EPMFHOA Board Meeting 9/19/21

MFHOA Board Meeting. APPROVAL PENDING

19 September 2021 3:00 PM

Hogues’ #1458

Zoom

Dial in from any telephone: 312 626 6799

Meeting ID: 813 5235 8127

Passcode: 746173 

Dropbox Link:

https://www.dropbox.com/sh/o4ofvopas131yk6/AACbkkyBgNP79oK0oF1jaYm_a?dl=0

Next Board Meeting Sunday, November 21, 2021?

Attendees: Pete & Linda Hogue, Rick Jordan, Susan Novy, Arleta Bell, Max & Yvonne Salfinger, Ronnie (by phone) & Collen LaRue, Nipan Karmacharya, Jim, Becky Velthoen, Nan Belknap (by phone)

  1. Call to order: 3:01
  1. Secretary
    1. 2020-06-14 Board Minutes – add Aaron to the Board meeting.

Rick moved to accept the minutes with the change; Pete 2nd. Passed.

  1. Finance 
    1. Treasurer report – Pete 

Treasurer’s Report 06/27/2021:

FINANCIALS AND FINANCIAL SITUATION

All 2021 financials through May are available on the website.

MONTHLY ASSESSMENTS

Good news: all owners are up to date on assessments as of June 25th. One owner, who was charged a late fee in May, paid it partially and is now in arrears for $15.00. Statement has been sent.

SHOW US THE MONEY!

   As of June 26, 2021As of May 31, 2021    As of June 26, 2021
$19,956.84$23,471.67$19,956.84
    3,756.07     3,756.07    3,756.07
   76,119.60   76,119.60   76,119.60
   49,853.27   49,853.27   49,853.27
$149,685.78$153,200.61$149,685.78

Everyone is caught up with dues.

Arleta moved to accept the treasurer’s report and Nipan 2nd. Passed.

  1. Finance team transitions status – Pete

Working on getting the new signature cards prepared. Becky will take over from Kathy for the financial secretary. Training is in the works.

  1. Discuss the review/audit postponed from last year until this year.  Part of this has been done. The review is yet to be done. The two teams don’t have the time during this summer.  Therefore, it will be delayed until next summer.

Nipan moved to delay the 5 year plan until next summer; Arleta 2nd. Passed.

Arleta moved to have the financial review by non financial team HOA members to do the review next summer; Nipan 2nd. Passed.

  1. Planning & Practices Team Initial 2021/2022 org chart
02c - 2021-06-27 - Proposed High-Level TimeLine.docx

Ronnie moved to approve the initial organizational chart, Nipan 2nd. Passed.

  1. B&G 
    1. B&G Report – Nan/Ronnie
    2. (I’m still in need of the report in a .docx format)

Pete moved to accept the B&G Report, Arleta 2nd. Passed.

  1. Operations Director position description proposed changes: regarding property asset manager. Ronnie and Nan feel that there’s no need for a paid property asset manager, as B&G is capable of determining what needs to be done. What we need is a good handyman. The Financial team and Operations Directors will get together and determine how to finance our needs.
  1. Old business
  2. Short-term rentals
    1. Short term rentals fine proposition. 

Pete moved to the board levies a $500.00 fine against the Paces for violation of our rental regulation; Nipan 2nd. Passed. The Paces have already paid us the fine and are very apologetic for the mistake their agent (that typically organizes their family and friends for free) made.

  1. Schedule next meeting: Sunday Nov. 21,2021 . Location TBD 
  1. Adjournment: 4:25

Posted in Minutes 2021 by with no comments yet.

Annual Meeting 8/29/21

EPMFHOA Annual Meeting 8/29/21

Baptist Church on Mall Rd

2:00pm

Attendees: Rick & Claudia Jordan, Susan Novy, Aaron Voboril, Nan Belknap, Gary & Dee Dougherty, Ronnie & Colleen LaRue, Pete & Linda Hogue, Steve & Anne Poznic, Tim & Leigh Dawson, Aleta Bell, Max & Yvonne Salfinger, Jim & Tina Meyers, Becky Velthoen, Nipan Karmacharya &Hannah Radzevich

Proxies: Anne Poznic for Pamm Haglund and Sally Gaddis, Rick Jordan for Kathy Beatty and Randy Rahne, Ronnie LaRue for Diane Yoblin, Aaron Voboril for Don Dodson and Linda Buehring

1. Introductions of all:

2. Quorum announced: 21 units represented

         o President’s Report – Rick overviewed the Public Documents, Rules and Regs and Insurance. Our Declarations are the original document that has since had changes made by the State of Colorado in a few areas which we cannot override. The HOA jointly owns the buildings and grounds for maintenance purposes. The HOA ownership doesn’t involve any buy/sell rights to the buildings. We have Insurance for the structure of the buildings and grounds. The homeowner is responsible for their own insurance, should they choose, for their interior belongings and fixtures.

