Archive of Minutes

Williston Eastview Condominium Association

Current minutes, click here.


February 2011 Meeting Minutes

The February 2011 meeting was held on Monday, February 21, 2011 at Unit #270 at 5:00 PM.  

Board Members Present: Jeff Haslett, Liz Swim, Mary Way & Jim Fox

Management Present: Scott Michaud & Mark Anair

Call to Order

The meeting was called to order at 5:05 PM.  Attendance was noted.

Review of Annual Meeting Minutes

The minutes of the 2010 Annual Meeting were presented and reviewed.  The minutes will be accepted at the next annual meeting.   

Financials

The Board reviewed the January 2011 financial reports in detail.  The Board also discussed the 2010 financial reports, based on actual numbers as of year-end.  As part of this discussion, the Board reviewed the goals that were prepared along with the five-year short-range plan and the success of surpassing those goals.  As the Board had committed dues will remain at $261 per month.

Special thanks goes to Jeff for his persistence and patience working through the numbers.  Jeff will continue to work on the draft of the 20-year budget discussed at the 2010 annual meeting.    

The bank finally took title to Unit #257, which had been foreclosed.  Six months of fees were recovered [which is all the law allows] and the bank is now paying the monthly fees for this unit.  In the end, there was a shortfall of several thousand dollars, which was paid for by your dues.  At this time, we are happy to report that unit #257 is currently under contract and we anticipate this closing this spring

The Board also discussed current delinquencies and its concern for the economic impact of any potential future foreclosures.  We have a few units that habitually pay late.  If the Association has 10% of the units in any form of delinquency traditional financing by banks can be denied to potential buyers.  This would substantially lower the property value of all units at Eastview.  Therefore, both the Board and Property Management Associates will more aggressively manage future delinquencies.  If you are experiencing a hardship, please contact Property Management Associates to work out an acceptable arrangement before incurring a delinquency.

Capital Projects

Deck Staining:  Scott reported that we would be completing this project in 2011, since a number of decks will be re-stained this spring.

Electrical Boxes:  All boxes have been painted.  The group is happy with the current improvement and has decided not to enclose them at this time.  Some of the more visible boxes maybe covered with plantings.  The Board will continue to evaluate this.  Special thanks to Mary for her work on this project.  

Gutter Installations:  Due to the landscaping improvement project those units will need gutters to keep the water away from the newly planted beds.  This project would be broken out into phases, phase 1 would be gutters where we don't have any and phase 2 would be replacement of gutters that no longer function correctly.  We will also be having the gutters cleaned annually.  

Landscaping Improvements:  Some landscaping will be done during the spring and summer, with the next phase of units scheduled for the fall.  The spring clean up will begin in April.

Repairs & Maintenance

Chimney Work Project:  Over the next three years we will be doing maintenance on unit chimneys, which is essential to avoid more costly repairs.  Currently, we have three chimneys that need attention.  These will be repaired this spring.

Grounds Seeding:  The grounds will be seeded in May and will have treatments in April, July and September.  The Board feels that the lawn treatments made the lawns look much better last year.  

Power Wash:  We will be continuing with the power washing project this year.  All buildings will be evaluated based on need this spring.  

Siding & Vent Repairs:  We will be completing siding repairs and needed vent repairs this spring as well.  

Street Crack Filling:  Property Management Associates has contracted to get these cracks filled this summer to prolong the life of our street.

Owner Correspondence: None at this time.  

Old Business 

Kerosene Tank Inspection Update:  There are three units that are not in compliance with this inspection.  These unit owners will be notified again and then fined for non-compliance.  Any leaking tanks would cost thousands of dollars to remediate the environmental damage.  

Dryer Vent Update:  At this time we have four units that are not in compliance with the dryer vent cleaning.  They will be notified again and then fined for their non-compliance.  The Board does not like to fine but needs to protect the best interest of the community.  Clogged dryer vents are a reason for many fires.  

Fine Matrix:  The group has been working on a fine matrix to be incorporated into the rules and regulations.  This matrix is still being adjusted and will be implemented throughout the year.  

New Business

Heat Loss Project:  Mary has been monitoring "heat loss" from all units in Eastview.  It appears to be middle units and was clearly evident by the large icicles.  We will be investigating this issue and offering a program for residents to get some added insulation to remedy these issues and maintain heat in your units.   

Exterior Light Offer/Mandatory Replacement:  

Front Exterior Light Offer Program – We have several people that have ordered the new lights.  As a reminder, the Board will be mandating the new lights in spring 2011.  The choices are clear.  If you do them now, you will get a discount on the light and free installation.  If you wait until they are mandated, the discount is gone and you will need to have it installed by an electrician at your expense (probably about $75).  The choice is clear.  Please send a check today.  This is essentially a 50% discount.  

The 14" Quoizel fixture is solid brass with black powder coating and beveled glass.  A discounted price of $60.41 has been negotiated for the purchase of at least 10 lights. The Association will have lights installed for owners who submit payment.  This is a limited offer. We will need a check in hand before orders can be placed. Checks should be made out to:   The Lighting House in the amount of $60.41 and mailed to: Property Management Associates, P. O. Box 1201, Williston, VT 05495.

Unit Site Map & Telephone List:  The group will be updating a site map and a phone list with all corrected residents names.

Pump Station:  The annual 2010 inspection of the pump station was done.

2011 Contract Extensions:  The contracts with Property Management Associates and DLT Landscaping were presented and reviewed.  There is no price increase in either contract.  A motion was made to accept both contracts as presented.  The motion was 2nd and passed unanimously.

Benches:  The suggestion was made to purchase two benches for the neighborhood.  These benches would be placed at locations that would not directly impact any unit from their privacy.  It would be a great addition to the neighborhood.  A motion was made to place two benches around the property.  The motion was 2nd and passed unanimously.

Window/Door Approvals:  Mary has been working on "blanket approved doors and windows".  These will be added to the website once the final adjustments have been made.  Any deviations from the approved list will require Board approval.

Rental Units - Letters will be sent to owners not providing renter leases and rental addendums. 

Adjourn

A motion was made and seconded to adjourn.  The motion passed unanimously.  The meeting was adjourned at 6:25 PM.


2010 Annual Meeting Minutes

The 2010 Annual meeting was held on Thursday, September 30 at 6:30 PM at the Williston Fire Department.

Board Members Present: Liz Swim, Mary Way and Jeff Haslett

Management Present: Scott Michaud and Mark Anair

Homeowners Present: Don & Judy MacMurdo, Cecile Fontaine, Claire Beaudoin, Jim & Connie Nutter, Elda DiLorenzo, Barbara Wright, Joan Dillon, Jean Bing, Jimmy Fox, John St Louis & Sara Quintana, Michael Meunier, Michelle Demers, Chad & Christal King, Mike Weston, Kathryn Reed and David & Emily Moynihan

Number Units Represented by Proxy: 22

Call to Order:

The Annual meeting was called to order at 6:40PM by Scott Michaud of Property Management Associates. Scott then led the group in the Pledge of Alliance. Introductions were made of Eastview Board Members and attending homeowners.

Jeff Haslett led the group in a moment of silence for the members that have passed over the past year. He also extended prayers for the residents that have had a challenging year health wise.

Approval of Minutes:

A motion was made and seconded to accept the minutes of the 2009 Annual Meeting. The motion passed unanimously.

Board Reports/Year in Review:

Mary Way expressed her thanks to Property Management Associates, the current Board and all contractors that have worked for Eastview for all of their hard work and efforts over the past year.

Mary Way then reviewed a list of the work completed in 2010 (see attached report from Mary).

Financial Review & Future Planning:

Jeff Haslett gave the financial review and discussed future financial planning (see three attached financial reports from Jeff). The first report attached outlines the 2010 Budget to Actual Report with Year End Projections, as well as the 2011 Budget as approved by the Board. The 2011 Budget has a more detailed month-to-month backup that allows both the Board and property management to manage the finances on a monthly basis. This report also indicates that we should end up with a year-end reserve a few thousand dollars ahead of last years 2010 projections. The Board attributed this to the great pricing that they have been able to achieve through our select vendors. The Board also was able to complete some additional projects that were not in the budget, by continually prioritizing and closely managing both projects and repairs.

The second report attached was the updated and final five-year short-range plan, which has now been successfully completed. Some did you knows from that report:

Did you know that the Association has completed $338,591 worth of Capital Improvements over the last five years of the plan?

Did you know that the Association plans to surpass its original target reserve for 2010 [forecasted 5 years ago] by about $10,000?

The third and last report attached highlights the 20 Year Plan, based on a two-page spreadsheet created by Jeff that will allow the Board to manage into the future. Jeff discussed some of the Capital Expenses that may need to be accomplished over the next 20 years like: siding, roofs, repaving road, landscaping, sidewalks, etc. The Board is hopeful that it will be able to continue to maintain the monthly fee at $261 for about the next 10 years. If the Board is successful in not increasing the monthly fee for another 10 years that would result in 15 years of no monthly fee increases, which would be a really significant accomplishment.

After reviewing these documents, if any owner should have any questions, call Jeff Haslett at 878-4488. Any owners who decide to sell their units please feel free to call Jeff, who might be of some assistance in this regards.

After discussion, a motion was made to accept the financial report. The motion was seconded and passed unanimously.

Election to the Board of Directors

Scott from Property Management Associates discussed the expiring terms of Rebecca Awodey and Liz Swim. The floor was opened for nominations. Liz Swim was nominated and seconded for one of the open seats on the Board for a one-year term. James Fox was also nominated and seconded to fill the vacant seat on the Board for a one-year term. With no other nominations, a single ballot was cast to elect the slate as presented.

Other Business

Special Thanks: The homeowners gave a special thanks to the Board of Directors for all of their hard work to protect the investments of all owners. Jeff also mentioned that it has been an honored to serve the community. And a very special thanks to Rebecca for her service to Eastview on the Board, especially her beautiful and wonderful Eastview website.

Mailings: It was suggested that the Board collect e-mail addresses and distribute information via e-mail. The Board feels that the number of residents that do not have e-mail is high. Therefore, the Board will continue to send information via US Mail.

Swing set/Play Area: There was a suggestion the Board consider looking into a play area for children. It was suggested that a play area might bring younger families into the development. The Board will also talk with Mountainview to see if something can be done in regards to the tennis court area.

Adjourn: A motion was made to adjourn. The meeting was adjourned at 7:50 PM.


2010 Annual Meeting Minutes

The 2010 Annual meeting was held on Thursday, September 30 at 6:30 PM at the Williston Fire Department.

Board Members Present: Liz Swim, Mary Way and Jeff Haslett

Management Present: Scott Michaud and Mark Anair

Homeowners Present: Don & Judy MacMurdo, Cecile Fontaine, Claire Beaudoin, Jim & Connie Nutter, Elda DiLorenzo, Barbara Wright, Joan Dillon, Jean Bing, Jimmy Fox, John St Louis & Sara Quintana, Michael Meunier, Michelle Demers, Chad & Christal King, Mike Weston, Kathryn Reed and David & Emily Moynihan

Number Units Represented by Proxy: 22

Call to Order:

The Annual meeting was called to order at 6:40PM by Scott Michaud of Property Management Associates. Scott then led the group in the Pledge of Alliance. Introductions were made of Eastview Board Members and attending homeowners.

Jeff Haslett led the group in a moment of silence for the members that have passed over the past year. He also extended prayers for the residents that have had a challenging year health wise.

Approval of Minutes:

A motion was made and seconded to accept the minutes of the 2009 Annual Meeting. The motion passed unanimously.

Board Reports/Year in Review:

Mary Way expressed her thanks to Property Management Associates, the current Board and all contractors that have worked for Eastview for all of their hard work and efforts over the past year.

Mary Way then reviewed a list of the work completed in 2010 (see attached report from Mary).

Financial Review & Future Planning:

Jeff Haslett gave the financial review and discussed future financial planning (see three attached financial reports from Jeff). The first report attached outlines the 2010 Budget to Actual Report with Year End Projections, as well as the 2011 Budget as approved by the Board. The 2011 Budget has a more detailed month-to-month backup that allows both the Board and property management to manage the finances on a monthly basis. This report also indicates that we should end up with a year-end reserve a few thousand dollars ahead of last years 2010 projections. The Board attributed this to the great pricing that they have been able to achieve through our select vendors. The Board also was able to complete some additional projects that were not in the budget, by continually prioritizing and closely managing both projects and repairs.

The second report attached was the updated and final five-year short-range plan, which has now been successfully completed. Some did you knows from that report:

Did you know that the Association has completed $338,591 worth of Capital Improvements over the last five years of the plan?

Did you know that the Association plans to surpass its original target reserve for 2010 [forecasted 5 years ago] by about $10,000?

The third and last report attached highlights the 20 Year Plan, based on a two-page spreadsheet created by Jeff that will allow the Board to manage into the future. Jeff discussed some of the Capital Expenses that may need to be accomplished over the next 20 years like: siding, roofs, repaving road, landscaping, sidewalks, etc. The Board is hopeful that it will be able to continue to maintain the monthly fee at $261 for about the next 10 years. If the Board is successful in not increasing the monthly fee for another 10 years that would result in 15 years of no monthly fee increases, which would be a really significant accomplishment.

After reviewing these documents, if any owner should have any questions, call Jeff Haslett at 878-4488. Any owners who decide to sell their units please feel free to call Jeff, who might be of some assistance in this regards.

After discussion, a motion was made to accept the financial report. The motion was seconded and passed unanimously.

Election to the Board of Directors

Scott from Property Management Associates discussed the expiring terms of Rebecca Awodey and Liz Swim. The floor was opened for nominations. Liz Swim was nominated and seconded for one of the open seats on the Board for a one-year term. James Fox was also nominated and seconded to fill the vacant seat on the Board for a one-year term. With no other nominations, a single ballot was cast to elect the slate as presented.

Other Business

Special Thanks: The homeowners gave a special thanks to the Board of Directors for all of their hard work to protect the investments of all owners. Jeff also mentioned that it has been an honored to serve the community. And a very special thanks to Rebecca for her service to Eastview on the Board, especially her beautiful and wonderful Eastview website.

Mailings: It was suggested that the Board collect e-mail addresses and distribute information via e-mail. The Board feels that the number of residents that do not have e-mail is high. Therefore, the Board will continue to send information via US Mail.

Swing set/Play Area: There was a suggestion the Board consider looking into a play area for children. It was suggested that a play area might bring younger families into the development. The Board will also talk with Mountainview to see if something can be done in regards to the tennis court area.

Adjourn: A motion was made to adjourn. The meeting was adjourned at 7:50 PM.


August 2010 Meeting Minutes

The August 2010 meeting was held on Thursday, August 26, 2010 at Unit #272 at 4:00 PM.

Board Members Present: Jeff Haslett, Rebecca Awodey & Mary Way

Management Present: Scott Michaud

Others Present: James Fox

Call to Order

The meeting was called to order at 4:05 PM. Attendance was noted.

