Board Meeting 11/17/19
EPMFHOA Board Meeting
17 November 2019 4:00PM
Jordans’ 1433
Dialin number: 712-832-8330 Code: 5472727
Attendees: Rick & Claudia Jordan, Susan Novy, Carol Prince, Anne Poznic, Nan Belknap, Kathy Beatty, Elen Crone, Diane Yoblin By phone: Pete & Linda Hogue, Ronnie LaRue
Call to order: 4:02
…………………..……………
Secretary Report: Review to approve 2019-09-15 Board Minutes
Anne moved to accept the minutes, Nan seconded. Passed.
……………………..……..
Treasurer’s Report 11/17/2019
FINANCIALS
October financials are available on the website.
MONTHLY ASSESSMENTS
We are in very good shape. All owners are paid up as of November 10, 2019. In addition, the three owners who are paying the 2018 roof special assessment over 3 years are paid up as of October 31,2019.
This conversion is complete as of October 31, 2019 and we are now solely using Online QuickBooks. I especially want to thank Kathy Beatty, Financial Secretary, who maintained two parallel QB accounts for two months during a very busy time of the year and put in a lot of hours. We have applied for a refund for the Desktop software which we should receive before yearend. The final phase of this project is to give Buildings and Grounds access to Online QB as well.
NEW BANK ACCOUNTS, CREDIT CARD AND INVESTMENT ACCOUNTS UPDATE
We are using the Bank of Colorado(BOC) checking and operations savings accounts and have all the automatic payments moved to BOC. We plan to close the US Bank checking and savings accounts in late December.
The credit card account with BOC is operational with a $5,000 credit limit. Anne Poznic’s card has a $1,500 limit and Carol Prince’s card has a $3,500 limit.
An Operations Savings account is set up at Fidelity but not yet funded There are three Fidelity Corporate Resolutions to be approved by the Board, 1) a resolution to set up the Fidelity Operations Savings, 2) a resolution to set up the Fidelity Reserve Savings, and 3) a resolution to approve that Kathy Beatty have on-line access to the two Fidelity savings accounts. We have not had good service at Fidelity in setting up the savings accounts and this has taken much longer than expected. These problems should soon be behind us.
SHOW US THE MONEY!
As of October 31, 2019, our cash on hand is:
- US Bank Checking $16,137.20
- US Bank Reserve Savings 3,752.88
- US Bank Operations Savings 2,656.53
- BOC Checking 20,866.29
- BOC Operations Savings 400.02
- Funds in Transition to Fidelity 15,000.00 Checks written to Fidelity but Fidelity not able to accept as of 10-31-2019
TOTAL: $58,812.92
Anne Poznic
Treasurer
…………………..……………………
Anne moved to approve the following 3 account resolutions; Carol seconded. Passed.
- Fidelity account application signed 10-7-19 – Anne
- Additional Fidelity account application – Anne
- Additional Fidelity account application for Kathy online access – Anne
- Credit card approach document – Pete
Carol moved to accept the credit card document; Linda seconded. Passed.
- Payables authority information – Pete
Anne moved to approve the payables authority information; Nan seconded. Passed.
…………………..…………….
B&G Report – Carol
We had a busy summer and completed or made our desired progress on most of our projects.
Since the last Board meeting:
Decks:
1. Need to get plans drawn for 1434 Deck replacement in 2020.
2. Need to identify decks needing painting/staining in 2020.
Drainages/Foundation Preservation:
1. 1440: Bell– fixed back (South west) side drainage that was leaking into her basement. Thank you, Aaron and Gallo.
2. 1440: Bell & 1442 Yoblin: Redirected drainage near foundation and placed 2” stones along the back (South) sides of these adjoining condo units. The stone encompasses the sprinklers, protecting them.
3. 1453: Poznic: Redirected drainage on Southwest side of driveway. It now goes toward the road and into a catch basin instead of directly into that driveway causing icing. Good job to Steve Poznic, Ronnie, Aaron and Gallo!!
4. 1442: Yoblin: – We had three folks look at the back (South side) foundation. The consideration is how to repair the “slightly bulging” first joist. Going forward, we will be discussing a plan, contractor and getting estimates. This project will probably be considered for this late Spring.
Lawn Maintenance and Natural Area
1. We followed the Solid Grounds work closely this summer. Solid Grounds is going to replace the downspout extensions damaged by their weed eater. Also fixed is going to be the 8×8 landscape divider in the back of 1420. This will be Solid Grounds responsibility to avoid this next season. All damages have been walked down with Jed, Solid Grounds owner.
2. In the future, we are going to place medium sized rocks along both sides of the downspouts, so the weed eater and/or mower do not damage them.
3. Sprinkler replacement. It seems each summer we have a lot of replacements/repairs happening. The biggest issue is the sand that accumulates in the ones which do not pop out. They are replaced instead of taking the time to try to clean them out, a more expensive process. (most of our sprinkler heads are inexpensive). Responding to our concerns, next year, Solid Grounds is going to take pix of all sprinkler heads which are replaced to determine the cause of each one’s malfunction.
