Village Association Director Meeting
Minutes
Logistics:
Date:
Time:
7:00 AM to 9:00 PM EST
Location:
Off site call in: 802-434-3018
Objective:
Finalize mailing and agenda
for annual owners meeting
Please find attached
preliminary mailing and related information.
Outstanding
2005 Owners Meeting Preparation Tasks:
-04/25/05 email, Solicited meeting room
reservation confirmed, $100
-No food, just coffee and juice
-Not open to public
-04/25/05 email, Bob Fries confirmed about
State of
-Tuesday
-Directors should not be improvising
discussions, need bulleted scripts from each director
Objectives:
-Owners meeting is not for the Directors to
debate Assoc. actions or direction
-Assoc, direction and actions will be agreed
upon before the owners meeting
-Owners meeting is for the
owners to voice their options, to be updated and vote on
board/owners proposed actions
-Do not defend a position, use bottom up approach of asking what results
would you like to
see
-Meeting will start and end on time, need to
put ‘must have’ votes up first
Common
theme throughout all discussions
-Assoc. has documented processes in place
-Keeping owners informed
-Involving owners in decision making process
-Sense of community
Proposed
Attachments to Agenda:
-2004 annual report
-2004 Budget
-2005/2006 proposed budget
-Maintenance task list
-Committee open action Items
-New R&R doc, w/ grill ban, common
interest ownership act
-Owner Survey
-Owners Proxy
-Village contact list
-McLeod Water quality report
-Outstanding window replacement list
Section 2.05 Notice of Meetings. The Secretary shall mail
to each Unit Owner a notice of the place, date, hour and purpose or purposes of
each annual or special meeting of the Unit Owners. The notice shall be mailed
not less than seven (7) days, nor more than thirty (30) days, before the date
of such meeting.
Meeting Roles and Responsibility:
Joe Boylan – Village Property Agent
Building
maintenance status and Assoc. accounting status
-Finance status
-Delinquent fee status and action plan
-Collect 1.5% monthly interest on fees 60
days delinquent
-Status of approved maintenance tasks
Joe Kareivis – Village Director
-Renters Code of Conduct Unit
posting
-Fire warden following up on
grill ban
Dan Plimpton – Village Director
-Window inventory
-Light inventory
-Communal grilling area proposal
Dave Parot --- Village Director
-Bolton Fire District
-Building/Unit Surveillance
-Misc. Maintenance Task items
-Lawn maintenance point person
-Snow removal point person
-November Freezing pipe memo to
owners
-Unit Maintenance memo
-Propane Fixed Pricing
-Review highlights of
Maintenance Task List
Kurt Ries – Village Director
-Chair Meeting
-Insure Robert Rules of Order
meeting criteria is conformed to
-Establish quorum
-Take minutes/notes
-Keep agenda and timelines
-Insure discussions are tabled
or voted on
-Keep discussion on topic and
on track
-Review and vote accept 2004
years minutes
-Review R & R and vote
-Owners forum action items
-Owner survey
-Solicit director’s end of 3yr terms 2006
-Village financial goals and
objectives
-Review of 2004 budget
-Vote on 2005 budget
-Vote on charging interest on
delinquent Assoc fees
Proposing Kurt and Joe K to sit together and Dan, Dave and Joe B
distribute themselves amongst the owners.
-Assist in answer question and
monitor discussions
Agenda:
Bob Fries
Owner of
-Business plan on track
-Current growth / potential
growth
-Resort Improvements
-Redstone development updates
-Thoughts on real estate values
-Time share update
-Opening day ski season
-BV/Redstone Nordic trail
improvements
-Summer events, Mnt Biking,
BAC, etc.
-etc...