Approval of Meeting Minutes

The minutes of the June 2010 Meeting were presented. A motion was made and seconded to accept the minutes as presented. The motion passed unanimously.

Financials

The Board reviewed the year to date financial report. Jeff and Scott reported on the current financial standing of the Association. Jeff and Scott both reported that the budget is on target. The Board was very happy that they have been able to contain many costs.

The mortgage holder has acquired unit #257 in foreclosure. The bank will not control the property. The unit should be placed up for sale in the very near future. The Board looks forward to closure of this costly issue, when the bank or new owner starts to pay Eastview’s fees. In the end, the Board expects to have a loss of about $7,000 or $146 per unit.

Jeff reported that he is currently working on a revised short-range plan and a new long-range plan. The long-range plan will help to guide the Association for the next 10-20 years. This new plan will be presented and discussed at the upcoming Annual Meeting. A long-range plan similar to Jeff’s short-rang plan will prove invaluable in maintaining your units property value.

Capital Projects

Garden Beds: The garden beds project is being prepared to continue this year. We will be replacing several additional beds this Fall, as apart of a three-year project to replace all beds. Jeff and Mary are working on a map that will guide this project.

Line Striping: The line striping of the guest parking lots have been completed.

Chimney Work: Some needed chimney work has been identified. Jeff will be working along with Scott to come up with an action plan to get the needed work completed. This project may begin this year, if not it will commence next year.

Repairs & Maintenance

Drainage Behind Unit #210: The drainage project in that area has been completed. Special thanks to Parker Excavating for their work on this project. We anticipate that this new swale will work to eliminate the ponding in that area.

Deck Staining Project: This project was completed. The Board was very happy with the new contractor that was selected this year. The Board feels strongly that the preparation is the key component to a successful result.

Lawn Seeding & Fertilization: There are several areas that still require some additional seeding. The Board will be composing a "seeding map" for DLT. Once the seed has germinated, all areas will receive a second lawn treatment this year.

Electrical Boxes: Mary proposed in detail and the Board approved painting all boxes instead of building wood boxes, which would become a breeding place for insects.

Owner Requests

Owner Request: An owner submitted a request that was approved to install a split vent air conditioning system. The owner has agreed to be responsible for all maintenance of the unit. Owner also agreed to move the unit (if needed) for future deck projects. Jeff and Scott will be working on a new form for owners that wish to make alterations to property. This form letter can be adapted to many of the changes that the Board approves.

Old & New Business

Kerosene Tank Inspections: The Board discussed kerosene tank inspections. The Board requires that all existing tanks be inspected. This inspection was due on July 31, 2010. There are many units that will be fined for non-compliance. If you do not have a tank, please call PMA at 860-3315 for our records. If you have not sent in proof of inspection, please do so today. The Board is requiring this for your safety and to avoid environmental liability risks by preventing any leaks.

Dryer Vent Update: At this time we have five units that are not in compliance with the dryer vent cleaning. They will be fined for their non-compliance. The Board does not like to fine but needs to protect the best interest of the community, since dryer vents can be a fire risk if not maintained properly.

Revised Phone List: The Board is still working on a format and updating for a phone list. Once information is all compiled, the Board will use it as a working document. This document will also include car registration numbers.

Fine Matrix: The group has been working on a fine matrix to be incorporated into the rules and regulations. This matrix will be ready for presentation at the Annual Meeting.

Car Registration Compliance: PMA reported that only a few residents have complied with the Board’s request to register their vehicles with make, color and license plate numbers. The Board does require that all cars be registered with PMA. If you fail to register by September 15, 2010, you will be fined. The fine for non-compliance is $50.00 per vehicle. You will also be subject to towing. PLEASE SEND YOUR CAR REGISTRATIONS TO PMACECILE@AOL.COM.

LAST CALL!!! Front Exterior Light Offer Program: We have several people that have ordered the new lights. If you still need one, they can be ordered. Please order today before they are mandated. The choices are clear. If you do them now, you will get a discount on the light and free installation. If you wait until 2011, the discount is gone and you will need to have it installed by an electrician at your expense (probably about $75). The choice is clear. Please send a check today. This is essentially a 50% discount.

The 14" Quoizel fixture is solid brass with black powder coating and beveled glass. A discounted price of $60.41 has been negotiated for the purchase of at least 10 lights. The Association will have lights installed for owners who submit payment by September 15, 2010. This is a limited offer. We will need a check in hand before orders can be placed.

Checks should be made out to: The Lighting House in the amount of $60.41 and mailed to: Property Management Associates, P. O. Box 1201, Williston, VT 05495.

Storm Water Permit: PMA reported that the storm water permit paperwork has been completed and submitted to the State of Vermont. At this time, our system appears to be functioning as designed. Special thanks to Mike Coates for his work over the years on this project.

Annual Meeting: The Annual Meeting has been set. It will take place on Thursday, September 30, 2010, at 6:00PM. The meeting will be held at The Williston Fire Department.

Please watch for more information forthcoming. Please save the date. The Board looks forward to reporting on the projects that they have completed this year.

Rental Amendment Status: The group discussed the current rental amendment. The Board thanked those units that have complied. We are still awaiting paperwork from a unit owner.

Adjourn

A motion was made and seconded to adjourn. The motion passed unanimously. The meeting was adjourned at 5:40 PM.


February 2010 Meeting Minutes

The February 2010 meeting was held on Tuesday, February 9, 2010 at Unit #233 at 4:00 PM.

Board Members Present: Mike Coates, Jeff Haslett, Rebecca Awodey, Liz Swim & Mary Way

Management Present: Scott Michaud

Call to Order

The meeting was called to order at 4:00 PM.Attendance was noted.

Approval of Meeting Minutes

The minutes of the January 2010 Meeting were presented.A motion was made and seconded to accept the minutes as presented. The motion passed unanimously.

Financials

The Board reviewed the financials for January in detail.Jeff then presented and reviewed the monthly budget worksheet for 2010 highlighting key capital expenditures scheduled for this year.For example, DLT needs to buy and plant perennials for those garden beds redone last year to complete those beds with some colorful flowers for this Summer.Work on the next group of garden beds will start this Fall.

The group also discussed the current accounts receivable.The Board is very concerned with people that do not pay their association fees in a timely manner.There are new lending guidelines that make financing in a condominium difficult if there are more than 10% of owners delinquent.For Eastview, that is 5 units!!The Board will be taking an aggressive stance on collections as a lack of financing will affect the marketability of all Eastview units.

The Board discussed unit #257 that is in foreclosure.Scott reported that there maybe some "light at the end of the tunnel."There has been a judgment made for a public sale.At this time, the bank will step forward and become the owner of the property.The Association will then begin to receive payments from the bank.This total ordeal will end up costing the Association thousands of dollars in uncollectible dues.

Capital Projects

Chimney Inspections & Leaks: Scott is currently working on the list for chimney inspections.This inspection is required to ensure that they are safe for people to use.During this inspection, we will also be asking the vendor to examine a few units that are experiencing leaks. This work should take place in the near future.

Otter Creek:The 2010 deck project is slated to begin early this spring.The last four units [#210, #212, #302 & #304] scheduled for new decks will complete the deck project for Eastview.

New Parking Spaces:The newly installed parking spaces appear to be settling.The Board will continue to keep an eye on these and take action as necessary.Earlier this Spring parking lines will be painted in the four parking lots, please make sure vehicles are parked between these lines.

Old Business

Street Lights: The group discussed the dimness of the street lights.The management company has been in contact with GMP.GMP will be coming to the property to clean the lenses of the light fixtures.They will also be changing the bulbs to a higher wattage bulb when the current ones burn out.GMP said that the cleaning of the lenses will increase the light in the area.We look forward to getting this completed.

Dryer Vent Cleaning Status:The Board discussed the dryer vent cleaning status.There are several owners that need to have their ducts cleaned.The owners that need to complete this will be notified one last time.If the cleanings are not performed and proof provided, the Board will consider fining owners for non-compliance.The Board is looking out for the safety of all residents.

New Business

Owner Correspondence: The Board has received a letter from a prospective owner of unit #388 that is seeking permission for two indoor cats.The Board discussed this request and has decided to approve the request with the caveat that if the cats turn out to be outdoor cats, the permission will be rescinded.

Bylaws/Rules & Regulations Project

Rental Amendment:The Board discussed the issue of non-compliance from landlords [owners renting their unit] that have not executed this rental agreement.The Board anticipates that the landlords will send in the appropriate paperwork to avoid the hefty fines for non-compliance.This rental amendment was adopted with the best interest of the Association in mind.If you have any questions concerning the amendment, please call PMA at 860-3315.

Adjourn

A motion was made and seconded to adjourn.The motion passed unanimously.The meeting was adjourned at 4:55 PM.


October 2009 Meeting Minutes

The October 2009 meeting was held on Thursday, October 29, 2009 at Unit #243 at 4:30 PM.

Board Members Present

Mike Coates, Jeff Haslett, Rebecca Awodey, Liz Swim & Mary Way

Management Present

Scott Michaud & Rob Eno

Call to Order

The meeting was called to order at 4:40 PM. Attendance was noted.

Review of Meeting Minutes

The minutes of the last Board meeting, as well as the 2009 Annual Meeting were reviewed. The Annual Minutes will be presented at the 2010 Annual Meeting.

Financials

The Board reviewed the year-to-date financial report presented by Jeff. Jeff went over the updated year-end projected income and expenses. The Association is still on track with budget projections for year-end.

The group discussed the current accounts receivable list. Currently there are four homeowners behind on association fees by 30 days or greater.

Capital Projects

Road Repair: Mike reported that the repair of the sinking road in front of unit #237 is underway. Parker Excavation is performing the work. Included in Parker's scope of work will be the creation of five additional parking spaces in the overflow/visitor parking lots.

Deck Project: Mary reported that the prep work for the 2010 deck replacements, including removal of the last four of the old decks, new drainage for these decks and gas line replacement for these decks has been completed. Mary anticipates deck replacement will commence in March of 2010.

Pump Station Drainage System: Mike indicated he would supervise this project after the deck and parking projects are completed.

Drainage System Installation: In addition to new drainage for the last four decks Mike will supervise installation of a curtain drain next to unit #302. Parker Excavation has already repaired two catch basins in the center circle.

Repairs & Maintenance: Door Trim Spot Painting: Scott reported that this has been completed.

Chimney Inspections and Repair Project: Scott reported that chimney inspections will be performed this Winter. Any repairs that may need to be done to the chimney caps will be done as the budget allows.

Landscaping Committee

Garden Bed Project: No additional work will be performed this year as we have reached the Winter season. Work will resume in the Spring.

Lawn Damage: Those areas of the lawns that have suffered damage from deck and excavation work performed this Fall will be reseeded again in the Spring.

Old Business

Deck Staining Update

Scott and Mary reported on the deck staining project. The contractor performing the deck staining ran into two issues. Their paint supplier provided them with an improper color mixture which was not caught prior to some decks being stained. Once brought to their attention, the contractor corrected the problem by obtaining the proper color mixture from their supplier (no additional charge) and re-stained the decks. Unfortunately, shortly after staining a few of the decks, the temperature dropped significantly which didn't allow the stain to sink in properly and a white residue formed on the decks. This residue was removed and the affected decks will be re-stained in the spring when temperatures are warmer.

Dryer Vent Cleaning Status

The Board requested that PMA provide an updated list of the unit owners that need to have their dryer vents cleaned.

New Business

Owner Correspondence

Updated Owner Contact List: PMA provided the Board with an updated owner contact information list and Mary provided the Board with an updated Eastview site map with owner designations.

Bylaws/Rules & Regulations Project

Rental Amendment

No progress.

Declaration Amendment

Approved at Annual Meeting by owners.

Resale Certificate

Jeff and Scott handed out the final version of the resale certificate for review by the Board.

Adjourn

Liz Swim made a motion to adjourn. The motion was seconded by Mike Coates. The motion passed unanimously. The meeting was adjourned at 5:20 PM.


2009 Annual Meeting Minutes

The 2009 Annual meeting was held on Thursday, September 24 at 7:00 PM at the Williston Police Department.

Board Members Present

Liz Swim, Mary Way, Rebecca Awodey, Mike Coates and Jeff Haslett

Management Present

Scott Michaud & Mark Anair

Homeowners Present

Mike Weston, Claire Beaudoin, Lois Desautels, Jim & Connie Nutter, Cecile Fontaine, Jack Seibert, Polly Coates, Bernice Aja, Marie Simays, Jean Bing, Elda DiLorenzo, Kathryn Reed, Armanda Thibault, Charles Wilson, Rod & Debra Munn, Michelle Demers, Michael Meunier and Judy and Don MacMurdo

Number Units Represented by Proxy: 22 [total present by attendance & proxy was 91.7%]

Call to Order

Scott Michaud of Property Management Associates, who conducted the meeting, called the Annual meeting to order at 7 p.m.. Mike Coates then led the group in the Pledge of Allegiance. Introductions were made of Eastview Board Members and attending homeowners and two prospective homeowners.

Approval of Minutes: A motion was made and seconded to accept the minutes of the 2008 Annual Meeting. The motion passed unanimously.

Board Reports/Year in Review

Jeff Haslett, President, expressed his thanks to Property Management Associates and the current Board [with special acknowledgment for the many hours invested by Mary Way] for all of their hard work and efforts over the past year. The Board also thanked Jeff for the time and energy that he spends looking out for the best interest of our community.

2009 Accomplishments (by Mary Way): Mary Way gave a detailed summary of the work completed in 2009 (see attached report from Mary).

Pump and Paving Projects (by Mike Coates): Mike Coates reported on two significant projects to be completed during October. The first project is our pump station. Our pump station was flooded several times this year during very heavy rainfalls. When this happens both pumps run constantly potentially burning them out, which would be a significant cost to Eastview. Therefore, we will construct a berm to keep this station from flooding.

Second, we will also be repairing the street, catch basin and under-street drainage across from unit # 237. This work is slated to begin in a couple of weeks. As a part of this project, three new parking spaces will be added this year and two next year. All overflow/visitor parking lot spaces will be separated with painted lines, which will also increase the number of parking spaces if everyone parks within the new lines. A question was raised about the City of Williston taking ownership of Eastview's streets. Mike Coates explained that we would have to spend a substantial amount of money to bring our streets to code before the town would take ownership of the roadways at Eastview. The Board will have to discuss the "cost benefit" analysis of doing this at sometime in the future.

Financial Overview & Landscaping (by Jeff Haslett)

Jeff Haslett reported that we are on target and might exceed the anticipated Eastview's year-end reserves per the 2009 Budget, while completing all projects and a few additional projects as well. Jeff also discussed the 5 Year Short Range Plan and highlighted that the Capital Expenditures Budget had actually been increased to make even more improvements over the last four years then original planned. Eastview's plan is now entering its fifth and last year.