4. We only had one sprinkler line break this summer and it was fixed quickly.
5. Otherwise, this summer seemed to go fairly smoothly and was assisted by our almost daily rains.
6. The Natural Area: was not seeded this Fall since the grasses are filling in well. We are looking at some maintenance in this section; new trees, trimming old ones and removing dead ones. This will be a good Spring cleanup project for us.
Landscaping
- We have a few small dead trees to remove. We are looking at viable replacements and well as a replacement for the three trees removed from the west side of 1434 Belknap.
Gutters/Roofs:
1. All is well.
2. Gutters were all cleaned, and some underground drainage pipes checked. This process will be repeated in the spring.
Driveways:
1. 1454: Beatty/Crone – was scheduled a while ago and at the last minutes there were unresolved issues. We resolved these. However, it pushed the driveway project back. It will be done when Bob Pavlish can fit it into his schedule with the weather in consideration.
2. 1410: Buehring – Work will begin in 2020. We are continuing to gather information on the best approach to the underground water situation.
Snowplowing:
1. We had our first 2019 plowable snow. This year we do not have the shovelers which has, of course, made a difference. North facing driveways will always be tough and snow drifting will continue to be a problem. I will be chatting with the plower about options for each of these issues. We are also looking into snow fencing in a couple of cases to see if they would make a difference.
Painting / siding:
1. The B&G identified sides to be painted were prepped well and painted with the new Sherwin Williams paint. We are reasonably hoping the new paint will last longer between painting applications – including on the worst of our siding.
2. 1442: Yoblin – Back (South) side was replaced with hardy board siding.
3. Going forward: we will be identifying the sides in most need of replacing, get estimates for labor and materials and hopefully budget for some replacement each year.
Year end:
1. We may have a little money left at the end of the year which will include a. 1454 Beatty/Crone Driveway if it has not already been done
b. Any small projects we would like to finish off this year
c. Rocks beside the new downspout extensions
2. Aaron and I have walked our 30 units and identified a list of “small” items which need to be repaired/replaced. Thanks so much Aaron!
3. Our chart for water consumption tracking will be updated. It compares this year to last year. This info shared with everyone. We will continue to track it this next year as we continue to increase our non-watered areas with attractive – low water – landscaping.
4. B&G will be gathering during the first part of 2020 to establish a priority list for this coming year. We welcome all comments/concerns/solutions!!
Linda moved to accept the B&G Report, Nan seconded. Passed.
…………………..……………………….
Long Range Planning – Claudia
Anne moves that we approve this document to be sent to the business practices committee to determine how to incorporate this into our official documents. Nan seconded. Passed.
There was discussion on the purpose of this document, since it’s referring to owner’s interior remodels. This document is to help the owner know what permissions are necessary from the Town, the neighbors, etc. for personal remodels.
Number 4 was requested to be deleted. Number 5 is to be reworded.
Carol moved to approve, with changes, the document. Nan seconded. Passed. There is still a need for the board to figure out how this will be distributed and posted. Perhaps in a welcome packet.
There was discussion about #3, whether we have, or should have insurance to cover volunteers working for the HOA from lawsuits against both the association or volunteer. It appears that Texas and Colorado law may be very different. This document defines who is a contractor or volunteer, and what coverage is needed. Carol thinks we need to find out about Colorado law and the insurance strategy that would necessary.
The insurance team will work on #3, which will be tabled until that is researched, and the rest of the document has been moved to be accepted by Anne; Nan seconded. Passed.
- HOA Insurance Strategy
There was discussion about contacting an attorney before discussing this document. It is deferred for now.
…………………..……………………..
- Old
business
- HOA documents Study Group – Rick
This is a good winter project.
- Liability Insurance update – Susan, Arleta, Rick, John
Business Practices needs to get together and discuss this.
…………………..………………
- New
Business
- We plan to move trash pickup to once per week for winter starting December 1
- Snow
removal discussion
- What was good, what was bad?
We will send the contractor the feedback.
- Changes?Lease Agreement Update
Some information the HOA has no right to. The HOA does have the right to the renters names and contact information and length of duration of the lease. We should also know that all renters have renter’s insurance. The lease information to the HOA should be updated annually by the owner.
- Adjournment: 5:46pm
Posted in Minutes 2019 by Susan with no comments yet.
Board Meeting 9/15/19
EPMFHOA Board Meeting
Sept 15,2019 5:00pm
Jordan’s 1433
Attendees: Rick & Claudia Jordan, Susan Novy, Colleen LaRue, Diane Yoblin, Aaron Voberil, Kathy Beatty, Elen Crone, Carol Prince, Pete & Linda Hogue, Arleta Bell, Anne Poznic, Nan Belknap
By phone: Ronnie LaRue
Minutes: Annual Meeting Minutes approved. Board Meeting Aug 11, 2019 approved.
Owners Workshop Report: Pete made a few changes to the notes of the Owner’s Workshop (corrected)
Linda moved we approve the notes with changes, Anne seconded. Passed.
Treasurer’s Report:
FINANCIALS
August financials will be available on the website later this week.
MONTHLY ASSESSMENTS
We are in very good shape. We have one owner who has not paid their September assessment. They have been contacted by email and we expect their payment before the end of the month.
