Minutes 6/26/22
EPMFHOA Board Meeting
June 26, 2022
1:30 pm at Jordan’s and Zoom
Attendees: Rick & Claudia Jordan, Susan Novy, Nan Belknap, Nipan Karmacharya, Pete and Linda Hogue, Arleta Bell, Anne Poznic, Becky Velthoen, Jim Myers
Zoom: Pamm Haglund, Max and Yvonne Salfinger, Ronnie LaRue, unknown Owner
Call to Order: 1:32
Secretary Report: Minutes for March and May. Add Anne Posznic to the list of attendees for the March meeting and correct the spelling of Lori Calnon’s name.
Pete moved to approve the March minutes, Arleta 2nd.Passed.
Pete moved to accept the May minutes with the note that Susan’s proposal was tabled until a further meeting. Arleta 2nd. Passed.
Treasurer’s Report: Financials are on the website.
Treasurer’s Report 06/26/22:
FINANCIALS AND FINANCIAL SITUATION
1) The 5/31/22 financials are completed and on the website.
2) Your 2022 finance team is made up of four folks (Becky Velthoen, Linda Hogue, Ronnie LaRue, and
Pete Hogue). While not the desired situation our three key positions/roles (financial secretary,
treasurer, and finance chair) are currently held by two folks (Becky & Pete) which is due to
resignations and retirements during 2021 – with no one else stepping up to improve our resource
situation.
3) Our team met recently and has subsequently gotten involved in two activities in the near term:
a) determining how to invest some of our funds in safe investments (CD’s, MM accounts) given
the fact that the ROI for those types of instruments is improving first step accomplished
b) determining what type of financial review should be done this summer. work in progress but not yet
complete
4) One team member (Pete) is representing the finance team on the MF Outsourcing Team looking at the potential for outsourcing a sub-set of the current volunteer-based responsibilities in several arenas (operational property management, operational financial management, and general/administrative). In addition, another member of the MF Outsourcing Team who is a past finance team member (Anne) is partnering with Pete to ensure effective coverage in the operational financial management arena.
MONTHLY ASSESSMENTS
We have one owner that is in arrears for their June 2022 assessments. We have one other owner that needs to complete payment of a late fee.
SHOW US THE MONEY!
| As of May 31, 2022 | ||
| BOC Checking | $93,782.41 | |
| BOC Operations Savings | 3,757.94 | |
| Fidelity Operations Savings | 6,476.41 | |
| Fidelity Reserve Savings | 84,504.89 | |
| TOTAL | $188,521.65 |
Finance Team has looked into investing the savings into something with more ROI. They looked into a safe CD to put the roofing reserve into a better investment for a 2-year period of time. They want authority to do this without board approval, but let the board know when it has happened and the details.
Rick moved to approve granting the Financial Team the authority to move money into a conservative, safe investment and let the board know where the money is. Nipan 2nd. Passed.
Nipan moved to accept the treasurer’s report, Nan 2nd. Passed.
Planning & Practices Report:
The Town Hall Meeting is next Saturday, July 2, 2022 at the Baptist Church on Mall Rd at 10:30. The next board meeting to determine the budget will be Monday August 1 at 4:00, then the annual meeting will be Saturday August 27 at 11:00 am.
B&G Report:
- The landscaping has begun in earnest with all systems up and running, including the sprinkler system, mowing schedule and trimming begun. Carl has hired a gentleman to do the trimming and he began on Friday, the 24th. The reports I have heard has him doing an excellent job. If anyone has anything special re trimming besides the potentilla bushes, please let me know and I will pass it on to Carl.
- The gutters have been cleaned and I am scheduling it again in the fall if necessary (some years we seem to need it a second time and others not).
- The property will be fertilized and sprayed for weeds this upcoming Monday or Tuesday by TruGreen. Hopefully our afternoon showers will continue.
- Carl has approached me about possible uses for the strip of land on the west end of our property. He said sod would obviously be the most immediately attractive and has the best chance for success but the cost is clearly a factor compared with turning the oil over and planting grass seed. Our ability to water that strip often and thoroughly is a drawback to the success of seeding. Any and all suggestions concerning the use of this strip of property are much appreciated as we do not intend to proceed with any plan without some sort of consensus among home owners.
- Re the perimeter fence: Ronnie and Aaron have inspected them and replaced two posts along Brodie. All remaining posts and railings have been inspected and the fence is weathered but appears to be in sound condition.
- 1421, 1435 decks have been painted with 2 coats of ‘deck paint’. 1434 front porch painted with ‘deck paint’.
- 1421, 1431, 1437 elevated decks need 2 x 10 floor joists placed between existing floor joists to reduce spacing from 24” to 12”. We are searching for a vendor to handle this project.
- We need to complete the siding project with the new siding on Laurie Emmer’s condo and the bottom portion of Lori Calnon’s and Becky Valthoen’s. Carl has agreed to complete the project.
