Board Meeting 6/14/2020
approval pending
MFHOA Board Meeting
14 June 2020 4:00 PM
Zoom link: https://us02web.zoom.us/j/87895844260?pwd=eUZHUEdTYWV2RUdFSldrVk5SamNtZz09
Dialin 312 626 6799
Meeting ID: 869 7637 4699
Password: 771597
Attendees: Rick & Claudia,Jordan, Susan Novy, Pete & Linda Hogue, Anne Poznic, Carol Prince, Ronnie LaRue, Elen Crone, Kathy Beatty, Nan Belknap,
- Call to order: 4:20
- How is everyone doing? Joan Baker’s son Bob, who was living with her, died last week (not of COVID-19). The HOA sends our condolences. Her unit (1443) is for sale and Joan is moving near her other son in Strausberg,CO. Sympathy cards may be sent to her 1443 Matthew Circle address.
- Anything we can do to help?
- Secretary
- 2020-05-17 Board Minutes – http://epmfhoa.com/board-meeting-5-17-2020/
- Anne moved to accept the minutes, Linda 2nd. Passed.
- Finance
- Treasurer report – Anne
Treasurer’s Report 6/14/2020:
FINANCIALS AND FINANCIAL SITUATION
May 2020 financials will soon be available on the website.
While we are not earning much investment income, our target cash balances are 1) between $5,000 and $10,000 in BOC Checking and 2) approximately $5,000 in BOC Operations Savings. Funds are moved from either the Fidelity Reserve Savings or the Fidelity Operations Savings accounts depending on which type of expenses were recently paid.
The Finance Team’s next project is working on the 2021 budget for the August Annual Meeting.
MONTHLY ASSESSMENTS
One owner is behind on their assessments due to Covid-19. This owner is in communication with me and has promised to get their payments caught up as soon as they are able.
SHOW US THE MONEY!
As of June 1, 2020, our cash on hand is as follows:
- BOC Checking $ 4,807.78
- BOC Operations Savings 5,004.83
- Fidelity Reserve Savings 68,598.72
- Fidelity Operations Savings 36,114.60
- TOTAL: $114,525.93
Respectfully Submitted,
Anne Poznic Treasurer
Linda moved to accept the Treasurer’s Report, Nan 2nd. Passed.
There was discussion about auditing our finances. Normally we do it every other year. This year is the year, but COVID-19 has made this an unusual year. Pete posed to the board that we postpone the review this year and the finance team will meet and discuss whether we need to do this every other year. Linda 2nd. Passed.
- B&G
- B&G Report – Carol
- Discussion of Condo exterior issues: the committee is discussing the need for workorders for added in-ground plants and exterior tech additions (dishes, etc), or permanent decorations, as it’s the HOA’s eventual responsibility to maintain them.
14 June 2020 B&G Activity Report
Members: Elen Crone, Nan Belknap, Aaron Voboril, Ron LaRue, Carol Prince, Steve Poznic 1.Decks Molly Brown 1422: Trex is holding up well. Color is stable Nan Belknap 1434We have drawings, permit and are under way. Deck should be completed within two weeks.
- Foundation PreservationDiane Yoblin 1440: Replacement of Rim Joist completed. Great job.South (back) side resided with Hardy Board and painted. Looks great and shouldn’t have to be repainted for about 10 years.
- DrivewaysKathy Beatty and Elen Crone 1454The ground thawed and the finishing stone work was completed.
2. Linda Buehring 1410:
i. Contract with Bob Pavlish, Cornerstone Concrete, has been let.
ii. Bob is working with the City so that after the driveway has been completed, the City will patch the apron fairly soon.
iii. Work will commence approximately the end of this month.
3. Gutter Repairs
Gutters have been cleaned. No problems. Gutter extensions have rocks around the exits to shield them from the weed eater. Thank you Elen
4. Painting
i. Randy McNeal is estimating the cost of completing the painting of the off Brodie units. That would bring us up to speed on the painting schedule.
ii. Three decks have been stained. There are a few to go. We have a new stain, Cabot, which is longer lasting.
iii. Last year Aaron painted Arleta’s deck with a new Sherwin Williams paint. So far this paint is holding up well as is the color.
5. Lawn / sprinkler maintenance / Landscaping
i. Solid Grounds had a rough start this year. We were very hot in May/June and had unseasonable little rain.
ii. We are catching up. We needed to buy a part (if it can be found) or a new clock for one of our areas…near the golf course
iii. We reduced the mowing schedule by about two mowings at the beginning of this season due to hot weather and lack of moisture.
iv. We will be using more water this year due to the lack of rain.
v. Our trees have been wrapped with wire to prevent elk damage. The aspens have a wire wrap since they are elk favorites. We are almost done with this project. Thank you Elen and Gallo for all the “rock work” and tree fencing.
vi. We have fertilized a few of the plants in the Natural Area hoping for their recovery.