Jeff also highlighted some new budget line items for 2010 to include: paving additional parking spaces, painting the electrical boxes, enclosing other electrical boxes that are very visible, installing end-unit rain gutters, chimney repairs, sidewalk repairs, power washing, sealing of several driveways not recently sealed, trim painting, replacement of some shutters and siding. [Both 5 Year Short Range Plan & 2009/2010 Budget attached]

During 2010, the last four decks are scheduled for completion, while also launching our new landscaping effort. Jeff also reconfirmed the Boards commitment not to increase the monthly Association fees. Jeff also touched on the importance of passing the 'Declaration Amendment' to ensure future mortgage financing at Eastview.

Jeff then discussed the three owner garden bed options for landscaping [see 'Garden Bed Options.] Landscaping will be a new priority for the next three years with a major portion of the capital budget allocated to accomplish these improvements. We would like to share our deep appreciation to David, our landscaper, for both the good work and the substantial cost savings he was able to achieve for Eastview. In addition, we have allocated funds from our Operating Budget next year for several lawn treatments starting next year.

Declaration Amendment Vote

Scott gave a brief explanation for the need of the 'Declaration Amendment'. This Declaration Amendment will be required by the banking industry in the near future, which has begun scrutinizing condominium associations. If the association is not in a good financial position or if the required 'Declaration Amendment' is not adopted, a potential buyer might not be approved for a mortgage. Banks will be requiring this 'Declaration Amendment' be approved by condominiums in order to sell mortgages in the secondary market (per Fannie Mae/Freddie Mac). A motion was made to accept the Declaration Amendment. The motion was seconded and passed unanimously.

Election to the Board

Scott from Property Management Associates discussed the expiring terms of Mary Way, Mike Coates, Liz Swim and Rebecca Awodey. The following people were nominated and elected to fill the vacant seats:

Mary Way (two year term expiring in 2011)

Mike Coates (two year term expiring in 2011)

Liz Swim (one year term expiring in 2010)

Rebecca Awodey (one year term expiring in 2010)

Other Business

Pine Tree Trimming in the Right of Way: Mike commented on the tree trimming that took place under the power lines. He discussed the importance of maintaining them in order to avoid VELCO from coming in as they would remove them before trimming them.

Special Thanks

The homeowners gave a special thanks to the Board of Directors for all of their hard work.

Adjourn

A motion was made to adjourn. The meeting was adjourned at 8:10 PM.


August 2009 Meeting Minutes

The August 2009 meeting was held on Thursday, August 13, 2009 at Unit 233 at 6:30 PM.

Board Members Present: Mike Coates, Jeff Haslett, Rebecca Awodey, Liz Swim & Mary Way

Management Present: Scott Michaud & Mark Anair

Call to Order

The meeting was called to order at 6:40 PM. Attendance was noted.

Approval of Minutes

The minutes of the July 2009 meeting were reviewed. A motion was made and seconded to accept the minutes as presented. The motion passed unanimously.

Financials

The financial report as of July 31, 2009 was reviewed and discussed by Jeff and Scott. Afterward, Scott reviewed the account receivables and their current collection status.

Jeff also reviewed the 2010 Budget touching on all highlights. Lengthy discussion ensued. The Board is very happy to report that we are within budget parameters for this year and the 2010 budget looks solid.

Capital Projects

Access Road: The access road is scheduled to be paved on Saturday, August 29th. There will be traffic control to help guide residents in and out of the area. Please be prepared for some minor delays. This project is weather permitting.

Sinking Road Replacement: The roadway in front of unit #233 stretching across several units has been sinking. We have contracted with Parker Excavation and they will be completing the needed work this upcoming fall.

Repairs & Maintenance

Review Unit Requests: There were several homeowner requests. The first request was from a homeowner that had a building inspection completed and it was noted that the slope on the attic vent should be evaluated.

Another request was made to remove the bushes that encroach on their walkway. The group discussed this at great length. We will try to get some of the bushes trimmed but want to be sure that we do not expose all the "dead wood" in the lower growth.

Landscaping

Garden Bed Project: We will be reconstructing the garden beds around units 210-216. This will be a work in progress going from building to building over the next few years.

Garden Bed Plan: The garden bed plan was reviewed. The group discussed this at great length. Please see the last landscaping newsletter for details.

RV Lot Trees & Cedar Trimming: The Board has approved the trimming of the trees by the power lines. The Board will also be trimming some cedar hedges. This work should be completed in early September.

Legal Funds Pending Action

Mountain View-water bill-access road: This issue was resolved at a previous meeting. Mountainview will be paving the access road at the expense of $13,200.

New Business

Annual Meeting: The Annual Meeting will be held on Thursday, September 24, 2009. The meeting will be held at the Williston Police Department. Please mark your calendar.

Deck Staining: The decks that were constructed in 2008 will be stained in the next couple of weeks, weather permitting.

(Units 285,275,273,271,267,265,263,261,257,255)

Pump Station Alarms: Mike Coates reported that he will be supervising the construction of a berm around the pump station to protect the pumps during heavy rainfalls.

Bylaws/Rules & Regulations Project

Rental Amendment: The group finalized the rental amendment. The Board made a motion to accept the rental amendment to the rules and regulations. The motion passed unanimously. The lease addendum will be distributed to owners renting their units.

Declaration Amendment: The declaration amendment is all set to be voted at the Annual Meeting. It is crucial for this pass in order to finance units at Eastview.

Adjourn

Mike Coates made a motion to adjourn. The motion was seconded by Mary Way. The motion passed unanimously. The meeting was adjourned at 7:50 PM.


July 2009 Meeting Minutes

The July 2009 meeting was held on Tuesday, July 7, 2009 at Unit 272 at 6:00 PM.

Board Members Present: Mike Coates, Jeff Haslett, Rebecca Awodey, Liz Swim & Mary Way

Management Present: Scott Michaud & Mark Anair

Call to Order:

The meeting was called to order at 6:10 PM. Attendance was noted.

Approval of Minutes:

The minutes of the June 2009 meeting were presented. A motion was made and seconded to accept the minutes as presented. The motion passed unanimously.

Financials

The financial report as of June 30, 2009 was reviewed. Some of the past months expenses were discussed. Jeff reviewed the financial reports. Jeff mentioned that we are "on target" with projections. The Board also discussed accounts receivable and the progress being made with the one 'bankrupt owner', which appears to be approaching a resolution. The Board expressed concern with a second owner that seems to have an outstanding balance. The Board expects that progress on the balance will be made by the next meeting. If not, we will need to decide if legal action is needed.

Capital Projects

Access Road: Mountainview has contracted with UPC Paving and this repaving project will take place in August. The Mountainview Association due to the below negotiated settlement of the water meter payments that they owed Eastview is funding this project.

Sinking Road Replacement: The roadway in front of unit #233-237 stretching across several units has been sinking. We have contracted with Parker Excavation and they will be completing this work as time permits and have agreed to a delayed payment in October of this year.

Repairs & Maintenance

Driveway Damage 287 & 281: The group will have UPC address these issues when they are here to pave the access road or will have Parker Excavation complete this repair.

Review Unit Requests: There was a homeowner request that they be allowed to install a gas line on their second floor. The Board will require additional information before they will make a decision regarding this request.

Landscaping:

Landscaping Approach: Jeff discussed the conceptual approach to designing both a cost effective and time efficient landscaping plan and budget to achieve the following three goals: 1. Specific Improvements 2. Affordable Costs 3. Creating Building Safe Garden Beds [i.e. moisture risk to buildings.] Several proposals will be presented to the Board at their next meeting. These plans will be developed and implemented once all information is gathered. As part of the aproach, Dave from DLT has offered his services to assist in establishing a plan and has indicated that he would be willing to replace 'a to be determined number of garden beds' that Eastview could then pay for on an installment basis.

Seeding: The newly seeded areas are coming along nicely. We want to thank all owners (and "mother nature") that assisted with the watering function. The secret to a nice lawn is water.

Legal Funds Pending Action

Mountain View - water bill: This issue was resolved at a previous meeting. Mountainview will be paving the access road at their expense amounting to $13,200, as discussed above.

Old Business

Dryer Vent Status: Property Management Associates reported the status of the dryer duct cleaning. Please keep in mind that once your duct is cleaned, you will need to provide a copy of your paid receipt to PMA. Dryer duct cleaned is required every other year!

New Business

Pump Station Alarms: During the last heavy rainfall there was an excessive amount of water that triggered the alarm. Mike Coates has some ideas about building a "berm" around that area to avoid burning out the pump or causing an outage. We will be investigating this possibility when Parker Excavating is on the property working on the sinking roadway.

Deck Staining: Mary and Scott continue to discuss the product that we are planning to use to stain the decks that were constructed in Spring 2008. Once a decision is made, they will be completed.

Owner Correspondence: An owner expressed a concern about a loose cat roaming on the property. Just a reminder to all Eastview residents to please comply with all rules regarding their pets, as well as respecting the rights of their neighbors.

Pine Trees-RV Lot: The Board discussed the importance of maintaining the height of the pine trees along the back of the property. If these trees are not maintained properly, they could be cut by VELCO. We are going to get some prices on trimming them.

Annual Meeting: The Annual Meeting is tentatively scheduled for Thursday, September 24th at 6:30. There will be more information to follow, please put this date on your calendar.

Bylaws/Rules & Regulations Project

Rental Amendment: The group discussed the rental amendment. This amendment is designed to protect all homeowners, as well as the Association, and will be distributed to anybody that will be or has rented their unit. A motion was made to accept this amendment as presented. The motion was 2nd and passed unanimously.

Declaration Amendment: This amendment is required for owners at Eastview to obtain traditional financing. Jeff and Property Management Associates continue to work with our attorney on getting a "workable" document. This document will be presented at the Annual Meeting, which will require a vote of all owners if they wish to obtain mortgage financing for their units in the future.

Adjourn

Mike Coates made a motion to adjourn. The motion was seconded by Mary Way. The motion passed unanimously. The meeting was adjourned at 7:40 PM.


June 2009 Meeting Minutes

The June 2009 meeting was held on Wednesday, June 3, 2009 at Unit 233 at 6:30 PM.

Board Members Present: Mike Coates, Jeff Haslett, Rebecca Awodey, Liz Swim and Mary Way

Management Present: Scott Michaud and Mark Anair

Call to Order:

The meeting was called to order at 6:40 PM. Attendance was noted.

Approval of Minutes:

The minutes of the April 2009 meeting were reviewed. A motion was made and seconded to accept the minutes as presented. The motion passed unanimously.

Financials

The financial report as of May 31, 2009 was reviewed. Jeff reviewed the highpoints of the financial reports. The interest free invoices for the excavating and installation of decks last year have now been paid as of May this year. We would like to thank both Otter Creek and Parker Excavation for extended us the interest free credit for the work they completed last year. Regards our account receivables our attorney has communicated with Diane Moffatt and offered her the option of deeding her unit to Eastview in settlement.

Capital Projects

Access Road: Property Management Associates has solicited three bids for the access road. These bids were shared with the group and discussed at great length. Mountainview is responsible for half of the expense for the road repairs. Mountainview has made a proposal that they pay for all the paving (quote from UPC for $13,200) in exchange for the monies owed to Eastview for past water bill payments. There was a motion to accept their proposal. Motion was 2nd and passed unanimously.

Sinking Road Replacement: The roadway in front of unit #233 stretching across several units has been sinking. We have contracted with Parker Excavation and they will be completing the needed work throughout this summer, which had previously been postponed over the last two years.

Repairs and Maintenance

Driveway Damage #287: This driveway has been damaged over the winter. The Board discussed having it patched when UPC is here doing the access road or by Parker Excavation when replacing the sinking road.

Review Unit Requests: There were several homeowner requests. The first request is from a homeowner who has a chimney that is leaking. PMA will have this chimney checked and repaired as necessary.

There was another request that a homeowner be allowed to change their storm door. There was a motion to approve this request. The motion was 2nd and passed unanimously.

The final request was from a homeowner to have a dead bush removed, a tree trimmed away from the unit and have a stump ground. Another request was made to remove a tree that encroach on the corner of their walkway. The Board will be passing this along for the landscaping committee to evaluate.

Landscaping:

Committee Plan Presentation: Discussed need for landscaping plan [which would cover several years of improvements] to be completed by August to allow time for these costs to be included in the 2010 annual budget and next short-range plan. Rebecca did present a new mulching possibility make for tires.

DLT Additional Bed Reconstruction: DLT will be rebuilding two to three beds this year [based on the size of the beds] at no charge to the association. Beds were approved for DLT to rebuild. The unit owners will be informed and DLT will complete this work during this summer.

Plow Damage: These areas have been seeded once, but unfortunately during a torrential storm the seeds have mostly been washed away or without watering did not grow.

Vermont Gas and DLT-seeding status: Seeding the lawn to grow new grass in the areas affected by last years deck, excavating, and Vermont Gas installations requires that areas of responsibility for seeding need to be determined. The Board has been negotiating with Vermont Gas as to which areas are theirs to seed. DLT will then be engaged to seed the remaining areas.

Planting deck garden beds: No garden beds may be planted on or over the gravel [which is under or surrounding the decks], because a drainage system was place under all new decks. These areas need to be kept free of topsoil or mulch to insure that these drainage systems do not get clogged, which would be a significant non-planned expense for Eastview to repair. Owners would be liable for such expenses.

Legal Funds Pending Action

Mountain View-water bill debt due Eastview: This issue was resolved at this meeting [see access road under Capital Projects above.] Mountain View will be paying the access road at the cost of $13,200 with no matching contribution from Eastview. We would like to thank Scott, our property manager, for negotiating this settlement with Mountain View.

Old Business

Dryer Vent Status: Property Management Associates has been monitoring units that have and have not completed the dryer venting. Please remember that you MUST submit proof that your unit has been completed. The easier way to accomplish this is by making a copy of the receipt from the vendor and submitting it to PMA.

Vermont Gas: Will be contacting those owners who have expressed an interest over the last year in investigating the option of gas over their current source.

New Business:

Pump Station Alarms: During the last heavy rainfall there was an excessive amount of water that triggered the alarm. We will continue to monitor the situation during heavy rainfall.

Deck Staining: Decks completed last year will be stained this summer.

Resale Certificate: PMA will e-mail or distribute final copy to Board.

Bylaws/Rules and Regulations Project

Rental Amendment: The Board discussed the new rental amendment. The Board agreed to accept the rental amendment, which needs to be finalized by our attorney and will then be distributed to owners who rent by PMA.

Declaration Amendment: Scott presented an amendment that needs to be made by Eastview, so that units can continue to be financed. This amendment needs to be completed to meet Fannie Mae and Freddie Mac guidelines. Without making this amendment, people will not be able to get mortgage financing to buy or refinance their units. This amendment will require a vote by all homeowners, which maybe accomplished by owner proxies versus a special owners meeting.

