Estes Park Mountain Fairways HOA

Dec 9th 2017 Board Meeting Minutes Dec 9

MFHOA Board Meeting

9 December 2017

4:30 @ 1445 Matthew Circle

Attendees: Susan Novy, Kathy Beatty, Tim & Leigh Dawson, Rick & Claudia Jordan, John Gaddis, Linda Buehring, Don Miller, Elen Crone, Tim & Julie Walsh, Chris Metzger, Don Dodson

by phone: Pete & Linda Hogue, Joan Baker, Aaron Voboril, Steve & Ann Poznic

Call to order: 4:30

Approval of minutes from last meeting:  Aug 26, Sept 16, Nov. 4 minutes to be provisionally approved with format to be discussed further. John moved to approve minutes, Kathy 2nd; approved. 

President Report:  Tim and Leigh will be out of town a lot due to Leigh having a temporary teaching position out of state.

Treasurer’s Report:

November Financials are available on the website. If you have any questions, do not hesitate to ask.

On November 30, 2017, Kathy updated our accounts at USBank and closed the safe deposit box. The accounts were owned by Charley Griffin. They require an individual to be the owner; that is now me. Kathy submitted a list of our current board officers, as the bank required this to update our accounts (attached). We should update this annually after the new board is seated each year.

Kathy removed Charley and Javier as official signers from all accounts. Kathy is an official signer on all 3 accounts now. Pamm is an official signer on the checking and savings account. Not that a person does not need to be an official signer to sign checks, as long as that person is approved by us. The bank doesn’t care who actually signs the checks.

Kathy removed all the contents of the safe deposit box. There wasn’t any gold bullion, unfortunately. There was not a credit card in the box. There once was a debit card for the checking account, but it has long been expired and wasn’t in the box.

The following documents were being stored there:

• Copy of the certificate of incorporation and the articles of incorporation
• Copy of the easement grant
• Copies of the quit claim deeds for all 3 properties (main property (2 copies) and 2 out-lots  (open space on the north end)

ACTION ITEM: We need to add a second official signer to the reserve savings account. A board officer (Tim, Rick, Susan) can do this him/herself. He/she should add themselves to all 3 accounts as well as the reserve savings account. If we want to add Pamm as the second signer on the reserve savings account, Kathy must accompany her to the bank to do so, since she is not a board officer.

ACTION ITEM: Do the documents from the safe deposit box need to have special, safe storage?

Respectfully submitted,

Kathy Beatty
Treasurer

John moved that we accept the treasurer’s report and accept Pamm as a secondary signer on the account. Rick 2nd. Approved.

Secretary’s Report: Susan has made a separate category for 2018 Roofing Project so that for future reference, it’s all in one spot.

Vice President report: (Rick’s insurance findings meeting with American Family)

We don’t have a claim with the shingles due to insurance not covering faulty materials.

We have 3 types of coverage: fraud, property and liability. Property is appraised at 9.4 M dollars. Our insurance company thinks that we are adequately insured with the 10% increase. American Family is our insurance company and is very competitive and less than what we were paying when we had State Farm. Most of Estes Park condo associations had the same lawyer draw up the Declarations. She needs to see ours in order to determine what is covered according to our Declarations. Our fraud insurance covers up to 150% of our budget. Our current deductible is $1000.00. That may be increased by the insurance company to $5000.00.

Buildings & Grounds Committee: (Pamm and Aaron report on options regarding shingles and gutters)

We are consistently have more and more leakage. Our 50 year shingles are not holding up. They are cracking and splitting. We submitted a claim to Tamko and received 80% of material replacement. We need to act on this before August 2018. If we have to do this, we might as well do the gutters as well. We may need to put new skylights also. So the bid includes roofs, seamless gutters and New Velux 20 year warranty double pane glass skylights @ $250.00 each. Then we’ll have a clean slate with documentation on everything.

After many hours of correspondence with roofing vendors, Aaron acting as our Property Asset Manager and I (Pamm) acting as Operations Director are recommending we choose Majestic Roofing of Loveland, CO to complete our roof, skylight and gutter replacement.  This includes roof replacement work, such as roof venting.

Reasons for selecting Majestic Roofing are:

1.  Better quality of substrate materials for roof valleys, skylight curbs and roofing perimeter.

2.  Heavier gauge flashing for skylights.

3.  No cost for gutter removal and disposal.

4,  Better liability insurance coverage.

5.  Identified concerns when working around existing substandard skylights.

6.  References from Northridge Meadow Condo Association and one other homeowner, both in Estes Park “Would use Majestic Roofing again”.

7.  Very quick response to our questions or concerns when working with us during estimate creation.

8.  Best price among the 4 bids submitted.

9.  Will partner with Thermal Concepts for gutter replacement, making Majestic Roofing our single point of contact for both roofs and gutters.

Finance Committee: (Kathy and Pete report on options regarding funding the shingles and gutters project) See project plan in the new 2018 Roofing Project category.

It appears that the assessment will total $180,000.00 split by 30 homeowners to be around $6000.00 per owner. John moved that we anticipate a $6000.00 per unit assessment to be paid by May 15. Kathy 2nd.  Unanimously approved. 

Linda moved that we approve B&G’s recommendation to accept the Majestic Roofing estimate for the roofs and gutters and skylights. Rick 2nd. Unanimously Approved.

Rick moves that we approve the project plan high level timeline and project proposal . Linda 2nd. Approved. 

Rick found that our Declarations may require a vote of all the homeowners for special assessments over $2000.00

Business Practices Committee: Pete and John reported on a proposal for the HOA to purchase a laptop, screen and projector. Right now all the information of the HOA is kept on various board member’s personal computers and some is transferred to the website. The committee feels an HOA asset of a laptop to keep all the records on is important. Having a projector and screen would also make board meetings easier to show and explain items. 

John moved to purchase a laptop, projector and screen for HOA use. Rick 2nd. Approved.

Community Activities Committee: Kathy and Elen are having a party Friday Dec.15 at 4:00.

Long Range Planning Committee: no report. 

Other old business: none.

New business:  Next meeting, Sunday Jan 28, 2018 

Adjournment: 6:00

Posted in Minutes 2017 by Susan with 3 comments.