Kurt
Ries
01/06/2004
05:48 PM
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To: "Will Lewis"
<wlewis@boltonvalley.com>, "Anthony Mennona"
<amennona@boltonvalley.com>, "Steve
Butler" <sbutler@boltonvalley.com>, "Joe Boylan"
<jessicaboylan@aol.com>, "Dana Clark 126"
<DanaC@atlassnowshoe.com> cc: "Dave Parot 124"
<dparot@woodscrw.com>, "Joseph Kareivis 325 "
<silver_fox@comcast.net>, "Tina Fries"
<tfries@boltonvalley.com> From: Kurt Ries/Burlington/IBM@IBMUS Subject: Village Property Agent Transition
Minutes |
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Folks, the following minutes include action items to be followed
up on.
Please do not hesitate to contact me with
any corrections, questions or concerns.
Thank you for your time and your follow-up
efforts,
-Kurt
Kurt Ries
I/T Architect IBM EAI Finance Practice
Burlington, VT
Business:
802.862.3684
T/L: 446.0185
Mobile: 512.422.8084
Fax: 801.457.5513
email: ries1@us.ibm.com
Village
Property Agent Transition Minutes
01/06/04 9:30 - 11:30 AM
Attendees:
Joe Boylan, Kurt Ries, Will Lewis, Anthony
Mennona
**Maintenance Unit Key and Knowledge
Transfer
Anthony just received Village Bank
Statements and will update financial reports this week
-Dana
to contact Anthony to review and follow up
-Anthony
to email excel version of reports to Kurt when complete
Steve gave Village
Unit/Storage/Shed/Laundry coin box keys to Joe
-It
was found that none of the keys worked, with the possible exception of the
Laundry coin box key
-Bolton had been utilizing a master key to
gain entrance to units, this key opens the majority of the building at the
resort
-Joe is contacting Dave of Lamoille Lock
and Key, Dave may have the original bidding information w/ the index
information for the unit keys
-We have two options, re-key locks for new
master and new owner key, or re-key just master retaining existing
owner key
-We
are leaning toward just re-keying for master, dependant on Lamoille lock and
Key advise
-Steve
is continuing to investigate
-In
the mean time, Joe will contact Steve for any entry needs to the Village units
Bolton retained keys for the following
Village Rental Pool units
-223,
323, 324, 325, 326
-Darlene
handles the rental pool
Steve, Joe and Kurt reviewed Village
Maintenance Task List
-Steve
provided knowledge transfer of Village projects
-OK
for Joe to contact Steve/Dave with questions and/or assistance needs
** Accounting files and knowledge transfer
Anthony gave Joe hard copies of all
Village files
-With
the exception of recent Invoice folder, Bank Statements and recent/in-question
invoice information
-Anthony
to provide Bank Statements and in-question invoices for meeting in Dana
-Kurt
to track down recent invoice folder, given to Village
Anthony provided the following hard and
soft reports
-These
files are attached below and on posted our web site
-Anthony
to update profit and loss reports with latest bank statements for meeting with
Dana
-Anthony
to give latest bank statements and in-question invoices to Dana
-Profit and Loss Nov 2002 - Oct 2003
-Balance Sheet as of Oct 31 2003
-A/R Aging Summary as of Oct 31, 2003
-A/P Aging Summary as of Oct 31 2003
-Profit and Loss Nov - Oct 2003
-Balance Sheet as of Dec 31 2003
-A/R Aging Summary as of Dec 31, 2003
-A/P Aging Summary as of Oct 31 2003
Anthony provided the following hard copy
reports
-Statement of all delinquent accounts as of 12/31/03
Discussed Unit #226 William Donahue pass
due assessments
-As
of 12/31/03 Donahue behind $8,000.75
-Agreement
(letter in July?) was made for William to pay an additional $500 a month to get
caught up
-William
has not been paying the additional $500 assessment since October
-Anthony
to provide memos sent to William, to Dana at their next meeting
-Also discussed Association charging
interest on delinquent accounts, in Donahue's case this could mean an
additional $1k tagged on
Discussion on Quarterly Assessment
Invoicing
-Oct - Jan 2003 sent
-Discussed
Unit 224 did not receive Oct - Jan 2003 assessment, Anthony to follow up
-Next
Quarterly Assessment, due Feb 1st and Invoice usually sent Jan 1
Discussed Taxes
-Cooperate
Tax due in 9 days, Tom Lozan Bolton tax accountant never picked up info
-Joe
to follow up on a tax extension or
actual filing
-Anthony
to discuss with Will for Bolton to providing Village 2003 taxes, ie 1099
Discussed Village Fiscal year
-ends
10/31/2003
Anthony and Dana to follow up in-question
invoices
-Bilado
roof charges, Anthony also following up with Steve for details
-Steve
had Anthony remove charges for siding repair charges on #124
-Doors
and lock charges
-etc.
