Estes Park Mountain Fairways HOA

May 14th Board Meeting May14,2025

Estes Park Mountain Fairways
Board Meeting
May 14, 2025
10:00 am MT
 by Zoom only

Attendees: Yvonne Salfinger, Pete & Linda Hogue, Abbey Pontius, Kevin Preston, Stephanie Blehm, LeAnn Briggle-Daugherty

Proof of notice of meeting or waiver of notice-agenda and Zoom sent out to owners by Estes Park Rentals.

Reports of officers

Secretary:
Approval of minutes of preceding meeting (Susan): March 29, 2025-they can be found at https://epmfhoa.com/category/minutes/minutes-2025/. Yvonne moved to accept the minutes, Pete 2nd. Passed.

Treasurer’s Report (Pete) Yvonne moved to accept the treasurer’s report, Pete 2nd. Passed.

Reports of committees

Facilities & Finances Support Team [F&FST] Report (Yvonne, Pete)

Information carried forward from the last report is shown in italics

This report supplements the report done by our EPR service provider of facilities and finances operational services. Its focus is the set of responsibilities our team has in addition to those handled by the EPR staff.

Administrative Information

1) The full F&FST team has not yet met in 2025, nor have either of the two functional teams (finance, facilities) met. Having said that, there has been lots of activity related to both functions so far this year.

Recent Activities

1) Combined team activities:

a) There has been significant activity to develop the current version of the RP/RF Five Year Plan (it only has the year 2025 completed at this time). The initial draft was done by the RP/RF Study Team – who then provided their starter work to the full F&FST team for their review and feedback. The board reviewed and approved the recommended plan at their 3/29/25 board meeting.

b) While reviewing the full year 2024 results, several items were discovered that needed further analysis and follow up action: there was at least one relatively large bill that was paid twice and there were several sets of 2024 work for which bills had not been received and paid in 2024. That analysis and corrective action [will not change the 2024 financial results] has taken place by the partnership of EPR staff and the F&FST team.

2) Finance team activities (working in partnership with EPR staff):

a) There has been significant activity to produce both the 3/31/25 and 4/30/25 financials – which have both been published and distributed to the board and others.

b) There has been significant activity to produce the draft MF 2025 Phase Two Budget material being recommended to the board for review and approval at their 2/1/25 board meeting. The initial draft was done by the RP/RF Study Team – who then provided their starter work to the finance team for their review and completion. The final 2025 budget and supporting material were approved by the board at their 2/1/25 board meeting.

c) There has been significant activity, in partnership with the EPR staff, to prepare for the 2025 business/fiscal year. There were some modifications made to the 2025 roles of EPR versus the MF finance function as the two parties agreed to continue our EPR/MF partnership for 2025 (this will be our second year under an ongoing contract – with a 7.1% increase in what we pay EPR).

3) Facilities team activities (working in partnership with EPR staff):
1 5/13/25

a) There has been significant activity to deal with several facilities items related to closing out 2024 and starting up 2025. These include understanding any situations where:
– 2024 planned work was not fully completed (which includes the bill for the work being received and paid)
– 2024 work has been carried forward into 2025.

b) There has been significant activity to deal with several facilities challenges/issues – the list includes, but is not limited to:
– what to do about the needed repair/replacement of the west wall of the condo at 1410

(Buehring). The approved project to replace the condo wall has been completed.
– understanding what work we need to do in preparation for the city’s Matthew Circle project to be done this summer. There has been significant progress in this arena. One learning from

the effort to date is that we will not have a sidewalk (as an added asset) as part of the project. It looks like the project will be done in late summer/early fall.

c) There has been significant activity in understanding, and planning for needed actions as a result of, the Foundations/Brodie Wall inspection project that was done in late 2024. A project proposal to implement needed corrective action is in the works.

2025 Reserve Plan/Reserve Fund Planning & Tracking Status Report

Prior to April the only expense activity in this area has been payment of a 2024 invoice (for the Foundations/Brodie Wall inspection project) that we did not receive in time to make it a 2024 expense. There have been no RP/RF 2025 project expenses in the first three months of 2025. Having said that, in April two major expenditures have taken place: 1) repaying, following board approval, the Dougherty family $8,800 for the deck work that was done in 2024 (which they paid for provisionally at that time) and 2) completion of the 1410 West Wall Replacement project at a cost of $14,270. There has been no updated published RP/RF Status Report (beyond what has been reported here) at this time.

