Estes Park Mountain Fairways HOA

EPMFHOA BOARD MEETING MEETING MINUTES

8/26/17 (Sat), 1:00 PM, 1458 Matthew Circle

Attendees: Board members present: Linda Hogue, Rick Jordan, Tim Dawson, Kathy Beatty

Board members absent: John Gaddis, Susan Novy, Pamm Haglund
Other attendees: Chris Metzger, Pete Hogue, Elen Crone, Aaron Voboril

Call to Order At 1:00 PM

President’s Report: Tim stated that his goal was to have more transparency about HOA actions. He wants as much information as possible on the web site. Hopefully having the info posted on the web site will allow members to find their own answers & free up board members time. Tim stressed that his personal priorities are family, work, and HOA business.

Approving the minutes from both the 7/8/17 & the 7/30/17 meetings was tabled until everyone has a chance to see the final copy.

Treasurers Report :

August has been a busy month for us, with many major expenditures:
In early August, Aaron contracted with Fowler Roofing to do major repair work on the Brodie bridges and decks. The entire contract is for $5320.00. We paid the first half of $2660.00 up front, with the balance due upon completion of the work.
In addition, urgent repair had to be done on Gary’s bridge, at a cost of $1070.00.
The water bill jumped from $512.42 in July (May-June usage) to $1956.77 (June-July usage).
Driveway sealcoating cost $7400.00
Tree removal came in at $700.00. Aaron found a local company, Affordable Tree Service. Thank you Aaron, for saving us so much money on this!
We have the ongoing issue of our one homeowner’s inability to pay their assessments correctly. They are only $20.00 in arrears, but have not paid the correct amount since January, sometimes overpaying and sometimes underpaying. Because the $20.00 is now 90 days in arrears, I have informed them that I will begin tacking on our $25.00 per month late fee if they are not paid up in full by September 10th.
Despite the heavy expenditures, as of today our book checking account balance is $49,676.73, so we are not in any danger of running out of cash, nor are we in danger of tapping into the reserve funds which have not yet been transferred to the reserve savings account.
Respectfully submitted,
Kathy Beatty
Treasurer

Finance Committee Report:

Expense authorities (Handout: Those authorized to order work up to the annual budgeted amount for insurance,computer costs, legal, sewer, snow removal, trash and billing/anomolies and transfer of reserve funds is the treasurer; for lawn maintenance, sprinkler system, property management contract labor, asset manager, repairs, water and reserves is the operations manager; for office expenses is the secretary) after discussion Kathy moved & Linda seconded approving the expense authorities as presented. Motion passed.

Payable authorities (Handout: checks over $500.00 require 2 signatures. Checking account authorized signers are Kathy Beatty, Arleta Bell, Pamm Haglund, John Gaddis and Rick Jordan; for both the operations and reserves savings account is Kathy Beatty and Rick Jordan.) after discussion Linda moved & Rick seconded approving the payable authorities as presented. Motion passed.

Financial Documents On The Web Page (handout). After discussion Rick moved & Kathy seconded approving the Financial Documents on The Web Page as amended. The amendment was to have two items moved from the P (protected) section to the O (open) section. Motion passed.

Assessments Overview (material in advance) after discussion it was moved and seconded approving the An Overview of Our Assessments document as presented. Motion passed. This also appears under Annual Budgets on the website: EPMF 2017 Assessments Overview

Business Practices Committee Report:

The 2017-2018 line-up on committees are:

Finance Committee: Pete Hogue- chair, Linda Hogue, Kathy Beatty, Rick Jordan and Arkie Vaughn

Buildings & Grounds Committee: Pamm Haglund*-chair, Rick Jordan, Elen Crone, Aaron Voboril*, Chris Metzger and Ronnie LaRue. *= will serve as point of contact for asset manager

Business Practices Committee: John Gaddis- chair, Susan Novy, Pete Hogue, Sally Gaddis

Community Activities Committee: Gary Dougherty-chair, Pamm Haglund, Dee Dougherty, Colleene LaRue, Sally Gaddis

after discussion Kathy moved & Rick seconded approving the organizational chart as presented. Motion passed

Rules & Policies Review Project (Handout: There was a proposed committee and process for reviewing and getting current the rules & policies ) after discussion Linda moved & Rick seconded approving the project to review the Rules & Policies with the amendment to say work to be completed by Sept. 2017 or as the committee decides. Motion passed.

HOA Versus Owner Cost Responsibilities (material in advance) after discussion Kathy moved & Rick seconded approving the HOA Verses Owner Cost Replacement as amended. The 9/2/17 amendment is to add detail information on porches and fireplaces (an action item for the finance team) and to add porches to Definition 1b. Motion passed. This form is also found under the By-laws tab as HOA vs. Owner costs

Long Range Planning Team Report:

Architectural Design & Control Project (LRP would like to head the newly created Architectural Design & Control committee. They present an overview of approach to architectural guidelines handout) after discussion Rick moved & Linda seconded approving the architectural design & control project as presented. Motion passed

Insurance Team after discussion – with the value of our units going up, do we still have enough insurance? Kathy moved & Rick seconded approving the reactivating of the Insurance Team made up of Gary Dougherty, John Gaddis & Pete Hogue. Volunteers to this team will be sought out at the Owners Workshop. Motion passed.

The Board will have a meeting on Sept. 16th. Time and place TBD.

Aaron presented a report for B & G. They have met with a second possible candidate for the position of Property Assets Manager.

Meeting adjourned at 2:25.