  • Issues this year: Our rules can always be changed according to Federal, State and Town of Estes Park laws.
  • parking: The rules states that we shouldn’t park in the driveway; however, some vehicles are larger than the garage opening or length, so the board has chosen to be lenient on this matter (ignore, but encourage parking in the garages)
  • flags: The rule states a 3’x 5’ maximum size, but there are no rules for content. (freedom of speech)
  • late payments: We had some Covid-19 related late payments that we made more workable payment arrangements with the owners for. We have one owner that we need to work out a payment plan that hasn’t been cooperative with communications, which may result in a lien.
  • short-term rentals – An owner has used their unit for short-term vacation rentals this summer, in violation of HOA rules and Town of Estes Park regulations. That has been stopped. The town of Estes Park licensing and police department has been notified and the Town will issue a warning and fines, as needed.

         3. Buildings & Grounds – Ronnie

  • use of longer lasting paints and materials: the goal is to get to a 7-8 year cycle, instead of the current 5-year cycle, which will give us an additional 60K to use for other projects. We’re doing our best to stretch those dollars out for the HOA and keeping the dues level.
  •  deck maintenance changes: We’re trying to gradually replace the wood railings with black tubular metal railings, as they are the same price to replace and require far less maintenance. If during regular maintenance, should the owner want to upgrade the wood to composite, the HOA will pay the price for the normal maintenance price and the owner will pick up the upgraded price. Should you decide to remodel your deck to your own specifications (with HOA approval) outside of a scheduled decking replacement maintenance, then the entire project is at the expense of the owner. Our Declarations states that the maintenance would then become the owners. With the partial expansion of decks and buying/selling of units, an how inconsistent we’ve been in the past, we might find that a one-time fee to turn the maintenance over to the HOA is a better solution.

         4. Finance – Pete: reviewed the budget. There were questions regarding the fairness of different sized units pertaining to different line items. It was jokingly explained that it’s like socialism, in that some items may be more for some units, but the other items may be more in other units. We do make an arbitrary $5.00/mo. difference between the small, medium and large units that is taken on the insurance line item, since the insurance is the obvious difference due to unit size. The medium units pay the average, the small is $5 less and the large is $5 more. (This detail was not brought up at the meeting, but explains the difference amount)

5. Homeowner votes

  • Vote on concurrence of Board Approved 2021 Budget and Board Approved Assessment Schedule 2021: Tim moved to accept the 2021 budget and assessment schedule, Arleta 2nd. Passed.
  • Election of 2021-2022 Board Members

Slate: Rick Jordan, Susan Novy, Ronnie LaRue, Nan Belknap, Pamm Haglund, Pete Hogue, Nipan Karmacharya, Arleta Bell

Passed.

6. Adjourn: 3:08

EPMFHOA Board Meeting following Annual Meeting

8/29/21

Attendees: Pete& Linda Hogue, Nan Belknap, Rick & Claudia Jordan Nipan Karmacharya & Hannah Radzevich, Arleta Bell, Ronnie LaRue, Susan Novy, Max & Yvonne Salfinger, Aaron Voboril

1. Call to order: 3:16 pm

2. Approve July 25, 2021 minutes: Arleta moved to accept minutes, Nan 2nd. Passed.

3. Elect Board Officers: it was decided to make some teams and not have any members at large

Presidential Team: Nipan Karmacharya, Pamm Haglund, Arleta Bell, Rick Jordan

Vice-President: Nan Belknap

Secretary: Susan Novy

Treasurer: Pete Hogue

Operations Director Team: Ronnie LaRue, Nan Belknap

4. Committee/Team members and structure changes? Nan Belknap will stay as committee chair for B&G. Financial Secretary will be Becky Velthoen. Chairpeople are needed for Community activities, Financial Review.

5. Old business

Treasurer’s Report: none for this meeting; covered in annual meeting budget review and approval.

6. New business

         a. Discuss Board retreat and Owner’s workshop meetings: Ronnie moved to not have a board retreat and owner’s workshop, Pete 2nd. Passed

         b. Discuss short-term rentals: Pete moves that Rick notifies the Paces per our violations and violations program. Susan 2nd. Passed.