The Finance Committee has decided to change accounting software from QuickBooks Desktop to QuickBooks Online. (With better segregation of duties between the Finance Committee Chairperson, Treasurer and Financial Secretary there is the need for a 3rd QuickBooks license.)
Benefits:
1) “One” set of books, eliminating the possibility of multiple versions
2) Immediate access to information for 5 licenses, 2 of which will be “read only” (instead of 3 on Desktop)
3) Backup in the cloud (in addition to multiple pc’s and external hard drives backups)
Costs:
- $755 per year. This is $55 more that QB Desktop with 3 users which costs $700 annually.
PROPOSAL FOR CHANGE IN BANK and ADDITION OF CREDIT CARD AND INVESTMENT ACCOUNT
The Finance Committee has done quite a bit of research on banking options, as well as researching Board questions on the addition of a credit card and investment account. This proposal will be addressed as a Board Agenda item.
SHOW US THE MONEY!
As of September 11th, our cash on hand is:
- Checking
Account
$40,460.00
- Reserve Savings $13,752.71
- Regular Savings $7,656.32
TOTAL: $61,869.03
Respectfully submitted,
Anne Poznic
Treasurer
Linda moved to approve the treasurer’s report. Arleta seconded. Passed.
Anne would like to change banks to Bank of Colorado as they have free business checking/savings accounts. We need one signature for checks under $500.00 and two signatures above $500.00
Nan moved to accept the proposal to change banks, Carol seconded. Passed.
The Finance Team would like to acquire a credit card for larger purchases that individuals on buildings and grounds or Finance teams may need to use. There would be 2 cardholders with 2 different cards, billed to the HOA.
Carol moved to accept the proposal for credit cards, Linda seconded. Passed.
Linda moved to have the two teams, finance and buildings & grounds, finalize the business process to be forwarded to the board for the board’s approval. Nan seconded. Passed.
Anne would like to put our reserve monies into an investment fund. She likes Fidelity Investments because they have no cost CD’s and money market accounts with a decent rate.
Arleta moved to move forward with the investment funds with Fidelity Investments; Carol seconded. Passed.
Buildings & Grounds Report:
Carol went over the B&G Report.
Pete commented that he thinks these are very well documented reports.
Anne moved to accept the B&G report, Linda seconded. Passed.
Long Range Planning Report:
Architectural Guidelines Report: The guidelines were sent to all the owners, it was discussed at the Owners Workshop, changes were made, and it is ready to be put onto the website.
Carol moved to approve the Architectural Guidelines, Nan seconded. Passed.
Old Business:
Liability Insurance Questions: Susan, Arleta, Rick and John are still working towards finding out who is liable for injury on limited common elements. Should a pizza delivery person slip and hurt themselves on your driveway and wants to sue, who’s liable? That’s the question we’re trying to answer. Our insurance agent has told Susan that it’s the homeowner’s liability. We’re under the understanding that it’s always been the HOA’s liability. Our agent didn’t have the policy in front of her and Susan didn’t have the Declarations in front of her. So we’re still working on it.
Note: Subsequent correspondence has clarified that the HOA and most individual homeowner’s insurances both carry liability for the limited common elements (driveways, decks, entry patios and entrance walkways). Consequently, both the HOA and individual homeowner have joint responsibility for the safety of the limited common elements. The insurance companies will figure out whose insurance will pay according to what the problem was. Typically, the homeowner is responsible if the problem is topical, i.e. personal items left out that someone trips over; or the HOA, if the problem is structural or scheduled maintenance related; i.e. problem is due to lack of painting the deck when doing the building or not plowing over 4” of snow. The HOA hasn’t typically shoveled walkways or decks. There are gray areas; so it’s best to be pro-active about the safety issues on your limited common elements, as the HOA isn’t considered to be liable for everything concerning those according to the insurance companies. It’s however they interpret our Declarations, Bylaws and Rules & Reg’s.
There will be more discussion on this.
Adjourned: 6:00
Posted in Minutes 2019 by Susan with no comments yet.
Sept 15 Board Meeting
EPMFHOA Board Meeting
Sept 15,2019 5:00pm
Jordan’s 1433
Attendees: Rick & Claudia Jordan, Susan Novy, Colleen LaRue, Diane Yoblin, Aaron Voberil, Kathy Beatty, Elen Crone, Carol Prince, Pete & Linda Hogue, Arleta Bell, Anne Poznic, Nan Belknap
By phone: Ronnie LaRue
Minutes: Annual Meeting Minutes approved. Board Meeting Aug 11, 2019 approved.
Owners Workshop Report: Pete made a few changes to the notes of the Owner’s Workshop (corrected)
Linda moved we approve the notes with changes, Anne seconded. Passed.
Treasurer’s Report:
FINANCIALS
August financials will be available on the website later this week.
MONTHLY ASSESSMENTS
We are in very good shape. We have one owner who has not paid their September assessment. They have been contacted by email and we expect their payment before the end of the month.
The Finance Committee has decided to change accounting software from QuickBooks Desktop to QuickBooks Online. (With better segregation of duties between the Finance Committee Chairperson, Treasurer and Financial Secretary there is the need for a 3rd QuickBooks license.)
