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A community website for the residents of Bixby Hill
Welcome to our Guardhouse Project Frequently Asked Questions
We’ve posted your frequently asked questions and comments as they were submitted, without corrections, to maintain the authenticity of your voices—even the more passionate ones. We appreciate and respect the varied feedback from our community, as it plays a vital role in our decision-making process. The board carefully considers all input, as your thoughts and concerns are important to us. Thank you for engaging in this dialogue as we work together to enhance our community!
Click on the question to see the answer below
Thank you for your support and positive feedback on Plan B! We're excited about the potential value these improvements, including enhanced safety features like the second telescoping gate, can bring to our community. Your input helps us make these enhancements a reality for all homeowners.
The concept proposes a single-story building with a roof peak at 18-feet 10-inches. There is no commitment to a specific height at this time.
See Q 2. The design team has proposed a concept that is intended to increase visibility of the structure when approaching from Palo Verde Ave. The removal of the overhang significantly reduced the massing of the structure, reducing its visibility. The proposed height increases the massing to be more consistent with the scale of the immediate surrounding structures that were not present when the original guard shack was built in 1966.
Several crucial factors affect when the meetings are scheduled, in addition to the availability of the project manager, landscape architect, directors, and the Rancho. Organizing two events on separate days and times increases the opportunity for members to participate and does not interfere with regular board meetings where other business needs to be conducted.
There will be no change to the current apartment parking.
It’s important to note that there have been more than three incidents in the past 27 years that have endangered both property and personal safety, and the potential for danger remains. The current guardhouse was built in 1997 and is not being moved; the project goals include enhancing safety, security, and aesthetics in our community. These repairs and enhancements will address ongoing concerns and may boost property values by making our neighborhood a more desirable place to live.
The funds will come from our budget and reserve accounts, which are for significant repairs to common areas and facilities within the community (Civ. Code, § 5510). This allows for necessary repairs and enhancements without imposing a special assessment on homeowners. A more comprehensive explanation will be provided in December after a cost estimate is received.
There is no predetermined dollar amount that triggers a special assessment.
There is no commitment to any concept or style at this time. The goal is to establish function and solve problems in a process that includes community input. The proposed concept aims to enhance the functionality and safety of the guardhouse while providing a fresh look that complements our community. The first set of renderings will not be the last. Feedback from the community and budgetary considerations will influence the aesthetics. Members have different styling preferences, and no style will appeal to all members. The proposed design also considers maintenance, durability, and costs. The style proposed in the first set of renderings has yet to be finalized, and we are inviting feedback from the membership to ensure the final design respects our community's input regarding scale and character. All input from members will be considered as we finalize the style and aesthetics, and your feedback is invaluable in refining these plans.
The concept is still in development. The goal is to circulate the concept to the community and share the estimated costs when they become available at two community awareness events in December 2024. If all goes well, contractor bids and a construction timeline would be next in the process.
Efficiency and safety are among our top priorities with the new gate system. The preliminary renderings erroneously omit a gate arm in the resident entry lane that should be shown. Revisions to the plan are currently in progress and are expected for the community awareness events in December. Similar to the way that our existing exit lanes have a traffic arm followed by gates, the entry will also have a two-step security mechanism. The primary difference between our current swing gates and the proposed telescoping gates is the amount of time they take to open. Telescoping gates open much faster because they have panels that retract simultaneously (a sample of a telescoping gate can be seen on youtube.com). The concept is for the entry gates to begin opening when a resident’s vehicle is detected at the traffic arm, allowing time to retract during approach. The operations plan for the new gate system has not been completed; however, it will remain adjustable after installation in response to access control demands. In any case, the increased security is worth the upgrade and provides better visibility and awareness before pedestrians approach. The visibility of the pedestrian gate in its existing location can be blocked by large vehicles. Enhanced security equipment will allow guards to monitor and communicate effectively with pedestrians, ensuring greater safety and controlled access.
The proposed gate system is designed to improve both security and efficiency while enhancing the overall aesthetics of the community. Telescoping gates open much faster than traditional swing gates and begin to open as soon as a vehicle is detected at the traffic arm, minimizing delays. The two-step system also helps prevent "piggybacking" by ensuring the gates close quickly after each vehicle passes. While the current arms may seem sufficient, they lack breakaway capabilities and must be replaced. The new proposed two-step system provides a more attractive, secure, and long-term solution for the safety and flow of our community.
