspouts in the Lane. This was deemed an essential repair for the project because of the poor condition of the existing downspouts and the fact that future repairs to said downspouts would necessitate invading the repaired areas and risk impacting the integrity of the repairs.
There are two pending change orders in the amount of $13,663. These cover additional concrete repairs to the façade of the Lane and reconcile the final cost impacts of the pivot to a full deck replacement. No additional change orders that would add to the project cost are anticipated. We expect the final contract amount will total $2,535,948, reflecting an add of $63,290 to the original contract price: an approximately 2.5% overage. Please note a cost increase of this amount was considered in the loan contingency and had no impact on the increased quarterly assessment. That said, the Board is continually reviewing ways to reduce the overall costs of the project and any potential savings. Currently, we are exploring a way to reduce the final contract number by taking an estimated $50,000 credit for re-landscaping the Lane and, instead, implement a plan that would coincide better with the wishes homeowners expressed during early discussions on garden re-planting.
Many of these change orders were heavily debated by the Board – and while, at times, the Board has not seen eye-to-eye on adding costs to the project, we have all acted under a shared belief that doing so was in the best interest of that Lane, its residents, and allowing this project to progress in a way that will, hopefully, result in substantial long-term savings to Homeowners and an increased value and quality of life for residents on the Lane.
Additional resources on this project, including documents and meeting minutes, are available on this website.
While the construction is paused, we encourage neighbors to review the repairs and bring any questions or concerns to the Board as we will be best able to relay those to the construction team or provide an answer based on previous conversations with construction and design team.
Thank You
We continue to thank you for your patience as this very complicated construction project wraps up. We also thank the many neighbors who have volunteered countless hours to assist with the planning, vetting and undertaking of this project as well as those who have dedicated many evenings to being thoughtful participants in the Lane-wide meetings. We are looking forward to this new year and the new Lane that will accompany it.
Respectfully,
Your Mayfair Lane Board
PS: We’d like to welcome Bernice and Drew to Mayfair Lane; they recently moved into #16, and we hope you’ll join us in extending a warm welcome!