Logistics:
Date:
Time: 7:00 PM to 9:00 PM ET
Location: Conf Call and
Unit 227
Subject: Scheduling Contractors for 2005
Meeting Roles
and Responsibility:
Joe Boylan: Village
Property Agent
Joe Kareivis:
Village Director
Dan Plimpton:
Village Director
Dave Parot: Village
Director
Kurt Ries: Village
Director
-Chair and Meeting Notes
Minutes:
Quorum established at 100%
-Dan Plimpton was not present but reviewed agenda with Dave and Kurt prior to meeting
Village Financial Review
Joe Boylan reviewed the current Village Financials
-Current balance ~$30k, most of which is reserves
-Anticipate another ~$17k end of quarter
-Need to build reserves, as once loan payments start there will be very little reserve growth
It was agreed that Vinyl siding and painting are the priority tasks. Parking lot grading, ect. will be evaluated based on available funds. However it was agreed that we need to get on parking lot grading contactors schedule now and cancel at a later date if funds are not available.
Tasks:
Everyone
1.) Need Exhibit A, Bylaw and Declaration sign off from the
following owner, if we hear from them first question is to get their
signatures.
-Would like to get 100%
compliance
-#326 Plentus
-#221 Terese Ayers
-#324 Segersten
Have not returned our calls, Joe K will attempt to contact again
by
It was discussed the revised Bylaws/Declaration amendments were
filed with the town of
2.) Directors can only coordinate, obtain bids and plan, actual
contract have to go through Joe B
-Joe B holds the purse
strings
-Responsible for overall
coordination of his time and contracts time
-Has an overall all view
activities
-Property Agent
responsibility to over see contractor
3.)
-Kurt updated
-Let Kurt know of any
changes or requests
-Latest rev distributed
and posted to Village web site
4.) Acquire additional contractors
-Need a large pool of
contractors to help w/ immediate need tasks
-Dave Parot to provide
contact information for Scott Dean, General contractor
Joe Kareivis
1.) Fire PrePlan Task
-07/19/04, Joe B can you
pick up the Fire PrePlan Task
-Joe K to follow up by
Action Plan - Village Emergency Procedures
-Advisory Committee compiled contact list of owners and utility phone
numbers.
-09/25/03 Kurt Complete
-01/09/05 Kurt updated
Issue:
-
-
-Building needs a fire pre-plan
-Evacuation procedure
-
-Water, electric, propane main shutoffs
-Cannot get stretchers down stair well ramps
Proposed Action:
-Check procedures for the various Bolton Associations
-Discuss with local fire department and utilities companies
-Work completed on the installation of sprinkler monitoring equipment
Dave Parot
1.) Need information on:
-Efficiency Vermont Propane Heater Cost
Assistance, Dave has details
-ie, contact, phone
address and short write up for the Village newsletter
-10/28/04, Dave to fax to
Kurt
-Dave to provide to Kurt
on
2.) Memo to
owners to check their unit’s:
-Water/drain fixtures
-Laundry machine supply lines
-Dishwasher supply lines
-Garbage disposal
-Hot water heaters age
-If necessary Property agent to assist in
effort
-Part of insurance claim action plan
-10/28/04, Dave picked up the task, for mailing
early next year, 2005
-Dave to have draft
3.) Electric Laundry dryers must be vented to outside
Issues:
-dryers not vented to outside create
moister and mold
-Dryer not vented to outside create
needed moisture and heat in winter months
It
was discussed that if the Assoc. does attempt to enforcing venting to outside
it will be issue with owners as most unit dryer installation do not have access
to outside wall.
It
was agreed that our property agent Joe Boylan will inspect the washer/dryer
installations during the annual chimney/fire extinguishers maintenance and any
issue with supply lines, drain or venting will be dealt with on a individual
unit basis.
4.) Grade Parking lot
-Action plan of 3 part
fix, Retaining wall, parking lot drainage, ramp footing
-Get estimate/bid
-Get on contractors
schedule for this summer
Dave Spoke to Todd Fourier of QT Landscaping with a gross est of
$2k. Probably will not be able to obtain actual bids until spring. Dave and Joe B to obtain gross est bids from
contactors QT Landscaping, Gene Armstrong & Bruce Womer. It was discussed
that it is a concern not to be on contractor schedule before spring.
5.) Snow Removal Review
-No major complaints to
date
-Dave will follow up with
Todd in the spring to repair any plow damage
-Dave and Joe B discussed
with Todd about keeping path open to propane tanks
6.) Laundry Room Bulletin board
-Part of renter action
plan and bylaws to publicly post
-Really should post some
other items of interest also
-01/20/05 Kurt emailed
docs to Dave and Alica
-Probably should password
protect Bylaw soft copy docs for public distribution?
