Letter for Clarification of Complaint process

August 20, 2007

Dear Fellow Association Members

The Board of Directors would like to address several issues that have been identified over that past several months and are requesting your help and cooperation.

G&W Management Company has been hired to administer the property common areas, collect fees, pay our bills, and to represent our Association in all legal issues affecting this Association. Although we are glad to see regular inspections and aggressive involvement by G&W, we realize that there have been some issues with Warning letters and fines and we wish to address them.

On behalf of the Board I met with our property manager and discussed the process and this is what we have agreed should take place. As we see it, there are three basic categories of issues that G&W will be involved with:

1) Our first category, include matters of legal representation, late fees, non-payment of fees, member statements, administration of contracts, and the like, we authorize G&W to act in the corporation’s best interest and to report those actions to the Board of Directors regularly. Any matter or complaint involving billing or legal matters must be directed explicitly to our property manager at G&W. The Board will not involve themselves routinely in these matters unless we deem so necessary or required to by our counsel. No Board member can act in direct conflict to our attorney who represents this corporation and is in the best interest of the corporation.

2) Our second category, we identified issues such as (but not limited to) roaming dogs, members not cleaning up after their pets, barking dogs, trash or other health related issues, unauthorized changes to the common areas, repair and maintenance to the exterior structure and the like to fall under this category we will call quality of life issues that affect us all. The Board has directed G&W to act directly on our behalf to issue warnings and fines if they clearly can identify any violator. However, there may be times the Board will assist G&W to determine who is in violation but this is expected to be the exception rather than the rule.

3) The third category involves issues that do not affect the quality of life in our community and these include but are mot limited to parking issues, driving behind ALL units, and the like. Also, if G&W can not clearly identify a violator, they must ask for the Board's help. In these cases the Board along with our property manager will handle complaints directed to them before any warning or fine is imposed

All complaints or other concerns should be directed to G& Management and this letter states under which category they will travel to resolution. Please keep in mind that all your complaints or other issues will be addressed in a fair and unbiased manner. If any issue is addressed by the Board in category 3 and involves any Board member, the member affected will refrain from any vote. Your Board of Directors does try very hard to meet at least once per quarter but will address any emergency matter as soon as we can gather a quorum.

We are all custodians of the common area we all share and as such, we are responsible judges to know when it is feasibly possible to drive behind or onto any common area to load or unload large items which can not be brought through the front door. Access to the areas behind our condos will be allowed when the ground is dry and firm enough to support your personal vehicles and no tire marks or destruction of grass will occur. Access would not be allowed when the ground is too soft, on rainy days, or over winter snow cover. These would be considered unfavorable conditions to access the common areas with your vehicles. Further we ask that you drive as close to the tree line as possible to avoid driving over the out drain next to unit 7. Violations will be handled by the Board under category 3 above.

In reference to visitor parking, there are visitor spots in front of unit 1 and unit 6 and two outside unit 22. Although parking along the roadway is also permitted, it is precarious at best and residents and visitors are urged to use extreme caution. Violations where walkways are obstructed or any other parking issue will be handled by the Board under category 3 above. Hopefully we will be able to paint new lines this spring to help clarify the parking area better.

Our hope is that we not get into a “situation” as what has been developing in recent months. We are all adults and should be able to address our concerns reasonably. As your president I have come under fire many times and have been singled out as the lightening rod for all complaints. This must end. Please direct your complaints to Jeff Beyers, our professional property manager, at 860-274-6725. Also, if you lost or misplaced the Association Rules and Regulations that were mailed to you this spring, please ask Jeff to send you a fresh copy. We will be updating those regulations soon to incorporate the policies stated above and they are on our “to do” list.

Lastly, your Board of Directors is working hard to manage our limited funds and to provide the best leadership we can. If we look around there have been many nice changes this year such as new fencing, satellite TV, new property signs, mulching, and several others. We have a 3 year plan and are trying very hard to work through it. We are making some real progress but we need everyone’s help and cooperation.


Sincerely,

Rick Lazarski President Pilgrims Landing Condo Assoc.