- The replacement deck project is underway at 1454. Tom Couisneau is doing the work and should be done by early to mid-next week depending on the weather.
- The Committee is working on what if any duties we would like to see the proposed Property Management Co would assume for B&G. We would appreciate as much input from home owners as possible in this regard. Given the committee has such a volume of predictable as well as unpredicted issues arise, projecting the dollar cost of this service is a challenge. Basically, the issue comes down to…how much are we willing to pay for the convenience of outsourcing the responsibilities and duties of B&G.
- The snow removal contract. I am in the early phase of talking with Carl regarding adding that service to his present landscaping contract. The advantage is he charges by time…meaning only driveways that are occupied will be shoveled and when we need drift plowing, it will be done to those in need not simply all occupied units. We are hoping the savings will be substantial (and the snow and wind spirits will cooperate).
- The Committee would like to thank Pamm for heading up the Proposed Property Management Committee this Spring and Summer will all the work involved. She has done an excellent job for all the HOA and B&G as well.
Pete moved to accept the B&G Report, Nipan 2nd. Passed.
Insurance Committee Report:
Rick provided the email Q&A response from Danielle at American Family Insurance
Our questions –
Insurance premiums:
– the estimated cost per square foot to reconstruct our condos was increased this year to $250 (from $149 I think).
Correct – 2021/2022 was $148.25sf. 2022/2023 is $250sf
– Do you expect the estimated cost to reconstruct to be increased again next year, especially since we’re reading that the Marshall fire rebuild estimates are coming in much higher than that?
We are seeing a steady inflationary increase to buildings based off of the inflation protection built within the policy. I don’t expect us to implement a manual increase within the next year. The thought of having $250 a sf on the outside and having unit owners carry $100 a sf on their interior policies covers the entire building at $350 a sf which is right in the middle of the Marshall fire rebuild estimates.
- We budget in summer for the following calendar year. Can you help us estimate any increases for calendar year 2023?
We have had a 20% base rate increase due to the fire exposure of the area. You can also expect the implementation of a 10% wind/hail deductible. This will offset some of the base rate change but if you budget 20% you should be safe.
– what options should we consider, that could decrease our premiums?
– higher deductibles?
You are currently carrying a $1000 deductible. Increasing this to $5000 will definitely give some premium relief.
– is our full replacement coverage reasonable?
It’s as reasonable as we can get without blowing the barn doors off. I have never been a proponent of knee jerk replacement reactions due to elevated retail pricing. We also have guaranteed replacement cost coverage on the policy meaning that if we are found to be underinsured during a claim event AMFAM guarantees we will rebuild it regardless of the cost. You must be insured at $250sf in order to carry this endorsement. Which you are.
- how is that different from “extended replacement cost”?
The term replacement cost is just a description of what our calculations say we can replace your buildings for. Extended replacement cost is the presence of some sort of extension offered in the event of a total loss (to cover unseen inflationary costs). For instance, if you have 20% extended replacement cost coverage that means that the company will offer an additional 20% of coverage beyond your listed value in the event of a total loss. Guaranteed replacement cost means that the company will pay whatever price it takes to replace the building regardless of the limit listed on the policy.
- What other options could be considered?
The Condo Enhancement Endorsement (which you have on the policy currently) offers a variety of needed coverages including ordinance & law (code upgrades), guaranteed replacement, and back up of sewer. These are some of the most needed coverages at this time and they are present on your current policy.
Property questions:
– we’ve been told that our landscaping, especially the well-watered grass is pretty fire resistant. Although now fires are a threat year-round it seems. At the Board meeting we discussed the efforts the Colorado Legislature is considering to incentivize less water landscaping than bluegrass.
- Does AmFam have any position or thoughts on how a change like this may affect fire susceptibility (and insurers rates)?
This has not been discussed at this time but in the end fire mitigation should be looked at as a way to keep your insurance rather than a discount option. Other than building sprinklers there is no avenue currently for reduced insurance rates based off of landscaping and other mitigation efforts.
- Are there options for less grass that you prefer or recommend?
The amount of grass does not affect your premiums or your ability to get insurance overall. Hence, I have no recommendation on this action.
Coverage questions:
– Question about shared coverage between each owner’s insurance and HOA’s insurance.
- If a unit has a kitchen fire which damages the interior and drywall, is the HOA’s coverage invoked for any portion of the damage or is it all on the owner’s personal policy?
All coverage offered by our policy is set up via your insurance section of the HOA declaration. Unless you have updated these recently, your insurance section is ALL ENCOMPASSING. Meaning we will cover the entire exterior and interior of the building when presented with an insurance loss. Here is a snapshot of the insurance section of the HOA declaration I have on file with the coverage language highlighted.
– Do we have any coverage for possessions inside the condo?
All possessions are the responsibility of the unit owner and their personal policy
– Which, if any, of the appliances are covered under our policy?