-01/31/05 Dave will post
Village Rules and Reg doc
7.) Drinking Water Quality Report
-Assoc. not going to be
involved
-As unit owners we are
involved
-Steven McLeod write-up
for Village Newsletter
-01/17/05, Steve emailed
a write-up
-This maybe a done deal
with the Redstone memo of
-Question remains on what
Redstone's action is to fix
-Question remains on what
Fire District's action would be to fix
Dan Plimpton
1.) Contact Dana Clark
-Dana has wrapped up most
of his tasks, but get knowledge xfer on his activities
-Not assigning treasure
responsibility, just need you to pick up any outstanding tasks
-Dana has given #227 unit
key back to Kurt
-Dan to contact Dana by
2.) Window Inventory
-Document unit number and
windows not replaced
-Memo to needed owners on
replacing windows
-Get units on
contractor’s All Season schedule for bulk replacement
-May need to follow up
with legal resource to enforce on must replace windows
-Need to done before
vinyl install starts in 04/05
Snippet from
“2 windows per year are
being installed in each condo…”
“2 more windows per unit
(the 2 worst) will be installed next year”
There is no ‘may’ in these statements, this would imply mandatory.
All windows can be installed at once but must install 2 a year
until complete.
These statements also imply that all unit Owners windows are to be
replaced and that the mandatory window replacement is not complete.
It was discussed there is some urgency in that these tasks needs
to be completed before vinyl siding installation begins around 04/05. It was
also discussed that All Season’s can replace windows after the vinyl siding,
but it is to our advantage to replace before.
Dan to have window inventory complete by
3.) Security Lights Inventory
-Building A, access Rd
halve working intermittently
-Many bulbs out
-Ramp end light globes
off from wind
-Work with Joe B and
-Get on contractors
schedule
-Continue to monitor
Dan picking up this ongoing task, first inventory to be completed
by
Kurt Ries
1.) Complete Village 2004 financial reports
-Send Union Bank 2004
financial reports
-Ongoing as part of loan
conditions
2.) Migrate Village financials to Quickbooks
-Evaluating if Quickbooks
is what we want/need
-Our legal resource
recommended the use of a commercial pkg
-Kurt and Joe B reviewed
Joe's current spreadsheet templates for Village use
The directors approved the use of the revised spreadsheet Joe B
uses with his other associations for use with Village. It was also discussed
even though it was recommended, we are not going to use a commercial pkg. Joe B
and Kurt have revised and agreed upon Village spreadsheet template.
Joe B will email updated Village financial spreadsheet on a
monthly bases to Kurt for posting to our Village web site.
3.) Following up w/ All Season Vinyl Siding Install
-Materials on order??
-Need permission from MOD
to park semi trailer
-Get any est. on
additional cost of rot repair
Kurt Spoke with Donna of All Season Siding
-Siding installation
scheduled to begin April 1st, snow depth dependant
-Donna, getting
clarification/cost of siding wing walls
-03/01/05 Kurt to solicit
MOD for permission to park trailer on resort parking lot
-03/01/05 Kurt to draft
memo to all owners to take pictures, nick knacks off walls
-Kurt to follow up w/
Donna about cream color Alum clad versus white
It was discussed that wing walls maybe less costly to vinyl side
than to paint. It was also discussed it was recommended by several contactors
the Alum clad around windows and eaves should be cream color and not white as
on currently on gable end of building A.
Kurt is to follow up w/ Donna at All Season Siding and it was
stressed that the All Season contract had already be signed and these types of
changes are modifications to the agreement.
4.) Work with Joe B to follow up Rental MOD
-Kurt needs all memos
that were sent to Darlene
-Need to insure we
document all action taken
-Post rules and
regulations on inside of each rental unit
It was agreed to post Rules and Regulation Doc on the inside of
each unit door that is in the MOD rental pool.
-05/01/05 Kurt to reduce
MOD/Village R&R to one page
-05/01/05 Joe K to notify
MOD of the policy
-05/01/05 Joe K to draft
memo to all owners in rental pool of policy
-06/01/05 Joe B to mount
R&R on doors
5.)
-Ongoing as part of
loan conditions and bylaws
-01/29/05 Village web
site updated
6.)
-Saturday
-Location:
Joe Boylan
1.) Joe B to update Village spreadsheet finical info for previous
quarters to align w/ new fiscal year
-Q1 July/Aug/Sep, Q2
Oct/Nov/Dec, Q3 Jan/Feb/March, Q4 April/May/June
2.) Delinquent Assoc. fee status
-Need Action plan
-Leans, legal resource
Unit owner #226 not paying agreed upon payment
plan since 10/04
-01/31/04 Joe B and Kurt met w/ #226 owner
-Collected 2 months of payment plan
-Obtained signed agreement of same payment plan but paying off a month
later
3.) Review of maintenance procedures for
Property Agent and Directors
-Need to insure approved tasks status is updated
-Need to insure we are using incident report forms
4.) Ash can missing lid
-Was tied down?
