Village Assoc. Board Directors Meeting Minutes Date: Tuesday January 25th, 2011 Time: 7:00 PM to 9:00 PM ET Location: Ries Village Unit #227 Primary Objective: Scheduling Maintenance Tasks & Contractors for 2011 ** Attendance: Joe Boylan Village Property Agent Joe Kareivis Village Director Mike Nielsen Village Director Dave Parot: Village Director Mike Brigham Village Director Kurt Ries Village Director * Absent: Colleen Malloy Village Director Quorum established at 86 % **************************************************************** ** January Village Board of Director Meeting Agenda: **************************************************************** Next Board Meeting: Village Assoc. Board Directors Meeting Date: Tuesday May 10th, 2011 Time: 7:00 PM to 9:00 PM ET Location: Ries Village Unit #227 Primary Objective: Owners Annual Meeting Mailing and Agenda 2011 Village Annual Owners meeting is scheduled for the last Saturday of June. -June 25th, 2011 9:00 AM ET ** Treasurer Financial Updates **** -Jason and Joe B Maintenance Tasks: On a biweekly bases Dave designated Village Director discuss these tasks with our Property Agent, Joe Boylan and because of the quantity, available resources and costs we: -Prioritize the tasks -Balances the action with the finances and resources available at the moment -Assign actions to board/committee members and/or property agent Why these tasks aren’t complete: The directors have been inundated in Assoc. tasks, many of the lower priority tasks we have not gotten to because of funding, resources and time constraints. We need your cooperation and help on the various committees in motion. Window Inventory -Mike B and Colleen -Document unit number and windows not replaced -Window report is distributed to owners w/ Annual meeting and posted to Village URL -Mike N to send window replacement memo to owners with outstanding window replacements -Mike N to present window replacement push at annual owners meeting Hot Water Heater Inventory -Mike B and Colleen -Part of Insurance/water damage mitigation plan -Updated from Property Agent Fall unit inspection -Water Heater report is distributed to owners w/ Annual meeting and posted to Village URL ** Seasonal Timelines **** Fall ----- 1.) September - Annual Laundry machine tune ups -Mike B and Colleen 2.) Fall Property Agent shut off outside water facets, fix leaks prepare for winter -Mike B and Colleen -Remove hoses -Need siphons? 3.) Fire Sprinkler System Heater -Mike B and Colleen -Turn breaker on in November -Turn off breaker in spring -This includes lower hanging heater 4.) Tree trimming -Trash / Recycle shed Winter ------ 1.) February - Obtain Insurance quotes/bids for March policy renewal -Kurt and Jason 2.) October/November Winter memo mailing -Mike N Spring --------- 1.) Fire Sprinkler System Heater -Mike B and Colleen -Turn breaker on in November -Turn off breaker in spring -This includes lower hanging heater 2.) May - Storm water drain and ditch clean out -Mike B and Colleen -Performed by Snow Removal contractor -Does this need to be done more than once a year? 3.) May - Need next season snow removal bids for annual meeting in June -Dave 4.) May - Need this seasons Grounds Maintenance bids for annual meeting in June -Dave 5.) April Spring/Summer memo mailing -Mike N Summer ------ 1.) Bldg Fire Sprinkler System -Insure annual inspection passes 2.) Annual Building Inspections scheduled for July/August -Smoke Alarm ~45 batteries -Fire Extinguishers -Chimney Cleaning -Carbon Monoxide Detectors -Inspect unit washer/dryer for any supply line, drain or vent issues -Bathroom sink/tub, Kitchen sink garbage disposal drains -Unit water stains -Check hot heater, age & leaks -Rinnai Heater filter, & vent inspection 3.) Laundry Machine Tune Up, scheduled for September -Bouchard-Pierce -Village budget $200 4.) Roto Rooter Drain Maintenance, recommend doing every 3 years -Next maintenance 08/2010 ** Additional Maintenance Tasks **** -Tree trim Trash / Recycle shed -Deck Railings / spindles -Snow Removal, Todd concerned not shoveling until 8:00 AM, his resources are gone -Need to put in snow removal contract if needed ** Village notification policy for Property Agent **** All owners need to supply a key for their units to the Assoc. would be an expensive and logistical nightmare for our scheduled maintenance and emergency situations. ** Preparation for 2011 Village Assoc. Annual Owners Meeting **** Village Assoc. Annual Owners Meeting Date: Saturday June 25th, 2011 9:00 AM ET Time: 9:00 AM to 12:00 PM EST Location: Bolton Valley Lodge, Bryant Room Primary Objective: Assoc. Business Make same Room Reservations as last year Location: Bolton Valley Resort Lodge, Bryant Room Number of