----- Forwarded Message ----- From: Kurt Ries To: Dave Parot ; Phil Angier ; Mike Nielsen ; Tim 88 ; Mike Brigham ; Joseph Kareivis ; Jessicaboylan Sent: Tuesday, July 23, 2019, 07:19:03 PM EDT Subject: Village Assoc - Owner Meeting Minutes & Contact List Hi Folks, find attached updated Village Contact .pdf and 2019 Village Assoc. Annual Owners Meeting minutes. Please have a close look at the contact list need some help to complete. Comments, corrections, additions all wellcome. Thx -Kurt ********************************************************* ** Minutes - Village Association Owners Meeting ** ********************************************************* June 29th, 2019 ** Attendance: 123 Steven McLeod 5.94 Proxy 124 David Parot 4.01 Present 125 Nolan Titcomb 4.01 Not Represented 126 Chris Poyette 5.94 Not Represented 127 Kurt Ries 3.3 Present 221 Terese Ayer 6.83 Not Represented 222 Colleen Malloy 6.83 Not Represented 223 Tammy McGuriman 5.94 Not Represented 224 Steve Silberg 4.01 Not Represented 225 Michael Nielsen 4.01 Present 226 William Donahue 5.94 Present 227 Kurt Ries 3.3 Present 228 Mike McKenna 6.83 Not Represented 321 Ernest Levesque 3.3 Not Represented 322 Jamison Ervin 3.3 Not Represented 323 Jennifer Bell 5.94 Not Represented 324 Phillip Angier 4.01 Present 325 Joseph Kareivis 4.01 Not Represented 326 Tom Rowlett 5.94 Present 327 Tim Bergeron 3.3 Present 328 Mike Brigham 3.3 Present Per by-laws, a quorum is established by the “majority of owners” present, defined by twenty five percent (25%) of the votes present or represented by proxy in accordance with the percentages assigned in the Village declaration. -Quorum established ** Budget Was discussed and approved. -Board approved Lawn Maintenance contractor -Board approved Snow Removal contractor -Board approved/renewed Building Insurance policy -We have a couple of owners behind on Assoc. fees; both have discussed payoff plan with Property Agent ** Board Members The following Owners where unanimously approved to the board by the owners: Kurt Ries Dave Parot Mike Nielsen Michael Brigham Tim Bergeron Remaining Board Members: Phillip Angier Joe Kareivis ** Reinstate Owners Seasonal Memos **** Winter Memo: Reminders to head off recurring winter issues of heating units during extreme cold snaps, snow removal, parking lot etiquette, firewood storage and no primary heating with firewood. Mailed to each owner in November Spring Memo: Reminders to clean-up after pets, trash/recycling, parking lot etiquette and Assoc. schedule of maintenance activities. Mailed to each owner in April Summer Maintenance Memo: Reminders for unit owners yearly maintenance check and repairs, ban on all grills, Board approval needed for modifications to exterior of buildings and common areas, Window replacement initiative. All part of insurance claim mitigation action plans Mailed to each owner in June ** Maintenance Tasks **** -Property Agent following up on It was discussed that the Board needs to keep and update a Maintenance Task List, to assist Property Agent in funding and prioritizing tasks -Also discussed having Board member follow up on the Contractor's work Owners not cleaning out lint trap in clothes dryers Bathroom fans venting into attic/ceiling joists New exterior unit Light Fixtures, by front doors Barbeques starting to show up on decks again Bldg A 2nd ramp, walk surface rotted and punky -Halve the joist hangers on all the ramps are rust through and/or gone -We discussed using composite decking for the 'foot' surface Bldg B 2nd ramp Tower footing is moving and the tower in danger of fall off. ** Water Infiltration Roofs to be completed on Bldg B, this year. -Bldg A may have to wait until next year -Being paid for from the roofing fund, that we been setting aside for the last ~10 years 327 Ceiling Leak -Significant water leak through ceiling after new roof installed -Contractor believes leak not from roof or chimney, as thought previously, but from hole in siding -All the Chimney flashing have been an issue, many water leaks over the year -Joe B mentioned chimney flashing is included with new roof -Damage in 227 also -It was discussed vinyl siding leaks are hard to find, an can migrate 326 Ceiling leak -New section of roof installed Bldg B 327, 227, 127 Water infiltration probably from door thresholds -One can see that water, leafs and debris are flowing down behind the siding, pooling up in bottom unit Discussed cleaning out apron and sewer drains at base of buildings -Ensure they are functional, every spring, to assist in pulling water away from the bldg -Unit 127 entry area got flooded last spring -May need a trench for the spring run off Roof gutters have been discussed in the past, we are not convinced they will help. ** Staining Brown Trim and Decks It was discussed that this is the sixth year the painting and staining has not been complete. -Property Agent meeting with contractor, board to make a decision from there -In past years contractor completed in one summer -Contractor wants to bring an expensive cherry picker to paint the towers Its the prep work that takes time, plus its ~5 years before it needs to done again Going to delay RampTower staining/painting, until we can get them good repair ** Pest Control Rodent deterrent, eg poison, have been place in and around the bldgs, please do not move or dispose of -Property Agent will manage them ** Discussed Banning Fireplaces/Wood Burning Stoves We have had three significant fires in recent years, fourth ones a charm... Last annual meeting it was discussed to schedule a thorough inspection of the chimney, this did not happen. Chimney sweeps shined a flashlight down the chimney flue and said it was all they could do. Owner showed attic picture of Bldg B Chimney stack that appears to be in bad shape. Courtside Assoc. had independent contractor, Fire Pro, inspect their units and then the board decided to ban fireplaces. It was discussed the Village Rules and Regulates state no heating with fireplaces/stoves, short ambient fires only. Board to USPS memo reinforcing no heating with fireplaces and wood stoves. Wood burning Stoves can get much hotter then fireplaces, but fireplaces have already caused Village fires also. Very unpopular decision, with dire consequences. -Owner threatened to sue if board bans fireplaces and wood burning stoves Ash Can Important Owners use the ash can by trash shed and Property Agent ensures they are usable at all times. -New smaller ash can have been put in place, to make it easier to dump -Old ash can will be dumped and removed -Wentworth burnt down from ashes in the trash catching fire -Property Agent will ensure with Snow Removal contractor there is access to ash cans in snow season ** Contractors Difficult to get contractors on short notice, they need to be scheduled months ahead of time. We need to get out of this vicious cycle and have the the foresight to schedule contractors. -Hence if we need a contractor for next year we need to schedule them now. ** Village Owner Contact list Some owners did not receive Village Annual Meeting notice. -Kurt pulling together updated contact and email list Thank You, greatly appreciated, -Kurt