Annual Meeting 8/16/2020
Attendees: Rick & Claudia Jordan, Susan Novy, Pete & Linda Hogue, Carol Prince, Nan Belknap, Anne & Steve Poznic, Kathy Beatty, Elen Crone, Aaron Voboril, Arleta Bell, Ronnie LaRue, Lori Coleman, Tim Dawson, Becky Velthoen, Nipan Karmacharya, Gary Dougherty, Kevin & Debbie Preston, Diane Yoblin
Proxies: John & Sally Gaddis (Pete & Linda Hogue), Pamm Haglund (Aaron Voboril), David Bouziden (Aaron Voboril), Don Dodson (Aaron Voboril), Julie Walsh (Rick Jordan)
On Zoom: Linda Buehring
Introductions: Everyone introduced themselves and which unit they own.
Quorum Announced: Quorum was met. 24 out of 30 unit owners represented.
Approval of minutes from 2019 Annual Meeting: Kathy Beatty moves to approve the minutes of the 2019 Annual Meeting, Arleta Bell 2nd. Passed.
Year In Review
President’s Report: Rick Jordan
Rick did a casual survey of how people thought the HOA was doing. There was some discussion about the broadband box that was placed by the city. We had no choice, but those who are first to sign up on broadband will get a $20/mo. discount when it becomes available.
Finance Report: Anne Poznic
TREASURER’S REPORT – 8/16/2020: FINANCIALS AND FINANCIAL SITUATION
July 2020 financials will soon be available on the website. In cooperation with the Building and Grounds Team(B&G), we are monitoring project costs as well as operating costs, ie., water, lawn care, etc, very closely. We are moving money from Fidelity Savings accounts as needed.
The second roofing loan repayment from the owners that used this payment option is due October 31, 2020. They will then owe the HOA $400 each in interest and that payment is due October 31,2021.
2019 – 2020 Changes Summary
- Moved the checking account and an operations savings account from US Bank to Bank of Colorado(BoC). BoC is working out well and we have not had any problems. We continue to require 2 signatures on all checks over $500. BoC has asked that all checks made out to the HOA be made out to “Estes Park Mountain Fairways, Inc.” which is the HOA’s legal name.
- Moved Operations Savings account and Reserve Savings account money from US Bank to Fidelity Investments. This was a time-consuming process and by the time we were done interest rates had dropped to nearly 0%. However, we are in a good position when interest rates rebound. We are working with an investment advisor suggested by Ronnie LaRue.
- Opened a credit card account with BoC. Individuals no longer have to use their own credit cards. The Treasurer and the Asset Manager currently have the cards. The account is reconciled and paid off monthly.
- Changed the Chart of Accounts for Reserve Expenses and added Project Expense tracking for larger projects. This was done in conjunction with B&G and is being modified on an ongoing basis as the need arises.
- Changed from QuickBooks Desktop to QuickBooks On-line(QBOL). There has been a learning curve but the advantages outweigh the costs. We are able to attach a copy of the actual bill to the transaction and access it through QBOL. QBOL is backed up to the “cloud” as well as individual devices. More than one person can access the file at the same time and we no longer have to keep track of “versions”. We also have the capability for B&G to look at the records themselves and are working on that.
- MONTHLY ASSESSMENTS One owner is behind on their assessments due to Covid-19 and we are working with them.
- SHOW US THE MONEY! As of July 31, 2020, our cash on hand is as follows:
o BOC Checking: $10,375.80
o BOC Operations Savings: $5,005.75
o Fidelity Reserve Savings; $48,599.71
o Fidelity Operations Savings: $36,115.21
o TOTAL: $100,096.47
Respectfully submitted,
Anne Poznic Treasurer
Linda Hogue moved to accept the Treasurer’s Report as presented; Susan Novy seconded. Passed.
Buildings & Grounds Report: Carol Prince
Annual Home Owners Meeting 16 August 2020
B&G Members: Aaron Vorbil, Nan Belknap, Rick Jordan (for most of the year) Ronnie LaRue, Steve Poznic, Elen Crone, Carol Prince
Additionally, Anne Poznic and Rick Jordan have been an invaluable support team.
