Board Meeting 9/23/24
Estes Park Mountain Fairways
Board Meeting
November 23, 2024
10:00 am MT
Zoom for owners and Board members
Attendees:Yvonne Salfinger, Kevin Preston, Susan Novy, Pete Hogue, Abbey Pontius, Lori Calnon, Ronnie LaRue, Anne Posnic, Nan Belknap
Approval of minutes from meeting held September 28, 2024-they can be found at https://epmfhoa.com/category/minutes/minutes-2024/. Yvonne moved to accept the minutes, Pete 2nd. Passed.
Votes by email:
1.)Approval by the F&FST Committee to Change our approved paradigm for the deck painting expense line item from the current approach [we paint decks, we do not stain them] to a new approach [we paint or stain decks as makes sense – both in general and for a given year]
2.)Approval to paint the decks at: 1447, 1449, 1438 and 1434 by Carl to start the week of October 28 with prep and completion depending on weather.
Treasurer Report
1) normal treasurer financial information
2) 10/31/24 current monthly financials : Notes, Balance Sheet, P&L
Pete moved to accept the financials, Ronnie 2nd. Passed.
Facilities & Finances Support Team [F&FST] Report
1) normal F&FST information for each of its two functions
MF FACILTIES & FINANCES SUPPORT TEAM – BOARD MEETING REPORT (9/28/24)
Information carried forward from the last report is shown in italics
This report supplements the report done by our EPR service provider of facilities and finances operational services. Its focus is the set of responsibilities our team has in addition to those handled by the EPR staff.
Administrative Information
1) The team has not met as a full team since our last meeting (Tuesday, 7/23/24). However, there has been significant activity within the scope of both team functions (facilities, finances) since then (see the next heading).
2) We had agreed at our 7/23/24 meeting (and are executing our responsibilities within that agreement) to meet as needed, with work sessions either involving the full team or just a subset of the team that deals with one of two functions (facilities, finances) as appropriate – recognizing that some to many of our activities would not require a meeting at all but rather be handled by phone or email interaction by subsets/all of the personnel making up a function.
3) The finance function/team met 11/21/24. Recent Activities
1) Prior to the 8/17/24 board meeting there had been significant activity to prepare the draft 2025 Interim Phase One Budget material. The initial versions of draft material (two documents) was prepared by the team of Yvonne Salfinger (Operations Director) and Pete Hogue and Anne Poznic (the two key members of the finance function component of F&FST) – with supplemental support from Kevin Preston and Abbey Pontius). The two draft documents were then provided to the full F&FST team for their feedback. While the short time frame involved “stressed” the preparation of the final draft version being recommended by the team to the board for their approval at the 8/17/24 board meeting, the final draft version is a reasonable Interim 2025 Phase One Budget – recognizing that a Final 2025 Phase One Budget will be created later this year (target time frame sometime in November so the final 2025 assessments can be approved in time for implementation going into 2025).
Following the 8/17/24 board meeting three significant activities have taken place:
a) a Budget Executive Summary was prepared for use at the 9/7/24 Annual Meeting
b) the owners confirmed the Interim 2025 Phase One Budget at that meeting
c) as the result of a revised “vision” which is driving the Declaration Amendments Project (basis feedback obtained from the owners during the Town Hall meeting immediately following the Annual Meeting) the interim Phase One Budget material needed to be revised to align with the revised “vision”. That revised budget material will be reviewed and approved at the 9/28/24 board meeting. Approval was received at the 9/28/24 board meeting.
2) Prior to the 8/17/24 board meeting there had been significant activity to prepare a final view of the 2024 RP/RF Planning & Tracking document for approval by the board at the 8/17/24 board meeting – recognizing that the results of some of our inspection projects are not yet
1 11/21/24
available. For that reason, there is a premise in the current plan that we will not find any needed “immediate/emergency” 2024 work being recommended for action in 2024. Should that premise not hold, the Plan will be revisited – recognizing that there are no monies in the 2024 OF or RF budgets that are available to pay for said work. The draft document was provided to the full F&FST team for their feedback. While the short time frame involved “stressed” the preparation of the final draft version being recommended by the team to the board for their approval at the 8/17/24 board meeting, the Plan is a reasonable premise-based Plan.
At, and following, the 8/17/24 board meeting three significant activities have taken place:
a) the 2024 RP/RF Planning & Tracking document was approved by the board on 8/17/24 b) project work has begun on several of the approved projects (see the next heading)
c) an initial view of the 2025 RP/RF Planning & Tracking document was created as a way to show the current (but obsolete) 2025 RP/RF Budget.
2024 Reserve Plan/Reserve Fund Planning & Tracking Status Report
While a verbal update was done to some degree at both the 11/4/23 & 11/28/23 board meetings, a written report covering the final 12/31/23 year end status was provided at the 1/27/24 board meeting. To date through 6/30/24 there have been no Reserve Plan/Reserve Fund projects and associated expenditures. Having said that, there has been 2024 planning activity. There was initial RP/RF planning for 2024 discussed at the 6/17/24 board meeting, with a conceptual plan (with several TBD costs yet to be defined) adopted by the board. That planning was continued recently at the Tuesday, 7/23/24, meeting of the Facilities & Finances Support team. As can be seen from the Recent Activities information above (item #2), an updated Reserve Plan/Reserve Fund Planning & Tracking document was submitted for board review and approval at the 8/17/24 board meeting – with the plan being approved.
Several of the approved projects have been completed or currently have work-in-progress. More information will be provided by EPR during their report at the 9/28/24 board meeting.
More work has been completed on the Reserve Fund projects. Details will be shared by EPR during their report at the 11/23/24 board meeting.
2) Plans for producing the 2025 Final Phase One Budget.
(MIA means Material In Advance)
3.) We will discontinue the 2% annual payment discount, as Kim (our lawyer) found it to be discriminating to those who can’t afford it. Also, cash flow-wise, we don’t need to. When we invested it, after paying the tax on the ROI, it didn’t necessarily leave enough increase in our reserve to cover the discount.
Pete moved to discontinue, starting with 2025, the 2% discount. Yvonne 2nd. Passed. 5 yes, 2 no. Ronnie voted against. Yvonne would prefer it to start in 2026.
Estes Park Rentals report/transition update (Abbey and Team)
Dues: all current
New owners on 1421 are considering renting it out. Abbey let them know the criteria for rentals. (no short term, minimum 6 month lease to be turned into the HOA mgmt. co. for reference, not additional management of renters)
Inspections:
Structural/foundations were performed the week of July 23-25, 2024
Report received from Frank on 11/13/24 and turned over to F&FST for review.
