2018 Annual Meeting and Following Board Meeting 082518
EPMFHOA Annual Meeting
Aug. 25, 2018
EP Library Hondius Room
(Approved 9/30/18)
Attendees: Colleen LaRue, Aaron Voboril, Pamm Haglund, Susan Novy, Diane Yoblin, Rick & Claudia Jordan, Pete & Linda Hogue, Julie Walsh, Carol Prince, Nan Belkamp, Ann & Steve Poznic, Arleta Bell, Kathy Kennedy, Kathy Beatty, ELen Crone, Linda Buehring, John Gaddis
Proxies: Gary & Dee Dougherty, Timothy Dawson, Kevin Preston & Deborah Kinney
Quorum Announced: quorum met with 18 units of 30. (Needed over 15 units being represented.)
Approval of 2017 Annual Meeting Minutes: John Gaddis moved to approve the minutes, Linda Hogue seconded. Passed.
Year Review:
President’s Report–Rick Jordan: Tim Dawson (the President had to resign due to a family emergency, so Rick Jordan(vice-president) stepped in to take his place. He really appreciates the amount of homeowner involvement that we’ve had. We had a tough year financially, with the special assessment for the failing roofs. Hours & hours of work went into determining how the shingles failed. Tamko, the manufacturer, gave us 80% of the cost of the shingles replacement and no labor.
We have a regular 4:00 happy hour Thursdays at the Hanger Restaurant, while weather lasts.
Finance– Pete Hogue: Highlights of the year are: the extraordinary challenge of the roof project and coming up with a solution for all owners for the special assessment that was needed. Then we needed to determine if an increase in dues is needed now or not do certain projects. We also have an upcoming challenge determining what it takes to manage and repair the common limited elements (decks and bridges) and how to get better numbers into the reserve plan.
Buildings & Grounds-Aaron Voboril: All the roofs, skylights and gutters are now completed. Tamko’s warranty on this roof will pay for materials and labor for 20 years and prorated for materials only the next 30 years. We feel that we got a very good deal on both the materials and labor. We also removed some trees and trimmed some trees this year. We’re also referring a new property asset manager, David Salazar, to the board.
Business Practices- John Gaddis: Last year we purchased a laptop and projector, which we feel are helping our HOA progress. We talked about how we keep our records and how to kindly enforce our rules and regulations. Look at the website to see what’s there and if you’d like to see anything else there.
There was some discussion on how the special assessment was handled according to our declarations and by-laws. Pete and John acknowledged that everything happened according to compliance.
Community Activities- Gary Dougherty: Gary’s at a high school reunion, so Collen LaRue gave the report. Due to the mess of the roofs being replaced, all parties were cancelled. Next Saturday’s picnic needs to be cancelled, as well. Colleen’s considering the next picnic to be September 15 at 5:00. Arleta and Nan will help out.
Long Range Planning- Claudia Jordan: We’re working on rules and regulations enforcement. We’re working on architectural design. Also, some grass research.(not weed;-) Working with website as to how to get committee notes on the website, or anything else that people would like to see. Currently the website has been for potential buyers and homeowners to have access to only the board approved information of the HOA; so as to not confuse committee reports with approved items. (Perhaps a new website for committees.epmfhoa.com might be appropriate. ~SN webmistress)
Homeowner Votes:
Vote on concurrence of Board Approved 2019 Budget: Pete went over the Key Budget facts, which is in the annual meeting packet for those who came to the meeting. The financial plan is on the website. John Gaddis moved that we approve the 2019 Budget, Pamm Haglund seconded. Passed.
Vote on concurrence of Board Approved 2019 Assessment Schedule: Linda Hogue moved to accept the 2019 Assessment Schedule, Carol Prince seconded. Passed.
Election of 2018-1019 Board Members: The slate includes: Rick Jordan, Kathy Beatty, Susan Novy, John Gaddis and Linda Hogue. Arleta Bell moved to accept the slate, Carol Prince seconded. Passed.
Other Business
Potluck cancelled for next Saturday and rescheduled for Sept. 15.
Deck Repair Discussion– Pamm Haglund: Pamm is appealing the board’s decision to pay for too large of a portion of Don Dodson’s deck. There wasn’t a permit pulled on his add-on, which is 40% of the deck. The $9K proposal doesn’t include the architectural design and other items. Now the full deck replacement is $11K. Pamm is requesting the unpermitted portion (40%) be paid by Don Dodson or we tear it out and put in grass.