Adjourn

Mike Coates made a motion to adjourn. The motion was seconded by Mary Way. The motion passed unanimously. The meeting was adjourned at 8:15 PM.


April 2009 Meeting Minutes

The April 2009 meeting was held on Tuesday, April 7, 2009 at Unit 272 at 5:30 PM.

Board Members Present: Mary Way, Rebecca Awodey, Mike Coates & Jeff Haslett

Management Present: Rob Eno

Call to Order:

The meeting was called to order at 5:45 PM. Attendance was noted.

Approval of Minutes:

The minutes of the March 2009 meeting were reviewed. A motion was made and seconded to accept the minutes as presented. The motion passed unanimously.

Financials

The financial report as of March 31, 2009 was distributed. The group discussed the accounts receivable list. President Jeff Haslett asked that PMA report back to him on any actions that have been taken on specific homeowner accounts which are delinquent and of concern. Jeff will also contact PMA to discuss the categorization (in the financial report) of specific expenses during the month of March.

New Business

Rental Request: The Board discussed the request made by Lois Hansen to rent her unit. The Board voted unanimously to approve Lois's request, based on the execution of the required lease addendum.

Legal Financial Update: In summary, the Board has engaged an attorney to both recover and stop the loss of mounting monthly condo fees due from Diane Moffatt. Each unit owner has a right and a need to know the unique and critical nature of Diane Moffatt's drain on Eastview's financialstabilityand the risk her situation represents to Eastview's future financialexposure. Diane Moffatt's public bankruptcy discharged her debts which included several months of condo fees she owed Eastview. Once Diane Moffatt's bankruptcy was finished she then leased her unit to new tenant at $1,000 per month. Over the period of time since the completion of her bankruptcy Diane Moffatt has been profiting by $1,000 a month, while refusing to pay Eastview's monthly condo fees. We were hopefully that her mortgage lender would foreclose after the bankruptcy, which would of given the lender title to Moffatt's unit [who would of then started to pay Eastview's condo fees.] Unfortunately, Moffatt's mortgage lender has cancelled the foreclosure, which means that for the next one or two years or possibly longer Diane Moffatt could continue to collect monthly rent [since she still has title to the unit.] This means that in addition to the $2,871 which Diane Moffatt has already cost Eastview we will loss an additional $3,132 each year and it is estimated that Eastview's loss could go up to $9,135. In our efforts to resolve this situation we have been rebuffed by Diane Moffatt on several occasions and thereby we arevigorouslypursuing this matter legally to protect your financial interests at Eastview. In addition, we are working with our attorney to enhance Eastview's documents and put in place all possible legal safeguards for Eastview in the future.

Spring Property Inspection: The annual spring property inspection will be taking place soon. The exact date and time have yet to be determined. The Board will coordinate this with PMA.

Adjourn

A motion was made by Liz Swim to adjourn. The motion was seconded by Mike Coates. The motion passed unanimously. The meeting was adjourned at 7:05 PM.

Landscape Update

We're about two years away from having funds to start our major landscape campaign, so here is a bit of information so that you know what's going on in the short term.

DTL, our grounds maintenance company, will continue to maintain the grounds as always until we have the funds to proceed with our long-term plans. One of their challenges this year will be getting grass back over the bare spots from weather, snow removal and from the deck and gas project.

The goals of the Landscape Planning Committee are to:

  • Survey existing landscape
  • Develop long- and short-term plans for Eastview landscaping
  • Landscape must be sustainable, easy to maintain, budget conscious, and attractive
  • As part of the mid-term goals for Eastview landscaping, DTL has recommended total excavation and replacement of the bedding materials because in their current state, additional mulch actually encourages weeds rather than makes weeding easier, which is why we only dressed the front beds this year. Because excavating and replacement is an expensive, long range project, only one front bed has been excavated so far. We will be doing one or two more at the end of the summer. Before we proceed with all the beds that need excavation, one of the jobs of the Landscaping Committee is to evaluate whether DTL's bed replacement DTL is the best one for Eastview.

    The first meeting of the Landscape Planning Committee is this Tuesday at 6:30 at Unit 272. Though this note may not reach you until after the meeting, there will be more meetings. Anyone interested in helping (or keeping an eye on us) is welcome to attend. There are seats for six; for any others it will be standing room only. The goal of this first meeting is to determine which shrubs and beds need the most urgent work. See you there!

    A working outline for the Landscape Committie is posted on our Web site. You can see it at http://www.eastviewestates.org/landscape_outline.html


    January 2009 Meeting Minutes

    The January 2008 meeting was held on Thursday, January 8th at Unit 270 at 6:30 PM.

    Board Members Present: Mary Way, Rebecca Awodey, Mike Coates, Jeff Haslett & Liz Swim

    Management Present: Rob Eno

    Call to Order:

    The meeting was called to order at 6:45 PM. Attendance was noted.

    Review of Minutes:

    The minutes of the December 2008 meeting were reviewed. A motion was made and seconded to accept the minutes as presented. The motion passed unanimously.

    Financial Report

    The financial report as of December 31, 2008 was reviewed. Association President Jeff Haslett noted that the year end reserve balance was slightly higher than expected due to the fact that the invoice for the pump station repair had not been submitted by Envirotech and therefore had not been paid in 2008 as had originally been expected.

    The group reviewed the accounts receivable in detail. The Board of Directors is pleased to note that several of the accounts that were previously in arrears have either caught up or in the process (i.e. payment on the way). The Board and Property Management Associates will continue in their efforts to work with homeowners who have fallen behind to bring their accounts current again. Overall the accounts receivable list has diminished significantly.

    Capital Projects

    Access Road: Williston Eastview and Mountain View Estates will discuss plans for the upcoming repairs of the access road. We will be seeking estimates for this project in the upcoming months. Mike Coates is heading up this project.

    Repairs & Maintenance

    Stoop Repair #243: No discussion. Stoop repair anticipated as soon as possible in the spring.

    Gutters- cleaned & corners re-sealed for leaks.

    Old Business

    Water & Sewer and Electric Expenses: A meeting between Williston Eastview and Mountain View Estates is anticipated sometime during the month of February to discuss the issue of reimbursement for water/sewer and electrical charges paid erroneously by Williston Eastview for Mountain View Estates.

    Landscaping : The group discussed the landscaping project headed by Rebecca Awodey. There was some discussion as to whom would perform the various task detailed under the current plan. The group will continue to work on this project.

    Resale Certificate: Upon further review of the resale certificate currently used by Property Management Associates, Jeff asked a series of questions relating to the types of information that might be included on a Williston Eastview resale certificate. Discussion ensued. Jeff will contact Scott Michaud of Property Management Associates for further clarification on the topic.

    Work Order Request Form: Now available online. Hard copy attached to these minutes.

    Landscape Contract Renewal: Done. Contract renewed for two years with DLT Lawn Care.

    Management Contract Renewal: Done. Contract renewed for one year with Property Management Associates.

    Rubbish Contract Renewal: Done.

    Signs for Overflow Parking: Installed.

    Signs for RV Parking Lot: Installed.

    New Business

    Parking: Homeowners are reminded to please follow the winter parking guidelines as mentioned in our last newsletter. Your cooperation is most appreciated!

    ByLaws

    Mary Way is in the process of reviewing the existing set of Williston Eastview ByLaws. The purpose of the review is to update and/or modify them where necessary. All modifications to the Bylaws must be approved by a vote among the homeowners.

    Phone Tree

    The group discussed the idea of distributing a phone tree among the members of the Board of Directors to be used in emergency situations and in cases where important information may need to be distributed quickly.

    Adjourn

    Liz Swim made a motion to adjourn. The motion was seconded by Mary Way. The motion passed unanimously. The meeting was adjourned at 8:00 PM.

    The next board meeting will be held on Tuesday, March 3, 2009, at Unit #272. The meeting will begin at 6:30 PM.


    December 2008 Meeting Minutes

    The December 2008 meeting was held on Tuesday, November 2nd at Unit 270 at 6:30 PM.

    Board Members Present: Mary Way, Rebecca Awodey, Mike Coates, Jeff Haslett & Liz Swim

    Management Present: Rob Eno

    Call to Order:

    The meeting was called to order at 6:45 PM. Attendance was noted.

    Review of Minutes:

    The minutes of the October 2008 meeting were reviewed. A motion was made and seconded to accept the minutes as presented. The motion passed unanimously.

    Financial Report

    The financial report as of October 31, 2008 was reviewed. Association President Jeff Haslett commented briefly on the year to date income and expenses and how they compare with the year to date budget projections. He noted that year-end projections indicate that we can expect the numbers to be very close to budget; a goal the Board strives toward each year.

    The group reviewed the accounts receivable in detail. The Board of Directors continues in their efforts to collect on delinquent accounts.

    Capital Projects

    Deck Project: The second half of the Deck Project due for completion during the Spring of 2009, has in fact been completed by Otter Creek prior to Thanksgiving 2008. We appreciate Otter Creek's financing of this accelerated project, which will give unit owners use of their new decks on the first snow free and sunny days of 2009. In conjunction with this project and due to the cooperative efforts between Vermont Gas Systems, Parker Excavation, Property Management Associates and the Eastview Board and residents, additional natural gas lines have been buried and service has been establish on several new units at Eastview.

    Access Road: Mike Coates will continue to work with Mountainview regards bids for repaving the access road during 2009 and 2010.

    Repairs & Maintenance

    Chimney Repairs: Butchino's Chimney Repair has completed the repairs on the chimneys of Units 221-227.

    Stoop Repair: Unit 243 repairs are still pending with AC Paving.

    Gutters: Gutters have been cleaned and some gutters patch were past leaks have occurred, particularly over front stoops.

    Landscaping: Rebecca Awodey presented a draft of the Landscape Planning Committees Outline to the Board of Directors for review.

    Old Business

    Water & Sewer and Electric Expenses: The Board discussed their intentions of meeting early in 2009 to establish a plan for the reimbursement of funds to Eastview Association from Mountainview Association for water/sewer expenses paid by Eastview over the course of several years. Both of the above line items for expenses are still in need of further review by the Board.

    Resale Certificates: Property Management Associates submitted to the members of the Board of Directors a sample of the resale certificate completed by their office upon the sale of any condominium managed by their company. Mary Way will be reviewing the Certificate for any potential modifications.

    Bylaws: Mary Way will be proposing those steps needed to update Eastview's Bylaws.

    New Business

    Landscaping Contract Renewal: Williston Eastview Association has signed a two-year contract with DLT Lawn Care for landscaping services.

    Management Contract Renewal: The contract with Property Management Associates will be extended for another year with a renewal amendment to the original contract. We would like to express our appreciation to the staff of Property Management for an outstanding first year with Eastview.

    Rubbish Removal: Property Management Associates provided bids collected from Myers Container Service and All Cycle Waste, Inc. for the rubbish removal contract. A motion was made and seconded to accept the bid provided by Myers Container Service. Property Management Associates was able to negotiate with Myers to reduce the contract amount from our current $520 per month to $408 per month for an annual savings of $1,344.

    Work Order Request Form: The work order request form is now available on the Eastview webpage.

    Parking: Reviewed parking permit requirements for lower overflow parking, which needs to be implemented with MountainView. Discussed parking violations, which are covered in greater detail in attached Newsletter.

    Adjourn

    Liz Swim made a motion to adjourn. The motion was seconded by Rebecca Awodey. The motion passed unanimously. The meeting was adjourned at 8:00 PM.

    The next board meeting will be held on Thursday, January 8th at Unit #270. The meeting will begin at 6:30 PM.


    October 2008 Meeting Minutes

    The October 2008 meeting was held on Thursday, October 9th at Unit 272 at 6:30 PM.

    Board Members Present: Mary Way, Rebecca Awodey, Mike Coates, Jeff Haslett & Liz Swim

    Management Present: Scott Michaud & Mark Anair

    Call to Order:

    The meeting was called to order at 6:30 PM. Attendance was noted.

    Review of Minutes:

    The minutes of the Annual Meeting 2008 meeting as presented and reviewed. These minutes will be accepted at the 2009 Annual Meeting.

    Financial Report

    The financial report as of September 30, 2008 was reviewed. The group discussed year to date income and expenses at length. They also discussed the accounts receivable, and we continue to work a few homeowners that are experiencing financial difficulties. Property Management Associates reported that ANY checks that are not made payable to Eastview will be returned to the sender. The banks are requiring that all checks deposited into Eastview accounts MUST be made payable to them.

    The Board also discussed the projected year end financials. The Board strives to end the year within budget.

    Capital Projects

    Deck Project: The portion of the 2009 deck project has been started and is underway. The objective was to remove the old decks and existing gas line, install the new techno-posts, new gas lines and new drainage in conjunction with the new decks. This project was able to be achieved due to our continued relationship with our current vendors, in particular Parker Excavation.

    Access Road: The road has been patched for this season. Eastview and Mountianview will continue their discussion for permanent replacement.

    Repairs & Maintenance

    Chimney Repairs: We are planning to have the chimney work completed in 221-227 this fall. This work will be completed Butchino's Chimney Repair.

    Warranty Work on Stoop (#243): This stoop will be repaired this fall by AC Paving. This work was originally completed in 2007 but did not withstand the winter season. AC Paving will make an attempt to repair.

    Landscaping: Rebecca reported that her committee (the planning one) is diligently working on getting started. The newly formed committee is working on their scope of work and still looking for more people that might be interested in joining. If interested, please contact Rebecca Awodey at 872-8433.

    Old Business

    Water & Sewer Expenses: We are continuing to work with Mountainview on the reimbursement to Eastview for the proper share of the water bill. Both Boards will be meeting to come up with an agreed amount and reimbursement plan.

    Electric Expenses: We have received the reimbursement from Mountainview for their portion of the electric bills. Both Boards feel that a formal agreement on any shared expense needs to occur. This will be a tool that will assist current and future Boards to make sure that the bills are split accordingly.

    New Business

    Election of Officers: The official officers for Eastview for 2009 will be: Jeff Haslett- President, Mary Way-Vice President, Rebecca Awodey- Treasurer, Liz Swim- Secretary, Mike Coates- Facilitator

    Landscaping Contract Renewal: The Board is working with our landscaper on the renewal of the landscaping contract. We are hoping to have this wrapped up shortly. The Board has been very satisfied with DLT and his crew, as well as many favorable comments from unit owners.

    Management Contract Renewal: The Board is discussing the potential renewal of the management contract.

    Rubbish Removal: We have sought bids for rubbish removal. The Board would like to get some carts for owners that would make it a neater process. The Board will be further discussing this issue.

    Signage: The group discussed replacing some poor signage and possibly adding some new "No Parking" signs around the property. The Board will also be discussing this with Mountainview at an upcoming meeting. The RV or overflow parking lot will now require a permit, which will be indicated on the sign for that lot.