Kurt Ries, Village Director
-Business plan on track
-Projected cost saving and benefits to BV
residents
Steve McLeod Drinking Water
Quality Report
-Assoc. not going to be involved
-As unit owners we are involved
-Steven McLeod write-up
-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
-Common Rules and Regulations docs
-Leverage common service providers for
better price point
-Propane Coop
-Review and approve 2004 annual meeting
minutes
-
VOTE
Acceptance
of 2004 annual meeting minutes
Before we address concerns and issues lets talk
successes
-Maintaining
and verifying an accurate owner contact list
-Keeping owners informed of Assoc. action
with email and newsletters
-Controlled cost on a budget and funded
$90k vinyl siding
-Wentworth II condos assessing one bed room
$5k for new vinyl
-Bills are getting paid and on time, no delinquent
fees
-All delinquent Assoc. fee owners are on
payment plan
-Property Agent has keys for all units,
continue to monitor
-Fire Sprinkler alarm and low temp
monitoring installed
-Unit #221 windows replaced
-Laundry room, repairs completed, annual
maintenance scheduled
-Updated Rules and Regulation doc
-Tracking Aged Hot Water heaters replacement
-Propane fixed pricing
-Managing trash/recycle bin costs
-Up to date on Income tax
-Filed
taxes $35 dollars, no payment
-Got very competitive bid on insurance
-Renters Code of Conduct posted in MOD
rentals
-Annually maintenance tasks waste drain lines
snaked, Fire extinguisher and Chimney cleaning scheduled
The Numbers:
According to the financial
reports handed out at the
As of
As of end 3rd
quarter, need 4th quarter numbers…
Profit and Loss Net Income =
$33,697 ??
A/R Indicating Delinquent
Assoc. Fees = $9,860.48 ??
Balance Sheet indicating
Checking Account = $24,000 ??
These actual include the
complete set major repairs needed, see maintenance task list for details along
with the insurance cost tripling.
Proposed 2004/2005 Budget
Net Income = $14,630.00 ??
As of
As of end 3rd
quarter, need 4th quarter numbers…
Profit and Loss Net Income =
$33,697 ??
A/R Indicating Delinquent
Assoc. Fees = $9,860.48 ??
Balance Sheet indicating
Checking Account = $24,000 ??
These actual include the
complete set major repairs needed, see maintenance task list for.
Proposed 2004/2005 Budget
Net Income = $14,630.00 ??
????????2004/2005 almost cut
our operating budget in halve????????
How did we do it:
Complete clean sweep,
property agent, contractors, insurance; all new
-All Cycle trash removal is the only one
left
-Plenty of growing pains
Village decision making process
-Keeping the Owners informed
-Village
news letters and memos
-Address owners’ wishes and concerns
The Village Owners Forum, maintains two lists, included
in the newsletters you receive regularly and 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.
Committee Action Items/Owners Forum Open Issues:
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 of the tasks we:
-Prioritize the
tasks
-Balance the
action with the finances available at the moment
-Assign actions
to board/committee members and/or property agent
**The board of directors, at no cost to the
Association has taken on much more responsibility than in the past, including:
Dan
Plimpton --- Village Director
-Maintains Maintenance Task List
-Maintenance Task item point person
-Replacement window inventory
-Exterior building light inventory
-Communal Grilling area plan
-Maintains Bulletin board
Dave Parot
--- Village Director
-Bolton Fire District
-Building/Unit Surveillance
-Maintenance Task items point person
-Lawn maintenance point person
-Snow removal point person
-Renters Code of Conduct action
-Propane Fixed Pricing
Joe
Kareivis – Village Director
-History of Assoc. and prior maintenance
tasks
-Provided past minutes and budgets
-What’s worked and what has not
-Kept us from repeating our past mistakes
-While insure we continue the success
-Renters Code of Conduct action
Kurt Ries –
Village Director
-10/03/03 Created Property agent RFP and
solicited 12 potential agents
- 02/01/04 solicited five local insurance agencies in the
area for quotes
-03/01/04 Worked with legal resources to
revise bylaws/declarations
-Aged Hot Water Heater replacement
-Removed Water/Sewer for Assoc. assessment
-Soliciting vinyl siding contractors
-Maintains Owners forum action items
-Maintains owners forum website
-Publishes newsletters
Kurt Ries –
Village Treasurer
-Picked up task of acquiring the vinyl
siding bank loan
-Misc. Assoc. maintains tasks
-Keeps close eye on Village budget
Joe Boylan – Village Property Agent
-Delinquent Assoc. fee success story, right
balance of compassion and forcefulness
-No more late fees on bills like prior
management
-Using competent and owner respected
contractors
-Very receptive to working closely with the
board
-Assoc. management experience has proven
invaluable
-Manage Trash collection costs
Solicit directors
to board and committees:
-Does anyone have interest in being on
the board of directors?
