Village Assoc. Board Directors Meeting Minutes Date: Tuesday January 26, 2010 Time: 7:00 PM to 9:00 PM ET Location: Ries Village Unit #227 Primary Objective: Scheduling Maintenance Tasks & Contractors Attendees: Joe Boylan Village Property Agent, present Joe Kareivis Village Director, present Mike Nielsen Village Director, present Dave Parot: Village Director, present Jason.Williams Village Director, present Mike Brigham Village Director, present Colleen Malloy Village Director, absent Kurt Ries Village Director, present Quorum established ***************** ** Minutes: ***************** Next 2010 Village Board Meetings ------------------------------------------- Village Assoc. Board Directors Meeting Date: Tuesday May 11th, 2010 Time: 7:00 PM to 9:00 PM ET Location: Ries Village Unit #227 Primary Objective: Owners Annual Meeting Mailing and Agenda Bolton Valley Association Presidents Council Meeting Date: Saturday May 15th, 2010 Time: 10:30 AM to 12:00 PM ET Location: Black Bear Inn Primary Objective: Mountain Business Village Assoc. Annual Owners Meeting Date: Saturday June 26th, 2010 Time: 9:00 AM to 12:00 PM EST Location: Bolton Valley Lodge, Bryant Room Primary Objective: Assoc. Business Village Assoc. Property Agent Meeting Date: Tuesday August 17th, 2010 Time: 7:00 PM to 9:00 PM EST Location: Ries Village Unit #227 Primary Objective: Completion of Maintenance Tasks 1.) Assoc. Decision Making Process ---------------------------------------------------------------- Village decision making process: -Keeping Owners informed -Village web site, email list, and memos -Board only deals with owners not with tenants -Ensuring we address owners wishes and concerns -Continue to promote a sense of community We cannot fix what we are not aware of: The Village boards, maintains two lists, Owner Issue and Maintenance tasks -If your concerns/suggestions are not on these lists it is not being addressed and you need to notify us. -This includes Directors -Property Agent needs to manage all activities, with direction and approval from the Board, and to facilitate this the Property Agent is the lesion between Owners and Contractors -Directors need to be carful and not break this protocol or Director will need to be responsive to manage the project -Owners and contractors should always contact Property Agent, Property Agent will go to appropriate board member for direction -The majority of Assoc. business is handled via email Committee Action Items/Owners Forum Issues List: A list of concerns, suggestions and solutions from the unit owners -Kurt maintains and provides to owner with Annual Report Maintenance Task List: A list of building maintenance task needs for our complexes -Property Agent Maintains -Dave, Mike B and Colleen drive closer of task, approve and schedule -Board needs to be kept updated on open actions, deadlines and costs Dave, Mike B and Colleen discuss these tasks with our Property Agent, Joe Boylan, and because of the quantity, available resources and costs we: -Prioritize the tasks -Balances the action with the finances and resources available at the moment -Assign actions to board/committee members and/or property agent Why these tasks aren’t complete: The directors have been inundated in Assoc. tasks, many of the lower priority tasks we have not gotten to because of funding, resources and time constraints. We need your cooperation and help on the various committees in motion. -To assist, Kurt is attempting to clearly define what the task are along with Directors Roles and Responsibility for see the tasks to completion. -It was discussed that John Herr is very important to our day and day maintenance activities and we need to ensure we do not jeopardize this relationship Regularly scheduled Assoc. Activities and Roles and Responsibility ------------------------------------------------------------------------- 1.) Board Meetings -January Kurt Chair Primary Objective: Scheduling Maintenance Tasks & Contractors -May Kurt Chair Primary Objective: Owners Annual Meeting Mailing and Agenda -June Kurt Chair Annual Owners Meeting -May Owner Agenda, questionnaire and proxy mailing -July Owner minutes mailing -July VT secretary State mailing -Aug Mike B and Colleen Chair Primary Objective: Completion of Maintenance Tasks 2.) Property Agent Maintains Maintenance List -Mike B and Colleen Reviews and actions with Property Agent on biweekly bases -Mike B and Colleen gives direction, Approves, prioritize