Village Bank Account
-Richmond
Bank North
-We
have options of closing account or new signature card retaining existing account
-We
are leaning toward new signature cards, with Joe's and Kurt's signatures
-Will
provided letter to Joe indicating Bolton is no longer affiliated with the
Village account
-Kurt
and Joe to provide bank with Cooperate Resolution letter and pursue getting
account transferred
Kurt asked Anthony questions from Dana
>Hi Kurt:
>
>Here's some things you should go over tomorrow - Please discuss with
>Anthony and Will
>
>What are our cash receipts since 9/30?
-Anthony to follow up
with Dana
>Holding any checks right now to deposit?
-No, that Bolton has
received
>Give them Joe's address for any wayward payments that come
into the BV office
-Joe provided his
contact information to Anthony
>Insurance policy info. - when is our next premium pymt. due?
-Village to check
Page/Arcadia invoice, from missing recent invoice folder
>Did we experience a premium increase from the water damage
this spring?
-Not other than the normal year bump, however an increase due to
water damage claim
would show up in the next
premium
>Any significant Accts. Payable items? Water & Sewer?
-Not aware of any at
this point
>What needs to be paid in the next mo.? two mos.? three mos.?
-Only aware of normal
utils, all invoices paid to date
-With exception Joe has
$3300 Invoice from All Season Siding building A Gable siding
>Keys
-do not work, Joe and
Kurt following up
>Any significant increases in regular expense items since the
9/30/02 budget preparation?
-Not aware of any off
hand
>Thanks,
>DC
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Forwarded by Kurt Ries/Burlington/IBM on 01/06/2004 03:07 PM -----
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Kurt Ries 01/04/2004
08:25 PM |
To: "Will
Lewis" <wlewis@boltonvalley.com> cc: amennona@boltonvalley.com,
DanaC@atlassnowshoe.com, JessicaBoylan@aol.com, mcroshier@boltonvalley.com,
sbutler@boltonvalley.com, "'silver_fox'"
<silver_fox@comcast.net;dparot;;;;;>, tfries@boltonvalley.com From: Kurt
Ries/Burlington/IBM@IBMUS Subject: RE:
Village Property Agent Transition |
Will, please advise if thing should
change, but looks like a go for our meeting Tuesday 01/06/04 9:30 AM.
Thanks for the heads up on the Bank
statement, with your assistance we'll deal with as open issue come up.
Kurt Ries
I/T Architect IBM EAI Finance Practice
Burlington, VT
Business:
802.862.3684
T/L: 446.0185
Mobile: 512.422.8084
Fax: 801.457.5513
email: ries1@us.ibm.com
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"Will Lewis" <wlewis@boltonvalley.com> 01/04/2004
08:23 PM |
To: Kurt
Ries/Burlington/IBM@IBMUS, <JessicaBoylan@aol.com> cc: <DanaC@atlassnowshoe.com>,
<sbutler@boltonvalley.com>, <amennona@boltonvalley.com>,
<tfries@boltonvalley.com>, <mcroshier@boltonvalley.com>,
"'silver_fox'" <silver_fox@comcast.net;dparot;;;;;> Subject: RE:
Village Property Agent Transition |
Kurt,
I believe we can do that. I have sent an e-mail to Steven &
Tina to confirm
that they will be able to be present. Anthony will be ready.
Please be
advised that ther will probably be some wrap up items on the
financial
statements since we probably don't even have the Bank Statements
yet . I
think that all can be turned over to you at that point though
there may be
some adjustments to be made after the fact.
Will Lewis
Finance & Administration Director
Bolton Valley Resort
4302 Bolton Valley Access Rd., Bolton Valley, VT. 05477
Direct Line - (802) 434-6809, Fax (802) 329-6809
web page: www.boltonvalley.com
mailto:wlewis@boltonvalley.com
-----Original Message-----
From: Kurt Ries [mailto:ries1@us.ibm.com]
Sent: Sunday, January 04, 2004 7:56 PM
To: wlewis@boltonvalley.com; JessicaBoylan@aol.com
Cc: DanaC@atlassnowshoe.com; sbutler@boltonvalley.com;
amennona@boltonvalley.com; tfries@boltonvalley.com;
mcroshier@boltonvalley.com; silver_fox
Subject: RE: Village Property Agent Transition
Will-
Dana mentioned he spoke to you on Friday in regards to the
proposed Village
condo property agent transition meeting on Tuesday 01/06/04.
