Estes Park Mountain Fairways HOA

Dec 9th 2017 Board Meeting Minutes Dec 9

MFHOA Board Meeting

9 December 2017

4:30 @ 1445 Matthew Circle

Attendees: Susan Novy, Kathy Beatty, Tim & Leigh Dawson, Rick & Claudia Jordan, John Gaddis, Linda Buehring, Don Miller, Elen Crone, Tim & Julie Walsh, Chris Metzger, Don Dodson

by phone: Pete & Linda Hogue, Joan Baker, Aaron Voboril, Steve & Ann Poznic

Call to order: 4:30

Approval of minutes from last meeting:  Aug 26, Sept 16, Nov. 4 minutes to be provisionally approved with format to be discussed further. John moved to approve minutes, Kathy 2nd; approved. 

President Report:  Tim and Leigh will be out of town a lot due to Leigh having a temporary teaching position out of state.

Treasurer’s Report:

November Financials are available on the website. If you have any questions, do not hesitate to ask.

On November 30, 2017, Kathy updated our accounts at USBank and closed the safe deposit box. The accounts were owned by Charley Griffin. They require an individual to be the owner; that is now me. Kathy submitted a list of our current board officers, as the bank required this to update our accounts (attached). We should update this annually after the new board is seated each year.

Kathy removed Charley and Javier as official signers from all accounts. Kathy is an official signer on all 3 accounts now. Pamm is an official signer on the checking and savings account. Not that a person does not need to be an official signer to sign checks, as long as that person is approved by us. The bank doesn’t care who actually signs the checks.

Kathy removed all the contents of the safe deposit box. There wasn’t any gold bullion, unfortunately. There was not a credit card in the box. There once was a debit card for the checking account, but it has long been expired and wasn’t in the box.

The following documents were being stored there:

• Copy of the certificate of incorporation and the articles of incorporation
• Copy of the easement grant
• Copies of the quit claim deeds for all 3 properties (main property (2 copies) and 2 out-lots  (open space on the north end)

ACTION ITEM: We need to add a second official signer to the reserve savings account. A board officer (Tim, Rick, Susan) can do this him/herself. He/she should add themselves to all 3 accounts as well as the reserve savings account. If we want to add Pamm as the second signer on the reserve savings account, Kathy must accompany her to the bank to do so, since she is not a board officer.

ACTION ITEM: Do the documents from the safe deposit box need to have special, safe storage?

Respectfully submitted,

Kathy Beatty
Treasurer

John moved that we accept the treasurer’s report and accept Pamm as a secondary signer on the account. Rick 2nd. Approved.

Secretary’s Report: Susan has made a separate category for 2018 Roofing Project so that for future reference, it’s all in one spot.

Vice President report: (Rick’s insurance findings meeting with American Family)

We don’t have a claim with the shingles due to insurance not covering faulty materials.

We have 3 types of coverage: fraud, property and liability. Property is appraised at 9.4 M dollars. Our insurance company thinks that we are adequately insured with the 10% increase. American Family is our insurance company and is very competitive and less than what we were paying when we had State Farm. Most of Estes Park condo associations had the same lawyer draw up the Declarations. She needs to see ours in order to determine what is covered according to our Declarations. Our fraud insurance covers up to 150% of our budget. Our current deductible is $1000.00. That may be increased by the insurance company to $5000.00.

Buildings & Grounds Committee: (Pamm and Aaron report on options regarding shingles and gutters)

We are consistently have more and more leakage. Our 50 year shingles are not holding up. They are cracking and splitting. We submitted a claim to Tamko and received 80% of material replacement. We need to act on this before August 2018. If we have to do this, we might as well do the gutters as well. We may need to put new skylights also. So the bid includes roofs, seamless gutters and New Velux 20 year warranty double pane glass skylights @ $250.00 each. Then we’ll have a clean slate with documentation on everything.

After many hours of correspondence with roofing vendors, Aaron acting as our Property Asset Manager and I (Pamm) acting as Operations Director are recommending we choose Majestic Roofing of Loveland, CO to complete our roof, skylight and gutter replacement.  This includes roof replacement work, such as roof venting.

Reasons for selecting Majestic Roofing are:

1.  Better quality of substrate materials for roof valleys, skylight curbs and roofing perimeter.

2.  Heavier gauge flashing for skylights.

3.  No cost for gutter removal and disposal.

4,  Better liability insurance coverage.

5.  Identified concerns when working around existing substandard skylights.

6.  References from Northridge Meadow Condo Association and one other homeowner, both in Estes Park “Would use Majestic Roofing again”.

