Board Meeting 9/15/19
EPMFHOA Board Meeting
Sept 15,2019 5:00pm
Jordan’s 1433
Attendees: Rick & Claudia Jordan, Susan Novy, Colleen LaRue, Diane Yoblin, Aaron Voberil, Kathy Beatty, Elen Crone, Carol Prince, Pete & Linda Hogue, Arleta Bell, Anne Poznic, Nan Belknap
By phone: Ronnie LaRue
Minutes: Annual Meeting Minutes approved. Board Meeting Aug 11, 2019 approved.
Owners Workshop Report: Pete made a few changes to the notes of the Owner’s Workshop (corrected)
Linda moved we approve the notes with changes, Anne seconded. Passed.
Treasurer’s Report:
FINANCIALS
August financials will be available on the website later this week.
MONTHLY ASSESSMENTS
We are in very good shape. We have one owner who has not paid their September assessment. They have been contacted by email and we expect their payment before the end of the month.
The Finance Committee has decided to change accounting software from QuickBooks Desktop to QuickBooks Online. (With better segregation of duties between the Finance Committee Chairperson, Treasurer and Financial Secretary there is the need for a 3rd QuickBooks license.)
Benefits:
1) “One” set of books, eliminating the possibility of multiple versions
2) Immediate access to information for 5 licenses, 2 of which will be “read only” (instead of 3 on Desktop)
3) Backup in the cloud (in addition to multiple pc’s and external hard drives backups)
Costs:
- $755 per year. This is $55 more that QB Desktop with 3 users which costs $700 annually.
PROPOSAL FOR CHANGE IN BANK and ADDITION OF CREDIT CARD AND INVESTMENT ACCOUNT
The Finance Committee has done quite a bit of research on banking options, as well as researching Board questions on the addition of a credit card and investment account. This proposal will be addressed as a Board Agenda item.
SHOW US THE MONEY!
As of September 11th, our cash on hand is:
- Checking
Account
$40,460.00
- Reserve Savings $13,752.71
- Regular Savings $7,656.32
TOTAL: $61,869.03
Respectfully submitted,
Anne Poznic
Treasurer
Linda moved to approve the treasurer’s report. Arleta seconded. Passed.
Anne would like to change banks to Bank of Colorado as they have free business checking/savings accounts. We need one signature for checks under $500.00 and two signatures above $500.00
Nan moved to accept the proposal to change banks, Carol seconded. Passed.
The Finance Team would like to acquire a credit card for larger purchases that individuals on buildings and grounds or Finance teams may need to use. There would be 2 cardholders with 2 different cards, billed to the HOA.
Carol moved to accept the proposal for credit cards, Linda seconded. Passed.
Linda moved to have the two teams, finance and buildings & grounds, finalize the business process to be forwarded to the board for the board’s approval. Nan seconded. Passed.
Anne would like to put our reserve monies into an investment fund. She likes Fidelity Investments because they have no cost CD’s and money market accounts with a decent rate.
Arleta moved to move forward with the investment funds with Fidelity Investments; Carol seconded. Passed.
Buildings & Grounds Report:
Carol went over the B&G Report.
Pete commented that he thinks these are very well documented reports.
Anne moved to accept the B&G report, Linda seconded. Passed.
Long Range Planning Report:
Architectural Guidelines Report: The guidelines were sent to all the owners, it was discussed at the Owners Workshop, changes were made, and it is ready to be put onto the website.
Carol moved to approve the Architectural Guidelines, Nan seconded. Passed.
Old Business:
Liability Insurance Questions: Susan, Arleta, Rick and John are still working towards finding out who is liable for injury on limited common elements. Should a pizza delivery person slip and hurt themselves on your driveway and wants to sue, who’s liable? That’s the question we’re trying to answer. Our insurance agent has told Susan that it’s the homeowner’s liability. We’re under the understanding that it’s always been the HOA’s liability. Our agent didn’t have the policy in front of her and Susan didn’t have the Declarations in front of her. So we’re still working on it.
