Tina-

08/29/03 8:30 AM

Meeting Minutes from Conference call between Bolton Management/Maintenance and Village Association Advisory Committee:

-Attendees: Tina Fries, Mike Gallas, Dan Izor, Steve Butler and Kurt Ries

Next Village Advisory Committee Maintenance conference call with Bolton Property Management/Maintenance

-Friday 09/05/03 8:30 AM EST

New Village Condo Maintenance Supervisor:

Bolton Valley Management has hired a new Maintenance Supervisor, Steve Butler.

His responsibility includes the Village Condominium maintenance activities.

Steve Butler 802.434.3444 x1051

email active by 09/03/03 sbutler@boltonvalley.com

Need to understand and agree on the following Village Association and Bolton Management/Maintenance procedures:

Work Order Process -- Action Tina Fries/Mike Gallas

Define and document the proper process for engaging Bolton Property Management

-Bolton management, is proposing a centralized repository for management to track Work Order related information and cost

-This Work Order tracking 'Punchlist' is in the form of a spreadsheet that is updated regularly

-It was agreed Village Condo committee would receive the Bolton Work Order tracking list on a weekly basis for review on Friday calls

-Not in place as of 08/29/03, target to start using next week

-Village Condo Maintenance Task List needs to transferred to Bolton Work Order Spreadsheet

-It was agreed that Village Condo Committee would be part of the formalizing of Work Order procedure

-We discussed various scenarios that will need to be accommodated by the process

-Kurt has received preliminary flow diagram of the Bolton Work Order process

-Bolton has agreed to formalize the agreed upon procedure in a document for distribution to the owner, targeting a draft end of next week

-Bolton Property Management must agree to the process

-Village Condominium Directors and Committee members must agree to the process

Maintenance Owner Notification Policy -- Action Tina Fries

-Maintenance must be scheduled with owner if entry is needed in non-emergency situations

-Note on door is not acceptable

-Bolton Property Management agreed the owners will be notify

-Tina stated the Notification Policy emailed to her on 08/10/03 was acceptable

-Please note the 08/10/03 does not include email notification of the owners

-Notification Policy used for the Fire Sprinkler Inspection on 08/26/03

-Kurt raised concern that Joe Kareivis had Bolton vary from the policy, Kurt to discuss with Joe

-Kurt received fax with updated Village Contact List for phone numbers

-Need unit #123, #224 owner information to update Village Contact List phone and address

-Smoke alarm checks were not performed during Fire Sprinkler inspection

-Dan suggested email as an excellent vehicle for notifying owner, please not this is currently not in the agreed policy

-Discussed not all owners use email

-Another option we are exploring is asking each owner to dictate the procedure Bolton to follow, via a memo with available options

ie no entry without specific authorization, no authorization needed, best effort to contact, ect...

Village Emergency Procedures -- Action Dan Izor

Advisory Committee compiled contact list of owners and utility phone numbers

Need to review Bolton Management procedure

-Village Condo Building A/B Layout diagrams, ie floor plan, ie PrePlan

-Existing Emergency procedures, contacts, evacuation

-Request made for information on 06/03/03

-Discussed the dangers of having just anyone shut off alarms, sprinkler, etc...

-Dan discussed the virtues of Sprinkler system monitoring

-Village Association to evaluate cost of installing monitoring equipment

-ROM est 2 phone lines $70/mon, install $200-300, monitor fee $250-300/mon

-Last Village annual meeting indicate association budgeted for

-Dan pursuing Bolton Management procedures for the various Associations

-Dan to provide emergency number for owners to call by 09/05/03

-Dan working with Mike to provide draft of emergency procedures 09/05/03

Reviewed/Updated Village Maintenance Task List -- Action Steve Butler/Kurt Ries

-See attachment for latest updates, or the Village Association Web Site

-Need projected/actual cost and timelines

Top two maintenance issues from Task List:

1.) Repair of Rot/Mildew on exterior of buildings -- Action Kurt Ries

The Rot and Mildew issues with the exterior of the building is a major issue. We are not address the root cause of the problem and concerns are being raised because of, past drainage issues, vertical installation of the siding, and siding improperly joined is attributing to on-gong repair issues. A Siding contractor is coming to inspect, provide estimates and timelines on prepping for vinyl siding on the buildings 08/09/03.