7.  Very quick response to our questions or concerns when working with us during estimate creation.

8.  Best price among the 4 bids submitted.

9.  Will partner with Thermal Concepts for gutter replacement, making Majestic Roofing our single point of contact for both roofs and gutters.

Finance Committee: (Kathy and Pete report on options regarding funding the shingles and gutters project) See project plan in the new 2018 Roofing Project category.

It appears that the assessment will total $180,000.00 split by 30 homeowners to be around $6000.00 per owner. John moved that we anticipate a $6000.00 per unit assessment to be paid by May 15. Kathy 2nd.  Unanimously approved. 

Linda moved that we approve B&G’s recommendation to accept the Majestic Roofing estimate for the roofs and gutters and skylights. Rick 2nd. Unanimously Approved.

Rick moves that we approve the project plan high level timeline and project proposal . Linda 2nd. Approved. 

Rick found that our Declarations may require a vote of all the homeowners for special assessments over $2000.00

Business Practices Committee: Pete and John reported on a proposal for the HOA to purchase a laptop, screen and projector. Right now all the information of the HOA is kept on various board member’s personal computers and some is transferred to the website. The committee feels an HOA asset of a laptop to keep all the records on is important. Having a projector and screen would also make board meetings easier to show and explain items. 

John moved to purchase a laptop, projector and screen for HOA use. Rick 2nd. Approved.

Community Activities Committee: Kathy and Elen are having a party Friday Dec.15 at 4:00.

Long Range Planning Committee: no report. 

Other old business: none.

New business:  Next meeting, Sunday Jan 28, 2018 

Adjournment: 6:00

Aug 30th 2017 Annual Meeting Minutes July 30

EPMFHOA
Annual Meeting
July 30, 2017
Library Hondius Room 1:30pm

Attendees: Susan Novy, John & Sally Gaddis, Pete & Linda Hogue, Rick & Claudia Jordan, Tim & Leigh Dawson, Ronnie LaRue, Chris Metzger, Don & Amy Miller, Diane Yoblin, Kathy Beatty, Elen Crone, Pamm Haglund, Linda Buehring, Nipan Karmacharya , Julie Walsh, Jerry & Phyllis Haight, Arkie & Jan Vaughn, Arleta Bell, Aaron Voberil, Gary Dougherty and Laurie Emmer.
Proxies: Deborah & David Bouziden, Don Dodson, Nan Belknap, Joan Baker, Kevin Preston

A quorum was present for the meeting.

Minutes from 2016 Annual Meeting: Pamm Haglund moved to approve minutes, Rick Jordan seconded. Approved.

President’s Report: Regarding communications: The Board mailed hard copies to those without email and emailed the rest. Those in attendance were requested to verify their email addresses.

There were requests to give notice of the Board meetings and the other committees via email. The board will consider this; however, the next board meeting is typically stated at the end of the minutes that gets emailed and is also found on the website. Currently, only those who have signed up for a committee get notice of that committee’s meetings.

(secretary’s editorial comment: So make sure at the Owner’s Meeting to sign up for whatever committees you wish to keep informed about. If you have an email, we know you’re capable of looking at the website: www.epmfhoa.com. Even though most of you admitted to never looking at the website, it is the easiest venue to give the most information on. It’s also good to become familiar with should you decide to sell and need to give your realtor a good selling tool.)

John reviewed the meeting agenda. He continued with the President’s Report.

This year the HOA has had 4 board meetings, an owners meeting; we’ve updated all of our accounting (Kathy’s hard work) with Barry Stein, our accountant consultant; reserve studies have been done on roofs & warranties, painting, driveways, and lawn care. The long range planning committee has done extensive studies on building siding, and lawn care/landscaping with the conclusion being that it wouldn’t currently be financially feasible for either. Buildings & Grounds has done extensive work with putting together a work day and monitoring our contracts and many repairs. We are in compliance with Estes Park’s bear trash cans- heavy as they are. Susan takes wonderful care of the minutes and website and Gary keeps the parties going.

Regarding the HOA assessments: If we took out the amount paid to our reserve accounts, we would decrease our assessments by 40%. However, that would require large and substantial special assessments, from time to time. The board and association wants to avoid special assessments and the association has conducted reserve studies that determine what amounts need to be collected on a monthly basis to have the money necessary for roofs, painting, driveways and capital projects. The President noted that the age of the project will require regular and expensive upkeep.