-All director terms are up in 2006
Approve Boylan Property Management for another year
-Contact up for renewal first of year
-Any other potential candidates?
-Review and vote on renew
Boylan Property Agent contract
-2006 Management agent increase $50/mon from
$6,600 to $7,200 annually
-Vote on Snow Removal contract, increase of
$10 per incident from $55 to $65
-Review current financial status
-Review delinquent fees status & success
story
-Review 1.5% interest on 30 day delinquent
accounts
-Review of 2004 budget
-Review of 2005 proposed budget
-Review Vinyl siding action plan
VOTE
-Vote
on 2005/2006 budget
Kurt Ries
Director
-Review major changes and overall structure
-Grill ban
-Common Interest Ownership Act and fines
VOTE
-Vote on acceptance of R&R doc.
Dan
Plimpton,
Review Maintenance
Task List
Joe Boylan to review
Maintenance Task List Review:
-See attached list
-Did we miss anything?
-Current big hitters’ vinyl siding, ????
Property
Insurance Coverage:
To get off this high-risk insurance and lower our
premiums, Village will need to be claim free for 3-4 years. We as an
Association need to demonstrate due diligence in eliminating as much risk as
possible; therefore, the following action plans are in progress:
-Installation
of temperature and alarm monitoring equipment in the fire sprinkler room
-Insulating of
building, water supply and drainage pipes to prevent freezing
-Replacement of
old hot water heaters
-Proposing
'Code of Conduct' contract addendum for renters to abide by
-Continue to
enforce no heating exclusively with firewood
-Addition of an
outside ash disposal can for unit fireplace ash
-Clearly
defined Unit owners responsibility for owner Insurance policy addition to our
by-laws
-Installed electronic/telephone
temperature monitoring for part time occupied units
-Owners check
plumbing; including washing machine and dishwasher supply/waste lines
-Enforce
grilling ban and VT fire codes
Frozen Pipe Memo:
Memo to go out to
unit owners, next heating season, in regards to heating units during extreme
cold snaps
-Mail in November 2004
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
-We do not see a 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.
-Joe K action plan to
Owners Forum Open Issues:
The advisory committee is
insuring that this level of detail is not lost and is being addressed. We are
soliciting for resources to assist in bring the tasks to fruition. Two owners
over coffee can complete one task in a few hours verses, two resources
performing all the tasks takes weeks.
-See attached list
Why
these tasks aren’t complete:
The
directors have been buried in Assoc. tasks, many of the lower priority tasks we
have not gotten to because of resource and time constraints and we need your
cooperation and help on the various committees in motion.
Kurt Ries Action Items
1.) Complete Village 2005 financial
reports
-Tie up all loose ends and close books on
2004/2005 fiscal year
-Send Union Bank 2005 financial reports
-Ongoing as part of loan conditions
2.) 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
-03/05 Complete
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.
-Greg to show Joe exactly what is not going to be sided, wing walls in
question
-Joe to show Greg exactly where to park supply trailer in the resort
parking lot
-Joe to show Greg any additional problem/issue areas
-Donna will quote window installation cost this week
-Need a 2 wk lead time to order the needed windows
-All Season can bill owners directly for windows
-Joe Kareivis window order submitted earlier will be included in the
bulk order
-Window Brand is Simonton, Prism Platinum
-Cost saving if done at time of vinyl install, because of exterior clad
-Kurt confirmed Village is going to go w/ the cream color clad
-Kurt confirmed Union bank sending $42,832.50 deposit directly to All
Season
-Kurt confirmed nick knack memo went out to owners
-Donna confirmed that the white clad trim on the gable end with vinyl,
will be redone
-Donna confirmed fascia will be clad-ed on the main building
-Donna confirmed all clad/siding seams will be caulked
-Donna confirmed we are on track for vinyl install to begin on
----- Original Message -----
From: Kurt Ries
To: donna hatin ; Joe Boylan
Cc: Dave Parot 124 ; Dan Plimpton 222 ; Joseph Kareivis
325
Sent:
Subject: Fw: Village Siding and Window Project
Hi Donna another addition to our punchout list
1.) There has been a concerned raised with units 222 and 124.
