Estes Park Mountain Fairways HOA

Oct 9th 2017 Board Meeting Minutes Sept 9

EPMFHOA Board Meeting
Sept.16,2017

Attendees: Susan Novy, Pamm Haglund, Aaron Voberil, John Gaddis, Tim Dawson, Kathy Beatty, Rich Jordan & Pete Hogue. Linda Hogue gave her proxy to Pamm Haglund.

Minutes of Annual Meeting: “change property manager” to “asset manager” throughout. Rick motioned to accept the annual minutes with said changes and the July 8th board meeting minutes and Pamm seconded. Passed. We will defer the August 26th minutes until next meeting.

Treasurer’s Report: August Financials are available on the website. If you have any questions, do not hesitate to ask.
Since the last board meeting, we have had two notable Reserve expenditures:
$1000.00 to Richard Mitza, hired to replace Fowler Roofing.
$800.00 to Stumpnut Tree Care for the removal of stumps remaining after tree removals.
In addition, we received a refund of $2123.00 from Fowler Roofing. They deducted $470.11 from the original $2660.00 for siding which was paid for by them and delivered directly to us. Aaron is contacting them about the $66.89 discrepancy. I have deleted the additional $2660.00 from Accounts Payable.
We have one homeowner who has a balance of $20.00 past due over 90 days. After numerous efforts by myself to request payment, giving them the benefit of the doubt and a grace period of 90 days, I have charged them the $25.00 late fee this month, and will continue to add the fee each month until paid in full.
Respectfully submitted,
Kathy Beatty
Treasurer

Finance Committee Report:
A new form was presented for use when overexpenditures are requested by Buildings & Grounds to the Finance Committee. This has recently been used on the Brodie Paint Reserve project due to the extra prep work. Pamm moved that we approve the Overexpenditure worksheet with added change of a summary. Kathy seconded. Approved. This is being done so that transfers of funds are also approved by the board. Pamm motioned to move the money from the project reserve to the paint reserve this overexpenditure. Kathy seconded. Approved.

Over Expenditure Worksheet

Buildings & Grounds Committee Report:

• Shingle Status: John requested that B&G will make a proposal/explanation as to determine if we can get a better roof or how, within our year’s delivery time, what we’re really going to do.
• Tamko offered 80% product replacement. John Gaddis reviewing offer – can we get money instead of product?
• Loveland roofing:Inspected roofs for hail damage – none.
  They will provide a bid for:Tear off, install, flashing and ice/water shield
• Gutter replacement: while replacing roofs should we replace gutters?
  Aaron receiving a bid for all units fromFront Range Seamless Gutters – recommended by Loveland roofing.
• Painting:
  Brodie (approx. $21,000) units and 1458 ($800 estimate).
• Structural maintenance:
  Siding $3,600.
  Bridge and deck $3,500.
• Bridges composite replacement:
  Waiting for bids 1433 and 1437.
• Still looking for Property Asset Manager.
• Driveway sealcoating and Brodie patch/crack seal complete ($7,300).
• Tree, bush and stump removal:
  $1,500.
• To be completed: massive bush removal around 1443 (approx. $200).
• General landscaping:
  Multiple rock enhancements.
  New bushes.
• Wild area clean up:
  All split rail fencing and posts will be removed by Oct. 1st.
  Relocating fence mounted bird houses to posts.
  Remove multiple steel posts.
• Gallo: Indispensable assistant for Aaron.
  Available through the winter for B&G sanctioned work (gutters, etc.).
• Non-compliance of required homeowner structural maintenance:
  We have homeowners not abiding by Estes Park trash compliance.
  Board to send out an email/hand out reminding homeowners NOT to leave trash out.
  Trash bag(s) continue to be left on top of the north dumpster overnight.
  Known $1,000 Estes Park town fine for non-compliance.
  Propose any trash related fines to be paid for by violating homeowner(s).

Business Practices Committee Report:There is a new document pertaining to how the minutes are presented to the membership.

Long Range Planning Report:
There’s a meeting Tuesday Sept. 26 at 1436 regarding the yarrow plant (there is a native yarrow plant that may be a good option to use as grass.) architectural review team and electronic files. Paper documents are by request. Everything is currently being sent via email and on the website.
John moved to approve the LRP’s report that indicates major changes to our existing landscape is not financially feasible. Kathy seconded. Approved.
John moved to approve the LRP’s report that indicates alternative siding is not financially feasible. Kathy seconded. Approved.

New Business:
There was discussion to add text in the HOA vs. Owner Cost Responsibility document clarifying porches and fireplace/chimneys. (There was discussion concerning whatever exterior permanent upgrade, no matter who is responsible for it- owner or HOA, must have a workorder filled out, so the HOA knows/approves of the project and upcoming maintenance for it) Kathy moved that with the added text changes we approve the new document. John seconded. Approved.

 

Next Meeting: Sunday Jan. 28, 2018 at 3:00pm at Pamm Haglund’s

Meeting Adjourned: 5:05pm

 

Minutes Respectfully Submitted,
Susan Novy- secretary

 

 

 

Posted in MINUTES - All approved motions are in bold italics. Click on blue title for individual post., Minutes 2017 by Susan with no comments yet.