Note: Subsequent correspondence has clarified that the HOA and most individual homeowner’s insurances both carry liability for the limited common elements (driveways, decks, entry patios and entrance walkways). Consequently, both the HOA and individual homeowner have joint responsibility for the safety of the limited common elements. The insurance companies will figure out whose insurance will pay according to what the problem was. Typically, the homeowner is responsible if the problem is topical, i.e. personal items left out that someone trips over; or the HOA, if the problem is structural or scheduled maintenance related; i.e. problem is due to lack of painting the deck when doing the building or not plowing over 4” of snow. The HOA hasn’t typically shoveled walkways or decks. There are gray areas; so it’s best to be pro-active about the safety issues on your limited common elements, as the HOA isn’t considered to be liable for everything concerning those according to the insurance companies. It’s however they interpret our Declarations, Bylaws and Rules & Reg’s.
There will be more discussion on this.
Adjourned: 6:00
Posted in Minutes 2019 by Susan with no comments yet.
Sept 15 Board Meeting
EPMFHOA Board Meeting
Sept 15,2019 5:00pm
Jordan’s 1433
Attendees: Rick & Claudia Jordan, Susan Novy, Colleen LaRue, Diane Yoblin, Aaron Voberil, Kathy Beatty, Elen Crone, Carol Prince, Pete & Linda Hogue, Arleta Bell, Anne Poznic, Nan Belknap
By phone: Ronnie LaRue
Minutes: Annual Meeting Minutes approved. Board Meeting Aug 11, 2019 approved.
Owners Workshop Report: Pete made a few changes to the notes of the Owner’s Workshop (corrected)
Linda moved we approve the notes with changes, Anne seconded. Passed.
Treasurer’s Report:
FINANCIALS
August financials will be available on the website later this week.
MONTHLY ASSESSMENTS
We are in very good shape. We have one owner who has not paid their September assessment. They have been contacted by email and we expect their payment before the end of the month.
The Finance Committee has decided to change accounting software from QuickBooks Desktop to QuickBooks Online. (With better segregation of duties between the Finance Committee Chairperson, Treasurer and Financial Secretary there is the need for a 3rd QuickBooks license.)
Benefits:
1) “One” set of books, eliminating the possibility of multiple versions
2) Immediate access to information for 5 licenses, 2 of which will be “read only” (instead of 3 on Desktop)
3) Backup in the cloud (in addition to multiple pc’s and external hard drives backups)
Costs:
- $755 per year. This is $55 more that QB Desktop with 3 users which costs $700 annually.
PROPOSAL FOR CHANGE IN BANK and ADDITION OF CREDIT CARD AND INVESTMENT ACCOUNT
The Finance Committee has done quite a bit of research on banking options, as well as researching Board questions on the addition of a credit card and investment account. This proposal will be addressed as a Board Agenda item.
SHOW US THE MONEY!
As of September 11th, our cash on hand is:
- Checking
Account
$40,460.00
- Reserve Savings $13,752.71
- Regular Savings $7,656.32
TOTAL: $61,869.03
Anne Poznic
Treasurer
Linda moved to approve the treasurer’s report. Arleta seconded. Passed.
Anne would like to change banks to Bank of Colorado as they have free business checking/savings accounts. We need one signature for checks under $500.00 and two signatures above $500.00
Nan moved to accept the proposal to change banks, Carol seconded. Passed.
The Finance Team would like to acquire a credit card for larger purchases that individuals on buildings and grounds or Finance teams may need to use. There would be 2 cardholders with 2 different cards, billed to the HOA.
Carol moved to accept the proposal for credit cards, Linda seconded. Passed.
Linda moved to have the two teams, finance and buildings & grounds, finalize the business process to be forwarded to the board for the board’s approval. Nan seconded. Passed.
Anne would like to put our reserve monies into an investment fund. She likes Fidelity Investments because they have no cost CD’s and money market accounts with a decent rate.
Arleta moved to move forward with the investment funds with Fidelity Investments; Carol seconded. Passed.
Buildings & Grounds Report:
Carol went over the B&G Report.
Pete commented that he thinks these are very well documented reports.
Anne moved to accept the B&G report, Linda seconded. Passed.
Long Range Planning Report:
Architectural Guidelines Report: The guidelines were sent to all the owners, it was discussed at the Owners Workshop, changes were made, and it is ready to be put onto the website.
Carol moved to approve the Architectural Guidelines, Nan seconded. Passed.
