Estes Park Mountain Fairways HOA

Jan 28th EPMFHOA Minutes 9-11-2011

Estes Park Mountain Fairways HOA
Board of Directors meeting Sept.11,2011
Location: 1433 Matthew CIrcle
4:00 pm

Call to Order: 4:01pm
Attendees: Charley Griffin, Ron Meskimen, John Gaddis, Lois Weaver, Susan Novy, Pete & Linda Hogue, Aaron Vorberil, and Don & Barb Dodson

Approval of minutes of June 4, 2011 &Aug 6, 2011 post annual meeting Board of Directors meeting: motions for approval made by John and seconded by Ron. Passed.

President’s Report:
Recycling:Charley would like to establish some kind of recycling program. Perhaps a group of interested parties could present a plan at the next meeting. Contact Charley.

Owner’s Areas of Concern: Judy Jones sent an email concerning the timeframe of addressing problems. Perhaps people are unaware of Millie being the primary contact, so Charley’s cover letter to this document will reiterate that. We haven’t heard anything from Millie.
Other problems were water in crawl space and sprinklers. We’ve addressed them, but the timing for taking action would be in the spring when Jed looks at the sprinkler system again. The sprinklers will be turned off in October.

Window Sills & Gutters: The business practices committee is working on a document that clarifies what our dues compared to other associations dues covers. We need to make sure people understand what is the associations responsibility and what is the owners responsibility. Windows are the owners responsibility.

Painting: A new painting schedule has been made so all units will be painted in a 5 year period,not all at once though. Each side of the streets will rotate painting over 5 years. Any painting needs in between your 5 year period is up to the home owners.

Sprinkler System:The sprinkler system is a work in progress, in order to save us a large lump sum to replace the system. Jed, the landscaper, doesn’t think it needs total replacing. There’s mixed feelings about the length of grass. It has saved us $400.00 per month by letting go for 2 weeks between cuttings.

What’s with the curbs?: Charley will ask the Town of Estes Park to see if they think they’re finished. We don’t. They did say they’d get it done in September.

Secretary’s Report:
Website is working, but we still need to add a membership addition to it, so the financials aren’t open for everyone to see. The HOA dues document will be added to a front page link once it’s created.
Treasurer’s Report & Financial Report:
Linda went over that Budget Performance document and determined that we are on track with the Budget. We’ve saved money on the insurance and spent more on the paint.
Linda made a motion to make monthly assessments due on the 1st of the month and late on the 10th. Invoices will be sent on the 15th. John moved to approve. Charley seconded. Passed.
Linda made a second motion to waive (only one time per year)the late fee the first month someone is late and then charge after that if the Treasurer is contacted about financial needs. John moved to approve, Ron seconded. Passed.
Linda made a third motion about unintentional overpayments. It will be considered a donation at the end of the year. ( we’re currently $.48 ahead) Nobody moved to pass this.

Financial Committee Update:
Updated Quickbooks to version 2011 with an annual support contract. The financial committee loves that aspect.

Business Practices Committee Report:
Website determinations as to what is public and private is still being worked on.

Operations Committee Report:
We will not have a fall pruning. Our bid only allows for once per year, which we felt was better in the spring.
Charley and Aaron are looking at downspouts. Janice Nelson’s gutter is leaking. We will have the painter, Randy, take a look at it before painting.
We are working on getting bids on winter snow shoveling based on 4” of snowfall. Do we still use the reflectors on the garage to designate snow removal? Most people don’t realize what that’s for. The board decided that if you want snow removal, make sure you have a reflector on your garage.

Reserve Plan:
Financial Oversight Committee presented a document addressing the structure of how the committee is planning on presenting 3 reserve plans: painting reserve plan, roof reserve plan and projects reserve plan. By the next board meeting, the committee will have a plan ready for motion.

Old Business:
Owner’s Roster:Charley would like to see an owner’s roster that is current, kept current, and given to all the owners. Charley doesn’t believe there’s a privacy issue as you can find out so much about people online. It’s a neighborly thing to have access to. So if you don’t want your name, address, winter address, email and phone; let Charley know.
Review of Millie’s New Position: Millie is the primary contact person for maintenance/property management.

