Table
of Contents................................................................................................................................................ 1
Attendance................................................................................................................................................................ 2
Village Association Business....................................................................................................................... 3
Approved the
acceptance of 2006 Village Annual Meeting Minutes.................................. 3
Village 2008
Annual Meeting........................................................................................................................ 3
Solicit Directors
to Board and Owners Committees:................................................................ 3
Property Agent
Contract Renewed........................................................................................................ 3
Snow Removal
Contract Renewal......................................................................................................... 4
Lawn Care Contract........................................................................................................................................ 5
Before We Address
Concerns, Lets Talk Successes....................................................................... 6
Property Insurance
Coverage:................................................................................................................... 6
Regularly Scheduled Owners Memos to Proactively Address Reoccurring
Issues: 9
The Numbers:........................................................................................................................................................ 10
Owner committees
needed to reduce Assoc. operating cost:............................................. 12
Village Assoc. Web Site and Owners Forum:.................................................................................... 14
Village Mission
Statement......................................................................................................................... 14
Village decision
making process............................................................................................................ 14
Roles and
Responsibilities........................................................................................................................... 15
Village Treasure Update................................................................................................................................ 16
2007/2008 Village Budget.................................................................................................................................. 16
Special
Assessments and Raising Assoc. Fees................................................................................. 16
Vinyl
Siding Contingence Plan.................................................................................................................. 16
Village Bylaws, Declaration Amendments and Rules & Regulations.......................... 18
Grills are
expressly prohibited:.............................................................................................................. 18
Owners need board
approval to modify common areas or exterior of building: 19
The Board of
Directors are empowered to impose reasonable fines............................ 19
Three changes
needed to the Village Rules and Regulations............................................. 19
Village Maintenance Updates..................................................................................................................... 22
Proposed Major
2007/2008 Projects........................................................................................................... 22
Inappropriate Use
of Trash and Recycling Sheds:....................................................................... 24
Village
Maintenance Task List............................................................................................................... 24
Village Condominium Window Replacement.................................................................................... 25
Unit Window
Replacement Project:...................................................................................................... 25
Windows to be
replaced.............................................................................................................................. 27
Hot Water Heater
Aging Report............................................................................................................. 30
Village Owners Forum Open Issues List.............................................................................................. 31
Bolton Valley Updates................................................................................................................................... 36
State of the
Mountain Update................................................................................................................ 36
Bolton Valley Fire
District Update...................................................................................................... 38
Bolton Valley
Presidents Council Update....................................................................................... 41
Appendix A – Village Financial
Statments......................................................................................... 43
Village Association Annual Meeting Minutes
Date:
Time:
Location:
Chair Person's: Kurt
Ries, Village Director
David Parot, Village
Director
Mike Nielsen, Village Director
Joseph Kareivis, Village
Director
Please note the following information is presented by subject matter and not in chronological order.
|
Unit# |
Owner |
% of Vote |
Status |
|
123 |
Steven McLeod |
5.94 |
Not Represented |
|
124 |
David Parot, Alicia Apgar |
4.01 |
Present |
|
125 |
Scott Hempey |
4.01 |
Present |
|
126 |
Darlene Autery |
5.94 |
Proxy |
|
127 |
Heidi Hale |
3.3 |
Present |
|
221 |
Terese Ayers |
6.83 |
Not Represented |
|
222 |
Colleen Malloy |
6.83 |
Present |
|
223 |
Joann Schleman, Susie Dodge |
5.94 |
Proxy |
|
224 |
Steve Silberg |
4.01 |
Not Represented |
|
225 |
Michael & Noranne Nielsen |
4.01 |
Present |
|
226 |
William Donahue |
5.94 |
Not Represented |
|
227 |
Kurt Ries |
3.3 |
Present |
|
228 |
Mike McKenna / Rose-Mary Gillis |
6.83 |
Present |
|
321 |
Ernest Levesque III |
3.3 |
Present |
|
322 |
Alan Pierce & Jamison Ervin |
3.3 |
Not Represented |
|
323 |
John & Emily Johl |
5.94 |
Proxy |
|
324 |
Phillip McCullough |
4.01 |
Not Represented |
|
325 |
Joseph Kareivis |
4.01 |
Present |
|
326 |
Anthony Foti |
5.94 |
Present |
|
327 |
Jason & Kiersten Williams |
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 at 69.96%
Kurt
Ries, Village Director
Approved the acceptance of 2006 Village Annual Meeting Minutes
- Minutes were approved
Village 2008 Annual Meeting
Next year's 2008 meeting is scheduled for the last Saturday of June.
Solicit Directors to Board and Owners Committees:
Welcome Michael Brigham to the Village board of directors
- Mike was unanimously approved to the board
Renewed Dave Parot, Joe Kareivis, and Kurt Ries to the Village board of directors
- Unanimously approved
Anyone interested being on the board of directors or any of the much needed owners committees, please contact Kurt Ries. The difference between a director and a committee members is the commitment of your volunteer time and the duration of your responsibilities.
Director responsibility:
Directors terms are a two year commitment and directors are assigned weekly actions to complete that will require around four to five hours week.
Committee responsibility:
Committees are short term projects and commitment is finished once the individual task is completed.
Property Agent Contract Renewed
Boylan Property Management Village Property Agent 2008 contract was discussed
- Boylan Property Management 2008 contract unanimously approved
Boylan
Property Management contract goes
· Many positive and appreciative comments were expressed for Joe’s services.
Snow Removal Contract Renewal
The following proposal were discussed:
Todd Fourier, Quality Touch Landscaping and Excavating
John Herr, Custom Homework’s
Neil Villeneuve, All Season Property Maintenance
- Todd Fourier, Quality Touch Landscaping and Excavating 2007/2008 contract renewal was approved
Quality Touch Landscaping and Excavating, Todd Fourier 2007/2008 snow removal contract cost increase $5, from $65 to $70 per incident.
Discussion Topics:
It was discussed owners are generally pleased with Todd Fourier’s Quality Touch Landscaping snow removal services. Dave Parot is our point person for snow removal and lawn care. Contractors work with Dave as to when their services are needed. Dave has saved the Assoc. a substantial amount of money by only deploying these services when needed.
It was discussed that the ramps/tower can get quite slippery, and to augment snow removal and sanding by contractor
- Assoc. placed sand/salt buckets at entrance to ramps for owners use
-Initial plowing of 4” or more - $55 per
incident
-Any subsequent
plowing, ie drifting - $25 per incident
-Ramp
snow blowing shoveling & salting - $20 hr
-40% gas cost increase last couple of years
Neil Villeneuve Maintenance and
Property Agent providers
- Driveway
will be cleared of snow by
- In the
event of a lighter snow fall we may start later
- As
soon as possible after driveways are cleared, walks will be cleared
- Sanding
will occur if conditions make it difficult to get around in the driveway
- At
times, sanding may be only on the sloped section of drive near road
- One
five gallon pail of salt will be kept at each level at each ramp, salt
replenished as needed unless severely abused
- Spaces
will be cleared as cars are moved through out the day and following day
- All
available spaces will be cleared of snow (no piles of snow in spaces)
This type of commitment will
require us to purchase additional equipment.
For that reason we are looking for a three year commitment from the
Condos. At this time I will estimate
Village at $5,200 per year for three years with no increases unless gas prices
rise above $3.10 per gal.
Larry Williams of Redstone
Larry mentioned at the
-Pres meeting asked Larry to write up a
proposal
Lawn Care Contract
Custom Homework’s, John Herr 2007 contract cost for mowing and
trimming went up $15 from $60 to $75 per incident. Raking, liming, fertilizing,
mulching, fall clean up, ect., went up $3 from $22/hr to $25/hr, plus
materials.
- Custom Homework’s, John Herr 2007 contract
renewal was approved
Discussion Topics:
Dave Parot is our point person for snow removal and lawn care. Contractors work with Dave as to when their services are needed. Dave has saved the Assoc. a substantial amount of money only deploying these services when needed. Please keep in mind our goal is not have pristine landscaping and keep costs to acceptable level.
