2018 Board Meeting Minutes Jan 28
Estes Park Mountain Fairways HOA
Board Meeting
1/28/18
Attendees: Susan Novy, Rick & Claudia Jordan, Pamm Haglund, Kathy Beatty, Elen Crone, Chris Metzger
Phone Attendees: Aaron Voboril, Pete & Linda Hogue
Call to Order: 5:00pm
Minutes for approval: Pamm moved to accept the minutes with changes, Kathy 2nd. Passed.
Aug 26: OK, Sept. 16: OK, Nov. 4: OK & Dec. 9: There needs to be more on what the board approved. Add: high level timeline and project proposal to Rick’s motion.
Presidents Report: (VP Rick Jordan is filling in for Pres. Tim Dawson, who is unfortunately on a family emergency. Our thoughts are with him.)
Town Hall Recap: Nobody threw tomatoes. The meeting went well, it seems everyone understands the problem and is willing to work with it. Full minutes are in the 2018 Roofing Project category.
Q. How can we make sure that we can pay Majestic by June 1st?
A. We know that we can do that from those that have shown willingness to work with the special assessment. We can do the legal thing of liens, if necessary, but don’t suspect it will be necessary with the loan option.
We reviewed the sample vote ballot. Pamm moved that we have the ballots sent out by Feb.1 and returned by Feb.15. Linda 2nd. We will table this until John Gaddis reviews the ballot, but we expect the dates will remain the same.
Pamm moved that the voting be managed by the Finance Committee. Linda seconded. Passed.
Who signs the contract? After Aaron talks to Tamko about the warranty we could sign the contract. The president & treasurer will sign it. Kathy moves that we sign the contract after we approve the clarification. Linda 2nd. Passed.The award from Tamko for shingles needs to be signed by the building owner (HOA) and distributor of the shingles. It’s used as money/payment for the shingles. Pete suggested that both the president and treasurer signs these contracts.
Kathy moves that the due date to pay the assessment is May 15, 2018. Pamm 2nd. Passed.
Vice President’s Report: Our worker’s comp. specifies that our workers will only be covered up to 15’ high. Roofing will be higher than that, so our insurance agent is looking into it. We will also have a form for volunteer workers about insurance.
Secretary’s Report: Should the board want any documents saved to the new laptop, the new email address is epmfhoa@outlook.com. You can still send emails to Susan via secretary@epmfhoa.com or her personal email; but if you want it saved to the laptop/cloud, add epmfhoa@outlook.com to your list. I won’t be doing transfers from my email, I’ll treat those as drafts.
Treasurer’s Report:
December Financials are available on the website. If you have any questions, do not hesitate to ask.
We ended 2017 with a net operating loss of $7,567.78
We transferred $11,400.56 from our checking account to the reserve account. This was done in January but recorded as December 31st.This amount consists of the reserve funds collected and allocated for the year, less resrve funds spent for the year. For details, please see the 12/31/2017 Financial Notes document.
We ended the year with $5,864.23 in our checking account.
14 owners (3 fewer than in 2017) elected to pay annually and take the 2% discount.
As of today, our cash on hand is:
• Checking account $63,390.28
• Reserve Savings $94,308.35
• Regular Savings $7,654.25
Respectfully submitted,
Kathy Beatty- treasurer
Committee Reports:
Buildings & Grounds: Pamm will call a B&G meeting to discuss deck replacements.
Finance: Kathy went over the year end finances. We ended low last year, but when we collected dues for the year, we’re back up. We are in good financial shape, but we already are eating into our operating reserve. Basically, the slush fund to fund any cashflow deficit is running low.
Revised budget was reviewed. Pamm moved to approve the revised 2018 budget, Kathy seconded. Passed
We confirmed the 2018 3-year expenditure worksheet.
Long Range Planning: Kathy moves to approve the electronic file storage project. Pamm 2nd. Passed.
Business Practices: There’s a proposal to have a tech team within business practices. Pamm moved to put the newly formed tech team as part of business practices. Kathy 2nd. Passed.
Team Reports:
Website: The website now includes easily read 2018 Roofing Project category
Community Activities: There will be a party in February at the Jordan’s when Gary & Dee Dougherty are back for awhile. More info. to come.
Old Business: none
New Business: none
Adjournment: 6:09
Respectfully Submitted,
Susan Novy- Secretary
Posted in minutes 2018 by Susan with no comments yet.
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