Our current asset manager, Aaron, has given his notice about retiring from the property asset management. Historically much of Aaron’s work has been volunteer. His help has been wonderful. However, the HOA will now be faced with paying for those services. The 2018 budget is planned with a $35.00/unit/month increase to cover having a paid property manager working more hours during the summer season and less hours in the off season. This is in addition to the 2nd year of the 4 year $10.00/unit/month reserve assessment increase. Consequently, the total additional assessment in 2018 could be as high as $45/unit/month. (More discussion on this under : Budget)

The President noted that there will be an Owner’s Meeting at 1458 Matthew Circle on August 26, 2017 at 2:30 PM- after the 1:00 board retreat. It is important for all owners to attend – this is a good time to ask questions and to volunteer for one of the HOA committees.

Buildings & Grounds Report:
The committee is trying to document when things are done with work orders. That way we know when changes are made and who paid for it. Once something is “stuck in the ground” it’s the property of the HOA and the responsibility of the HOA to take care of it, so consequently, we need to keep track of that. It also gives a good history on units when you’re looking to sell.

We have a list of established approved vendors for painting and lawn care and other maintenance requirements. We are now looking for a paid asset manager. This person would handle the work-orders for HOA-asset maintenance, contracts and projects. Perhaps able to do some of the labor, as well. This person would be under the supervision of Buildings & Grounds.

Our 12 roofs have warranty issues- from 25%-100% failure. We have spent hours and hours putting together multiple shingles and pictures and mounds of paperwork to send to the manufacturer and installer. Tamko, the manufacturer, will get back to us within 6 weeks to let us know what they will do.

Finance Team Report: Nothing is out of the ordinary so far this year with payments. All monthly reports are on the website: epmfhoa.com. Jerry Haight would like the nomenclature for categories to be standard accounting principles financial nomenclature. Kathy said that when setting up the books, the nomenclature was set by and is standard for Quickbooks. We renamed a few accounts to more correctly reflect our use of them.

Discussion was made on money being transferred to reserve account only once per year and whether it should be transferred every month and put into an accumulating account. The Board took that issue under advisement.

Long Range Planning: Right now, the committee doesn’t think it’s financially feasible to consider xeriscape or new siding. They looked at what we are spending money on and whether or not we could reduce it. It doesn’t seem so.

Budget:
The $35.00/unit/month assessment increase is due to needing an asset manager to replace the partially volunteered labor of Aaron. We are looking for a candidate and we only have an estimate for the expected expense. Aaron has also indicated that he may be able to help out some next year but that is not definite. Once the Board locates an asset manager, the amount could change. As passed a year ago, there is an incremental increase for four years, through 2020. The incremental change of $10.00/unit/month for 2018 is for the reserve amount needed covering increases in paint and projects for the reserve only- not yearly operating costs, which the $35/unit/month would fall under.

Linda moved that we accept the 2018 budget and the proposed assessments as proposed by the board with the amendment that the board will potentially make responsible changes as the property-asset management issue evolves. (This means the additional assessment increase may not be as high as $35, and we will know by Dec.1 what the actual amount will be, so that those who would like to take advantage of the annual pre-pay discount will have an actual figure for 2018)

Rick Jordan seconded.
The amendment to the motion was passed.
The motion was passed.

The election of the board slate:
John Gaddis
Kathy Beatty
Susan Novy
Tim Dawson
Linda Hogue
Rick Jordan

Arkie moved to elect the slate as proposed. Arleta seconded. Approved.

Meeting Adjourned: 4:05 pm

Jul 16th 2017 Board Meeting Minutes July 8

EPMFHOA BOARD MEETING
7/8/17
At John Gaddis’ at 4:00pm

Attendees: Pamm Haglund, Elen Crone, Kathy Beatty, Aaron Voberil, Pete & Linda Hogue, Susan Novy, John Gaddis, Tim Dawson, Rick Jordan

Minutes from 6/11/17: approved with changes.

President’s Report: 2 big items on the agenda: approving the 2018 budget and determining the slate of board of directors to propose to the HOA at the Annual Meeting.

Treasurer’s Report: The Board reviewed the HOA’s 6 month financials. We still have one person who overpays, which makes for more unwanted bookkeeping. Everything else is in line with the budget and is routine. For our information, on a regular basis, the treasurer (Kathy) averages around 5 hours per week of work, however over the winter when updating the processes in Quickbooks, Kathy spent around 30 hours per week. This was all volunteer work. That’s all thankfully completed by now. All finances are only posted on the website:www.epmfhoa.com. Rick moved to accept the June 30th financials, Pamm seconded. Unanimously approved.

