EPMFHOA Minutes 9-11-2011
Estes Park Mountain Fairways HOA
Board of Directors meeting Sept.11,2011
Location: 1433 Matthew CIrcle
4:00 pm
Call to Order: 4:01pm
Attendees: Charley Griffin, Ron Meskimen, John Gaddis, Lois Weaver, Susan Novy, Pete & Linda Hogue, Aaron Vorberil, and Don & Barb Dodson
Approval of minutes of June 4, 2011 &Aug 6, 2011 post annual meeting Board of Directors meeting: motions for approval made by John and seconded by Ron. Passed.
President’s Report:
Recycling:Charley would like to establish some kind of recycling program. Perhaps a group of interested parties could present a plan at the next meeting. Contact Charley.
Owner’s Areas of Concern: Judy Jones sent an email concerning the timeframe of addressing problems. Perhaps people are unaware of Millie being the primary contact, so Charley’s cover letter to this document will reiterate that. We haven’t heard anything from Millie.
Other problems were water in crawl space and sprinklers. We’ve addressed them, but the timing for taking action would be in the spring when Jed looks at the sprinkler system again. The sprinklers will be turned off in October.
Window Sills & Gutters: The business practices committee is working on a document that clarifies what our dues compared to other associations dues covers. We need to make sure people understand what is the associations responsibility and what is the owners responsibility. Windows are the owners responsibility.
Painting: A new painting schedule has been made so all units will be painted in a 5 year period,not all at once though. Each side of the streets will rotate painting over 5 years. Any painting needs in between your 5 year period is up to the home owners.
Sprinkler System:The sprinkler system is a work in progress, in order to save us a large lump sum to replace the system. Jed, the landscaper, doesn’t think it needs total replacing. There’s mixed feelings about the length of grass. It has saved us $400.00 per month by letting go for 2 weeks between cuttings.
What’s with the curbs?: Charley will ask the Town of Estes Park to see if they think they’re finished. We don’t. They did say they’d get it done in September.
Secretary’s Report:
Website is working, but we still need to add a membership addition to it, so the financials aren’t open for everyone to see. The HOA dues document will be added to a front page link once it’s created.
Treasurer’s Report & Financial Report:
Linda went over that Budget Performance document and determined that we are on track with the Budget. We’ve saved money on the insurance and spent more on the paint.
Linda made a motion to make monthly assessments due on the 1st of the month and late on the 10th. Invoices will be sent on the 15th. John moved to approve. Charley seconded. Passed.
Linda made a second motion to waive (only one time per year)the late fee the first month someone is late and then charge after that if the Treasurer is contacted about financial needs. John moved to approve, Ron seconded. Passed.
Linda made a third motion about unintentional overpayments. It will be considered a donation at the end of the year. ( we’re currently $.48 ahead) Nobody moved to pass this.
Financial Committee Update:
Updated Quickbooks to version 2011 with an annual support contract. The financial committee loves that aspect.
Business Practices Committee Report:
Website determinations as to what is public and private is still being worked on.
Operations Committee Report:
We will not have a fall pruning. Our bid only allows for once per year, which we felt was better in the spring.
Charley and Aaron are looking at downspouts. Janice Nelson’s gutter is leaking. We will have the painter, Randy, take a look at it before painting.
We are working on getting bids on winter snow shoveling based on 4” of snowfall. Do we still use the reflectors on the garage to designate snow removal? Most people don’t realize what that’s for. The board decided that if you want snow removal, make sure you have a reflector on your garage.
Reserve Plan:
Financial Oversight Committee presented a document addressing the structure of how the committee is planning on presenting 3 reserve plans: painting reserve plan, roof reserve plan and projects reserve plan. By the next board meeting, the committee will have a plan ready for motion.
Old Business:
Owner’s Roster:Charley would like to see an owner’s roster that is current, kept current, and given to all the owners. Charley doesn’t believe there’s a privacy issue as you can find out so much about people online. It’s a neighborly thing to have access to. So if you don’t want your name, address, winter address, email and phone; let Charley know.
Review of Millie’s New Position: Millie is the primary contact person for maintenance/property management.
New Business:
Subdivision appearance: signage, curbs, and along Brodie. Charley is working on this. Perhaps we need a beautification committee, too. Contact Charley. 577-9697.
Motion to adjourn: Ron moved and Linda seconded. Passed at 5:42pm
Posted in MINUTES - All approved motions are in bold italics. Click on blue title for individual post., Minutes 2011 by Susan with comments disabled.