Meeting minutes for December, 2014
To All Owners and Tenants:
Please be advised that on Wednesday, January 7, 2015, Pace’s Tree Service will be onsite to pick-up, chip, and remove from the property all Christmas trees that are placed at the entrance to the dog walking area. Just drop off your tree the weekend of January 3rd and we will have it removed for you.
Any resident and/or tenant that would like to discard their tree prior to January 7th, please make sure it is discarded off the property and not into the property rubbish container. If your tree is identified in the rubbish container, there will be a fine imposed to you for not properly discarding your tree.
In order to avoid this problem, please place your Christmas tree at the entrance to the dog walking area no earlier than Friday, January 2nd, 2015 or anytime during that weekend in order for them to pick up the trees on Wednesday, January 7th. No trees should be placed in this area prior to January 2nd.
If there are any questions, please feel free to call the Management Office at 603.868.1262.
To All Owners and Tenants:
Beginning on Thursday, December 18th through Friday, December 19th at The Garrison, Urban Tree Service will be onsite to perform tree trimming services in various areas throughout the complex (weather permitting).
The tree trimming program is based on an annual maintenance program. Trees being worked on are defined as Ornamentals, Birches, Maples, Arborvitaes, and Pines. All shrubbery will be addressed during the summer months by the landscaping company.
Tree Services will begin around 8:00am each day so please make note of it in your calendars!
Please make note of this in your calendar!
We kindly request that you please not request individual service to the technicians for your own trees while they are onsite as it will cause the overall services to be delayed and increase the cost of the tree work. If you have specific questions and/or requests, please email them to the Property Manager at firstname.lastname@example.org or call the office at 603.868.1262.
To All Owners and Tenants:
Thank you everyone for your patience and cooperation during this paving project as we near the conclusion of the project. This will be our last correspondence of what will be transpiring over the week of October 20th in terms of the top coat and phases and wanted to advise you of the schedule. Please understand that if we have inclement weather and we cannot perform the top coat on a particular day based on the schedule below, it will be delayed to the next day which in turn will push back everything one day. The schedule is planned as follows:
MAIN ROADWAY: The main roadway will be top coated in two sections allowing access at all times in one lane throughout the entire week. The final top coat for the main roadway will be scheduled for Friday, October 24th whereby one lane will be completed during the morning while the other lane will be completed in the afternoon. You will be able to drive over the top coat as directed that same day but please be aware of which section is being done by the direction of the paving crew that will be onsite and providing you directions as to which side will be done first.
PHASE 1 (UNITS 12-20 PLUS FRONT OF GARAGES FOR UNITS 11 & 12): We will be top coating this section and the driveway in front of garages for units 11 and 12 on Tuesday, October 21st beginning at 7am. All vehicles must be out of their garages and off the parking lot before 7am. All garage doors must be opened or unlocked allowing the paving crew to access inside the garage to allow for the seal between the paved area and your garage floor since the rolling machine must roll into your garage. If you have a garage door opener, then you must disengage it to allow the crew to open the door. The paving crew will close the door when finished. NO VEHICLES WILL BE ALLOWED BACK INTO THIS SECTION UNTIL THURSDAY, OCTOBER 23RD AFTER 5PM SO YOU MUST USE EITHER THE DALEY DRIVE PARKING LOT DURING THIS TIME PERIOD OR FIND A VISITOR SPACE AROUND THE PROPERTY.
PHASE 2 (UNITS 49-62): We will be top coating this section on Wednesday, October 22nd beginning at 7am. All vehicles must be out of their garages and off the parking lot before 7am. All garage doors must be opened or unlocked allowing the paving crew to access inside the garage to allow for the seal between the paved area and your garage floor since the rolling machine must roll into your garage. If you have a garage door opener, then you must disengage it to allow the crew to open the door. The paving crew will close the door when finished. NO VEHICLES WILL BE ALLOWED BACK INTO THIS SECTION UNTIL FRIDAY, OCTOBER 24TH AFTER 5PM SO YOU MUST USE EITHER THE DALEY DRIVE PARKING LOT DURING THIS TIME PERIOD OR FIND A VISITOR SPACE AROUND THE PROPERTY.
PHASE 3 (UNITS 1-11): We will be top coating this section on Thursday, October 23rd
beginning at 7am. All vehicles must be out of their garages and off the parking lot before 7am. All garage doors must be opened or unlocked allowing the paving crew to access inside the garage to allow for the seal between the paved area and your garage floor since the rolling machine must roll into your garage. If you have a garage door opener, then you must disengage it to allow the crew to open the door. The paving crew will close the door when finished. NO VEHICLES WILL BE ALLOWED BACK INTO THIS SECTION UNTIL SATURDAY, OCTOBER 25TH AFTER 5PM SO YOU MUST USE EITHER THE DALEY DRIVE PARKING LOT DURING THIS TIME PERIOD OR FIND A VISITOR SPACE AROUND THE PROPERTY.