         C. next meeting: Sunday, Sept 19 at 3:00 at the Hogue’s 1458

7. Adjournment: 4:30pm


Posted in Minutes 2021 by with no comments yet.

EPMFHOA Board Meeting 7/25/21

MFHOA Board Meeting

25 July 2021 3:00 PM

Jordans’ #1433

Zoom or in person

Dropbox link – https://www.dropbox.com/sh/52orgtv4tezppdk/AAA1RAiwaZZueaSxaD6Tts0Za?dl=0

Next Board Meeting Sunday, August 29, immediately after Annual meeting

Attendees: Rick & Claudia Jordan, Susan Novy, Pete & Linda Hogue, Nan Belknap, Ronnie (zoom) & Colleen LaRue, Arleta Bell, Jim Meyers, Max & Yvonne Salfinger, Lori Calnon, Aaron Voboril

Call to order: 3:00pm

Secretary

2021-06-27 Board Meeting Minutes

Arleta moved to accept the minutes as amended, Nan seconded. Passed.

Finance

Treasurer’s Report 07/25/2021:

FINANCIALS AND FINANCIAL SITUATION

All 2021 financials through June are available on the website.

MONTHLY ASSESSMENTS

One owner is again in arrears for July assessments, as well as past due for late fees.

SHOW US THE MONEY!

 As of June 30, 2021   As of July 22, 2021
BOC Checking$19,956.84$19,491.52
BOC Operations Savings     3,756.54    3,756.54
Fidelity Operations Savings   76,120.23   76,120.23
Fidelity Reserve Savings   49,854.51   49,854.51
TOTAL$149,688.12$149,222.80  

Arleta moved to accept the Treasurers Report, Linda seconded. Passed.

  1. 2022 Budget and Assessments – Pete

There are 3 documents. One giving B&G’s point of view on budget needs, one inclusive budget with reserves and operating budget, one with reserves.

There was a question regarding line items subject to inflation as to how we handle that. Pete answered that the Finance Team has a cost increase worksheet that they review annually to make sure those line items are covered. The budget is reviewed once in July to determine the following year’s budget for approval at the annual meeting; and once in January when we have the actual amounts for the previous year.

Nan moved to accept the 2022 Draft Budgets, Arleta seconded. Passed.

  • B&G

B&G Report – Nan

Report for July 2021 Building and Grounds

Work Orders: We have approved quite a few work orders for condo owners this summer for projects ranging from garage door replacements, remove exterior windows, remove interior doors, and various landscaping projects. Once we have approved the work order, the owner is responsible for the execution of the project. Nipan’s work order is a bit different since it was originated by B&G since had a fairly major water leak in June. The leak has been temporarily replaced and will be permanently dealt with later in the summer by Carl. Nipan also has some deck issues demanding our attention. There are problems with the manner in which the deck is attached to the condo and the deck surface also needs to be refinished.  All this is intended to be completed this summer. 

Status on Incomplete Projects:    Carl is currently working on the installation of the new Rainmaker gauge which will give us the ability to have the sprinkler system automatically turn off in the case of rain. The investment will probably pay for itself in a fairly short period of time given the weather pattern this summer. 

  •  We need to find someone to replace 10-12 rows and 3-5 sheets of Hardee Board on two off-golf course condos prior to the paint project in September. Unfortunately,  we are having some difficulty in finding someone willing to work with Hardee Board as opposed to a more ‘user friendly’ product. Several committee members are currently brow beating everyone they know to solve this dilemma.
  • We are looking into installing vents on the crawl space of the off golf-course units prior to painting. The vent will automatically close at a given temperature and will help with critters getting into crawl spaces for the ‘off season’. 
  • We have no asphalt driveway issues to deal with this summer, fortunately!
  • Kathy Beatty’s unit needs some work that is the responsibility of the B&G team (move electric outlet to drier location) and deck refurbishment. She also has a few items she will be handling inside the condo affiliated with the new fireplace installation.
  • We have the final quote and are on schedule for painting the off-golf course condo units in September. Fortunately, the bid included the repainting the rails and deck flooring.  
  • Aaron has graciously taken care of the back flow test for the year and reported the findings to the Town and also he has spent a fair amount of time on the question of water pressure gauges and inspections. Given the altitude and location of Estes Park, water pressure tends to run high to very high in residential areas. One condo in MFH was tested at 150+ and another 3 doors down at 50 psi(?). We have decided that the water pressure gauge is the responsibility of the home owner to have it inspected and replaced if necessary. The committee will gladly help the owner with any details of the process. 
  • Finally, our last topic for today……We do not expect nor do we want a decision made today on this topic, but we feel it is important to give the HOA as a whole a good lead time to think over as a group this decision. The B & G committee has ‘matured’ to the point that we cannot handle, nor do we have the skills to implement, the number of small and large projects that are left for us. We would like to propose the return of the Property Asset Manager, part time. I believe B&G has monies in the budget for this decision. And also with this decision, B&G would like to change the Bylaws re who the Operations Director answers to (or in what order). I have attached the current job descriptions and change we are proposing. This topic will be further researched by Finance and B&G and brought up again in the the fall with new Officers to guide us through the morass!
  1. Operations Director position description proposed changes: This was deferred until the new board is elected.

