Estes Park Mountain Fairways HOA

Mar 19th EPMFHOA Minutes 10-3-2012

Estes Park Mountain Fairways
Homeowners Association
Board Meeting 10/3/12

Attendees: Charley Griffen, Ron Meskiman, Susan Novy, Pete & Linda Hogue, Aaron Voberil

Call to Order: 6:58 pm

Approval of Aug. 25 Meeting: approval moved by Linda, seconded by Aaron; passed.

President’s Report: due to an article in EP News, we have requested bear trash containers for the area. There will be no additional charge for this, however, they are backordered due to the interest from the article. Fortunately, the bears are going into hibernation, so we should have them by spring.

Secretary’s Report: nothing. really & truly the website will be updated to include the financials soon.

Treasurer’s Report: Linda moved that financials be sent to the HOA membership only quarterly. The board would continue to receive monthly financials.  Aaron seconded. passed.

Linda also moved that we require only one signature on checks of $500.00 or less.
Ron seconded. passed.

Charley made a motion that all the 4 officers and assistant treasurer be on the signature card list. Seconded by Linda. passed.
(currently Charley, Linda, Ron & Millie are signers on the account. It was recommended that we add Joe Evans, Vice President, and Susan Novy, Secretary, also as year-round local residents, and take off Millie.)

Finance Committee Report: (given by chairperson Pete Hogue) We were given draft policies of the financial policies & guidelines for the board to review.

Business Practices Committee Report: (given by chairperson Pete Hogue) We were given “Overview of Key Association Documents” & “Rules & Regulations”  & a draft  of “Air Conditioning Approach” for the board to review.

Building & Grounds Committee Report: (given by chairperson Charley Griffen) This year’s scheduled driveway re-sealing has been accomplished. The driveways are on a 3 year cycle. Next year we plan on both south side driveways.

• Sidewalk repairs. There are 2 necessary sidewalks to repair (1445 & 1447) due to safety issues and some potential other sidewalks. We have received 2 bids on the 2 necessary sidewalks. $1300.00 vs. $800.00. Charley moved we approve Earl McCrea’s bid for $800.00 and get this done this fall. Ron seconded. passed.

• Drainage & Irrigation Issue: We brainstormed ideas having to do with the water drainage problems in the crawlspace of unit 1451 and standing water between units 1451 &1453 due to a slope into unit 1451. One idea we’re considering is extending the river rock space to 3 feet along the side and back of the units, and adding 2 french drains that will drain to the central nature area. We would start with these 2 buildings and eventually add 3 feet of river rock to the rear of all units. Another idea was to remove the grass and sprinkler system between units 1451 & 1453 and  xeriscape that area. In the future we would need to do this also between 1447 & 1449 to balance out the look. Either option would be best to start in the spring, so any replacement sod would readily take.

Charley made a motion that we take action to address water issue between units 1451 & 1453, not to exceed $4000.00 by summer. The building & grounds committee will determine the vendor. Aaron seconded. passed.

Charley also made a motion that the building & grounds committee and the finance committee work on proposing a position paper that addresses any drainage and irrigation problems that the HOA may have. Aaron seconded. 2 abstained. the rest in favor.

Another drainage issue we need to address is fill dirt and an intercept pipe (and/or sealing the basement wall) needed next to unit 1411 due to seepage into the basement of the unit.  This is an immediate repair situation. Charley made a motion to accept Vintage Lawn’s solution to this problem not to exceed $1200.00. Linda seconded. passed.

New Business: Re: Continuation of the HOA consultant, Millie Allen.
The financial committee has determined that they no longer need her services. They feel they have learned the history adequately. Owners don’t seem to be contacting her anymore. Most are contacting one of the board members. Discontinuing her services will save $1200.00 per year. Linda moved that we thank Millie for her services as a consultant to the board, but that the board has determined that since we have volunteers well trained by Millie, that we will no longer need her services in 2013. Ron seconded. passed.

Pete reported that we’ve made progress on our offsite computer backup and recovery approach.