During the time period prior to your section being done, you can use your parking spaces until such time your section is being top coated. However, when your section is being top coated we kindly ask that you follow the directions as noted above. Further, during the time when you cannot access your parking section, we will be line striping the parking lines and roadways. Please refrain from accessing your section until the time period as detailed above in order to maximize the drying time for your paving section.
As a reminder where you can park, the auxiliary lot that the school has permitted The Garrison Condos to park is off Daley Drive. When exiting the property, take a right onto Durham Road and then take your first left onto Daley Drive. Once on Daley Drive the lot is directly on your right hand side. You will be allowed to park overnight and during the day during the entire week of October 20th through Saturday, October 25th in this lot so it is very important you do not return your vehicles to your section until the times and dates noted above.
Please make sure you read these notices as times and scheduling may change throughout this process due to weather and/or progress so it is essential that everyone be aware of the schedule in order to make this process as smooth as possible. Again, if weather plays a part where we cannot top coat on a particular day, everything will be pushed back 1 day so please be aware of this in order to make this project run smoothly without disruptions.
If there are any questions regarding the paving project, please feel free to call the Management Office at 603.868.1262. Thank you!
To All Owners and Tenants:
At the Special Meeting that took place on August 26th, the residents who attended approved based on a majority vote to move forward with the final phase of the asphalt replacement project. This will be the fourth and final year of this project.
Since the project is going to affect many areas of the property as well as affect everyone entering and exiting the property at some point when the area near garages of units 1-10 are being done, we wanted to provide you some detail as to how this will work.
The project will be broken up into three sections and three time schedules.
First, beginning Monday, September 29th and continuing for that entire week, we will be removing all asphalt in the specified area of units 12-20. We will remove all existing roadway and sidewalk asphalt on Monday, Sept. 29th thru Wednesday, Oct. 1. We will install the base course on Thursday and Friday of that same week so everyone who resides in units 12-20 will have access to those parking area during the evening hours which would be after 5pm each day. Please be advised that all vehicles must be removed from this area before 7:00am each day also so we recommend that anyone who works overnight and comes back in the early morning hours to not park in this section during this week. Once this area is completed you will be able to park your vehicles back in the area until such time we are ready to install the final top coat as noted below.
Second, beginning Monday, October 6th and continuing for that entire week, we will be removing all the asphalt in the specified area of units 49-62. Again, we will remove all existing roadway and sidewalk asphalt on the first three days of that week and then installing a base course towards the end of that week (weather permitting). Once this area is completed you will be able to park your vehicles back in the area until such time we are ready to install the final top coat as noted below.
Third, beginning Monday October 13th and continuing for that entire week, we will be removing all asphalt in the specified area of units 1-11. Again, we will remove the speed bump and all related asphalt in the roadway, up to the garages, and including the sidewalks. We will most likely split the work here up into two sections because of the impact of everyone coming in and out of the complex. This will most likely be one lane traffic for a day or two until the base course is set.
Once all areas have had the base course down, we will begin to install the final top coat to all three areas at the same time during the week of October 20th (weather permitting). This should take 1-2 days to be completed (weather permitting). When the final top coat is installed, you will not be able to drive on it for 48-72 hours. We will take into account the access in and out of the property during this week and will have plenty of cones and directive arrows showing you how to get in and out of the complex so as to not disrupt the project. We do ask that everyone be patient during this time. We are currently working with the Dover High School to request additional parking off Daley Street for all residents who are affected by this project during the entire time of this project and will advise on the status of that request within the next week. Further instructions and timing of this additional lot will be communicated to you when finalized.
During the construction period there will be limited to no access to these areas during the daytime. You will have access to your units but there will be limited to no vehicular traffic during the day when the project is going on. All vehicles must be removed from the parking areas as noted above (which includes vehicles in garages in the work area) no later than 7:00am each day during construction but can return to its assigned parking areas after 5pm each day. However, during the day we will be monitoring any traffic and limiting access to this work area. Please be patient and cautious when entering and exiting this area during this time period while we are making these repairs. We also ask all owners being affected during this project to disengage your garage doors so the contractors can open them in order to protect any damages to the doors. We will require everyone to have their garage doors open when the final top coat is placed down in order to get the best connection up to and including the garage lip. We will communicate when that happens but for those who have automatic garage door openers we will require you to leave them disengaged during the term of the project. You can keep the door down but just don’t lock it.
We apologize for this inconvenience but these repairs are necessary and as part of our ongoing commitment to our capital project plan and to improve the parking facility and roadway at The Garrison.
If there are any questions regarding the paving project, please feel free to call the Management Office at 603.868.1262.
