Village
Association Directors 2008 Meeting Minutes
Logistics:
Date:
Time: 7:00 PM to 9:00 PM ET
Location: Conf Call and Unit
227
Primary Objective: Scheduling Maintenance Tasks &
Contractors for 2008
Attendees:
Joe Boylan: Village
Property Agent, present
Joe Kareivis: Village
Director, present
Mike Nielsen: Village
Director, present
Dave Parot: Village
Director, not present, no proxy
Mike Brigham: Village Director, present
Kurt Ries: Village Director -present
Quorum established at 80 %
Minutes:
Review of current financials:
Village financials, pretty much on track with budget in all
categories, with the exception of Snow Removal and Sprinkler System repair. We
do expect our reserves to recover in 2008/2009 as there are no major capital
expense projects planned until the vinyl siding loan is paid off and roofing
project begins.
-
Delinquent Fees and Invoicing
One owner is a QTR behind in Assoc. fees
for awhile now, Joe B is aggressively pursuing.
Village decision making process:
-Keeping Owners
informed
-Village web site,
email list, and memos
-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 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.
-This includes
Directors
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 task needs for our complexes
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 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.
2008 Proposed Major Village Maintenance
Tasks
1.) Water Aprons Below Ramps
Summary of
drainage action plans:
To mitigate water drainage into our complex
-07/31/06 Parking lot
was graded and resurfaced, to mitigate storm water run off into 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. ensures drains
and culverts are clear of debris each spring
To mitigate standing water
-Acquired estimates on
gutters
-Contractor indicating
majority of the problems are from water run off of the ramps and not water run
off of the building
-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
-01/02/06 Joe B
getting bid from Todd
-Need to look at
water aprons for both bldg, not just bldg B 2nd ramp
-Bld B showing drainage to stream not drain
-09/17/07 Todd
providing Bld A quote
-11/16/07 Todd
completed bldg A drainage updates ~$750
2.) Building B rock wall fell apart
Need permanent fix
-01/31/06 This is
probably not in the budget for 2006
-05/11/06 John
Herr looking to cut bank back
3.) Rain Gutters
-3rd floor gutters
only?
-Maintenance
issues?
-Were would gutter
run off be directed to?
-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
-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
5.)
Trash/Recycling Sheds Improvements
New
exterior/interior walls/floor?
More
bins?
-01/31/06 Joe B has done several
improvements already
-01/02/07 Joe B
checking for better signs/ more noticeable
-01/30/07 posted
permanent signs
-Need actual costs, but probably around $300
for installation of door
-Probably would need floor to install door
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
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
*** Need Roof replacement quotes
-Roof was replaced
around 1995 for about $21,500
-Need to wait for
snow to clear so they can get on roof
-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
-01/02/07 this is not an approved task as
of yet
-Need to
prioritize tasks 1.) has to be done, 2.) nice to done, and 3.) not a priority
-$400-$500 each to repair
-Joe suggested to do just those decks now
-Kurt needs a complete deck inv of repairs
-09/05/07 Contractors indicating entire decks do not need to be
replaced, just 2 joists & railings
-#221 & #126 should be priority
-#125 needs boards and spindles
-#124 needs boards on deck.
-#123 needs boards and spindles
-#222 needs a few spindles
-To be completed spring 2008
-Do not want to replace
decks, patch repairs only
-Dave will let Joe B
know of contractor pricing and schedule
-02/05/08 no updates
-03/11/08 Joe B
following up John Herr for repairs
8.)
-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??
9.) Exterior Painting
Miscellaneous exterior painting needed
Joe B has contracted to John Herr for spring/summer of 2008
10.) Carbon Monoxide Detection
-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 hardwired by bedroom, cannot be outlet plug-in
-Units sold in 2008 will need
-To be included in 2008/2009 budget
Kurt’s initial
take is the Assoc. will need to absorb the cost of the electrician to install
but, debating on having the owners pay for the cost of the detector as we did
with the plug-in ones.
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
Village Owner Committee Items:
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
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
-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.
2.)