Motion to Adjourn: Charley moved at 8:58. Ron seconded. passed

Respectfully submitted,
Susan Novy, HOA Secretary

Mar 19th EPMFHOA Minutes 8-25-2012

MOUNTAIN  FAIRWAYS  HOA BOD MEETING

AGENDA                                                                     

Date: Saturday, August 25, 2012
Time: 4:00 P.M.
Location:  Linda & Pete Hogue’s
1458 Matthew Circle

Present:  Joe Evans,  Linda Hogue,  Charley Griffin,  John Gaddis,  Aaron Vobril & Ray Schultz
Absent:  Susan Novy & Ron Meskimen
Guests: Pete Hogue,  Patty Kice,  Joan & Ray Novy,  Don & Barb Dodson & Jerry Brown

1-Call to order – Meeting was called to order by President Charley Griffin at 4:05

2-Approval of July 7 Board Meeting minutes (action) – approved as is

3-President’s Report – No report

4- Secretary’s Report – No report

5- Treasurer’s Report – The split of duties between Ron Meskimen & Linda Hogue was explained.  Ron checks the mailbox, makes deposits & pays the bills.  He then scans & emails the info to Linda who does the QuickBooks work,  generates the invoices & month end reports.

6-Operations Committee Report

  A-  Resurfacing of driveways (discussion) In 2012 the condos across the street from the golf course are scheduled to be resealed.  A bid from the same group who did the work on Brodie last year was received for $2500.00.  Linda Hogue moved & John Gaddis seconded that we do the work.  Motion passed.

B-  Drainage situation (discussion)   Ray Schultz presented a very comprehensive report of the work he sees needs to be done.  In his opinion there are four areas that need to be addressed.
1.  Sprinkler heads placed too near to the condos.
2.  Downspouts (some) have no place to drain.
3.  Backfill has settled along some foundations.
4.  Negative slope around some condos – water has nowhere to drain.

The first step would be to hire an engineer to  review Ray’s plans & agree that they should fix our problem or make additional/other suggestions.  It was discussed that the two associations next to us are also having drainage problems.

John Gaddis moved & Joe Evans seconded contacting the two other associations to try to save money on an engineer by splitting his time.

Once we hear back from the engineer a master plan will be presented to the board for email vote.  Units 1449 & 1451(and possibly 1440 & 1442) are seen as needing immediate attention.  This is envisioned as a multiyear project since it will take at least a year to evaluate if the steps taken have been effective. There was discussion about surveying our MF owners (and assisting them with the analysis as needed) to ascertain the scope of our problem.

Joe will contact engineering companies.

C (added) – there was discussion on our AC situation – BUS PRAC was assigned to bring forward a draft new R&R on this topic

7-Business Practices Committee Report

A-Discussion & Approval of the following:(action)
1-Changes to the Rules & Regulations concept & business process as well as proposed initial splitting and draft updating actions,   approved.
2-Estate Sale & Garage Sale Policy,  approved as recommended.
3-Establishment of Information Mgmt.  Policy,    both documents approved as recommended.
4-Establishment of Central File System,  approved as recommended.

8-New Business

Ray Schultz requested that a tool box & a starter set of sprinkler repair parts be acquired & stored in the storage shed.  A motion was made by Linda Hogue & seconded that $150.00 be approved to acquire the tool box & supplies.  Motion passed.

John Gaddis said thanks to Pete for all his work on Business Practices.

Super Deck paint: there was discussion about whether our painting contractor is using a different/better brand of paint for the decks than the rest of the unit.

Building & Grounds suggested we pick a skylight to be standard.

Don Dodson suggested that consideration be given to mowing every 10 days when the grass is growing rapidly.

9-Other Business     none

10-Motion to adjourn  (action)  adjourned at 5:50 PM

Respectfully submitted,

Linda Hogue
substitute secretary

Mar 19th EPMFHOA Annual Meeting Minutes 7-7-2012 & BOD Minutes 7-7-2012

Estes Park Mountain Fairways Home Owners Association
Annual Meeting
July 7, 2012

Location: Rocky Mountain Park Inn
101 S. St. Vrain
Estes Park, CO 80517
Time: 3:00

Attendees: Charley & Linda Griffin, Ron & Pat Meskimen, Aaron Voberil, Linda & Pete Hogue, Ray & Joan Novy, Don & Barbara Dodson, Arkie Vaughn, Caroline & Joe Evans, Patty Kice, Susan Novy, John & Sally Gaddis, Ray Shultz (Doreen), Stephen Lang, Jerry & Phyllis Haight, BW Dykes
Proxies: Don & Amy Miller, Judy Jones, Diane Yoblin

Call to Order: 3:09 pm and introductions of members in attendance

Approval of Minutes of the 2011 Annual Meeting: moved by John Gaddis. Approved.