Appliances that are permanently attached and generally sold with the condo will be covered under the HOA policy (stove, dishwasher, built in microwave, fridge). Any freestanding appliance (freezers, microwaves, secondary refrigerator) are the unit owners’ responsibility
– Do we have any coverage for additional living expenses, and if so, how much?
Additional living expense is a coverage found in personal unit owners’ policies. The HOA is not responsible for additional living expenses.
– What are our personal liability protection limits?
HOA liability limits are $2,000,000 per occurrence / $4,000,000 aggregate. Again, all personal exposures and personal liability (including personal unit sidewalks, interior unit exposure) falls underneath the personal unit owner’s policy.
– Does American Family re-estimate costs to rebuild each year?
All policies go thru an inflation review every year automatically – but full replacement is generally calculated once every three years or so. We just went thru this mandatory recalculation 2021/2022.
– What recommendations do you have for our HOA based upon your knowledge of our properties and our existing coverages?
The only suggestion I would make is to look at restating your HOA declaration insurance section. All-encompassing language such as this opens the door to many small claims and nickel and diming your insurance coverage. It is in the HOA’s best interest to make the unit owner responsible for their unit interior damage in the event of loss.
Finance Director requested items:
– Am I correct that it is up to our association board to determine how to “cover” the insurance premium costs through/as one part of our Operating Fund assessments revenue line item [within the insurance related parameters & constraints found in our Declarations]?
Unfortunately, I am not an HOA legal advisor. I do not know the duties of your board as designed in your declarations. As far as insurance policy premiums, it is the responsibility of the insured to make appropriate payment. The named insured is the HOA and the board is the representative of the HOA and acts on its behalf.
– Am I correct that once our insurance premium is finalized/set for the year (which we pay in monthly installments) any MF HOA submitted claim will be paid to the HOA (minus our deductible) based on the estimated repair cost done by your insurance appraiser (whether in house or contracted).
Correct – All insurance claims payments will be made in the name of the insured, Estes Park Mountain Fairways. It is then the responsibility of the HOA to disperse funds to the appropriate contractors.
- Further, that our received monies in case of a major/catastrophic event/loss (estimated repair cost minus our deductible) will take place even if the damage amount exceeds the full replacement value figures that are the basis for the premium (in other words, your company as both our insurance agent and underwriter) bears the risk should we be underinsured in actuality for the major/catastrophic event should our combined work to ensure that doesn’t happen be inaccurate planning?
You have selected to carry the guaranteed replacement cost endorsement. If the repair/rebuild cost exceeds the listed values this endorsement will activate a retroactive change to the current years policy, increasing the listed values to the appropriate time of loss estimates hence giving you exactly 100% replacement value. The pro-rated premium for the difference in coverage will be billed out to the insured and become an insurance liability. Meaning that if we were found to be $1,000,000 underinsured, the policy would retroactively increase the overall coverage by $1,000,000 to this year’s policy term and bill out the premium resulting from adding this $1,000,000 in coverage. It is a safety net feature that is imperative during a time such as this as it is impossible to know the exact replacement values on any given day. We place the policies to the closest replacement values available at the time so in the event of a loss we do not have a large discrepancy but this endorsement gives you the security knowing that if the policy is dramatically off you will have access to the funds to rebuild.
1
Property Management Committee Report:
MFHOA OUTSOURCING TEAM – 6/26/22 REPORT TO BOARD
We envision that this same information (in this form or a different form) would be what is used at the Town Hall meeting
The information under the headings below provides an overview of our team, our assignment/expectation from the board, and the current status of our work.
Team Membership & Purpose
1) The team, with Pamm Haglund as team leader, is composed of:
a) members of the board with key committee/team roles in addition: Pamm Haglund, Ronnie LaRue, Nan Belknap (all B&G) as well as Pete Hogue (finance) and Susan Novy (PP&T – insurance)
b) owners: Yvonne Salinger, Anne Poznic, Lori Calnon.
2) Our team objective is to determine a reasonable set of current volunteer-handled responsibilities & activities for potential outsourcing and locate/research local property management companies that could & would contract with us to handle them. The ultimate result is creating a recommendation for consideration by the Board.
Our Recent Activities
1) Our original approach was to interact with a single property management company, one used satisfactorily by our neighbors to our West, in order to accomplish the objective.
2) We provided a scope of work grouped in three arenas, with both operational and administrative components in each: property asset (facilities) management related, financial management related, and general. That scope is being further refined in both our key first two arenas shown above. We obtained basic information about the organization which is Association Management – Estes Valley [AMEV].
3) We did a walk-through of our Mountain Fairways grounds with a representative from AMEV named Lisa Rosenhagen on Monday, 6/6/22. We have received a “bid” from AMEV and are clarifying our understanding of that material.
4) We will be meeting/have met on Friday, 6/24/22, to determine our next steps. We will provide team representation & information (potentially this document) at the Saturday, 7/2/22, MF Town Hall Meeting.
Our revised Approach & Key Questions Being Addressed
1) Based on the importance of this work, we have revised our approach to interact with several other property management companies in order to ensure the best solution for our association.