Village Association needs to insure the maintenance and repair being performed is conducive to siding preparation and installation. The cost of some repairs maybe better channeled toward siding prep/installation rather than on-going repair activities. Village Association investigating low interest loan options while we still have money in the bank.

We have a siding and window replace quote from All Season Siding as of 08/18/03.

-Association to advise Maintenance

-Believe it is very important to have same contractor do repair as well as the siding, $86.9k

-All season can do window replacement and rot repair of complex

Bolton Management strongly suggesting to Village Association

-A 3rd party engineer spec out the project to insure gets done properly

-Bolton can do a walkthrough and precontract meeting, but does not feel comfortable dictating specification requirements on the project

-Kurt discussed the need for competent contractors that we can trust to perform the job properly

-Kurt is concerned that we do not have a plan to move forward, Kurt to discuss with Joe

2.) Sinking of Building B, second Ramp, Retaining wall and Parking Lot water drainage issue -- Action Dan Izor

Concerns are being raised that the Village Association/Bolton Maintenance is not addressing the root cause of Village Condominium, Building B, Parking Lot Trash/Recycling shed water drainage, Retaining wall damage and associated Ramp support sinking issues. We reviewed pictures of the damage posted on the Village Association Web Site.

We need to insure the parking lot water drainage issue is resolved before, allocating funds to resurface the parking lot, repair water run off trenches in the shed, repair/replace Retaining wall , or addressing Ramp support sinking issues. It was also discussed the possibility of tearing down the building B trash shed as it is not used to assist in facilitating proper water drainage from the parking lot.

The parking lot needs to be grated, rolled and resurfaced to facilitate proper water drainage.

Dan looking into Village Parking Lot excavation costs in association with other excavation activities on the mountain.

Mike commented this is something we should consider having an engineer look at

-We discussed the Building Inspection performed in May 28, 2003

-Dan mention the mountain does not currently have contractors to do this work

-Dan suggested the parking lot and retaining wall be done together by excavator

Bolton has approached contract Dave Roger to perform needed repairs to ramp support

-Dave Rogers is contracted to perform work at Courtside

-Dan to get cost estimates from Dave Rogers by 09/05/03

Discussed the repair of the ramp support could be done before retaining wall and parking lot

-Kurt concerned that parking lot drainage and retaining wall issues need to be address before or shortly after the repair of ramp support

Bolton to get cost estimates for the excavation needs of parking lot and retaining wall

-Dan is pursuing

Village Committee getting estimates on from excavation contractors

-08/19/03 David contacting Gene Armstrong for advice and estimates

-Kurt is concerned that we do not have a plan to move forward, Kurt to discuss with Joe

Additional Maintenance Task Issues Discussed:

Ramps painting is not complete they are halve primed, and left for foot traffic

-Steve to complete next week

-This activity has been approved by the Association

Steve to compile a list of tasks, if any that Big Time Builders need to complete what they started

-#226 door sill is missing

-Kurt is looking for cost break down of the rot repair around doors

Roofing tasks are not complete, not certain what is left

-Steve to compile list by 09/05/03 of remaining items and pursue repairs

Joe has requested Maintenance to Band-Aid #221 repairs

-Discussed the sill is completely rotted out, nothing to fasten plywood to

-Steve to look at and offer Band-Aid suggestion 09/05/03

-Village Association continues to pursue resolving with owner

Water damage repairs/restoration from 05/16/03 not complete

-Delay of receiving insurance payment has prevented flooring from being installed #126

Outside Light timers not working, electrician believes short in underground wiring