Unfortunately the 8:00 AM proposed time will not work, can we
confirm a
9:30 AM meeting 01/06/04?
Key representatives for meeting:
-Joe Boylan -- Village
Property Agent
-Steve Butler -- Bolton
Maintenance Supervisor
-Anthony Mennona --
Bolton Management, accounting for Village
-Dana R. Clark --
Village director
-Kurt Ries -- Village
director
Invited:
-Tina Fries -- Bolton
Maintenance Manager
-Will Lewis -- Bolton
Management Manager
Because these meeting are problematic to schedule, we need to
bring the
transition to closure, be certain:
-Key representative
will be present
-The accounting file
are fully closed and finical reports complete
-All maintenance
punchout list and records are updated and Village
condominium building information is complete
-All Village condo
keys are present and clearly labeled, unit, shed,
laundry machine coin keys
Open tasks
-Need copies of all
accounting files soft/hard old and new -- Jim
Thornton requested on
10/27/03
-Complete financial
report, year to date and budget
-Village account
information, bank, account number, bank contact
information
-Details of Village
owners behind on Association fees, leans on property
-Need all form
templates, ie Village Association
quarterly assessment
invoice template
-Obtain all keys for
units -- Jim Thornton requested on 10/27/03
-Obtain all keys for
sheds -- Jim Thornton requested on 10/27/03
-Keys for laundry coin
boxes -- -- Jim Thornton requested on 10/27/03
-Make arrangements with
BV property agent to handle misdirected Village
related mail, phone
calls, invoices after the first of the year
-Make arrangements for
BV property agent to met new Village property
agent Joe Boylan
-What else?
If all key representatives are not available or the task items are
not
complete and closed, lets reschedule the meeting, when all tasks
can be
brought to closure.
Please advise,
-Kurt
Kurt Ries
I/T Architect IBM EAI Finance Practice
Burlington, VT
Business: 802.862.3684
T/L:
446.0185
Mobile: 512.422.8084
Fax:
801.457.5513
email:
ries1@us.ibm.com
----- Forwarded by Kurt Ries/Burlington/IBM on 01/04/2004 06:31 PM
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| To: JessicaBoylan@aol.com, DanaC@atlassnowshoe.com,
sbutler@boltonvalley.com, amennona@boltonvalley.com, |
| tfries@boltonvalley.com,
wlewis@boltonvalley.com
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| cc: mcroshier@boltonvalley.com, silver_fox@comcast.net;
dparot@woodscrw.com |
| From: Kurt Ries/Burlington/IBM@IBMUS
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| Subject: RE: Village Property Agent Transition
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Folks our Village Property Agent transition meeting tentatively
scheduled
for tomorrow is being postponed till later this week.
Spoke with Will Lewis this AM, and he is going to get with Tina
and
schedule the meeting before the end of the year.
I will keep you posted and appreciate every ones endeavors in
these action,
realize this is a very busy time of year for everyone,
-Kurt
Kurt Ries
I/T Architect IBM EAI Finance Practice
Burlington, VT
Business: 802.862.3684
T/L:
446.0185
Mobile: 512.422.8084
Fax:
801.457.5513
email:
ries1@us.ibm.com
----- Forwarded by Kurt Ries/Burlington/IBM on 12/29/2003 11:15 AM
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| | 12/22/2003 10:05 |
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| To: tfries@boltonvalley.com, wlewis@boltonvalley.com,
JessicaBoylan@aol.com |
| cc: mcroshier@boltonvalley.com, sbutler@boltonvalley.com,
amennona@boltonvalley.com, silver_fox@comcast.net, |
| dparot@woodscrw.com, "Alicia
Apgar" <parot@gmavt.net>,
DanaC@atlassnowshoe.com |
| From: Kurt Ries/Burlington/IBM@IBMUS
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| Subject: Village Property Agent Transition
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Happy Holidays Tina and Will,
Would like to agree upon a schedule to be completed before the end
of the
year for our Village property agent transition from Bolton to Joe
Boylan.
Need your assistance in completing the following task list and
insuring we
have the information needed to successfully transition to the new
property
agent, I am not certain of all the right questions to ask.
Would like to suggest we meet at Bolton Valley, on Tuesday
12/30/03 09:30
AM, to collect the outstanding task items and transition
discussions.
-Tina, Will, and Joe
will this date and time work for you?