Their old windows, hence the ones that have not been replaced but
aluminum clad installed on the exterior window trim, are not opening properly
and rubbing/jamming on newly installed clad. Could we be certain to correct on
these units and insure other units do not experience the issue.
-Please keep in mind the
window/clad issue are old windows that are not going to be replaced at this time.
2.) Did the slider installations complete in units 228, 227, 323
yesterday
-Were there any issues,
any thing to follow up on?
-04/25/04 All Season not
complete w/ slider, issues with owners doors unlocked
3.) Did we get the replacement window measurements on units 321 and 322?
-04/21/05 all replacement
windows measured by All Season
Unit getting windows replaced:
228 - 3 Sliders, 1 double pane
124 - 1 single pane
223 - 1 triple pane
227 - 1 slider, 1 single pane
323 - 1 Kitchen, 1 entry, 1 bedroom, 1 living room, 2 sliders
321 - Replace all old, #?
325 - 1 triple pane
327 - single pane
322 - 1 single, 2 double pane
4.) When the replacement windows arrive, please advise on what day unit
223 will have its window replaced. owners would like to notify renter.
5.) Donna please also recall the trim clad on the previously installed
gable end of building needs to be replaced
from our
-ie, calked, j channel and
roof sofit completed
6.) Donna please proved Time and Material costs for the weeks of
-04/06/05 Donna mentioned
she would email Kurt end of each week with T&M cost to insure Village can
cover in our budget
-Please note I am
attempting to split out the cost of the T&M on the unit 221 windows that
the owner had removed the trim from
Donna stated on
7.) The vinyl crew is doing a good job on cleaning up our site each day
-We are getting some
concerns from near by residents of debris blowing down the hill
-Maybe unavoidable, but any
the crew could do to mitigate the issue would be greatly appreciated
8.) Outside unit 222 second floor deck, propane supply line not secure
and is missing a clamp
-Pls insure this and other
unit supply lines are secure
9.) #221 missing deck exterior light
-Renter asked siding workers
and they did not know
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
6.)
-Saturday
-Location:
-04/25/05,
reservation confirmed BV Resort
James
J. Fix
Director
of Sales
802-434-6813
Direct
7.)
The loan amount is
$43,438.00, so following this $42,832.50 advance there will be $605.50
available for disbursement anytime prior to
-Rot contingence and exterior painting
8.)
Action plan Terse Ayer
Door
1.) Find in Bylaws/R&R common look and
feel statements
2.) Find / document discussions with owner
on replacing windows themselves
-I believe we discussed common look and
feel on the windows
3.)
Write memo to loge formal complaint backed up w/ bylaws statements
-Do not screw up owner’s willingness
to replace windows
4.) Have Joe B follow up
-Be prepared for the push back
-03/17/05 Joe B followed up, met with
Pat at business, no way no how
5.) Once we have proper documentation in
place we can follow up with legal resources if necessary
-Brice sent certified letter
Folks, we are a nonprofit
corporation guided by our Bylaws, Declarations and Rules and Regulations.
Whether we are dealing with friend, psychopath or the devil herself we have an
obligation as owner elected directors to abide by these constrains as best we
can.
For a legal resource to
take any effective action a document trail needs to exist
1.) Has the offender been officially
notified of the offense
2.) What action has the Assoc. taken
3.) What was the owner’s action/response
To insure we do not get in
the situation that we were in w/ MOD, our property agent takes direction from
the board. The board needs to agree on a action plan in these type of delicate
situations in accordance with our bylaws and best judgment along with insuring
the task is followed through to fruition. Please note Joe B is involved once
the plan is set in motion by the board. I have added the contingence for legal
assistance to the action plan in step 5, but calling a lawyer first without
notify the owner is not the proper approach to be effective nor is it compliant
with our bylaws.
9.) Ayers Insurance Claim
Per our conversation on
---- Forwarded by Kurt Ries/Burlington/IBM on
Claire.Mullaney@acadia-ins.com
To: Kurt Ries/Burlington/IBM@IBMUS
cc:
Subject: Village Condominium frozen sprinkler
loss of
Today, I received some repair estimates from a unit owner who claims
that
his unit was damaged as a result of the sprinkler freeze up. At that time,
we inspected units 123 and 126 and found that they had suffered minimal
damage for which we paid $360 and $130, respectively. Pat Ayer, the owner
of unit # 221 is now claiming damages of $2,575.00. Could you please
contact me at your earliest convenience to discuss this new claim?