Linda moved to accept the B&G Report, Arleta seconded. Passed.

  • HOA Owners’ Meeting (August 29, 2021 – location to be determined) and Workshop (to be scheduled)
    • How do we do this? Pete will look into the Senior Center, and Arleta will look into the Masonic Lodge for a location. Any other ideas?
    • Proposed Board slate? We need volunteers for the board and committees. An email will be sent out looking for volunteers and asking what skills/connections you might have to help out the Board as needed.
  • Owners use of condo for extensive amounts of family/friend vacationers. Lori Calnon

There was discussion about letting family and friends use your condo when the owner isn’t present. Does that constitute non-paying vacation rentals, which require a Town permit?

The board will look into this. Our current rule allows for long-term paid rentals over 6 months with a lease. We don’t currently have any rules about family and friends free use of an owners condo. We’re looking into ways which allow for this that doesn’t disturb or make neighbors uncomfortable about the behavior of revolving strangers. This is a vacation town where most of us want our family and friends to be able to enjoy it and visit us, or even house sit when we want to be away. So this poses an interesting question.

Meeting Adjourned: 4:45


Posted in Minutes 2021 by with no comments yet.

EPMFHOA Board Mtg 6/27/21

MFHOA Board Meeting

June 27, 2021 3:00PM

Next Board Meeting Sunday, July 18, 2021 2:00PM?

Attendees: Rick & Claudia Jordan, Pete and Linda Hogue, Susan Novy, Ronnie LaRue, Arleta Bell, Pamm Hagland, Jim Myers, Yvonne & Max Selfinger, Becky Velthoen, Nan Belknap,Gary Dougherty

  1. Call to order: 3:06
  • Secretary
    • HOA Website is up
    • Approve Minutes for April 11, 2021

                              Arleta moved to accept the minutes, Ronnie 2nd. Passed.

  • Schedule Next meeting – July 25, 2021 @ 3:00Annual Meeting – Aug. 29, 2021 Location and time to be determined. Owner’s workshop – time and date deferred to next board meeting
  • B&G updates
    • B&G Report – Nan reported. B&G would like to purchase a Rainmaker to turn off the sprinkler when it’s raining.

         When replacing decks, the HOA will replace the railings with wrought iron, as it’s the same price and less maintenance.

           When the decking needs to be replaced, the HOA will replace with wood. Should the owner want to upgrade, the cost of the upgraded decking material will be the owners. There is more discussion on this due to one owner not being charged for an upgrade to a low grade composite. Procedures need to correlate with the Declarations.

           1454 deck is in bad shape. B&G will determine if we can do the replacement this year. Also, a 1438 skylight started to leak. This should be covered by our roofers, as we have one more year of warranty. It will be repaired by the HOA regardless of whether the roofers pay us or do the work.

            Backflow inspection is scheduled for July 1st

  • Operations Director Position Description modification proposal: Add “Under the supervision of the Buildings and Grounds Committee” to current language “the Operations Director shall have responsibility to oversee and facilitate maintenance and operations of Mountain Fairways Condominiums.”

     Pete wants to defer this until the board gets a copy of the current document and compares it to the By-laws wording/intentions.

    B&G Report

HOA Board Meeting 06-27-21 B&G Report

Agenda:

  1. Considering purchase of automatic rain sensing shutoff.  
    1. Multiple sensors.
    1. Cost approximately $500.
    1. Carl our landscaper thinks highly of them.
  2. Deck upgrades – Cost differences.