people: 21 Tables: Configured in a square Supplies: Paper flip chart and markers Beverages: Coffee, Juice and tap ice water only, no food Owner Meeting Tasks: -Official notification to owners that includes -Agenda -Questioner -Roles and Responsibilities February Insurance Quotes/ Bids for March policy renewal ** Mike B and Colleen - Maintenance Tasks **** -Window Replacement -Vinyl siding repairs -Rinnai heater recall -Deck repairs, Assoc. committed to having Unit 222 deck repaired this summer at Assoc. cost. -Storm water run off from resort pursuits, resort still needs to put in break water rock -Bldg Sprinkler repair/inspection Bldg Sprinkler repair/inspection: -Need to inusre it passes inspection Summary of Assoc. drainage action plans: To mitigate water drainage around our complex -07/31/06 Parking lot was graded and resurfaced, to mitigate storm water run off towards bldgs -Building B shed was removed -Building B new retaining wall put in place with additional drain apron -Assoc. worked with resort and town to replace, clean out and enhance storm water drainage affecting Village -Village is part of shared Storm Water Permit with Resort and the four other Assoc. adjacent to Resort -Assoc. insures drains and culverts are clear of debris each spring -11/16/07 Todd completed bldg A drainage updates ** Major 2011/2012 Maintenance Projects: **** -Owner Approved Maintenance Tasks From Budget $0 Move Postal Mail Boxes to Village property - est $1k -Not pursuing at this time $0 Gutters -Not pursuing at this time $1,200 Water Aprons Below Ramps - est $2k -Agreed to hold off on Bldg B drainage tasks that were approved in 2009 -11/16/07 completed bldg A drainage updates ~$750 $0 Removal of Building B rock wall -Not pursuing at this time $4,500 Deck and ramp repair -committed to having Unit 222 deck repaired this summer at Assoc. cost. We received a details quote from Herr on 04/16/09 that included additional decks: 04/16/09 Herr Deck quotes #223, total rehab $1,800 #224 - $1,200 #123 - $1,600 #127 - $800 #227 - $800 #327 - $800 #222 - $1300, lower #222 - $1,100 upper --------------------------------- Total $9,400 $1,000 Move rock in parking lot -Not pursuing at this time $2,500 Smoke Detector/CO Replacement - Agreed to replace on a case by case bases, at Assoc. cost Additional Details on Maintenance Tasks: 1.) Water Aprons Below Ramps Summary of drainage action plans: To mitigate water drainage around our complex -07/31/06 Parking lot was graded and resurfaced, to mitigate storm water run off towards bldgs -Building B shed was removed -Building B new retaining wall put in place with additional drain apron -Assoc. worked with resort and town to replace, clean out and enhance storm water drainage affecting Village -Assoc. insures drains and culverts are clear of debris each spring To assist in mitigate standing water acquired estimates on building gutters -Contractors indicating majority of the problems are from water run off of the ramps and not water run off of the building -Gutter are still on our maintenance task list, however the owners voted to budget for the water apron enhancement work first and then evaluate the need for gutters 09/17/07 Todd providing Bld A quote -11/16/07 Todd completed bldg A drainage updates ~$750 -No reported concerns of Bldg A water issues since drainage updates were completed 2.) Building B rock wall fell apartNeed permanent fix -01/31/06 This is probably not in the budget for 2006 -05/11/06 John Herr looking to cut bank back 01/30/07 Joe B picked up task to work with Todd Fourier on bid est for removing rock wall along with Bldg B drain apron efforts 3.) Rain Gutters -3rd floor gutters only? -Maintenance issues? -Were would gutter run off be directed to? 12/06/05 Kurt and Joe B discussed for item at annual meeting -12/06/06 Joe B to get gross est. for 3rd floor gutters and effort involved -01/31/06 $4 - $5 dollars a foot, $4k-5k -01/31/06 Estimate Bldg A & B installed 3rd floor only w/ down spouts $4-$5k -01/31/06 This is probably not in the budget for 2006 01/29/08 Joe B to get new estimates and advice on value add -05/27/08 $5 - $8 dollar a foot $5k est -Contractors indicating probably not going help pooling water issues 2010 Owners agreed not pursuing at this time -Does not appear to correct any water infiltration issues -Does not appear to correct any water pooling issue -Water pooling under ramps not bldg -Ground grading water apron upgrades around bldgs already started -On-going additional cost for maintenance 4. Laundry Room Improvements -12/11/05 Gap in sheet rock from pipes/wires -12/11/05 Gap in sheet rock around floor moldings -Discussion for our 01/31/06 directors meeting -01/03/06 Joe B caulked/repaired