and manages property agent maintenance activities -Dave is assisting with maintaining the Maintenance List 3.) Onsite monitoring of maintenance task progress. -Need director to sign off the tasks are completed -Mike B is doing ongoing monitoring of onsite contractors -Property Agent to advise Mike B if cost is exceeding budget or anticipated costs -Property Agent needs to insure all contractor are aware they need to notify him if contractor going over their quote -In many cases Property Agent will need to decision on the spot with contractor and then notify Mike B 4.) Laundry Room Bulletin Board -Mike B and Colleen -Need Village Rules and Reg doc posted -Need Village Calendar of events posted -Part of renter action plan and bylaws to publicly post -Really should post some other items of interest also 5.) Trash/Recycling Room Ongoing Maintenance and Monitoring -Mike B and Colleen 6.) Monitor fireplace ash can ongoing Maintenance and Monitoring -Mike B and Colleen -Insure owner are disposing of Ash properly -Part of Insurance cost mitigation plan 7.) Laundry Room Ongoing Maintenance and Monitoring -Mike B and Colleen -September Annual Laundry machine tune up 8.) Security Lights Inventory -Mike B and Colleen -Bldg A sensor repaired -Will continue to monitor 9.) Window Inventory -Mike B and Colleen -Document unit number and windows not replaced -Window report is distributed to owners w/ Annual meeting and posted to Village URL -Mike N to send window replacement memo to owners with outstanding window replacements -Mike N to present window replacement push at annual owners meeting 10.) Hot Water Heater Inventory -Mike B and Colleen -Part of Insurance/water damage mitigation plan -Updated from Property Agent Fall unit inspection -Water Heater report is distributed to owners w/ Annual meeting and posted to Village URL Seasonal Timelines Fall ----- 1.) September - Annual Laundry machine tune ups -Mike B and Colleen 2.) Fall Property Agent shut off outside water facets, fix leaks prepare for winter -Mike B and Colleen -Remove hoses -Need siphons? 3.) Fire Sprinkler System Heater -Mike B and Colleen -Turn breaker on in November -Turn off breaker in spring Winter ------ 1.) February - Obtain Insurance quotes/bids for March policy renewal -Kurt and Jason 2.) October/November Winter memo mailing -Mike N Spring --------- 1.) Fire Sprinkler System Heater -Mike B and Colleen -Turn breaker on in November -Turn off breaker in spring 2.) May - Storm water drain and ditch clean out -Mike B and Colleen -Performed by Snow Removal contractor -Does this need to be done more than once a year? 3.) May - Need next season snow removal bids for annual meeting in June -Dave 4.) May - Need this seasons Grounds Maintenance bids for annual meeting in June -Dave 5.) April Spring/Summer memo mailing -Mike N Summer ------ 1.) Bldg Fire Sprinkler System -Insure annual inspection passes 2.) Annual Building Inspections scheduled for July/August -Smoke Alarm ~45 batteries -Fire Extinguishers -Chimney Cleaning -Carbon Monoxide Detectors -Inspect unit washer/dryer for any supply line, drain or vent issues -Bathroom sink/tub, Kitchen sink garbage disposal drains -Unit water stains -Check hot heater, age & leaks -Rinnai Heater filter, & vent inspection 3.) Laundry Machine Tune Up, scheduled for September -Bouchard-Pierce -Village budget $200 4.) Roto Rooter Drain Maintenance, recommend doing every 3 years -Next maintenance 08/2010 ************** 2.) Update on Ayer/Levesque law suites Ayer agreed in court that MVS invoicing would come from Village Assoc. and not MVS, MVS has already billed Village for the work performed Ayer must provide a key to there unit, per our bylaws, Village has documented notification police in the Rules and Regulations Ayer must abide by the bylaws, ie abuse behavior, managing their tenants, stop abuse of the legal system Legal document from Levesque stating he is not holding the Assoc. responsible for any alleged damage cause to his unit from Ayer remodeling Need a copy of the building inspection report performed on 08/11/09 with Levesque and Ayer building structural engineers 4.) Preparation for 2010 Village Assoc. Annual Owners Meeting -------------------------------------------------------------------------- Village Assoc. Annual Owners Meeting Date: Saturday June 26th, 2010 Time: 9:00 AM to 12:00 PM EST Location: Bolton Valley Lodge, Bryant Room Primary Objective: Assoc. Business Make same Room Reservations