EPMFHOA Minutes 4-16-2013
Estes Park Mountain Fairways HOA Board Meeting
4/16/13
2:30pm at Charley’s
Attendees: Charley Griffin, Susan Novy, Linda & Pete Hogue via Skype, John Gaddis & Ron Meskimen by proxy
call to order: 2:33pm
Approval of Minutes: approved 10/3/12 minutes with corrected date of 10/4/12. Change financial report from “policies” to “copies”. Add electronic vote on 1/14/13 for approving revised budget and expense authorities; electronic vote on 1/29/13 for approving skylight repairs; electronic vote on 3/1/13 for fencing request which was denied and electronic vote on 1/13/13 for approving the acceptance of the lawn maintenance bid for 2013.
President’s Report: New residents. Charley has names and emails. Susan talked to Maria Gomez who closed on 1434 Apr 1,2013, wondered if we did automatic withdrawals. We don’t have that set up because we don’t want to know residents account numbers for liability sake. Those who do automatic payments do it via online bill paying. We would get a check. That would be fine.
Patty Kice’s house is on the market. It needs updating. Weaver’s unit is still on market,as well. It needs updating according to realtors and another bedroom. Ron Meskimen’s unit is on the market,too.
Secretary’s Report: I updated the contact page with forwarded emails for President, Secretary and Treasurer. I also password protected the financials. The password for residents is: (email susannovy01@msn.com to find out-or ask Charley). Try it out. First click on “financials”. We need to discuss at the annual meeting if we want a roster for Mountain Fairways to be included on the website; and if it should be password protected as well.
Treasurer’s Report: Need to figure out how to utilize the website with the financials. We’ll need 2 pages for monthly and quarterly.
Pete’s observation is that some of the approved repairs actually get paid in another year. Do we need to know which items those are in order to make the budget clear? Fixing sidewalks and drainage repair was budgeted in 2012 and paid in 2013.
It appears our insurance will come in under budget by approximately $200.00 less for the year. With the fires, we’re not expecting that to last.
Financial Committee Report: no new guidelines. There were documents sent out in 2012 for discussion,review & approval when everyone’s together in 2013.
Business Practices Committee Report: no new guidelines. There were documents sent out in 2012 for discussion, review & approval when everyone’s together in 2013.
Building & Grounds Committee Report
Paint bid for Golf Course Properties: Bid came in higher due to aging of units. Higher bid with the additional need for caulking and window frame repair was approved because we’ve been treated fairly and received good work in the past (and have the money).
Additional structural repair to some of the golf course units: Some of the siding is rotted or worn and needs replacing due to sun and watering. Our siding isn’t as good as what is now available, so Randy (paint contractor) suggests using the Hardy Board (concrete) over our current T111 siding and says it will look the same painted. The upgraded Hardy Board is more expensive by $500.00, ($4500 up to $5000) but will hold up better so we could more easily stay on our paint schedule. We presented this to the financial committee today to come up with a solution for budgeting this.
Drainage work along 1451: Would a 2nd sump pump do the trick? We’ve approved the project in 2012 with a $4000.00 budget. We will go over the project with the landscaper to see how to proceed.
Walkthrough with lawn service: has not happened yet. Will need to go over pruning needs and water needs. Charley wants to start the watering at a minimum and then increase as needed. We will go for 2 weeks between mowings and will add mowings as needed.
Skylights: they seem to leak a lot from snow melt. We have found a good roofer that thinks it’s due to the flashing. We will have him inspect all of them. We are past having any recourse from the roofer who roofed the units. Normally, “valley” roofers use light weight flashing because they don’t have the winds to deal with that we do. We suspect this has been the case. It will be less money to correct the flashing than the skylights. Business Practices Committee has been asked to come up with a corrected policy for the skylights that is obvious as to who is responsible.
Gutters & Trees: will need to look at older trees.
New Business:
Transfer Fees: Do we need one? Most HOA’s have transfer fees. The Finance Committee has been given the duty of coming up with a proposal for this.
Community Garage Sale: If we have our 2nd annual garage sale on June 15th, it might coincide with the one that our neighbors to the west have. That would be our ONLY garage sale date for the year. Charley motioned have the garage sale on June 15th regardless of the date of the street sale to the west. Approved.
Other New Business:
Future Meeting Dates: Thursday, June 12,2013 at 4:00pm at Charley’s (1437)Annual Meeting is set for Sat. July 13th. Time and place to be designated later.
Motion to Adjourn: moved and approved at 3:57pm
Respectfully submitted,
Susan Novy
EPMFHOA Secretary
Posted in MINUTES - All approved motions are in bold italics. Click on blue title for individual post., Minutes 2013 by Susan with comments disabled.