-If not, please provide
a date and time before the end of year that
accommodates your
schedules
The following is our exit strategy from Bolton Valley to Joe
Boylan as our
property agent the first of the year.
Bolton Valley Property Management Exit Plan
Bolton Valley Property Management to transition to new property
agent Joe
Boylan.
Notify owners of address change
- Kurt to work with BV
and Joe Boylan to notify owners of property
management change
-Village Association quarterly
assessment invoice update with new
address
Need contact/billing/accounting information for:
Open tasks
-Need copies of all
accounting files soft/hard old and new -- Jim
Thornton requested on 10/27/03
-Details of Village
Owner behind on Association fees
-Need all form
templates, ie Village Association
quarterly assessment
invoice template
-Obtain all keys for
units -- Jim Thornton requested on 10/27/03
-Keys for laundry coin
boxes -- -- Jim Thornton requested on 10/27/03
-Make arrangements with
BV property agent to handle misdirected Village
related mail, phone
calls, invoices after the first of the year
-Make arrangements for
BV property agent to met Village new property
agent Joe Boylan
-What else?
Closed Tasks
-Fire Sprinkler inspection -- Jim Thornton provided on 11/21/03
-Fire Extinguisher
Inspection -- Jim Thornton provided on 11/21/03
-Chimney cleaning -- Jim
Thornton provided on 11/21/03
-Insurance billing
address -- Jim Thornton provided on 11/21/03
-Trash Collection
billing -- Jim Thornton provided on 11/21/03
-Electricity Power
billing -- Jim Thornton provided on 11/21/03
-Propane billing -- Jim
Thornton provided on 11/21/03
-Water & Sewer
billing -- Jim Thornton provided on 11/21/03
-List of Bolton
contractors, carpentry, plumbing, electrician, Jim
Thornton provided on
11/21/03
Please do not hesitate to contact me with any questions or
concerns,
-Kurt
Kurt Ries
Village Association
Burlington, VT
Mobile: 512.422.8084
Fax:
801.457.5513
email:
itele2@yahoo.com
----- Forwarded by Kurt Ries/Burlington/IBM on 12/22/2003 09:20 AM
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| | 11/12/2003 09:57 |
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| To: sbutler@boltonvalley.com, tfries@boltonvalley.com,
amennona@boltonvalley.com, wlewis@boltonvalley.com, |
| mcroshier@boltonvalley.com
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| cc: silver_fox@comcast.net, thornton@champlain.edu,
DanaC@atlassnowshoe.com, dparot@woodscrw.com, |
| plimpton@surfglobal.net
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| From: Kurt Ries/Burlington/IBM@IBMUS
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| Subject: Village Property Agent Transition
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Tina/Steve/Anthony-
We are starting to transition Village property management and
maintenance
activities from Bolton to new property agents and would like to
coordinate
these tasks with you to insure a seamless transition.
Bolton snow removal activities should stop, as of 11/11/03, Village has
hired these services.
-Tina please
acknowledge that the proper folks have been notified
Steve, Bolton maintenance
activities for Village are winding down, but I
need an update on the following outstanding tasks.
-#226 door sill missing,
Big Time completed week of 10/27/03
-#224 door leaking water
into #124
-Shed door backwards,
Big Time completed week of 10/27/03
-Water leaking into unit
#225 from missing siding section above #325,
contractor coming in 10/29/03
-Laundry room ceiling,
contractor coming in 10/29/03
-Water leaking #228,
Bilado roofing coming out 10/29/03 to look at
-Anything else?
Tina/Will/Anthony, Bolton will continue Management activities
until
December 31st , 2003, per current contract, however we need to
start
coordinating the following transition tasks and not leave for the
last
minute.
Bolton Valley Property Management Exit Plan
Bolton Valley Property Management to transition to new property
agent
-Notify owners of
address change
Need contact/billing
information for:
-Fire Sprinkler
inspection
-Fire Extinguisher
Inspection
-Chimney cleaning
-Insurance billing
address
-Trash Collection
billing
-Electricity Power
billing
-Propane billing
-Water & Sewer
billing
-Get all keys for
units
-Keys for laundry
coin boxes
-List of Bolton contractors,
carpentry, plumbing, electrician
-Need all accounting
files soft/hard old and new
-What else?
Please advise,
-Kurt
Kurt Ries
I/T Architect IBM EAI Finance Practice
Burlington, VT
Business: 802.862.3684
T/L: 446.0185
Mobile: 512.422.8084
Fax:
801.457.5513
email:
ries1@us.ibm.com