Old Business:
Liability Insurance Questions: Susan, Arleta, Rick and John are still working towards finding out who is liable for injury on limited common elements. Should a pizza delivery person slip and hurt themselves on your driveway and wants to sue, who’s liable? That’s the question we’re trying to answer. Our insurance agent has told Susan that it’s the homeowner’s liability. We’re under the understanding that it’s always been the HOA’s liability. Our agent didn’t have the policy in front of her and Susan didn’t have the Declarations in front of her. So we’re still working on it.
Note: Subsequent correspondence has clarified that the HOA and most individual homeowner’s insurances both carry liability for the limited common elements (driveways, decks, entry patios and entrance walkways). Consequently, both the HOA and individual homeowner have joint responsibility for the safety of the limited common elements. The insurance companies will figure out whose insurance will pay according to what the problem was. Typically, the homeowner is responsible if the problem is topical, i.e. personal items left out that someone trips over; or the HOA, if the problem is structural or scheduled maintenance related; i.e. problem is due to lack of painting the deck when doing the building or not plowing over 4” of snow. The HOA hasn’t typically shoveled walkways or decks. There are gray areas; so it’s best to be pro-active about the safety issues on your limited common elements, as the HOA isn’t considered to be liable for everything concerning those according to the insurance companies. It’s however they interpret our Declarations, Bylaws and Rules & Reg’s.
There will be more discussion on this.
Adjourned: 6:00
Posted in Minutes 2019 by Susan with no comments yet.
Annual Meeting 8/11/2019
EPMFHOA Annual Meeting
August 11, 2019 2:00pm
Estes Valley Community Center Classroom
Dailin number: 712-832-8330 Code: 5472727
Introductions of Attendees: Rick & Claudia Jordan, Pete & Linda Hogue, Susan Novy, Kathy Beatty & Elen Crone, John Gaddis, Carol Prince, Ronnie & Colleen LaRue, Steve & Anne Poznic, Nan Belknap, Pamm Haglund, Gary Dougherty, Julia Walsh, Nipan Karmacharya, Diane Yoblin, Linda Buehring, Arleta Bell
Proxies: Aaron Voboril, R. Kevin Preston & Deborah C. Kinney, Joan Baker, Molly Brown, Tim Dawson
QUORUM MET : 21 of the 30 owned units represented
Approval of minutes from 2018 Annual Meeting
John moved that we accept the minutes, Linda seconded. Passed.
Year Review:
Presidents Report: Rick Jordan
We now have 2/3 of the units as year-round residents. Our buildings were constructed between 1984-1994. Some were constructed in the intervening years. Our buildings are from 25-35 years old. We have many repairs that are needing to be taken care of.
We need to have an insurance review to make sure we understand who is liable for what. Susan met with Danielle Arnold, our American Family insurance agent. Danielle told Susan that the HOA’s insurance would not cover liability on a condo’s limited common elements of the deck, driveway or walk. Currently we are functioning with the understanding that all the buildings and grounds including decks and driveways (limited common elements) are to be treated as common elements for maintenance purposes. Our HOA insurance only covers fire, wind and hail for everything. Arleta Bell and Susan will meet with Danielle again to discuss this further.
Finance: Kathy Beatty
Kathy is stepping down as Treasurer, and will take over as finance secretary. Our expenses have gone up at least 10% overall.
Buildings & Grounds: Carol Prince
We have decks and many other projects to do. We’re keeping safety first as a priority. We are going to be taking a good look at foundations to make sure they are in good shape. Painting will be upgraded with better paint and better prep work. Driveway sealing will be done next year. The crack sealing was just recently done. We’re happy with our lawn care company. They’ve done great work with the sprinklers. We still would like better dumpsters with easier lids.
Business Practices: John Gaddis
The committee has been rather inert this year. Our declarations were instigated in 1989. Some are outdated or we may not being kept in compliance with. Our Bylaws are just as old. The HOAs that are this old have typically updated their documents. There’s a committee that anyone can join that is reviewing the HOA Declarations, By-Laws, and Rules documents to ensure that the HOA is properly following their requirements, If there are changes proposed to the Declarations, 75% of the owners would need to approve these changes. Any research volunteers are welcome. Contact John Gaddis.