as last year ? Location: Bolton Valley Resort Lodge, Bryant Room Number of people: 21 Tables: Configured in a square Supplies: Paper flip chart and markers Beverages: Coffee, Juice and tap ice water only, no food Owner Meeting Tasks: -Official notification to owners that includes -Agenda -Questioner -Roles and Responsibilities Mike B getting quote for NW corner parking lot repairs -Should include pot hole patching also -These are need no later than the 05/11/10 Dir meeting Mike B getting any need updates on Bldg B drainage grading -Todd has provide a quote, Owners approved the repairs -Mike B had questions for Todd to address -These are need no later than the 05/11/10 Dir meeting Dave and Joe getting quote for Lawn Maintenance -Obtaining quotes from both Todd and John -These are need no later than the 05/11/10 Dir meeting Dave and Joe getting quote for snow removal -Obtaining quotes from both Todd and John -These are need no later than the 05/11/10 Dir meeting 5.) Joseph Kareivis: ------------------------------- Joe K Actions Items: -Obtain latest version of Redstone's/MOD rental pool contract w/ owners -Discuss with MOD their obligations of personal injury of tenants, ie fall off a ladder -Explore the option mandating any owner in rental pool to have commercial insurance coverage -Discuss w/ MOD a procedure to deal with these situation in the middle of the night -Discuss a process w/ MOD to mitigate this type of behavior -Joe K will follow-up with Village owners, MOD and rental pool unit owner when a concern is lodged with the board 02/08/08 update Kurt, I had Darlene send you a copy of the resent "Renter's Agreement". I also talked to Darlene concerning the contact of someone on the mountain when the situation dictates. You can call the main desk at 434-3444, at which time you will be directed to call 598-2802. Of course you can call the number directly. Joe K. 03/12/08 Kurt, I have just learned that Darlene has given her notice to Redstone. Currently her duties are being done by a person named Jason. As soon as I get more information I will convey it to you. Joe K. 6.) Mike Nielsen -------------------- Update on Spring and Summer Owner memos 7.) Jason P & L Status/update/Suggestions/Recommendations -------------------------------------------------------------------------- -Will need current finical info from Joe B by 01/15/09 -Update on delinquent Assoc. Fees Board agreed to authorize the Assoc. President and Treasure to consult local banks, to investigate fund investments -Likely a Certificate of Deposit February Insurance Quotes/ Bids for March policy renewal 11/02/09 email to board Going over budget: -------------------------------------------------------- Recommending the board stop any nonessential projects we have not started and not start any additional tasks. 1.) Mountain Valley Sprinkler is bill is going to come in around $10,000 Per Section 4.07 of our bylaws we need two directors to authorize expenditures over $1,000. We had discussed at the board meetings the approval would be between you the treasure and the board member(s) driving the project. And of course all projects are discussed and should be approved by the entire board before Assoc. incurs any significant costs. Hence -Approval for building maintenance tasks would be you and Mike B and/or Colleen, ie MVS costs -Approvals for legal would be Jason and Kurt Ries Lets see what outstanding maintenance tasks and recommendations Mike B and Colleen come back with, and stop anything we can, to contain these overruns as best we can. 8.) Mike B and Colleen - Maintenance Tasks --------------------------------------------------------------- -Window Replacement -Vinyl siding repairs -Rinnai heater recall -Deck repairs, Assoc. -Drainage repairs, Bldg B & Parking lot -Storm water run off from resort pursuits -Bldg Sprinkler repair/inspection Suggestions for parking lot drainage issue: 1.) Dave and Mike B to immediately work with Joe Boylan to have our Snow Removal and Landscape contractor, Todd Fourier 802-434-0045, access the situation both Village and Resort parking lot run off and immediately clean out Village culvert before the ground freezes. This portion does not need board approval only your director approval to prioritize property agent activities. 2.) Per our Village maintenance task list, insure that the spring ditch and drain maintenance is performed by our Snow Removal contractor Todd Fourier. Should be accessed if needed more than yearly. 