EPMFHOA Minutes 4-3-2011

Print 🖨 PDF 📄 eBook 📱

Estes Park Mountain Fairways HOA
Board of Directors meeting
April 3, 2011

Members Present: Charley Griffin, Susan Novy, Lois Weaver, (Pete & Linda Hogue via Skype),  Steve Lang, Ron Meskiman
Call to order: 3:59
Approval of Jan. 9, 2011 minutes: Lois moved and Linda seconded; passed.
President’s Report:

  • New Treasurer: Linda is happy with her new position. Millie and Charley are on the signature card at the bank and will need to add Linda this summer.
  • Mortgage Requirements for Condo Loans: needs to know about rentals/owner occupied. We now have 3 rentals.
  • State of Colorado requirements: John will look into this when Charley asks him.
  • Acceptance of lease agreements: Judy Jones unit and Joe & Caroline Evans unit. Both have 6 month + leases with long time Estes Park residents. Ron moved to accept and Steve seconded. Passed.
  • Signature Cards & Safe Deposit box: We have a safety deposit box that comes with a mandatory ATM card which we don’t want to activate, but put in the safety deposit box.

Secretary’s Report:

  • Website update: Initial website is up & running at http://epmfhoa.com.   Charlie would like to take out “assessed value” and “rentals” (included in bylaws) from the stats area. He would like to add into the monthly assessments that we  maintain reserves. Pete would like the Business Practices committee to meet to discuss what groups we’re trying to accommodate and how. Some areas are to     be password protected. This was all agreed upon, but no formal motion was made .

Treasurer’s Report & Financial Report: Feb. balance sheet and Profit & Loss was sent out. (2) 15K CD’s have been set up and are staggered with 3 and 6 months.

  • Retaining Millie for?: Through July, 2011 as a minimum. Depends on what is decided at the annual meeting. Linda’s dream is to do everything off site and have an onsite person collect the mail and deposit money. Linda will make a task list for an onsite person for discussion at the next meeting. It’s nice to have Millie, with all her experience, as a back-up.
  • On-line banking: Ideal for a system with an offsite treasurer and an onsite person depositing money while not balancing the checkbook; however there will probably not be any use of it until the Hogues get back into town.

Financial Oversite Committee Report: will put together document on financial practices
Business Practices Committee Report: will put together document on website needs.
Operations Committee Report: We are going with Vintage Lawn,Inc.- as they came with good recommendations from John Gaddis. Steve has negotiated the needs of the HOA for the best possible services while leaving us money for irrigation separately- as that is an hourly & materials expense.  With the new contract we will get spring clean-up, weed control, pruning, aeration, 16 mows (extra available, if needed) and fall clean-up. Vendor will do monthly walk-throughs of irrigation. The goal was to get the best service while being able to build the reserves again. They are on a one year trial. We saved $4K with this vendor.

We need to clarify how many meters there are and how we pay. We need to make sure the irrigation and the units interior needs are on separate meters. We think so, as the association gets a separate water bill. We’d like more than one meter in case a head starts leaking, only one meter is running non-stop until fixed and the rest of the metered areas are still operable.

Old Business:

  • Website: a fine start, more to come.
  • Downspouts: Still trying to find a local handyman. Randy McNeil has done some other work besides painting for us. Curt Glassman and Dennis Fesenmeyer are options as well.
  • Pending Repairs: Judy Jones skylight was replaced for approximately $1500.00 with roofer Jim Stoner per recommendation from Millie.

New Business:

  • Spring & Summer Contracts: Vintage Lawn, Inc
  • Annual Meeting: need to make a budget to present. Discussion on term limits so as to not have an all new board. This would be a bylaws change.  So there are pros and cons. Most people continue until they’re tired of it, so there wouldn’t be such a mass turnover typically anyway. No motion         was made on this. Charley motioned (volunteered) Susan and Ron with himself to be a committee to find a place for the meeting. Susan and Ron agreed. We will consider Sat. July 9,16, or 23rd. We’re considering later in the afternoon, as two board members work Saturdays. Send in your date & time requests to:  griff1947@gmail.com
  • Authorization for repairs and expenses: Steve authorized Vintage Lawn,Inc with board electronic approval and Charley authorized the skylight repair.
  • Set Date for Next Meeting: Sat. June 4, 2011 @ 3:30 @ Lois Weaver’s 1450 Matthew Cir.

Motion to Adjourn: 5:25

Minutes Respectfully Submitted by,

Susan Novy
HOA Secretary


Posted in MINUTES - All approved motions are in bold italics. Click on blue title for individual post., Minutes 2011 by with comments disabled.