Before We Address Concerns, Lets Talk Successes
- Maintaining and verifying an accurate owner contact list, ie your questionnaire
- Keeping owners informed of Assoc. actions with memos,
email and newsletters
- Controlled cost on budget, while Insurance cost tripled and funded $90k vinyl siding project
- Wentworth II condos assessing one bed room $5k for
new vinyl siding
- Bills are getting paid and on time, no delinquent
fees, contractors actually want to work for us
- All delinquent Assoc. fee owners are on payment plan
- Property Agent has keys for all units, and we continue to monitor
- Tracking Aged Hot Water heaters replacement
- Revised Bylaws, updated declarations and created Rules and Regulation doc
- Continue to address renters Code of Conduct issues
- Fire Sprinkler alarm monitoring installed
- Propane fixed pricing acquired, with Blue Flame
- Removed Water/Sewer from owner assessments
- Managing trash/recycle bin costs
- Up to date on Income tax, we were not with past management
- Filed taxes $35 dollars, no payment, verses $1k in
past
- Continue to solicit competitive bid on insurance
- Proactive annual maintenance on laundry machines tune-ups, waste drain lines snaked, fire extinguisher, smoke detectors and chimney cleaning scheduled
· Regularly scheduled memos for reoccurring issues
Property Insurance Coverage:
In 2004 the Village Directors took
the initiative to solicit five insurance agencies in the area for quotes on
"Special Form Property Coverage" (risk) insurance. Village was being
required to hold this type of policy, at an increased premium rate, because of
the magnitude of the insurance fire damage claim on
·
About triple the cost of 2003 fiscal year
As
of May 2005 we are off high-risk insurance and substantially lower our premiums
. Village will need to continue to be claim free for additional discounts. We
as an Association need to demonstrate due diligence in eliminating as much risk
as possible; therefore, the following action plans are in place:
- Fire Sprinkler alarm and low temp unit monitoring installed
- Annual unit Smoke
alarm, Chimney and Fire extinguisher inspections
- Insulating of
building, mitigate freezing issues of water supply and drainage pipe
- Tracking and replacing unit’s aged hot water heaters
- Addition of an
outside ash disposal can for unit fireplace ash
- Clearly defined unit
owners responsibility in by-laws, declarations and Rules and Regulations
- Property Agent
checking units for potential hazards during annual inspections
- Continue to
enforce no heating exclusively with firewood
- Strictly
enforcing grilling ban and VT fire codes
2007
/ 2008 Insurance Costs:
Our Village Master insurance policy was up for renewal in March.
The Village board unanimously
agreed to renew with Mullen Financial Services with Nationwide. This decision
was base on, least costly premium, our history with Dave, inspection criteria,
and a little better coverage. This year we have cost saving of 36% or $4,495.
Pls see details in the summary section below.
Insurance expenditures are a large portion of your annual Insurance/Assoc.
fees. As a cost saving measure, our
Assoc. annually solicits several agents for a more cost effective master
insurance policy to cover, common areas, exterior/structure and infrastructure
of our Village complexes, please note this does not cover your unit or its
contents.
Last years premium with David Schramm of Mullen Financial Services and
Nationwide was $12,352.00. This year's solicitations came down to two viable
options, Cool Insurance Agent and our current policy holder Mullen Financial
Services.
1.) Jack Beniac of Cool Agency with carrier Middlesex Mutual
-03/08/07 provided a quote with
total premium cost of $8,024
2.) David Schramm of Mullen Financial Services with carrier Nationwide
-03/01/07 Initial quote
provided $12,676.00
-03/13/0 Re-quote provided with
total premium cost of $7,857.00
Summary:
-------------
1.) Cool Agency with carrier Middlesex Mutual
PROS:
-Much better initial premium
cost with about the same coverage
-Could be an additional $1.5k
saving next year, if accepted and no losses
-Guaranteed Functional
Replacement Cost, which no one else offers
-Middlesex Mutual does cover
other Assoc. in the area
-Wentworth II & III are
using Middlesex Mutual
CONS:
-Cool agency has not been
responsive until Village owner Terese Ayer got involved
-Cool agency initially indicated
they do not do condo insurance, causing delays
-Quote has contingences on
receipts, review and acceptance, which is the inspection criteria
-The discussion of second means
of egress has not come up yet
-Policy does not cover for water
damage cause by water running for more than 14 days
-Policy does not cover damage
caused by sewer and drain backup
2.) Dave Schramm with carrier Nationwide
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
-Village has been through
several inspections with Nationwide and we have address all their
concerns
-Not requiring a second means of
egress
-No inspection needed for this
year to renewal
-Policy does cover for water
damage cause by water running for more than 14 days
-Policy does cover damage caused
by sewer and drain backup
CONS:
-Appears we could have gotten a
better premium quote than what was initially offered
-Re-quote was base on no claims
in three years and going above an beyond to mitigate claim
risk
-Does not offer the functional
replacement cost, but is addressed with the 20% rider
Additional Details:
-------------------------
Both policies include Director/Property Agent liability coverage.
The Cool Agency quote was sent to Dave Schramm, on
Dave Schramm explained that Middlesex Mutual and Nationwide policies are
close to the same coverage, Nationwide is covering a little more, see details
in summary section. Dave also offered an explanation that if the buildings are
insured for the proper amount, which Village is, full (Functional) replacement
costs is not an issue. In addition, given that two separate companies,
independently of each other, came up with about the same building replacement
costs, is a very good indication the valued replacement cost of our Village
complexes is correct; $2.2 Million for
Nationwide and $2.3 Million for Middlesex Mutual.
Board continues to solicit for less costly property
insurance every year:
Bolton Valley Presidents council is also pursuing agents for bids in behalf of all the Assoc. on the mountain pooled together for better premium costs.
When soliciting bids agent typically
would not complete quotes without a 2nd means of egress from second
and third story units. In addition because of the magnitude of the Village
insurance claim on
- In 2007 we will be three years claim free, hopefully
can continue to get better rates
Regularly
Scheduled Owners Memos to Proactively Address Reoccurring Issues:
Winter Memo:
Reminders
to head off reoccurring 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
The Numbers:
The number one comment at our
In 2003 a complete clean sweep, property agent, contractors, insurance; all new
- Using John Herr as our primary
general contractors
- All Cycle trash removal is about the only contractor left
- Plenty of growing pains and many, many hours spent by
your directors
To assist in quantifying and
prioritizing repair needs to the Village Condominium complexes A and B, an independent
contractor was hired to perform a building inspection on
To regain a handle on our budget, while financing major expenses such as vinyl siding, we started from a zero based, no frills, budget. We incurred major expenses in the following years to bring our building back to a maintainable state. The Directors continue to closely monitoring and scrutinizing our budget.
The following summary of accounting
information is derived from financial reports handed out at the
Summary
of accounting information since 2003:
As
of
Profit and Loss Net Income =
$16,358.89
A/R Indicating Delinquent Assoc.
Fees = $29,297.60
Balance Sheet indicating Checking Account = $10,287.16
-01/12/04 when
Actual Operating expense = $86,416.49
2003/2004 Budget Net Income =
-$14,739 negative
As
of
Profit and Loss Net Income = $33,697
A/R Indicating Delinquent Assoc.
Fees = $9,860.48
Balance Sheet indicating Checking Account = $23,911.17
These actuals include funding of the
major repairs needed, see maintenance task list for details, along with insurance
cost tripling.
Actual Operating expense = $51,138
2004/2005 Budget Net Income = $14,630
-This does NOT include siding
and bank loan payments
As
of
Profit and Loss Net Income = $20,711
A/R Indicating Delinquent Assoc. Fees = $3,720.71
-This is a low as it has ever been
Balance Sheet indicating Checking
Account = $43,288.88
These actuals include funding of the
major repairs needed, see maintenance task list for details.
Actual Operating expense = $50,565
2005/2006 Budget Net Income = $2,512
-This includes Siding and Bank loan payments
We have cut the 2002/2003 operating expense by $35,851.49 (41%) !!!
We reduced 2002/2003 Delinquent Assoc. fees by $25,576.89 (87%) !!!
All this with insurance cost tripling while completing major repairs including vinyl siding with no special assessments or increases to Association fees.
- Folks if this does not impress you nothing will…
As
of
Profit and Loss Net Income =
$9,801.92
A/R Indicating Delinquent Assoc.
Fees = $1,475.24
Balance Sheet indicating Checking
Account = $39,738.58
These actuals include the complete
set major repairs needed, see maintenance task list for.
Actual Operating expense =
$56,944.90
Proposed 2005/2006 Budget Net Income = -$10k negative
This includes:
-Siding and Bank loan payments
-
-Grade Parking lot
-Railing, Porches, paint/repair
As
of
Profit and Loss Net Income =
-$10,079, negative P/L was planed
A/R Indicating Delinquent Assoc.
Fees = $4,684.69
Balance Sheet indicating Checking
Account = $28,422.34
These actuals include the complete
set major repairs needed, see maintenance task list for.