Community Activities: Gary Dougherty
We’re having a potluck after the owners workshop on Sunday Aug. 25.
There will be a one day garage sale on Sat. Aug. 24 with a private sale for the HOA on Friday night
Long Range Planning: Claudia Jordan
The committee has worked on a draft of architectural guidelines. That draft has been emailed to everyone and will be discussed at the owners workshop.
They have been looking at ways to have people access the website more and whether anyone has suggestions or need for easier navigation or presentation of material.
As the property gets older, we’re trying to keep the costs smarter, such as paint that lasts longer, etc.
Finance Committee: Pete Hogue
The Assessment Summary was reviewed. We have 2 components: the reserve and the operational. With the roofs and decks that recently have been replaced, we have got ourselves in an operational financial hole. Half of the $20 increase in 2020 will go towards getting our reserves in better shape and half will go towards increasing our operational component. Increases projected for 2021 (+$21) and 2022 (+$9) will be reviewed again in 2020 to make sure the amount is correct.
The budget was reviewed. The operating plan subtotals show that we have had a very small increase for operations expenses over the last couple of years due to good management of the expenses.
We have adopted deficit budgets for the past several years due to challenges in both our operational costs and our reserve costs. With the approval of the current multi-year assessment plan and the 2020 budget we now have a positive year end 2020 projected net result of $1,500.
Arleta moved to accept the 2020 budget, Gary 2nd. Passed
Gary moved to accept the assessment summary, Linda 2nd. Passed.
John moved to accept the slate for the board, Gary 2nd. Passed.
Other Business:
John asked about the Brodie project and what it will look like in the end. Rick heard that we will have a retaining wall along our side of the road. We hear it will be completed by end of Sept or Oct.
Adjourn: 3:12
Posted in Minutes 2019 by Susan with no comments yet.
Buildings & Grounds Reports
This section of the website was started in 2019 and includes the B&G reports that have been approved by the board.
2019:
Sept 15 Board Meeting B&G Report This report includes repair and maintenance on: Decks 1422, 1434; Foundations 1438,1440,1442; Driveways 1454, 1410; Gutters 1449, Siding 1454, 1440; and painting, lawn care and snow contracts.
………………………………………..
Nov 11 Board Meeting B&G Report This report includes
Posted in Minutes 2016 by Susan with no comments yet.
June 12,2019 Board Meeting
EPMFHOA Board Meeting
6/12/19
John Gaddis’s @ 7:00 pm
Attendees: John & Sally Gaddis, Susan Novy, Rick & Claudia Jordan, Pete & Linda Hogue, Carol Prince, Colleen LaRue, Anne Poznic, Kathy Beatty
By phone: Elen Crone, Ronnie LaRue
Call to Order:
President’s Report:
Info from the Town of Estes Park:
Brodie Avenue improvements begin this month
The Brodie Avenue improvements project is scheduled for construction beginning the week of June 17. Construction on the segment of Brodie Avenue west of the Larimer County building entrance is scheduled to be complete prior to the school year beginning, to accommodate traffic at the Estes Park schools campus. Total project completion is expected by the end of September, weather permitting. Construction activity will require the closure of Brodie Avenue to through traffic; alternate routes will be required throughout the project. Local traffic, residential and business, will be accommodated.
The improvements include construction of a 10-foot wide multi-use trail as well as roadway, traffic, parking and drainage improvements along Brodie Avenue. The Town was awarded a Colorado Department of Transportation (CDOT) Safe Routes to School grant for the trail construction. For more information about this project, please visit www.estes.org/brodieavenue, call 970-577-3587 or email publicworks@estes.org.
Estes Transit (Free Shuttles) to begin daily service June 22
On Saturday, June 22, Estes Transit will begin daily service to 55 stops throughout Estes Park. This year will mark Estes Transit’s fourteenth year in operation. In 2018, the free shuttles carried 82,096 riders to a variety of destinations, including lodging locations, the Estes Park Visitor Center, downtown district, local parks and the Events Complex Park-n-Ride.
Several updates were made to shuttle stop locations and service routes in 2019 in an effort to improve the frequency of service, safety of stop locations for both drivers and riders, and to provide improved connection to additional neighborhoods within Town limits. Read the entire article.