2) The three key questions we will answer prior to making our recommendation to the board are:
a) are we comfortable with the premise that selected outsourcing is a strategic action do be done in the best long-term interest of the association?
b) is the timing (as premised below) right for this action?
c) is the to-be-selected property management company the right solution for our association – both in the short term and longer term?
3) Our two key premises related to timing and cost include:
a) the agreement (contract) would be for the year 2023
b) the 2023 Budget Worksheet (initial version done in July/August of this year) would include provision for the expense related to the selected property management company; this budgeted monies would include both the one-time costs and the monthly costs. Our current very preliminary estimate of cost is the range of $600 to $1,000 per month.
4) At the current time there are many topics being addressed by the team. On some of these topics there is a reasonable degree of agreement among the team members. On other topics there are significant differences of opinion among the team members. There is one thing that has consensus agreement by all team members, which is there is a lot of work yet to be done by this team before we will share final information with, and bring a recommendation to, the board.
Town Hall Prep: Pete and Rick are going to run the show with all the information collected above. Danielle from American Family Insurance will be there to present and answer questions.
Agenda:
AGENDA – MF TOWN HALL MEETING
[Saturday, 7/2/22, 10:30 AM, EP Baptist Church (2200 Mall Road)
I. Welcome & Overall Plan for The Town Hall Meeting
II. FIRST KEY TOPIC – MF PROPERTY INSURANCE & ASSOCIATED COSTS
1) Introduction of speakers & approach for this agenda item Pete Hogue
– what insurance is in scope for today and what is not?
– meeting objective: getting MF owners current on insurance matters that impact them
– Pete Hogue (Board member & insurance team member & finance team chair) and Rick Jordan (Board member &
insurance team lead) will facilitate this topic on the Board’s behalf
– Danielle Arnold will represent American Family Insurance – our insurance agency
2) What has changed in the insurance industry recently and how has that impacted HOA insurance coverage and premiums
in general? Danielle Arnold
3) What impact has there been on the MF owners as a result – in particular the impact in 2022 and the coming impact in
2023? Rick Jordan & Pete Hogue [MIA]
– major increase in MF property insurance premiums
– major change coming in how deductibles are handled
– how the impact of increased premiums has been mitigated in the short term for MF owners
4) What knowledge/understanding does each MF owner need to take away from this meeting? Pete Hogue
6) General question & answer time presenters, MF insurance function team
III. SECOND KEY TOPIC – MF OUTSOURCING STRATEGY & TEAM (including current status & associated future costs)
1) Introduction of speakers & approach for this agenda item Pete Hogue
– who makes up the Outsourcing Research Team [ORT] and what is in their scope and what is not?
– meeting objective: getting MF owners current on the outsourcing of selected volunteer-based responsibilities &
activities that impact them
– Pamm Haglund (Board member & ORT team leader) and Pete Hogue (Board member & ORT team member & finance
team chair) will facilitate this topic on the Board’s behalf
2) Information on strategic direction, status report from the ORT, and potential cost impact for 2023. Pamm Haglund &
Pete Hogue [MIA]
3) General question & answer time presenters, ORT team
IV. Adjournment
*****************************************************************
MIA = material in advance of the meeting for review prior to the meeting
HAND = handout at the meeting
Questions for each of the two specific agenda topics will be answered either during individual items related to the topic or at the end of that specific agenda topic [at the discretion and direction of the speaker(s) covering each topic]
Next Meetings:
Town Hall: July 2, 2020 at 10:30 at Baptist Church off Mall Rd.
Board Meeting: August 1,2020 at 4:00 at Rick’s
Annual Meeting: August 27, 2020 at 11:00 at the Baptist Church off Mall Rd (to be confirmed)
Adjourn: 3:06
Posted in Minutes 2022 by Susan with no comments yet.
Minutes 5/25/22
EPMFHOA Board Meeting
AgendaTime: May 25, 2022 01:00 PM Mountain Time (US and Canada)
Attendees: Rick Jordan, Susan Novy, Nan Belkamp, Pete & Linda Hogue, Gary Dougherty,
via Zoom: Ronnie LaRue, Max & Yvonne Salfinger, Becky Valthoen, Pamm Hagland, Nipan Karmachurya
- Call to order.1:03
- Secretary
- January Board Meeting Minutes –They were approved at the March meeting
- March Board Meeting Minutes – deferred to next meeting
- Finance
Status and Report – Pete.
Treasurer’s Report 05/25/22:
FINANCIALS AND FINANCIAL SITUATION
1) The 4/30/22 financials are completed and on the website.
2) Our finance team prepared the MF 2022 Revised Budget material for review and approval at the
3/13/22 board meeting. The material was approved with modifications that resulted from the
discussion of how to manage our 2022 challenge related to insurance expenses. The changes have
been made and the revised documents distributed to the board members.