President’s Report: We’ve made a lot of progress this year on landscaping with sprinklers, painting, driveways, and trash pick up, thus being able to maintain the same annual assessments as last year. Some future items to look at are: improvement of landscaping, entry signs, and street curbing. Looking for committees to determine a plan of action. Major pruning was done, but there were questions about succors on wire protected trees not being pruned.
Please break down cardboard boxes when dumping in the trash- or call Charley or Aaron to take them to recycle.

Secretary’s Report: Website is up and running.  www.epmfhoa.com   Improvements of a membership page for treasurers information to be added as well as a contact sheet that will go direct to the property manager.

Those who wanted their minutes & treasurers reports emailed/mailed will receive them the same way until the secretary or treasurer is notified differently.

Treasurer’s Report: packet was passed out and emailed to members for review.  There were no questions about the packet.

New Business:
 A.) concurrence with Board Approved 2013 Budget: budget was emailed and mailed out to membership prior to the meeting so we can review, discuss and vote on at the annual meeting. The format from last year has changed to the current and will remain this way until someone has a better format. We are now in a very positive financial position, including having a reserve plan. There were no questions about the budget.
   B.) Concurrence with board approved 2013 Owner’s Assessment: for the second year, we’ve been able to keep the expenses stable, so there’s no need to increase the assessments. The only item that changes per unit is the insurance, which is determined by the size of the unit. Questions on the assessments: What about the owners that paid for their own roofs? Have they been repayed yet? In 2012 we will have that loan paid back to the owners. The “extra” money saved will go into the reserve plan for the roofs. We replaced with 25 year roofs. Other reasons we are saving money is due to the volunteering by members of services that we used to pay for. We also have reserves for painting and driveway resealing. The reserve plan is figured on the current economy; each year the board determines what we need to do to adjust for inflation. According to the bylaws the owners are responsible for windows and doors, are the skylights considered part of the roof? Yes, and they are the  responsibility of the HOA. What do we say about our dues compared to other associations? The Business Practice Committee is putting together a report that explains how we’re co-op’ing in our dues for more services than most associations and therefore, we actually pay less. If our unit completely burns down, how much of the current value is covered by our insurance? American Family Insurance told us that we were underinsured, so we upped our insurance to $8M. Your owners insurance should cover more than just your furniture; include your cabinets and interior finishes, as well.
Vote for concurrence of both 2013 budget and assessment: moved by Linda Hogue and seconded by Aaron Voberil. Approved.
    C.) Election of 2012-2013 Board of Directors: Ballot: Charley Griffen, John Gaddis, Susan Novy, Ron Meskimen, Linda Hogue, Aaron Voberil, Joe Evans, and Ray Shultz. Motion to accept slate: moved by Ron Meskimen and seconded by Sally Gaddis. Approved.

Old Business: Some of Vintages mowing practices were questioned. They welcome suggestions, so don’t feel if you see them, you can’t make requests. (they will pass it along to the board if it would require more money than what we’ve contracted for.)  We would like the grass mowed shorter if we’re waiting 2 weeks between mowings.

The town was going to recurb for us last year and now they’re saying the end of June or July. This is obviously a work in progress.

Can we get recycling with our service? Waste Management is our garbage collector. Depending on what we want to pay, they do provide recycling, but it’s expensive.

Committees are available to join to help the board of directors. The Packet has those committees listed. Let a board member know if you’re interested.

Motion to Adjourn: Moved by Pete Hogue, seconded by Arkie Vaughn. Approved by all at 4:20 pm.

Respectfully submitted,
Susan Novy, Secretary

Estes Park Mountain Fairways HOA Board Meeting      7/7/12

Present: Charley Griffin, Susan Novy, John Gaddis, Joe Evans, Linda Hogue, Ron Meskimen, Ray Schultz

Call to Order: 4:25 pm

Approve June 3, 2012 Minutes: Ron moved, John seconded. Approved.

Presidents Report:  We are fortunate to have this many volunteers on the board.

Secretary’s Report: same as annual meeting.

Treasurer’s Report: Motion to keep check expense authority the same approach as last year made by Linda, seconded by John. Approved.

New Slate of Officers: Charley Griffin/Pres.; Joe Evans/Vice-Pres, Susan Novy/Secretary, Linda Hogue/Treasurer. Approved. Building & Grounds Committee will recommend the Operations Director (property manager) to the board.

