2017 Board Meeting Minutes June 11
EPMFHOA Board Meeting
6/11/17 at 4:00 at the Gaddis’s
Attendees: John & Sally Gaddis, Linda & Pete Hogue, Kathy Beatty, Tim Dawson, Aaron Voboril, Elen Crone, Susan Novy, Rick Jordan
President’s Report: Everyone had a fine winter- some warmer than others.
Secretary’s Report: Minutes from Jan. 15th approved.
Treasurer’s Report: All the requests for, and financial work done on QuickBooks paid off. Everything is working great now and we have new reports that work with ease! The biggest change was a new database as of Jan 1, 2017 and revising our methodology according to Barry Stein’s (our accountant consultant) recommendation. There was a motion to accept the financial changes made according to Barry Stein’s recommendations by Linda, seconded by Rick. Passed.
As a volunteer organization, should the HOA charge an administrative fee for the extra work necessitated by habitually late/or wrong amount assessments? We do have a late fee, but a very few owners are routinely and habitually late – which creates significant additional work. Should we have an extra administrative fee for those who habitually pay the wrong amount, as well? The Finance committee will determine whether they need to present a proposal to the board about this.
Buildings & Grounds Committee Report:
Posts: 13 posts were replaced and 2 rails. It’s 50/50 on the opinion of removing the post fencing.
Work Day & Party: Next Saturday 8:00am for some landscaping and to paint the house numbers; followed by a picnic at 5:00 in the lawn area between Nan (1434) and Chris’s (1422). Everyone is invited and everyone is asked to bring a covered dish to share. Bring your tastiest!
Seal Coating: will be done on all except the Brodie units in late June or early July.
Needle Blight: 14 spruce trees have the blight and will be treated.
Roofs: all units may need some warranty work. Due to the extreme amount of work necessary to submit each claim, we are submitting one test claim We’re only 10 years into our 30 year warranty.
Property Manager: This is Aaron’s last year as property manager, so we are going to be interviewing a possible successor.
Paint: the Brodie Units will be painted this year.
Long Range Planning Committee:
They are in the initial stages of development for architectural design guidelines and construction standards documents. A little further down the line we might do a survey of the entire homeowners for some input. We will also discuss this at the annual meeting.
Business Practices: The time line for this year’s meetings was discussed and determined. The organization chart was reviewed.
Community Activities. The plans for the work day and picnic on June 17th were discussed.
Annual meeting: Sun. July 30th 1:30 at the Hondius Room in the Library. Sally will work on refreshments.
Board Retreat: at the Hogue’s (1458) on Sat. August 26 at 1:00
Annual Owner Workshop: at the Hogue’s on Sat. August at 2:30
Board Meeting to adopt the 2018 budget and approve the slate of officers nominations for the annual meeting: Sat. July 8th at the Gaddis’s (1456 ) at 4:00.
Please let Board members know if you would like to serve on the Board next year.
John Gaddis will retire as President..
Meeting Adjourned at 5:30.
Respectfully Submitted,
Susan Novy – HOA Secretary
Posted in Minutes 2017 by Susan with comments disabled.