Actual Operating expense = $68,318
Proposed 2006/2007 Budget Net Income = -$13,562
This includes:
-Siding and Bank loan payments
-Railing, Porches, paint/repair
Village
operating expenses are flat:
As you can see by our Village operating expenses are pretty flat between previous fiscal year and this one. This is mainly due to the tremendous amount of tasks your directors handle at no cost to you. Our directors are inundated and are unable to take on any additional tasks. To continue to reduce/maintain operation costs, ie your Assoc. fees, the Assoc. will need to either hire additional contractors at a direct cost to owners or…
Owner committees needed to reduce Assoc. operating
cost:
- Committee needed to promote a sense of community and to assist in addressing owner conflict
- Assist in keeping trash and recycle rooms clean
- Monitoring inappropriate use of trash and recycling shed
- Clean laundry room
- Clean grounds
- Bulk disposal day for owners
- Blue flame gas fixed pricing / coop
- Participation in Assoc. board
- Participation in the Fire District
- Participation in the town of
- Committee needed to manage storerooms
- Committee needed to solicit condo insurance
- Committee needed to solicit unit water meters
- Moving mail boxes to Village property
Owners would like to use common area
storage rooms:
06/30/07 Owners Committee formed to
propose a plan, to the board, to manage storerooms
Heidi Hale and Ernest Levesque have
formed a committee to pursue a plan for owners to use common area storage
areas.
- Please note, no usage or modifications can occur without prior board
approval.
Scott Hempey, Darlene Autery and
Anthony Foti started to work on in 2006 and have opted not to continue to
pursue.
The Assoc. has had reoccurring issue
with owners using common area storage rooms. Typically what happens, the Assoc.
ends up paying to have storage rooms cleaned out and dispose of trash from
abandon junk left by owners. As a result the Assoc. has paddle locked the
common area storage rooms. A few requirements that
will need to be addressed in managing the storerooms before the board will
approve for owners to use:
·
Not enough storage area
for 21 owners
·
Need plan to fairly divide
storage area up for individual owner use
·
Need to be fair in usage
to existing owners and any potential new owners
·
Not much room to store
bicycles, sporting equipment, etc…
·
No storage of grills,
propane, gasoline, ect...
·
Need plan for managing
locks and keys
·
Theft/damage cannot go
against Assoc. insurance
·
Need plan for unit owner
insurance to cover theft and damage
·
Should not be property
agent responsibility or cost to manage
·
Need plan for deposit to
cover damage or trash removal costs
·
Need plan and estimated
costs on any needed modifications, ie shelving
·
Need plan to handle any
owner disputes
·
Need owner committee to
manage
·
Need exit plan if primary
owners managing the committee sell and no owners picks up the task
06/30/07 Owners Committee formed to
propose a plan, to the board, to move USPS mail boxes to Village Property
Jason Williams and Dave Parot have formed a committee to pursue a plan.
- Please note, no commitments or modifications can occur without prior
board approval.
History:
-BV poured new platform poured mail box on
resort property
-11/21/06 Post office moved mail box to
new platform on resort property
-10/21/06 Owners concerned of access to
existing mailboxes
-10/21/06 BV Pres meeting it was indicated
-Kurt to add to wish list and committee actions
-Need committee to propose maintenance
room mailbox
-Maybe OK to put post boxes in enclosed area
-Probably need 24 boxes, come in banks of 16
& 8
-16 bank comes with larger package boxes
-Need actual cost, but probably around $800
+ T&M
A few requirements that
will need to be addressed before the board will approve:
- Need written confirmation the post
office will deliver to approved mail boxes on Village property
- Need written confirmation on if the mail
boxes need to be outside or could be contained within common storage area
- If mail box can be placed inside common
storage area, need to coordinate activities with Heidi of the storage area
committee
- Cost estimate on time and materials and
USPS approved contractor to perform the work
- Will need viable plan by
Owner committee to organize Village party
No takers this year…
It
was discussed to help promote a sense of community and to assist in address
owner conflict issues getting the Village owners together for a gathering outside
of Assoc. business would be very beneficial.
- Proposing
gathering after 2008 Village Annual owner meeting
- Cost should not
be covered out of Assoc. budget
Kurt
Ries, Village Director
It was discussed, that the Annual Owners Meeting is a face to face meeting with the owners. The Annual Owners Meeting minutes, in addition to being posted to the Village web site, are postal mailed to all of owners. Most other Assoc. business is carried out via Email. If you are not on our Village Email distribution list you are missing the majority of the information being distributed outside of the Annual Owners meeting. Please advise our property agent, if you do not have access to Email, and would like a hard copy of this information postal mailed to you.
As a cost saving measure the Owners Forum maintains a Village Email distribution list and a Village Assoc. web site. By utilizing these electronic distribution methods we have saved our owners several hundred dollars in postage a year, while greatly increasing the efficiency of the board.
Curent Village financial reports, Bylaws, etc.. along with everything you need to know about our Assoc. activities and our community, are conveniently available at our web site or by request from our property agent.
https://home.comcast.net/~itele2/
Password is ‘garth’
Village Mission
Statement
- Control operating costs, with continuous property improvements
- Keep Assoc. cost to owners at a minimum, no frills budget
- Follow approved decision making process
- Keep owners informed, Village web site, email list,
newsletters and memos
- Insuring owners’ wishes and concerns, are addressed with Owner’s Forum
- Continue to promote a sense of community
Village decision making process
The
Village Owners Forum, maintains two lists, posted to our Village web site, if
your concerns/suggestions are not on these lists it is not being addressed and
you need to notify us.
Committee Action Items/Owners Forum Open Issues
List:
- A list of
concerns, suggestions and solutions from the unit owners
Maintenance Task List:
- A list of
building maintenance and administrative tasks needs
On
a weekly bases the Village Directors discuss these tasks with our Property
Agent, Joe Boylan and because of the quantity, available resources and costs we:
- Prioritize the
tasks
- Balance the
action with the finances available at the moment
- Assign actions to
board/committee members and/or property agent
Roles and Responsibilities
To reduce operation expenses the Village
board and committee members, at no cost to you, have taken on much more
responsibility than in the past, including:
Mike Nielsen --- Village
Director
-Replacement window inventory
-Exterior building light inventory
-Communal Grilling area plan
-Regularly scheduled memo to head off
reoccurring issues
Dave Parot --- Village
Director
-Bolton Valley Fire District
-Building/Unit surveillance
-Maintenance Task item point person
-Lawn maintenance point person
-Snow removal point person
-Propane Fixed Pricing
Joe Kareivis – Village
Director
-History of Assoc. and prior maintenance
tasks
-Past minutes and budgets
-Kept us from repeating our past mistakes,
insuring our continued success
-Renters Code of Conduct actions
Kurt Ries – Village
Director
-Chairs Association meetings
-Provides meeting minutes
-Solicits Insurance agencies for
quotes
-Works with legal resources
-Revised and maintains Bylaws, Declarations,
and Rules and Regulations
-Aged Hot Water Heater replacement reports
-Maintains Village Maintenance task list
-Maintains Owners Forum action items
-Maintains Owners Forum website
-Manages vinyl siding bank loan
-Keeps close eye on Village budget
Joe
Boylan – Village Property Agent
-Maintains Village administration records
and invoicing
-Delinquent Assoc. fee success story, right balance of compassion and
forcefulness
-No more late fees on bills like prior management
-Using competent and owner respected contractors
-Manages contractors
-Very receptive to working closely with the board
-Assoc. management experience has proven invaluable
-Manage Trash collection costs
Owners
Committee formed to propose a plan, to the board, to manage storerooms
- Heidi Hale & Ernest Levesque
Owners
Committee formed to propose a plan, to the board, to move USPS mail boxes to
Village property
- Jason Williams and Dave Parot
Kurt Ries, Village Treasurer
2007/2008
Village Budget
- Proposed 2007/2008 budget was reviewed, discussed and unanimously approved
- It was discussed that Assoc. fees went up 9% and Insurance fees went down 9%
- Village Fiscal year is July 1s t 2007 through
- See Appendix A – Village financial statements
Special Assessments and Raising Assoc. Fees
The Village Assoc. fees
have not gone up in 6 years despite successfully completing major maintenance projects
needed to bring our building back to a maintainable state. Unless we find additional
ways to reduce costs, such as owners actively driving committees, Assoc. fees
could go up another 9% next fiscal year.
- Particularly in light of the need to seriously
start funding new roof in three years
Rising Assoc. Fees:
It was discussed rising
Assoc fees, a reasonable percentage, would not yield needed funds for 1.5 to 2
years.
Special Assessment:
If a special assessment
were to be imposed on the owners, there is a high probability the Assoc. would have
problems collecting all the assessments in timely manner and could contribute
to delinquent Assoc. fees increasing. It is not so much some of the owners will
not pay, it is more of an issue they cannot afford to pay.
Vinyl Siding Contingence
Plan
As a reminder it was discussed that a contingence plan was unanimously approved at the 2004 Village Association Annual Owners meeting approving the board for an owner special assessment up to $20,000, only if needed.
The Assoc. is cutting
the budget very close with the vinyl siding loan payments, however barring any
unanticipated major expenses the board believes the vinyl siding loan payments
can be funded without the need to raise owner Assoc. fees or an owner special
assessment.