Retaining wall-July 22, 2024
Retaining wall- we’re getting a bid on a concrete wall. There are other options, such as a rock wall, that will be considered. We’re using the concrete bid as a starting point to determine possible costs.
Request was sent to Carl for bid-pending
Siding-inspection was performed and bid by three companies so far
AP&D Ltd. Identified 2 trouble areas (1410 and 1458), along with other more minor things. Bid was high from AP&D Ltd. (Steve) for 1410/1458.
Also, holes in 1438 (new)
Requested a second quote [name of company provided by Yvonne to LeAnn from a local painter: “Jeffrey Youngbluth has done the siding work there before. He does outstanding work. He is your first Choice.” (970) 217-5776).]-pending. He sent the bid, but we haven’t received it.
Keith Cowles submitted a bid for 1458.
Blue Peak (Andrew) performed an inspection of decks and siding and produced a report (sent to Board).
Asphalt update
Brodie asphalt
Asphalt work by Josh Harris-Leanne brushed and power washed, they should come in for a little more work. There was some patching done at the entrance area.
Update on Matthew Circle Town project-in Town approved budget for 2025, some surveying occurring
Work order status (Abbey and Team, B and G)
Decks
The Dougherty’s (1431) finished deck work-any reimbursement from HOA is pending budgeting decisions on decks in early 2025.
1437 is in need of some repair, but hasn’t been in the 2024 budget or inspected yet. . The owners are willing to get the painting done themselves, as their unit is up for sale, but were have problems finding a vendor. We gave them the information on who we use and F&FST will determine where to go from there.
Current status of pending work orders
Leann and Yvonne had call with Carl on 10/7/24
1.)Bid for painting 4 decks and 1 porch-Carl has them prepped and will paint/stain as appropriate depending on temperature and weather
2.)Gutters were done in Spring but he will do a quick review of them, and also check if they are intact.
3.)Winter clean up to include bush trimming/weeds in wild areas/removal of dead bushes/volunteer pines behind 1446-status?
4.)Carl will meet with Leann about French drain issue due to saturation of water flowing into crawl space and other drainage issues to keep water away from foundations.
French drains 1455, 1457
5.)Sprinklers and ground saturation (next Summer)
Sprinkler at 1450 pulled out of ground (next Summer)
6.)Vents-closed by Leann
There were some in need of repairs
7.)Window broken by golf ball 1452 (Rande)
8.)Flagging of communications boxes for snow plows for winter (Leann)
9.)Leak at 1451 (Emmer)
10.)(new 11/22/24) painting of Dawson’s deck (1437)
11.)EPMFHOA Split rail fence project-pending (Yvonne and Rick)
12.)Replaced fencing on Brodie (did other places also)
Business Practices Report (Yvonne, Pete)
Updating of documents:
Ballot for updating of Declarations and Bylaws out for vote from EP Rentals-due December 30, 2024
Reminders sent to owners by email-last sent 11/19/24. We’re still in need of over half the owners to vote.
Letter was mis-sent to owners about mortgages-new letter going out on 11/11/24 to mortgage company only (not owner) from law office
Kim putting advertisement in newspaper as required
Yvonne and Pete met with Lonnie at Van Horn Engineering re update of map on 9/13/24-Lonnie sent a proposal back in October
Monthly plan document review
September 1-Snowplowing-“same cost as last year” (CMJ)
Insurance policy update-renewal on December 1-State Farm which was increased to $37K. The insurance team recommends sticking with the 15K deductible per building per claim until we have more information. We need the declaration votes to come in order to determine how the board needs to handle making sure the owners have their own loss assessment insurance on their interior policy. The new Declarations has it stated to recommend loss assessment insurance per owner’s interior policy (which would take the board off the hook of needing to make sure you know about loss assessment). Loss assessment insurance is extremely inexpensive (approx. $15/year for +50K loss assessment insurance – to be used only on unpaid deductibles by an HOA claim). An increase to 30K HOA insurance deductible/building /claim could save everyone approx. $15/month in HOA insurance assessment. (when we make a claim, we would assess everyone 1/30th of the deductible in order to make the deductible, which is the reason for needing loss assessment insurance. 50K would easily do, for an approx $15/YR increase in your interior insurance.) We can make these changes to the HOA insurance policy at any time throughout the year; but the board would want to make sure everyone has loss assessment insurance (or the Declarations vote passes) or chooses to opt-out of loss-insurance insurance and take their chances on having to pay the deductible assessment out of their own pocket before we make any changes.
Yvonne moved to keep the insurance deductible at 15K until we have more information. Lori 2nd. Passed.
November 1-downsized Waste Management to once/week for each dumpster.
December-annual dues notices to be sent
Date of next Board meeting? Jan. 25, 2025 at 10:00.
Posted in Home, Minutes 2024 by Susan with no comments yet.
Town Hall Meeting 10/12/24
10:00 via Zoom
Attendees: Susan Novy, Yvonne Salfinger, Pete & Linda Hogue, Kevin Preston, Lori Calnon, Kim Porter, Anne Poznic, Rick & Claudia Jordan, Kathy Beatty & Elen Crone, Diane Yoblin, Matt Geraghty & MayBeth, Linda Buehring, Julie Walsh
Discussion on Updates to Legal Documents After Last Town Hall Meeting Discussions:
Anne requested only 5 board members. There were many ideas, but leaving the number as 5 or 7 board members seems to be the choice.
Anne requested that committees be only on an as needed basis with a board member heading the committee. Kim clarified that the updates cover this according to non-profit statutes, so nothing needs to be changed. The board is already making committee changes due to the HOA adopting a property management company.
There was discussion on number of meetings for the board. Kim clarified the legalese verbiage . We are following these. The board needs to keep in mind that when voting by email, the emails (including email discussions) are part of the records and need to be saved.
There was a question about how proxies vote. Who you give your proxy to votes according to what they feel is correct for themself and their proxies; unless you specify how you want to vote and trust them to vote your vote according how you want voted.
Is signage or extended driveway parking included in what we’re updating? No. Both are detailed in Rules & Regulations and Policies, which should be updated after knowing how the Declarations and By-Laws update vote goes. Signage/flags is briefly in the updated Declarations, Kim clarified what is legal.
Decks? There is additional information on decks that will be sent out. The amendment states that the HOA will be responsible for doing the work of maintenance and replacement, but will have the right to pass-through some of the costs. (ex: if the deck has been enlarged or larger than the majority of decks).
Next Steps:
After today’s input, Kim will make whatever changes the board requests. Then a final document will be sent out for approval. After that approval, the vote of the entire membership will happen. There needs to be a 60 day window of being able to vote (after 60 days, your vote is deemed approved if you haven’t voted by then), so we request everyone vote ASAP when you receive the mail-in vote . Kim Porter (lawyer) and EP Rentals will be handling the vote and giving the results to the board as soon as the needed majority is reached. Make sure Estes Park Rentals knows where to send your ballot. This will be far less complicated if we get this done by year-end.