New Business:
Subdivision appearance: signage, curbs, and along Brodie. Charley is working on this. Perhaps we need a beautification committee, too. Contact Charley. 577-9697.

Motion to adjourn: Ron moved and Linda seconded. Passed at 5:42pm

Jul 16th EPMFHOA Annual Meeting Minutes & Board of Director’s Meeting Minutes 7-9-2011

Estes Park Mountain Fairways HOA
Annual Minutes 7/9/11

Location: Rocky Mountain Park Inn
101 S. St. Vrain
Estes Park, CO

Introductions of those in attendance: Ray Shultz, Charley & Linda Griffin, BW & Sue Ann Dykes, Ron Meskimen, Pete & Linda Hogue, Ed & Lois Weaver, Ray & Joan Novy, Susan Novy, Aaron Vorboril, Steve Lang, John & Sally Gaddis, Patty Kice with her neice Christann Higley and Phyllis Haight
Proxies for Don & Barbara Dodson, Joe & Caroline Evans and Judy Jones

Approval of Minutes of the 2010 Annual Meeting: motion made by Aaron Voberil, seconded by Linda Hogue and approved by all.

President’s Report: Charley Griffin, pres.
Charley discussed the dues and why they are relatively the same. We saved money with a new insurance policy as well as the new landscaping contract. We’re working on a new painting schedule with Randy McNeil,a local long time painter that has painted our units for years, and the landscaping. We will continue to build our reserves back up again and should be able to do that. We do have recycling available through the town and it is encouraged. Please feel free to give your input to one of the board members.
Paint: Randy McNeil suggests we paint every 5 years due to the intense Colorado sun. Charlie would like to see the golf course side one year, across the street the next year, behind them the next and the Brodie side last. We would then let the money go to reserves the 5th year.There was concern and discussion about how short of time the deck painting lasts. We will look at different solutions and take other bids as well.

Secretary’s Report: Susan Novy, secretary                                                                                                                                               Susan is slowly working on the website and help was offered, yeah! Phyllis Haight offered her absent husband.

Treasurer’s Report: Linda Hogue treasurer.  A copy of the balance sheet and profit & loss was available for everyone present and there were no questions.

New Business:
Financial Committee Report: Pete Hogue, committee chairman, gave the report starting with discussion about the 2012 Budget Worksheet version 6/11/11 that has previously been approved by the board and now presented to the membership. John Gaddis requested more information about management and what objectives have been met. Pete addressed that we can’t do all of it voluntarily ourselves with so many part time members, so we decided to keep Millie Allen as a consultant to the two committees: Financial Committee and Operations  Committee. Linda Hogue and Ron Meskimen will help with the treasurer’s duty, and Steve Lang will help with the landscaping needs. Millie will be the first contact for the owners concerning repair and operational issues.

The Assessment Worksheet which had been approved by the board last meeting was discussed concerning how we will get reserves and what the individual assessments are. The membership was fine with the worksheets.
Operations Report: Steve Lang, reported on the sprinkler system. A walk-through was done with the landscaper and determined which heads and zones need adjusting. Steve was very happy with the bid that came in and the board approved moving ahead with it via an email vote earlier in the month. The work should start next week. He thinks so far, so good with the budget and landscaping.

Elections: The slate consisted of John Gaddis,Charley Griffin, Linda Hogue, Steve Lang, Ron Meskimen, Susan Novy, Aaron Vorboril, & Lois Weaver.

the slate was approved.

Meeting Adjourned 4:15pm

Board of Directors Meeting 4:18 pm

The  July 2011- June 2012 Board is as follows: President: Charley Griffin, Vice President: John Gaddis, Secretary: Susan Novy, Treasurer: Linda Hogue. Members at large: Steve Lang, Ron Meskimen, Aaron Vorboril and Lois Weaver.
Next meeting in September sometime.

The contract with Millie will be signed this week for Aug. 1- Dec. 31, 2012.