As a contingence plan
to insure the Assoc. does not default on the vinyl siding loan a pre-approval
for up to a $20k owner special assessment to cover any Assoc. unforeseen major
expense was sought and approved at the 2004 annual owners meeting. It was
discussed that the pre-approval would be in place for duration of the vinyl
loan payments and the board would not feel comfortable moving forward with the
loan without this contingence plan in place.
Note, the board would
not assess owners the $20k unless there was an unforeseen major expense the
Assoc. could not cover. The thinking is $20k assessment + $20k in cash reserves
would about pay off the $43,438 bank loan.
The major driving
factors for Village Assoc. fees are...
1.) Insurance cost
Our insurance fees are in line with other Assoc. that have
new policies in the last couple of years. Hence with the magnitude of the
insurance fire damage claim on
2.) Siding loan
Village did not assess the owner $5k+ to install the vinyl
siding on our complex like other Assoc. on the mountain did. Instead, the
Assoc. absorbed the cost of siding by the board picking up much more responsibility
at no cost to the owners and slashing the budget to bare minimum, while
completing several major expense projects, to bring the complex to the
maintainable state we have now. This is a major triumph and credit to our board
and owners to put in the time an effort to bring this to solution fruition,
something none of the other Assoc. have been able to do. On the down side it is
also a factor in our very tight budget as Village did not access the owners
curbing the annual Village Assoc. fees.
Kurt
Ries, Village Director
Proposed changes to pets and unit repair sections to the Rules and Regulations were discussed see details below.
- Proposed changes unanimously approved by the owners
Grills are expressly prohibited:
The use and the storage of charcoal and propane grills are expressly prohibited on balconies, wood patios or in common areas. Barbecue grills may only be used in designated grilling areas approved by the Village Association board of directors. Owners should recognize that in accordance to Vermont Fire Codes, NFPA 1 3-4.7 and NFPA 1 30-3.3.8.2, all types of barbecue grills and their storage in and around public buildings are subject to regulation as to size and usage.
Communal
Grilling Area
- Topic was discussed and unanimously decided not to pursue grilling area at this time
Communal
Grilling Area concerns include:
·
Cost to construct, how elaborate
·
Cost to maintain
·
Allocate cost in Assoc. budget
·
Location, between buildings
·
Approval from owners adjacent to the area
·
Hours of operation
·
Enforce hours of operation
·
Propane and/or charcoal
·
Lawn chairs and grilling paraphernalia
·
Waste container
·
Who will police the area
·
How does the Assoc. address complaints
·
Noise ordinance
·
Fire hazard, fire extinguishers
·
Comply w/ VT fire codes
Owners need board approval to modify common areas
or exterior of building:
To address concerns with common
look, voiding siding warranties and water infiltration issues all owners need
approval by the board to modify anything on the common area / exterior of
building.
- This includes Windows, doors, propane gas lines, dryer
vents, antennas, etc…
Snippet from our Bylaw documentation:
10. No improvements, alterations, work,
painting or other activity affecting the exterior of the buildings covered by
the Declaration, including but not limited to alteration of Units windows and
doors, shall first be approved by the Board of Directors. Approval shall be requested in writing sent
to Boylan Property Management,
The Board of Directors are empowered to impose
reasonable fines
To change negative behavior and assist in enforcing approved Bylaws, Declarations, Rules and Regulations the ability to fine an owner after due process was added to Rules and Regulation document.
Guidelines for board to fine owners for non compliance
- After due process, minor infractions could be $20-$50 dollars a day
- Gross infractions a $100 a day, but recommended not to go any higher
- When fines hit a substantial amount of money a lien is place in the property
Three changes needed to the Village Rules and Regulations
1.) Need clearer wording of Lessees cannot have pets
The intent of pet amendments was to protect owners units from pet damage mainly from the rental pool. In addition the Assoc. deals with unit owners, not their renters, and to assist in managing the pervasive pet concerns, of the various associations on the mountain, in addressing concerns with an owner of a pet, and the owner of the pets was not the owner of the unit, it can be exceeding difficult to get the owner of the unit to deal with the pet issues of their renters.
2.) No voice control clause
There are many complaints from all the various Assoc. on the Mnt, most revolve around pets running loose. By changing the Village Assoc. to pets on leash only will help us all in controlling this issue and mitigate any liability issues from pets running loose on Village property.
3.) Policy for Assoc. Unit Patch Repairs
-At the sole discrepancy of the board
Changes to Rules and Regulation
document:
D. Pets:
1. Household pets of unit owners
or their lessees are acceptable provided that:
a. Pets are required to have a nametag identifying the owner.
b. The property agent must be notified of the presence and appearance of the pet.
c. The pet does not constitute a nuisance or threat to other persons.
d. The pet is permitted to eliminate only in areas designated for that purpose. In cases of feces being dropped in inappropriate places(common areas, walkways, parking lots, etc.), owners are expected to immediately clean up after their pet with a “pooper-scooper,” plastic glove or some other device of choice of the owner.
e.
The pet, if outside, is at all times to be under
voice or leash control and in the presence of the
owner (i.e., within sight or
hearing) or other responsible adult. Otherwise, the pet is to be kept
indoors.
f. Balconies or decks are not to be used as dog runs or as areas of confinement.
g. The pet is not allowed to bark to a point of being a disturbance to others, either outside or in
nearby condominiums.
2. If a pet creates noise, damages property, is allowed to run loose without the presence of its owner, or in any other way creates an excessive disturbance or danger to others, the Board of Directors retains authority to terminate permission to keep the pet and, under the worst of circumstances, is authorized to call in the town dog warden to recommend the removal the offending pet.
3. The unit owner possessing a pet bears the financial responsibility for any damage, loss or liability caused by the pet (clean-up, material repair or replacement, rental loss, medical bills, etc.).
4.Lessees are not permitted to keep
pets on the premises
Please clean up
after your pet:
This is an ongoing issue with ours and other Associations on the mountain. Rules of conduct like these are very difficult to enforce. The Association empirically can really only appeal to the pet owner's to be responsible.
A container for plastic bags has been installed in the recycling room. These bags can be used to clean up after your pets.
The Village Association has addressed with the following:
·
Signs posted at each Village complex to clean up
after your pets
·
Revamped Bylaws and Rules and Regulates to
better clarify Association polices
· Regularly scheduled memos to all Village owners reiterating Association polices
· Continue to work with other Association to help curtail the issue
· Continue to reinforce Association policies at Annual owners meetings
·
Board has furnished a plastic bag dispenser for
pet cleanup
In addition, the Bolton Animal Control officer was
notified of issues with pets running loose and pet related issues like these. Prompting a memo from the
Town of
We are looking for someone like you to head up an Association
committee to, make recommendations and see if the issue can be further
addressed.
Village
rules and Regulation Addendum
Village
Repairs to Owner’s Unit Policy:
Intent:
In order to be consistent and fair to all parties involved with regards to how owner unit repairs, at the cost of the Village Assoc., will be performed. Along with assisting in mitigating and containing Village Association costs, the Village Association has adopted the following policy.
Village condos units are constructed
one on top of one another and, even with the many pro-active initiatives in
place to head off these types of issues, there are still several water stains a
year. The majority of units, if not all units, have had ceiling, walls and
flooring patch repairs. Replacing the unit’s entire ceiling, walls and
flooring, etc is cost prohibitive and unreasonable to budget for by asking
owners to fund the expense.
To mitigate these types of cost the Assoc. cannot set a precedence of replacing entire ceiling, walls, flooring ect. for water stains. This would open the expectation that twenty one unit owners, that have had patch repairs done, could have their entire ceiling, walls, flooring ect. replaced. Estimates for replacing entire ceiling, walls, flooring ect. in each of our units could exceed $30,000 which Village is not budgeted for and Assoc. fees would need to be raised or special assessments needed to all owners to fund these costs.
- See actual legal wording in revised 1.9 Rules and
Regulation document
Village
Repair to Owner Unit Policy:
In the event an owner’s unit is damaged from common area element that the Assoc. is responsible for, the board at is sole discretion, will decide the extent of the decorated surface repair to the owner’s unit.
In compliance with Village Bylaws, Section 3.13, the
Assoc. is exempt from liability for damage caused from a unit or person caused
by water leaking from any common area element. However, as a matter of practice
and as a service to our unit owners, the Assoc. typically pays for patch repairs
caused from common area water damage.
By acceptance of the Village Bylaw/declarations when
owner’s purchased the unit, the owner accepted this risk.
If the owner, at their own cost, would like a more extensive repair and/or an upgrade in materials, at the boards sole discretion, typically will give the owner a check for the Assoc. contractor quoted cost of the Assoc. approved repair, and the owner can purse the repair.