Benefits:
1) “One” set of books, eliminating the possibility of multiple versions
2) Immediate access to information for 5 licenses, 2 of which will be “read only” (instead of 3 on Desktop)
3) Backup in the cloud (in addition to multiple pc’s and external hard drives backups)
Costs:
- $755 per year. This is $55 more that QB Desktop with 3 users which costs $700 annually.
PROPOSAL FOR CHANGE IN BANK and ADDITION OF CREDIT CARD AND INVESTMENT ACCOUNT
The Finance Committee has done quite a bit of research on banking options, as well as researching Board questions on the addition of a credit card and investment account. This proposal will be addressed as a Board Agenda item.
SHOW US THE MONEY!
As of September 11th, our cash on hand is:
- Checking
Account
$40,460.00
- Reserve Savings $13,752.71
- Regular Savings $7,656.32
TOTAL: $61,869.03
Anne Poznic
Treasurer
Linda moved to approve the treasurer’s report. Arleta seconded. Passed.
Anne would like to change banks to Bank of Colorado as they have free business checking/savings accounts. We need one signature for checks under $500.00 and two signatures above $500.00
Nan moved to accept the proposal to change banks, Carol seconded. Passed.
The Finance Team would like to acquire a credit card for larger purchases that individuals on buildings and grounds or Finance teams may need to use. There would be 2 cardholders with 2 different cards, billed to the HOA.
Carol moved to accept the proposal for credit cards, Linda seconded. Passed.
Linda moved to have the two teams, finance and buildings & grounds, finalize the business process to be forwarded to the board for the board’s approval. Nan seconded. Passed.
Anne would like to put our reserve monies into an investment fund. She likes Fidelity Investments because they have no cost CD’s and money market accounts with a decent rate.
Arleta moved to move forward with the investment funds with Fidelity Investments; Carol seconded. Passed.
Buildings & Grounds Report:
Carol went over the B&G Report.
Pete commented that he thinks these are very well documented reports.
Anne moved to accept the B&G report, Linda seconded. Passed.
Long Range Planning Report:
Architectural Guidelines Report: The guidelines were sent to all the owners, it was discussed at the Owners Workshop, changes were made, and it is ready to be put onto the website.
Carol moved to approve the Architectural Guidelines, Nan seconded. Passed.
Old Business:
Liability Insurance Questions: Susan, Arleta, Rick and John are still working towards finding out who is liable for injury on limited common elements. Should a pizza delivery person slip and hurt themselves on your driveway and wants to sue, who’s liable? That’s the question we’re trying to answer. Our insurance agent has told Susan that it’s the homeowner’s liability. We’re under the understanding that it’s always been the HOA’s liability. Our agent didn’t have the policy in front of her and Susan didn’t have the Declarations in front of her. So we’re still working on it.
Note: Subsequent correspondence has clarified that the HOA and most individual homeowner’s insurances both carry liability for the limited common elements (driveways, decks, entry patios and entrance walkways). Consequently, both the HOA and individual homeowner have joint responsibility for the safety of the limited common elements. The insurance companies will figure out whose insurance will pay according to what the problem was. Typically, the homeowner is responsible if the problem is topical, i.e. personal items left out that someone trips over; or the HOA, if the problem is structural or scheduled maintenance related; i.e. problem is due to lack of painting the deck when doing the building or not plowing over 4” of snow. The HOA hasn’t typically shoveled walkways or decks. There are gray areas; so it’s best to be pro-active about the safety issues on your limited common elements, as the HOA isn’t considered to be liable for everything concerning those according to the insurance companies. It’s however they interpret our Declarations, Bylaws and Rules & Reg’s.
There will be more discussion on this.
Adjourned: 6:00
Posted in Minutes 2019 by Susan with no comments yet.
Annual Meeting 8/11/2019
EPMFHOA Annual Meeting
August 11, 2019 2:00pm
Estes Valley Community Center Classroom
Dailin number: 712-832-8330 Code: 5472727
Introductions of Attendees: Rick & Claudia Jordan, Pete & Linda Hogue, Susan Novy, Kathy Beatty & Elen Crone, John Gaddis, Carol Prince, Ronnie & Colleen LaRue, Steve & Anne Poznic, Nan Belknap, Pamm Haglund, Gary Dougherty, Julia Walsh, Nipan Karmacharya, Diane Yoblin, Linda Buehring, Arleta Bell
Proxies: Aaron Voboril, R. Kevin Preston & Deborah C. Kinney, Joan Baker, Molly Brown, Tim Dawson
QUORUM MET : 21 of the 30 owned units represented
Approval of minutes from 2018 Annual Meeting
John moved that we accept the minutes, Linda seconded. Passed.
Year Review:
Presidents Report: Rick Jordan
We now have 2/3 of the units as year-round residents. Our buildings were constructed between 1984-1994. Some were constructed in the intervening years. Our buildings are from 25-35 years old. We have many repairs that are needing to be taken care of.
We need to have an insurance review to make sure we understand who is liable for what. Susan met with Danielle Arnold, our American Family insurance agent. Danielle told Susan that the HOA’s insurance would not cover liability on a condo’s limited common elements of the deck, driveway or walk. Currently we are functioning with the understanding that all the buildings and grounds including decks and driveways (limited common elements) are to be treated as common elements for maintenance purposes. Our HOA insurance only covers fire, wind and hail for everything. Arleta Bell and Susan will meet with Danielle again to discuss this further.