3) Your 2022 finance team is made up of four folks (Becky Velthoen, Linda Hogue, Ronnie LaRue, and
Pete Hogue). While not the desired situation our three key positions/roles (financial secretary,
treasurer, and finance chair) are currently held by two folks (Becky & Pete) which is due to
resignations and retirements during 2021 – with no one else stepping up to improve our resource
situation.
4) Your financial secretary and treasurer have planned for, and have finished implementing, the
transition from our 2021 fiscal year to our 2022 fiscal year (both of which are calendar years)
5) Our team will be meeting soon to get involved in two activities in the near term:
a) determining whether to invest some of our funds in safe investments (CD’s, MM accounts) given
the fact that the ROI for those types of instruments is improving
b) determining what type of financial review should be done this summer.
MONTHLY ASSESSMENTS
We have one owner that is in arrears for their May 2022 assessments. We have one other owner that needs to finish out a partial payment of a late fee.
SHOW US THE MONEY!
| As of April 30, 2022 | ||
| BOC Checking | $99,280.46 | |
| BOC Operations Savings | 3,757.94 | |
| Fidelity Operations Savings | 6,476.41 | |
| Fidelity Reserve Savings | 84,504.89 | |
| TOTAL | $194,019.70 |
Nan moved to accept the treasurer’s report, Pamm 2nd. Passed.
- Planning & Practices Team
- Pete made a process observation about how things are presented to the board. Being that Susan is both the secretary and on the insurance team, it was unexpected that she presented options for changing the way we pay our individual portion of the insurance premium.
- B&G
- B&G Report to Include Homeowner concerns Rick sent in his May 23, 2022 Questions about grounds conditions email – Nan
- Old business
- Insurance questions to American Family – Insurance Committee will add more questions to Danielle for more clarification.
While walking by American Family Insurance a few months ago, Susan stopped and talked to Danielle about our increase and found the following:
1.The increase has to do with raising the dollar amount per square foot for replacement cost to $250.00/ S.F. from $148.00/S.F.
The process for formulating the premium amount starts with taking the square footage of units plus the garages plus the porches. (whatever is under the roof). These figures are taken from the Accessor’s Office information.
That number is 70,375 square feet for all the buildings. That number is multiplied by the $250.00 replacement cost to equal the amount of insurance we should cover. The insurance company has a multiplier that includes the number of buildings and how many are duplexes and triplexes and our deductible. When the multiplier is applied to the amount of insurance we should cover, we get the $34,000.00 annual premium.
2. The only way we can reduce our premium is to increase the deductible. Our current deductible is $1000.00.
3. American Family Insurance has a guarantee of full replacement value regardless of whether the amount is more than $250.00/S.F. provided we keep the amount we should insure at the 70,375 x $250.00 = $17,593,750 of coverage.
4. She doesn’t expect that the Marshall Fire will affect our premium any day soon, as they were at the bottom of suggested coverage and we’re already at the top of mountain town coverage. (county is more) She does expect that the residential insurance in the valley will skyrocket.
5. She mentioned that most of her HOA’s with various sized units have switched to charging unit owners by the percentage of the premium of insurable square footage of the HOA’s various unit sizes.
This prompted Susan to come up with the proposal below in New Business.
HOA Guests policy draft and discussion – Business Practice will take this further to come to some resolution. Our rules and regs need updating.
Professional Property Management (PM) research status – Pamm and PM Research Team
EPMFHOA Report To Board – Professional Property Management Status
- June 6, 2022 10:00 a.m. EPMFHOA Property walkthrough with Lisa Rosenhagen and Property Management Research team.
- Will ask Lisa for a detailed document explaining what she/her company can do for us.
- Lisa to provide a cost for services.
- Post June 56 meeting Property Management Research team to meet to discuss meeting.
- Property Management Research team will present to the Board their request to proceed with hiring Lisa (or not).
- If EPMFHOA approves hiring Lisa as our Property Manager, we (EPMFHOA) will still have representation, which will include at least EPMFHOA:
- President
- Vice President
- Secretary
- Treasurer
- Operations Director
- New Business
- Insurance charges allocation proposal – Susan
Our current manner of calculating the insurance premium is based on an arbitrary $5.00 monthly difference between the three sized units; small, medium and large. The size of the units is based on interior square footage without the garage or porches included in order to come up with which units are in which category.
Susan put together 2 charts to have easy access to the sizes and HOA responsibile areas of the units. She noticed (when calculating the sizes including garages and porches, like the insurance companies would do, that the difference between the smallest of the small units and largest of the medium units is 500 s.f.. The difference between the smallest of the large and largest of the large was also 500 s.f.. She proposes to only have 2 tiers for insurance; the one levels, and the two levels, and splitting the premium according to the percentage of each of the tiers’ square footage by the number of units in the tier. It seems that so long as the premium was under $10,000.00 the $10 split between small to large was accurate. Now that the premium is up to $34K, with 1/3 of the units almost twice as large as the other 2/3 of the units, a $5.00 difference doesn’t seem appropriate. (to Susan, anyway)
So Susan’s proposal is to have only 2 tiers and split the premium by percentage of square footage per tier and then by the number of units in the tier. This would be more like the way an insurance company would do it and less arbitrary.