Thank you,
-03/31/05, discussed situation
with Clair, explained repairs are probably complete
- The other claims unit 126
and 123 were less than $500
-Clair is going to send adjuster
to unit
-Clair to work w/ owner not
Assoc.
-Claim check if any will be
mailed to Joe B.
10.) Rules and Regulation Update
To change these type of
behavioral issues we are probably going to need to amend R&R doc stating
the Common Interest Ownership act section 27A 3-102 A11.
-Define process of an owners hearing with
the board
-Define owner appeal and board decision
process
-Guidelines for assessing fines until
compliant, ie $100 a day
-05/25/05 Kurt submitted a draft, Brice to
add legal ease
Dan Plimpton Action Items
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, complete
-Memo to needed owners on
replacing windows
-Joe B to follow up after memo
-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
-03/14/05 Complete Inventory
-Clarify mandatory window
replacement statement
-Assoc. not paying for All Season to return
and replace aluminum clad on window replaced after the Owners will be billed.
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
-02/28/05, Dan completed window
inventory
-02/28/05 Kurt to discuss w/
All Season a bulk window installation date and cost
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
4.) Communal Grilling Area Plan
Preliminary
Communal Grill Area Action Plan
Cost to
construct, how elaborate
Cost to
maintain
Allocate cost
in Assoc. budget
Location,
between buildings
Approval from
owners adjacent to the area
Hours of
operation
Enforce hours
of operation
Propane
and/or charcoal
Lawn chairs
and grilling paraphernalia
Waste
container
Who will
police the area
How does the
Assoc. address complaints
Noise ordinance
Fire hazard,
fire extinguishers
Comply w/ VT
fire codes
5.) Laundry Room Bulletin Board
-Part of renter action plan and
bylaws to publicly post
-Really should post some other
items of interest also
-Remove outdated posting
-01/20/05 Kurt emailed docs to
Dave and Alica
-01/31/05 Dave will post
Village Rules and Reg doc
-04/15/05 Kurt posted R&R
doc
-Darlene indicated she might be
interested in taking over this task
-Need
-Need notice of annual meeting posted
-Water report?
Joe K Action Items:
1.) Fire PrePlan Task
-07/19/04, Joe B pick up the Fire PrePlan Task
Action Plan - Village Emergency
Procedures
The main item we are after is a fire preplan for our buildings with fire
department, needs to be discussed with the fire department. The Fire PrePlan
would really have nothing to do with the resort, every communal, public
building should have plan filed with the fire department with Assoc. contacts,
building layout, explosives/flammable storage, water shut off, elect shut off
etc. Tasks change as we get details and
can make more informed decisions, if action plan needs to be modified or tasks
should be dropped or added please let me know.
Advisory Committee compiled contact
list of owners and utility phone numbers.
-09/25/03 Kurt Complete
-01/09/05 Kurt updated, mailed to owners and published to Village web
site
Issue:
-Building needs a fire pre-plan
-
-
-Evacuation procedure
-
-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 is completed on the installation of sprinkler monitoring equipment
Status:
-02/16/05 Joe K contacting fire
warden to make himself primary contact
2.) Fire
warden to enforce grill ban
-Joe K to contact fire
warden and/or fire dept to see about how to enforce
-Need to compile a list of
grills remaining on decks
-Do we want to do this??
The directors
are currently discussing how to address the issue and exploring the option of
compiling a list of the offenders and turning over to the Bolton fire warden as
in violation of Vermont Fire Codes, NFPA 1 3-4.7 and NFPA 1 30-3.3.8.
3.) 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 at the
-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
Status:
Draft R&R is posted to village website under the Bylaws and
Declaration section
-Rental Pool Rules &
Regulations
This document is slightly modified from the Bolton Valley Resort Lease
and Security Deposit Agreement'; should mean no change to owner's rental
agreement and business as usual for MOD. The MOD Rental Pool agreements can
also be found on the Village web site, under the contracts and agreement
section.