Owner’s repairs must meet all requirements and Assoc. approvals as provided by Bylaws, Declarations and Rules and Regulation documents.
In the case of a dispute, the Village Association
Directors will decide, in their sole discretion, how the repair will be
performed and how the costs shall be distributed among the parties involved in
the subject repairs.
Kurt Ries, Village Director
Proposed Major 2007/2008 Projects
1.) Move Postal Mail Boxes to
Village property
-BV poured new platform poured mail box
-11/21/06 Post office moved mail box to
new platform
-10/21/06 Owners concerned of access to
existing mailboxes
-10/21/06 Pres meeting,
-Kurt to add to next years wish list and
committee actions
-Need committee to propose maintenance room
mailbox
2.) Gutters
-3rd floor gutters only?
-Maintenance issues?
-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 2007
-01/30/07 Not pursuing at this time
-Does not appear will correct any water
infiltration issues
-On-going additional cost for annual
maintenance
3.) Building B rock wall fell
apart
Need permanent fix
4.
Laundry Room Improvements
-01/03/06 Joe B caulked/repaired gaps ect...
-01/31/06 Joe B has done several
improvements already
-01/30/07 not pursing at this, will evaluate
budget/need again in fall 2007
5.)
Trash/Recycling sheds Improvements
New
exterior/interior walls?
More
bins?
-01/31/06 Joe B has done several
improvements already
-01/30/07 not pursing at this, will evaluate
budget/need again in fall 2007
6.)
-01/02/06 Cannot see from road behind
bush
-Discussion for our 01/31/06 directors
meeting
-01/31/06 This is probably not in the budget
for 2006
-08/01/06 Painted support posts, looks
pretty good
-01/30/07 Directors Meeting, not pursuing
at this time
7.) Outside Unit Light Fixtures
Light replaced in 2002, with fixtures not
appropriate for outdoor use.
- Lights are currently intact, structurally
sound and purely cosmetic damage;
-01/30/07 Not pursuing at this time
8.) Water Aprons Below Ramps
-Need better drainage to drains
-01/02/06 Joe B getting bid from Todd
9.)
Need fill above Bldg B new retaining wall
-12/03/06
Was not completed with parking lot grading
-01/02/06 Joe B to get bid from Todd
10.) Budget for New Roof
-Start in earnest to build reserves to
cover for new roof in 3-5 years
-01/30/07 Joe B is currently working with
two roofing contractors for estimates
-Roof was replaced around 1995 for about
$21,500
-Timeline we have 5-10 years left, if
both sides are architectural
-Need to wait for snow to clear so they
can get on roof
-Gross est for roof replacement is
$40k-$60k
-Will not have funds to complete until
siding loan is paid off
11.) Ramp foot surface
repair/replacement
-John Herr quotes
-$3-5k for Decks, includes brown railing
trim
-Ramps and stair case $3k
-05/21/06 Getting quotes from John Herr, for
full repairs
12.) Ramp Surface
-Did not completed ramp surface in 2006, may
help to offset cost to next year’s budget
-10/27/06 not complete, will start spring
2007
-12/05/06 Need to insure bid cost has not
changed
-01/30/07 Joe B has confirmed no cost
increase for orig bid
-01/30/07 May need to touch up ramp, after
resurfacing
-01/30/07 Drain slots on ramp need to be
cleaned out
13.)
Porch / Railing repairs
-2000 or so, porch railing caps were
replaced
-12/29/06 Kurt spoke to John H to provide
list of repairs to Joe B
-01/30/07 Joe B picked up task to do walk
around with John Heir and make recommendations t
board on what should and should not be
done
-Need to prioritize tasks
1.) has to be done, 2.) nice to done, and 3.) not a priority
-06/30/07 this is not an approved task as
of yet
13.) Exterior Painting
-Missing paint on Building B 2nd tower and
north/Nordic center side of building
-Bldg
A south/east Plimpton/Ayer side 3 story vertical trim not painted
-Need brown paint on Unit #323 gutter
mounting board
-Bldg B 1st tower, no paint behind platform
light fixture
-Need paint Bldg A first ramp vertical post
Unit 325 left over hang off rear deck soffet
not painted
Inappropriate Use of Trash and Recycling Sheds:
It was discussed that the Assoc. pays several hundred dollars a year for trash contractor to pick up items owners inappropriately disposed of in and around trash/recycle shed, ie dishwashers, tires etc…
- Assoc. continues to monitor trash/recycle shed, along with annually distributing memos to all owners in regards to proper disposal of garbage and recyclables.
- Assoc. currently does not have a viable plan to further address these issue and would appreciate owners assistance in monitoring
It was discussed to assist owner I doing the right thing, to have a bulk item trash day, where an owner with pickup could haul items to dump and charge owners accordingly.
- Assoc. looking for committee members to plan and execute
Village Maintenance Task List
Current versions of the Village Maintenance tasks and Village Owners Forum lists were provided.
- See Village web site or contact Owners Forum for the most current versions
Unit Window
Replacement Project:
Mike Nielsen,
Village Director
Window inventory was
provided to all owners with the Annual Meeting notification and agenda. Mike is
maintaining an inventory of windows in our buildings that have not been
replaced.
The Assoc. is going to keep
focused on owners to replace these windows to insure our building are weather
tight. Please be certain to update Mike, when your windows are replaced.
- Window Replacement initiatives are included with
annual Village summer memo
Important Note:
For
windows and doors owners replace after vinyl siding was completed in spring of
2005, the Assoc. is not funding the expense for vinyl siding contractor to
return and complete window installation; including replacement of aluminum clad
on exterior window trim or window trim. Unit owners will be held liable for
these types of expenses.
Village Exterior Doors and Window Replacement Policy:
To insure
uniformity, proper operation and that the integrity of the vinyl siding,
insulation, and trim are not compromised, only materials and contractors
approved by the Village Association Board of Directors are permitted to install
exterior doors and windows, including sliding glass doors, at the Village
Condominiums.
If an
owner would like to use materials or contractors for exterior doors and
windows, including sliding glass doors, other than what is approved by the
Village board of directors, the owner must acquire written approval, prior to
any work being performed from the Village Board of Directors.
Explanation:
The Board
of Directors of Village Condominium Association at
In doing
such, the owners at the
Per
Village Bylaws and Declarations owner are responsible for repair and
replacement costs associate with the exterior doors and window.
In the
spring of 2005 vinyl siding was installed that included insulation and aluminum
clad to the trim on the exterior of buildings A & B.
At the 06/25/05 Village
Association annual owners meeting the Rules and Regulation addendum that owners
will need approval from Assoc. for any modifications done to exterior of
building and common areas was approved. This includes exterior window, sliding
doors and door replacement. This clause was needed to insure window and door uniformity, proper
operation and that the integrity of the vinyl siding, insulation, and trim are
not compromised by a variety of unmonitored contractors performing work on the
exterior of our complexes.
Approval
Process:
At the
sole discretion of the Village Association board of directors bases their
material and contractor approvals on, but not limited to, the following:
- Competitive cost on materials and labor
- Quality of workmanship
- Warranty on materials and labor
- Ensure that the exterior siding is not compromised.
- Ensure replacement windows and doors are uniform
- All Season honoring vinyl siding warranties performed
by another vendor
The Assoc.
is also looking to approve additional contractors, be certain to seek approval
before committing to contactor.
Village
Association Approved Window and Door Contractors.
As of
Jobsite Services, Inc.,
802-872-7191
Fax - 802-872-7192
Pricing as of
Windows with low-E and
full screen
Windows with low-E and
full screen
Windows with low-E and
full screen
With low-E and tempered
glass full screen
·
All prices include removing and disposing of
existing windows/doors.
·
Providing and install new product.
·
All of these products have a factory lifetime
warranty and a Jobsite Services, Inc. one year guarantee on labor.