3.) Not certain if any landscaping occurred for Bldg B, as approved by the 2009 owner meeting, to address standing water issues around Bldg B. Perhaps get quote from Todd do his recommended ditch and drainage modifications for the parking lot at same time the bldg B landscaping is performed. 4.) The road on the NW corner of the Parking lot is actually there because of the town fire access regulations and cannot be removed. Not pursuing with the town to fix. Major 2009/2010 Maintenance Projects: -Owner Approved Maintenance Tasks From Budget $0 Pro Tech to replace the Low temp sensors -Not pursuing at this time $0 Move Postal Mail Boxes to Village property - est $1k -Not pursuing at this time $0 Gutters -Not pursuing at this time $1,200 Water Aprons Below Ramps - est $2k -Agreed to pursue Bldg B drainage tasks 2009 -11/16/07 completed bldg A drainage updates ~$750 $0 Removal of Building B rock wall -Not pursuing at this time $4,500 Deck and ramp repair -Agreed to 3 decks (223, 224, 123) repair and continue to pursue the other 5 decks next fiscal -We have committed the Assoc. to do the repair of the #223 deck this summer, est $1,800, as it was contingence on the sale of the unit. -These are Time and Material costs and not a fixed costs, last round of actual deck repair cost had a cost over run, ie more than the quoted, of greater that $6k. We received a details quote from Herr on 04/16/09 that included additional decks: 04/16/09 Herr Deck quotes #223, total rehab $1,800 #224 - $1,200 #123 - $1,600 #127 - $800 #227 - $800 #327 - $800 #222 - $1300, lower #222 - $1,100 upper --------------------------------- Total $9,400 $1,000 Move rock in parking lot -Not pursuing at this time $2,500 2010 Smoke Detector/CO Replacement -Agreed to replace on a case by case bases, at Assoc. cost -Initial round of detector replacement was at owner cost Additional Details on Maintenance Tasks: 1.) Water Aprons Below Ramps Summary of drainage action plans: To mitigate water drainage around our complex -07/31/06 Parking lot was graded and resurfaced, to mitigate storm water run off towards bldgs -Building B shed was removed -Building B new retaining wall put in place with additional drain apron -Assoc. worked with resort and town to replace, clean out and enhance storm water drainage affecting Village -Assoc. insures drains and culverts are clear of debris each spring To assist in mitigate standing water acquired estimates on building gutters -Contractors indicating majority of the problems are from water run off of the ramps and not water run off of the building -Contractors indication Gutters are not going to help -Gutter are still on our maintenance task list, however the owners voted to budget for the water apron enhancement work first and then evaluate the need for gutters Need better drainage to drains under ramp 09/13/07 Todd provided est for bld B, $1,700 -Bld B showing drainage to stream not drain -Owners approved Bldg B drainage updated for 2009/2010 budget 09/17/07 Todd providing Bld A quote -11/16/07 Todd completed bldg A drainage updates ~$750 -No reported concerns of Bldg A water issues since drainage updates were completed 2.) Building B rock wall fell apart, Need permanent fix -01/31/06 This is probably not in the budget for 2010 -05/11/06 John Herr looking to cut bank back 01/30/07 Joe B picked up task to work with Todd Fourier on bid est for removing rock wall along with Bldg B drain apron efforts 01/29/08 Joe B working with Todd Fourier on bid est for removing rock wall along with Bldg B drain apron efforts 3.) Rain Gutters -3rd floor gutters only? -Maintenance issues? -Were would gutter run off be directed to? 12/06/05 Kurt and Joe B discussed with owners at annual meeting -12/06/06 Joe B to get gross est. for 3rd floor gutters and effort involved -01/31/06 $4 - $5 dollars a foot, $4k-5k -01/31/06 Estimate Bldg A & B installed 3rd floor only w/ down spouts $4-$5k -01/31/06 This is probably not in the budget for 2006 01/29/08 Joe B to get new estimates and advice on value add -05/27/08 $5 - $8 dollar a foot $5k est -Contractors indicating probably not going help pooling water issues 2009 Owners agreed not pursuing at this time -Does not appear to correct any water infiltration issues -Does not appear to correct any water pooling issue -Water pooling under ramps not bldg -Ground grading water apron upgrades around bldgs already started -On-going additional cost for maintenance 4. Laundry