    Parking: We would like to remind all residents if you are not parked appropriately, you may be towed. Parking on the street and lawn is not acceptable. If your car is removed, it can be claimed by calling Spillane's at 863-2896.

    Birch Tree #304: The Board received a request to remove a tree behind #304. The group decided that the tree is still in good shape. The homeowner will be contacted to inform them of the decision.

    Work Order Request Form: Mike presented a possible "work order request form". This idea was welcomed by the Board and Property Management Associates. Rebecca will add the form to the website so it is easily accessed by all members.

    Adjourn

    Rebecca Awodey made a motion to adjourn. The motion was seconded by Mike Coates. The motion passed unanimously. The meeting was adjourned at 7:55 PM.

    The next board meeting will be held on Thursday, December 4th at Unit #270. The meeting will begin at 6:30 PM.


    September 2008 Meeting Minutes

    The September 2008 meeting was held on Thursday, September 4th at Unit 243 at 6:30 PM.

    Board members present: Mary Way, Rebecca Awodey, Mike Coates and Jeff Haslett.

    Management Present: Scott Michaud & Mark Anair

    Call to Order:

    The meeting was called to order at 6:30 PM. Attendance was noted.

    Approval of Minutes:

    Rebecca Awodey made a motion to approve the minutes of the August 2008 meeting as presented. The motion was seconded by Mike Coates. The motion passed unanimously.

    Financial Report

    The financial report as of August 31, 2008 was reviewed. The group discussed year to date income and expenses at length. They also discussed the accounts receivable, and we continue to work with a few homeowners on their outstanding accounts. The group again discussed the possibility of implementing/enforcing late fees.

    Jeff presented the 2009 Budget. Great discussion ensued about the expected prices of both the operating and capital expenses. The group made several modifications to the proposed budget. A motion was made and 2nd to accept the amended budget. The motion passed unanimously. Special thanks to Jeff & Scott for all of their efforts on the budget.

    Capital Projects

    Deck Replacement: The group is set to meet with Vermont Gas, Otter Creek and Parker Excavation. The group will meet with all contractors next week to make sure that all loose ends are tied up and we are ready to proceed. The project is started to begin within the next week (weather permitting). We anticipate that this project will be completed within the next four weeks.

    Access Road: Mike Coates has been working with Property Management Associates and a contractor to repair the access road for the cost of $540.00. There are also a few additional paving issues that will also be addressed. This project has been on-going until Moutaniview was able to assist in their portion of the payment. A motion was made and 2nd to accept the bid to repair the access road. The motion passed unanimously.

    Repairs & Maintenance

    Jeff followed up on foundation leak in a particular unit. PMA will send a contractor over to evaluate the problem.

    Legal Expenses

    Jeff reported on the status of the litigation that the Association is currently involved in. A short discussion ensued including the Bushey appeal, SLPM and shared water meter with Mountain View. The Board will continue to update as these items get resolved.

    Old Business

    Website Status- The Eastview website has received much positive feedback. Homeowners are encouraged to log on and take a look. There is some great information posted. The web address is HYPERLINK "http://www.EastviewEstates.org" www.EastviewEstates.org.

    Owners Product Guide- A draft of the owners product guide was presented for the Baord to review. Once the guide is approved, it will be distributed to all owners. This guid should be very helpful to unit owners for necessary repairs.

    Rules & Regulations- The updated Rules & Regulations were presented for review by the Board. A motion was made and 2nd to accept the drafted versions of the Owners Product Guide and the Rules & Regulations and have prepared to distribute at the Annual Meeting. The motion passed unanimously.

    New Business

    Resignation: The Board regretfully accepted the resignation of Diane Moffitt. We would like to thank Diane for all her dedication and hard work for the Association.

    A motion was made and 2nd to appoint Liz Swim to the fill the vacancy. The motion passed unanimously.

    Unit Modifications: Any resident wishing to make any changes to the exterior of their unit must have prior board permission. This includes any staining, painting or any landscape issues. The Board strives to keep a uniform look.

    Annual Owners Meeting- The date has been set for the 2008 Annual Meeting. The date is Tuesday, September 16, 2008. The meeting will be held at the Williston Fire Station at 7:00 PM.

    Contract Renewals: The landscaping contract and the management contract are due to expire. The Board will be working on the renewal of the landscaping contract by the end of October.

    Adjourn

    Rebecca Awodey made a motion to adjourn. The motion was seconded by Mike Coates. The motion passed unanimously. The meeting was adjourned at 8:45 PM.

    Anybody needing transportation to the Annual Meeting please contact Property Management Associates to arrange transportation with a Board Member.

    Annual Owners Meeting

    Our Annual Owners Meeting will be at 7 p.m. on Tuesday, September 16, 2008, at the new Williston Fire House.

    Please submit agenda requests in advance to Scott Michaud at Property Management Associates or to a board memeber. Scott Michaud, 802-860-3315, Property Management Associates, P.O. Box 1201, Williston, VT 05495.


    June 24, 2008 Meeting Minutes

    The Williston Eastview Condominium Association held the June 2008 Meeting on Tuesday, June 24, 2008. The meeting was held at unit # 243 at 6:30 PM. Board Members Present: Rebecca Awodey, Mike Coates and Jeff Haslett. Management Present: Scott Michaud and Mark Anair

    Call to Order:

    The meeting was called to order at 6:30 PM. Attendance was noted.

    Approval of Minutes:

    The minutes of the April 2008 meeting were presented. A motion was made and seconded to accept the minutes as presented. The motion passed unanimously.

    Financial Report:

    The Financial Report as of May 31, 2008, was discussed.

    The Board discussed the past few months with some on-going projects. The Board is pleased to announce that many of the scheduled projects have been completed. The Board also has plans to begin a few more throughout the season.

    The Board also discussed the Accounts Receivable at great length. Again we would like to remind all homeowners that all dues are expected to be paid timely. Late payments are subject to late fees.

    Capital Projects:

    Decks: The Board is in the early stages of deck replacement for 2009. We are gathering the information and starting to arrange for the work. Phase III decks include the following units: 276-282, 266-272, 220-226

    Natural Gas: Should any of these units have an interest in Natural Gas, please call Property Management Associates at 860-3315 or mail your form (mailed to owners July 1) by Wednesday, July 16 .

    Drainage: The Board has completed some needed drainage work around the property. All early indications seem to be that it is working adequately.

    Pump Station: We have had some pump station issues. One of the pumps has failed and needs replacement. This work shall take place within the next week.

    Access Road: The Board continues to investigate replacement of the access road. Since this is a shared cost, we are working with Mountainview to see if they are able to bare their share of the expense this year.

    Stoop Replacement: We have completed two replacements and they appear to working well.

    Landscaping: We have completed our hydro seeding project. The grass appears to be filling in nicely. If you notice an area that looks like it needs water, please lend a hand and water the lawn. In the long run, we can all benefit from a nice lawn. We appreciate the help.

    Old Business:

    Web site Status: We would like to thank Rebecca for all of her efforts in our wonderful Web site. If you have not had a chance to visit our site please take the time to do so. The address is www.EastviewEstates.org (not case-sensitive).

    Unit Modifications: Any resident that makes any changes to the exterior of their unit must first get permission from the Board. These projects include but are not limited to-satellite dishes, painting of doors and venting. You can find details in the bylaws and on the Web site.

    New Business:

    New Owner and Renter Update: We are updating our 'welcome packet' for new owners.

    Yard Sale: If anyone has an interest in organizing a community yard sale, please call Property Management Associates. We will set a date if there are interested parties.

    Annual Owners Meeting: We will be holding the Annual Meeting on Tuesday, September 16, 2008, (tentatively). The meeting will be held at 7:00 at the Williston Fire Department.

    Adjournment

    With no other business to discuss, a motion was made and seconded to adjourn. The motion passed. The meeting was adjourned at 7:45 PM.

    Next Meeting

    The next meeting will be held on Tuesday, July 29, 2008. The meeting will be held at unit #233 at 6:30.


    May 2008 Meeting Minutes

    Due to several scheduling conflicts, the May meeting was postoned until June.


    April 2008 Meeting Minutes

    The April 2008 Meeting was held on Tuesday, April 29, at Unit 233 at 6:30 p.m. Board members present: Mary Way, Rebecca Awodey, Mike Coates and Jeff Haslett. Management present: Scott Michaud.

    Call to Order:

    The meeting was called to order at 6:30 PM. Attendance was noted.

    Approval of Minutes:

    The minutes of the February 2008 meeting were presented. A motion was made, seconded and passed to accept the minutes as presented.

    Financial Report:

    The Financial Report as of March 2008 was reviewed. Jeff discussed several expenses that we have incurred thus far. The group commented that the new financial reports are more useful and easier to understand than the old format.

    Capital Projects:

    The Board discussed at length how to prioritize the needed projects. After much discussion, the Board has decided to move forward to some projects for this year. Topping the list: decks, drainage, grading, hydro-seeding lawns disturbed by excavation, chimney repairs and access road repair (if it can be coordinated with Mountain View).

    Accounts Receivable:

    The Board discussed the Accounts Receivable. We would like to remind all homeowners that all dues are expected to be paid timely. Timely payments allow the Board the ability to complete projects as scheduled.

    Spring Walk List:

    The Board conducted a walk around with PMA in order to evaluate the needed building maintenance. The Board agreed to move forward with some of the items. This work will be underway in the upcoming weeks.

    Legal Funds Pending Action:

    There are several legal issues that the Board is working on along with our counsel. The Board voted to accept the Town of Williston's offer of $8,500.00 for the water damage caused by the broken main in 2007. This is 61% of the costs incurred. Additionally, the town offered Eastview its municipal discount on repaving done this year. Special thanks to the Board for all of their work on this issue.

    Tree Maintenance:

    The board decided that it would be acceptable to postpone major tree maintenance until next year (or later this year if possible) to focus on more urgent projects. Minor maintenance will continue as part of landscaping on an as-necessary basis.

    Open Fire Pit:

    We would like to remind all residents that no open burning in any form is allowed on Eastview property. It is a safety hazard and insurance liability. If you see any open fires, please call the fire department. (See Eastview By-laws, Article V, Section 5.08.10 and Eastview Declaration, Article V, Section 5.06.IV.)

    Chimney Cleaning:

    Anyone having their chimneys cleaned should be sure that your vendor cleans the shelf that exists in the chimney. We want to ensure that you and your families are safe.

    Web Site:

    After the meeting via e-mail, the board approved the $60/year for the Eastview Web Site. The draft is at www.EastviewEstates.org

    Adjourn:

    With no other business to discuss, a motion was made, seconded and passed to adjourn. The meeting was adjourned at 8:45 PM. The next meeting will be held in May 2008, date to be announced.


    February 2008 Meeting Minutes

    The Williston Eastview Condominium Association held the February 2008 Meeting on Tuesday, February 26, 2008. The meeting was held at unit # 272 at 6:30 PM.

    Board Members Present: Mary Way, Rebecca Awodey, Mike Coates and Jeff Haslett

    Management Present: Scott Michaud & Mark Anair

    Call to Order:

    The meeting was called to order at 6:55 PM. Attendance was noted.

    Approval of Minutes:

    The minutes of the January 2008 meeting were presented. A motion was made and seconded to accept the minutes as presented. The motion passed unanimously.

    Financial Report:

    The Financial Report as of January 2008 was discussed, which has been reformatted to give the Board reports that better track income and expenses on a year-to-date basis. In addition, the Board discussed the financial reports prepared by our previous property manager(s) for 2007 and the end of 2006, which had numerous errors uncovered during an internal audit by the Board. The Board's findings and corrections have now been completed and verified with our new accountant, who is provided to Eastveiw by PMA, our new property manager. Jeff presented not one, but three different and separate reconciliations to the Board covering the beginning balances for both 2007 and 2008, as well as the actual income and expenses for 2007. The Board is now very confident that all Eastview's monies are now accounted for and properly posted, as well as the reconciliation between the bank statements and Eastview's financial reports. After reviewing these critical finds and resolutions the Board unanimously agreed that this matter is finally resolved.

    There was a motion to accept the financials for January 2008, as well as the reconciled 2007 financials and balances for 2007 & 2008. Motion was 2nd and passed unanimously.

    The Board also discussed the Accounts Receivable at length. Again we would like to remind all homeowners that all dues are expected to be paid timely.

    Capital Projects:

    Decks: Mary wanted to let us know that Otter Creek has already started our 2008 Deck Replacement. We will be replacing twelve this year and hope to have them completed by May, which would be two to three months ahead of schedule.

    Drainage: These drainage projects should start in April with the major portion of the work allocated to replacing the sinking catch basin and street. We will continue to evaluate the drainage around the property, during the spring walk around.

    Access Road & Driveway: We are planning to work in conjunction with Mountain View to repair the access road this spring. Eastview is prepared to fund our portion of the project. We have contacted Mountain View, but they have not yet confirmed their matching funds. This paving project will be done in two phases over the next two years. It is important that we start this project this year, because delaying this project could cost both Eastview and Mountain View considerably more money in the future.

    Gutter Installation: Mary has been investigating the possible installation of gutters on those roofs that have none. There are both pros and cons to installing gutters, so if any owners have any thoughts please contact PMA.

    Repairs and Maintenance:

    Work Matrix: We are still in the process of recreating a new work matrix that will be used as a tool by the association and management.

    Chimney Inspection: We have also had the exterior of all chimneys inspected. We will be trying to prioritize the needed repairs to prevent water leaks [that have occurred in some units] and allocate the cost of these expensive repairs over a period of time.

    Entrance Posts: The Board is still working with Mountain View who agreed to replace the entrance posts on Route 2A in exchange for Eastview paving the access road potholes last year.

    Legal Funds Pending Action:

    There are several legal issues now totaling about $36,000 [in Eastview's potential favor] that the Board is diligently working with our counsel to rectify. We will keep you posted as to any developments.

    Old Business:

    Snow Removal and Plowing Update: We are still working with our landscaper to find a balance with our snow removal needs. We will continue to work closely with our landscaper to find an appropriate balance to maintain safety as well as meeting our budgetary needs.

    Pruning Trees & Shrubs: Rebecca has continued to work with several arborists in anticipation of our tree maintenance for 2008. She updated and summarized her findings for the Board. The Board will evaluate and make their decision at the spring walk through.

    Garbage Compliance Follow-Up: The Board would like to thank all residents for a great improvement.

    2008 Calendar of Events: Rebecca presented a draft to the Board for review prior to send owners.

    Website Status: Rebecca gave a presentation on her proposal for a website. We would like to give Rebecca special thanks for all of her hard work on this live online presentation. This website is quite impressive and will be a great tool for owners when available. This website creates a real feeling of community and could even help to increase property values when units are sold.