Meeting adjourned 4:25pm

Jul 16th EPMFHOA Minutes 6-4-2011

Mountain Fairways HOA Board Meeting Minutes
June 4, 2011

The meeting was called to order by Charley Griffin at 3:35 PM.

Present were:  John Gaddis, Charley Griffin, Linda Hogue, Steve Lang, Ron Meskimen & Lois Weaver.

Absent were: Joe Evans, Susan Novy & Aaron Voboril.

Visitors were:  Pete Hogue, Patty Kice and Ed Weaver.

A motion to approve the minutes of the April 3rd meeting was made by Ron & seconded by Lois.  The motion passed.

President’s Report:  Charley Griffin Pres.
Charley is on the signature cards.  We will need to add Linda & Ron.
After discussion it was determined that we do need to maintain our safe deposit box.  Currently the HOA ATM card is stored there.  For us to set up internet access to our bank accounts (online banking) we were required to have an ATM card.
American Family, our insurance company recommends that each homeowner has a radon detector in their crawl space.  They also suggest that no charcoal grills be stored on the decks.  These are suggestions – they are not requirements.
John Gaddis is looking into the Colorado State HOA requirements.  Because our HOA was formed long enough ago we are not required to register.  However, being in compliance is a good thing & John is reviewing this.  He also is looking into Condo requirements for lenders.
In a discussion about a roster of HOA owners, it was agreed we needed two versions – one at a summary level (for owners) and one at a detail level (for board members.)

Secretary’s Report:  Susan Novy Secretary – absent
No report.  It was repeatedly suggested that condo association members look at our web site. Our web site can be accessed at www.epmfhoa.com.

Treasurer’s Report:  Linda Hogue Treasurer
The May financials were presented & discussed.  A motion to accept the financials was made by John, seconded by Lois & passed.  Starting in August Ron Meskimen & Linda Hogue, Treasurer, will assume Millie Allen’s current Financial Secretary duties.  Ron, Linda & Millie will work out a transition plan.

Financial Committee Report: Pete Hogue Chair.
A draft budget for 2012 was presented in the form of two documents (budget worksheet & an assessment worksheet.)  After much discussion & tweaking a draft budget was approved.  The major change to the draft budget will be to retain Millie Allen for the remainder of 2011 & all of 2012 to assist the Financial Committee & the Operations Committee.  Steve Lang, Operations Committee chair, is finding that he needs help with the day to day maintenance problems that arise.  The tweaks to the proposed budget can be accommodated without causing an increase to the membership’s assessments for 2012.
A motion to upgrade Quick Books 2008 to 2011 & get a technical support contract, cost not to exceed $600, was made by Lois & seconded by John.  The motion passed.

Business Practices Committee Report:  Pete Hogue Chair.
The committee plans to resume work on the wording of our by-laws.

Operations Committee Report: Steve Lang Chair
Work will be starting soon on our gutters & downspouts.  A few new extensions to the gutters will be installed & the addresses where these can be seen will be sent out to the membership.  The extensions Steve is suggesting are permanent, effective & inexpensive but may not be esthetically pleasing to the membership.  Steve is trying to prevent damage to the foundations of our units by improving the drainage around our units.  We will hope for feedback at the annual meeting.
The committee is working on a work order form for the membership to use.  Hopefully these forms will be available on the web site soon.  Using a work order rather than just calling in the request will give the committee a written history of work needs.  The committee is also working on a list of suggested vendors should a unit owner want to make improvements to the inside of their unit.  These improvements would be at the unit owner’s expense.
The Vintage Lawn irrigation specialist will do a walk through, doing an assessment zone by zone, & make a proposal to the Board.
Steve has installed two new rain sensors.
We are currently scheduled for 9 – 10 mowings for the season. The goal is cost effective green grass.
The lawns have been fertilized & sprayed for weeds & our trees have been sprayed.

Our annual meeting will be held at 3PM on Saturday July 9th at the Rocky Mountain Park Inn (formerly the Holiday Inn) on Route 7 near Highway 36.  The address is 101 S. St. Vrain.