Village
Condominium Window Replacement Project
-05/10/07
Owners
are responsible for the cost and scheduling of replacing old wood windows in
their units. Windows are listed by unit number, location in accordance to the
interior and floor if applicable (for two floor condo units only). Measurements
were not taken. North Side refers to the side of the building facing the
parking lot. All windows listed are old windows and need to be replaced.
|
Unit Number |
Windows to be replaced |
|
123 |
North: 1 –
kitchen 1 –
entrance South: 1 –
triple pane |
|
124 |
North: 2 –
bedrooms West: 1 -
sliding glass door South: 1 –
sliding glass door 1 -
deck facing DR |
|
125 |
North:
NONE East:
NONE South: 1–
bedroom 1 –
triple pane 1 –
sliding glass door |
|
126 |
North: 1 –
entrance 1 –
kitchen 1 –
bedroom South: 1 –
Bedroom 1 –
sliding glass door |
|
127 |
NONE |
221 |
North: 1 –
2nd floor entrance East: 2 –
2nd floor small bathroom |
|
222 |
North: 2 –
1st floor bedrooms 1 –
2nd floor entrance 1 –
2nd floor kitchen South: 2
sliding glass doors (1st and 2nd floors) |
|
223 |
North: 1 –
kitchen 1 –
entrance 1 –
bedroom South: 1 –
LR |
|
224 |
North: 1 –
bedroom West: 1 –
bedroom 1 –
LR South: 1 –
sliding glass door 1 –
deck facing DR |
|
225 |
NONE |
|
226 |
North: 1 –
entrance 1 –
kitchen 1 –
sliding glass door South: 1 –
bedroom 1 –
triple pane 1 –
sliding glass door |
|
227 |
NONE |
|
228 |
North: 1 –
1st floor bedroom by 127 entrance 1 –
2nd floor entrance West: 2 -
1st floor small bathroom 1 –
1st floor triple pane South: 1 –
2nd floor LR |
|
321 |
1 –
small bathroom |
|
322 |
North: 1 –
entrance 1 –
Living Room (LR) South: 2 –
LR 1 –
sliding glass door |
|
323 |
South: 1 –
triple pane |
|
324 |
North: 1 –
bedroom West: 1 –
bedroom 1 –
LR South: 1 -
sliding glass door 1 –
deck facing DR |
325 |
North:
NONE East: 1 –
LR 1 -
sliding glass door South: 1
–deck facing LR |
|
326 |
NONE
???? |
|
327 |
South: 1 –
sliding glass door 1 –
triple pane |
|
328 |
None |
|
323 |
South: 1 –
triple pane |
|
324 |
North: 1 –
bedroom West: 1 –
bedroom 1 –
LR South: 1 -
sliding glass door 1 –
deck facing DR |
325 |
North:
NONE East: 1 –
LR 1 -
sliding glass door South: 1
–deck facing LR |
|
326 |
North: 1 –
entrance 1 –
kitchen 1 –
sliding glass door South: 1 –
bedroom 1 –
triple pane 1 –
sliding glass door |
|
327 |
South: 1 –
sliding glass door 1 –
triple pane |
|
328 |
None |
Hot Water Heater Aging
Report
-05/11/06
In an effort to mitigate water damage to your unit and curtail insurance claims, we are tracking electric hot water heater in our units for being past their manufactures suggested end of service to be flagged for replacement by the unit owner. Hot water heater are either purchased by the owner or rented from Green Mountain Power. If rented by Green Mountain Power they will be replaced at no charge with the signing of a three-year rental lease. However, the Village Association is requiring a drip pan be installed at the owner’s expense for about twenty-five dollars.
Kurt
Ries, Village Director
Village Owners Forum Open
Issues:
The following is a list of Village Owners wishes, comments and concerns and are updated regularly on the Village Association web site, to insure details are not lost and issues are being addressed. Note, if your comments or concerns are not on the following list, they are not getting addressed. Please update the Owners Forum to insure your concerns are being addressed.
We are soliciting for resources to assist in bring the tasks to fruition. Two owners over coffee can complete one task in a few hours versus, two resources performing all the tasks takes weeks.
The following is the current Owner’s
Forum open issue list:
Owners Forum Open Issues List:
-05/16/07
1.)
Owners would like to use common area
storerooms:
Typically what happens is Assoc. ends up paying to have storage sheds cleaned out and dispose of trash. As a result the Assoc. has paddle locked the common area storage rooms. A few issues that will need to be addressed in managing storerooms:
· Not enough sheds for 21 owners
· Divide storage sheds up for individual owner use
·
Not much room to store bicycles, sporting
equipment, etc…
· Managing Locks and Keys
· Theft, cannot go against Assoc. insurance
·
Unit owner insurance cover theft and damage
· Should not be property agent cost to manage
·
Deposit to cover damage or trash removal costs
·
Need Owner committee to manage
Owners Committee formed to propose a
plan, to the board, to manage storerooms
·
Heidi Hale and Ernest Levesque
2.) Miscellaneous
unit owner issues
Please, let’s all be
responsible for our own destinies and have open friendly communication with our
neighbors and discuss conflicts openly and politely. With a little give and
take mentality, most if not all conflicts can be resolved to the mutual
agreement of all involved.
Need owner committee formed to organize Village
party
It
was discussed to help promote a sense of community and to assist in address
owner conflict issues getting the Village owners together for a gathering
outside of Assoc. business would be very beneficial.
·
Proposing
gathering after 2008 Village Annual owner meeting
·
Cost
should not be covered out of Assoc. budget
3.) Pet cleaning up and running loose
This is an ongoing issue with ours and other Assoc. on the mountain and of course without catching the pet in the act and a convincing way correlating the infringement with the pet owner, the violations are very difficult to enforce. The Assoc. empirically can really only appeal to the pet owner's to be responsible.
The Village Assoc. has addressed with the following:
-Signs posted on
each Village complex to clean up after your pets
-Revamped Bylaws
and Rules and Regulates to better clarify Assoc. polices
-Regularly scheduled memos to all Village owners reiterating Assoc. polices
-Continue to work with other Assoc. to help curtail the issue
-Continue to review Assoc. policies at Annual owners meetings
-Board discussing
furnishing a plastic bag dispenser for pet cleanup
In addition, via the BV Pres Assoc Pres Council, Bolton
Animal Control officer was notified of issues with pets running loose and these
types of associated issues. Prompting a memo from the Town of
·
All the Assoc., on the mountain, are encouraging
their residents to call the Bolton Animal Control officer to help enforce town
ordinances on these types of infringements.
From Village R&R
d. The pet is permitted to
eliminate only in areas designated for that purpose. In cases of feces being
dropped in inappropriate places(common areas, walkways, parking lots, etc.),
owners are expected to immediately clean up after their pet with a
“pooper-scooper,” plastic glove or some other device of choice of the owner.
e. The pet, if outside, is at
all times to be under leash control and in the presence
of a responsible adult. Otherwise, the pet is to be kept indoors.
4,) USPS
mailboxes not convenient to Village
The mailboxes are currently on
Move Postal Mail Boxes to
Village property
-BV poured new platform poured mail box
-11/21/06 Post office moved mail box to
new platform
-10/21/06 Owners concerned of access to
existing mailboxes
-10/21/06 Pres meeting,
-Kurt to add to next years wish list and
committee actions
-Need committee to propose maintenance room
mailbox
Dave spoke with
-maybe OK to put post boxes in enclosed area
-Probably need 24 boxes, come in banks of 16
& 8
-16 bank comes with larger package boxes
-Need actual cost, but probably around $800
+ TM
Owners Committee formed to propose a plan, to the board, for moving mail boxes to Village property
·
Jason Williams and
Dave Parot
7.) Unit Water Meters
-There are no water meters, cost is
calculated from number of bedrooms
-Would insure
owners paying fair share of water/sewer costs
-Pros,
owner would be charged W/S on what they actually used
-Cons,
Seasonal owners use would need to be covered in base rate
-Water/Sewer
cost no longer managed by Assoc.
-Owners concerns keep coming up
-Not aware of any of the Assoc. or private homes that have meters on the
MNT
-Owner committee needed, if owners would like to pursue
PROS - owner would be charged W/S on
what they actually used
CONS -Seasonal owners use would need to
be covered in base rate
8.) Snow Removal Concerns
-10/28/06 Owner concerned no plowing or
shoveling for early season snow
-02/06/07 Owner call to Joe B about the
poor job Assoc. is doing
-02/14/07 Owner caused issue w/ moving his
car after big snow fall
-02/20/07 Dave got call from owner about
shoveling roof and cracks in walls from shifting
building
We went to coarser
aggregate of rock this snow season because the sand and salt of past seasons
was not staying in place very well. The larger aggregate rock appears to
working for better, for the most part, by staying in the parking lot and not
getting washed out to the sides. I will also insure the topic is discussed at
our up coming Village directors meeting.
Sand buckets for
stairwell/parking lots
-01/07/07 Salt buckets in place on each ramp
-Owners car got buried
-Joe B spoke with resort
manager Mike Gallas
-No additional issues to
date
9.) Parking Issue
Village Bylaws, Rules and
Regulations does not limit the number of vehicles occupants from an owner
rented unit can have in the lot.
From Village Bylaws
Section 5.08 Restrictions
on Use of Units: Rules and Regulations.
8) Unit Owners shall have
priority regarding use of parking spaces, and the executive board shall
promulgate such rules or regulations relating to parking as to further the
purposes of this section.
From Village Rules and
Regulations
E. Vehicles:
1. Each unit is entitled to
one parking space near the unit. Specific locations may be designated by the
Board of Directors if authorized at an annual meeting of the Association. All
other cars will park in the unreserved parking areas of the resort. No
additional motor vehicles or trailers, boats or recreational vehicles
(registered or unregistered) are to be parked in condominium parking lots,
except temporarily and for short durations, but then only with prior written
approval of the Board of Directors.