-Cost estimated at $2, 000 - $3,00 to repair

-Kurt to discuss with Joe for approval to pursue

Laundry Room

-Ceiling sheet rock has been cut out

-Maintenance believes a roof leak is causing the issue with ceiling and Door sill

-Kurt to discuss with Joe for approval

Shed door on backwards

-Steve following up

Kurt to work with Joe to compile remaining Building Inspection report activities to Maintenance Task list

Miscellaneous

Kurt discussed with Joe on 08/11/03 in regards to the Vent pipe extensions, we will not do at this time

Kurt discussed with Joe on 08/11/03 in regards to the painting of the door, we will not do at this time

Kurt discussed with Joe on 08/11/03 in regards to replacing exterior light fixtures, we will not do at this time

Two of the windows installed in Unit #126 are not the same as the other replacement windows.

-Windows are white vinyl and one is actually painted to match the rest

-Not the grey aluminium clad windows used in the other installations

-Concerns are being raised Maintenance is not consistently using same make/models of windows

-Dan mentioned these windows are not flashed properly either

Thank you once again, to you and your staff for their time and assistance in this matter,

-Kurt

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08/22/03 8:30 AM

Meeting Minutes from Conference call between Bolton Management/Maintenance and Village Association Advisory Committee:

-Attendees: Tina Fries, Mike Gallas, and Kurt Ries

Next Village Advisory Committee Maintenance conference call with Bolton Property Management/Maintenance

-Friday 08/29/03 8:30 AM EST

New Village Condo Maintenance Supervisor:

Bolton Valley Management has hired a new Maintenance Supervisor, Steve Butler, his responsibility includes the Village Condominium maintenance activities.

Steve has replaced Garth Warren in this capacity. Steve lives in Waitsfield and brings to the table a breadth of experience and will be integral part of helping to formalize the procedure and process to be used by Bolton and the Associations.

Need to understand and agree on the following Village Association and Bolton Management/Maintenance procedures:

Work Order Process -- Action Tina Fries/Mike Gallas

Define and document the proper process for engaging Bolton Property Management

-Bolton management, is proposing a centralized repository for management to track Work Order related information and cost.

-This Work Order tracking 'Punchlist' is in the form of a spreadsheet that is updated regularly

-It was agreed that Village Condo Committee would be part of the formalizing of Work Order procedure

-It was also agreed Village Condo committee would receive the Bolton Work Order tracking list on a weekly basis for review on Friday calls

-Bolton has agreed to formalize the agreed upon procedure in a document for distribution to the owner, targeting a draft end of next week

-We discussed various scenarios that will need to be accommodated by the process

-Steve Butler experience will invaluable input to the procedure

-Bolton Property Management must agree to the process

-Village Condominium Directors and Committee members must agree to the process

Maintenance Owner Notification Policy -- Action Tina Fries

-Maintenance must be scheduled with owner if entry is needed in non-emergency situations

-Note on door is not acceptable

-See Village Contact List for phone numbers

-Bolton Property Management agreed the owners will be notify

-Tina reviewing the proposed procedure emailed to Tina 08/10/03 for approval, see attachment below

-Dan suggested email as excellent vehicle for notifying owner

-Discussed not all owners use email and one does not have phone

-Review of the latest draft next week call, need a fall through alternative when owner unresponsive

-Another option we are exploring is asking each owner to dictate the procedure Bolton to follow, via a memo with available options

ie no entry without specific authorization, no authorization needed, best effort to contact, ect...

Village Emergency Procedures -- Action Dan Izor

Advisory Committee compiled contact list of owners and utility phone numbers

Need to review Bolton Management procedure

-Village Condo Building A/B Layout diagrams, ie floor plan, ie PrePlan

-Existing Emergency procedures, contacts/procedures

-Request made for information on 06/03/03

-Discussed the dangers of having just anyone shut off alarms, sprinkler, etc...

