Village Assoc. Board Directors Meeting Minutes    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 ** 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 % ***************** ** Minutes: ***************** Solicit Directors to Board and Owners Committees; two year commitment The following Board Members were unanimously approved to the board by the owners: Colleen Mallory - Elected 06/26/10 Jason Williams - Elected 06/26/10 Remaining Board Members Terms: Kurt Ries – Renewed 06/27/09 Dave Parot – Renewed 06/27/09 Mike Nielsen – Renewed 06/27/09 Michael Brigham - Renewed 06/27/09 Joe Kareivis – Renewed 06/27/09 ** Preparation for 2011 Village Assoc. Annual Owners Meeting **** Village Assoc. Annual Owners Meeting Date: Saturday June 25th, 2011 Time: 9:00 AM to 12:00 PM ET Location: Bolton Valley Lodge, Bryant Room Primary Objective: Assoc. Business * Owner Meeting Tasks: Kurt and Joe B to get the following Owner's annual meeting tasks completed and mailed by 06/13/11: -Room Reservations, Kurt has completed Official notification to owners that includes -Agenda, includes budget proposal -Absentee proxy, with self address stamped envelope -Owner questioner, includes confirming billing address -Board Roles and Responsibilities -Calendar of events -Last years owners meeting minutes ** Jason Review of 2011/2012 proposed budget **** Board reviewed and agreed on budget to propose to owners. Agreed to authorize the Assoc. President and Treasure to consult local banks, to investigate fund investments -Likely a Certificate of Deposit Contracts: -Approved Joe Boylan Property Agent bid, no cost change -Approved Todd Fourier Lawn maintenance quote, only to mow once every other week -Joe B to contact Todd Fourier and start contract immediately -Approved Todd Fourier snow removal bid for owners approval ** Summary of new quotes **** ** Todd Fourier, Quality Touch Landscaping & Excavating Summary of the 03/28/11 bids Snow Removal: ----------------------- Plowing $70.00 per plow Sanding: $60.00 per application Shovel Walks: $40.00 per hr. Same parameters as last year -He added a new parameter, 'tenants must remove door mats' -Middle of driveway plowed by 6 AM, nothing else on work hours Lawn Maintenance: ----------------------------- Mowing: $80.00 per mow -Any Spring or Fall clean up will be extra, does not show the extra pricing ** Old Quotes **** 04/16/09 John Herr Landscaping and mowing quote - $75 per event, raking, liming, fertilizing, mulching, ect $25/hr 03/29/09 Todd Fourier Lawn care quote -$80 mowing & Trimming per event -Mowing and trimming will be done once every other week 05/20/09 John Herr / Custom Homeworks Snow Removal -Plow before 6AM, with snow 4" or more -Per incident initial plowing and single follow-up $40 -Shoveling ramp and stairs $20 -Salting parking lot $25/hr -Sanding stairs and ramps $20/hr * 2009/2010 Todd Fourier Snow Removal 2008/2009 Todd Fourier quote -Plow by 6AM, 2" or more, maintain sand buckets, ash can, trash door -Per incident initial plowing and single follow-up $70 -Shoveling ramp and stairs $25 -Sanding $60 per application ** Seasonal Timeline Tasks **** * 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? -We consistently miss this one 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 08/2013 ** New Insurance Costs: **** 04/14/11 Thx Joe and Jason, greatly appreciated, pls use the following for FY12 Budget Planning. -Annual Total Village Assoc. Insurance costs = $6,343.00 - Policy Carrier is Nationwide ** Old Insurance Costs **** Dave Schramm Marketplace Insurance Center 04/09/09 Nationwide = $6,062.00 <-- 2009/2010 fiscal budget costs -Last year Nationwide $6,038.00 -It was discussed the cost of insurance is no longer going to go down and will probably have an annual increase of 4-6% -04/09/09 board approved staying with Dave Schramm and Nationwide Summary of quotes Costs: Dave Schramm Marketplace Insurance Center --------------------------------------------------------------------------- Union Mutual of Vermont Companies = $5,951 Nationwide = $6,062.00 -Last year Nationwide $6,038.00 Dave also can quote polices for carrier Travelers Travelers indicated were not eligible due to the age of the building and the proximity to the ski area (concern over units being rented on a short term basis). Nick Bergeron of Berg, Carmolli and Kent, Inc -------------------------------------------------------------------- Travelers = $5,307, probably additional cost for additional cap on water damage Total $5,390???? -Last year -Travelers $5,931.00 = $5,848 + $83 - Water/Sewer damage $100k cap PROS: -Been with them for awhile now, knows our good/continued history -Dave has been good to work with and responsive -Nationwide covers the majority of the Condo Assoc. in Burlington area -Village has been through several inspections with Nationwide and we have address all their concerns -No inspection needed for this year to renewal -No $100k cap on water damage claim -Policy does cover damage caused by sewer and drain backup, others have limited coverage ** Maintenance projects **** -Window Replacement -Vinyl siding repairs -Rinnai heater recall -Roof replacement project -Ramp replacement project -Smoke/CO detector replacement -Unit Hot Water Inventory needs to be updated, Mike B and Autery 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 Winter 2011 heavy snow fall -There were no dranage issue; no concerns or complaintes from the onwers -Trouble areas looked good, no issues ** $8,300 Grand Total of Proposed Major 2011/12 Projects $0 Pro Tech to replace the Low temp sensors $3483.25 and $ 240.00 per year for monitoring = $3,723.25 $0 Move Postal Mail Boxes to Village property - est $1k $800 + TM, Dave to update total costs, Total $1k???? $0 Gutters -3rd floor gutters & spouts only -05/27/08 Estimate Bldg A & B installed 3rd floor only w/ down spouts $8/foot ~$4-$5k $0 New Roof, once siding loans are paid off -07/21/07 Dave Dupont quote ~$60k to replace, suspect this could easily go to ~80k with T&M repairs -5 to 10 years left on roof $0 Water Aprons Below Ramps - est $2k Need Joe B to get quote from Todd Fourier for both blds 09/13/07 Todd provided est for bldg B, $1,700 11/16/07 Todd completed bldg A drainage updates $750 $300 Recycle Room Repair -Repair walls $0 Removal of Building B rock wall -Est $1,000, Board has not approved -Also need fill above Bldg B retaining wall, ditches and culvers cleaned out $4,000 Deck and ramp repair -Ramp repair for Building A ($2,000); Deck repair for lower 123 ($2,000) -Ramp on Building A is in need of major repair for $3,000 May 2010 bid -09/05/07 Quotes from John Herr, $400-$500 each to repair, Joist, Railing caps, spindle repairs, not replacingentire deck -Repair is T&M $0 Move rock in parking lot -Quote ????, Summer/fall of 2008 -Move rock & resurface area, resurface above bldg B retaining wall also?? $0 Exterior Painting, tower/ramp touch-up $1000 in Ext Painting -Quotes from John Herr ???? -John Herr in spring/summer 2008 $1,500 Smoke Detector/CO Replacement and Repair - Replace detectors as units are sold (budgeted for approximately 8 replacements) $1,500 Misc. exterior repairs and updates $1,000 Roof repairs if needed ** Adjourned to Executive Session to disscuss Ayer/Levesque law suites -Board unanimously agreed with actions taking place ** Adjourned Meeting ****