    In the works: the following projects were noted as in progress and will be reviewed during the next Board meeting. They are the green owner notice, resale certificate, compliance worksheet and owners product guide.

    New Business:

    Seasonal Room Request: The Board has received both a request and a signed agreement from a resident to install a seasonal Otter Creek deck room. Rebecca made a motion to approve. The motion was 2nd by Mary. Motion passed.

    Bylaws/Rules and Regulations Project:

    Mary is heading this project and the Board is in the process of reviewing an updated set of rules and regulations. The Board completed its review of the initial revisions and will next vote to approve the final revisions before distribution.

    With no other business to discuss, a motion was made and seconded to adjourn. The motion passed. The meeting was adjourned at 8:45 PM.


    January 2008 Meeting Minutes

    The Williston Eastview Condominium Association held the January 2008 Meeting at 7 p.m. on Thursday, January 17, 2008 at unit # 243.

    Board Members Present: Mary Way, Rebecca Awodey, Mike Coates and Jeff Haslett

    Management Present: Scott Michaud and Mark Anair

    Call to Order

    The meeting was called to order at 7:10 PM. Attendance was noted.

    Approval of Minutes

    The minutes of the December 2007 meeting were presented. A motion was made and seconded to accept the minutes as presented. The motion passed unanimously.

    Financial Report

    Jeff Haslett presented Financial Report for December 2007. Jeff detailed several expenses of the association as well as the income portion.

    The Board discussed the Accounts Receivable at great length. Again we would like to remind all homeowners that all dues are expected to be paid timely.

    The group discussed continuing efforts with the Williston Public Works Department to clear up the issues with the water meters Eastview shares with Mountainview. We are working to see what funds Eastview can recover from Mountainview that Eastview paid in excess. We will continue to keep you posted as this develops.

    Old and New Business

    Snow Removal and Plowing Update: The December snow removal was discussed. The Board is pleased with the work that was performed. The contractor will be repairing the lawn damage in the spring at no cost to the association. Our contractors are committed to working with us to establish a long-lasting relationship.

    Maintenance and Repairs Progress: Property Management Associates has developed a matrix for the existing "unfinished" projects. The Board will be working with PMA to get these accomplished.

    BIG DIG Update: Jeff Haslett reported that he is still working on resolution to this issue. Our attorney is awaiting a response from the Town of Williston insurance carrier.

    Tree Work for Spring: Rebecca has been working with a couple of firms to develop a strategy for maintaining Eastview's trees. The Board feels that the trees need to be maintained for the overall benefit of the community. We have three estimates, but may be awarding some portions of the work to two or more contractors because of their different specialties. The proposals include pruning for structure and health, fertilization, root crown excavations, and the possibility of replacing or removing a few trees that are beyond benefitting from proper maintenance.

    Owners Product Guide: Mary reported that she will continue to work with Property Management Associates to develop this guide.

    Bylaws, and Rules and Regulations Project: The Board is still working on the project of updating the rules and regulations. We would like to thank Mary for her efforts on this project.

    Updated Homeowners List: We now have current phone numbers for all members so that we can contact anybody in case of an emergency. If your numbers change please inform Property Management Associates at 860-3315.

    Association Web Site: Rebecca is investigating the possibility of having an Association Website. She will be talking more about this at the next meeting.

    Chimneys: We are having the chimneys inspected for cracks, leaks, etc.

    Entrance posts: We are having the old posts at the front entrance replaced with stronger vinyl posts that will last longer than wood and need less maintenance.

    Adjourn

    With no other business to discuss, a motion was made and seconded to adjourn. The motion passed. The meeting was adjourned at 8:45 PM.


    December 2007

    The Williston Eastview Condominium Association held the December 2007 Meeting on Thursday, December 6, 2007. The meeting was held at Mike Coates' unit # 233 at 7:00 PM.

    Board Members Present: Mary Way, Rebecca Awodey, Diane Moffatt, Mike Coates and Jeff Haslett

    Management Present: Scott Michaud and Mark Anair of Property Management Associates

    Call to Order

    The meeting was called to order at 7:10 PM. Attendance was noted.

    Approval of Minutes

    The minutes of the November 2007 meeting were presented. A motion was made and seconded to accept the minutes as presented. The motion passed unanimously.

    Financial Report

    The Financial Report for November 2007 was discussed. Jeff Haslett is working with the new accountant to resolve the few remaining issues.

    The Board discussed the income and expenses so far this year. Most of the 2007 projects have come in at budget or below projected costs.

    During the next month, the Board will be working with Property Management Associates to get a comprehensive understanding of the past income and expenses of the association after the transition from the previous management company

    Old and New Business

    Accountant Meeting: Jeff Haslett, Mary Way and Scott Michaud met with Gerry Lawrence of Accu-Rite Business Services, the new accounting firm that works with Property Management Associates. Jeff found the accountant to be very knowledgeable and professional. Rebecca Awodey mentioned that her company uses Accu-Rite and has had an excellent experience with the firm.

    Accounts Receivable: Property Management Associates will be mailing fee payment statements to all homeowners. If you have any discrepancy with your statement please contact Accu-Rite Business Services at 655-7534.

    Williston Water and Sewer: Property Management Associates and Mike Coates will continue to work with the Williston Public Works Department to try to clear up the meter reading issues.

    Maintenance Tracking: Jeff Haslett will be working with Property Management Associates to develop a

    maintenance and repair matrix worksheet to track and prioritize all expenses and needed repairs. We are

    hoping to have this up and running for January 2008.

    Power Washing: The pressure washing has taken place for some of the worst units. We have pressure washed buildings 382-388, 251-257 and 261-267.

    Fall Clean up: The fall clean up has been completed and we have made it through the first snow storm. The

    Board feels that the new landscaper is off to a good start. We look forward to a great relationship with DLT.

    Decks, Drainage and Vermont Gas: All the decks scheduled for 2007 have been completed. The Vermont Gas hookups have been completed. The decks and drainage project was completed on time and under budget. Mary Way mentioned that some of the invoices from Vermont Gas were different from the estimates homeowners expected, but that most or all had already been resolved. Special thanks to Jeff and Mary for their efforts in making this happen.

    Big Dig: The Board is still waiting for an answer from the town's insurance carrier about the claim for the water pipe break. We will continue to pursue this matter and will keep the owners apprised.

    Trees: Rebecca Awodey is currently working with an arborist and others for estimates to evaluate the trees on the property. They will be advising us about structural pruning, fertilizing, the overall condition of our trees, and maintenance plans. Rebecca and Scott Michaud will be creating a "green notice" to inform owners when work is being done near their units.

    Trash and Recycling: The Board discussed the trash and recycling at Eastview. A motion was made and seconded

    to institute a fine for owners who put their garbage outside before the day of scheduled pick ups, or who insufficiently bag garbage or recycling allowing it to litter the neighborhood. After a warning in writing, the fine would be $25.00 per occurrence. The motion passed unanimously.

    Sunrooms: If any homeowner is considering constructing a seasonal room to their unit, they must obtain Board

    approval before making any financial commitments with Otter Creek. The process includes signing an agreement and paying required insurance. Otter Creek is the only approved vendor for construction of all sunrooms at

    Williston Eastview Condominium Association. If you should need any additional information, please call Property

    Management Associates or Otter Creek.

    By-laws and Rules and Regulations Project: Mary Way distributed to the Board a draft of recommended changes to the Rules and Regulations. All Board Members will review and make any additions, corrections or deletions.

    Additional meetings will be held as required to finalize prior to distribution.

    Compliance Worksheet: We have received a worksheet that shows compliance or lack of compliance to

    particular issues (eg. dryer vents, fire alarms, etc.) PMA will follow up on these issues.

    Eastview Condominium Catalog of Optional Items: The Board has been working on a list of accepted replacement

    items such as paint colors and replacement doors. Once finalized it will be distributed along with the minutes.

    Management Transition: The Board has experienced some frustrations with the transition from the previous management company.

    Master Insurance: Our current insurance is handled through The Essex Agency. It is due to expire on January 1,

    2008. We are in the process of renewing the policy and updating the statement of values. Please keep in mind that if you add a seasonal room to your unit, you will be liable for the additional premium for the additional insurance coverage, which is currently $26 annually.

    Association Web site: Rebecca Awodey is currently working on a proposal for a Web site. She will have more information to follow.

    Review Pet Restrictions: The Board is looking at updating our pet restrictions. We would also like to remind all residents that it is mandatory that dogs be leashed at all times while on the property, and that they pick up after their dogs.

    Happy Holiday Season: The Board and Property Management Associates wishes everyone a very safe and happy holiday season.

    Adjourn

    With no other business to discuss, a motion was made and seconded to adjourn. The motion passed. The meeting was adjourned at 8:55 PM.

    The Board of Directors would like to thank all of the Williston Eastview Condominium Association for their positive feedback, support and continuous cooperation this past year. Your thoughts and ideas are important to continue making Williston Eastview Condominium Association a great place to live.


    October 2007

    October 25, 2007

    President Jeff Haslett called the meeting to order at 7:10 p.m.

    PRESENT:

    Board of Directors: Jeff Haslett, Mary Way, Diane Moffatt, Rebecca Awodey, Mike Coates

    Linda Spellman represented the management company.

    REVIEW OF THE SEPTEMBER MEETING MINUTES:

    The September meeting minutes were approved as written.

    REVIEW OF THE FINANCIALS:

    Jeff Haslett presented a detailed month-by-month budget for both year-to-date 2007 and 2008 pro forma. These monthly expense items will be used in the 2008 Profit & Loss Report(s) re-formatted with a new month-to-month comparison, as well as year-to-date comparison. Implementation of these new comparisons will provide the Board with a much enhanced ability to manage Eastview's financial matters. Once the Board and SLPM respond to the expense items discussed, then a yearly summary of the 2008 budget and a revised 5 year short range plan will be completed by Jeff. All homeowners will then receive a copy of these budgets when finalized. [The fall phase of the deck, drainage and Vermont Gas project was completed – see attached.]

    MAINTENANCE:

    Repair Matrix – SLPM did not present a matrix at this meeting.

    Repairs – The steps have been repaired at four units. Mike Coates will look at quotes received for repairs to the exterior basement wall at unit 235.

    Street Cracks – The cracks in the road were sealed today. This will prevent water from wearing down the road more quickly.

    Power washing – The worst units will be power washed. The residents of those units that will be power washed will be notified, so that they will be sure their windows are closed.

    OLD BUSINESS:

    Owner Room Addition Agreement for Unit 216 – The homeowner at unit 216 has signed the Eastview Agreement for construction of her three season room. SLPM assured the Board that all matters in regards to providing final approval for the deck room at unit 216 were correctly completed. Rebecca Awodey motioned to give permission to go ahead with the construction, Diane Moffatt seconded the motion; all voted in favor.

    Future Deck Room Additions - Mary Way suggested that the Board not give permission for any other rooms to be added until the decks have been in for a one or two year period, to ensure there are no problems.

    BIG DIG – Jeff Haslett continues to work with our attorney on the status of the Town of Williston legal action. Williston has submitted a claim to their insurance provider in response to Eastview's demand for payment. The repaving that was necessary because of these repairs has been completed.

    Landscaping – Effective November 1, DLT Landscaping will be the new grounds keepers.

    NEW BUSINESS:

    Trees – The Board is acquiring estimates from three vendors to determine the best way to remedy years of neglect.

    Green Owner Notice – The Board had requested that SLPM put together a form that would be sent to residents, apprising them of work that will be done on the trees/bushes/plants in their yards. This procedure would give unit owners a chance to comment on proposed work. SLPM is still working on this form.

    OTHER BUSINESS:

    Rules & Regs. Update – Cecile Fontaine and Jennifer Allard were working on revising and updating the Rules & Regulations. SLPM and Mary Way will continue work on this project.

    CO/Fire Detector Update – To date, all but four (4) homeowners have had the CO/Fire Detector installation work completed. [see attached]

    Eastview Calendar – SLPM will make a calendar for Eastview showing what to expect each month (i.e. Insurance is paid quarterly – show which months it will be paid in; Pump station inspections and pumping; contract renewals, etc.)

    Owners Product Guide – SLPM is still working on this Guide, which will assist owners in select pre-approved items for their units (i.e. windows, garage doors, deck rooms, etc.) and other repairs, listing the products approved by the Board.

    Trash/Recycling Issues - Trash & recycling is picked up on Mondays. Please do not put trash or recycling out before this.

    Please do not put "Free Items" in front of units. Any unwanted items should be disposed of by the resident. For drop off information, you can contact CSWD (Chittenden Solid Waste District) at 872-8111.

    With no other business to discuss, the meeting was adjourned at 9:28 p.m.



    September 20, 2007

    The Williston Eastview Condominium Association held their Annual Meeting on Thursday September 20, 2007 at the new Williston Fire House.

    PRESENT:

    Jeff Haslett, Mary Way, Jennifer Allard, Cecile Fontaine, and Mike Coates, Board of Directors; Claire Beaudoin, Bernice Aja, Charles Wilson, Jean Bing, Marie Simays, Lois Desautels, Polly Coates, Clarence & Katherine Nutter, Diane Moffatt, Constance Merola, Rebecca Awodey, Mike Meunier, Caroline Sue McKenzie, Gerard Fontaine, Anna Murphy, Coberlin Brownell, Kathryn Reed, Mary Woodruff, Joan Dillon, Coberlin Brownell, and Judith Kenyon, homeowners; nineteen homeowners were represented by proxy; Sandy Lacroix and Linda Spellman represented the management company. Guests: Dave Bean and Hawley Jones from Mountain View Estates

    Jeff Haslett called the meeting to order at 7:09 p.m.

    Jeff Haslett asked for introduction of the Board of Directors and the management company.

    With twenty four homeowners represented in person and nineteen units represented by proxy, a quorum was declared. This represents a quorum of almost 90%. Thank you for your participation.

    All present stood for the Pledge of Allegiance.

    REVIEW OF THE 2006 ANNUAL MEETING MINUTES

    Mike Coates motioned to accept the minutes. The motion was seconded, all voted in favor; the 2005 Annual Meeting Minutes were accepted as written.

    PRESIDENT'S/VICE PRESIDENT'S REPORT

    Jeff Haslett reported on the following issues:

    • The "Big Dig" – Repair of a waterline break costing $13,700 was completed with thanks to both Mike Coates and Mary Way, who stood in the rain for three days supervising this emergency repair project. Unfortunately, Eastview had to retain an attorney to send a letter to the Town of Williston demanding the town reimburse Eastview for the cost of these repairs.

    • Driveway repaving for units 241 to 253 – Of the $7,715 cost to repair these driveways $3,525 resulted from the above waterline break and $4,190 was to repave the remaining portions of the 4-way joint driveway, which needed to be done at the same time. AC Paving has arranged with Jeff Haslett to accept the remaining payment of $4,190 in January 2008.