There is a lot that can’t be determined until after the vote. If it doesn’t pass, then we will make decisions according to current documents, rather than the updates.
Adjournment: 11:00
Short Board Meeting after Town Hall:
Since nothing was changed, just clarified at this Town Hall, shall we go ahead with the vote? Yes. The board deems the updates to be necessary, fair and in keeping with membership discussion at the Town Hall meetings.
Look for your ballot in the mail from Estes Park Rentals.
Adjournment: 11:03
Respectfully Submitted,
Susan Novy- secretary
Posted in Minutes 2024 by Susan with no comments yet.
EPMFHOA Board Meeting 9/28/24
Estes Park Mountain Fairways
Board Meeting
September 28, 2024
10:00 am MT
Zoom for owners and Board members needing Zoom
approval pending
Attendees: Susan Novy, Abbey Pontius, Yvonne Salfinger, Pete & Linda Hogue, Kevin Preston, Ronnie LaRue, Lori Calnon
Approval of minutes from meeting held August 17, & Sept 7, 2024-they can be found at https://epmfhoa.com/category/minutes/minutes-2024/ Pete moved to accept the minutes, Kevin 2nd. Passed.
Votes by email:
Approval of architectural request for replacement of decking and joists by Gary and Dee Dougherty (1431)–approved by email on 9/11/2024 (votes were 6 yes and 1 no vote).
Treasurer Report
No outstanding assessments.
1) normal treasurer financial information MIA
2) 8/31/24 current monthly financials MIA. Pete moved to accept the financials, Yvonne 2nd. Passed.
3) RP/RF Study Team – updated vision draft document to be used at the next Town Hall meeting MIA. The vision is about the Declarations. The major difference from the Annual/Town Hall meetings is that nothing will be turned over to the owners. The only pass-through for the 2025 budget now is the sewer bill. Pass-through is defined as financial differences between separate units that can be proved. Decks can be another pass-through. The insurance team will ask the insurance company to see if we can pass-through insurance, as well.
Facilities & Finances Support Team [F&FST] Report
1) normal F&FST information for each of its two functions MIA (MIA means Material In Advance)
2) revised 2025 Interim Phase One Budget and Premises(two documents) – format changes to match the revised vision which requires approval MIA
Pete moved that the revised budget with the same bottom line of the budget (as at the Annual Meeting), but changes the assessment due to the changes of owner responsibility being dropped, be approved. Yvonne 2nd. Passed.
Estes Park Rentals report/transition update (Abbey and Team)–
Dues-all current
Inspections:
Structural/foundations were performed the week of July 23-25, 2024
Retaining wall-July 22, 2024
Question was sent to Carl for bid for fence repair instead of 6K fence replacement
Waiting on report from Frank
Siding-inspection was performed by two companies so far
Identified 2 trouble areas (1410 and 1458), along with other more minor things. Bid was high from AP&D Ltd. (Steve) for 1410/1458.
Requested at least a second quote [name of company provided by Yvonne to LeAnn from a local painter: “Jeffrey Youngbluth has done the siding work there before. He does outstanding work. He is your first Choice.” (970) 217-5776).]
Blue Peak (Andrew) performed an inspection of decks and siding and produced a report (sent to Board).
Inspections-decks-Andrew/Blue Peak
Brodie asphalt update:
Asphalt work by Josh Harris-Yvonne sprayed the weed killer where they were popping up within the asphalt. Next step is brushing and power washing, then they should come in for a little more work. There was some patching done at the entrance area and that seems to be needing to be sealed.
Update on Matthew Circle Town project-no update
Other activities:
Work order status (Abbey and Team, B and G)
Completed
Current status of pending work orders
Sent to Abbey and team on 9/10/24
Brodie fencing-our request was to repair the gaps in fencing and downed fencing (this has been pending since February or even earlier) I haven’t seen any pricing for this.
Painting and repair of decks-the paint is Deck paint from Sherwin Williams Plantation Brown from the Loveland store on Eisenhower. I have one gallon of the deck and one of the exterior paint now.
1447 (pending since September 2023)-highest priority!!
1449
1438
Other?
1431 deck-they will get it done themselves on 9/23 (architectural request was approved by Board)
Skylight leak 1411-has it been fixed?
French drains 1455, 1457
Sprinkler at 1450 pulled out of ground (probably can wait now until next Summer)
Sprinklers and ground saturation (probably can wait now until next Summer)
New requests
Closing of vents-should be done in September (there were some in need of repairs)
Weeds in wild area/weeds between units
1446 & 1445- volunteer pines
Fall cleanup and bush trimming
Behind 1431, there is a dead/dying bush on the corner that should be cut down. Also, there is an evergreen bush almost covering the back sidewalk that should be trimmed back.
Gutters -do they need to be cleaned? (did this get done this summer?)
(added) Sprinkler system shutdown for winter
Other to report:
EPMFHOA Split rail fence project-update after talk with Van Horn Engineering (Yvonne and Rick). All the split rail fencing is ours and is in need of repair and/or replacement. Now the question is whether we want to keep the character of split rail fencing (the least expensive) or not have fencing along the perimeter. (Susan’s take on non-perimeter fencing (not mentioned in the meeting): by removing the fencing around the wild area, outsiders such as appraisers and realtors, have asked her why we don’t mow all the grass. We seem to be the only ones that find that attractive. With a fence, there was a reason for it, albeit still a fire hazard reason.)
Business Practices Report (Yvonne, Pete)
Updating of documents
Town Hall with Annual Meeting on 9/7/24
Draft Declaration changes discussed with Kim Porter on 9/18/24 (Kevin, Pete, Yvonne) determine number of board members allowed. Pete moved to have the Declarations state that the number of board members be either 5 or 7 board members. Susan 2nd. Passed.
Map Update: Yvonne and Pete met with Lonnie at Van Horn Engineering re update of map on 9/13/24. He will do price quote for the exterior. His estimate for interior and exterior was quite high.
Other items
Monthly plan document review
September 1-Snowplowing-“same cost as last year” (CMJ)
October 1-insurance policy update (current expires 11/30/24)-State Farm
November 1-downsize Waste Management to once/week for each dumpster. Federal filing on FINCHIN is ready for filing.
Date of next Board meeting: Nov.23,2024 at 10:00MT
Date of next Town Hall meeting: re: document update-suggest Saturday 10/12/24 at 10:00 MT by Zoom
Adjourned: 11:30
Posted in Minutes 2024 by Susan with no comments yet.