6. Fencing
i. Gallo replaced 6 fence posts and two rails. Our fencing is now secure. Rotten posts were all removed
7. Dumpsters :
Damaged dumpsters have been replaced. Signs indicating they are for Mtn Fairways use ONLY are being made and should be up this week.
Anne moved to accept the B&G report. Nan 2nd. Passed.
- Business Practices Committee Report
- Draft High-Level Timeline document – Pete
MOUNTAIN FAIRWAYS BUSINESS PRACTICES COMMITTEE
2019/2020 HIGH LEVEL TIME LINE – KEY MILESTONES CHART 6/13/20
The placement of the key milestones on the 2019/2020 time line below is a “best estimate” target as of the given status date. The placement should, and will, change as more detailed planning takes place by the MF Board of Directors.
| MONTH [2019/2020] | JUN 2019 (and prior) | JUL | AUG | SEP | OCT – DEC | JAN – MAR | APR – MAY | JUN | JUL | AUG | SEP | OCT 2020 (and later) |
| Key [number] Milestones | 1 | 2, 3 | 4 | 5 | 5 | 5 | 12 | 7, 14 | 8, 9, 10, 11 | 12 | 6, 13, 15 |
1) Board meeting to adopt the 2020 Budget Worksheet, 2020 Assessment Worksheet, and proposed slate of 2019/2020 board members. (done – 7/21/19)
2) 2019 Annual Meeting [AM] – minimum agenda is confirmation of the two financial worksheets and election of the 2019/2020 board. (done – 8/11/19)
3) Board meeting (first one for the 2019/2020 board) to elect officers, fill board committee roles, and conduct other business as needed. (done – 8/11/19)
4) Last 2019 IN SEASON board meeting. (done – 9/15/19)
5) NON-IN SEASON board meetings – actual number and timing will vary based on the business need. (done – 11/17/19, 1/19/20, 5/17/20)
7) Board meeting to adopt 2021 Budget Worksheet, 2021 Assessment Worksheet, and proposed slate for 2020/2021 board (7/21/19 in 2019) – 7/19/20 at 4:00 PM [Zoom meeting]
8) 2020 Annual Meeting [AM] – minimum agenda is confirmation of the two financial worksheets and election of the 2020/2021 board (8/1/19 in 2019) – 8/16/20 at 2:00 PM [Zoom meeting? or preferably outside in the wild area or someone’s driveway]
9) Board meeting (first one for the 2020/2021 board) to elect officers, fill board committee roles, and do other business – immediately after AM
10) Board Retreat (2019 version scheduled for 8/25/19 prior to the Owner Workshop was cancelled) – 2020 version will be done 8/30/20 at 1:00 PM [Zoom meeting?]
11) Board/Owner Workshop (2019 version done 8/25/19) – 2020 version will be done 8/30/20 at 2:30 PM [Zoom meeting?] potluck after at 4:00 PM
12) 2020 IN SEASON normal board meetings (excludes #7 and #9 and #10 board meetings). Scheduled: 6/14/20, 9/20/20
13) NON-IN SEASON board meetings – actual number and timing will vary based on the business need. Scheduled: 11/15/20, 1/17/21, 3/21/21, 5/16/21
14) Schedule & execute a B&G work day [none in 2018 or 2019] to be determined as needed
15) First 2020 IN SEASON normal board meeting. Scheduled: 6/13/21
***************************************************************************************************************************************
FORMAT NOTES
1) The milestones in bold italics are moved appropriately as each version is published.
2) Events that occur in the June – September time frame are considered IN SEASON – meaning when we would expect our owners and board organization staff to be in residence. The other months are considered NON-IN SEASON.
3) If a specific date is known, that information is included in parentheses following the milestone text.
CONTENT NOTES
1) The planned 8/25/19 board retreat & meeting was cancelled at the 8/11/19 board meeting.
- New Business
- Welcome Guide Draft – Anne/Steve
Welcome to Mountain Fairways Home Owners Association!
This handy reference guide is intended to help new Mountain Fairways Homeowners Association (MFHOA) members become acquainted with our expectations and guidelines for living in our condominium community. We also hope this information will serve as a handy reminder to all residents to ensure we maintain a safe and friendly neighborhood so that we can all work together to ensure and enhance our collective property value.
While this document contains key information, it is not all inclusive of life in our MFHOA. For specific, detailed information related to the list of items that follows, please refer to our Internet web site (www.epmfhoa.com) which has a comprehensive list of documents loaded with information about our organization.
“THINGS TO DO”
- Web Site Info – PLEASE be sure to take some time to review the important information listed on the MFHOA web site! The documents posted will help you become more knowledgeable about your responsibilities as a unit owner and has key contact information if you have questions.
