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.
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