2018 Board Meeting Minutes June 2
EPMFHOA Board Meeting
6/2/18 @ 2:00
At the Hogues 1458
(approved 7/14/18)
Attendees: Pete & Linda Hogue, Susan Novy, Kathy Beatty, John Gaddis, Aaron Voboril, Chris Metzger, Don Dodson & Katherine Schwartzkopf, Steve & Ann Poznic
By phone: Rick Jordan, Elen Crone
Call to Order: 4:10
Approve April 14 minutes: John moved to approved minutes, Linda seconded. Passed.
Treasurer’s Report:
MFHOA Treasurer’s Report – June 2, 2018
FINANCIALS
April Financials are available on the website. If you have any questions, do not hesitate to ask. May Financials are in progress. To make sure I have the roof replacement loans booked correctly, I have asked owner Nan Belknap (who has extensive Quickbooks/bookkeeping experience) to review what I have done. Until we complete that review (in the next few days), the May Financials will not be available on the website. We may need to consult with our Accountant, Barry Stein, if Nan is unable to confirm all is correctly done.
MONTHLY ASSESSMENTS
As of this week, we have one owner in arrears on their monthly assessments. As of May 31st, they owe one full month plus a partial amount for one month. Because they have said they will pay as they are able, the Finance Chair and Treasurer have agreed to waive late fees for the time being. Note that as of June 10th, they will be almost 3 months in arrears.
SPECIAL ASSESSMENTS
All Special Assessments are paid. Three owners took the payment plan; we borrowed $12,000.00 from the Project Reserve to pay the $4,000.00 balance for each of them. They will be billed in future years, as outlined in previous documents.
GOOD NEWS
The bill for 2017-2018 snow removal was only $400.00 this year.
BAD NEWS
We had hardly any snow this winter, which makes drought conditions likely this summer.
SHOW US THE MONEY!
As of today (Friday, June 2), our cash on hand is:
-
- Checking account $298,507.49
- Reserve Savings $30,916.34
- Regular Savings $7,654.59
- We transferred $12,000.00 from Reserve Savings to Checking for the Special Assessments loans.
- We transferred $51,395.00 from Reserve Savings to Checking. The additional $6,605.00 (bringing the total to $58,000.00) was already in the Checking account. We transferred the same amounts from the Roof Reserve restricted assets account (the $51,395.00), and from the Roof Reserve income account ($6,605.00), to the Roof Replacement Project income account. The additional $2,000.00 will come from future regular monthly assessments this year. Please see the May financials when they are available, if this is unclear.
Respectfully submitted,
Kathy Beatty
Treasurer
Ann Poznic volunteered to help Kathy.
Kathy received $420.00 from the owner who is in arrears, but on June 2nd, so it’s not reflected in the report or in the financials for May.
John moved to approve the report. Rick seconded. Passed.
Buildings & Grounds Report:
ROOFING: Brodie & Pamm’s Buildings should be complete by Monday. Satellites have been left disconnected for longer than should have been. Daily clean-up is lacking, but workmanship is good. Skylights have been a mess due to slightly different sizes and sawdust getting everywhere. This has caused matters to move along more slowly than expected. Any new damage in drywall or countertops will be covered and documented by Majestic. (however, Owners may want to take pictures of your skylights before work begins.) Gutters should start Monday.
We have not received 40% of our shingles. They’re starting manufacturing 6/4 and should be delivered by 6/8 approximately. This means the second wave of installations should follow shortly after the completion of first wave.
TREE TRIMMING: Kathy moved that all committee chairs publish notice of the meetings to the owners. John seconded. Passed. The discussion on this matter was instigated due to the discontent about some of the tree trimming. Appeals were made, one was lost and one was won, however, the outcome was not as promised to the owner that won the appeal. This caused more discontent. At least, for the most part, everything looks nice and tidy. By letting everyone know when the meetings are and what the agenda is (should there be one), everyone has the chance to offer good referrals for the projects at hand, as well as email in their 2 cents worth or show up to the meeting.
DECKS: some look as if they’re settling, some seem that they have failing structural damage. We are still considering how to address how this is going to be paid for. The HOA normally just covers maintenance of painting and minor repairs. John looked at our declaration and it covers a lot of the issues we’re wondering about. The owners are to keep the limited common element (deck, patio and maybe driveway) clean and sanitary and cannot make any changes to them without consent of the HOA. But the HOA is responsible to pay for the maintenance of the limited common elements. The HOA has not saved for major replacement of decks. John moved that the HOA needs to make sure the Dodson’s deck is safe. Rick seconded. Passed.
Windows: The HOA is available to give advice to homeowners that need new windows.
FINANCE TEAM REPORT: Kathy reported on this in the Treasurer’s Report. For dealing with unplanned expense issues, the committees with the expense budget deals with it.
OLD BUSINESS:
“Violations & Enforcement Material” has been developed by the Long Range Planning Team and Business Practices. There will be a presentation next meeting as to what it entails.
NEW BUSINESS:
John moves that a landscaping plan be assigned to the Long Range Planning team. Kathy seconded. Passed. The discussion around this was to ensure that LRP is in charge of all changes to landscaping via a set landscaping plan, as opposed to B&G making a plan up as they go.
We need to set the annual meeting and an owners meeting. A board meeting to adopt the annual budget and slate needs to happen before the other meetings.
Board Meeting: July 14th @ the Hogues
Annual Meeting: Aug 25th @ US Bank meeting room.
Board Retreat and Owner’s Workshop & BBQ: Sat. Sept 8.
ADJOURNED: 6:05
Posted in minutes 2018 by Susan with no comments yet.
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