Budget: 2 key documents are: 2018 Budget worksheet and 2018 Assessment worksheet.
Both will appear on the website under a new “Budget” category.

2018 Budget Worksheet: One significant item, is that we will need to pay for a property manager, as Aaron is retiring from that position and nobody else has volunteered for it. We’re expecting a deficit by the end of 2017, but we had a carry forward last year, so there won’t appear a deficit. We have looked at many ways in which to be more frugal, however, they would all end up costing more. Our large expenditures are: insurance, sewer, on-going maintenance, water and sprinkler system. What’s driving the expenses is age of the units, the cost to maintain them, the cost to paint them, and increasing utilities from the town. We are saving for the costs of painting, restoring some of the siding, and new roofs. This savings component for our reserves is a very large part of the yearly assessments. Also, we need to look into our insurance and make sure we’re not underinsured with the new tax assessments.

2018 Assessment Worksheet: We’re going to propose a $540/year/owner increase in 2018 to cover the additional $35/owner for property manager/operating expense and $10.00/owner for the previously approved 2018 reserve increases which equals a total of a $45.00/month/owner increase in assessments.

Linda made a motion to accept the 2018 budget, the 2018 assessment worksheet and the increase in monthly assessment. Rick seconded.  Approved.

Those who have currently volunteered to be on the 2018 Slate of Board of Directors:
Kathy Beatty
Susan Novy
Rick Jordan
Linda Hogue
Tim Dawson
Pamm Haglund
John Gaddis

Buildings & Grounds:

Roofs: Due to the premature failure of some of our roofing shingles, we are making a warranty claim to the manufacturer. To do that, we are required to send in 2 shingles from every building, and pictures for each section of roof that is failing (12 buildings) to send to the manufacturer in order to make a claim. Aaron is heading this up and it is underway. We expect to hear in approximately two months from the manufacturer.

The Annual Meeting is at 1:30 on Sunday, August 30, 2017 at the Hondius Room at the Estes Park Library.

Adjourned: 5:40

Respectfully Submitted,
Susan Novy – secretary

Jul 6th 2017 Board Meeting Minutes June 11

EPMFHOA Board Meeting
6/11/17 at 4:00 at the Gaddis’s

Attendees: John & Sally Gaddis, Linda & Pete Hogue, Kathy Beatty, Tim Dawson, Aaron Voboril, Elen Crone, Susan Novy, Rick Jordan

President’s Report: Everyone had a fine winter- some warmer than others.

Secretary’s Report: Minutes from Jan. 15th approved.

Treasurer’s Report: All the requests for, and financial work done on QuickBooks paid off. Everything is working great now and we have new reports that work with ease! The biggest change was a new database as of Jan 1, 2017 and revising our methodology according to Barry Stein’s (our accountant consultant) recommendation. There was a motion to accept the financial changes made according to Barry Stein’s recommendations by Linda, seconded by Rick. Passed.
As a volunteer organization, should the HOA charge an administrative fee for the extra work necessitated by habitually late/or wrong amount assessments? We do have a late fee, but a very few owners are routinely and habitually late – which creates significant additional work. Should we have an extra administrative fee for those who habitually pay the wrong amount, as well? The Finance committee will determine whether they need to present a proposal to the board about this.

Buildings & Grounds Committee Report:
Posts: 13 posts were replaced and 2 rails. It’s 50/50 on the opinion of removing the post fencing.
Work Day & Party: Next Saturday 8:00am for some landscaping and to paint the house numbers; followed by a picnic at 5:00 in the lawn area between Nan (1434) and Chris’s (1422). Everyone is invited and everyone is asked to bring a covered dish to share. Bring your tastiest!
Seal Coating: will be done on all except the Brodie units in late June or early July.
Needle Blight: 14 spruce trees have the blight and will be treated.
Roofs: all units may need some warranty work. Due to the extreme amount of work necessary to submit each claim, we are submitting one test claim We’re only 10 years into our 30 year warranty.
Property Manager: This is Aaron’s last year as property manager, so we are going to be interviewing a possible successor.
Paint: the Brodie Units will be painted this year.

Long Range Planning Committee:
They are in the initial stages of development for architectural design guidelines and construction standards documents. A little further down the line we might do a survey of the entire homeowners for some input. We will also discuss this at the annual meeting.
Business Practices: The time line for this year’s meetings was discussed and determined. The organization chart was reviewed.

Community Activities. The plans for the work day and picnic on June 17th were discussed.