Completed:

  1. 1410 – Buehring deck completed.
    1. Cost came in approximately $1,000 under budget.
    1. Happy with the work Tom Cousineau.
  2. Firewise inspection.
    1. June 15, 2021 11:00 a.m.
    1. Mike Richardson Estes Park Fire Department representative did a walkthrough.
    1. All homeowners invited – 8 did.
    1. Overall property is looking good as far as fire wise, with some recommendations of trimming.
  3. CJM Services.
    1. New landscaping service.
    1. Happy with this service.
    1. Carl is very approachable, knowledgeable and accommodating.

Future:

  1. 1421 – Stillman deck.
    1. Planning to complete rebuild this year.
    1. Working to get engineer’s design, approval and stamp completed.
    1. Scheduled for 2022.
  2. 1456 – Gaddis requests.
    1. Correct downspout draining issue.
    1. No grass under pine tree in front of deck.
    1. Work order(s) required.
  3. 1443 – Myer requests.
    1. First – a quieter chimney cap.
      1. Work Order approved.
      1. Homeowner paying for all expenses.
    1. Second – landscaping around north dumpster and drainage pipe.
      1. Bid came in at $970.
      1. Myers have agreed to pay half.
      1. B&G to discuss and determine if we have funds to pay the other half.
  4. 1454 – Beatty/Crone electrical plug.
    1.  Move electrical plug under water meters.
    1. Currently when big snows occur, the plug get covered causing garage fuses to trip.
  5. 1454 – Beatty/Crone deck replacement
    1. Work Order sent to B&G team.
    1. Decking in bad shape, including boards popped up.
    1. Unknown structural support damage.
    1. Paint peeling off in sheets.
  6. 1438 – Radzevich/Karmacharya master bath skylight leaking.
    1. Aaron to call Gordon requesting inspection and remediation.
    1. May be a flashing issue – we have one year left on our warranty.
  7. Painting off golf course units.
    1. Randy submitted cost – approximately $25,000.
    1. Bid includes decks.
    1. Small amount of siding to be replaced.
    1. Will be done August/September timeframe.
  8. Garage door replacements.
    1. B&G is available to advise any homeowner regarding garage door repair or replacement.
    1. Like all window and door replacements are at homeowner request with B&G approval.
  9. Provide MFHOA Responsibilities – Things To Do / Not To Do to homeowners twice a year.
    1. Homeowners can use these as a reference.

Finance Team Update     

Treasurer’s Report 06/27/2021:

FINANCIALS AND FINANCIAL SITUATION

All 2021 financials through May are available on the website.

MONTHLY ASSESSMENTS

Good news: all owners are up to date on assessments as of June 25th. One owner, who was charged a late fee in May, paid it partially and is now in arrears for $15.00. Statement has been sent.

SHOW US THE MONEY!

 As of May 31, 2021   As of June 26, 2021
BOC Checking$23,471.67$19,956.84
BOC Operations Savings     3,756.07    3,756.07
Fidelity Operations Savings   76,119.60   76,119.60
Fidelity Reserve Savings   49,853.27   49,853.27
TOTAL$153,200.61$149,685.78

Nan moved that we accept the treasurer’s report. Linda 2nd. Passed.

  1. The finance team asks Board approval for adjustment of the 2021 allocation of reserve assessments to match the table in the 4b document, which is a tool for the Finance committee and board to use for future planning of the budget and reserves. In this document, by 2026, should everything go as planned, we will have $233,240.00 in the reserves and our current assessments may not need to change in that time period.

                              Arleta moved to accept the 4b document, Linda 2nd. Passed.

Pamm moved to accept the potential re-allocation of assessments, Nan 2nd. Passed.

  • FHA Loan application update

                              Will be worked on, as needed.

  • New Business
    • Parking issues
      • owners parking trucks/SUVs in driveways is against the By-laws, but the Board has chosen not to strictly enforce this, as some vehicles are larger than the opening or length of the garage. It is highly encouraged that the owners use their garage for their vehicles, or have board approval for reason for extended driveway use. Owners will be responsible for their own hail damage and driveway not being plowed, otherwise.
      • guests’ RVs and trucks:  Trucks need to be short term. RV’s need an RV park and are not allowed.
    • Guests using condos

             Some owners seem to have many guests using their condo.  We need to make sure owners realize that there is no vacation rentals allowed in the association and that their non-paying family/friends guests follow the rules and regs.

  • Adjournment 4:45 pm


Posted in Minutes 2021 by with no comments yet.