This proposal was tabled until a future meeting.
- Schedule next meetings: in June, date to be determined.
- Adjournment: 2:43
Posted in Minutes 2022 by Susan with no comments yet.
EPMFHOA Minutes 3/13/22
Attendees: Rick, Ronnie, Pete, Nan, Pamm, Sherry, Linda H, Arleta, Becky, Lori, Randy, Anne
Finance: – minutes approved, Pete & Nan
– approved MF 2222 revised budget
– Treasurer: Pete
final budget worksheet was sent out with tiny changes so we need to approve
– Approved, Ronnie & Pam
Planning and Practices – no items on agenda
B&G – no new projects in progress. Snow removal continues
Rental Issue re VRBO problem with 1447- Ronnie noted the onus is on all owners for the actions of one owner
-who supervises the proposed 3 day limit? Who enforces it? An inflexible ruling would negatively impact other owners
– Business Practices function may be to rewrite document re rental. Pamm & Pete will take lead in rewriting it(?).
Schedule for next meeting – April? Yes, in order to discuss Property Management and upcoming interview
– April proposed
General discussion – Water retention and lawn replacement discussed at state level.
Old business: none listed
Insurance increase: it is built into next year budget already. How do we cover in the future?The current replacement cost of $250 that is currently in the policy will definitely go up in the future
– maybe increase the deductible in the future, but need input from all the owners involved
– Ronnie asked if we have a ‘cadillac’ policy. We need the components 7 get comparisons
– an idea was suggested to use the Property Management co to group our insurance with others and get a discount
Rental Property document re: short term visitors (Becky and Lori):
The issue in the document is whether to restrict guests when the owner isn’t present.
#1 ok – straight forward enough: no short-term rentals, minimum 6 month rentals.
#2 – Ok commentary: We like a safe, quiet neighborhood.
#3 – problem – determining/managing when visitors are here without the owner present. Are they actually short-term rentals? The HOA assumes they’re guests when the owner is present, but is unsure when the owner isn’t present. It seems the question/concern is how many times do we want “unaccompanied” strangers in the neighborhood and who’s going to manage that and how will that be managed?
No conclusion was made.
End of meeting.
Minutes taken by Nan Belknap and edited (rental property document) by Susan Novy
Posted in Minutes 2022 by Susan with no comments yet.
EPMFHOA Board Meeting 1/30/22
MFHOA Board Meeting APPROVAL PENDING
30 January 2022 1:00 PM MT
Zoom
ATTENDEES: Rick Jordan, Susan Novy, Ronnie LaRue, Nan Belknap, Becky Velthoen, Leigh Dawson, Linda Hogue, Peter Hogue, Nipan Karmacharya, Arleta Bell, Anne Poznic, Pamm Haglund, Aaron Voberil, Yvonne & Max Salfinger, Lori Calnon
- Call to order. 1:00 pm
- Secretary
- Approval of EPMFHOA Board Meeting 9/19/21 Add Becky as an attendee and B&G report
- Arleta moved to accept the minutes with changes, Pamm 2nd. Passed.
- Finance
- Approve the MF 2022 revised Budget Worksheet. (this is the final revision after the meeting) Pete went over the new budget dealing with the increased amount of insurance and reduction of other line items due to the actual 2021 numbers now being available. B&G did not have any input in this document. Pete acknowledged, and created this according to past protocol. We still have snowplowing bills being paid for 2021 that haven’t been included, so 2021 is not quite complete. Pete then suggested to go back to what we had in July for the budget and include new information later. Ronnie moved to accept the changes, as mentioned; Pamm 2nd. Passed.
- Treasurer report – Pete.
Treasurer’s Report 01/30/22:
FINANCIALS AND FINANCIAL SITUATION
1) The 12/31/21 financials are completed and on the website.
2) Your treasurer (myself) and financial secretary (Becky) have done a cash reconciliation for the full 2021 year. All monies (revenue and expense) reconcile to the penny!
3) Your 2022 finance team is made up of five positions (financial secretary, treasurer, finance team chair, B&G representative, member-at-large)and four folks (Becky Velthoen, Linda Hogue, Ronnie LaRue, and Pete Hogue). While not the desired situation our three key positions/roles (financial secretary, treasurer, and finance chair) are currently held by two folks (Becky & Pete). This is due to resignations and retirements during 2021 – with no one else stepping up to improve our resource situation.
4) Our finance team has prepared the MF 2022 Revised Budget material for review and approval at the board meeting.
5) Your financial secretary and treasurer have planned for, and are implementing the transition from our 2021 fiscal year to our 2022 fiscal year (both of which are calendar years)
MONTHLY ASSESSMENTS
We have two owners that were in arrears for their December 2021 assessments coming into the year. One of the two situations also has late fees involved. Those two situations have not yet been resolved as we have processed the January revenue to date.