-Dan pursuing Bolton Management procedures for the various Associations

-Dan discussed the virtues of Sprinkler system monitoring

-Village Association to evaluate cost of installing monitoring equipment

-ROM est 2 phone lines $70/mon, install $200-300, monitor fee $250-300/mon

-Last Village annual meeting indicate association budgeted for

-Dan on vacation this week, will update next week

Reviewed/Updated Village Maintenance Task List -- Action Steve Butler/Kurt Ries

-See attachment for latest updates, or the Village Association Web Site

-Need projected/actual cost and timelines

-Did not discuss detail, only top two issues shown below

-Will follow up with Steve next week

Top two maintenance issues from Task List:

1.) Repair of Rot/Mildew on exterior of buildings -- Action Kurt Ries

We have a siding and window replace quote from All Season Siding as of 08/18/03.

-Association to advise Maintenance

-Believe it is very important to have same contractor do repair as well as the siding, $86.9k

-All season can do window replacement and rot repair of complex

2.) Sinking of Building B, second Ramp, Retaining wall and Parking Lot water drainage issue -- Action Dan Izor

The parking lot needs to be grated, rolled and resurfaced to facilitate proper water drainage.

Dan looking into Village Parking Lot excavation costs in association with other excavation activities on the mountain.

Mike commented this is something we should consider having an engineer look at

-We discussed the Building Inspection performed in May 28, 2003

-The mountain does have facilities to some excavation, if we know what needs to be done

In addition to the Bolton, Village Committee getting estimates on from excavation contractors

-08/19/03 David contacting Gene Armstrong for advice and estimates

Miscellaneous

Kurt discussed with Joe on 08/11/03 in regards to the Vent pipe extensions, we will not do at this time

Kurt discussed with Joe on 08/11/03 in regards to the painting of the door, we will not do at this time

Two of the windows installed in Unit #126 are not the same as the other replacement windows.

-Windows are white vinyl and one is actually painted to match the rest

-Not the grey aluminium clad windows used in the other installations

-Concerns are being raised Maintenance is not consistently using same make/models of windows

Thank you once again, to you and your staff for their time and assistance in this matter,

-Kurt

=================================================================================================================

Tina-

Yes, we are off to a good start, thank you and your staff for their time and expertise in assisting the Village Association in meeting our building maintenance objectives. We need to keep the momentum going, as we have some challenges ahead of us.

08/08/03 8:30 AM

Meeting Minutes from Conference call between Bolton Management/Maintenance and Village Association Advisory Committee:

-Attendees: Tina Fries, Dan Izor, Garth Warren and Kurt Ries

Next Village Advisory Committee Maintenance conference call with Bolton Property Management/Maintenance

-Friday 08/22/03 8:30 AM EST

Discussed the need to understand and agree on the following Village Association/Bolton Management/Maintenance procedures:

Work Order Process

Define and document the proper process for engaging Bolton Property Management

-This should be some form of a (existing??) Work Order document that can be tracked

-Bolton Property Management must agree to follow the process

-Village Condominium Directors and Committee members must agree to follow the process

-Time constraints prevented us from discussing this in depth, we will continue to pursue

Maintenance Owner Notification Policy

-Maintenance must be scheduled with owner if entry is needed in non-emergency situations

-Note on door is not acceptable

-Leaving message on Owners answering machine is acceptable

-If no answer machine, best effort to contact owner is acceptable

-See Village Contact List for phone numbers

-Tina agreed she can assist in making the needed phone calls for scheduling with owners

-Bolton Property Management agreed to the process and Kurt will notify Owners

Proposed wording for the August Village Association Newsletter to Owners:

Owner Notification Policy:

In accordance with the Bolton Valley Village Condominium By-Laws, Maintenance must schedule entry into a privately owned unit, in non-emergency situations.

Excerpt from Bolton Valley Village Condominium By-Laws:

Section 2, MAINTENANCE AND REPAIR

d) An owner shall grant the right of entry to the Association or management agent, whether anyone is present therein or not, in case of any emergency threatening damage to such unit or to another unit or units or for the purpose of performing installations, alterations or repairs to the mechanical or electrical services, provided that requests for entry are made in advance and that such entry is at a time convenient to the owner.