-Joe B will be replaced ASAP
5.) Kurt and Joe B discussed Bill Guyette will be out the week of
-Replace exterior light
fixture Building B, 1st ramp
-10/24/04, Joe picked up
fixture, Bill to replace
-10/21/04 Flower box by #327 ready to fall off rail
-03/15/05 Fix loose rail by #327
6.) Kurt and Joe B discussed building B retaining wall and tower
repair to start week of
-10/01/04 The board has
approved the $4k bid to replace retaining wall and tower repair
-Board is aware that this
does not include the flower rock wall
-The board based approval
on this is a not to exceed cost
-10/04/05, received hard
copy of $4k bid from Barber Farm, Inc.
-Getting several
complaints about the unsafe and eye sore conditions, we need to get this
completed ASAP
-10/05/04, Joe and Kurt
discussed Joe B to check with contractor about the repair of the tower, not
indicated in bid
-10/05/04 Contractor
mentioned could not start until November
-10/05 Joe B and Kurt
discussed, important to get on contract schedule ASAP
-10/05/04 Joe B to
discuss with Bruce why the delay and can we start earlier
-10/11/04 Joe B and Kurt
discussed
-Joe B tried, but not
going to start project until early Nov 2004
-Joe B did confirm we
are on Barber Farm schedule for early Nov.
-Joe B to verify
drainage pipe is included in bid
-Joe B to verify
aggregate stone below the retaining wall and ramp support tower
-Joe B to get bid/est.
on the inclusion of flower stone wall area
-10/23/04 Joe B
mentioned construction may start as early as this week of
-11/08/04, contractor
appears to be done, with the following issues
-Did not add timbers
above ground for safety barrier
-Did not fill sink
hole above retaining wall and by ramp very well
-Did not lay down
aggregate drainage rock by ramp tower and retaining wall
It was discussed the retaining wall is well build by a experienced
contractor and may need additional fill at top of wall in the spring.
Additional fill will be evaluated along with the parking lot grading.
7.) Building B 2nd
-Joe B did verify the
stairwell tower is not included in the retaining wall bid
-Joe B and Bruce going
up to look at/repair stairwell tower,
-10/23/04 Joe B mentioned repair may start
as early as this week of
It was discussed Joe B and Bruce Womer looked at and Joe B will
insure to get on Bruce’s schedule end of April 2005.
8.) Building B 2nd Ramp Footing
-Working with maintenance cost est., BV quoting $9k
-Evaluating cost of fixing root cause, repairing water drainage issue
with retaining wall and parking lot
-Mark Cross completed floating support of building B ramp week of
-Disconnect ramp from retaining wall, add temp support, dig fill w/
insulation retaining wall.
-May have crushed exterior siding or worse on building.
-06/07/04 Ramp temporary supports sinking, we now have a safety issue
and needs to be addressed ASAP
-06/17/04, Bruce Womer, taking a look at, maybe able to do rock,
retaining wall, and ramp
-07/13/04, Bruce took a look at, gross est $2,500, start job on
-Contractor felt footing has sunk about as far as it will go
-07/13/04 Contractor mentioned floating support is fine
I was agreed not to purse replacing the
ramp tower footing at this time and we should continue to monitor the other
ramps to insure they are not pushing into the buildings.
9.) Paint ramps, towers, balcony walls
-Chimneys??
-Get bid from George
Goulet 802-658-1715
-All inclusive verbal
Goulet bid of $19k, $40K for the entire complex
-Get on contractors
schedule for this summer
-Need to decide on color
-Are we painting inside
walls of ramp??
-Not painting ramps walk
surface??
It was discussed the Goulet bid is far too high and Joe B, has
contacted a couple of general contractors to paint for around $5k including
materials. Joe B to pursue written bin and schedule work with contractors.
It was agreed to paint un-sided portions of the building same
color as siding. Kurt spoke w/ Donna at All Season siding and she is providing
a sample of the ivy siding to assist in matching the paint.
10.) Ramp foot surface
-Non-skid surface
possible??
-Plastic porch
material??
-Scrape/Replace??
-Need documented cost est
on options
-Get on contractors
schedule for this summer
Continues to be a healthy but hotly debated subject. It was agreed
to wait on doing anything with the ramp walk surfaces until this fall when the
siding and painting projects are complete, and then evaluate if we have the
funds and can obtain a contractor to pursue.
11.) Ramp support bracket rust stains
-Some stains from footer
nails
-Replace ones by
building??
-Be a shame to stain new
vinyl
-Need est/bid
-Get on contractors
schedule for this summer
It was discussed that Joe B will include provisions in the
painting bid to caulk/seal the problem areas.
