Estes Park Mountain Fairways HOA

Attendees: John & Sally Gaddis, Susan Novy, Pamm Haglund, Aaron Voboril, Rick Jordan, Jerry & Phyllis Haight, Pete & Linda Hogue, Chris Metzger, Kathy Beatty, Diane Yoblin, Elen Crane, Ronnie LaRue

Call to Order: 4:00
Minutes from Aug. 27, 2016: Approved

President’s Report: Today we have 12-14 recommendations to act on.
Also, three people have requested “native” information on our Quickbooks records. The use of Quickbooks as one of our accounting tools has created some controversy. The Finance Team does not use all of the components of the tool. There are different schools of thought about that; however, there have been ongoing disagreements about that issue, culminating in the recent involvement of a lawyer on behalf of one of the homeowners.

The Board has indicated to the homeowners requesting the native information that it has privacy concerns regarding giving this information out. The Board has told the requesting homeowners that we need to discuss this at a board meeting and determine what a homeowner does or doesn’t have a right to.

John suggested that since we had a CPA, Barry Stein, look at our books a couple of years ago, and he said that there were some things that we could incorporate into our Quickbooks use that he could teach us, if we wanted, that we could follow up with Barry Stein and have him review the native information in question and then have him provide suggestions in how to improve our use of Quickbooks. Upon discussion with the requesting homeowners, this would satisfy the request for native information, protect the confidentiality of our homeowners’ information, and get us some additional training. After discussion there was a motion made for the HOA to appropriate up to $2500.00 for a review by Barry Stein. The motion authorized the Finance Team to negotiate the terms of the assignment for the Board. The motion provided that Mr. Stein is to interact only with the Finance Team or the Board President during this process. The aforementioned motion was made by Rick and 2nd by Pamm. Passed unanimously.

New Business: Rules & Regulations, Policies & Guidelines updates

•  New R&R’s vehicle section. Adding some language to existing rule concerning garage and parking uses. Only personal vehicles allowed for long term parking and garage use. See website for complete language. Pamm moved to approve the updated language. Linda seconded. Passed.
•  Revisions to Policies and Guidelines: Under the Rules, we currently cannot make changes to the P & G’s without notifying through a registered letter to owners. We are modernizing the P & G’s a bit by adding that we can use electronic means or a community posting, such as at the mailbox, to notify the owners. Rick proposed that we add “a community posting” to the existing change. Rick moved that we approve the addition as amended. 2nd. Passed

•  Website accountability for non-financial information. A document was presented that shows the process of getting things onto the website. Kathy moved that we approve the website accountability. 2nd. Passed.
•  A new procedural form for handling a request for non-website information that would monitored by the Business Practice Committee. Pamm moved to accept. Linda 2nd. Passed.
  

  Financial Review:

  The financial team of 4 owners, Arkie Vaughn, Pamm Haglund, Rick Jordan and Gary Dougherty reviewed each line item of our books. They also reviewed all our insurance needs. Discussion revolved around our by-laws stating that the reviewer needs to be a professional accountant and whether or not we want to pay for that. Or should we only pay for a professional when the financial review team has questions on what they find?

  Their findings were:

•  No concerns regarding anomalies or fraud.
•  Identified some bookkeeping and process concerns that have been dealt with by thefinancial team
•  Verified all insurance and found it adequateLinda moved to accept the review. Kathy 2nd. Passed. The service of the team members was noted – they met for 6-7 times and used many hours of time outside of meetings for their review. The Board gave them HUGE thanks.Finance Committee Report:The committee has addressed (and the Board reviewed) all the questions and missing records that the financial review team found. Arkie Vaughn suggests that we have 2 signatures on all checks, not just checks for more than $500. The board feels we have adequate security on our checks with only one signature for amounts under $500. This also makes it easier in the winter time when the other signer is not here. No motion was made to change the current policy and the suggestion was not implemented. Both the financial review team’s summary and the finance committee’s report will be posted on the website.

  Financial P&G update concerning bi-annual reviews on even numbered years. Motion was made to accept. 2nd. Passed.

  The financial committee and buildings & grounds committee recommends that the board adopt the 8 section reserve documents. None of the technical sections have changed. The updates include the ability to deal with new maintenance challenges. Rick moved to accept the updated reserve plan. Pamm 2nd. Passed.

  Review plan for financial page of the website: what should and shouldn’t be included or protected. Linda moved to approve financial website plan. 2nd. Passed.

Financial outsourcing: The Finance Team recommends we do not outsource financial documentation (an accountant keeping the books). John wants to table this recommendation until after we’ve talked to Barry Stein. This was tabled.

Buildings & Grounds:

Pamm proposed discussing giving the responsibility of decks and bridge maintenance to the owners. This is still under review.

Trash: still not through with bear-proof dumpster discussion.

All homeowners must understand that snow removal requires the driveways be clear of vehicles in order to be plowed. If a homeowner’s vehicle is in the driveway, the driveway will not be plowed and snow may pile up behind the vehicle.

Work order forms have been working fabulously.

Aaron needs board approval on painting 5 units on the south sides of Golf Course units. Some of these units have excessive deterioration due to wind carrying water from the golf course spraying the back of the units. Rick moved to approve this additional painting request. 2nd. Passed.

Next Meeting: Sun. Jan 15, 2017 4:00pm at Kathy Beatty’s Adjourned: 6:34pm