Board Meeting following Town Hall Meeting 9/7/24
EPMFHOA Board Meeting
Following the Annual Meeting and Town Hall Meeting
(approval pending)
Attendees: Susan Novy, Pete Hogue, Nan Belknap, Yvonne Salfinger, Kevin Preston
Call to Order: 3:35
Election of Officers: Pete moved to keep the same officers as last year. Kevin 2nd. Passed.
President: Yvonne Salfinger
Vice President: Kevin Preston
Secretary: Susan Novy
Treasurer: Pete Hogue
Operations Officer: Yvonne Salfinger
members at large: Lori Calnon, Ronnie LaRue, Nan Belknap
Next meeting: Saturday, September 28,2024 at 10:00am, by Zoom
Adjourned : 3:45
Posted in Minutes 2024 by Susan with no comments yet.
Town Hall Meeting 9/7/24
Town Hall Meeting
Following 2024 Annual Meeting
approved 9/28/24
Introduction of HOA lawyer Kim Porter: She came to listen to the discussion in order to know how to advise the board better.
Background:(not exactly expressed this way at the Town Hall Meeting) The board has hired Kim Porter to update and amend our covenants. She found some discrepancies regarding the HOA’s decisions vs. what the Declarations meant to convey. The 2 major discrepancies are regarding decks and assessments. Prior to the Town Hall meeting, the board has had a couple of zoom meetings with Kim. This is information from the meetings.
Decks: The common elements can not be divided or subdivided. The grounds is a common element. The HOA can not give an owner common grounds to expand their deck without a 75% vote of approval from the owners. The decks are limited common elements for the sole use of the owner, so common elements can’t be used to increase limited common elements without a vote. 30-I also states that when an owner upgrades the “patio area”, the owner is responsible for the cost of the upgrade and the subsequent maintenance.
Problem: 6 of the “Golf Course” units have expanded their decks to wrap around the back of their units. All of those decks are maintained by the HOA. Four of the “Inner Circle” units have either expanded or improved their decks to upgraded materials through the HOA. All expect maintenance from the HOA. Two of the “Brodie” units have added sunrooms to their decks. The current owners moved in thinking that the sunroom was part of the unit, not the deck. (Technically, their “decks” are “balconies”.) Not all owners are the owner that increased the size of the deck or improved it. We’ve never voted on any of this and shouldn’t have approved any of this.
Since 30-I is titled “patio area” and B&G hasn’t considered that we have any patios, it’s been entirely ignored.
Possible Solutions:
1. Clearly define 30-I so that it’s understood that the patio area includes decks/patios/balconies and then defining that the ground level patio area extends from two perpendicular edges of the building to create an area for a deck/and /or landscaping with 1-2’ extended surrounding landscaping from the edge of the building. All changes need to be approved by the board according to the Architectural Guidelines. Balconies can not be enlarged.
2. Licensing: When an owner makes approved changes to a patio area or balcony, they will sign a license agreement that gets documented with the Secretary of State to legally remove the responsibility of the deck from the HOA and move it to the owner and all subsequent owners. The benefit is that the deck becomes an asset to the owner and increases the value of their unit (provided the owner keeps it maintained and keeps records of the money they’ve spent on it).
Sidenote: Currently this would apply to 13 units plus one to come. A few years ago we decided that since the units were over 30 years old and in need of much repair that the HOA was to upgrade decks to include composite and metal rails. The HOA would pay for the least expensive composite and metal rails and the owner would pay the difference between wood and the upgrade. The idea was everyone would eventually have upgraded decks with minimal maintenance needed. We didn’t know about licensing at the time this was decided, but that could be a solution for gradually moving all the units to owner responsibility. An upgrade other than that offered by the HOA would be the full responsibility for payment by the owner and could be done anytime prior to the scheduled year. The remaining 16 units would be put on a schedule to alleviate all 16 needing to be done at once. Something along these lines would need to be done if the amended “all units decks are responsibility of the owner” vote doesn’t pass.
3.Owners become responsible for their deck/balcony.
4.HOA becomes responsible for all decks/balconies regardless of size and past agreements.
Assessments: Exhibit B is titled “Percentage of Ownership of the Common Elements”. It is referenced 3 times in the Declarations. Once as the way all assessments should be assessed, once as the way special assessments should be assessed and once pertaining to how to split the HOA funds should the HOA dissolve (fire, whatever). It was originally declared by the developer/builder and would need 100% of the ownership to agree to change it.
Problem: There’s only 6 of 30 units listed on it. The percentages listed are not solely by square footage and we’re having a hard time figuring out how to complete it according to the original ratios. It’s difficult deciding which units belong in each of the 6 categories without knowing the criteria used to come up with the original percentages. Typically this document is only used for dissolving the HOA and needing to know what percentage of remaining funds each unit should receive. Mortgage companies need it, but don’t go out of their way to get it.
Possible Solutions:
1. Don’t tie assessments to Exhibit B and split all assessments either equally or primarily equally with some by percentage of ownership.
2.Insurance: We used to split the insurance into small, medium and large units, determined by square footage with a $5 difference between sizes. With insurance tripling in cost over the last few years, we know this solution is outdated. The Declarations has a definition of terms entitled “percentage of responsibility”. This has a formula with it. Each units square footage as a percentage of the total square footage. We could split insurance as a percentage of responsibility instead of percentage of ownership of common elements and everything else equally like before. (Susan has done the math on the “Unit Sizes” document at the bottom of the right sidebar on the website, epmfhoa.com.) This would solve the Exhibit B problem,by renaming it and by having the only thing tied to it is the insurance and dissolving the HOA. Basing it on square footage would be reasonable for those two areas.
Sidenote: The original Declarations that we’re currently obligated to go by has the premise that since all units are not the same size, all assessments should be determined accordingly to the incomplete Exhibit B: percentage of owner ship of the common elements. Assessing everything equally would change that premise, but may be more legally correct. How to assess the insurance is still an option, we think.
Discussion in the Town Hall Meeting:
Key changes:
Declarations:
We need to update Exhibit B to include all units and determine the percentage of ownership of the common elements. However, we’ve never used that % of ownership of the common elements because we can’t figure out how the original 6 units percentage was figured out. We do need this document for the long-shot situation of needing to dissolve the HOA for whatever reason and then needing to split the money according to each units percentage of ownership of the common elements.
How we split the expenses between owner and HOA. Do we turn over driveways, sidewalks, and decks and skylights over to the owners responsibility rather than the current HOA’s responsibility? There was much discussion on what should be turned over to the owners. The number of skylights varies between 0-7 per owner, the sidewalks and driveways are currently up for costly repairs. Mostly, none were viewed as needing to be turned over to the owners at this time or changed in the Declarations. Most want these items to be taken care of by the HOA. (Keep in mind we still need to add 250K to the reserves for the retaining wall replacement.)