There was discussion on how to easily provide a starter slate of board members for use at the Annual Meeting.

The meeting was adjourned at 5:45PM

Respectfully submitted

Linda Hogue substitute secretary.

Jul 16th EPMFHOA Minutes 4-3-2011

Estes Park Mountain Fairways HOA
Board of Directors meeting
April 3, 2011

Members Present: Charley Griffin, Susan Novy, Lois Weaver, (Pete & Linda Hogue via Skype),  Steve Lang, Ron Meskiman
Call to order: 3:59
Approval of Jan. 9, 2011 minutes: Lois moved and Linda seconded; passed.
President’s Report:

• New Treasurer: Linda is happy with her new position. Millie and Charley are on the signature card at the bank and will need to add Linda this summer.

• Mortgage Requirements for Condo Loans: needs to know about rentals/owner occupied. We now have 3 rentals.

• State of Colorado requirements: John will look into this when Charley asks him.

• Acceptance of lease agreements: Judy Jones unit and Joe & Caroline Evans unit. Both have 6 month + leases with long time Estes Park residents. Ron moved to accept and Steve seconded. Passed.

• Signature Cards & Safe Deposit box: We have a safety deposit box that comes with a mandatory ATM card which we don’t want to activate, but put in the safety deposit box.

Secretary’s Report:

• Website update: Initial website is up & running at http://epmfhoa.com.   Charlie would like to take out “assessed value” and “rentals” (included in bylaws) from the stats area. He would like to add into the monthly assessments that we  maintain reserves. Pete would like the Business Practices committee to meet to discuss what groups we’re trying to accommodate and how. Some areas are to     be password protected. This was all agreed upon, but no formal motion was made .

Treasurer’s Report & Financial Report: Feb. balance sheet and Profit & Loss was sent out. (2) 15K CD’s have been set up and are staggered with 3 and 6 months.

• Retaining Millie for?: Through July, 2011 as a minimum. Depends on what is decided at the annual meeting. Linda’s dream is to do everything off site and have an onsite person collect the mail and deposit money. Linda will make a task list for an onsite person for discussion at the next meeting. It’s nice to have Millie, with all her experience, as a back-up.

• On-line banking: Ideal for a system with an offsite treasurer and an onsite person depositing money while not balancing the checkbook; however there will probably not be any use of it until the Hogues get back into town.

Financial Oversite Committee Report: will put together document on financial practices
Business Practices Committee Report: will put together document on website needs.
Operations Committee Report: We are going with Vintage Lawn,Inc.- as they came with good recommendations from John Gaddis. Steve has negotiated the needs of the HOA for the best possible services while leaving us money for irrigation separately- as that is an hourly & materials expense.  With the new contract we will get spring clean-up, weed control, pruning, aeration, 16 mows (extra available, if needed) and fall clean-up. Vendor will do monthly walk-throughs of irrigation. The goal was to get the best service while being able to build the reserves again. They are on a one year trial. We saved $4K with this vendor.

We need to clarify how many meters there are and how we pay. We need to make sure the irrigation and the units interior needs are on separate meters. We think so, as the association gets a separate water bill. We’d like more than one meter in case a head starts leaking, only one meter is running non-stop until fixed and the rest of the metered areas are still operable.

Old Business:

• Website: a fine start, more to come.

• Downspouts: Still trying to find a local handyman. Randy McNeil has done some other work besides painting for us. Curt Glassman and Dennis Fesenmeyer are options as well.

• Pending Repairs: Judy Jones skylight was replaced for approximately $1500.00 with roofer Jim Stoner per recommendation from Millie.

New Business:

• Spring & Summer Contracts: Vintage Lawn, Inc

• Annual Meeting: need to make a budget to present. Discussion on term limits so as to not have an all new board. This would be a bylaws change.  So there are pros and cons. Most people continue until they’re tired of it, so there wouldn’t be such a mass turnover typically anyway. No motion         was made on this. Charley motioned (volunteered) Susan and Ron with himself to be a committee to find a place for the meeting. Susan and Ron agreed. We will consider Sat. July 9,16, or 23rd. We’re considering later in the afternoon, as two board members work Saturdays. Send in your date & time requests to:  griff1947@gmail.com

• Authorization for repairs and expenses: Steve authorized Vintage Lawn,Inc with board electronic approval and Charley authorized the skylight repair.