gaps ect... -01/31/06 Joe B has done several improvements already Not pursing at this, will evaluate budget/need again next year 5.) Trash/Recycling Sheds Improvements New exterior/interior walls/floor? More bins? -01/31/06 Joe B has done several improvements already 11/14/06 need sign in trash room no fireplace ash in trash a major fire hazard, use ash can -01/02/07 Joe B checking for better signs/ more noticeable -01/30/07 posted permanent signs 01/30/07 Joe B picked up task to investigate installing door on recycle side -Need actual costs, but probably around $300 for installation of door -Probably would need floor to install door Not pursing at this, will evaluate budget/need again nest year 6.) Outside Unit Light Fixtures Light replaced in 2002, with fixtures not holding up to the salt of outdoor use. -Lights are currently intact, structurally sound and purely cosmetic damage -Kurt discussed with Joe K 08/11/03 and we are not going to replace at this time Not pursing at this, will evaluate budget/need again next year 7.) Budget for New Roof -Start in earnest to build reserves to cover for new roof in 3-5 years -06/14/06 Roofer coming out -06/14/06 Roofer getting bid for new roofs and timeline -Timeline we have 5-10 years, if both sides are architectural *** Roof replacement quotes 06/14/06 Roofer getting bid for new roofs and timeline 01/30/07 Joe B is currently working with two roofing contractors for estimates -Roof was replaced around 1995 for about $21,500 -Need to wait for snow to clear so they can get on roof 05/07/07 David Dupont estimating $60k to replace roof, easily go to $80k w/ repairs -At these costs standing seam roof is an attractive option -Includes 30yr shingles, removing old shingles, does not include any needed plywood replacement -07/21/07 David Dupont completed misc, roof repairs -5-10 years left on the roof, does have some punking but not bad -Roof is staggered, could phase in, do hot spots first -03/12/08 Joe B getting est for standing seam roof 7.) Ramp / Porch / Railing repairs -2001 porch railing caps were replaced -12/29/06 Kurt spoke to John H to provide list of repairs to Joe B -01/02/07 this is not an approved task as of yet -Do we need Ramp replacement ROM ?? We received a details quote from Herr on 04/16/09 that included additional decks: 04/16/09 Herr Deck Quotes Summary #223, total rehab $1,800 #224 - $1,200 #123 - $1,600 #127 - $800 #227 - $800 #327 - $800 #222 - $1300, lower #222 - $1,100 upper --------------------------------- Total $9,400 8.) 09/18/07 Mike B investigating Moving Rock in Parking Lot -What are we going to with it, move to lawn, remove from property? -Park lot may need to resurfaced in the area where the rock was -Delays in deploying as contractor finding it a problem to move such a large/heavy object -10/25/07 Mike B maybe resort can move, following up w/ Neumann -Probably deploying summer/fall 2008 -01/29/08 adding to 2008/09 budget, est $500 mv rock, $200 to resurface area?? Not pursuing at this time 9.) Exterior Painting Miscellaneous exterior painting needed Joe B has contracted to Streeter for spring/summer of 2011 10.) Carbon Monoxide Detection 10/12/07 Joe K investigating hard wired Carbon Monoxide detectors -10/30/07 Joe B following up with electrician for ball park quote, maybe no site visit -11/08/07 Electrician Dave King doing some of Joe B’s other condos -Must be hardwired by bedroom, cannot be outlet plug-in -Units sold in 2008 will need hardwired CO detectors, before closing -To be included in 2008/2009 budget Joe B initial cost estimates are... $65 -- Smoke/CO combination Detector $55 -- hr rate of electrician ----- $125 -- plus tax, per unit $125 X 21 units = $2,625 Assoc. project cost 05/16/08 Complete Actual cost was $1,220 -Unit #221 Ayer refusing entry to unit and is not complete -11/13/09 Unit #221 Ayer completed with additional contractor cost to return 11.) Rinnai Heater Recall -Mike B to work with Mike N for memo Description: The recall involves Rinnai EnergySaver Direct-Vent Wall Furnaces, Models RHFE 431 and RHFE 556. They are either natural gas or LP gas (propane) fueled. The following model numbers are included in the recall: Model RHFE-431 FAIII-N FAIII-P WTA-N WTA-P WTA-72B-N WTA-76B-N Model RHFE-556 FAIII-N FAIII-P WTA-N WTA-P http://www.cpsc.gov/cpscpub/prerel/prhtml08/08199.html 12.) Vinyl Siding Maintenance -05/16/09 several vinyl sofets are loose or blown off -10/15/09 unit 326 rear deck sofet still hanging down -Complete 13.) 06/15/09 Laundry Wash Machine not spinning down -Mike B is pursing details -Complete ** Adjourn to Executive Session to disscuss Ayer/Levesque law suites -Board unanimously agreed with actions taking place ** Adjourned Meeting ****