********************************************************* ** Minutes - Village Association Owners Meeting ** ********************************************************* July 16th, 2020 ** Attendance: 123 Steven McLeod 5.94 Present 124 David Parot 4.01 Present 125 Nolan Titcomb 4.01 Not Represented 126 Chris Poyette 5.94 Present 127 Kurt Ries 3.3 Present 221 Terese Ayer 6.83 Not Represented 222 Colleen Malloy 6.83 Present 223 Tammy McGuriman 5.94 Present 224 Steve Silberg 4.01 Not Represented 225 Michael Nielsen 4.01 Proxy 226 William Donahue 5.94 Present 227 Kurt Ries 3.3 Present 228 Mike McKenna 6.83 Not Represented 321 Ernest Levesque 3.3 Present 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 Naomi Hahr 5.94 Present 327 Tim Bergeron 3.3 Present 328 Mike Brigham 3.3 Not Represented 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 ** Board Members Dave Parot Phillip Angier Joe Kareivis Mike Nielsen Michael Brigham Tim Bergeron Kurt Ries ** Budget was discussed -Showing $25k in the hole -Lawn Maintenance contractor -Snow Removal contractor -Board approved/renewed Building Insurance policy -We have a few of owners behind on Assoc. fees; all have discussed payoff plan with Property Agent -Putting all major projects on hold for this fiscal year ** Maintenance Tasks **** -Property Agent following up on It was discussed to curtail all major repair projects for rest of fiscal year -Including new roof for bldg A Fire Sprinkler system -Saved some money by keeping up with the maintenance Snow Removal contractor damage Bldg B -Same contractor as Courtside condos uses -Contract repaired lawn, still have loose landscape timber -Ramps get very slippery in winter, contractor not maintaining ramp sand buckets -Needs less slippery ramp surface, deck stain maybe -Kurt has detailed requirements for the contractors to meet, if needed ** Laundry room -Tune up needed ** Staining Brown Trim and Decks It was discussed that this is the seventh year the painting and staining has not been complete. Bldg B deck staining is complete Bldg A deck staining on hold Prep work takes time, plus its ~5 years before it needs to be done again -Concerns discussed on how the decks were preped and should be power washed -Had issue with power washers raising the grain of the wood and causing more damage Bldg A 2nd ramp, walk surface rotted and punkie -Halve the joist hangers on all the ramps are rust through and/or gone -Screw down boards not nail -We discussed using composite decking for the 'foot' surfaces ** Water Infiltration Roof Replacement Assoc. lost $13k from first roofing contractor filing for bankruptcy -State Trooper office opened a criminal case # against the contractor -Property Agent getting no response from State Trooper office -Like the job our current roofing contractor is doing Bldg B roof is complete, following up on chimney flashing leak -Looking to get Bldg B all tightened up before moving on -Bldg A to wait until a later year, need line item quote -Being paid for from the roofing fund, that we been setting aside for the last ~10 years -Focused on Bldg B chimney flashing leak 327 Ceiling Leak -Significant water leak through ceiling before and 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, and can migrate 327, 227, 127 Water infiltration probably from door thresholds -Water damage from water flowing down exterior wall, pooling up in bottom unit door area -May have similar issue in #126 -Owners are responsible for cost of Windows and Doors 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 -Roof gutters have been discussed in the past, we are not convinced they will help -Unit #127 entry area has flooded in the past -Bldg B apron drain extension, put in several years ago, is gone completely filled in with grass ** Pest Control Rodent deterrent, eg poison, have been place in and around bldgs -Please do not move or dispose of, Property Agent will manage them ** Fireplaces/Wood Burning Stoves Owners frustrated by Assoc. not providing clear path to getting their fireplaces compliant -Owners responsible for replacement cost of their fireplace insert and installation -Assoc. responsible for the cost of a compliant chimney -Rough estimates for propane inserts, including cost of chimney, anywhere from $5K to $8k per unit -A motion was approved to allow owners, on a case by case bases, to replace their Fireplaces with propane inserts -Assoc. covers cost of outside venting through existing chimney infrastructure -Dependent on how many installations we can do at once, maybe discounted by contractor We have had three significant fires in recent years. -Worried about law suits from banning fireplaces and for not banning fireplaces... The Village Association has elected to continue the temporary moratorium on non-compliant fireplaces. Wood 'Stoves' are banned as they are not compliant with our existing fireplace chimney infrastructure. Current compliant fireplaces, for ambient fires only, that have been inspected and any needed repairs completed -Current compliant Units - #221, #321 and #324 Fireplaces are banned for all short term rental units. Owners, with compliant fireplaces in long term rental units, please ensure to ban or enforce the ambient fires only with your tenants. It was discussed making repairs to existing chimney infrastructure -Contractors worried about liability, if not replacing -There are chimney repairs needed to many units, even for ambient fires with existing infrastructural -Concerns were raise this is still a risk and no practical way of regulating ambient fires only It was discussed replacing chimneys for wood burning is really not feasible -Chimney chaseways would need to be rerouted and widened Some viable fireplace inserts options are propane or electric -Electric do not need venting and give off heat -Propane can be vented with insert in existing chimneys or exterior wall Ash Can Important owners use the ash can by trash shed and Property Agent ensures they are usable at all times. -Wentworth condos burnt down from ashes in the trash catching fire -New smaller ash can have been put in place, to make it easier to dump -Property Agent will ensure Snow Removal contractor provides access to ash cans -Ash can been full all season ** Moving parking lot Rock -On occasion owners parking in resort lot because Village parking lot is full in the winter -Our parking lot gets smaller as the snow builds up -Not going to happen... ** Contractors Many contractors do no want our Bolton Valley business, because of travel and being stiffed by the resort -Hence contractors can be hard to fine 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 foresight to schedule contractors. -Hence if we need a contractor for next year we need to schedule them now. ** Village Owner Contact list Assoc. is keeping a current contact list, with billing address, phone and email -Helps with communication between owners -Please keep us informed with any updates Thank You, greatly appreciated, -Kurt