Finance: Kathy Beatty
Kathy is stepping down as Treasurer, and will take over as finance secretary. Our expenses have gone up at least 10% overall.
Buildings & Grounds: Carol Prince
We have decks and many other projects to do. We’re keeping safety first as a priority. We are going to be taking a good look at foundations to make sure they are in good shape. Painting will be upgraded with better paint and better prep work. Driveway sealing will be done next year. The crack sealing was just recently done. We’re happy with our lawn care company. They’ve done great work with the sprinklers. We still would like better dumpsters with easier lids.
Business Practices: John Gaddis
The committee has been rather inert this year. Our declarations were instigated in 1989. Some are outdated or we may not being kept in compliance with. Our Bylaws are just as old. The HOAs that are this old have typically updated their documents. There’s a committee that anyone can join that is reviewing the HOA Declarations, By-Laws, and Rules documents to ensure that the HOA is properly following their requirements, If there are changes proposed to the Declarations, 75% of the owners would need to approve these changes. Any research volunteers are welcome. Contact John Gaddis.
Community Activities: Gary Dougherty
We’re having a potluck after the owners workshop on Sunday Aug. 25.
There will be a one day garage sale on Sat. Aug. 24 with a private sale for the HOA on Friday night
Long Range Planning: Claudia Jordan
The committee has worked on a draft of architectural guidelines. That draft has been emailed to everyone and will be discussed at the owners workshop.
They have been looking at ways to have people access the website more and whether anyone has suggestions or need for easier navigation or presentation of material.
As the property gets older, we’re trying to keep the costs smarter, such as paint that lasts longer, etc.
Finance Committee: Pete Hogue
The Assessment Summary was reviewed. We have 2 components: the reserve and the operational. With the roofs and decks that recently have been replaced, we have got ourselves in an operational financial hole. Half of the $20 increase in 2020 will go towards getting our reserves in better shape and half will go towards increasing our operational component. Increases projected for 2021 (+$21) and 2022 (+$9) will be reviewed again in 2020 to make sure the amount is correct.
The budget was reviewed. The operating plan subtotals show that we have had a very small increase for operations expenses over the last couple of years due to good management of the expenses.
We have adopted deficit budgets for the past several years due to challenges in both our operational costs and our reserve costs. With the approval of the current multi-year assessment plan and the 2020 budget we now have a positive year end 2020 projected net result of $1,500.
Arleta moved to accept the 2020 budget, Gary 2nd. Passed
Gary moved to accept the assessment summary, Linda 2nd. Passed.
John moved to accept the slate for the board, Gary 2nd. Passed.
Other Business:
John asked about the Brodie project and what it will look like in the end. Rick heard that we will have a retaining wall along our side of the road. We hear it will be completed by end of Sept or Oct.
Adjourn: 3:12
Posted in Minutes 2019 by Susan with no comments yet.
June 12,2019 Board Meeting
EPMFHOA Board Meeting
6/12/19
John Gaddis’s @ 7:00 pm
Attendees: John & Sally Gaddis, Susan Novy, Rick & Claudia Jordan, Pete & Linda Hogue, Carol Prince, Colleen LaRue, Anne Poznic, Kathy Beatty
By phone: Elen Crone, Ronnie LaRue
Call to Order:
President’s Report:
Info from the Town of Estes Park:
Brodie Avenue improvements begin this month
The Brodie Avenue improvements project is scheduled for construction beginning the week of June 17. Construction on the segment of Brodie Avenue west of the Larimer County building entrance is scheduled to be complete prior to the school year beginning, to accommodate traffic at the Estes Park schools campus. Total project completion is expected by the end of September, weather permitting. Construction activity will require the closure of Brodie Avenue to through traffic; alternate routes will be required throughout the project. Local traffic, residential and business, will be accommodated.
The improvements include construction of a 10-foot wide multi-use trail as well as roadway, traffic, parking and drainage improvements along Brodie Avenue. The Town was awarded a Colorado Department of Transportation (CDOT) Safe Routes to School grant for the trail construction. For more information about this project, please visit www.estes.org/brodieavenue, call 970-577-3587 or email publicworks@estes.org.
Estes Transit (Free Shuttles) to begin daily service June 22
On Saturday, June 22, Estes Transit will begin daily service to 55 stops throughout Estes Park. This year will mark Estes Transit’s fourteenth year in operation. In 2018, the free shuttles carried 82,096 riders to a variety of destinations, including lodging locations, the Estes Park Visitor Center, downtown district, local parks and the Events Complex Park-n-Ride.
Several updates were made to shuttle stop locations and service routes in 2019 in an effort to improve the frequency of service, safety of stop locations for both drivers and riders, and to provide improved connection to additional neighborhoods within Town limits. Read the entire article.
Secretary Report: minutes for last meeting will be postponed for approval until next meeting.
Treasurer’s Report 6/12/19:
FINANCIALS
May financials are available on the website.