Bolton Property Management has agreed to the following Owner Notification Policy:

In the event of an nonemergent need to access a privately owned unit, Bolton Property Management will initiate a phone call at a minimum of 48 hours or in a time critical need, as early as possible to the Owners phone number as listed on the Village Condominium Contact List document.

If Maintenance is unable to reach the Owner, Maintenance will leave a message on telephone answer machine with at minimum, the following information:

-Maintenance contact phone number

-Why Maintenance needs entry

-Time and date Maintenance will enter the unit

-Owner to advise Maintenance contact if there is an issue with the proposed date and time

If Maintenance does not receive a response from the Owner, Maintenance will enter the unit at the proposed date and time.

If Maintenance is unable to reach owner and no telephone answering machine is available, Maintenance will make a best effort attempt at contacting the owner, and will enter the unit at the proposed date and time unless advised otherwise by the Owner.

Maintenance will always knock on the door first and allow a reasonable amount of time for the door to be answered before entering.

Village Emergency Procedures

Advisory Committee compiled contact list of owners and utility phone numbers

Need to review Bolton Management procedures

-Village Condo Building A/B Layout diagrams, ie floor plan

-Existing Emergency procedures, contacts/procedures

-Request made for information on 06/03/03

-Discussed the dangers of having just anyone shut off alarms, sprinkler, etc...

-Dan pursuing Bolton Management procedures for the various Associations

-Dan discussed the virtues of Sprinkler system monitoring

-Village Association to evaluate cost of installing monitoring equipment

-ROM est 2 phone lines $70/mon, install $200-300, monitor fee $250-300/mon

Reviewed/Updated Village Maintenance Task List

-See attachment for latest updates, or Village Association Web Site

Two issues we need stop, step back and take a close look at what we are doing.

-Repair of Rot/Mildew of exterior of buildings

-Sinking of Building B, second Ramp, Retaining wall and Parking Lot water drainage issue

1.) Repair of Rot/Mildew on exterior of buildings

Kurt to continue discussions with Owners and Joe Karevis to advise Maintenance.

2.) Sinking of Building B, second Ramp, Retaining wall and Parking Lot water drainage issue

The parking lot needs to be grated, rolled and resurfaced to facilitate proper water drainage.

Dan looking into Village Parking Lot excavation costs in association with other excavation activities on the mountain.

Kurt to publish window replacement cost in Village Association August Newsletter:

Proposed wording for the August Village Association Newsletter to Owners:

Unit Window Replacement:

Please continue to contact Garth Warren of Bolton Property Maintenance in regards to needed window replacements in your unit this will insure we continue to weather tight our buildings.

Bolton Valley Property Management is quoting the following cost on window replacement, please note that this is the actual cost to the Owner and not an estimate.

The window/patio door prices are as follows:

Single Pane $ 500.00

Double Pane $ 920.00

Triple Pane $1250.00

Patio Doors $1350.00

Prices include installation along with trim inside and out. Painting of the inside trim is not included in the above mentioned pricing and at the owners discretion, the inside trim can be painted at an additional cost of $72.00 per job.

Miscellaneous Items:

Kurt to speak with Joe in regards to the Vent pipe extensions, we may not need done and advise Maintenace

Kurt to continue discussions with Joe in regards to the painting of the door and advise Owners and Maintenace

--Association to advise Maintenance on paint and color, if wish to pursue

An item of discussion we missed, two of the windows installed in Unit #126 are not the same as the other replacement windows.

-Windows are white vinyl and one is actually painted to match the rest

-Not the grey aluminium clad windows used in the other installations

-Concerns are being raised Maintenance is not consistently using same make/models of windows

Folks please advise of any misstatements or additional comments/suggestion you would like to see in the minutes or Newsletter.