-Rental Pool Exclusive Right
-Rental Pool Lease
-02/02/05 Dan commented he
likes the plan and approved R&R one page doc
-02/09/05 Dave approved R&R
one page doc
-02/09/05 Dave and Kurt
discussed adding a statement about abiding by all Village Bylaws
-02/28/05 Joe K contacted MOD
about R&R doc on Rental Pool doors
-02/28/05 Joe K drafting memo
notifying owners in the MOD rental pool of the R&R doc on door
-03/02/05 Joe K drafted memo
for Kurt to place in Village standard memo template
-03/02/05 Joe K to solicit from MOD all units currently in the rental pool
Joe K did you get a chance to review and approve/comment on the Rental
Pool R&R to be hung on the door?
-Dave and Dan have approved,
but thinking we should have a clause of abiding to Village Bylaws.
Joe as part of your discussion with Darlene of MOD rental pool, you will
need to obtain all the Village units currently in the rental pool.
Per our Village contact list we have the following units listed as being
in the MOD rental pool, however I suspect this is no longer current.
-323, 324, 325, 326
Once Joe K finds out which units are currently in the Rental Pool, we
can have Joe B send memo to the appropriate owners.
joe k <silver_fox@comcast.net>
To: Kurt Ries/Burlington/IBM@IBMUS
cc:
Subject: Village " Rules and Regulations"
Kurt
The folowing is a draft of a memo to be sent to owners who rent their
units:
At a resent meeting of the Village Condominium Association Directors,
the need to inform renters
of the rules and regulations governing their conduct was discussed.
The placement of a copy of the Rules and Regulations on the inside of
the front door
of rental units was approved. Our property manager, Joe Boylan, will
install
a receptacle to retain the information. If you have any questions
relative to this matter please contact me as soon as possible at 973-379-4085.
Joe Kareivis
Village
Director
Kurt
Review this proposed memo and make
any changes you want. If you want me to send this
letter to the affected owners please give me
a list of the units.
Joe K.
Dave Parot Action Items
1.) 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
2.) Electric
Laundry dryers must be vented to outside
Issues:
-dryers not vented to outside create moisture 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.
-03/10/05, Joe B found no mold/mildew issues,
unit all freshly painted
3.) 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.
4.) 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
-Need 2005/2006 snow contract for approval
at annual meeting
Joe Boylan Action Items
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
Need 2004/2005
completed Village financial spreadsheet by
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
-Need to insure that two
director approve all cost over $1,000
4.) Ash can missing lid
-Was tied down?
-Joe B will be replaced
ASAP
-No longer stacked down
-Need to move away from
trash building
-Obtain metal pole?
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, complete
-03/15/05 Fix loose rail
by #327, complete
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
-06/04/06 Contractor returning to look at
bow in wall, tie back may have slipped
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
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
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??
-Vinyl side/paint chimneys, along w/ repair
-Bill Guyette submitting bid
-Current brown portions of rail top caps and
tower rails remain brown
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.
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
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
12.) Flower Boxes
-Remove
-If keeping, need budget line item for maintenance
cost
-Get on contractors schedule for this summer
-Bldg B 2nd Ramp rail is loose
-Complete
13.) No Parking sign
-At entrance of Village Parking lot
-Do we need, have not seen an issue?
14.) Electrical cable from shed
-Remnant left from removal of shed
-Under Building B 2nd ramp
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
-Complete
16.) 2004 tax preparation
-Joe B to do
-Want to avoid using Tom Lauzon
-02/12/05 complete, $35
-Did not have to pay in and get back refund
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
15.) Sprinkler System
inspection
-Next inspection due
03/06
-Get on contractors
schedule
-Complete, need costs of
repair and inspection for budget
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 July 2005
-Maintenance must be
scheduled with unit owners
19.) 2006 Property Agent
Renewal Contract
-Need to approve at the 2005 Owners meeting
-Need to approve snow removal contract
20.) Mount thermostat in laundry room
21.) Secure propane line to laundry room
22.) Need contact info for new owner in Unit 224
23.) Building B rock wall fell apart
Misc. Brain Droppings
As spring quickly approaches along with the completion of vinyl siding
project, in a continuing effort to keep owners informed, we are soliciting your
comments on initiatives the board is currently discussing. For additional
detail on these and other initiatives please see the Village Assoc,
http://users.adelphia.net/~kries/
-Password is 'garth'
Please find below three Assoc. discussion topics we are soliciting your
input.