Architectural review requests

1438: Bathroom fans

1421: Bathroom fans

Estes Park Rentals report (Abbey and Team)

TrueGreen: waiting to hear when they will be spraying.

Fencing: waiting on bids

woodpecker holes: being filled

winter things: being taken care of.

ground squirrels: taking a more natural approach that seems to be working for other associations with Vodka. Really.

Decks: a spreadsheet is being made that’s very inclusive of all deck parts, size and units. It will be in the website when completed. Deck inspections are being done. Repairs are being done.

Weed Sterilizer: we still have some from last year and would like to use the rest on the rocks.

1410 exterior wall siding replacement: no mold was found, but quite a few nests of critters were found and removed. We may want to check the other SW wall. We will ask the contractor if he can check that wall also and at what cost and what we can do to keep the problem at bay throughout the association.

Repaving: after all is done, we will see what kind of reparations from the Town of Estes Park we will receive of any changes on landscaping.

New Rocks: we will be getting some pricing.

Business Practices Report (Yvonne, Pete)

The new updated policies have been entered into the website: www.epmfhoa.com

We’re working on updating the Architectural Guidelines that may be done by end of the summer.

Date of next Board meeting? Monday June 30,2025 1:00 at EP Rentals or Zoom.

Mar 29th Board Meeting 5/29/25

Estes Park Mountain Fairways Board Meeting

10:00 am MT
by Zoom only 

1. Attendees: Yvonne Salfinger, Kevin Preston, Susan Novy, Pete Hogue, Ronnie LaRue, Abbey Pontius (EP Rentals), Anne Poznic, LeAnn Briggle-Dougherty(EP Rentals)

2. Proof of notice of meeting or waiver of notice-agenda and Zoom sent out to owners by Estes Park Rentals on March 17, 2025.

3. Approval of minutes of preceding meeting (Susan): February 1, 2025-they can be found at https://epmfhoa.com/category/minutes/minutes-2025/ Pete moved to accept minutes, Yvonne 2nd. Passed. Ronnie abstained.

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4. Reports of officers

a. Treasurer’s Report (Pete)

monthly treasurer’s report 

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5. Reports of committees

a. Facilities & Finances Support Team [F&FST] Report (Yvonne, Pete)

board meeting report

reserve plan deck inspection project proposal Pete moved to accept this first draft, Yvonne 2nd. Passed. 4/1 Ronnie voted no.

b. Estes Park Rentals report (Abbey and Team)

1438 requested some roof vents for bathroom vents. We would like the owner to talk to the Town about this (go through roof or wall- board’s preference) and report to Abbey-EP Rentals before Board approval.

1431 Deck work has been accomplished by owner due to Board not having the amendment to the Declarations completed yet. (determining who pays) Yvonne moved to pay the bill, as it was regular maintenance, Pete 2nd. Passed.

1411 gutter has been repaired.

1410 siding to be replaced April 14, weather permitting. We’ll double check the details, such as material. The board would prefer hardy board as it’s more fireproof and holds paint better/longer. This has been ongoing, but B&G wanted to wait for the next painting schedule, so as to avoid replacing a wall that was just painted.

1458 may also need a west wall replaced. We’ll need to wait for owner to get back for summer to determine how to work around owner paid upgrades.

Open vents end of April, and fix broken ones.

Some drainage issues and sprinklers may need new placement around the road project.

Fence repairs will start soon.

Ground Squirrel problem of burrowing holes in lawn. It seems poisoning is the only answer we’ve found, which has other animal consequences.

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c. Business Practices Report (Yvonne, Pete)

Work is in progress to get updates to policies, rules & regs and architectural guidelines.

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6. Date of next Board meeting?

Wednesday May 14, 10:00am. Zoom

Adjourn: 11:40

Feb 1st Board Meeting 2/1/25

Estes Park Mountain Fairways
Board Meeting
January 25, 2025
10:00 am MT
 by Zoom only

Proof of notice of meeting or waiver of notice-agenda and Zoom sent out to owners by Estes Park Rentals on January 22, 2025.

Attendees:Yvonne Salfinger, Pete & Linda Hogue, Susan Novy, Abbey Pontius, Kevin Preston, Nan Belknap, Lori Calnon

Approval of minutes of preceding meeting: November 23, 2024-they can be found at https://epmfhoa.com/category/minutes/minutes-2024/ Pete moved to accept minutes, Kevin 2nd. Passed.