    • Driveway repaving of unit 287 – Will be rescheduled for 2008.

    • Driveway crack maintenance – SLPM is acquiring quotes for this work, which would be included in the 2008 budget.

    • Road crack maintenance – SLPM is acquiring quotes for Eastview Circle, which may be done this year in order to extend the life of that road (if the budget allows.)

    • Eastview Circle Road – Jeff Haslett will be researching and studying the economic feasibility of having the Town of Williston takeover this road, which is not likely, but it would at least be worth investigating our options. While Mike Coates' past experience will be invaluable in both analyzing and proposing the future repaving options for Eastview, if we retain responsibility for our road.

    • Access road repaving – AC Paving will be quoting the needed repaving for this road, due to the high traffic on the access road it has deteriorated greatly. Currently, the access road has a very minimum base. The goal is to preserve the pavement that is there. Mike Coates suggested laying a "shim coat" the first year, which will fill in all the cracks. The following year, the road should be re-asphalted. The Board will work with Mountain View Association to share the cost of this project.

    • Step repair schedule – AC Paving has been contracted to repair the steps at units 221, 231, 235 & 243. They will be using an adhesive concrete for these repairs.

    • Other key repairs –

    - Unit 237 chimney & roof leak caused damage to the ceiling in this unit. Now that the leak has been pin-pointed and repaired, the ceiling will be repaired.

    - Unit 235 basement leak will require concrete work on the rear of the unit.

    • Repair management control – Homeowners should call Linda at SLPM with any repair work that needs to be done. The repairs will be added to a "Repair Matrix", unless it is an emergency. In the case of an emergency repair, it will be taken care of immediately.

    • Misc. capital items remaining – gutters, siding, sidewalks, steps and driveways.

    • SLPM is preparing a "Unit Owner's Buyer Guide". This guide will list the windows, doors, deck rooms, etc. that are approved by the Board.

    • Deck Room Additions – The Board has approved rooms from Otter Creek Awnings that homeowners may have built on their decks. The homeowner must sign a homeowner agreement to be submitted to the Board for approval before adding a room.

    • The Rules & Regulations will be updated, followed by an updating of the Bylaws (which requires an attorney.)

    Mary Way reported on the Deck/Drainage/Gas Project:

    Phase I

    • Ten (10) decks with safety concerns were selected for construction in 2007.

    • Decks - Otter Creek was engaged to do the deck building. Otter Creek uses a techno-post system to support the deck, eliminating movement.

    • Drainage - The pooling of water under and in front of decks has been problem. Parker Excavation was engaged to grade and install drainage under/around the decks. The deck drainage along with the gutter downspouts will be tied into existing drainage systems, thus diverting water away from the units.

    • VT Gas - Due to homeowners request for natural gas installation, it was decided to try and accomplish this along with the deck project by installing underground fuel lines.

    Completion: The ten (10) decks along, with top soiling and seeding were completed in July. Staining will take place next spring.

    • Phase I was completed on time and under budget.

    Phase II

    • After an in-depth analysis and re-prioritizing projects, it was determined that we could do the prepping of next years decks this fall, thereby, getting gas lines installed before winter for those homeowners. The work on these twelve (12) decks should be completed by the end of September.

    • With the prep work done, this will allow Otter Creek to build during the winter/early spring and, hopefully, by summer everyone will have a new deck.

    • With the completion of Phase II in 2008, twenty-two (22) out of

    thirty-four (34) decks will have been completed.

    • Seventeen (17) unit owners have signed up for natural gas - this includes merging units from propane to natural gas as well.

    • Other Decks - The staining of the ten (10) decks attached to Units 221 - 243 also have been completed this year.

    Mary complimented Otter Creek and Parker Excavation for the job they are doing and their coordination of the project.

    Mary Way also arranged with Otter Creek to postpone payment for $3,000 of the total payment until the spring of 2008, which enabled Eastview to accomplish more improvements this year.

    In total, between AC Paving and Otter Creek over $7,000 of work will be Done in 2007, but will not be paid for until 2008. Again we both, appreciate and thank both of these very professional firms, as well as parker excavation for their outstanding perforance during the "big dig."

    TREASURER'S REPORT

    Jennifer Allard reported that she transferred money from the old savings account to a CD. Some of the money had to be used for the "Big Dig", which hopefully will be recouped.

    The Board and SLPM are working on the proposed budget. The Board would like to be confident in these numbers, before presenting it to the homeowners. It will be sent to all homeowners when it is complete (hopefully in 5 -6 weeks). The Board is committed to the "Five Year Plan", to keep the fees the same. There is a quarter of a million dollars of deferred maintenance which will be worked on over the five year plan.

    Landscaping – John Bushey's contract will not be renewed by the Board per Jeff Haslett; therefore SLPM acquire quotes for new groundskeepers. The Board has looked over the quotes and will begin interviewing the new prospects soon.

    PRESENTATION OF THE PROPOSED BUDGET

    The 2007 year-end budget targets and the 2008 budget where not available, because SLPM was still working on researching expenditures to complete these budgets. When completed and approved by the Board these budgets will be mailed to unit owners.

    ELECTION OF BOARD MEMBERS

    Jeff Haslett reported that all Board positions except for his were open. Four homeowners were nominated via written or email correspondence.

    Barbara Poquette nominated Mary Way for a two year term. The motion was seconded. Joan Dillon nominated Mike Coates for a two year term. The motion was seconded. Mary Woodruff nominated Diane Moffatt for a one year term. The motion was seconded. Liz Swim nominated Rebecca Awodey for a one year term. The motion was seconded.

    Homeowners voted for the slate of nominees. All voted in favor. The new Board of Directors is as follows:

    Jeff Haslett

    Mary Way

    Mike Coates

    Diane Moffatt

    Rebecca Awodey

    OTHER BUSINESS - CORRESPONDENCE

    Jeff Haslett read two letters from homeowners:

    The first letter was from a homeowner expressing their appreciation for the hard work members of the Board have put in coordinating and overseeing the deck and drainage project.

    The second letter concerned a homeowners ceiling, which has been awaiting repair, after a leak. The issue has been going on for three years and the homeowner now wants SLPM to arrange for the ceiling to be repaired. The leak has been taken care of; SLPM will contract with a contractor to repair the ceiling.

    Both letters are included with these minutes.

    With no other business to discuss, Jeff Haslett motioned to adjourn. The motion was seconded; all voted in favor. The meeting was adjourned at 8:06 p.m.



    September 6, 2007

    President Jeff Haslett called the meeting to order at 7:10 p.m.

    PRESENT

    Board of Directors:

    Jeff Haslett

    Mary Way

    Jennifer Allard

    Cecile Fontaine

    Mike Coates

    Linda Spellman and Sandy Lacroix represented the management company.

    REVIEW OF THE JULY MEETING MINUTES

    A Board member stated that the Board, while discussing the issue of a three season deck room, had not discussed the insurance aspect of the issue at the meeting, therefore, it should not have been recorded in the minutes. For all future minutes, a notice with any news not pertinent to the minutes will be included, so as to keep all residents updated. Mike Coates motioned to accept the minutes with one correction. The motion was seconded, all voted in favor; the July Meeting Minutes were accepted as written with one correction.

    REVIEW OF THE FINANCIALS

    The Board discussed the operating budget and "Short Range Plan" revisions and status. In addition to completing those capital projects scheduled for 2007, Jeff Haslett and Mary Way were also successful in starting capital projects scheduled for 2008 this year by re-prioritizing projects [after extensive analysis] and arranging for delayed vendor payments into 2008. This means that Eastview will complete more projects this year and at considerable savings based upon an extra-ordinary effort to interview and arrange agreements with the best vendors at the very best prices. In regards to finalizing the year end operating budget for 2007 [for the owners meeting] there were several key and significant expense items that needed to be researched and resolved by SLPM, as well as the need for some outstanding estimates on critical repairs. For example, paving or filling cracks in the road in order to extend the life of our road by several years. In addition, future profit & loss statements submitted by SLPM will be reformatted to compare actual to budgeted expenses on both a monthly and quarterly/year-to-date basis. This will allow the Board to better manage and track your funds.

    OLD BUSINESS

    • Deck Room Addition Agreement – The Board and SLPM have developed an agreement for any homeowner who wishes to add a deck room. An attorney is looking at the agreement to make sure that all aspects are both covered and legal. The Association will use this standard agreement for all future additions of deck rooms by owners at Eastview. Owners will have to receive Board approval prior to applying for a zoning permit from Williston and/or install any room on their deck. Therefore, approval for the deck room for unit 216 is on hold pending completion of the above requirements. SLPM is working with the owner of unit 216 to ensure that these requirements are meet so this owner may move forward on schedule.

    • BIG DIG Status – The cost for this emergency water repair totaled about $13,700. The Board believes that the Town of Williston is responsible for this bill. However, after meeting twice with the Public Works Director, Neil Boyden, for Williston he only offered to pay $1,700 for the new fire hydrant. Therefore, in an effort to protect your money Jeff Haslett met with and retained an attorney to write a letter to the town of Williston demanding payment of the $13,700.

    • Landscaping Bids – SLPM has acquired bids for a new landscaping company. Some members of the Board feel that John Bushey is not doing the work required per his contract and have decided to replace him. It was discussed that John Bushey has not performed an estimated $2,000 to $4,000 of work per his contract, as well as doing a very poor job on such tasks like keeping our road as clear of snow as Mountain View's vendor.

    The Board discussed two options:

    1. Allow John Bushey to finish out his contract and pay him his monthly fee.

    2. Request that John Bushey resign immediately and not pay him per his contract, payment is made at the beginning of the month.

    Mike Coates motioned to pay John Bushey after the work has been done to the satisfaction of the Board. The motion was seconded, all voted in favor; the Board agreed not to pay Bushey until the work is done to their satisfaction.

    Cecile Fontaine, Mike Coates and Jennifer Allard will represent the Board as a "Landscape Committee". They will meet with John Bushey to go over with him what is expected of him, per his contract in order for him to receive his last payments totaling $3,500.

    • Vermont Gas Project Status – Vermont Gas has laid the main line and the feeder lines to those 15 units that will be hooked up. They were to seed and mulch those areas.

    NEW BUSINESS

    • Lawn Watering Program – The Board is requesting that all unit owners water the reseeded areas around their units. SLPM will contact each unit owner directly to coordinate this effort.

    • Unit 241 to 253 Driveway Paving – The paving of this driveway is scheduled for the end of September, which also includes repaving due to the emergency water repair.

    • Street Potholes & Cracks – SLPM is acquiring bids to fill the cracks and potholes on Eastview Circle and the access road, which is shared by Mountain View.

    • Decks & Drainage – Work will begin on the decks the week of September 10th; the drainage work will be done the following week, while coordinating with both Vermont Gas installing 15 units and Otter Creek who will install the tech-n-posts.

    • Annual Meeting Preparation – The Annual Meeting will be held on Thursday September 20, 2007 at the new Williston Fire House at 7:00 p.m. Notices will be sent to all homeowners . A proxy will be included for those homeowners who will not be able to attend. Please send your proxy to SLPM or give to a neighbor prior to the meeting or submit your proxy to the Board prior to the annual owners meeting.

    OTHER BUSINESS

    • Rules & Regs. Update – Cecile Fontaine and Jennifer Allard are working on revising and updating the Rules & Regulations for distribution at the annual owners meeting.

    • Williston Street Code Requirements – Jeff Haslett distributed Williston's Street Code for future study to determine if it would be economical feasible to bring our road to code so the Town could take responsibility for maintaining it. Unfortunately, when the time comes that we must repave our road [by ourselves] it will be at a very large expense for Eastview at sometime in the future.

    • CO/Fire Detector - Update – To date, approximately half of the home owners have had the CO/Fire Detector installation work completed. If you have not yet had this work done, please call and have it scheduled immediately.

    • Correspondence – A homeowner asked permission to extend the length of her deck. The Board voted "no" unanimously to this request, as all decks need to remain the same size to insure uniformity of the Eastview community.

    With no other business to discuss, the meeting was adjourned at 9:35 p.m.

    The next meeting will be the Annual Meeting, held on Thursday September 20, 2007 at the new Williston Fire House at 7:00 p.m.


    JULY 26, 2007

    The Williston Eastview Board of Directors held their monthly meeting on Thursday, July 26, 2007 at Jeff Haslett's unit #243. President Jeff Haslett called the meeting to order at 7:18 P.M.

    PRESENT:

    Jeff Haslett, Mary Way, Cecile Fontaine, Mike Coates and Jennifer Allard; Board of Directors; Sandy Lacroix represented the Property Management Company.

    REVIEW OF THE JUNE MEETING MINUTES:

    The June meeting minutes were reviewed by the Board of Directors, Jennifer Allard motioned to accept the minutes as presented, Cecile Fontaine seconded the motion. The motion was carried.

    REVIEW OF THE JUNE FINANCIALS:

    The Board of Directors discussed the June financials. Jeff Haslett presented the Board with both an operating budget and a short range plan revision. The revised 5 year short range plan was based on switching the order of planned projects between years, while continuing to achieve our three goals of: capital improvements, holding fees and maintaining reserves. The Board discussed the revised short range plan at great length. In addition, the remaining operating budget for this year was discussed in detail, but priorities for those operating expenditures were not set [pending resolution of the emergency water line and fire hydrant repairs discussed below.] Cecile Fontaine motioned to accept the budget and recommendations. Jennifer Allard seconded the motion and the revisions were approved.

    OLD BUSINESS

    • Decks (Phase I) & Drainage - As planned 10 new decks and extensive drainage have been completed on schedule and within budget.

    • Smoke & CO Detectors - Sandy presented a letter to be sent unit owners regarding State requirements for which unit owners are responsible (see attached letter.)

    NEW BUSINESS

    • Water Line & Fire Hydrant Repair - The town flushed the fire hydrant across from Mike Coates' unit, which the Town shut down too quickly, causing the back pressure to go to the weakest point. This caused an underground water pipe to explode sending water above ground at unit #243. A loud bang was heard by several unit owners. Units #241 and #243 lost their lawns, driveways and some sidewalk due to the repairs that were made to that area. Unit #243 had cement poured under the garage to stabilize that area, which was at risk. The fire hydrant also had to be replaced.

    • Town of Williston Reimbursement - On Tuesday, July 31st Jeff Haslett, Mike Coates and Sandy Lacroix met with Neil Boyden, Director of Public Works, in his Town office. The meeting was to discuss the Town's responsibility and liability to pay for the estimated $13,000 of emergency repairs (see above). Neil Boyden will get back to the Board with his response within a few days.

    • Decks (Phase II) - This fall twelve more decks will be ripped out. In conjunction with this phase Vermont Gas will lay the pipe line for those units getting gas installed and all drainage work will be completed on those units as well. Everything will be prepped for the spring of 2008 in the fall of 2007; allowing for these decks to be completed by June of 2008 for use during a portion of the spring and all summer (pending the settlement of the emergency repair with the Town of Williston.)