It was discussed
-No directors or owner committee members were willing to
take on task
-Including in spring memo to all owners
10.) Satellite Dishes
Placement
-12/01/05 Owner mounted Satellite Dishes on
roof chimneys of complex, since been removed
-12/22/05 Village legal resource responded to Kurt’s FAA questions
Assoc. is OK to enforce unit
deck only mounting
Owners continue to be concerned with
ascetics of Satellite Dishes mounted to
unit decks. According to FAA regulations an Assoc. cannot prevent the
installation of Satellite Dishes; however we can restrict were they can be
mounted as long as an acceptable signal can be received.
11.)
Association to solicit other condo insurance company for cost savings and less
stringent restrictions
Vermont Fire codes do not permit open flames
barbecues and regulates the size of the propane tanks on communal habitats. In
addition, Village has retained a reduced insurance rate for banning grills
because of the high fire risk they create.
12.) Inappropriate use of trash and recycling shed
It was discussed 2006
Annual Owners meeting that the Assoc. pays extra a year for trash contractor to
pick up items owners inappropriately disposed of in and around trash/recycle
shed, ie dishwashers, tires etc…
Assoc. continues to monitor
trash/recycle shed, along with annually distributed memos to all owners in
regards to proper disposal of garbage and recyclables.
-Assoc. currently does not have a viable
plan to further address these issue and would
appreciate owner’s assistance in monitoring
13.) Rugs
on floors of upper units needed for noise abatement
Many units have non-carpeted floor installed, please be cognizant this can create a fair amount of noise for your down stairs neighbors. Please do what you can to reduce foot traffic noise in your unit.
14.)
Building Maintenance and Assoc. Management concerns
-If building been inspected by licensed
engineer, I indicated it was inspected
-Because of noise on windy days wants
rafters reinforced, asked him to put his request in writing, no
response to date
-Concerned over building shifting, I
indicated the building moves a fair amount from season to season
and without a new foundation not much can
be done
-Concerned our property agent does not work
on weekends; I indicated our property agent in many
non-emergence situations coordinates a
general contractor to do the work. Once the owner reported
the issue there
was a contract on-site in 48 hrs.
15.)
It was discussed at the
Owner concern:
Yesterday I came home to find
that my unit had been entered for some check of the sprinkler system. Whomever
it was who did whatever they did had to go up into the attic through my bedroom
closet, getting blow insulation all over the floor which was not cleaned up.
Then, I discovered out on the
Northwest facing deck that the sprinkler system "deadleg" - for lack
of a better term - must have been purged, resulting in what looks like a case
of rust colored explosive diarrhea all over the side of my unit. And, whoever
did whatever they did made no attempt to clean it up and that rust is going to
stain the siding that the association had installed.
I would like to have a chance to
speak with those individuals to express my concerns.
Concern # 1 - my unit was
entered without 24 hour notice in a on-emergency situation. Why?
Concern # 2 - what is going to be done to address this
godforsaken mess that is all over the siding? Also, if someone comes to clean
this I want to be contacted to coordinate with them. They will not - as of now
- do it by going through my unit.. They can use a sprayer and a ladder.
Owner concern:
I was very unhappy today to come
home and see that someone had obviously been inside my house to inspect
something. I do not recall being
notified of the need to enter my condo.
It is my understanding that it was required to give notice when it is
required to enter a unit, unless there is an emergency. Could you please let me know why someone
entered my unit unannounced, and confirm what the policy is?
Owner concern:
Unauthorized entrance of unit,
lights left on
Owner concern:
Someone was in the condo
yesterday. Apparently they needed to get
into the electrical panel. They took
everything out and didn't put anything back (which was ok). However, they didn't leave any note or
anything to let me know what was going on.
Do you have any clues?
State of the
Mountain Update
Larry
Williams, Owner of
Business
plan is on track
-Skiers attendance down as there was no snow until January
-Larry mentioned that Bob Fries decided to move on and the move was amicable
-Does not see the mountain making a profit for 2-3 more years.
-Mnt continues to struggle, we all need to do together
-Lack of beds
Much has been done but much still needs to be done. There have been some position and personnel changes made during the past few years which have improved the operation.
A reception center (The Ponds) is in operation opposite Timberline.
Thirty-Eight weddings are booked for this summer/fall and these events are generating summer activities and a need for more rental units.
If there were more rental units available there could be more destination skiers accommodated and that would enhance the resort, ski operations, food & beverage services and allow for other amenities.
Parking during ski season is always
a problem. The resort hopes to have managed parking next season. This would
prevent each car from taking two spaces as well as keep ski customers out of
condo resident parking areas. Having customers arrive and giving them no
direction as to where to go was not good for the customers, the mountain, or
the condos. Tighter parking and a little rearranging of the parking tiers
themselves would make it possible to park most customers on all but the busiest
weekends.
Opening
day ski season
-Traditionally day after Thanksgiving and close first week April
-Looking into two terrain parks expert and intermediate
HWY
89 Ramp Exit
-Nothing in the plan
-Town has no money
-Effort is on the town
-Not being driven by resort, could be considered self serving
Redstone
development updates
-Still no firm plans at this time
Plans are at drawing board level (nothing for a few years) for 24 condo units in the base area and 25 condos along the trails.
Development after that is planned for Broadway at either end of the trail. Redstone is putting together a “Master Plan” to submit to the Town. It will include future growth at about 10 to 20 units per year.
Picnic loop is zoned as single
housing dwellings
-Could be develop in 10 years?
2005 Town Rezoning
-Broadway Forest District
-25 acres per dwelling
-19 lots, conceptually
-Possible development as soon as this summer of 2005
-Cannot build above 2,500 feet, ie just below lift one mid-station
Resort Rental Pool
Resort doing some capital improvements on hotel and rental pool.
The mountain simply needs more rental units and realizes there have been some problems in the past. Nelson asked Larry Williams to put together a rental proposal that could be distributed to owners that do not currently rent but could with a few assurances owners will actually get paid.
Time
share update
-Their activity seems to have slowed down a bit
-Buyers are using the units and they are continuing to sell
BV/Redstone
Nordic trail improvements
-Proposing to hire full time groomer for Nordic trails
-Looking at doing night skiing on Picnic loop
-Improving drainage on the trails
-Looking at building a Wilderness cabin
-Sprucing up
Summer
events, Mnt Biking, BAC, etc.
-Busy Summer
-Pow Wow next to sports
center/Village -
-Disk Golf on picnic loop
-UVM racing, 5 weekends
-Off road Land Rover events on Wilderness
Mountain
biking again this summer
-1st & 3rd weekends of the months
-Using Wilderness another year
1984
storm water permit lapsed update
-Nelson Minerly, engineer and Mel Croshier working together on plan
-Better to renew/grandfather in than get new permit
-Affects resort and six condo Assoc., prior to LCA
-Estimate cost for various Assoc. , $150 renewal and engineering, along with $55 each year
-Several permit requirements the resort needs to complete by Village property
-Several resort items we identified by the engineer approving the permit each year are still not
completed
-Larry mentioned he was unaware of the repairs and will look into
*******************************************************************************************************************
Tranquil Heights
Our very own Village resident Colleen Malloy is offering many great services at Bolton Valley Resort
-877.9BOLTON or 802-434-3444
-Massages, Body Treatments
-Nordic walking
Bolton Valley Fire
District Update
Kurt
Ries, Village Director
BV Fire District
The water and sewer district is
concerned with managing Water and Sewer costs and the need for good drinking
water and the responsible disposal of our waste. We as property owners on the
mountain are well aware that the
The Bolton Valley Fire District was
started by homeowners and business members to ensure the residents and
businesses on the Mnt:
1.) Control
operation costs
2.) Good
potable drinking water
3.) Treated
and untreated waste is being properly handled
4.) Manage
development by where and who can connect to system
The system has been neglected over the
years and is currently going through major renovations. The water and waste
water system had been the only profit center for a while now as the resort
changed hands over the years. We are attempting to move forward as a public
entity and our goal is to own the system along with any improvements the new
owner, Redstone, has made as mandated by the state.
-Lynda M. DesLauriers is new Prudential Chair
-First action to contact Redstone see if they are open to open W/S
purchase discussion
-Second action to come up with a viable business case why we want to do
this
-The Bolton Valley Fire District does officially
exist and is filed with state
-BV Fire District does not currently own any
part of the BV W/S infrastructure
Assoc. made a desperate plea for help at
the 2006 and 2007 Assoc. Annual Owner Meetings
-Folks if you do not step up now and assist the Fire District it will
not come to fruition!!