Annual meeting: Sun. July 30th 1:30 at the Hondius Room in the Library. Sally will work on refreshments.
Board Retreat: at the Hogue’s (1458) on Sat. August 26 at 1:00
Annual Owner Workshop: at the Hogue’s on Sat. August at 2:30
Board Meeting to adopt the 2018 budget and approve the slate of officers nominations for the annual meeting: Sat. July 8th at the Gaddis’s (1456 ) at 4:00.

Please let Board members know if you would like to serve on the Board next year.

John Gaddis will retire as President..

Meeting Adjourned at 5:30.

Respectfully Submitted,

Susan Novy – HOA Secretary

Jan 22nd 2017 Board Meeting Minutes Jan 15

EPMFHOA
Jan 15, 2017 Board Meeting

Call to Order: 1:10

Attendees: Kathy Beatty, Pamm Haglund, Susan Novy, Elen Crone, Rick Jordan, Tim Dawson; and Pete & Linda Hogue via phone.

Minutes: change last minutes to “Buildings & Grounds” instead of “Financial Review Team” on approving Review.

Vice President Report: Yeah to Pamm for all the snow removal! Trash seems to be working fine so far this winter, even with all the snow. A special thanks to Pete and Kathy for all their work on the 2017 budget.

COMMITTEE & TEAM REPORTS:

Buildings & Grounds:
Pamm discussed the snow removal and is very pleased with our contractor. He will not shovel sidewalks, decks, porches or bridges. Only the driveways. It’s $500.00 per removal. We have $1500.00 in the annual budget and have had 5 removals so far. He gets here when he can, since we’re not his only contract. The hospital will always come before us.

We will look into roof replacements and repairs with Aaron come spring. We will also talk about the seal coating. After the snow melts, we may have much more to take a look at for maintenance in the spring.

Finance: Kathy has been putting together a new data base on Quickbooks. She will send both data bases to Barry Stein for review and approval of our process.
We do have a few late payers on dues and we’re discussing how to handle this. We don’t want volunteer board members to have to get into the collections business. Remember, if you’re in town, Kathy has a HOA mailbox at her condo, 1454 Matthew, for your convenience. Walk over and save a stamp. Otherwise, the mailing address is 1460 Matthew Circle, which does not correlate to any physical building- only a box at the cluster boxes.

Pete discussed how we overspent by 15K in 2016 with maintenance. We don’t know what our new normal is going to be. So the 2017 budget has a new guess on the new normal with a clean new data base that Kathy has been working on. We discussed and clarified the 2017 budget. Linda moves that we adopt the budget as presented. Approved.

Rick moved to accept the presenting of the expense authority and 3 year reserve plan. Approved.

Business Practices: no report from Pete. Susan has changed the hosting to lifetime.hosting for the website, so that we won’t have renewal bills that may be missed. Our nameserver doesn’t renew until 2021. She might look into getting a lifetime domain name as well. All these companies will only bill real people, so there’s no way to have the bill sent to a company (it could be a robot). So should anything happen to Susan, nobody else would ever know when the renewals were and the site would be shut down. So this should alleviate that from ever happening.

Community Activities: Party!!: Friday, February 10 at @ 5:00 at Tim Dawson’s
1437 Matthew Cr.
In April or May, Tim would like to host an ongoing Thursday afternoon HOA Business After Hours, drinks and fun festivity. BYOB, I assume 🙂 More on this later…

Long Range Planning: Siding and landscaping changes would be too cost prohibitive at this point in time to consider. However, Aaron would like to consider different forms of grass (not the smokin’ kind), so anyone who has any knowledge of landscaping grasses is welcome to join the committee or attend meetings.
Some of our roofs are showing wear and are not to be replaced until the early 2030’s. We’ll be looking into our 30 year warranties and try to find out why we’re having failures already.

NEW BUSINESS

Snow Removal: Should we change to 4” removal or keep it at 6” for driveway snow removal? Discussion followed, including possible snow fences, holiday guest liability and abilities of owners. It was decided no change to the current contract will be made, as we have such helpful neighbors. Any additional snow removal beyond the driveways needs to be at the expense of the owners. You may want to have your owner’s insurance company talk to the HOA’s insurance company to make sure everyone’s covered, should you decide to hire someone. It’s a gray area.

Snowblower: Should we purchase one? Discussion followed about whether it would even work for the short sidewalks and whether we would have any insurance on owners using the snowblower. We would if the owner was a contract laborer for the HOA. More research needs to be done. Snowblowers can throw stones real well!

Next Board Meeting:
April 30, 2017 at Dawson’s 1437 Matthew Circle at 1:00. All welcome!

Meeting Adjourned:
3:00pm