Secretary Report: minutes for last meeting will be postponed for approval until next meeting.
Treasurer’s Report 6/12/19:
FINANCIALS
May financials are available on the website.
MONTHLY ASSESSMENTS
We have two owners who have underpaid by $10.00 each. One has let us know that he will correct this with his next check. The other continues to ignore our requests and is not responding to email. We have another owner who has overpaid by $5.00 (this is not the same owner as in previous months), who has also not responded to an email asking how they would like us to handle this overpayment.
SHOW US THE MONEY!
As of June 11th, our cash on hand in bank accounts is:
- Checking account $52,604.09
- Reserve Savings $13,752.38
- Regular Savings $7,656.26
TOTAL: $74,012.73
These figures do not include any checks or deposits which have not cleared the bank.
Respectfully submitted,
Kathy Beatty
Treasurer
Kathy would like to impress on everyone to pay the correct amount on your dues on time. It creates more problems with bookkeeping than what you would guess. Remember we’re all volunteers.
Finance Committee Report: Finance Team meeting will be next Friday to discuss use of Dropbox and Quickbooks status, investing of Reserve funds research status and Budget planning update.
Buildings & Grounds Report: Carol Prince
Linda moved to approve a concrete driveway per engineer’s report, research and recommendation on Kathy Beatty’s driveway due to safety issues with ice. John Seconded. Approved.
Carol will be sending out a newsletter to expand on this report and let us know the direction B&G would like to move in the future. This will be a topic at the Owner’s Meeting in August for more discussion. There is great concern about the price many of these repairs/replacements will cost. The estimates in the B&G Report are being used for planning purposes. No board action has been taken after reviewing the upcoming maintenance, except for the safety issue driveway above.
Business Practices Report :
Pete went over the timeline for HOA meetings
July 21, 2019 : Board Meeting at the Hogues @5:00
Aug. 11, 2019: Annual Meeting 1-4:00 hopefully at the new Community Center
Followed by a board meeting.
Aug.25, 2019: Owner’s Workshop 3:00-whenever at the Hogue’s, followed by a Potluck.
Old Business:
HOA Documents Study Group: we’re having a study group that all are welcome to come to go over the Declarations, ByLaws, and Rules & Regulations to determine if we’re compliant and if we need to update.
New Business:
HOA Garage Sale: August 23-24. Approved.
More participants for the Board and committees needed. Please contact Rick Jordan 970-480-5048 or rjordan@minnmicro.com to discuss how you can help out.
Adjourned: 9:30pm
Posted in Minutes 2019 by Susan with no comments yet.
May 19,2019 Board Meeting Minutes
4:30pm at the Jordan’s 1433
Attendees: Rick & Claudia Jordan, Susan Novy, Elen Crone, John Gaddis, Kathy Beatty, Carol Prince, Nan Belkamp
By phone: Pete & Linda Hogue
Call to Order: 4:30
President’s Report:
Secretary’s Report: as the webmaster, I will be adding a section on the right sidebar for committees. These will be for board approved reports, for easier access for those knowing what report they’re looking for, but not knowing which board meeting minutes it might be in. Remember, if you’re wanting to print out a singular board minutes, without getting the whole year, click on the blue heading and it will reappear as a single minutes for printing.
The technology group will discuss which categories will be private to the HOA and what is public; and the implementation of it.
Jan 26, 2019 Minutes: Kathy Beatty moved to accept the minutes. Linda seconded. Approved.
Email board approval of the Brodie decks angled support decision: John moved that we approve this to the minutes, Kathy Beatty seconded. Approved.
Treasurer’s Report:
MFHOA Treasurer’s Report – May 19, 2019
FINANCIALS
April financials are available on the website.
In answer to Ronnie’s inquiry about the state of the Roof Reserve: As of April 30th and as shown on the April financials, we have a total of $3,298.51 in the Roof Reserve Equity account, as shown on the April Balance sheet. In addition, we have allocated a total of $7,209.00 to the Assess-Roof Reserve account, as shown in the YTD column in the April P&L Budget Performance sheet. We have had one Roof Reserve Expense so far this year (an old roof repair bill from Kirsch Painting), in the amount of $1,200.00 spent in January, giving us a grand total of $9,307.51 in Roof Reserves monies, as of April 30, 2019.