Room Improvements -12/11/05 Gap in sheet rock from pipes/wires -12/11/05 Gap in sheet rock around floor moldings -Discussion for our 01/31/06 directors meeting -01/03/06 Joe B caulked/repaired gaps ect... -01/31/06 Joe B has done several improvements already Not pursing at this time, will evaluate budget/need again next year 5.) Trash/Recycling Sheds Improvements New exterior/interior walls/floor? More bins? -01/31/06 Joe B has done several improvements already 11/14/06 need sign in trash room no fireplace ash in trash a major fire hazard, use ash can -01/02/07 Joe B checking for better signs/ more noticeable -01/30/07 posted permanent signs 01/30/07 Joe B picked up task to investigate installing door on recycle side -Need actual costs, but probably around $300 for installation of door -Probably would need floor to install door Not pursing at this, will evaluate budget/need again nest year 6.) Outside Unit Light Fixtures Light replaced in 2002, with fixtures not holding up to the salt of outdoor use. -Lights are currently intact, structurally sound and purely cosmetic damage -Kurt discussed with Joe K 08/11/03 and we are not going to replace at this time Not pursing at this time, will evaluate budget/need again next year 7.) Budget for New Roof -Start in earnest to build reserves to cover for new roof in 3-5 years -06/14/06 Roofer coming out -06/14/06 Roofer getting bid for new roofs and timeline -Timeline we have 5-10 years, if both sides are architectural *** Roof replacement quotes 06/14/06 Roofer getting bid for new roofs and timeline 01/30/07 Joe B is currently working with two roofing contractors for estimates -Roof was replaced around 1995 for about $21,500 -Need to wait for snow to clear so they can get on roof 05/07/07 David Dupont estimating $60k to replace roof, easily go to $80 w/ repairs -At these costs standing seam roof is an attractive option -Includes 30yr shingles, removing old shingles, does not include any needed plywood replacement -07/21/07 David Dupont completed misc, roof repairs -5-10 years left on the roof, does have some punking but not bad -Roof is staggered, could phase in, do hot spots first -03/12/08 Joe B getting est for standing seam roof 7.) Porch / Railing repairs -2001 porch railing caps were replaced -12/29/06 Kurt spoke to John H to provide list of repairs to Joe B 01/30/07 Joe B picked up task to do walk around with John Heir and make recommendations to 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 11/15/07 Dave working with contractors for written quotes -To be completed spring 2008 -03/11/08 Joe B following up John Herr for repairs 8.) 09/18/07 Mike B investigating Moving Rock in Parking Lot -What are we going to with it, move to lawn, remove from property? -Park lot may need to resurfaced in the area where the rock was -Delays in deploying as contractor finding it a problem to move such a large/heavy object -10/25/07 Mike B maybe resort can move, following up w/ Neumann -Probably deploying summer/fall 2008 -01/29/08 adding to 2008/09 budget, est $500 mv rock, $200 to resurface area?? It was discussed,, our park lot gets smaller with every snow fall and during busy weekend we run short of parking spaces. Not pursing at this time, will evaluate budget/need again next year 9.) Exterior Painting Miscellaneous exterior painting needed Joe B has contracted to John Herr for spring/summer of 2010 10.) Carbon Monoxide Detection 10/12/07 Joe K investigating hard wired Carbon Monoxide detectors -10/30/07 Joe B following up with electrician for ball park quote, maybe no site visit -11/08/07 Electrician Dave King doing some of Joe B’s other condos -Must be hard-wired by bedroom, cannot be outlet plug-in -Units sold in 2008 will need hard-wired CO detectors, before closing -To be included in 2009/2010 budget Joe B initial cost estimates are... $65 -- Smoke/CO combination Detector $55 -- hr rate of electrician ----- $125 -- plus tax, per unit $125 X 21 units = $2,625 Assoc. project cost 05/16/08 Complete Actual cost was $1,220 -Unit #221 Ayer refusing entry to unit and is not complete -11/13/09 Unit #221 Ayer completed with additional contractor cost to return 11.) Rinnai Heater Recall -Mike B is pursing details, will advise owners of needed actions 12.) Vinyl Siding Maintenance -05/16/09 several vinyl sofets are loose or blown off 13.) 06/15/09 Laundry Wash Machine not spinning down -Mike B is pursing details Adjourn Meeting ---------------------------