- Work Order Requests – If you are planning on any exterior modifications or structural interior modifications to your unit (such as satellite dish installations, plants, etc.) you MUST submit a completed Work Order Request form (found on the web site) to the Buildings & Grounds Committee BEFORE the work is to begin. Work should not begin until the owner receives written approval of the work request.
- Parking – Unit owners are expected to park their vehicles in their spaces/ garages assigned to their units.
- Garage Doors – Garage doors should be kept closed unless there is some work or activity taking place in the garage that requires the door to be open.
- Dogs – Unit owners who have dogs should have their dogs on a leash at all times while the animal is outside. Animal waste should be cleaned up immediately as it occurs and disposed of properly.
- Outdoor Plants/Flowers – Owners may plant flowers in pots and flower boxes outside their units. Plants/flowers must be maintained so that they look nice and do not become unsightly.
- Renting/Leasing – Unit owners planning to rent or lease their units to another party may do so but the length of the agreement can be no less than 6 months. BEFORE the agreement is made, the unit owner must submit an “Application for Lease Approval” form (found on the web site) and must have received written approval from the MFHOA Board of Directors before the lease if finalized.
- Assessment Fee – Each unit owner is expected to pay a monthly assessment fee on a timely basis. The funds are used to cover expenses for services provided to all unit owners. Monthly payments should be made by the 10th of every month or unit owners can pay the entire annual fee in one lump sum and receive a 2% discount. Payment by check is encouraged; we do not accept credit cards. Mailed checks are fine and there is a HOA Business box on the porch of 1454 where checks can be placed.
- Trash – All household trash should be deposited in the one of the two trash dumpsters found near the East end of Matthew Circle.
- Participation and Involvement – The MFHOA is a total volunteer managed organization. By operating this way, we are able to hold down costs for each unit owner. All owners/members are encouraged to attend Board of Directors meetings, special meetings, the annual membership meeting and the annual owners’ workshop. Unit owners are also encouraged to get involved in the organization. Consider joining a committee or becoming a member of the Board to lend your expertise and leadership for the benefit of our community.
“THINGS NOT TO DO”
- Do not allow ANY modifications to the exterior of your unit’s building, including the roof, without prior approval of a work order. This can be work done by a satellite dish provider, work done by an internet provider, attaching permanent decorations, replacing outdoor light fixtures (Town of Estes Park exterior lighting ordinance requirements), clotheslines, concealed piles, or even getting a new garage door. The exterior of your condo unit is owned as common property by the 30 condo owners and is maintained by the MFHOA.
- Do not make any structural changes to the interior of your condo without prior approval of a work order. Examples of this are taking down walls, adding doorways, etc. Again, this to ensure modifications to not affect the structural integrity of the building the unit is in.
- Do not place anything in the ground without prior approval of a work order. Planting trees or shrubs are examples. The grounds around your condo unit are owned as common property by the 30 condo owners and are maintained by the MFHOA.
- Do not park condo unit owner’s vehicles in the street. Ideally, all vehicles will be parked in the garage.
- Do not allow your dog outside your condo without a leash. Do not leave any dog poop to be picked up later.
- Do not store trash in your garage, especially food. We have BEARS!!!!
- Do not place electronics or hazardous materials in the MFHOA trash bins. These are not allowed the Larimer County landfill and the MFHOA will be charged extra for the disposal of these items.
Again, all these Do’s and Don’ts have been developed to maintain MFHOA property values and also to be considerate neighbors to each other. In summary, when curious about the proper course of action, ALWAYS ASK QUESTIONS BEFORE you go forward with any actions or tasks you are considering.
THANK YOU!!!
There was some discussion, but basically the board was happy with it. This draft will move onto Business Practices for finalization to bring to the board for a vote. We’re determining how to get this to a new owner. It will, of course, be on the website.
- Owner Survey idea – Susan
- There was discussion about putting together a survey questioning the desires of the membership for the upkeep of the HOA. This would be handed out at the annual meeting and emailed, to be completed two weeks before the Owner’s Workshop. The results would then be announced at the Owner’s Workshop giving the new board ideas for the following year.
- Old business – any updates? No updates.
- HOA documents Study Group – Rick
- Work Order compliance
- HOA Lease agreement is from 2002 – Anne and Carol
- The HOA does have the right to
- renters’ names and contact information
- length of duration of the lease
- renters have renter’s insurance
- The lease information to the HOA should be updated annually by the owner.
- The HOA does have the right to
- Insurance
- Maintaining Proof of Insurance annually for both Owners and Renters
- HOA and Owner liability
- Adjournment 5:45
Posted in Minutes 2020 by Susan with no comments yet.
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