MONTHLY ASSESSMENTS
We have two owners who have underpaid by $10.00 each. One has let us know that he will correct this with his next check. The other continues to ignore our requests and is not responding to email. We have another owner who has overpaid by $5.00 (this is not the same owner as in previous months), who has also not responded to an email asking how they would like us to handle this overpayment.
SHOW US THE MONEY!
As of June 11th, our cash on hand in bank accounts is:
- Checking account $52,604.09
- Reserve Savings $13,752.38
- Regular Savings $7,656.26
TOTAL: $74,012.73
These figures do not include any checks or deposits which have not cleared the bank.
Respectfully submitted,
Kathy Beatty
Treasurer
Kathy would like to impress on everyone to pay the correct amount on your dues on time. It creates more problems with bookkeeping than what you would guess. Remember we’re all volunteers.
Finance Committee Report: Finance Team meeting will be next Friday to discuss use of Dropbox and Quickbooks status, investing of Reserve funds research status and Budget planning update.
Buildings & Grounds Report: Carol Prince
Linda moved to approve a concrete driveway per engineer’s report, research and recommendation on Kathy Beatty’s driveway due to safety issues with ice. John Seconded. Approved.
Carol will be sending out a newsletter to expand on this report and let us know the direction B&G would like to move in the future. This will be a topic at the Owner’s Meeting in August for more discussion. There is great concern about the price many of these repairs/replacements will cost. The estimates in the B&G Report are being used for planning purposes. No board action has been taken after reviewing the upcoming maintenance, except for the safety issue driveway above.
Business Practices Report :
Pete went over the timeline for HOA meetings
July 21, 2019 : Board Meeting at the Hogues @5:00
Aug. 11, 2019: Annual Meeting 1-4:00 hopefully at the new Community Center
Followed by a board meeting.
Aug.25, 2019: Owner’s Workshop 3:00-whenever at the Hogue’s, followed by a Potluck.
Old Business:
HOA Documents Study Group: we’re having a study group that all are welcome to come to go over the Declarations, ByLaws, and Rules & Regulations to determine if we’re compliant and if we need to update.
New Business:
HOA Garage Sale: August 23-24. Approved.
More participants for the Board and committees needed. Please contact Rick Jordan 970-480-5048 or rjordan@minnmicro.com to discuss how you can help out.
Adjourned: 9:30pm
Posted in Minutes 2019 by Susan with no comments yet.
May 19,2019 Board Meeting Minutes
4:30pm at the Jordan’s 1433
Attendees: Rick & Claudia Jordan, Susan Novy, Elen Crone, John Gaddis, Kathy Beatty, Carol Prince, Nan Belkamp
By phone: Pete & Linda Hogue
Call to Order: 4:30
President’s Report:
Secretary’s Report: as the webmaster, I will be adding a section on the right sidebar for committees. These will be for board approved reports, for easier access for those knowing what report they’re looking for, but not knowing which board meeting minutes it might be in. Remember, if you’re wanting to print out a singular board minutes, without getting the whole year, click on the blue heading and it will reappear as a single minutes for printing.
The technology group will discuss which categories will be private to the HOA and what is public; and the implementation of it.
Jan 26, 2019 Minutes: Kathy Beatty moved to accept the minutes. Linda seconded. Approved.
Email board approval of the Brodie decks angled support decision: John moved that we approve this to the minutes, Kathy Beatty seconded. Approved.
Treasurer’s Report:
MFHOA Treasurer’s Report – May 19, 2019
FINANCIALS
April financials are available on the website.
In answer to Ronnie’s inquiry about the state of the Roof Reserve: As of April 30th and as shown on the April financials, we have a total of $3,298.51 in the Roof Reserve Equity account, as shown on the April Balance sheet. In addition, we have allocated a total of $7,209.00 to the Assess-Roof Reserve account, as shown in the YTD column in the April P&L Budget Performance sheet. We have had one Roof Reserve Expense so far this year (an old roof repair bill from Kirsch Painting), in the amount of $1,200.00 spent in January, giving us a grand total of $9,307.51 in Roof Reserves monies, as of April 30, 2019.
NEWS
I will not be running for re-election to the Board – which means I will also not be serving as Treasurer in the coming year. I’m giving you notice now so that you will have some time to recruit a new Treasurer. I will be happy to assist in the transition as needed.
SHOW US THE MONEY!
As of May 17th, our cash on hand in bank accounts is:
- Checking account $71,537.81
- Reserve Savings $13,752.27
- Regular Savings $7,656.20
TOTAL: $92,946.28
These figures do not include any checks or deposits which have not cleared the bank.
Respectfully submitted,
Kathy Beatty
Treasurer
John Gaddis moved to approve the treasurer’s report, Susan Novy seconded. Approved.