We also had two owners that pre-paid (one annually, one monthly) their 2022 assessments ($4,977).
SHOW US THE MONEY!
| As of December 31, 2021 | ||
| BOC Checking | $21,162.11 | |
| BOC Operations Savings | 3,757.48 | |
| Fidelity Operations Savings | 6,475.84 | |
| Fidelity Reserve Savings | 84,504.69 | |
| TOTAL | $115,900.12 |
The logical split of the monies is 2021 operating $26,418.43 & 2021 reserve $84,504.69 & prepaid 2022 assessments $4,977.00 [operating total is $31,395.43].
Pamm moved to accept the treasurer’s report, Ronnie 2nd. Passed
- Review (instead of Approve) the financial plan for dealing with the previously unplanned for $16,000 increase in insurance costs this year. PRIOR to approving any financial plan for dealing with this, both Ronnie and Pamm want to speak to the board. This was tabled until the discussion (#6) about the increase of insurance from 17K to 33K for 2022.
- Planning & Practices Team
- Pete moved that the board be responsible for recruiting the needed teams and committees until we decide otherwise about needing them; Ronnie 2nd. Passed.
- B&G
- B&G Report – Nan Not much happening besides snow removal. There was a couple of small work orders fulfilled; an outdoor light tightened and a blown off vent cover replaced.
- Dealing with the previously unplanned for $16,000 increase in insurance costs this year – All Board Members.
- Review Pete’s MS 2022 Insurance Problem & Toolkit Worksheet.
- Discussion and decision.
- Rick had talked to our insurance company (American Family) as well as State Farm. State Farm doesn’t want HOA business and raised their rates sky high to deter it. He also talked to other associations and found many of them use American Family because they can’t find anywhere else less expensive. He mentioned that the reason for the increase is because the insurance company needed to update the cost of rebuilding to $250/s.f. which brought our new premium up to a 33K premium with coverage of 17M+ (ours was at $148/s.f. with a premium of $17K for 70,350 square feet of units and the premium coverage of 10M+). This brings our policy up to fully insured, where they can then offer their clause of covering extra expense if they’re wrong about the rebuilding price. (Susan followed up with American Family a couple days after the meeting and Danielle mentioned that American Family is the only company to offer that clause, but only if we’re insured for the $250/S.F. Also she doesn’t think the Marshall Fire (1000 homes burned to the ground in a day – Dec.30,2021) will affect our next year’s premium because we’re already at the height of fire risk up here. They were at the low end of risk down there and will probably see a great rate hike.)So bringing the square footage price for rebuilding to current levels is the primary reason for the increase; not fires.
- Susan had an idea of postponing the painting for the remainder of the buildings for 6 months each section. Being that the Brodie buildings are scheduled for the fall of 2022 at a cost of 45K, moving that to the spring of 2023 would greatly increase our cashflow options for the next few years. B&G had earlier decided to use 7-10 year paint for this 5 year paint cycle in order to increase the length of time between paintings resulting in extra income for the number of years over this 5 year cycle and when we paint again, and keep dues level. Susan was trying to take advantage of the some of the future cashflow savings earlier by just shifting the timing of the painting by 6 months. Pete shut this idea down saying legally we can’t take money out of reserves and put into operations without loaning it to ourselves and then paying it back the next year. The “loan” makes the shifting of reserve to operating funds legal.(Susan thinks that would be fine)
- Ronnie had a budgeting idea that wouldn’t require a loan by just changing the amount in some of the existing line items which seemed plausible to all those in B&G as he presented it. Pete moved to accept Ronnies plan, Nan 2nd. Passed.
- EPMFHOA Professional Management – Pamm and Rick
- Review information Rick received from Mountain Golf. HOA management duties (off the record, Susan thinks we should copy this document (with a few changes) and use it for our own description of HOA management duties, should we decide to continue with self management) This is the document the management company for Mountain Gold HOA (to the west of us) uses. They charge approximately $600/month for management.
- Impact to EPMFHOA Board and Committee structure. yes.
- Impact to existing EPMFHOA documents. yes, automated.
- Board vs Homeowner decision.Some of the board feels we need our homeowners workshop with all the HOA owners to go over options for both the 2023 budget dealing with insurance, and possibly hiring a management company. Later in the meeting Rick didn’t think that was necessary as that is the board’s duty. It does give us some reason for the owners workshop, though. It would just need to be prior to the annual meeting instead of after.
- Develop committee to move forward. The initial “potential outside management” committee will consist of Pamm, Yvonne, Pete, Anne, Susan, Lori, Nan and Ronnie. Pamm will organize the first meeting. Susan had looked into what HOA management software costs ($50+/month) and has a demo coming that we can review. At least we would be able to see what kind of software a management company would use, or if it could streamline our self management.