12.) Flower Boxes
-Remove/Replace??
-If keeping, need budget
line item for maintenance cost
-Get on contractors
schedule for this summer
-Bldg B 2nd Ramp rail is
loose
It was discussed that Joe B and Bill will remove and dispose of
flower boxes before siding begins. Sometime in the future, new plastic flower
box and maintenance cost will be evaluated.
13.) No Parking sign
-At entrance of Village
Parking lot
-Do we need, have not
seen an issue?
It was discussed that Joe B has obtained a sign for less than $20 and
will mount at the entrance to the Village parking lot.
14.) Electrical cable from shed
-Remnant left from
removal of shed
-Under Building B 2nd
ramp
Joe B will take care ASAP.
15.) Unit door #228 McKenna found open three times now
-Owner needs to slam to
get to latch
-Get on contractors
schedule
-Who is going to pay for
repair
Joe B will make arrangements to do the minor repairs to fix.
16.) 2004 tax preparation
-Joe B to do??
-Want to avoid using Tom
Lauzon
-Get on contractors
schedule
It was agreed that Joe B will do our taxes this year. Joe also
does taxes for his other associations.
17.) Renters Code of Conduct Action Plan
History
Kurt and Dave discussed and emailed
action plan to Directors
Directors approved the action plan
-Develop a Village Renters Code of Conduct document to be signed and
distributed with MOD
Rental Pool agreements
- Insure rental lease for Village unit #326 does not get renewed in
April
-MOD Rental Pool agreements post to our web site
-Renter in #326 have pretty much violated every by-law and MOD agreement
-Kurt spoke with Darlene on MOD
to not renew lease
-02/17/04 No timeframe for notification of not renewing lease, but would
not let this go to long
-Dave spoke w/ owner Michael Plentus and will contact again specific to
not renewing the lease
-05/03/04 Dave spoke w/ Owner and indicated renters do not have a lease
and are staying
-07/19/04, Owner Michael Plentus looking to sell unit to Renter Tim
Gregg
-09/22/04, Memo went out to MOD and owner
-09/24/04, addendum to declarations complete
-09/31/04 MOD Darlene Wells got back to Joe B. with promise to address
-09/31/04 Joe B mentioned Darlene to get back to him w/ status and last
two leases
-09/31/04 MOD needs to reply to memo in writing, Assoc. needs document
on what was done
-09/31/04 Joe B and Kurt discussed Darlene is very bad at following
through and Joe B
will need to stay on top of it
-10/03/04 TV gone, but trash still on balcony
-10/11/04, Joe B and Kurt discussed will wait until
-10/16/04 Trash removed from
balcony
-10/25/04 No additional word from Darlene Wells of MOD
-10/25/04, Kurt and Joe B to compose another letter to owner and MOD
-11/01/04 Joe B sent
additional letter to MOD week
-12/14/04 No additional
word from Darlene Wells of MOD
-07/26/04 Chimney inspection
~1/2 cord of wood in unit #326
-12/02/04 Low Temp
installation, No wood in unit #326
-12/14/04 Smoke could be
coming from new Tenant in #126
-12/15/04 Joe B going to
inspect both units #326 and #126
-12/15/04 Joe B spoke to
the Tenant in #326 in person and with MOD's Darlene Wells.
-Unit #326 had
woodstove going and firewood stacked in the entry
-Only one of the 3
chimneys stacks had smoke
-Tenant denied
allegations of heating primarily w/ firewood
-Joe B also spoke to MOD's Darlene Wells,
Darlene mentioned:
-She will
discuss w/ tenant
-Darlene
also mentioned she believes the tenants are moving out
-12/16/04 Joe B sent memo
to MOD Darlene Wells and Owner Michael Plentus
-If we do not hear
from MOD, Joe will follow up before
It was discussed that MOD is being compliant with our requests,
just not good about getting back to us. It was agreed that the issues appear to
have been addressed and we will continue to monitor and not to pursue further
at this time.
15.) Sprinkler System inspection
-Next inspection due 03/05
-Get on contractors schedule
It was discussed that Joe B to follow up
with Sykes on:
-2nd phone line alarm went off and Joe B was not alerted
-Probably Unit #224 disconnected phone
-Need to insure alarm/notification process is working
-Do we need dedicated phone lines, would be nice to avoid
-One service call would about pay a year’s phone bill
-Sprinkler inspection
-Need quieter compressor
18.)
-Need to insure all Unit low temp sensors are in working order
-Fire Extinguishers
-Chimney Cleaning
-Smoke Detectors
~45 batteries
-Annual inspection will be scheduled for September 2005
-Maintenance must be scheduled with unit owners
19.) 2005 Property Agent Renewal
Contract
-Signed at 01/31/05 directors meeting
Meeting Adjourned