Committee Reports:
B&G Report: Carol Prince
| Project |
| Decks |
| Jordan deck: completed LaRue deck: completed Brown deck: getting estimates Foundation Preservation Sprinkler relocation: June-will test system out with Jed, Solid Grounds Regrading Stone barriers 1438 and 1440 basement realignment Driveways 1454 Beatty/Crone: David Bangs for formulate a couple of scenarios for appropriate drainage 1. David Bangs to survey and provide options(s) 2. Get estimates for the selected drainage method – concrete driveway 3. Implement prior to October 2019 so concrete can settle in before the ground expands and contracts due to temp differences. 1410 : Buhering = possible repatching Seal Coat option: we will inspect driveways Gutter Repairs 1. Finalize list of all needed repairs . – completed Meeting with vendor in early June to address checklist of issues 2. List all drainage issues we need to fix before Oct 2019 Identify most needed safety issues – ice 3. Decide best method for mitigation 4. Get estimate(s) 5. Mitigate drainage issues 6. Gutter/Leo will restore gutter over entry to 1447. Amfam will be billed. Painting 1440 Arleta Bell: ceiling damage will be repaired this weekend. Bill will be sent to Majestic Roofing. Majestic is aware of the problem which occurred due to chimney flashing issues Roofing 1447 entry roof: installed =Amfam responsible for cost 1451: Majestic Roofing repaired the four holes caused by the DISH problem at their cost 1440 Flashing: repaired by Majestic Roofing at no cost to us – their mistake Lawn / sprinkler maintenance GOAL: to reduce watering and mowing footprint to save $$, conserve water and produce natural area for birds, bees and winter feeding Met with Jed and Darren. Good information on natural area creations Rabbits have contributed to many bare spots Jed is to come up with a plan for our Natural Area’s possible expansion. CSU Extension: Need to invite CSU Ext person to visit and give us in June to give us some ideas. some rabbit and deer proof plants, which ones would could we choose from; How to use plants within a natural area to make it a better area for birds, but also a more attractive area. ID any dead bushes Potentilla : Trimming our Potentilla will happen the fall. This will save our current bushes. Solid Grounds Lawn Contract: Have done their first mowing. Rocks under trees: we will be moving misc rock to underneath some evergreen trees to improve our overall appearance. Siding: B&G will be scheduling the sales person for the two likely siding forms. I have the samples. Both companies give installation classes. Michael Ferrante indicated he might be interested in sending some of his workers to a class Retaining Wall along Brodie Units: Still need Estimate |
Kathy motioned to approved the report as presented. John Gaddis seconded. Approved.
Snow Removal review: We had a new vendor this year due to the old vendor not being able to get here in the morning. The new vendor had personal emergency issues and sublet the contract to Michael Ferrante, who did a great job! He will do it next year.
Old Business:
Review of HOA Documents: John Gaddis told us that the declarations are the most important document is the declarations. Everything else is supportive of that document and can’t contradict that document. John moved that Rick create a study group for the declarations and the supportive documents. Kathy seconded. Approved. If you’re interested in the study group, let Rick know.
New Business:
John’s “big” items to consider:
- Revising and updating the HOA operative documents
- Figuring out how to fund the renovation projects (decks)
- Figuring out if we can stay with an all-volunteer entity or move to a professional management company
- Communications
- Reviewing the HOA insurance coverage
- Getting more owners involved in the management of the HOA
- Determining if we have issues with renting condos vs. owning
- Others?
Adjourned
Posted in Minutes 2019 by Susan with no comments yet.
Minutes 1/26/19
EPMFHOA 2019 Board Meeting
1/26/19
4:30 at Rick’s 1433
Attendees: Susan Novy, Carol Prince, Rick & Claudia Jordan, Kathy Beatty, Elen Crone, Sherry Reilly, Dave & Ann Poznic, Nan Belkamp, Diane Yoblin
By phone: Pete & Linda Hogue
Call to Order: 4:30
Approval of minutes from 10/21/18: Linda moves to accept minutes, Kathy 2nds. Passed.
Email Vote on 3K moving from the projects reserve to the paint reserve and that we close out the roof replacement project by moving the remaining $625.26 to the roof reserve account. The project finances are fully complete. This vote was unanimously approved by the board
Treasurer’s Report:
FINANCIALS
December 2018 year-end financials are available on the website.
MONTHLY ASSESSMENTS
The owner who is on a payment plan paid her December assessments in January, but has not paid for January yet.
We have had 18 owners pay annually this year, the highest percentage of owners since I have been on the Board (since 2015). One owner paid quarterly.
BAD NEWS
We ended 2018 in a poor cash situation. Pete will be discussing this later in his Finance Team report, and see the figures below.
GOOD NEWS
Please welcome Nan Belknap to the Finance Team. Thank you, Nan, for volunteering!
The Finance Team (especially Anne, Nan, and Carol from B&G) is working with B & G on adding “projects” and “project estimates” to the Quickbooks database to help B & G better manage the larger repair and replacement type reserve expenses.
SHOW US THE MONEY!
As of today (01/24/2018), our cash on hand in bank accounts is:
• Checking account $80,430.73
• Reserve Savings $13,751.87
• Regular Savings $7,655.97
Total $101,838.57
These figures do not include any checks or deposits which have not cleared the bank. We expect the month-end checking account to be approximately $6,500.00 less, taking our total cash on hand to about $95,000.00. For comparison, we had a total of $163,140.38 at month-end in January last year.
NEW BUSINESS
The Finance Team will be looking into the pros and cons for investing some of our Reserve Fund monies into CDs so that we get a better return. Thank you, Ronnie LaRue, for doing some of the initial investigation on this.
Respectfully submitted,
Kathy Beatty
Treasurer
Linda moves to approve the treasurer’s report, Susan 2nds. Passed.