By-Laws:
Most were in favor of the changes, as they were primarily updated legal issues.
If you have any other thoughts or suggestions, please contact someone on the board preferably before the next board meeting, Sept 28,2004.
Adjourned: 3:30pm
Posted in Minutes 2024 by Susan with no comments yet.
Annual Board Meeting 9/7/24
EPMFHOA 2024 Annual Owners Meeting Agenda
Sept. 7,2024 1:00 to 3:00 pm MT
At the Presbyterian Community Church of the Rockies
1700 Brodie Avenue, Estes Park
(approval pending)
Call to Order and establishing a quorum: Susan Novy, Rick & Claudia Jordan, Yvonne & Max Salfinger, Nan Belknap, Gary Dougherty, Jim & Tina Meyers, Kevin & Debbie Preston, Elen Crone & Kathy Beatty, Pete & Linda Hogue, Diane Yoblin, Mary Beth Schuh, & Matt Geraghty, John & Sally Gaddis, Tim & Leigh Dawson, Nipan Karmacharya, Linda Buehring, Lori Calnon,
Proxies: Chris & Karen Michael (Novy), Randy Rahn (Jordan), Anne & Steve Poznic(Salfinger), Debbie Simpson (Salfinger)
Management Company: Abbey Pontious, Ruth King
Quorum met.
Owner Introductions: All introduced.
Approval of 2023 Annual Meeting Minutes: Pete moved to accept the minutes, Kevin 2nd. Passed.
Association Update: The Town of Estes Park is planning on resurfacing Matthew Circle with sidewalks in 2025. This is one of the reasons we didn’t do asphalt work around Matthew Circle, the Brodie driveways were done this year. We have a document update project to update our covenants. The declarations will have some amendments and the by-laws and policies will be updated to current law. The Declarations will require 67% owner approval/vote by ballot. The policies can be approved by the board and the by-laws will require 67% of the voting meeting participants.
There are bills that are going up. The sewer bill is going up. We have inspections going on to determine the cost of major repairs. The Reserve study happened the end of last year. The result is that the reserve fund needs more funding. The retaining wall along north Matthew Circle in the front of the Brodie units, needs replacement at some point. It’s approximately 250K and has never been included in the reserve monies. The fencing needs repair and we need to find out who owns the fencing.
Finance/Treasurer Report: Pete went over the Executive Summary. This was emailed to everyone. Basically, since expenses are going up exponentially, the dues will need to go up. However, how it gets billed to the unit owners may change. Driveways, sidewalks and decks may become the owner’s responsibility instead of the HOA’s. The sewer bill will be passed through to the owner. (Mortgage companies need to use the amount of the dues against an owner’s expenses, but not utilities. So we would pass through the sewer bill as a separate line item to your dues. You will pay both bills to the HOA so the HOA can make the payments.)
Adoption of 2025 Budget: Rick moved to accept the budget, Kathy 2nd. Passed.
Estes Park Rentals- Property Management Company Report:
Board Nominees and Vote: All voted in.
Lori Calnon
Yvonne Salfinger
Peter Hogue
Susan Novy
Nan Belknap
Ronnie LaRue
Kevin Preston
Other Items:
Adjournment of Annual Meeting: 2:21pm
Posted in Minutes 2024 by Susan with no comments yet.
Board Meeting Aug. 17, 2024
Estes Park Mountain Fairways Board Meeting
Aug. 17, 2024 10:00MT via Zoom
approved 9/28/24
Attendees: Susan Novy, Pete & Linda Hogue, Ronnie La Rue, Abbey Pontius, Yvonne Salfinger, Nan Belknap, Kevin Preston, Matt Geraghty, Lori Calnon, Rick Jordan
Call to Order: 10:00
Minutes up for Approval: July 27,2024
Motion was made to approve minutes. Passed
Email Votes
a.)The Reserve Study team would like to recommend to move forward with approving the $4,000 expenditure (instead of $3,000 previously approved) for updating the Declarations (amendments only), rewriting the Bylaws, and creating the updated/new policies per Kim Porter’s recommendation. Approved on 8/8/24 (4 board members voted yes, 1 voted no, one did not vote)
b.)Contract with Harris Asphalt to do the asphalt work defined in the scope of their proposal for the price of $8,850. Approved on 8/14/24 (all 6 board members voted yes)
Treasurer’s Report:
Board Treasurer Report For 7/27/24 Board Meeting: information repeated from last report is in italics and found in the financial section of the website.
Note to readers: This report covers all the activity in which the treasurer is involved – with the exception of those items that are covered in the report from the Facilities & Finances Support Team (finances function).
FINANCIALS AND FINANCIAL SITUATION
1) The 7/31/24 financials have been completed and distributed.
2) After seven months of 2024 we have operating revenue of $139,460.50 and operating expense of $59,855.07 for a net income of $79,605.43.
MONTHLY ASSESSMENTS
It is time to celebrate!!!. At the end of July we have only owner with outstanding assessments as receivables for the association – and the expectation is that this temporary situation (due to health issues of that owner) will be resolved soon.
SHOW US THE MONEY! As of July 31, 2024 – $209,942.82
BOC Checking $77,603.24
Fidelity Operations Savings $7,075.89
Fidelity Reserve Savings. $125,263.69
Pete moved to approve the financials. Passed.
Facilities & Finance Support Team (F&FST) Report:
Reserve Fund Current vs Needed
Pete moved to accept the projected increases needed to complete 2024 reserve fund work, Yvonne 2nd. Passed. 4-1-1
This needs some revision and better explanation.
Reserve Fund Worksheet explanations
Estes Park Rentals Report
Dues
Inspections
Structural/foundations were performed the week of July 23-25, 2024
Retaining wall-July 22, 2024
Siding-inspection was performed by two companies so far
-Identified 2 trouble areas (1410 and 1458), along with other more minor things. Bid was high from AP&D Ltd. (Steve) for 1410/1458.
-Requested at least a second quote [name of company provided by Yvonne to LeAnn from a local painter: “Jeffrey Youngbluth has done the siding work there before. He does outstanding work. He is your first Choice.” (970) 217-5776).]
Inspections-decks-Andrew, Blue Peak-do we have a list of those decks needing painting/repairs?
-Blue Peak (Andrew) performed an inspection of decks and siding and produced a report (sent to Board).
