2018 Board Meeting Minutes April 14
Estes Park Mountain Fairways HOA
Board Meeting 4/14/18
1:30 @ Rick’s (1433)
(approved 6/2/18)
Attendees: Susan Novy, Rick & Claudia Jordan, Pamm Haglund, Kathy Beatty, John Gaddis, Arleta Bell
By phone: Aaron Voboril, Pete & Linda Hogue, Elen Crone, Steve & Anne Poznic
Call to order: 1:30 pm
Minutes for 1/28/18: Motion was made to accept minutes. Approved
Treasurer’s Report:
FINANCIALS
March Financials are available on the website. If you have any questions, do not hesitate to ask.
MONTHLY ASSESSMENTS
As of this week, we have three owners in arrears on their monthly assessments; one owner is now two months in arrears, as of April 11th.** I have regularly contacted this owner via mail and provided a detailed statement of the account. Since this owner has not responded to our standard offer to make arrangements if they have a problem, I am charging $25.00 late fee to this account each month and sending all correspondence via regular mail rather than email, as the owner requested that I no longer contact them via email.
I have been in contact with the other two and I believe the problem may be with the mail since both indicated they had sent their payments. Both have said they have sent replacement checks, and will not be charged late fees.
We have yet another owner who paid the wrong amount in April. I have contacted them.
** NOTE: This doesn’t show on our March 31, 2018 Balance Sheet because we use a Cash Basis, which only shows actual cash received and spent in a month – Accounts Receivable are not included. If you are interested, I can give you a copy of an Accounts Receivable Aging report. This report shows names as well as amounts, so must be treated as confidential.
SPECIAL ASSESSMENTS
The Finance Team is ironing out the details for the HOA-sponsored Payment Plan for the Special Assessment. As of today only two owners are signed up for it. Pete is attempting to contact two other owners we have identified as possible additional Payment Plan participants. I gave the owners a deadline of April 20th to turn in their Payment Plan Application, so that I would have time to set up their loan and send an invoice.
Next week, I will be sending reminders to all owners who have not yet paid the Special Assessment (most of us); it has been a while since I sent out the invoices for the Special Assessment, and some owners may need reminding of when it is due.
SHOW US THE MONEY!
As of today (Friday 4/13), our cash on hand is: ď‚· Checking account $73,324.90 ď‚· Reserve Savings $94,309.81 ď‚· Regular Savings $55,654.59*** ***$7,654.59 normal savings, $48,000.00 special assessments paid.
Respectfully submitted,
Kathy Beatty Treasurer
We have one unit that is in arrears that we need to discuss options for non-payment. A motion was made By Kathy and seconded by John that Business Practices & Finance Team will make a recommendation to the board as to how to proceed. Passed.
Buildings & Grounds Report:
Roofing Project update: One unit is requesting another skylight. The cost for materials and labor to install from the roof side will be approximately $900-1000 to be paid by the owner. All inside drywall is to be contracted and installed also at the cost of the homeowner. There was discussion as to whether there should be a one time association maintenance fee for any ongoing maintenance needed. John made a motion and Kathy seconded that a one time maintenance cost should be 1/3 the cost of the skylight and installation. Approved.
Roofing Schedule: start date will be May 14,2018. They expect it to take one week to 10 days with up to 3 crews working. The gutters will follow directly after. The contractor has asked that the homeowners DO NOT interrupt or address the workers. They’re working on a very tight schedule. For the homeowners deck protection, you may want to wait until the roofs are finished to bring out your deck furniture and plants, etc. Things could possibly accidentally fall from above. The driveways should not be blocked, but we will find that out for sure. This whole process will be disruptive and noisy, so expect that. But thankfully only a couple of weeks at the beginning of the summer.
Roofing Finance: The finance team thinks that the action to pay for the project is currently very workable with the assessments and payment plan; which to date is no more than 4 units on the payment plan program. John moved and Linda seconded that we approve the proposed Projects Reserve loan supporting the Payment Plan Program. Passed.
Tree Trimming before roofing project: There are trees are too close to the buildings that need to come down before the roofing goes up. Susan is opposed to her Crab Apple and flowering locus being removed just after paying for pruning, and doesn’t want the big fir tree to be trimmed 6-8’ up. Consequently there is now an appeal process consisting of the homeowner providing reasons for the appeal to buildings & grounds, with B&G having the final say.
Decks: There are some decks that need maintenance have never been permitted. In other words, the homeowner added onto the existing deck without getting a permit. Now this extra decking has become the problem of the HOA’s. Discussion followed that, technically, decks are referred to as “limited common elements”, being that only the homeowner and their guests have use of them. So we have limited common elements that were never approved (being as there’s no permit), so technically it should become the expense of the homeowner. This has never been addressed. Others believe that in 1980 nothing was set in place to deal with this. Homeowners now have the right to submit a workorder to B&G for anything. And we don’t know what was decided in 1980. The town of Estes Park could require that it be removed and permitted for new. So we need to document a new process for “limited common elements”. If you put something in that ends up faulty, then it should be the owners expense to correct it. We need separate policy for bridges and for decks, as the bridges are public access to the main entrance. We’re deferring this to Finance and Buildings & Grounds to research how other HOAs are dealing with this situation and report back to us.
Windows: We have homeowners who are aware that some of their windows are in need of replacement before they affect/damage the HOA asset of the building. Aaron will talk/write and try to set a timeframe with the owners.
Water: FYI: We’re expecting a drought year, so even with our regular watering schedule, we will probably have dry grass in areas. We, of course, will know more as the season progresses.
Garbage: After a year of dealing with the heavy bear proof lids, we will revisit this at the annual meeting to see what the owners think about this this year.
Adjourned: 3:00
Posted in minutes 2018 by Susan with no comments yet.
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