Reserve Fund: the finance team revised the 2019 approved reserve account from the 2018 annual meeting. The bottom line is the same, but some of the line items have changed to due the current buildings & grounds projects. Kathy moved to accept the revision, Rick 2nd, Passed.
The 2019 Budget: the finance team revised it once they had the 2018 year-end actual budget. Kathy moved to approve the revised 2019 budget, Linda 2nd. Passed.
2019 Expense Authorities Documentation: This report documents who is responsible to whom for expenses. Linda moved to accept the documentation, Kathy 2nd. Passed. There was discussion as to where this type of board procedural documentation should be saved. One option is the Policies and Procedures documentation. The decision was deferred until later. Just don’t loose it!
Buildings & Grounds Reports:
Property Asset Manager: Linda moved that Carol Prince be approved as Property Asset Manager for 2019 and on, Kathy 2nd. Passed.
Carol would like handle business on a contract manner, with contractors having a business license, worker’s comp and a W-9.
Dodson Deck: Carol came in half way on this project. One of the difficulties with the project was the quote was only for the HOA portion instead the entire project. So we were not given all the information. The deck is now officially done.
Brown, Jordan, and LaRue’s decks: the structure of the decks are delaminating and rotting. Carol is getting an engineer to look at this.
Unit 1447 fire: we have a contractor meeting with the insurance adjuster. The bids have come in a little higher than the initial 9K the insurance adjuster came up with. The adjuster said when we decide on the final bid, they will work with us.
Dumpsters: we removed the locks and put a laminated sign stating for HOA use only. We only seem to need one pick up on Tuesdays in the winter.
Work Order Form: Buildings & Grounds will update the form and submit the revision to the board.
B&G 2019 priorities: As presented by Carol Prince
Proposed Mountain Fairways HOA projects 2019
Note: These projects are the results of several rounds of visiting our condos,
1 At least three site visits to each condo
2 Taking notes on all condo repairs/maintenance issues
3 Taking notes on all grounds/drainage repairs / maintenance issues
4 Meeting several times to review our findings and identify “safety first” projects
5 Safety First projects shall be done first
Safety First Projects include
Decks
1 1433: Replace infrastructure of back deck:
Deteriorated infrastructure made this desk the first candidate. When the decks of 1443 and 1441 were
replaced this past summer, we faced the real condition some of these decks were in.
ALL of the Brodie decks were then scrutinized and second opinions were solicited.
Engineer David Bangs, PE, as well experienced builder Michael Ferrante have provided their
professional opinions. We need to replace the infrastructure this year.
After careful scrutiny this deck, along with the 1435 deck, became the first of our safety first replacement
projects.
2 1435: Replace infrastructure of back deck:
Along with the 1443 deck, this deck is recommended for infrastructure replacement.
The aging trusses have severely deteriorated. As in the case of 1433, and consistent with the advice
of our Engineer and Builder, we have made this at the top of our Safety first replacment projects.
3 1422: Replace back deck as originally build:
This deck has a compromised infrastructure, railings and decking. It is a small deck and will be
quickly and easily replaced at the same time the Brodie decks are being upgraded.
It too has been carefully evaluated and becomes our second “Safety First Replacement Priojects”
4 There will be others which need some decking work done, replacing deck boards as necessary.
We have not identified any as yet but we will need to visit decks when there is no snow.
Most other railings are doing fairly well to very well. We will treat safety
This year we are NOT seeking to replace anything unless it rises to a level of NEED, SAFETY.
Foundations
1438: Bulging back foundation
Bulging foundations are a critical warning sign. We are paying attention. We will be fixing this foundation
on the south side. Aaron has offered to do this project in the same fashion that he rectified his own bulging
foundation.
Along with the plan, we also have to address the cause of this problem. It is moisture.
We will be moving the sprinkler system out from the foundation, creating a drainage/stone area in the
drainage and monitoring this area and the foundation for further external water incursion.
Create drainage and move sprinklers
1440: Bulging back foundation
This wooden foundation has the same problem from external water incursion as 1438. It needs our
immediate attention.
Aaron has offered to head this project up along with 1438.
To resolve the external moisture incursion we will be creating the appropriate drainage away from the
foundation, moving sprinklers out from the foundation and filling the drainage area with 2″ stone.
Foundation Preservation Projects
In the Spring (April) we will ascertain which crawl spaces are effected by excessive moisture
1453: Moisture in basement corner has been reported. Armed with a hygrometer, several of us will be
visiting all suspect/reported crawl spaces.
External water incursion is the likely culprit in this case and we will need to reform the burm in the back of
this unit so that drainage is AWAY from the foundation instead of into it.
1444: Water in crawl space reported. There is aparent external water incursion in this crawl space.
We will explore the crawl space, identify the area(s) effected and mitigate the drainage issue(s).
Again, if YOU have any crawl space moisture issues, created by an external water incursion, PLEASE
email / call us and we will consider your crawl space a first priority along with the above projects.
New Business:
The board was to review the legal documents of the HOA for discussion. This was moved to the next board meeting. The board meeting date and place have not been determined.
Adjourned: 6:05
Posted in Minutes 2019 by Susan with no comments yet.