NEWS
I will not be running for re-election to the Board – which means I will also not be serving as Treasurer in the coming year. I’m giving you notice now so that you will have some time to recruit a new Treasurer. I will be happy to assist in the transition as needed.
SHOW US THE MONEY!
As of May 17th, our cash on hand in bank accounts is:
- Checking account $71,537.81
- Reserve Savings $13,752.27
- Regular Savings $7,656.20
TOTAL: $92,946.28
These figures do not include any checks or deposits which have not cleared the bank.
Respectfully submitted,
Kathy Beatty
Treasurer
John Gaddis moved to approve the treasurer’s report, Susan Novy seconded. Approved.
Committee Reports:
B&G Report: Carol Prince
| Project |
| Decks |
| Jordan deck: completed LaRue deck: completed Brown deck: getting estimates Foundation Preservation Sprinkler relocation: June-will test system out with Jed, Solid Grounds Regrading Stone barriers 1438 and 1440 basement realignment Driveways 1454 Beatty/Crone: David Bangs for formulate a couple of scenarios for appropriate drainage 1. David Bangs to survey and provide options(s) 2. Get estimates for the selected drainage method – concrete driveway 3. Implement prior to October 2019 so concrete can settle in before the ground expands and contracts due to temp differences. 1410 : Buhering = possible repatching Seal Coat option: we will inspect driveways Gutter Repairs 1. Finalize list of all needed repairs . – completed Meeting with vendor in early June to address checklist of issues 2. List all drainage issues we need to fix before Oct 2019 Identify most needed safety issues – ice 3. Decide best method for mitigation 4. Get estimate(s) 5. Mitigate drainage issues 6. Gutter/Leo will restore gutter over entry to 1447. Amfam will be billed. Painting 1440 Arleta Bell: ceiling damage will be repaired this weekend. Bill will be sent to Majestic Roofing. Majestic is aware of the problem which occurred due to chimney flashing issues Roofing 1447 entry roof: installed =Amfam responsible for cost 1451: Majestic Roofing repaired the four holes caused by the DISH problem at their cost 1440 Flashing: repaired by Majestic Roofing at no cost to us – their mistake Lawn / sprinkler maintenance GOAL: to reduce watering and mowing footprint to save $$, conserve water and produce natural area for birds, bees and winter feeding Met with Jed and Darren. Good information on natural area creations Rabbits have contributed to many bare spots Jed is to come up with a plan for our Natural Area’s possible expansion. CSU Extension: Need to invite CSU Ext person to visit and give us in June to give us some ideas. some rabbit and deer proof plants, which ones would could we choose from; How to use plants within a natural area to make it a better area for birds, but also a more attractive area. ID any dead bushes Potentilla : Trimming our Potentilla will happen the fall. This will save our current bushes. Solid Grounds Lawn Contract: Have done their first mowing. Rocks under trees: we will be moving misc rock to underneath some evergreen trees to improve our overall appearance. Siding: B&G will be scheduling the sales person for the two likely siding forms. I have the samples. Both companies give installation classes. Michael Ferrante indicated he might be interested in sending some of his workers to a class Retaining Wall along Brodie Units: Still need Estimate |
Kathy motioned to approved the report as presented. John Gaddis seconded. Approved.
Snow Removal review: We had a new vendor this year due to the old vendor not being able to get here in the morning. The new vendor had personal emergency issues and sublet the contract to Michael Ferrante, who did a great job! He will do it next year.
Old Business:
Review of HOA Documents: John Gaddis told us that the declarations are the most important document is the declarations. Everything else is supportive of that document and can’t contradict that document. John moved that Rick create a study group for the declarations and the supportive documents. Kathy seconded. Approved. If you’re interested in the study group, let Rick know.
New Business:
John’s “big” items to consider:
- Revising and updating the HOA operative documents
- Figuring out how to fund the renovation projects (decks)
- Figuring out if we can stay with an all-volunteer entity or move to a professional management company
- Communications
- Reviewing the HOA insurance coverage
- Getting more owners involved in the management of the HOA
- Determining if we have issues with renting condos vs. owning
- Others?
Adjourned
Posted in Minutes 2019 by Susan with no comments yet.