    • 3 Season Room Request - One homeowner requested permission to install a three season room. The Board voted three in favor and one member abstained. If the unit is sold, the new homeowner assumes responsibility for the upkeep of the room. After this vote Jennifer thought of and raised a question in regards to the impact on the Association's insurance. It is important that this issue be studied, along with any potential insurance requirements for the owner, before the final approval is extended to the owner.

    • Repairs – A maintenance and repair worksheet was compiled by SLPM. As repairs are made they will be updated to the work sheet. Unit owners please contact SLPM with all maintenance and repair requests, which are expensed against the operating budget.

    • Landscaping – John Busheys' performance continues to get worse and worse, in addition to his defiance of guidance and requests from both the Board and SLPM. Therefore, we will be in the market for competitive bids for the grounds work when John Busheys' contract runs out the end of the year.

    • Annual Meeting - This years meeting will be held on September 20, 2007 at 7:00 P.M the location will be announced. We both hope and request that all owners attend.

    • Garage Doors - Homeowners wanting to replace their garage doors must purchase the door from Champlain Door. They will have the style of door to be used at Eastview.

    • Pump Station - Is scheduled to be inspected & pumped (if needed) the 1st week of August.

    OTHER BUSINESS

    • VT Gas - For those of you connecting to gas this year Eastview has an account at The Chimney Sweep (discounts are available.) Just mention you are from Eastview.

    • Window Grids - For those of you who need window grids, units 233,277 and 282 have saved some if you need any.

    ADJOURNMENT:

    With no further business to discuss, the meeting adjourned at 9:25 P.M. The next meeting will be held on August 30, 2007 in unit 243 at 7:00 P.M.

    Submitted by Sandy Lacroix Property Management



    June 28, 2007

    PRESENT:

    Jeffrey Haslett, Mary Way, Cecile Fontaine, Jennifer Allard and Anna Murphy, Board of Directors. Sandy Lacroix and Kari Ploof represented the management company.

    The Meeting was called to order at 7:01pm

    REVIEW OF THE MAY MEETING MINUTES:

    The May meeting minutes were reviewed and accepted as written.

    REVIEW OF THE MAY FINANCIALS:

    The May financials were accepted as presented. Jeff Haslett reviewed a revised short range plan with the Board, which was accepted. Discussion followed regarding prioritizing projects for this year and next year.

    OLD BUSINESS

    • Decks – Otter Creek has finished decks at 382, 384 386 &388. They are now working on the decks for 214 & 216. The decks look beautiful. Otter Creek is doing an excellent job. Parker Excavation has also done an excellent job in constructing drainage under each new deck. We want to thank Mary Way, Jeff Haslett & Mike Coates for all the hard work that they have done to make this all possible.

    • VT Gas will be installing the natural gas lines from units 287 to 241 this fall. VT Gas will now be available for most units except from units 237 to 382. However, if more units sign up, VT Gas might "pipe up" all of Eastview, so call Alicia Davis @ 802-863-4511 ext 367 if you're interested.

    • A proposal for replacing steps for one unit was reviewed. The contractor advised replacing the steps and sealing the new steps. The board will review this at the next meeting.

    • SLPM requested a meeting with a paving company to patch the road and driveways.

    NEW BUSINESS

    • The Board has transferred the responsibility of Treasurer to Jennifer Allard and Secretary to Cecile Fontaine.

    • John Bushey is starting his seasonal weeding and pruning. In an attempt to alleviate over crowding of shrubbery, we have removed the Hugo Pines and Junipers. This will give a more spacious look to the beds and allow other shrubs to fill in as well as aide in the future planning of lowering the mulch.

    • Dryer Vent Cleaning – notices have been sent out to homeowners who have not had their dryer vents cleaned in the past 2 years. Please remember to send us a copy of the invoice so we can keep our records up to date.

    • The Board is still working on the CO/Smoke Detector issue.

    • The Board is working on various maintenance issues discovered during the Annual Walk Around this past May.

    • SLPM is creating a repair matrix to be used in tracking repairs by the Board for the July Board meeting.

    • The Board is requesting that all homeowners/guest not park in the street. Please use the guest parking area. Also we have noticed that people are driving very fast. Please slow down. The speed limit is 15mph.

    • Homeowner requests were discussed and letters will be sent out following this meeting.

    • A reminder to all unit owners, if you want to make any changes to the outside of your unit (i.e. garage doors, storm doors, fixtures, satellite dishes, etc.), you must submit your request in writing to SLPM for Board approval.

    OTHER BUSINESS

    • Our Annual Homeowners meeting will be held in September. Date to be set at the next Board meeting. We are asking that any homeowners who would like to be on the Board of Directors to please call Sandy Lacroix Property Management (878-8703) so we can put your name on the ballot.

    • SLPM will be creating a catalogue of pre-approved items (from garage doors to room enclosures for the new decks) for unit consistency.

    With no other business to discuss, the meeting was adjourned at 9:38 pm.

    The next meeting will be held on Thursday 7/26/07 at 7pm in unit 243.

    Submitted by Sandy Lacroix Property Management LLC.



    May 21, 2007

    PRESENT:

    Jeffrey Haslett, Mary Way, Cecile Fontaine, Jennifer Allard and Mike Coates, Board of Directors: Sandy Lacroix represented the management company.

    The Meeting was called to order at 7:35pm

    REVIEW OF THE APRIL MEETING MINUTES:

    The April meeting minutes were accepted as written.

    REVIEW OF THE APRIL FINANCIALS:

    The April financials were accepted as presented.

    OLD BUSINESS

    • Trees stumps in back of 223 were removed by Ed Payne. John Bushey will spread top soil and seed the affected area.

    • Decks – Otter Creek will start removing decks at 382,384,386 & 388. We are not waiting for proposal from excavators to do fix the drainage problems so the new decks can be built.

    • AC Paving has fixed sidewalks at 263 and 267. Driveways may have to be postponed until next year depending on the cost of the unexpected deck drainage.

    • Homeowners who wish to have natural gas hooked up to their units need to contact Alicia Davis at VT Gas. She will meet with each homeowner to discuss the process. Eastview will need to have at least 12 homeowner to sing up before VT Gas will install the natural gas lines.

    OTHER BUSINESS

    • The annual garage sale will be held in June 23, 2007.

    • SLPM also received information from the Division of Fire Safety concerning gas grill on decks. "For other than one-and two-family dwellings, no hibachi, gas-fired grill, charcoal grill, or other similar devices used for cooking, heating or any other purpose, shall be used or kindled on any balcony or under any overhanging portions or within 10ft (3m) of any structure (this includes the garage). Listed electric ranges, grills, or similar electrical apparatus shall be permitted.

    • SLPM is in the process of getting proposals for the installation of CO/smoke detectors that will be needed to be installed in all units. As per the Fire Marshall all units need to have CO/smoke detectors that are hard wired.

    • In the past few weeks we have noticed that on Trash Days (Monday) the BIRDS have having a field day. We are asking all homeowners to please put your trash bags in a barrel. This will eliminate the problem and make it easier for all.

    The board did a walk around today. A list of all that needs to be done will be compiled and they will address the most important issues.

    With no other business to discuss, the meeting was adjourned at 9:55 pm.

    The next meeting will be held on Thursday 6/28/07 at 7pm in unit 285.

    Submitted by Sandy Lacroix Property Management.



    April 26, 2007

    PRESENT:

    Jeffrey Haslett, Mary Way, Cecile Fontaine, Jennifer Allard and Mike Coates, Board of Directors: Sandy Lacroix represented the management company.

    Also present: Lois Desautel and John Bushey.

    The Meeting was called to order at 7:05pm

    REVIEW OF THE MARCH MEETING MINUTES:

    The March meeting minutes were accepted as written.

    REVIEW OF THE FINANCIALS:

    The financials were accepted as presented.

    OLD BUSINESS

    • John Bushey was given instruction on items that need to be done. He is going to finish edging, mulching and seeding in the next few weeks. The sod from the edging will be used to fill in the sink holes.

    • The Board, Otter Creek, SLPM, the drainage contractor, and John Bushey will do a walk around on 5/10/07 so that they can coordinate the drainage and deck construction.

    • Rene will clean and stain the 9 upper decks this spring.

    • AC Paving will be scheduled to pave 5 driveways and fix sidewalks.

    • VT Gas has been sent a list of all unit owners that have expressed interest. We are now waiting to hear from them to set up a meeting.

    OTHER BUSINESS

    • The annual garage sale will be held in June. Details will be provided at a later date.

    • Lois Desautel requested permission to have Vt. Energy Contracting & Supply install a wall air conditioner in her unit. The Board granted her request.

    • SLPM informed the Board that the Fire Marshall has informed them that all condos must have CO/Smoke detectors. More information will follow.

    • SLPM also received information from the Division of Fire Safety concerning gas grill on decks. "For other than one-and two-family dwellings, no hibachi, gas-fired grill, charcoal grill, or other similar devices used for cooking, heating or any other purpose, shall be used or kindled on any balcony or under any overhanging portions or within 10ft (3m) of any structure (this includes the garage). Listed electric ranges, grills, or similar electrical apparatus shall be permitted.

    With no other business to discuss, the meeting was adjourned at 8:55 pm.

    The next meeting will be held on Monday 5/21/07 at 5:30pm.

    Respectfully submitted by Sandy Lacroix Property Management.



    March 22, 2007

    PRESENT:

    Jeffrey Haslett, Mary Way, Cecile Fontaine, Jennifer Allard, and Mike Coates, Board of Directors; Sandy Lacroix and Linda Spellman represented the management company.

    REVIEW OF THE JANUARY MEETING MINUTES:

    The January meeting minutes were accepted as written.

    REVIEW OF THE FINANCIALS:

    The financials were accepted as presented.

    OLD BUSINESS

    • Decks – Otter Creek Awnings has been selected as the vendor for the deck building project. Based on last summer's deck inventory, the Board selected the ten (10) worst decks for construction in 2007. For more details on this project, please see attachments. Any questions, comments or concerns may be directed to Sandy Lacroix Property Management at 878-7307.

    SLPM will coordinate a meeting with three members of the Board, Otter Creek, the drainage contractor, the grounds company and Vt. Gas as all of these companies will be working together.

    • Grounds Discussion – The Board was generally pleased with the performance of the grounds company during the Valentine's Day blizzard. SLPM is implementing a "Disaster Plan" for next winter to minimize the problems that arise during these times. This will include having one contact person each from the grounds company, the Board and SLPM. SLPM has a website that homeowners will be able to access. This website will be updated as SLPM gets information from the grounds people.

    It was suggested that a committee be formed to help those homeowners who cannot do for themselves in a snow emergency. This "Emergency Crew" would be available to help only those people that really need it. Anyone interested in being a member of this committee may call Jeff Haslett at 878-4488.

    There was damage done by the grounds people during the storm, such as lawn being dug up. Bushey's will repair any damaged areas that they are responsible for.

    The Board would like to remind all homeowners that whenever there is a large amount of snow, it is imperative that they clean off their vents.

    SLPM will have Bushey's prune four or five crab apple trees that have not been pruned for years.

    OTHER BUSINESS

    • The annual garage sale will be held in June. Details will be provided at a later date.

    With no other business to discuss, the meeting was adjourned at 8:45 p.m.

    The next meeting will be held on Thursday April 26, 2007 at 7:00 p.m.

    Respectfully submitted by Sandy Lacroix Property Management.



    January 25, 2007

    PRESENT:

    Jeffrey Haslett, Mary Way, Cecile Fontaine, Jennifer Allard and Anna Murphy, Board of Directors; Sandy Lacroix and Linda Spellman represented the management company.

    The meeting was called to order at 7:07 p.m.

    Jeff Haslett introduced Sandy Lacroix and Linda Spellman from Sandy Lacroix Property Management (new property manager, hereafter referred to as SLPM).

    REVIEW OF THE NOVEMBER MEETING MINUTES:

    The November Meeting Minutes were unanimously accepted as written.

    REVIEW OF THE FINANCIALS:

    The Board stressed that a deposit would be made to savings monthly per the short-range plan. SLPM and Cecile Fontaine will audit the accounts and report back to the BOD to verify the accuracy of the numbers received from Appletree Bay. The financials were unanimously accepted as presented.

    STATUS OF DELINQUENT ACCOUNTS:

    The Board asked for an update on delinquent accounts. As of the time of the meeting, only one unit was delinquent. A lien has been placed on the unit and their mortgage company has been notified.

    MAINTENANCE/CAPITAL PROJECTS/CHECK LIST

    The Board briefly went over the following items with SLPM.

    • SLPM was given a list of repairs. These repairs included: a basement leak, a chimney leak, a garage leak, a roof leak, ceilings repairs, siding & shutter checks and repairs, and drainage issues.

    • Maintenance issues include: tree removal, gutter leaks, wasp control, power washing, decks (9 units will be sealed & stained), chimney inspection reports and property maintenance.

    • Legal issues – SLPM will check with the association's attorney to be certain all attorney fees have been satisfied for work prepared for delinquent owners.

    • Cecile Fontaine will draft a letter authorizing Sandy Lacroix to sign checks for up to $2,000.00.

    • The Board suggested a meeting between SLPM and Mountain View Association. The reasoning behind this is to investigate a possible alliance (or combining) of the two associations. This would be a possible benefit for work that both associations need to have done.

    • The Board has a 5-year short-range plan for Capital Expenditures, such as: deck replacement, drainage, driveway replacement, landscaping, pump station improvement, roof replacement, sidewalk replacement and street replacement.

    • The Board gave SLPM a matrix for satellite dishes, decks, and roofs, so that they may track them easier.

    NEW BUSINESS

    • 2007 Projects – The Board received numerous quotes for deck replacements and after careful consideration, narrowed it down to one company, however, SLPM would like to obtain one more quote and will present it to the Board and then a decision will be made.

    • A first draft of the revisions and updates to the Rules & Regulations was presented. The Board will look the draft over and discuss and the copy will be filed when a final version is approved.

    OTHER BUSINESS

    • The Board would like to remind all homeowners that any repairs that need to be done should be reported to SLPM, NOT the Board.

    • The Board and SLPM discussed Bushey's Property Maintenance and issues that have arisen. SLPM will speak to John Bushey about clearing the snow right down to the pavement. SLPM will let John know when to salt and report any salting to Jeff Haslett.

    • The Board would like to remind all homeowners/tenants that if everyone moves their vehicles to one end of the parking lot, Busheys could plow that end. When one side has been plowed, the vehicles can be moved to the other end and that side can then be plowed.

    With no other business to discuss, the meeting was adjourned at 9:10 p.m.

    The next meeting will be held on Thursday March 22, 2007 at 7:00 p.m. in unit 278.

    Respectfully submitted by Sandy Lacroix Property Management.

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