Asphalt Update:
Three received-selected Harris Asphalt and notified Leeann on 8/14/24
Estes Valley Asphalt-$42,000
Protective Seal Coating-$12,000 (they did work for us a 2-3 years ago)
Harris Asphalt-$8,800
Update on Matthew Circle Town project
Sidewalks: 1453, 1451
Work order status (Abbey and Team, B & G)
Current status of pending work orders
-Completed
-Pending
Requested of Carl (email 8/12/24)
Painting of 1447 (Michaels) deck
Brodie fencing repair (behind 1433 and 1435)
Need to add 2 side sprinklers at 1450 (not functioning (one is disconnected) and others misdirected, dead or missing
Remove volunteer pines at 1446
Skylight repair at 1411
Weed and kill tree sappers coming up through Brodie alleyway area
Other to report?
EPMFHOA Split rail fence project-pending (Yvonne and Rick)
Business Practices Report (Yvonne, Pete)
Updating of documents
Documents sent to Kim Porter
Contracted with Kim to produce some draft amendments for Declarations, update Exhibit B, new Bylaws, and new policies
Yvonne has contacted Van Horn Engineering re update of map
Other items:
Yvonne renewed CO Department of Regulatory Agencies (DORA), Division of Real Estate HOA license, expires September 7, 2025.
Next Meeting:
Annual Meeting: Sept. 7, 2024, 1:00, Community Church of the Rockies Fellowship Hall on Brodie
Notices were sent out 30 days in advance by email and mail
–Need to send out to owners:
Approved Initial Budget for 2025
–Ballot at the meeting:
Interest of current board members-Ronnie, Nan, Pete, Kevin, Yvonne, Susan
Interest of other owners-Lori Calnon
Town Hall Meeting proposed agenda items, which may change by the time of the meeting.
A motion was made to accept this as an initial focus until we get more information from the lawyer. Passed
Adjournment: 11:45
Posted in Home, Minutes 2024 by Susan with no comments yet.
Board Meeting July27,2024
Estes Park Mountain Fairways
Board Meeting
July 27, 2024
10:00 am MT
Zoom for owners and Board members needing Zoom
Attendees: Abbey Pontius, Yvonne Salfinger, Pete & Linda Hogue, Nan Belknap, Rick Jordan, Kevin Preston, Anne Poznic, Jim & Tina Meyers, Susan Novy
Call to Order: 10:00
Approval of minutes from meeting held May 18, 2024 and June 17, 2024-they can be found at (when posted/corrected):
https://epmfhoa.com/category/minutes/minutes-2024/
There was a motion to approve the May 18 minutes as posted and Pete had corrections to be made on the June 17 minutes, which were also approved.
Finance Team (Pete)
a) Treasurers Report
Board Treasurer & Finance Team Report For 7/27/24 Board Meeting: information repeated from last report is in italics Note to readers: This report covers all the activity in which the treasurer and finance team are involved. FINANCIALS AND FINANCIAL SITUATION
1) The 6/30/24 financials have been completed and distributed.
2) After six months of 2024 we have operating revenue of $129,694.36 and operating expense of $42,293.90 for a net income of $87,400.46.
MONTHLY ASSESSMENTS
It is time to celebrate!!!. At the end of June we essentially do not have any owners with outstanding assessments as receivables for the association.
SHOW US THE MONEY! As of June 30, 2024 – $217,737.85
BOC Checking $86,462.41
Fidelity Operations Savings $7,046.16
Fidelity Reserve Savings $124,229.28
FINANCE TEAM STATUS INFORMATION
1) Outsourcing Implementation Team Status:
Effective with the last board meeting (6/17/24) the Outsourcing Implementation Project and its associated Outsourcing Implementation Team have been closed out in light of a successful implementation. So effective immediately this heading/topic will no longer appear as part of the Treasurer report.
2) Investment Management Status: The finance team previously produced and distributed information on our MF Investment Management portfolio. The “book” value, as opposed to “market value”, for each month was used for our financials in 2023. For 2024 we are using the “market value” for our financials. For full transparency both values are reported in the Financial Statement Notes each month. The table that follows provides a view of our increasing monthly values – using the “book” value for the Operating Fund and the “market” value for the Reserve Fund. NOTE: Since none of the Operating Fund monies are invested, there is no separate “market” value involved.
Month
12/31/22 BBF 12/31/23 BBF January 2024 February 2024 March 2024 April 2024 May 2024 June 2024
Operating Savings Value [$]
12/22-$6,560.92 (book) 12/23-$6,874.27 (book),1/24- $6,903.36 (book), 2/24- $6,930.59 (book), 3/24-$6,959.83 (book), 4/24-$6,988.16 (book), 5/24- $7,017.56 (book), 6/24– $7,046.16 (book)
+Reserve Savings Value [$]
12/22-$85,251.87 (book), 12/23- $117,642.08 (book),1/24- $122,027.16 (market), 2/24– $122,495.86 (market), 3/24- $122,903.41 (market), 4/24– $123,342.77 (market), 5/24- $123,734.40 (market), 6/24- $124,229.28 (market)
=Total Value [$]
12/22-91,812.79 (book),12/23- $124,516.35 (book), 1/24- $128,930.52 (market), 2/24- $129,426.45 (market), 3/24- $129,863.24 (market),4/24- $130,330.93 (market), 5/24– 130,751.96 (market) 6/24- $131,275.44 (market)
Note1: We moved monies into reserve savings (planned for JAN 2023, executed in FEB 2023) so all the 12/31/22 = 1/1/23 reserve monies would be in its own account ($96,862.78).
Note2: We moved monies into reserve savings (planned for JAN 2024, executed in JAN 2024) so all the 12/31/23 = 1/1/24 reserve monies would be in its own account ($117,642.08).
3) Multi-year Planning Team Status: The team (AKA the MF RP/RF Study Team) has effort going on in two areas, which are a) revising the current Multi-year Planning document and b) determining what outside resource to use in the reserve
1 7/25/24
(property management) arena to validate our locally produced plan and provide consultation in areas where we have no local expertise. Working with Lowell Richardson of PMI we obtained three bids for a Reserve Plan/Reserve Fund Study. The team brought forward a recommendation in the second area for consideration at the 6/24/23 board meeting – with the recommendation being approved. A Reserve Advisors engineer made an onsite visit on Tuesday, 8/22/23, to initiate the study. The Study Team has received the Study Report and created a Study Team Executive Summary (which includes recommendations for board review & approval) that was an agenda item at the 11/4/23 board meeting. It was decided at the 11/4/23 board meeting that slightly revised versions of the first two recommendations would be voted on at the 11/28/23 board meeting. The third recommendation was approved at the 11/4/23 board meeting.
The Study Team brought forward two proposals for board consideration at the 11/28/23 board meeting. These proposals were based on team-perceived opportunities for improvement in our current practices and processes related to the Reserve Plan/Reserve Fund arena. Both recommendations were approved.
