EPMFHOA Board Mtg 4/11/21

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MFHOA Board Meeting

April 11, 2021 2:30PM

Zoom

To connect via voice only dial from any telephone: 312-626-6799

Files – https://www.dropbox.com/sh/v79l3kj939u9ya6/AAAhdzMSIWnLmJriX9EbA9NZa?dl=0

Next Board Meeting Sunday, June 27, 2021 3:00PM

Attendees: Rick & Claudia Jordan, Susan Novy, Pete & Linda Hogue, Nan Belknap, Arleta Bell, Ronnie LaRue, Carol Prince, Tina & Jim Myers

  1. Call to order 2:30
    1. Carol has sold her condo and will be closing May 1
      1. Carol has been an invaluable member of the HOA and will be missed
    1. Discuss replacement of Carol on the Board

Now would be a great time for anyone interested in being on the board to sit in for a few months before the annual meeting and see what it’s like. We’ve had the same board for numerous years and some new blood would be welcomed.

  • Secretary
    • HOA Website down: Lifetime Hosting is our hosting company and the datacenter where their servers, as well as plenty of other companies servers are housed had a fire over Easter in Ogden UT due to a power outage and one of the emergency generators catching fire. It was put out quickly by the sprinkler system, which then damaged the servers. 95% of the servers are back up and running. Ours, unfortunately, is not on one of those. The server our website is on needs to be checked for damage or possibly rebuilt. They are confident most of the data on these servers is recoverable. However, it could take weeks and they can not give us an ETA yet. Since we’ve paid for this service and it is now free forever, we’re giving them a couple weeks before hosting with another company that we would have to pay annually for.
    • Approve Minutes for Feb 7, 2021

Since the site is down, a copy of the minutes was sent to the board to review.

Linda moved to accept the minutes, Arleta 2nd. Passed.

  • Review Email Board actions takenAnne Poznic resigned from Board and Finance TeamLinda Hogue approved via email vote for new TreasurerTransferring the HOA credit card for B&G from Carol to Nan (technically canceling Carol’s and ordering a new one for Nan.)  Adding Kathy Beaty, our Financial Secretary as an Authorized Individual to our Fidelity account. 
    • EPMFHOA.COM domain renewal completed

Susan currently has the domain on her personal registrar Namecheap.com. She made a new account for the HOA and will transfer the domain so that the HOA can add the credit card and put it on automatic renewal.

  • B&G updates
    • B&G Report – Nan/Ronnie

B&G Board Update – 2021-04-11

  1. Grounds Maintenance
    1. A verbal agreement between Building & Grounds  and CJM Services has been reached. Pamm developed a written contract that was sent out for your review.  Action is required by the board before representatives from both parties
      sign the contract.
    1. TRUGREEN has submitted a bid to provide for our lawn fertilization and weed control.  Building and Ground has not taken action on this contract and has no recommendation to the board at the present time.
  2. Exterior Projects
    1. The deck at 1410(Linda Buehring) is scheduled to be replaced in 2021. 
      1. The budgeted amount is $4,000.00. 
      1. Tom Cousineau, who built Nan’s deck (1434) and put the siding on 1442 (Diane Yoblin’s)south wall has been contacted.  We are waiting for a bid from him.
    1. Several sheets of T-111 siding need to be replaced at 1455(Becky Velthoen), and 1451(Laurie Emmer) before the “across from golf course” units are painted. 
      1. The budgeted amount for the siding is $8,000.00. 
      1. Tom Cousineau has been contacted.  We are waiting on a bid from him. 
      1. The owners of 1438 (Hanna Radzevich and Nipan Karmacharya) are replacing windows in their unit.  The replacement of windows is a homeowners’ expense but does require a work order.
  3. Budget
    1. Because of the big snow storm the amount budgeted for snow removal will be exceeded.  Steps have been taken by B&G to keep this expense to a minimum.  Nan Belknap, Ellen Crone and Pamm Haglund are the only persons who can summon for snow removal.  The decision cannot be made by Saul Erives (the snow remover) or any other HOA representative.
  4. Organizational Issues
    1. Operations Director
      1. B&G voted unanimously to ask that no one be appointed to that position.
      1. If we are required by law to fill the position, Nan would be the appropriate person because she chairs B&G.  
    1. Appointment of Pamm to B&G
      1. If it requires a vote by the HOA board to appoint someone to a committee then we need to vote Sunday on appointing Pamm to B&G.  She is willing to serve and everyone on B&G is in agreement to her joining the committee.

Arleta moved that we accept the B&G report, Nan 2nd. Passed. However, we do need to appoint an interim operations director. Nan was appointed and agreeable only until the annual meeting.


Carol has resigned from B&G

  1. Discuss options for Operations Director
    1. Matthew Circle Repaving not scheduled for 2021
    1. Discussion with Town re Wapiti Drive exit/entrance at Brodie and signage

By widening Brodie, the view of oncoming traffic on Brodie when coming off of Wapiti Dr. has been greatly hampered. The Town of Estes Park has not come up with a solution yet. Perhaps 3-way stop signs.

  • Trailblazer fiber optic broadband internetCleaned up most of the trenching issuesLori Calnon 1449 is unhappy with Trailblazer junction box

There is nothing the HOA can do about that, since it’s the town’s property. Nothing can be planted within 4 feet of the boxes, as the fiber optics are extremely expensive to repair. The HOA , nor the owners, should want to pay for repairs.

  • Finance Team update
    • Treasurer report

Treasurer’s Report 04/11/2021

FINANCIALS AND FINANCIAL SITUATION

February financials are available on the website. March financials will soon be available. 

Anne has been working with Fidelity to get Kathy authorized to access the Reserve Savings account. Kathy has access to the Operations account already, and with this authorization, she will have full access to all accounts. The paperwork has been completed and we are waiting for action by Fidelity, who are supposed to send Kathy an email when it’s ready. We cannot thank Anne enough for all the work she has done for us!

We have received a credit card for Nan. It is in Kathy’s possession at this time and is ready for Nan when she wants it.

MONTHLY ASSESSMENTS

One owner was still in arrears as of March 31st. Rick has been in contact with the owner’s representative who has made good on his promise, and they are now (as of April 6th) paid up except for last month’s late fee. All other owners are in good standing at this time.

SHOW US THE MONEY!

 As of February 28, 2021As of March 31, 2021
BOC Checking$16,776.15$18,386.03
BOC Operations Savings     3,755.57    3,756.07
Fidelity Operations Savings    76,117.67   76,118.32
Fidelity Reserve Savings   49,852.47   49,852.47
TOTAL$146,491.86$148,112.89

Nan moved to approve the treasurer’s report, Ronnie 2nd. Passed.

  • Update on the “reserve thresholds” project work-in-progress project scope has gotten bigger
    • Status updates on several ongoing activities (no real issues to cover)

This will be an “approach” method of determining budgets, as opposed to just the annual budget.

The board will receive the document soon for review.

  • PLANNING & PRACTICES TEAM [P&PT] – business practices function
    • An updated 2020/2021 org chart showing current status (as best I can determine it)

This will be sent to the board soon to be dispersed to the owners through the website that will hopefully be up soon.

Next meeting is June 27 at 2:30; more than likely on zoom.us

Congrats to Hanna and Nipan on their new addition to the family, Everest Alexander!

  • Adjournment:3:45

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