Kurt Ries/Burlington/IBM 05/20/2009 12:58 PM Default custom expiration date of 05/20/2010 To Dave Parot 124 , "Colleen Malloy 222" , Jason Williams 327 , Joe Boylan , "Joseph Kareivis 325 " , Mike Nielsen 225 , Michael Brigham 328 cc bcc Subject Village Assoc. - 05/19/09 Board Meeting Minutes Village Assoc. Board Directors Meeting Minutes Date: Tuesday May 19th, 2009 Time: 7:00 PM to 9:00 PM ET Location: Ries Village Unit #227 Primary Objective: Preparation for 2009 Annual Owners meeting 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, present Kurt Ries Village Director, present Quorum established at 100 % ***************** ** Minutes: ***************** It was discussed, that the Annual Owners meeting is not for directors to debate policy or decisions. The board needs to agree at this meeting what to recommend to the owners at the annual meeting for approval. 1.) Preparation for 2009 Village Assoc. Annual Owners Meeting --------------------------------------------------------------------------- 2009 Village Association Annual Owners Meeting Date: Saturday June 27th, 2009, 9:00 to 12:00 AM 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: Kurt and Mike B to get the following Owner's annual meeting tasks completed and mailed by 06/13/09: -Room Reservations, Kurt has completed -Official notification to owners that includes -Agenda, includes budget proposal -Absentee proxy, with self address stamped envelope -Owner questioner -Roles and Responsibilities 2.) Jason Review of 2009/2010 proposed budget -------------------------------------------------------------------------- Board agreed on the following: Agreed to budget as discussed, and board will unanimously recommend to owners for approval -This includes re-baseing with a 7% Assoc. fee increase Agreed to authorize the Assoc. President and Treasure to consult local banks, to investigate fund investments -Likely a Certificate of Deposit Contracts: -Agreed to recommend Joe Boylan Property Agent bid for owner approval -Approved John Herr Lawn maintenance quote, only to mow once every other week -Joe B to contact John and start contract immediately, only to mow once every other week -Agreed to recommend Todd Fourier snow removal bid for owners approval -Need Todd Fourier 2009/2010 written bid, Joe B to follow up 04/16/09 John Herr Landscaping and mowing quote - $75 per event, raking, liming, fertilizing, mulching, ect $25/hr 03/29/09 Todd Fourier Lawn care quote -$80 mowing & Trimming per event -Mowing and trimming will be done once every other week 05/20/09 John Herr / Custom Homeworks Snow Removal -Plow before 6AM, with snow 4" or more -Per incident initial plowing and single follow-up $40 -Shoveling ramp and stairs $20 -Salting parking lot $25/hr -Sanding stairs and ramps $20/hr 2009/2010 Todd Fourier Snow Removal -Kurt does not have quote from Todd, Joe B to follow up 2008/2009 Todd Fourier quote -Plow by 6AM, 2" or more, maintain sand buckets, ash can, trash door -Per incident initial plowing and single follow-up $70 -Shoveling ramp and stairs $25 -Sanding $60 per application Major Maintenance Projects: --------------------------------------------- $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 $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 a 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 #323, total rehab $1,800 <-- this one actual #223 ???? #224 - $1,200 #123 - $1,600 #127 - $800 #227 - $800 #327 - $800 #222 - $1300, lower #222 - $1,100 upper --------------------------------- Total $9,400 $1,000 Move rock in parking lot -Not pursuing at this time $2,500 Smoke Detector/CO Replacement - Agreed to replace on a case by case bases, at Assoc. cost Insurance costs: ------------------------- Dave Schramm Marketplace Insurance Center 04/09/09 Nationwide = $6,062.00 <-- 2009/2010 fiscal budget costs -Last year Nationwide $6,038.00 -It was discussed the cost of insurance is no longer going to go down and will probably have an annual increase of 4-6% -04/09/09 board approved staying with Dave Schramm and Nationwide Summary of quotes Costs: Dave Schramm Marketplace Insurance Center --------------------------------------------------------------------------- Union Mutual of Vermont Companies = $5,951 Nationwide = $6,062.00 -Last year Nationwide $6,038.00 Dave also can quote polices for carrier Travelers Travelers indicated were not eligible due to the age of the building and the proximity to the ski area (concern over units being rented on a short term basis). Nick Bergeron of Berg, Carmolli and Kent, Inc -------------------------------------------------------------------- Travelers = $5,307, probably additional cost for additional cap on water damage Total $5,390???? -Last year -Travelers $5,931.00 = $5,848 + $83 - Water/Sewer damage $100k cap PROS: -Been with them for awhile now, knows our good/continued history -Dave has been good to work with and responsive -Nationwide covers the majority of the Condo Assoc. in Burlington area -Village has been through several inspections with Nationwide and we have address all their concerns -No inspection needed for this year to renewal -No $100k cap on water damage claim -Policy does cover damage caused by sewer and drain backup, others have limited coverage Update on delinquent Assoc. Fees -Unit #226 ~$2,100 behind but is maintaining payment plan 3.) Mike B and Colleen - Maintenance projections --------------------------------------------------------------- -Window Replacement -Vinyl siding repairs -Rinnai heater recall -Deck repairs, Assoc. committed to having Unit 223 deck repaired this summer at Assoc. cost. -Drainage repairs, Bldg B -Unit #123 McLeod and #124 Parot water infiltration repairs, these are completed -Roof replacement project -Ramp replacement project -Smoke/CO detector replacement 4.) Joseph Kareivis: ------------------------------- As of Jan 1, 2009 Condos are required to have hardwired photoelectric smoke detectors. Village is not compliant with ionized smoke detectors. -April/2008 - $65 Smoke/CO combination Detector Dave King -April/2008 replacement cost $1220.00 -03/31/09 estimate is $ 80.00 per detector plus labor roughly $2400-2500. -04/01/09 Joe K to make recommendation to board as to replacement and investigate if there is anything else we need to do meet state building codes for the foreseeable future; - I would start here http://www.dps.state.vt.us/fire/smoke/index.html 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. I concur with the thinking on the storm door installation by Ayers. Now is no time to push back on the subject. Joe K. 5.) Mike Nielsen -------------------- Mike to combine Spring and Summer Owner memos and mail by 05/30/09 -This includes addressing Car parking and pet clean up issues 6.) Kurt Ries ------------------ Update on Ayer/Levesque law suites -Board unanimously agreed with actions taking place -It was stressed and agreed, the board will full support these actions in court 7.) Misc topics ----------------------- Concern over Unit 226 owner having five cars in the parking lot, one unregistered -Discussed amending the Assoc. rules and regulations, but could not come to a viable solution to enforce -Joe B to send written memo, via USPS, to have Unit 226 owner remove unregistered car from parking lot Adjourn Meeting --------------------------- Thanks -Kurt Kurt Ries