The current status is that there will be no more active work for the Study Team until second quarter of 2024.
On Saturday, 7/20/24, the RP/RF Study Team met to determine (and start) the process for analysis of, and action on, the Reserve Advisor report. However, the work session instead became a discussion on needed changes to the current planning activities schedule, with focus on a needed increase in scope for the Declarations Revision Project being done now and the activities related to the Reserve Advisor Report and the 2025 Phase One Budget being deferred until later. A proposal to that effect from the team to the board will be considered at the 7/27/24 board meeting.
4) Reserve Plan/Reserve Fund Tracking Report Status: While a verbal update was done to some degree at both the 11/4/23 & 11/28/23 board meetings, a written report covering the final 12/31/23 year end status was provided at the 1/27/24 board meeting. To date through 6/30/24 there have been no Reserve Plan/Reserve Fund projects and associated expenditures. Having said that, there has been 2024 planning activity. There was initial RP/RF planning for 2024 discussed at the 6/17/24 board meeting, with a conceptual plan (with several TBD costs yet to be defined) adopted by the board. That planning was continued recently at the Tuesday, 7/23/24, meeting of the Facilities & Finances Support team.
b) monthly financials: Under “financials” on website (right sidebar)
c) RP/RF Study Team – proposed change in current planning activities being brought forward for board consideration. This is in it’s infancy. We got some information back from the lawyer and most of our Declarations is incomplete and not current. We will need a Town Hall meeting in order to have full discussion and determine ballot issues for vote, as we’ll need 67% approval to change the Declarations.
Pete moved to schedule a Town Hall meeting soon. Passed.
e) Investment report
f) 2024 RP/RF Tracking Report – an updated interim 2024 Reserve Plan/Reserve Fund document [interim in the sense that it will be in place, when completed with TBD values replaced by our best estimates, until we complete the second quarter analysis of the Reserve Advisor Report – which may not get completed until into or after July]
Estes Park Rentals report/transition update (Abbey and Team)-see below
Dues
Inspections
a.)Structural/foundations-week of July 23-25, 2024. This was done and we are waiting on the report.
b.)Retaining wall-July 22, 2024
c.)Siding-inspection was performed by one company
Identified 2 trouble areas (1410 and 1458), along with other more minor things. Bid was high from AP&D Ltd. (Steve) for 1410/1458.
Requested at least a second quote (name of company provided by Yvonne to LeAnn from a local painter): Jeffrey Youngbluth has done the siding work there before. He does outstanding work. He is your first Choice. (970) 217-5776).
Another company, Blue Peak (Andrew), performed an inspection of decks and siding.
d.) Decks-Andrew, Blue Peak
Asphalt update
a.)1451 asphalt: repaired in early July. There have been a few more requests for driveway repair. Some of this needs to be after the Town repairs Matthew Circle and adds a sidewalk.
b.)Brodie asphalt quotes
Two received
Estes Valley Asphalt-$42,000
Protective Seal Coating-$12,000 (they did work for us a 2-3 years ago)
Third quote potential by Harris Asphalt (recommended by the Molle’s)
Update on Matthew Circle Town project:
TruGreen-contract signed for this year, to match Elk Ridge-1st done in July
Work order status (Abbey and Team, B and G)
Current status of pending work orders
Completed:
1.)Roof leak-1443 (Myers)-owners are happy with repair and painting. Time will tell.
2.)Roofs-4 units identified by reserve study (Yvonne, EP Rentals)-completed by Carl with more minor repair/fix.
3.)Repair of driveway-bid by Estes Park Asphalt-completed
4.)2 dead trees by 1441 (front and back)-completed
Pending
1.) Painting of 1447 (Michaels) deck: pending outsome of inspections and additional work so that it is one project.
2.) Brodie fencing repair: Carl’s been taking care of some of the repairs and sent an estimate for replacement.
3.)Yvonne-need to add 2 side sprinklers at Kevin’s unit-not functioning (one is disconnected)
4.)Split rail fence project-pending (Yvonne and Rick)
Facilities & Finance Support Team Report: We’re putting on hold some our work until we can put together a budget according to whatever we update the Declarations to. It’s inevitable that assessments will need to be changed, especially with the reserve study results from last year.
Business Practices Report (Yvonne, Pete)
1.)Updating of documents
Documents sent to Kim Porter
Had first reply-see agenda item for Reserve Study group report.
Requested to set up another call with Kim Porter
Other items
1.)Monthly Plan Document Review
2.)Date of next board meeting: August 17, 2004 at 10:00.
3.)Annual Meeting-September 7, 2024 at 10:00 am
Location?-Church not available, per Gary-any suggestions??
American Legion-Saturday would cost $250 for a nonprofit. A motion was made that if we can’t find a free place, that the board could spend $250 for the American Legion. Passed.
Rec center has space the following weekdays
Library? Parking?
Other??
4.)Budget for 2025-estimated timeline
5.)Ballot
Interest of current board members-Ronnie LaRue, Nan Belknap, Pete Hogue, Kevin Preston, Yvonne Salfinger, Susan Novy
Interest of other owners-Lori Calnon
Notice to be sent to owners-timeline is at least 30 days but not more than 45 days prior to meeting.
Adjourned: 11:08
Minutes Respectfully Submitted,
Susan Novy
Posted in Home, Minutes 2024 by Susan with no comments yet.
Board Meeting June 17,2024
Estes Park Mountain Fairways
Board Meeting
June 17, 2024
7:00 pm MT
Attendees: Yvonne Salfinger, Kevin Preston, Susan Novy, Pete Hogue, Abby Pontius, LeAnn Briggle- Daugherty, Lori Calnon, Ed Emmer, Rick Jordan, Jim Meyers
Approval of minutes from meeting held May 18, 2024-they can be found at (when posted): https://epmfhoa.com/category/minutes/minutes-2024. We will wait until they are posted for approval.
Finance Team Reports (Pete)
Treasurer’s Report
RP/RF Study Team
an updated interim 2024 Reserve Plan/Reserve Fund document [interim in the sense that it will be in place, when completed with TBD values replaced by our best estimates, until we complete the second quarter analysis of the Reserve Advisor Report – which may not get completed until into July]
draft revised 2024 budget worksheet
a draft interim revised 2024 Budget Worksheet [interim in the sense that it will be in place until we complete the second quarter analysis of the Reserve Advisor Report – which may not be completed until into July].
Estes Park Rentals report/transition update (Abbey and Team)
Dues: All caught up!
Inspections:
–Structural inspection-scheduled for the week of July 18-20
–Siding: pending
-Decks: pending
–Asphalt walkthrough: We will not being seal-coating all driveways this year due to the Mathhew Circle Town project, but 2 driveways have holes that should be repaired.