-Very little response from home owners on the mountain
-Have to be full time resident to vote, about Timberland to Broadway
-Really need a grass roots effort from the owners to bring BVFD to
fruition
-07/10/07 update, Mike McKenna - mm@shotgunflat.com, has expressed
interest in helping
Redstone is open to selling to the Fire
District
-Larry mentioned at 05/19/07 Pres meeting probably good idea
-Fire district would need to commit to Redstone dev needs
Redstone is doing the required major
renovation imposed by the state and needed for expansion
-Usage went up from seasonal to about 80% year around residents in last
5 yrs
-System is at capacity, only deeded property can currently connect
-Redstone is making needed repairs to the leech field/septic system
-Redstone has control to tie into waste water treatment plant this side
of Joiner Creek
-About halve of the waste water being treated is from major storm water
infiltration into the
system, Redstone is working with
engineers to correct
-W/S has been 10% profit margins, with current major renovations
Redstone breaking about
even
Water Quality
Our drinking water regularly exceeds
state/fed limits, because of the disinfectants chemicals being used
-There maybe more extensive filtration systems that can be used to
reduce the amount of
disinfectants use to treat the surface water
-Current water supply is surface, out of Joiner creek, requires someone
to constantly monitor
-Well water is better and is treated w/ chorine and requires less
treatment and monitoring
-Redstone has drilled 3-4 good wells on the Mnt, looking drill more
summer of 2007
-New wells about 48 gals a min, can only supplement not supply the
needed water
-Difficult to find good water on mnt, no reliable source
-2004 actually had to truck in water
What are the benefits of Fire
District verse privately held corporation like Redstone
-Fire District is probably not going to reduce resident’s costs, maybe
%25????
-Currently the most profitable entity of mountain
-With the major repair cost Redstone been low profit margins last two
years
-Fire District municipality is nonprofit, and owned by residents
-W/S has been 10% profit margins, with current major renovations
Redstone breaking about
even
-Fire District would have control over rates
-
-Fire District can obtain rebates for residents on water saving devices
-Residents have control over future development and tying into system
-Fire District has no business plan for fixing infrastructure or
insuring potable drinking water
-There is no cap on sewer costs
-One bedroom QTR Water $17.35, Sewer $153.15
-There are no water meters; cost is calculated from number of bedrooms
-1998 Ned Hamilton excessively raised sewer fees, subsequent resort
owners continue the tradition
-Roger McCormick and Ken Richardson have law suite open against
rising of rates. Not aware of any movement on these case in quite some
time
Water Meters
PROS - owner would be charged W/S on
what they actually used
CONS -Seasonal owners use would need to
be covered in base rate
Our drinking water regularly
exceeds state/fed limits, because of the disinfectants chemicals
-There maybe more extensive filtration systems that can be used to
reduce the amount of
disinfectants use to treat the surface water
Snippet from Catamount/Bolton Valley
Water & Sewer, LLC Water Quality Report 2004
Explanation for violation(s):
We routinely monitor for the presence of
drinking water contaminants. Testing results were sampled the last four
quarters of 2004 that show our system exceeds the standard, or maximum
contaminant Level (MCL), for Total Holoacetic Acids. The Standard for Total
Haolocetic Acids is 0.60 mg/1. The running annual average result was .099 mg/1.
Actions taken to address the violation(s):
Catamount/Bolton Water & Sewer, and
the State of
Ken Richards previous owner of
Black Bear Inn was the primary force driving the Fire District initiatives
The Water and Sewer district is
concerned with the need for good drinking water and responsible disposal of our
waste. We as property owners on the mountain know that the
-The Bolton Valley Fire District does
officially exist and is filed with state
-BV Fire District does not currently own any part of the water/sewer infrastructure
-Attempting to negotiate with Redstone the sale and cost of the system
-Nelson Minerly has a keen interest but is not a resident
-Ken has sold the Black Bear and is no longer involved
-Have to be full time resident to vote, about Timberland to Broadway
-Emanate domain presiding to force the sell, still on hold and very
adversarial
-Advisors stated that they felt Ken was moving to fast on obtaining W/S
-Hoping Redstone will come to their senses and sell to municipality
Village Assoc. has taken Water and
Sewer cost out of your assessments
-The above mention turmoil was a primary driving factor
-Along with artificially inflating Village Assessments rates to
perspective buyer
-Bolton Water quality report and research posted to our Village web site
Steve McLeod Drinking Water Quality Report
-Assoc. not going to be involved, as unit
owners we are involved
-Steven McLeod discussed his finding and write-up
-Steve’s
write-up along with the
-Darlene’s water quality findings are posted to the Village web site as well
Bolton Valley
Kurt
Ries, Village Director
Propane
Costs:
There are several options including
Propane Coop that shows good potential in lowering our heating cost, however
for Village, the board is unable to find owners for a committee to explore
lower pricing.
-Black Bear pays .89 w/ Agway and Associations pay 1.49 -- 2004/2005 pricing
-06/22/05 Blue Flame memo fixed pricing going up $1.49 to $1.80
-07/27/06 Blue Flame memo fixed pricing going up $1.80 to $1.95
Village, Wentworth, Courtside I & II and
Bear Run Condos are all at special Blue Flame fixed pricing of $1.95 per gallon
until end of June/July 2007. The $1.95 fixed rate offered to the Associations
on the mountain are less than Blue Flames standard prebuy pricing.
Village units use an average of 200 - 400 gals
a heating season
Standard Blue Flame 2006/2007 Prebuy pricing is
as follows:
-400
gals - $2.79
-500 -
700 gals - $2.19
-1000
gals - $2.14
Propane
Coop:
One supplier for all Assoc. should
be able to offer better price point
-If supplier is not Blue Flame Assoc. Assoc. will need to buy propane infrastructure
-Village has 20 out of 21 units heating w/ propane
-Village 3 bedroom unit 2003/2004 uses about 750 gal’s propane
-Village propane infrastructure buy-out total 3,779.86 - 2004 dollars
-A Coop would tie all the Assoc. into single vendor contract
2004/2005 dollars:
1.49 - .89 = .60 cents Gal saving
19 units x 750 gals = 14,250 gals x .60 = $8,550 total savings
3,779.86 cost / 8,550 saving = .4 years to pay off infrastructure costs
Courtside Owners Meeting May 2006:
Courtside One reacted
favorably to purchasing the propane infrastructure. An internal committee will
be formed to determine how to pass the costs (and savings) along to the gas
users in the association if this proposal passes.
-Still working out how to distribute charges as not all units have propane heat
-$11k for infrastructure, have buried tank
-Agway had no interest
-
Pres.
council has $980 in checking
-Donated by each Assoc.
-Kurt is encouraging not to spend/waste on legal fees for the water sewer disputes going on
-Nelsen looking into how distribute funds back to Assoc.
Pets,
all Associations getting many complaints about pets running loose
-Town has lease law, however clause of under voice control
-Could jeopardize Assoc. master policy
-Believe Village is covered w/ our revised Bylaws and R&R
-Nelson wants to hold meeting with Assoc. and resort
-Kurt suggested this is not a resort or Assoc. issue to enforce
-Per Town of
-Assoc. having a common R&R doc would help in these types of situations
-Penalties for not cleaning up pet droppings, $25 first offense, $50 second offense
-John Herr Prop Agent using camera
-CC1 changed bylaw/RR voice control is not an option
Storm
Water Permits:
Explanation
Mountain Operations and Development (Bolton Valley Resort) has received a letter from the State of Vermont Department of Environmental Conservation, Water Quality Division. It states that one of our storm water systems is currently discharging without a valid permit in violation of 10 V.S.A. $1264. Your Association was part of the original permit that expired in 1986.
To continue further with this
permitting process we will need signatures from each duly authorized
representative of the following Associations on the Notice of Intent To
Discharge Storm water: Courtside I,
Courtside II, Village, Liftline, Sports Club Condominiums, Wentworth I,
Wentworth II, Wentworth III, the
- Permit belongs to the resort
-1,400 expired permits State did not notice
-All needed Assoc. signatures obtained in 2005
What has been done?
BVR/MOD obtained an extension until
What do the Assoc. need to do?
Well before permit extension runs out:
1.) Assoc. read the following information and understand the issue
2.) Assoc. representative sign
the attached NOTICE OF INTENT (NOI)
3.) Pay cost of reinstating old permit
Early estimates, one time $150 for engineer and annual cost of $55 per impervious acre and $50 file fee per Assoc.
-Do we want to use are Pres council funds ($980) for the cost of renewing the permits?
Update on renewing Storm Water
Permits:
Melody Crosier asked me to thank all
of you for your cooperation in the process of renewing the original permit.
Chenette Associates will bill each association $ 150. for his engineering
inspection and doing the “leg work”. The following is a breakdown of total
impervious acreage permit fee due the State of
