2017 Board Meeting Minutes Jan 15
EPMFHOA
Jan 15, 2017 Board Meeting
Call to Order: 1:10
Attendees: Kathy Beatty, Pamm Haglund, Susan Novy, Elen Crone, Rick Jordan, Tim Dawson; and Pete & Linda Hogue via phone.
Minutes: change last minutes to “Buildings & Grounds” instead of “Financial Review Team” on approving Review.
Vice President Report: Yeah to Pamm for all the snow removal! Trash seems to be working fine so far this winter, even with all the snow. A special thanks to Pete and Kathy for all their work on the 2017 budget.
COMMITTEE & TEAM REPORTS:
Buildings & Grounds:
Pamm discussed the snow removal and is very pleased with our contractor. He will not shovel sidewalks, decks, porches or bridges. Only the driveways. It’s $500.00 per removal. We have $1500.00 in the annual budget and have had 5 removals so far. He gets here when he can, since we’re not his only contract. The hospital will always come before us.
We will look into roof replacements and repairs with Aaron come spring. We will also talk about the seal coating. After the snow melts, we may have much more to take a look at for maintenance in the spring.
Finance: Kathy has been putting together a new data base on Quickbooks. She will send both data bases to Barry Stein for review and approval of our process.
We do have a few late payers on dues and we’re discussing how to handle this. We don’t want volunteer board members to have to get into the collections business. Remember, if you’re in town, Kathy has a HOA mailbox at her condo, 1454 Matthew, for your convenience. Walk over and save a stamp. Otherwise, the mailing address is 1460 Matthew Circle, which does not correlate to any physical building- only a box at the cluster boxes.
Pete discussed how we overspent by 15K in 2016 with maintenance. We don’t know what our new normal is going to be. So the 2017 budget has a new guess on the new normal with a clean new data base that Kathy has been working on. We discussed and clarified the 2017 budget. Linda moves that we adopt the budget as presented. Approved.
Rick moved to accept the presenting of the expense authority and 3 year reserve plan. Approved.
Business Practices: no report from Pete. Susan has changed the hosting to lifetime.hosting for the website, so that we won’t have renewal bills that may be missed. Our nameserver doesn’t renew until 2021. She might look into getting a lifetime domain name as well. All these companies will only bill real people, so there’s no way to have the bill sent to a company (it could be a robot). So should anything happen to Susan, nobody else would ever know when the renewals were and the site would be shut down. So this should alleviate that from ever happening.
Community Activities: Party!!: Friday, February 10 at @ 5:00 at Tim Dawson’s
1437 Matthew Cr.
In April or May, Tim would like to host an ongoing Thursday afternoon HOA Business After Hours, drinks and fun festivity. BYOB, I assume 🙂 More on this later…
Long Range Planning: Siding and landscaping changes would be too cost prohibitive at this point in time to consider. However, Aaron would like to consider different forms of grass (not the smokin’ kind), so anyone who has any knowledge of landscaping grasses is welcome to join the committee or attend meetings.
Some of our roofs are showing wear and are not to be replaced until the early 2030’s. We’ll be looking into our 30 year warranties and try to find out why we’re having failures already.
NEW BUSINESS
Snow Removal: Should we change to 4” removal or keep it at 6” for driveway snow removal? Discussion followed, including possible snow fences, holiday guest liability and abilities of owners. It was decided no change to the current contract will be made, as we have such helpful neighbors. Any additional snow removal beyond the driveways needs to be at the expense of the owners. You may want to have your owner’s insurance company talk to the HOA’s insurance company to make sure everyone’s covered, should you decide to hire someone. It’s a gray area.
Snowblower: Should we purchase one? Discussion followed about whether it would even work for the short sidewalks and whether we would have any insurance on owners using the snowblower. We would if the owner was a contract laborer for the HOA. More research needs to be done. Snowblowers can throw stones real well!
Next Board Meeting:
April 30, 2017 at Dawson’s 1437 Matthew Circle at 1:00. All welcome!
Meeting Adjourned:
3:00pm
Posted in Minutes 2017 by Susan with comments disabled.