Update on Matthew Circle: Email from Town of Estes Park re Matthew Circle project to LeAnn- May 23, 2024
Public Works has Matthew Circle scheduled for reconstruction in 2025. The tentative extents of that project are shown in the attached map. The existing asphalt pavement and curb will be removed, and new concrete curb and gutter will be installed along with new pavement. The driveways will be sawcut a short distance behind where the proposed concrete curb and gutter will go, but the Town right-of-way on Matthew Circle is narrow so we will not be making repairs to private driveways outside of the limits of our removals for the curb install.
There are no improvements scheduled for Brodie Avenue at this time.
If you would like to meet on Matthew Circle to discuss the limits of what our work will be so you can better coordinate and understand where your repairs and our project overlap, I’d be happy to do so.
Let me know if you have any other questions.
Thank you,
Trevor Wittwer 970-577-3724
TruGreen: Contract is pending and should match Elk Ridge schedule.
Backflow testing: completed and submitted to Town.
Sprinklers: completed/repaired.
Work order status (Abbey and Team, B and G):
Roof leak-1443 (Myers): completed. Painting will be done by the HOA of the affected ceiling. Rick will check with the owners on their satisfaction.
Roof repairs-4 units identified by reserve study (Yvonne, EP Rentals): pending
Painting of 1447 (Michaels) deck: was requested of Carl-not affected by architectural request.
Repair of driveway-bid by Estes Park Asphalt:one driveway will be repaired (pending since last year)
2 dead trees by 1441 (front and back): pending
Split rail fence (Yvonne): There is a desire to keep what is left and repair as needed.
Rick and Yvonne on project team for split rail fencing: who owns which portion (town, Elk Ridge vs EPMFHOA) and decide what fencing, if any, could be removed to decrease HOA costs for replacement going forward, and what is in need of immediate replacement.
The Estes Park Rentals/B&G Roles document was approved.
Business Practices Report (Yvonne, Pete)
Updating of documents-
The Board had a free call with Kim Porter-May 30, 2024 re: document updating
Next steps
The MF association engage the law firm of Wizenburg, Luff, Purvis & Payne LLP as represented by Kim Porter for the following services:
1) To serve as special legal counsel to the Association – with legal services provided upon request [we have been provided a document entitled Agreement For Legal Services for this purpose]
2) To undertake a specific project on our behalf to address three needs:
a) ensure we have properly filed Declarations that cover all 30 of our condos (including association limited
common elements and common elements), including an updated Exhibit B
b) ensure that our interpretation of the Declarations is accurate vis-à-vis the HOA being responsible for
Operating Fund and Reserve Fund expenses related to condo decks (and include the procedures for an owner to expand their deck)
c) ensure that our currently approved Policies & Procedures documents cover the scope (items) in current
Colorado law relative to HOA Policies and that content of such Policies & Procedures documents are in
conformance with current Colorado law, which has had substantial updates since 2022.
The estimated cost for this project to be in the range of $2,100 to $2,800 [range of 6 to 8 hours at $350/hour].
There was a motion to hire Kim Porter as professional legal expertise to determine these 2 issues. Passed.
Other Document Updating:
A proposed re-organization of our MF organizational structure to recognize that we have a different model now that we have outsourced all our significant operational management activity (financial & facilities). This was approved by the board.
Monthly plan document review:
Date of next meeting July 27,2024; 10:00. Zoom. The Purpose of the meeting is to a.)adopt the 2025 Budget and b.) propose the board member slate for the 2024/2025 board year.
Date of Annual Meeting September 7, 2024; 10:00 location to be determined.
Budget for 2025-estimated timeline: by the annual meeting.
Ballot
Interest of current board members: all current board members are thinking about it.
Interest of other owners: Lori Calnon
Notice to be sent to owners-timeline: At least 30 days but not more than 45 days prior to meeting.
Minutes Respectfully Submitted,
Susan Novy- HOA Secretary
Posted in Home, Minutes 2024 by Susan with no comments yet.
EMFHOA board meeting 5/18/24
Estes Park Mountain Fairways
Board Meeting
May 18, 2024
10:00 MT
Zoom Only
Attendees:Yvonne Salfinger, Pete & Linda Hogue, Susan Novy, Kevin Preston, Abbey Pontius, LeAnn Briggle-Daugherty, Ronnie LaRue, Ed Emmer
Call to Order: 10:00
Approval of minutes from meeting held March 16, 2024- Pete moves to accept minutes. Ronnie 2nd. Passed.
Finance Team (Pete)
a) Treasurer‘s Report Pete
Kevin moved to accept the treasurer’s report, Pete 2nd. Passed
Estes Park Rentals report/transition update (Abbey and Team)
Dues: two units are still behind, but are making payments.
Member questionnaires
Update on architectural request-extension of deck:on hold
Taxes were submitted on time.
Work order status (Abbey and Team, B and G-Nan)
Current status of pending work orders
Roof leak-1443 (Myers)
Roof repairs-4 units identified by reserve study (Yvonne, EP Rentals): There’s one leak and Carl’s on it.
Backflow testing: pending
Split rail fence survey (Yvonne): We’ll keep the Brodie Ave. fencing. We’re fixing other areas.
Pricing for replacement was requested from Carl.
Asphalt project-bid received from Estes Park Asphalt. It came in too high, so we may do partial driveways repair. We’ll need another walk-through to determine what has to get done this year. This comes out of the Reserve Budget.
Gutter cleaning price from Carl: It’s part of the normal lawn care contract,it’s in the Operation Budget, we’ll move forward with it.
Update on major projects for this year including:
Inspection of siding: This would come out of the Reserve Budget, there’s no bids yet.
Inspection of foundations, including retaining wall inspection: We’ve received a $6600 estimate, it’s part of the operation budget, we’ll move forward with it. Pete moved to accept the bid, Susan 2nd. Passed. Ronnie opposed.
Other planned for this year?
B and G Call scheduled for May 30 at 11:00 MT
New B&G member-Rick Jordan
Ronnie no longer co-chair
Business Practices Report (Yvonne, Pete)
Updating of documents-potential budget item
Call with Kim Porter-May 30, 2024 at 10:00 MT re document updating
Next steps-HOA questions from Board (Yvonne)
Pending architectural request
Questions for answers by HOA lawyer
Other items
Update on paving of Matthew Circle by Town (Yvonne)-nothing new yet
Monthly plan document review:
Meeting Adjourned: 11:00
Date of next meeting? June 17,2024. 7:00 pm, Zoom
Respectfully Submitted,
Susan Novy- HOA Secretary
Posted in Home, Minutes 2024 by Susan with no comments yet.