Old Business:  discussion on business practice committee’s assessment comparison: Should we refer to our insurance as an assessment, as other associations don’t ? We think since the HOA is responsible for the insurance and collects for it, it is reasonable to consider it an assessment and include it into our assessment amount. Other associations collect it separately as insurance, so the assessment appears less. We feel our all inclusive way of collecting and naming it as part of the monthly assessment is the most honest way of communicating the actual cost to owners. We can put the declaration page from American Family on the website so owners can see what is covered. Because of the Colorado fires, we expect the insurance rates will go up.

Business Practice Committee: will meet tonight to discuss estate/garage sales and how the board runs the association with rules & regulations and policies & guidelines.

New Business: Charley would like to rename the Operations Committee to Building & Grounds Committee (more descriptive). We have an Operation’s Director according to the bylaws. It’s different from the committee chair and will be determined by the committee. This committee now consists of Charley Griffen, Joe Evans, Aaron Voberil, Ray Shultz, and Steve Lang.

Weaver Estate Sale: Charley and Joe will help with traffic.

Move to Adjourn: moved by all and approved by all at 5:07 pm

Respectfully submitted,
Susan Novy, secretary

Mar 19th EPMFHOA Minutes 6-3-2012

Estes Park Mountain Fairways HOA
Board Meeting
June 3, 2012

Attendees: Susan Novy, Charley Griffen, Ron Meskiman, Pete & Linda Hogue, John Gaddis,
Call to Order: 4:30
Approvoal of Jan 28 minutes: passed

President’s Report:
Lois’ Shrubs: we’ll try to keep the shrubs/trees she planted alive and add a little plaque in her memory; however there’s no water there. If it stays alive throughout the summer then we’ll add a plaque.
Entry Signs: If there are any members who are capable of enhancing out entry signs, please contact Charley.
Fence Repairs: Ray Shultz took care of some repairs. Next year’s budget should include some fence repairs.
Trees & Voles: Pines have been sprayed. Deciduous trees are sprayed in the fall. Jed, the landscaper, hasn’t seen any vole trails that need taking care of. (although, the day after the board meeting, the Dodson’s noticed some and Charley ordered a vole treatment. We think no more should be needed)
Street Curbing: We need to contact the Town of Estes Park in June or July about the curbing. New curbing is cracking already. We want the entire subdivision, but the town may not want to do that.

Secretary’s Report:

Website: I would like to get the HOA to host the website and put the domain name in the HOA. This way it’s not personally owned by me, but owned by the HOA. I’d like to give the board contact emails that would re-direct to their regular email, such as president@epmfhoa.com. Hopefully, this will solve the hacking problems. Sorry about the strange emails (from susannovy01@msn.com) for those of you who got them.

Treasurer’s Report: See monthly report. There’s some guesswork in the making of the new budget, due to lack of history in the current manner presented. Current report was moved to be accepted by John and seconded by Ron and approved.
2013 Budget/Assessments: We now have a reserve report (with $). Assessments should now be able to be kept the same for some years to come.
Ron moved to accept the budgets, John seconded, passed by all.

Business Practices Committee Report: no hot issues, but will work on rules & regs this summer.

Operations Committee Report:
Painting Project: Brodie units will be painted this year. We are now on a solid 5 year painting schedule: one side of the street per year with one year off. We’re now in year 2 of painting. Golf course is next year (2013). Any off-scheduled painting by owner will be with board approval only and at the owner’s expense, as the schedule should be adequate. Your current assessments are paying for this with the reserves.
Lawn Maintenance: Our town power surges/outages seem to be changing the timers on the sprinklers. We’ll have them checked more often. Landscapers did a thorough job on the shrubs, which hadn’t been pruned adequately for awhile.
Standing Water Situation: the problem only happens when the sprinklers are running. There may be a leak or too much golf course run-off or the underground spring.
The golf course water does tend to blow onto all the golf course units siding and windows.
 Driveways: There’s now a 3 year cycle for driveway resealing. We need to determine where to start.

New Business:
 Garage Sale/Estate Sale Policy: We allowed Lois Weaver’s sister to have an estate sale since the unit will be auctioned that day as well. We felt it was better than having the unit sit “for sale” for months. Business Practice Committee will come up with a plan for how to handle these. Concern was for the sprinkler heads with all the traffic. A solution was to go to the town and get some cones and put them over the sprinkler heads. Owners would be responsible for any that are broken if they’re having a garage sale or estate sale. More will be decided by the committee. Nothing approved at this meeting.