***Special thanks to Aaron and Steve for all their work***.
Building and Grounds
For the past two years Building and Grounds has had two major goals:
1. To keep our expenditures within our Budget
2. To assess and maintain or fix those HOA areas of greatest concern.
A third goal has been to get our HOA on a path of expected maintenance with fewer “dire needs”. We are successfully transitioning. It will take another year or two for us to accomplish a ……… maintenance schedule, one with fewer urgent needs.
Here are the major B&G components:
Decks and Brodie front bridges:
- 1434 has a new deck this year.
- Our remaining decks are healthy with the exception of 1410 which should be scheduled for a new deck in 2021. This is the last deck we have which was built next to the ground
- Our Brodie front bridges seem to be in good shape.
- Stained decks and Brodie front bridges will have to be stained about every one to two years.
The exceptions are the trex decked bridges and decks which will need, hopefully, no maintenance.
Painting:
- We changed to a good quality Sherwin Williams paint at the end of last year. The paint is designed to last about 8 to 10 years in our climate. Our current stain has difficulty lasting 3-5 years. So far, last year’s painted walls are doing great.
- Each year we move a line of condos from a 5-year cycle to a 10-year cycle, we save about $25,000. Eventually, the goal is to have all our condos painted and save about $100,000 each five year period.
Siding maintenance:
- By choosing a good quality paint, we are increasing the longevity of all of our siding.
- We are also assessing condo siding annually. If siding replacement is indicated, we are using Hardy Board, a siding which has lasting power, is water impermeable and invites paint to stick to it for a longer time than natural wood.
- This year we resided the south sides of 1442 and 1440.
Driveways and the Brodie frontage area:
- Our goal is to maintain our asphalt as long as possible. We do this by Crack Sealing and Seal Coating the asphalt to prevent water incursions. This process will be done in the next couple of weeks and will include 28 driveways and the Brodie frontage area.
- The Brodie frontage area is not well. This year we are giving it some strategic patches to help it out. The longer we can put off the expense of a replacement, the better we are.
- 1410 has a new concrete driveway which should last many years and without maintenance costs.
Foundation maintenance:
- 1442 had a Rim Joist replacement in the back of the condo. The old one was failing.
The new one should be good for many, many years.
General maintenance:
- Each time we replace a deck or work near a foundation, we place an approximately 2-foot gravel border around the area. Sprinklers are moved to within the gravel area to prevent lawnmowers from decapitating them and a metal border contains the gravel. This serves two purposes. (1) It looks neat and (2) the graveled area is sloped away from foundations to send water away.
Fencing:
- We replaced 6 fence posts and four rails, while stabilizing all other posts.
Trees and bushes:
- Trees were pruned and trunks wrapped with wire to prevent elk from munching. Most of the aspen were wrapped with finer meshed wire since they attract elk attention more than the other trees.
- We have a couple of dead trees which will come down this year.
Where are we going?
Sometimes progress seems way too slow. However, we are doing well. We have a very capable and diverse Building and Grounds Group which is keeping an eye on our future and making good solid maintenance decisions.
This year we hope to complete the painting of the Off Brodie units and Crack Seal and Seal coat all asphalt surfaces without overdrawing our reserve account.
We thrive on your input. Please be certain that your ideas, whether you consider them big or small, are brought to the attention of Building and Grounds. Our goal is to improve our HOA – for ALL of us.
Thanks to every person who has helped. Each of you contribute in your own way.
It does “Take a community” to be a successful one.
Anne Poznic moved to accept B&G’s Report as presented; Linda Hogue seconded. Passed.
Homeowners Votes
Vote on concurrence of Board Approved 2020 Budget
Owners version with monthly amounts
Pete explained the budget and answered any questions.
Linda Hogue moved to accept the 2020 Budget, Carol Prince seconded. Passed.
Election of Board Members:
Slate: Rick Jordan, Linda Hogue, Susan Novy, Anne Poznic, Carol Prince, Nan Belknap, Pamm Haglund, Arleta Bell, Ronnie LaRue
Pete Hogue moved to accept the slate, Kathy Beatty seconded. Passed.
Other Business
Homeowner’s Guide Discussion Steve Poznic discussed the reason for the document. It is a compilation of answers to the most asked questions of new comers. It’s still in the works to be voted on soon. It will be distributed shortly thereafter.
Kathy Beatty will send out a new roster soon.
Adjourn: 3:00pm
Posted in Minutes 2020 by Susan with no comments yet.
Leave a Reply