Reports of officers:
Treasurer’s Report
2024 Year End Financial Information: Dec 31,2024 P&L, Dec 31, 2024 Balance Sheet, Notes

current monthly financials

Pete moved to accept the financials, Kevin 2nd. Passed.

Reports of committees:
Facilities & Finances Support Team [F&FST] Report

2025 RP & RF 5 year plan

Phase 2 budget material Pete moved that the budget be approved, Yvonne 2nd. Passed.

Estes Park Rentals report (Abbey and Team)

Dues are up to date
Work order status:
Gutter at 1411: Carl is on it.
Siding at 1410: There may be mold problems coming from leaks in the exterior siding that needs to be addressed. This had been reported 4 years ago as an odd smell that could also be coming from the interior. It is now thought it could be mold coming from the exterior. Pete moved to immediately move ahead with mold inspection, Yvonne 2nd. Passed. The siding needs to been replaced regardless of the mold inspection, however the inspection results could change the scope of work. Jeff Youngbluth had the best bid and we will get on his schedule, preferably in the spring . Pete moved to approve the $8K (or more-depending on mold inspection results and who’s responsible) exterior wall replacement when the board approves the timing. Yvonne 2nd. Passed.
Window at 1452: (damage due to golf ball) To reiterate the Declarations & Rules and Regs window responsibility intent: The window assembly units (glass, frame, interior trim and brick moulding) are the responsibility of the owner, both for damage and replacement (unless damage can be proven to be from an HOA contracted mishap, in which case the HOA can have the contractor pay through their HOA mandated insurance). The brick moulding is an exterior trim/casing piece that covers the gap between the window frame and siding/trim. It is ordered with the window frame assembly and the material varies (it’s not brick) according to the material of the window frame and a color will need to be picked out for it. This is one step more (the window assembly unit and trims) than what renters expect (just window panes)to be responsible for. So, the window (glass, frame, trims and the exterior brick moulding) is the owner’s responsibility and the exterior decorative window trim (currently 1×4’s) and siding is the HOA’s. A bead of caulk connects the two (brick moulding to exterior window trim). We haven’t decided who’s responsible for that. We’re sure nobody has gone out and inspected theirs. Typically the caulking is done with the window assembly/brick moulding replacement and is guaranteed for a year when it then resorts back to the owner. We will see if there’s any better way of explaining all this, so as to not have owner questions. The architectural guidelines are the next to be updated.
Inspection reports received: not discussed.
Deck inspection/review: pending

Street work: it will probably take the entire summer. Yvonne will meet with the Town to determine what needs to happen on the HOA side and what will be taken care of by the Town, such as sprinkler heads and trees and how we will be able to come and go from our units.

Business Practices Report (Yvonne, Pete)

Publication of Limited Amendments to the Declaration signed Jan 16, 2025: This has been posted to the website in the Declarations tab on the header.

Publication of the Amended and Restated Bylaws-signed Dec 27, 2024: This has been posted to the website in the By-laws tab on the header.

Approval of policies-next steps: The 9 policies that we just updated to comply with newer state laws will be posted to the website soon. The business practice committee will determine if any of our other policies need to be changed so as to make a complete document of all policies. Pete moved to accept the updated 9 policies, Yvonne 2nd. Passed.

Insurance meeting update (from 1/24/25): We do have guaranteed replacement cost. This is important. We still think the $15K deductible (the lowest option) per building (!) is best. One claim can lose us our insurance, so we will be careful when making claims. The board must make all HOA claims to the HOA insurance. Owners make their own loss assessment claims to your interior/personal belongs insurance, if needed, but the same holds true for that. One claim could lose you your insurance. Be sure you have loss assessment coverage on your policy of at least 50K. It should cost around $15/year. That’s the only cheap insurance there is!

example: If a hail storm ruined all the roofs, the replacement would be approximately 300K less the 15K/building of deductible= 180K. The HOA insurance would pay for 120K of the roofing. If the HOA didn’t have a spare 180K in the bank, we would special assess each unit 6K; which you could get from your loss assessment insurance.

Monthly plan document review: We have an annual document that states all the deadlines and typical operations per month. Both Abbey and Yvonne review this to make sure we’re on top of things.

Date of next Board meeting? Saturday March 29, 2025 at 10:00 MT.