 Annual Meeting: Annual meeting was approved for July 7, 2012 at the Rocky Mountain Park Inn.

   Slate for 1012-2013 Board of Directors: We agree that we should have a slate. Any homeowners interested in a board position or being on a committee, contact Charley.

Motion to Adjourn: moved by Ron and seconded by all and approved at 6:07.

Respectfully Submitted,
Susan Novy- secretary

Mar 19th EPMFHOA Minutes 1-28-2012

ESTES PARK MOUNTAIN FAIRWAYS HOMEOWNERS ASSOCIATION (epmfhoa)
BOARD OF DIRECTORS MEETING   1/28/2012
held at 1437 Matthew Circle
scheduled for 3:30 pm

Attendees: Charley Griffin, John Gaddis, Susan Novy, (Pete & Linda Hogue- via Skype), Ron Meskimen, Lois Weaver, Steve Lang

Call to Order: 3:30 on the dot!

Approval of Sept. 11, 2011 BOD Meeting Minutes: John moved and Ron seconded. Approved.

President’s Report:
Recycling: League of Women Voters has a recycling program and Charley would like anyone interested to contact him.
Removal of Trees: We have some beautiful large trees that might harm retaining walls, so we might want to have them looked at. One tree snapped in the wind and needed taking down.

Secretary’s Report:
The website, http://epmfhoa.com, is current with a home page and minutes. I added some pics. Still trying to figure out how to link a members only page for financials and work orders. Take a look at the site and leave a comment on the home page and let me know what else you’d like to see. The home page is meant to be an “advertisement” for realtors to use. This is a rather artsy theme. Let me know if you’d like something more business looking. Themes are easily changed. Jerry Haike has offered to help on the website and knows how to set up a regular site (as opposed to the blog site, that’s set up now) Perhaps Jerry would like to work on the members only site (financials/operations) while I figure out how to link them.

Treasurer’s Report & Financial Report:
Linda recapped the year end report and was pleased (as we all are) that we have extra money. Motion to approve the report was made by Steve and seconded by Ron. Approved.

Business Practices Committee Report:
Reserve Plan: Pete put together a 25 year reserve plan based on 2011 dollars. Inflation is not included for simplification. The report is divided into the following categories: Roof (once/25 yrs), Projects (one amount/3 yrs), Painting (once/5 yrs) and reserve fund. It covers everything except the operating costs. Many figures are “wild-ass” guesses. John was very pleased with the amount of work done on the report, it’s very comprehensive and if the board can keep within budget, we are adding plenty of value to the association. It will be very easy to show this plan to lenders and realtors as proof of judicial spending. John moved to approve the plan with future discussion, Ron seconded. Approved. Committee is working on setting up 2012 books.

Operations Committee Report:
Steve commented on the 2K for sprinklers and believes that should cover the landscaping/maintenance needs for this season. He feels 2K is very generous and we should have money left over that can be used elsewhere. Steve was wondering if any work orders have been sent to Millie, as we haven’t heard anything. It seems no one has had problems to report. Charley has been quite diligent on keeping an eye out for repairs. Feel free to comment on the website with operational requests for me to pass on to Steve.
Steve would like permission to expand his deck gate for his son to have an accessible second exit. Ron moved, John seconded. Approved.
Discussion/Approval of Painting Contract: Village Maintenance Painting Service, who painted last year, gave a bid for this year for the Brodie units. We were pleased with their work and would like to retain them for this year. Bid came in at $21,785.00 instead of $24,000, like we were expecting. John moved approval on the contract, Linda seconded. Approved.
Discussions/Approval of Lawn Maintenance Contract: Just because the sprinkler system is old, doesn’t really make that much difference. Maintaining it is what’s important. We’re getting it back up to speed now. Charley wants to keep the lawn mowing at every two weeks with the option to increase as necessary. Vintage Lawns, who did it last year, gave a bid for this year dependent on  a more comprehensive walk-thru. Charley would like to give a second year to Vintage Lawns. John moved to retain Vintage Lawns for a second year and Ron seconded. Approved.

Other Business:
    Old Business:
Owner’s Roster: Susan should update. Jerry Brown is the newest resident. Charley has a current copy.
New Business: one unit is on the market. We’re down to only 2  units being rented. Joe & Caroline Evans returned from Japan. Welcome back.
Next board meeting in April or May.

Meeting Adjourned: 4:38 pm

Minutes Respectfully Submitted,
Susan Novy