- Old business
- Letter from Board to all homeowners reminder of EPMFHOA short-term rental policy. Pamm recommended that we send this out again. The board is clear that we don’t allow short term rentals and that we will not regulate owners rights to have friends and guests staying in their unit for free. The board also isn’t wanting to take action without proof. Pete moved that Lori and Becky work on figuring out how to determine friends/guests from short-term renters when the owner isn’t present. Ronnie 2nd.Passed.
- Schedule next meeting: tentatively Mar 6, 2022, time to be determined.
- Adjournment: 2:50 pm (at least that’s the time Susan, the secretary, left the meeting to get to work)
Posted in Minutes 2022 by Susan with no comments yet.
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)
- Call to order: 3:01
- Secretary
- 2020-06-14 Board Minutes – add Aaron to the Board meeting.
Rick moved to accept the minutes with the change; Pete 2nd. Passed.
- Finance
- 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, 2021 | As 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.
- 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.
- 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.
- Planning & Practices Team Initial 2021/2022 org chart
Ronnie moved to approve the initial organizational chart, Nipan 2nd. Passed.
- B&G
- B&G Report – Nan/Ronnie
- (I’m still in need of the report in a .docx format)
Pete moved to accept the B&G Report, Arleta 2nd. Passed.
- 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.
- Old business
- Short-term rentals
- 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.
- Schedule next meeting: Sunday Nov. 21,2021 . Location TBD
- Adjournment: 4:25
Posted in Minutes 2021 by Susan 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 Susan 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.
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.
- 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!
- 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 Susan 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
- 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:
- Considering purchase of automatic rain sensing shutoff.
- Multiple sensors.
- Cost approximately $500.
- Carl our landscaper thinks highly of them.
- Deck upgrades – Cost differences.
Completed:
- 1410 – Buehring deck completed.
- Cost came in approximately $1,000 under budget.
- Happy with the work Tom Cousineau.
- Firewise inspection.
- June 15, 2021 11:00 a.m.
- Mike Richardson Estes Park Fire Department representative did a walkthrough.
- All homeowners invited – 8 did.
- Overall property is looking good as far as fire wise, with some recommendations of trimming.
- CJM Services.
- New landscaping service.
- Happy with this service.
- Carl is very approachable, knowledgeable and accommodating.
Future:
- 1421 – Stillman deck.
- Planning to complete rebuild this year.
- Working to get engineer’s design, approval and stamp completed.
- Scheduled for 2022.
- 1456 – Gaddis requests.
- Correct downspout draining issue.
- No grass under pine tree in front of deck.
- Work order(s) required.
- 1443 – Myer requests.
- First – a quieter chimney cap.
- Work Order approved.
- Homeowner paying for all expenses.
- Second – landscaping around north dumpster and drainage pipe.
- Bid came in at $970.
- Myers have agreed to pay half.
- B&G to discuss and determine if we have funds to pay the other half.
- First – a quieter chimney cap.
- 1454 – Beatty/Crone electrical plug.
- Move electrical plug under water meters.
- Currently when big snows occur, the plug get covered causing garage fuses to trip.
- 1454 – Beatty/Crone deck replacement
- Work Order sent to B&G team.
- Decking in bad shape, including boards popped up.
- Unknown structural support damage.
- Paint peeling off in sheets.
- 1438 – Radzevich/Karmacharya master bath skylight leaking.
- Aaron to call Gordon requesting inspection and remediation.
- May be a flashing issue – we have one year left on our warranty.
- Painting off golf course units.
- Randy submitted cost – approximately $25,000.
- Bid includes decks.
- Small amount of siding to be replaced.
- Will be done August/September timeframe.
- Garage door replacements.
- B&G is available to advise any homeowner regarding garage door repair or replacement.
- Like all window and door replacements are at homeowner request with B&G approval.
- Provide MFHOA Responsibilities – Things To Do / Not To Do to homeowners twice a year.
- 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.
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.
- 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
- Parking issues
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 Susan 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
- Call to order 2:30
- Carol has sold her condo and will be closing May 1
- Carol has been an invaluable member of the HOA and will be missed
- Discuss replacement of Carol on the Board
- Carol has sold her condo and will be closing May 1
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
- Grounds Maintenance
- 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.
- 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.
- 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
- Exterior Projects
- The deck at 1410(Linda Buehring) is scheduled to be replaced in 2021.
- The budgeted amount is $4,000.00.
- 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.
- 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.
- The budgeted amount for the siding is $8,000.00.
- Tom Cousineau has been contacted. We are waiting on a bid from him.
- 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.
- The deck at 1410(Linda Buehring) is scheduled to be replaced in 2021.
- Budget
- 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.
- Organizational Issues
- Operations Director
- B&G voted unanimously to ask that no one be appointed to that position.
- If we are required by law to fill the position, Nan would be the appropriate person because she chairs B&G.
- Appointment of Pamm to B&G
- 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.
- Operations Director
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
- Discuss options for Operations Director
- Matthew Circle Repaving not scheduled for 2021
- 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.
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, 2021 | As 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 Susan 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 31,2020 | As 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 Susan with no comments yet.