Minutes 1/26/19
EPMFHOA 2019 Board Meeting
1/26/19
4:30 at Rick’s 1433
Attendees: Susan Novy, Carol Prince, Rick & Claudia Jordan, Kathy Beatty, Elen Crone, Sherry Reilly, Dave & Ann Poznic, Nan Belkamp, Diane Yoblin
By phone: Pete & Linda Hogue
Call to Order: 4:30
Approval of minutes from 10/21/18: Linda moves to accept minutes, Kathy 2nds. Passed.
Email Vote on 3K moving from the projects reserve to the paint reserve and that we close out the roof replacement project by moving the remaining $625.26 to the roof reserve account. The project finances are fully complete. This vote was unanimously approved by the board
Treasurer’s Report:
FINANCIALS
December 2018 year-end financials are available on the website.
MONTHLY ASSESSMENTS
The owner who is on a payment plan paid her December assessments in January, but has not paid for January yet.
We have had 18 owners pay annually this year, the highest percentage of owners since I have been on the Board (since 2015). One owner paid quarterly.
BAD NEWS
We ended 2018 in a poor cash situation. Pete will be discussing this later in his Finance Team report, and see the figures below.
GOOD NEWS
Please welcome Nan Belknap to the Finance Team. Thank you, Nan, for volunteering!
The Finance Team (especially Anne, Nan, and Carol from B&G) is working with B & G on adding “projects” and “project estimates” to the Quickbooks database to help B & G better manage the larger repair and replacement type reserve expenses.
SHOW US THE MONEY!
As of today (01/24/2018), our cash on hand in bank accounts is:
• Checking account $80,430.73
• Reserve Savings $13,751.87
• Regular Savings $7,655.97
Total $101,838.57
These figures do not include any checks or deposits which have not cleared the bank. We expect the month-end checking account to be approximately $6,500.00 less, taking our total cash on hand to about $95,000.00. For comparison, we had a total of $163,140.38 at month-end in January last year.
NEW BUSINESS
The Finance Team will be looking into the pros and cons for investing some of our Reserve Fund monies into CDs so that we get a better return. Thank you, Ronnie LaRue, for doing some of the initial investigation on this.
Respectfully submitted,
Kathy Beatty
Treasurer
Linda moves to approve the treasurer’s report, Susan 2nds. Passed.
Reserve Fund: the finance team revised the 2019 approved reserve account from the 2018 annual meeting. The bottom line is the same, but some of the line items have changed to due the current buildings & grounds projects. Kathy moved to accept the revision, Rick 2nd, Passed.
The 2019 Budget: the finance team revised it once they had the 2018 year-end actual budget. Kathy moved to approve the revised 2019 budget, Linda 2nd. Passed.
2019 Expense Authorities Documentation: This report documents who is responsible to whom for expenses. Linda moved to accept the documentation, Kathy 2nd. Passed. There was discussion as to where this type of board procedural documentation should be saved. One option is the Policies and Procedures documentation. The decision was deferred until later. Just don’t loose it!
Buildings & Grounds Reports:
Property Asset Manager: Linda moved that Carol Prince be approved as Property Asset Manager for 2019 and on, Kathy 2nd. Passed.
Carol would like handle business on a contract manner, with contractors having a business license, worker’s comp and a W-9.
Dodson Deck: Carol came in half way on this project. One of the difficulties with the project was the quote was only for the HOA portion instead the entire project. So we were not given all the information. The deck is now officially done.
Brown, Jordan, and LaRue’s decks: the structure of the decks are delaminating and rotting. Carol is getting an engineer to look at this.
Unit 1447 fire: we have a contractor meeting with the insurance adjuster. The bids have come in a little higher than the initial 9K the insurance adjuster came up with. The adjuster said when we decide on the final bid, they will work with us.
Dumpsters: we removed the locks and put a laminated sign stating for HOA use only. We only seem to need one pick up on Tuesdays in the winter.
Work Order Form: Buildings & Grounds will update the form and submit the revision to the board.