EPMFHOA Board Mtg 4/11/21

MFHOA Board Meeting

April 11, 2021 2:30PM

Zoom

To connect via voice only dial from any telephone: 312-626-6799

Files – https://www.dropbox.com/sh/v79l3kj939u9ya6/AAAhdzMSIWnLmJriX9EbA9NZa?dl=0

Next Board Meeting Sunday, June 27, 2021 3:00PM

Attendees: Rick & Claudia Jordan, Susan Novy, Pete & Linda Hogue, Nan Belknap, Arleta Bell, Ronnie LaRue, Carol Prince, Tina & Jim Myers

  1. Call to order 2:30
    1. Carol has sold her condo and will be closing May 1
      1. Carol has been an invaluable member of the HOA and will be missed
    1. Discuss replacement of Carol on the Board

Now would be a great time for anyone interested in being on the board to sit in for a few months before the annual meeting and see what it’s like. We’ve had the same board for numerous years and some new blood would be welcomed.

  • Secretary
    • HOA Website down: Lifetime Hosting is our hosting company and the datacenter where their servers, as well as plenty of other companies servers are housed had a fire over Easter in Ogden UT due to a power outage and one of the emergency generators catching fire. It was put out quickly by the sprinkler system, which then damaged the servers. 95% of the servers are back up and running. Ours, unfortunately, is not on one of those. The server our website is on needs to be checked for damage or possibly rebuilt. They are confident most of the data on these servers is recoverable. However, it could take weeks and they can not give us an ETA yet. Since we’ve paid for this service and it is now free forever, we’re giving them a couple weeks before hosting with another company that we would have to pay annually for.
    • Approve Minutes for Feb 7, 2021

Since the site is down, a copy of the minutes was sent to the board to review.

Linda moved to accept the minutes, Arleta 2nd. Passed.

  • Review Email Board actions takenAnne Poznic resigned from Board and Finance TeamLinda Hogue approved via email vote for new TreasurerTransferring the HOA credit card for B&G from Carol to Nan (technically canceling Carol’s and ordering a new one for Nan.)  Adding Kathy Beaty, our Financial Secretary as an Authorized Individual to our Fidelity account. 
    • EPMFHOA.COM domain renewal completed

Susan currently has the domain on her personal registrar Namecheap.com. She made a new account for the HOA and will transfer the domain so that the HOA can add the credit card and put it on automatic renewal.

  • B&G updates
    • B&G Report – Nan/Ronnie

B&G Board Update – 2021-04-11

  1. Grounds Maintenance
    1. A verbal agreement between Building & Grounds  and CJM Services has been reached. Pamm developed a written contract that was sent out for your review.  Action is required by the board before representatives from both parties
      sign the contract.
    1. TRUGREEN has submitted a bid to provide for our lawn fertilization and weed control.  Building and Ground has not taken action on this contract and has no recommendation to the board at the present time.
  2. Exterior Projects
    1. The deck at 1410(Linda Buehring) is scheduled to be replaced in 2021. 
      1. The budgeted amount is $4,000.00. 
      1. Tom Cousineau, who built Nan’s deck (1434) and put the siding on 1442 (Diane Yoblin’s)south wall has been contacted.  We are waiting for a bid from him.
    1. Several sheets of T-111 siding need to be replaced at 1455(Becky Velthoen), and 1451(Laurie Emmer) before the “across from golf course” units are painted. 
      1. The budgeted amount for the siding is $8,000.00. 
      1. Tom Cousineau has been contacted.  We are waiting on a bid from him. 
      1. The owners of 1438 (Hanna Radzevich and Nipan Karmacharya) are replacing windows in their unit.  The replacement of windows is a homeowners’ expense but does require a work order.
  3. Budget
    1. Because of the big snow storm the amount budgeted for snow removal will be exceeded.  Steps have been taken by B&G to keep this expense to a minimum.  Nan Belknap, Ellen Crone and Pamm Haglund are the only persons who can summon for snow removal.  The decision cannot be made by Saul Erives (the snow remover) or any other HOA representative.
  4. Organizational Issues
    1. Operations Director
      1. B&G voted unanimously to ask that no one be appointed to that position.
      1. If we are required by law to fill the position, Nan would be the appropriate person because she chairs B&G.  
    1. Appointment of Pamm to B&G
      1. If it requires a vote by the HOA board to appoint someone to a committee then we need to vote Sunday on appointing Pamm to B&G.  She is willing to serve and everyone on B&G is in agreement to her joining the committee.