To All Owners and Tenants:
Please be advised that beginning on Monday, September 8th through September 24th, Marston Painting out of North Hampton, NH will be onsite to perform the following services at The Garrison Condos:
- Power Washing vinyl siding on units 1-35 which includes the front, back, gable ends of buildings and rear decks will begin on Monday, September 8th and run through Wednesday, September 10th (weather permitting)
- Power washing of rear decks on units 1-35 which also includes the sanding of deck boards and staining of the deck, handrails, and deck stairs (it is crucial that these units owner remove all patio furniture prior to work commencing) will begin on Friday, September 12th and run through Wednesday, September 24th
The power washing of buildings and rear decks is projected to start on Monday, September 8th beginning at 8:00am and is expected to conclude by Wednesday, September 10th. It will take approximately 24-36 hours to begin the sanding, scraping, and staining of the decks after the decks are power washed to allow them to dry properly. We will sand, scrape, and apply two coats of stain to the decks. Once your deck has been stained after the second coat has been applied, you will not be able to use your deck for at least 48-72 hours.
We will begin at unit 1 and move numerically upwards to complete the work with the power washing beginning on Monday and try to get as much of units completed within those two days. Once the power washing is completed and decks are dry, we will then return on Friday to begin sanding and scraping the deck. Please note that we will be using two coats of exterior stain so there will be a time period between coats which you will not be allowed to step on the deck. All items on decks must be removed prior to the commencement of this project. Anything left on the deck during this project is the responsibility of the unit owner.
We will begin work while on site each morning by 8:00am (weather permitting) and expect the project to conclude on or before September 24th. It will be critical that all windows are closed during the power washing process to avoid any water from entering the unit. This is the unit owner’s responsibility. For those units having the decks stained, you will be notified by the painters in advance when they will be at your deck (typically the day before) so you are aware of their arrival. In addition, the unit owners having their decks stained will be responsible for removing all deck items prior to painters arriving. If you plan to go away during this time, please let your neighbor(s) or management aware but remove your items from the deck before work commences.
If weather plays a role in delaying any of the above mentioned projects the projects will roll into the next day but our goal is to complete the entire project no later than September 24th.
If there are any questions regarding these projects, please feel free to call the Management Office at 603.868.1262.
To All Owners and Tenants:
At the 2014 Annual Meeting which took place on April 8th, 2014, the Board of Directors presented to the residents who attended that it would be our goal to complete the remaining blacktop replacement in one phase rather than in multiple phases. There were several reasons explained on doing it in one phase rather than two which included less inconveniences to the residents, less costly now in one phase than it would be in future years and multiple phases, and the urgency to replace certain areas of blacktop due to severe disrepair. The consensus of those unit owners who attended agreed to have it done in one phase although it was agreed to determine how the project would be paid for and if there would be a special assessment to complete the project in one phase. Once the board was able to determine how the project would be financed, the Board would hold a Special Meeting with the unit owners this summer to discuss the cost of the project, how it will be financed, whether a special assessment would be required, and to get the necessary approvals from the unit owners to proceed forward with the project (per the by-laws the Board must receive a 67% majority approval from unit owners to spend any monies over $5,000 when it comes to a capital reserve project).
Since the date of the Annual meeting, the Board and Management have worked hard in obtaining proposals from local banking institutions to determine how this project can be financed and be completed in one phase. We were able to obtain these proposals and plan to present them to the unit owners at this Special Meeting that will be held on Tuesday, August 26th at 6:30pm at the pool.
Since we do have new owners at the property that are probably not familiar with what was discussed at the Annual Meeting and for those who did not attend the Annual Meeting, the Board plans to hold a Question and Answer session beginning at 6:30pm that same evening to answer any questions regarding this project. At 6:45pm, we plan to hold the voting for this project so we hope everyone can attend. For those who are not able to attend, we have included a Proxy to be submitted to Management prior to the meeting. For this who do plan on submitting a Proxy, it is essential that you appoint someone that will attend the meeting and a unit owner so they can vote on your behalf (if we receive a proxy and you do not appoint someone, then the proxy is useless and will not be accounted for towards the vote). Proxies can be mailed to S.S. Maguire Management located at P.O. Box 165, Hampton, NH 03843 or dropped off to any board member prior to the meeting.
In order to afford this project, the Board intends to receive a loan commitment of up to $130,000 to pay for this project and pay it back over a term of 5 or 10 years. We do not expect a special assessment to be assessed to unit owner but rather use the money that is being transferred from the operating to the reserves on a monthly basis and use a portion of that monthly transfer money to pay down the loan.
Please mark your calendars for Tuesday, August 26th at 6:30pm at the pool area to join us to discuss this project and receive your approval to move forward with the project. If the majority approvals are received and the project moves forward, it is our intention to begin this project in late September/early October of 2014.