1.) Village condo master insurance policy renewal and banning all grills
from decks
Our Assoc. master insurance policy is up for renewal on
The Assoc. can save $5,000 to $7,000 of your dollars, if we modify and
enforce our Rules and Regulations document to reflect no grills of any
kind, on any of the complex's decks.
Our current Village Rules and Regulation document is compliant with the State
of
Please see the following link to the VT state fire prevention site for
more detail.
http://www.state.vt.us/labind/Fire/infogrills.pdf
Our currently Association Rules and Regulations states the following
based on the states' fire codes.
Snippet for Village R&R doc:
2. No owner shall engage in or permit any conduct or use, or maintain
any device in or adjacent to any unit which will increase the risk to others or
the cost of fire insurance, including
a. The use of charcoal grills is expressly prohibited on balconies, wood
patios or in common areas. Owners should recognize that, according to Vermont
Fire Code, NFPA 1 30-3.8.2, in public buildings all types of barbecue grills are
subject to regulation as to size and usage.
Comments from our Insurance Agent:
During the past two years we have seen two serious fires (one was my
next door neighbor) occur when gas grill caught fire while being used on a
ground level deck, (just in our
agency). In each case the homeowner was
unable to stop the fire or move the grill and the resulting damage to the deck
and rear of the house was significant.
We have seen all the companies we represent take some pretty aggressive
stances towards loss control, with margins shrinking there is a clear direction
to aggressively minimize losses. The
grills are an issue that isn't going away.
We realize many of our owners have several hundred dollars in propane
grills, and if we adopt this policy, all grills will need to be removed from
the decks. Insurance cost does not effect the Village budget, only your
wallet, and as discussed at our 10/25/04
annual meeting all Assoc. Insurance costs whether they increased or decreased
will be directly passed on to owners and is not considered a change to Assoc.
fees.
The directors are discussing creating a communal grilling area next to
the building with landscaping and picnic tables along with the possibility of a
barbecue grill maintained and funded by the Assoc. for owners to utilize. We
probably do not have the money in this years' budget to fund, however we can
probably work into the budget for next year and we will add the matter to our
Annual Owners Assoc. meeting on
Please advise before 03/11/05 if you have any comments or concerns; if
one does the math $7k divided by 21 = avg cost to unit owner and for the
additional fire safety, I think you will agree that we should probably ban all
grilling from the decks of units and create an area away from the buildings for
picnicking and communal grilling area.
***Vote on permanent change to
R&R
The following
is a snippet of the change from the attached revised Village Rules and
Regulations document:
2. No owner shall engage in or permit any
conduct or use, or maintain any device in or adjacent to any unit which will
increase the risk to others or the cost of fire insurance, including
a. The use and the storage of charcoal
and propane grills are expressly prohibited on balconies, wood patios or in
common areas. Barbecue grills can only
be used in designated grilling areas approved by the Village Association board
of directors. Owners should recognize that in accordance to
2.) Completion of our vinyl siding project will start beginning of April
2005 along with the associated exterior painting
Pls be certain to remove any pictures or nick knacks that may fall and
break from the vibration of the installation. We are making a change to the
color of the aluminum clad trim that will be installed around the windows and
eaves. From recommendations by All Season our vinyl siding contractor and our
exterior painters contractors the board is discussing changing the aluminum
clad trim from white to a cream color.
Please advise before
3.) Push to get old unit windows installed before vinyl siding install
begins
Most units still have old windows to be replaced at owners cost, you
will be receiving a memo in the postal mail shortly with specifics on windows in your unit that need to be replace
before the vinyl siding installation begins. For your convenience the Assoc. is
coordinating a bulk order and window replacement, at a reduced negotiate price
point with our contractor All Season Siding and need to include your units
windows in the order.
Snippet about mandatory window replacement from
“2 windows per year are being
installed in each condo…”
“2 more windows per unit (the 2
worst) will be installed next year”
Please advise as soon as possible to insure we can include your units
windows in the bulk window order and replacement. Be a real shame to have new
vinyl siding and rotted deteriorated windows remaining in our complexes.
Please do not hesitate to contact me with any questions or concerns,
-Kurt
**Assoc. not
paying for All Season to return and replace Aluminum clad on window replaced
after the Owners will be billed.