Arleta moved that we accept the B&G report, Nan 2nd. Passed. However, we do need to appoint an interim operations director. Nan was appointed and agreeable only until the annual meeting.


Carol has resigned from B&G

  1. Discuss options for Operations Director
    1. Matthew Circle Repaving not scheduled for 2021
    1. Discussion with Town re Wapiti Drive exit/entrance at Brodie and signage

By widening Brodie, the view of oncoming traffic on Brodie when coming off of Wapiti Dr. has been greatly hampered. The Town of Estes Park has not come up with a solution yet. Perhaps 3-way stop signs.

  • Trailblazer fiber optic broadband internetCleaned up most of the trenching issuesLori Calnon 1449 is unhappy with Trailblazer junction box

There is nothing the HOA can do about that, since it’s the town’s property. Nothing can be planted within 4 feet of the boxes, as the fiber optics are extremely expensive to repair. The HOA , nor the owners, should want to pay for repairs.

  • Finance Team update
    • Treasurer report

Treasurer’s Report 04/11/2021

FINANCIALS AND FINANCIAL SITUATION

February financials are available on the website. March financials will soon be available. 

Anne has been working with Fidelity to get Kathy authorized to access the Reserve Savings account. Kathy has access to the Operations account already, and with this authorization, she will have full access to all accounts. The paperwork has been completed and we are waiting for action by Fidelity, who are supposed to send Kathy an email when it’s ready. We cannot thank Anne enough for all the work she has done for us!

We have received a credit card for Nan. It is in Kathy’s possession at this time and is ready for Nan when she wants it.

MONTHLY ASSESSMENTS

One owner was still in arrears as of March 31st. Rick has been in contact with the owner’s representative who has made good on his promise, and they are now (as of April 6th) paid up except for last month’s late fee. All other owners are in good standing at this time.

SHOW US THE MONEY!

 As of February 28, 2021As of March 31, 2021
BOC Checking$16,776.15$18,386.03
BOC Operations Savings     3,755.57    3,756.07
Fidelity Operations Savings    76,117.67   76,118.32
Fidelity Reserve Savings   49,852.47   49,852.47
TOTAL$146,491.86$148,112.89

Nan moved to approve the treasurer’s report, Ronnie 2nd. Passed.

  • Update on the “reserve thresholds” project work-in-progress project scope has gotten bigger
    • Status updates on several ongoing activities (no real issues to cover)

This will be an “approach” method of determining budgets, as opposed to just the annual budget.

The board will receive the document soon for review.

  • PLANNING & PRACTICES TEAM [P&PT] – business practices function
    • An updated 2020/2021 org chart showing current status (as best I can determine it)

This will be sent to the board soon to be dispersed to the owners through the website that will hopefully be up soon.

Next meeting is June 27 at 2:30; more than likely on zoom.us

Congrats to Hanna and Nipan on their new addition to the family, Everest Alexander!

  • Adjournment:3:45

Posted in Minutes 2021 by with no comments yet.

EPMFHOA Board Meeting 2/7/21 via zoom.us 1:30pm

approval pending

Attendees: Rick & Claudia Jordan, Anne Poznic, Susan Novy, Pete & Linda Hogue, Carol Prince, Nan Belkamp, Ronnie LaRue, Pamm Haglund, Kathy Beatty, Arleta Bell, Elen Crone

Call to Order: 1.30

Secretary Report:

Minutes for approval

August: Arleta moved to approve, Nan 2nd. Passed.

October: Linda moved to approve, Arleta 2nd. Passed.

November: Pamm moved to approve, Nan 2nd. Passed.

Buildings & Grounds Report:

This time of year, we are doing the research and planning work to ensure our two most important projects are contracted for during our warmer months. Additionally, we are ensuring our budget is finalized. Below, is a quick summary of our areas of responsibility:

Driveways:
We are contacting John’s Sealcoating to ensure the patch work he did last year on the Brodie Frontage area is fixed.

Painting:

Randy McNeil, Village Maintenance: We have a bid by Randy for the Off Golf Course units this upcoming summer.

Snow Plowing :.

Snow plowing includes shoveling along our garages the sidewalks leading to front decks. Saul Erives has indicated that he would shovel additional times if requested by any owners at the owners expense. Two owners have contacted him so far.

Our Lawns / landscape:
Solid Grounds has decided not to service Estes Park. A few years ago they relocated to SE Longmont and have this year reconfigured their business model. We will miss their expertise.