• Set Date for Next Meeting: Sat. June 4, 2011 @ 3:30 @ Lois Weaver’s 1450 Matthew Cir.

Motion to Adjourn: 5:25

Minutes Respectfully Submitted by,

Susan Novy
HOA Secretary

Jul 16th EPMFHOA Minutes 1-9-2011

Estes Park Mountain Fairways HOA meeting 1/9/2011

Attendees: Charley Griffin, Ron Meskimen, Lois Weaver, Susan Novy, (Pete & Linda Hogue via Skype)

Approval of Oct. 16, 2010 minutes: approved

Presidents Report: New Insurance policy review. Joe did a fabulous job keeping the dues the same (or lower) and saving us so much money on insurance-and then resigned. We wish him and Caroline well in their endeavors in Japan and will be happy to hear what it’s like to be his geisha’s boytoy. (per resignation description:-))

Secretary’s Report: the 2011 EPMFHOA contact sheet was emailed to the board, as well as all the concerns of the homeowners that were sent in with the Request for Assistance form. All concerns are being reviewed and scheduled to be dealt with.

Financial Report: Pete presented via Skype

• Monthly Financial Report, consisting of Balance Sheet and  Budget Report.We’re in fine shape for the beginning of the year. Motion was made by Ron to approve the report and seconded by Charley. Approved.

• Budget Worksheet: We approved in Oct. a slightly deficit budget due to the 2% discount. We don’t feel that’s a problem. Motion was made to approve the figures on the worksheet by Charley, seconded by Ron. Approved.

• 2011 Expense Authority Document: Gives authority for each of the budget categories as to who has authority to spend the money and how much. Joe has had a chance to look this over and approves the accuracy of the budgeted amounts per committee. Ron made the motion to approve this document and Lois seconded. Approved.

• Check signing: authority is approved for the 4 executive officers. Only 2 signatures are required for signing checks. Motion was made to approve this by Ron and seconded by Lois. Approved. Millie is to be added to the signature authority. Charlie made a motion to add Millie as one of the signatures authorities. Seconded by Ron. Approved.

• Change of Treasurer: Joe resigned, due to being  out of the country this year. Charley talked to both Mille and Joe about the change of guard. Millie is fine with being the bookkeeper for $200.00/month until the next annual meeting and Linda Hogue is fine with becoming the treasurer. Ideally it would be good to have an onsite treasurer, but that doesn’t seem to be an option right now with the current volunteers. Charley made motion to have Millie stay on until the annual meeting as bookkeeper for $200.00/month and Linda Hogue as treasurer beginning March, 2011. Lois seconded. Approved. Millie will continue to pick up the mail, deposit checks and forward the books to Linda, who will complete the monthly budget reports.

• CD: Motion was made by Linda to give the financial committee and treasurer the authority as to what financial instruments will be used for monies; includes operating account, CD’s , savings, etc. Seconded by Lois. Approved.

Business Report: There hasn’t been any action on the website; but it was OK’d to use the domain name EPMFHOA.com

Operations Committee Report: Steve submitted a sample RFP. We’re fine with the committee using the form and leave the authority to the committee to obtain bids and prepare contracts for approval by the treasurer. We feel he needs to tweek the need for $1M insurance on all contractors according to size of repairs and contracts.

Contact Information for Homeowners: We feel that personal contact is preferable until the website is up.

• Primary Contact: Steve Lang (operations director) 303-933-9421

• Secondary Contact: Charlie Griffin (president) 577-9657

Rules & Regulations: business practice committee will review and “soften” the presentation of them.

Next Meeting: Sat. April 2,2011 at 3:30 at Charley’s

Motion was made to adjourn meeting by Lois at 4:55 pm. Seconded by Ron and approved.

Respectfully Submitted,

Susan Novy- HOA Secretary