Storage Rooms
-02/01/06 Assoc. paid to clean out rooms and dispose of trash
-04/29/05, room by unit 221 door standing open
-05/18/06 Need latch and locks installed, John Herr doing
-10/29/06 Kurt verified keys are in lock box
-01/07/07 Need committee update, for any needed contractors
-06/30/07 Heidi Hale and Ernest Levesque would like to pursue
-08/08/07 Kurt sent update request memo to committee owners and board
Owners would like to use common area storage rooms:
Scott, Darlene,
Anthony, do you have an information you can pass along to Heidi and Ernest, ie
storeroom measurements, plans/thoughts, cost estimates?
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.
Please note, no
usage or modifications can occur without prior board approval.
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 trash and 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
Heidi apologize for the hassle, but
welcome to the Assoc. perspective of the world.
Open Discussion:
Review and discussed
in detail
-Committee Action
Items/Owners Forum Open Issues List:
-Maintenance Task
List
-For
more information see the Village web site
Village Insurance
up in March:
Director unanimously
voted to stay with "David Schramm of Mullen Financial Services and carrier
Nationwide".
We have
completed our evaluation of Village Insurance quote between "David Schramm
of Mullen Financial Services with carrier Nationwide" and "Nick
Bergeron of Berg, Carmolli and Kent, Inc. with carrier Travelers".
Nationwide premium is ~$107 more that Nick Bergeron of Berg, Carmolli and Kent,
Inc. and carrier Travelers. About the only significant difference in these
policies is Travelers has $100k cap on water and sewer damage, Nationwide does
not have a cap on water and sewer damage. With our units build one on top of one
another we believe this is notable risk for our complexes, as quantified by the
following Village claims where the majority of the repair cost was water
damage.
Summary:
David Schramm of
Mullen Financial Services with carrier Nationwide
Nick Bergeron of
Berg, Carmolli and Kent, Inc. with carrier Travelers
Nationwide
$6,038.00
Travelers $5,931.00 = $5,848 + $83 -
Water/Sewer damage $100k cap
---------------------------
Delta $107
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
-No $100k cap on water damage claim
-Policy does cover damage caused by sewer
and drain backup
Windows / Door Contractor:
-It is important that these quotes include
complete install costs, ie ext painting, siding/clad/trim replacement, ect,
-No window replacement charges should come
back to the Assoc.
-01/30/07 Mike N. to get Window replacement memo
out to owners, combine with 2008 Maintenance memo?
The following is a transcribed bid
provided by Eugene of Jobsite Services, Inc. on
-Joe B getting new 2008 quotes on windows
Jobsite
Services, Inc.,
802-872-7191, Fax
- 802-872-7192
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.
Snow
Removal and Lawn Care Discussions:
Joe B, getting bids for 2008/2009 and 2008 Lawn care
for
-John Herr,
Todd Fourier
Snow Removal:
Sand buckets for stairwell/parking lots
-Sand buckets still
not in place
-Ash can not
shoveled
-Blue Flame call
three time about not able to access propane tanks
-01/30/07 Joe B
following up with Todd
Lawn Care:
-Avoid mowing on
weekends and holidays
-Investigating
cost of mulch also
Low temperature sensors:
In 2004 Leigh Sykes of Life Safety LC installed
low temperature sensors in each Village unit with main control panel located in
sprinkler room closet.
While Mountain Valley Sprinkler handles
the sprinkler system they do not provide service for the monitoring including
low temperature sensor. Appears we the main circuit board has failed and the
low temperature sensor are not working. We are now in the process of finding a
service provider that will maintain the low temp sensors.
-02/05/07 Joe B setup onsite inspection w/ ProTech for bid
-$3,723.25 Pro Tech to replace the Low temp
sensors, plus $ 240.00 per year for monitoring
-Other monitoring service NE Fire and Security
Property
Agent Proposals:
Kurt is soliciting the following for bids on Property
Agent, Snow Removal, Lawn Care, General Maintenance:
-
-John Herr
-Neil Villeneuve,
All Season Property
Adjourn Meeting
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