Nan has headed up a hunt for our new Landscaping contractor. We are in the process of interviewing possible replacements who come with good recommendations.

A fence rail needs to be replaced on the Brodie side. The post has twisted and needs to be replaced so that it can accept the upper rail. This will be done in the spring at the same time as we do our annual “fence survey and repair” project.

Planning: B&G is planning the 2021 projects.
Budget: Special thanks to Nan, Ronnie and Anne for their attention to our 2021 Budget.

Storm doors and our windy environment: A home owner lost all the glass in a screen door which blew open in one of our famous winds. Be sure yours is latched or the winds could make a mess out of your door.

As we make our way through a “Covid” winter, we are reminded how much community means to us. We have a strong one!!! If anyone needs assistance and any of our B&G members can help you or recommend assistance, please call us.

“It takes a village”. We are planning another successful summer season.

Linda moved to accept, Pamm 2nd. Passed.

Finance Team Reports:

Treasurer’s Report:

FINANCIALS AND FINANCIAL SITUATION

January 2021 financials will soon be available on the website.  

The December 2020 financials are available on the website.  Operating Expenses were $3,400 below budget with $3,550 coming from Building and Grounds related expenses.  Revenues were also under budget due to owners in arrears so there was an addition of $2,666 to the Operations Restricted Reserve bringing it up to $12,353.77.  This is still shy of the $15,000 we have set for an emergency fund but we are slowly building this back up.

As of December 31, 2020, there is $49,852.30 in the Restricted Reserves for Exterior, Project and Roof expenses.  This amount is at Fidelity in the Reserve Savings account.  The 2020 budget had $51,900 in B & G Reserve expenses but B & G actually spent $46,844 or $5,056 under budget.  Add this to the budgeted $7,140 to go straight to reserves and $12,022 was added to the Exterior, Project and Roof reserves in 2020. 

MONTHLY ASSESSMENTS

18 owners paid their 2021 assessment in full in January.  11 owners pay on a monthly basis and one owner pays quarterly.  In effect, we have received 228 of the 360 monthly payments expected for 2021 in January which is 63% of the total for the year. 2 owners are in arrears.  Besides the monthly invoice and monthly statements we send out, I talked with one owner and emailed one owner in mid-January.  Both are promising to catch up, however at this time, no payments have been received.  The HOA continues to assess a one-time $25 late fee each time a payment is late.

ROOF LOAN PAYMENTS

All three owners have now paid the second $2,000 roof loan payment that was due October 31, 2020.  In addition, one owner has paid the $400 Roof Loan Fee that is due October 31,2021.

SHOW US THE MONEY!


As of December 31,2020As of January 31, 2021
BOC Checking$  8,026.55$20,356.17
BOC Operations Savings     3,755.57  3,755.57
Fidelity Operations Savings    1,116.65 76,117.09
Fidelity Reserves Savings   49,852.30 49,852.47
TOTAL$ 62,751.07$150,081.30

Respectfully submitted,

Anne Poznic

Treasurer

Linda moved to accept the report, Carol 2nd. Passed.

There was discussion about the amounts that people send in for their assessments. The volunteer financial team has a good system for the exact amount that’s expected each month, so sending arbitrary amounts makes the books more difficult. We recognize that COVID has made things difficult, but we need to try to pay the correct amounts and make arrangements if that’s not currently possible. We do not take cash. Please be courteous of our volunteers so we don’t need paid bookkeeping or lose great volunteers.

2020 Profit & Loss

Revised 2021 Budget:

Arleta moved to accept Revised Budget, Nan 2nd. Passed.

Revised 2021 Assessment document: the change is “matching” Insurance assessment to Insurance expense. There is no change in assessments in total.

Carol moved to accept the Assessment document, Pamm 2nd. Passed.

Lease Application Form: the draft form looks good.

Carol moved to accept the lease application form, Ronnie 2nd. Passed.

Financial Policies & Guidelines Update:

Pamm moved to accept the Policies and Guidelines, Linda 2nd. Passed.

Policy and Planning

Association Insurance Information document – Claudia

Carol moved to approve the Insurance document, Nan 2nd. Passed.

Community Activities


Welcome Guide status – Pamm will send electronic copy to Rick.

Insurance


No changes planned to method of Assessments at this time.

President‘s Report


Trailblazer Broadband update: They will start installing for those who wish to have it installed. You must be on their email list to get the information.

Next Meeting: April 11,2021 4:00 pm

Adjournment: 3:05


Posted in Minutes 2021 by with no comments yet.