Village
Association Directors 2007 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 2007
Attendees:
Joe Boylan: Village Property Agent, present
Joe Kareivis: Village Director, present
Mike Nielsen: Village
Director, absentee proxy
Dave Parot: Village Director, present
Kurt Ries: Village Director
-present
Quorum established at 100 %
Minutes:
Review of current financials:
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Village financials, pretty much on track with budget in all
categories, as predicted our cash reserves took a big hit with last summers
major projects. We do expect our reserves to recover by end of our fiscal year
in June 2007, barring any unanticipated major expenses.
Delinquent Fees and Invoicing
Two owners behind in Assoc. fees for
awhile now, Joe B is going to aggressively pursue
Village decision making process:
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-Keeping Owners
informed
-Village web site,
email list, and memos
-Insuring 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 bi-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
2007 Proposed Major Village Maintenance
Tasks
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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
2.) Gutters
-3rd floor gutters
only?
-Maintenance
issues?
-12/06/06 Joe B to
get gross est. for 3rd floor gutters and effort involved, before 01/31/06
director meeting
-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
will correct any water infiltration issues
-On-going additional
cost for annual maintenance
3.) Building B rock wall fell apart
Need permanent fix
-06/25/05 not
complete
-08/17/05 Not
complete
-08/18/05 Joe
contacting Todd to repair w/ lawn mowing
-10/04/05 not
complete
-10/09/05 not complete, even worse shape
than last week
-12/06/05 Joe B
mentioned he would start getting quotes from Bill G, Naylor, Bruce W..
-12/09/05 Still and issue, falls apart after
repair
-01/02/06 Joe B to get gross est to correct/repair before
01/31/06 director meeting
-01/31/06 This is probably not in the budget for 2006
-05/11/06 John
Herr looking to cut bank back
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?
More
bins?
-01/31/06 Joe B has done several
improvements already
-01/02/07 Joe B
checking for better signs/ more noticeable
-Need actual costs, but probably around $300
for installation of door
-Also posting permanent signs
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
7.) Outside Unit
Light Fixtures
Light replaced in
2002, with fixtures not appropriate for outdoor use.
-Have the owners
been advised? Lights are currently intact, structurally sound and purely
cosmetic damage;
-Kurt discussed
with Joe K
8.) Water Aprons Below Ramps
-Need better
drainage to drains
-01/02/06 Joe B
getting bid from Todd
-Need to look at
water aprons for both bldg, not just bldg B 2nd ramp
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
-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
-01/02/07 Joe B check
-Roof was replaced
around 1995 for about $21,500
-Need to wait for
snow to clear so they can get on roof
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
Ramp Surface
-Not completed
ramp surface, 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
12.)
Porch / Railing repairs
-6 or 7 years ago 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
13.) Exterior Painting
-10/04/05, Missing paint on Building B 2nd tower and
north/Nordic center side of building
-10/04/05 Bldg A south/east Plimpton/Ayer side 3
story vertical trim not painted
-10/06/05 Not
Complete, need brown paint on Unit #323 gutter mounting board
-10/06/05
Not Complete, Bldg B 1st tower, no paint behind platform light fixture
-12/06/05 Joe B
mentioned he would start getting quotes from Bill G.
-01/03/06 Need
paint Bldg A first ramp vertical post
-01/30/07 Unit 325
left over hang off rear deck soffet not painted
Open Discussion:
---------------------------
Review and discussed
in detail
-Committee Action
Items/Owners Forum Open Issues List:
-Maintenance Task
List
Bldg Insurance up in March:
-Kurt to solicit Cool Insurance Agency for 2007
renewal
-Kristen Knight at 800-233-0115
-Write exclusively for Middlesex Mutual
Insurance
-Middlexsex mutual
only writes insurance for habitational uses
-Savings is about 25-30%
-They will need to see a declaration page of
your current policy and loss runs for the past 3 years.
-Nationwide typical cost increase
-Need to start soliciting in end Jan.
-01/30/07 Joe B
picked up task to following up with possible new building insurance agents
-General
consensus base on other Assoc. costs, Village current provider Nationwide is
the least costly
-Need to start
investigation in now, to renew by March
Window Door Contractor:
-It is important that these quotes include
complete install costs, ie ext painting,
siding/clad/trim replacement, ect,
-No window replacements charges should come
back to the Assoc.
-01/30/07 Mike to get Window memo out to
owners, combine with Maintenance memo?
The following is a transcribed bid
provided by Eugene of Jobsite Services, Inc. on
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.
>>>
Our previous
Window/Door contractor All Season pricing:
The following is a transcribed email
from Donna of All Season Siding, Dated
Pricing on vinyl new construction
Simonton, Prism Platinum windows
w/nail fir : J Channel
- Lowe : argon gas, installed
24 X 36 ˝
Single Unit $399.00
31 X 54
Single Unit $438.00
23 1/2 X
54 ˝ Single Unit $419.00
48 X 54 ˝
Twin unit $762.00
63 X 54
Twin Unit $786.00
48 X 36
Twin Unit $701.00
72 X 54
Triple $983.00
Sliding Patio Doors $1200.00
Prices include installation, along with
trim inside and out. Painting of the inside and outside trim is NOT included in
the above quoted price.
<<<<
Propane
Costs:
Kurt
verified with
-01/28/07 Kurt spoke to Heidi of Blue Flame,
to insure Village owners paying our negotiated pricing of $1.95 a gallon
Snow
Removal and Lawn Care Discussions:
Sand buckets for stairwell/parking lots
-09/05/06 Joe B
spoke to Todd, will install once season gets closer
-01/07/07 Salt
buckets in place, need scoop, need sand mixed in?
-01/13/07 Kurt
spoke to Todd, in regards to adding additional buckets w/ sand only
-02/04/07 Sand
buckets not in place yet
Need to insure access to ash can and propane tank
-01/28/07 Snow
pile getting higher, but OK
-02/04/07
ash can not shoveled
Lawn Care
-Avoid mowing on
weekends and holidays
-Investigating
cost of mulch also
Adjourn Meeting
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