Please do not hesitate to contact me with any questions or concerns, email is always best,

-Kurt

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Notes from discussion between Kurt Ries and Garth Warren 07/27/03 1:00 PM:

-Reviewed Owners Task list; Garth, Tina and Kurt to gather details, dates and cost on weekly conference call

-Tina Fries is compiling a spreadsheet on Building Inspection report for Maintenance tasks

-List of open Maintenance tasks, Work Orders #, dates and cost is unavailable, Kurt, Garth and Tina to compile

-Issues with unit #221 Terese Ayers, needs to be resolved ASAP, Garth has given Terese quote on the windows and doors

-Building Inspection Report Roof tasks are not complete, contractor returning on Friday 08/01/03

-Maintenance unaware of Work Order process and to notify Mike Rosenfield as contact

-Maintenance felt the Roof repairs are a Band-Aid and the roof should be replaced

-Ramp support brackets replacement complete on 07/28/03, did not use stainless steel brackets

-Fire/water damage units targeted for completion 08/01/03

-Garth getting estimate for Labor/Material cost of plastic decking planks to replace Ramp walkways, versus painting every year

-Discussed the objective of exterior vinyl siding, Maintenance mentioned the intent was a four-year plan,

starting with doors windows and exterior rot, Joe do you have details on this?

-Maintenance felt that all windows should be replaced before vinyl sidling should be considered

-Joe is this the intent?, if so the Owners need to be advised

-Maintenance and Owners not aware that all mandatory window replace has been completed

-Plan per last Association meeting was two windows per year to be replaced in each unit

-#124, #222 requesting quotes on window replacement

-Owners concerned that different style windows are being used from last year, white vinyl verses the gray aluminum clad

-Maintenance mentioned that new fiberglass doors would not need to be painted, however less prone to staining if paint were applied while door is new.

-Association to advise Maintenance on paint and color, if wish to pursue

================================================================================================

Notes from telephone conversation between Kurt Ries and Tina Fries on Friday 07/25/03, 12:05 PM:

Tina is currently in the process of getting email setup for herself and agrees this would be a good means of communication.

We discussed the mission of the Village Advisory Committee and the members of the committee:

-Joe Kareivis, Jim Thornton, Amy Plimpton, Mike Rosenfield, David Parot, Kurt Ries

We discuss my role in the over all scheme of things and my primary task of correlating our Owners open task list to the Maintenance open Work Orders list. To this end, Tina will discuss with the Maintenance folks setting up a regularly scheduled weekly status conference call with Maintenance and the Advisory Committee, Tina and Kurt at a minimum.

We also discussed and made clear, that the Owners task list supplied to Tina has not been approved and Maintenance should not be engaged based on the task list. Once the Advisory Committee has correlated the Owners open tasks to the open Maintenance work orders, remaining tasks will be reviewed by the Village Association Directors and Advisory Committee for approval to engage Maintenance.

Tina fully supports getting the Owners wish list documented and tracking the approved Maintenance work orders is a good process to move forward with. In this way, Tina has specifics to track Customer Satisfaction and Business profit/loss and the Village Advisory Committee can keep owners informed of the current status of tasks.

Tina commented if Joe Kareivis knows the Maintenance current open Work Orders off the top of his head. Kurt mentioned Joe has good idea on what is being performed, but we have lost track of the details of the current status of activities, what's approved, dates and costs. The purpose of our weekly conference call is to document and update current activities to keep Maintenance and Owners appraised of the situation with no surprises.

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Notes from telephone conversation between Kurt Ries and Will Lewis on 05/30/03:

-Will is Kurt's, primary administrative contact for Property Management information

-Bolton Property Management running on reduced work force for summer

-Kurt, will need some time from Property Management for information and updating documents/procedures

-Bolton Property Management reviewing their procedures over the next couple of weeks and will advise

-Contact lists, emergence contact/procedures out of date, Kurt to assist in creating/updating documents

-Will and Kurt discussed having a Village Association point contact to assist in tracking and prioritizing outstanding Work Orders

-Will expressed the need to keep Home Owner Services and Property Management Work Orders separate