John Gaddis responded on behalf of the board. The issue was that in the Declaration, who is responsible for the limited common elements? It says the HOA is responsible for maintaining the common elements. We haven’t had the need to focus on decks until a couple years ago. We looked at various policies to determine what to do. What we found is that the HOA needs to maintain the decks. All deck add-ons require a permit and all permits need to be approved by the HOA according to the town. We don’t know what the policy was when Don purchased his condo. We came to the compromise that Don pay for the flooring and railings and the labor for that, and the HOA pay for the demo, structure and the labor for that. At the time of the board’s discussion, the board didn’t know the cost of the project, as all the bids weren’t in and none of the demolition had begun to be able to tell the full extent of the project; but we felt that Don should pay for a part of it, as nobody can find the permit for the add-on that the HOA has maintained with paint for 30 years. Without adequate numbers and information, this was the compromise that all parties concerned agreed to. The board will discuss Pamm’s appeal that Don should pay for 40% of the final cost, as opposed to the splitting of specific materials and labor that the board and Don agreed to. Pete requested that the question of when owners can vote on an issue versus the board be discussed at the Homeowners Workshop. Agreed.
Arleta is concerned about the trash containers. Can we get lighter lid containers? Can we look in to what else is available? She sent around pictures of the YMCA’s dumpsters that have different lids. This can be discussed at the Owners Workshop, as well.
ADJOURNED: 4:05
Respectfully Submitted,
Susan Novy- secretary
EPMFHOA Board Meeting
4:15 Hondius Room
August 25,2018
(Approved 9/30/18)
Attendees: Susan Novy, Kathy Beatty, John Gaddis, Pete & Linda Hogue, Aaron Voboril, Rick & Claudia Jordan, Elen Crone
Approval of July 14 Minutes: John moved to approve the minutes, Kathy seconded. Passed.
Elect Board Officers: Passed.
President: Rick Jordan
Vice President: Linda Hogue
Secretary: Susan Novy
Treasurer: Kathy Beatty
Operations Director: Rick Jordan
Member at Large: John Gaddis
Committee/Team members:
Finance: Pete Hogue- Chairperson
Buildings & Grounds: Rick Jordan & Elen Crone- co-chairpersons, Ronnie LaRue, Aaron Voboril and property asset manager
Communuty Activities: Gary Dougherty- chairperson , Colleen LaRue, Arleta Bell, Nan Belkamp
Business Practices: John Gaddis- chairperson, Pete Hogue, Kathy Kennedy, Webmaster: Susan Novy
Treasurer’s Report: Approved as follows:
FINANCIALS
June and July Financials are on the website. In addition, budget materials for 2019 are on the website on the Annual Budgets page. Additional information and handouts will be shared during the Finance Committee’s report.
MONTHLY ASSESSMENTS
Our owner who was on a payment plan was paid up through July 31st, but is now in arrears again.
GOOD NEWS
Anne Poznic, one of our new owners this year, has agreed to step into the role of Financial Secretary. This role was defined many years ago, in the attached document. As Treasurer, I will be working with Anne to redefine the division of responsibilities between Treasurer and Financial Secretary. As part of this work we will update this document to reflect any changes. Anne has been learning our Quickbooks procedures over the last two months, and those of you who receive monthly invoices may have noticed that the September email was sent with Anne’s account. Anne will begin “doing the books” in September. I will be available to answer any questions and provide any other assistance she needs. Please give Anne a huge “THANK YOU!” for taking this on!
BAD NEWS
We are in the process or have completed repair or replacement of several decks. While the Property Asset Manager has done his best to keep costs down, between our aging buildings and inflation, it is becoming ever more expensive to make these repairs. To help cover the costs, the Board approved moving $5,000.00 from the Projects reserve to the Paint reserve (the “Paint” reserve is used to pay for building exterior wall expenses, in addition to painting – siding, decks, etc.). This was done in the July books. Note that this is an accounting transfer; no money was moved.
SHOW US THE MONEY!
As of today (8/23), our cash on hand is:
• Checking account $40,195.66
• Reserve Savings $30,916.88
• Regular Savings $7,655.60
Respectfully submitted,
Kathy Beatty
Treasurer
Property Manager Candidate: John says he will write a contract for an independent contractor.
John Gaddis moved that we have the president and Aaron negotiate with the candidate for the payment through the end of the year and then start the $900.00/mo after that. Also, that they have the authority to hire him. Passed.
Buildings and Grounds:
Aaron has contract for asphalt project. It’s within his expense authority to go ahead with that.
Adjourned: 4:44
Respectfully Submitted,
Susan Novy- secretary
Posted in minutes 2018 by Susan with no comments yet.
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