The new plan enhances safety by removing elements and equipment from the direct path of travel, reducing the risk of vehicles hitting them and then crashing into the structure, as seen in the recent incident. Additionally, the new design will be better reinforced to protect against potential impacts, providing greater security for the guards. The preferred approach is to integrate the protections into the design rather than add them as separate elements (such as ugly, bright yellow bollards).
We understand the desire to keep the Spanish style aligned with "The Rancho" is important to some members. While the initial design proposed in September considers modern elements for improved functionality and durability, the design team is carefully balancing aesthetics to ensure the final design complements the character of our community, regardless of what final style is selected for implementation. Your feedback is valuable; all input will be carefully considered as we develop the style.
See Q9 and Q14.
See Q2, Q3, Q9 and Q14
Please visit the BHCA website at https://bixbyhillhoa.com/improvement-projects to view the concept drawings and access the complete PDF. Click the “Plan B” link in the second paragraph. This page will also be updated with any changes and the soon-to-be-published FAQs, keeping all current information in one centralized location. Please note that the current drawings are conceptual and proprietary and are intended to provide a general idea of the project’s vision. Please do not duplicate or distribute the drawings because they will change and we want all community members to have the same, and the latest available, information.
See Q17
See Q2 and Q3. Both the height and style in the rendering are not finalized, and we expect the final design to compliment our community's scale and character. The proposed roof peak at 18-feet 10-inches is only 4-feet 10-inches higher than the roof peak of the existing guardhouse at 14-feet.
The current board and management have established regular and ongoing training for our guards to ensure they are well-prepared. However, the existing system is not fully integrated, and its components do not work together as effectively as they could because they were installed in a piecemeal fashion. A new state-of-the-art security system would enhance our existing setup by combining recently installed Proptia software with upgraded gates, cameras, and advanced hardware. This will create a more cohesive and updated system, significantly improving the security and efficiency of our community.
The estimate is in progress. We expect to have this for the community awareness meetings in December.
The preliminary construction drawings for Plan A cost a few thousand dollars. The money was a well-invested and nominal expenditure in a process of due diligence that has led to a beautiful alternative. Due to the unexpectedly high estimated cost of Plan A, at $1.4 to $1.6M, the board directed the project manager and landscape architect to design Plan B with a significantly lower budget in mind.
The board announced its plan to hold two presentations for the project in the September newsletter and at the October board meeting. This initiative aims to foster transparency and invite valuable feedback from residents—something previous boards did not prioritize. We genuinely appreciate all input as we develop our plans, reaffirming our commitment to keeping the community engaged and informed. All or parts of this project may require a resident vote, we are dedicated to considering all feedback before moving forward. We encourage everyone to take this opportunity to share their thoughts, as your voice matters in shaping the final outcome.
See Q11 and Q12
An estimated cost for the entire project is still being assembled. It is possible that the project may be completed in phases.
The design team has been tasked with addressing this issue and has incorporated heat-reducing features such as a shade structure and Low-E glass. The Plan B concept also proposes relocating the guard for active access through a covered doorway.
The design firm presented the preliminary plans for Plan B to the board on September 9, 2024. The project manager needs about 90 days to request and receive vendor cost estimates. The December event dates were selected to ensure that all crucial details are prepared for a productive discussion at the earliest possible time. See Q4.
Multiple trespass incidents with Bouton Creek being the known entry point. These incidents have been reported, discussed in regular board meetings, and disclosed in community newsletters. More details can be found in our monthly Newsletter archive: https://bixbyhillhoa.com/newsletter-archives
The restitution process is part of the driver's probation terms. The driver will be under probation until January 2026, and restitution will be determined during that time. We are working to provide the necessary documentation and costs for a court decision on the amount. If the driver cannot pay immediately, the court may set up a payment plan based on their financial situation. An abstract of judgment may be filed to enforce payment, but any civil enforcement will need to be handled separately. Our goal is to secure restitution as part of the legal process, and we remain in contact with the court to monitor the situation.
See Q21
The final plant palette has not been determined. The proposed plant palette is included in the preliminary Plan B drawings at www.bixbyhillhoa.com
No. There is not enough width to accommodate a separate entrance for bicycles.
The design team has been given a list of priorities that include both lighting and signage. A proposed lighting plan is in progress and not yet available.
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Bixby Hill Community Association
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