Estes Park Mountain Fairways HOA

Jul 4th EPMFHOA Board Meeting 6/30/25

Estes Park Mountain Fairways HOA
Board Meeting
June 30, 2025
1:00 pm MT 
by Zoom

Attendees: Yvonne Silfinger, Kevin Preston, Susan Novy, Pete & Linda Hogue, Abbey Pontius, LeAnn Briggle-Daugherty, Lori Calnon

Proof of notice of meeting or waiver of notice-agenda and Zoom sent out to owners by Estes Park Rentals.

Reports of officers

Secretary’s Report (Susan)
Approval of minutes of preceding meeting : May 14, 2025-they can be found at https://epmfhoa.com/category/minutes/minutes-2025/ Pete moved to approve the minutes, Kevin 2nd. Passed.

Treasurer’s Report (Pete)

Summary: all dues are up to date.

Work is being done on the 5 year financial plan taking into account the information from the 2023 Reserve plan/Reserve fund (RP/RF) independent study and more current detailed independent studies on foundations, decks and siding.

SHOW US THE MONEY! As of May 31, 2025 – $230,724.61

BOC Checking: $41,746.39

Fidelity Operations Savings: $7331.91

Manager Report:Estes Park Rentals (Abbey and Team)

Email vote on June 2nd approved to proceed with metal deck railings on 1421.

Architectural review requests

1458 side decking needs some replacement. The last contractor for 1410 full siding on west side won’t bid a partial project. Perhaps Carl would do it. LeAnn will continue to look into how to get this project completed.

Mid-August for the new asphalt streets with concrete gutter pans. The town has assured us that the broadband service won’t be disturbed. Prepare for “just in case”.

Carl (landscaper) has worked on cleaning gutters.

Ground squirrel problem is worse after trying to use a non-toxic method. Those smart squirrels just worked around it and made things worse. We’re still working on a solution.

Weed control has been done once and may need another application.

Sprinkler issues will have to wait until the road is finished. It may be shut off during the road construction.

We had a bear in the wild space.

Deck inspections have been done and expecting the report within 2-3 weeks.

The determination on the 2 requests for bathroom venting is to go through the siding, as opposed to the roofing.

Reports of committees

Facilities & Finances Support Team [F&FST] Report (Yvonne, Pete)

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 full F&FST team has not yet met in 2025, nor have either of the two functional teams (finance, facilities) met. Having said that, there has been lots of activity related to both functions so far this year.

Recent Activities

1) Combined team activities:

a) There has been significant activity to develop the current version of the RP/RF Five Year Plan (it only has the year 2025 completed at this time). The initial draft was done by the RP/RF Study Team – who then provided their starter work to the full F&FST team for their review and feedback. The board reviewed and approved the recommended plan at their 2/1/25 board meeting.

b) While reviewing the full year 2024 results, several items were discovered that needed further analysis and follow up action: there was at least one relatively large bill that was paid twice and there were several sets of 2024 work for which bills had not been received and paid in 2024. That analysis and corrective action [will not change the 2024 financial results] has taken place by the partnership of EPR staff and the F&FST team.

c) There has been significant effort related to evolution of the Deck Worksheet Project (which is now a deliverable of the Deck Inspection Project) and the Deck Inspection Project (approved by the board in two steps, the first at the 3/29/25 board meeting and the second at the 5/14/25 board meeting). On May 25th the contractor partially completed (due to weather issues) initial inspection work, with additional inspection work completed since then. A draft report is currently being reviewed by an EPR subset of the project team prior to the preparation of the final report to be distributed to the full project team.

2) Finance team activities (working in partnership with EPR staff):

a) There has been significant activity to produce the 5/31/25 financials – which have been published and distributed to the board and others.

b) There has been significant activity to produce the draft MF 2025 Phase Two Budget material being recommended to the board for review and approval at their 2/1/25 board meeting. The initial draft was done by the RP/RF Study Team – who then provided their starter work to the

(There is some overlap with the information that follows and what is found in the Treasurer Report

6/28/25)

finance team for their review and completion. The final 2025 budget and supporting material were approved by the board at their 2/1/25 board meeting.

3) Facilities team activities (working in partnership with EPR staff):

a) There has been significant activity to deal with several facilities items related to closing out 2024 and starting up 2025. These include understanding any situations where:
– 2024 planned work was not fully completed (which includes the bill for the work being received and paid)
– 2024 work has been carried forward into 2025.

b) There has been significant activity to deal with several facilities challenges/issues – the list includes, but is not limited to:
– what to do about the needed repair/replacement of the west wall of the condo at 1410(Buehring). The approved project to replace the condo wall has been completed.
– understanding what work we need to do in preparation for the city’s Matthew Circle project to be done this summer. There has been significant progress in this arena. One learning from the effort to date is that we will not have a sidewalk (as an added asset) as part of the project. It looks like the project will be done in late summer/early fall.

c) There has been significant activity in understanding, and planning for needed actions as a result of, the Foundations/Brodie Wall inspection project that was done in late 2024. A project proposal to implement needed corrective action is in the works.

2025 Reserve Plan/Reserve Fund Planning & Tracking Status Report

Prior to April the only expense activity in this area has been payment of a 2024 invoice (for the Foundations/Brodie Wall inspection project) that we did not receive in time to make it a 2024 expense. There have been no RP/RF 2025 project expenses in the first three months of 2025. Having said that, in April two major expenditures have taken place: 1) repaying, following board approval, the Dougherty family $8,800 for the deck work that was done in 2024 (which they paid for provisionally at that time) and 2) completion of the 1410 West Wall Replacement project at a cost of $14,270. There has been no updated published RP/RF Status Report (beyond what has been reported here) at this time.

An updated version of the MF 2025 Reserve Fund Budget Versus Needs Analysis document has been produced for this board meeting to provide current, although still only partially complete, information on the 2025 plan and actual data.

Business Practices Report (Yvonne, Pete)

There’s updating to the 2025 Reserve Fund Budget being done, but it really needs to wait until we find out how the road is repaired and what maintenance we will need to do afterwards.

Other policies/rules/architectural guide: this is being updated and added to the website as it’s finished.

Date of next Board meeting? Tuesday Aug 19,2025 at 10:00
Date of Annual Meeting? Tentatively Saturday Sept. 27, 2025 at 10:00

Adjourned: 2:00

Posted in Minutes 2025 by Susan with no comments yet.

Oct 12th 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.

Sep 28th 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.

Sep 25th 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.

Sep 25th 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.

Sep 25th 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.