B&G 2019 priorities: As presented by Carol Prince
Proposed Mountain Fairways HOA projects 2019
Note: These projects are the results of several rounds of visiting our condos,
1 At least three site visits to each condo
2 Taking notes on all condo repairs/maintenance issues
3 Taking notes on all grounds/drainage repairs / maintenance issues
4 Meeting several times to review our findings and identify “safety first” projects
5 Safety First projects shall be done first
Safety First Projects include
Decks
1 1433: Replace infrastructure of back deck:
Deteriorated infrastructure made this desk the first candidate. When the decks of 1443 and 1441 were
replaced this past summer, we faced the real condition some of these decks were in.
ALL of the Brodie decks were then scrutinized and second opinions were solicited.
Engineer David Bangs, PE, as well experienced builder Michael Ferrante have provided their
professional opinions. We need to replace the infrastructure this year.
After careful scrutiny this deck, along with the 1435 deck, became the first of our safety first replacement
projects.
2 1435: Replace infrastructure of back deck:
Along with the 1443 deck, this deck is recommended for infrastructure replacement.
The aging trusses have severely deteriorated. As in the case of 1433, and consistent with the advice
of our Engineer and Builder, we have made this at the top of our Safety first replacment projects.
3 1422: Replace back deck as originally build:
This deck has a compromised infrastructure, railings and decking. It is a small deck and will be
quickly and easily replaced at the same time the Brodie decks are being upgraded.
It too has been carefully evaluated and becomes our second “Safety First Replacement Priojects”
4 There will be others which need some decking work done, replacing deck boards as necessary.
We have not identified any as yet but we will need to visit decks when there is no snow.
Most other railings are doing fairly well to very well. We will treat safety
This year we are NOT seeking to replace anything unless it rises to a level of NEED, SAFETY.
Foundations
1438: Bulging back foundation
Bulging foundations are a critical warning sign. We are paying attention. We will be fixing this foundation
on the south side. Aaron has offered to do this project in the same fashion that he rectified his own bulging
foundation.
Along with the plan, we also have to address the cause of this problem. It is moisture.
We will be moving the sprinkler system out from the foundation, creating a drainage/stone area in the
drainage and monitoring this area and the foundation for further external water incursion.
Create drainage and move sprinklers
1440: Bulging back foundation
This wooden foundation has the same problem from external water incursion as 1438. It needs our
immediate attention.
Aaron has offered to head this project up along with 1438.
To resolve the external moisture incursion we will be creating the appropriate drainage away from the
foundation, moving sprinklers out from the foundation and filling the drainage area with 2″ stone.
Foundation Preservation Projects
In the Spring (April) we will ascertain which crawl spaces are effected by excessive moisture
1453: Moisture in basement corner has been reported. Armed with a hygrometer, several of us will be
visiting all suspect/reported crawl spaces.
External water incursion is the likely culprit in this case and we will need to reform the burm in the back of
this unit so that drainage is AWAY from the foundation instead of into it.
1444: Water in crawl space reported. There is aparent external water incursion in this crawl space.
We will explore the crawl space, identify the area(s) effected and mitigate the drainage issue(s).
Again, if YOU have any crawl space moisture issues, created by an external water incursion, PLEASE
email / call us and we will consider your crawl space a first priority along with the above projects.
New Business:
The board was to review the legal documents of the HOA for discussion. This was moved to the next board meeting. The board meeting date and place have not been determined.
Adjourned: 6:05
Posted in Minutes 2019 by Susan with no comments yet.
2018 Board Meeting Minutes Oct 21
EPMFHOA Board Meeting
Oct. 21, 2018
4:00pm
Attendees: Susan Novy, Rick & Claudia Jordan, Nan Belknap, Kathy Beatty, Elen Crone, Arleta Bell, John Gaddis
By phone: Pete & Linda Hogue
Call to Order: 4:06
Secretary’s Report:
John moved to accept the 9/30/18 minutes as on the website, Kathy 2nd. Passed.
Susan requested that part of the job description of the new PAM be to write a written B&G report to be included in the minutes of the board meetings, similar to what Kathy puts together for the treasurer’s report. Something that’s complete enough to give the board enough information to make decisions on, including listings of all workorders by unit and their progress.
Treasurer’s Report:
FINANCIALS
September financials are available on the website. Thank you, Pete and Anne for all the work you did to figure out and enter the several difficult adjustments needed to close out the month
MONTHLY ASSESSMENTS
The owner who is on a payment plan was once again very late with the September payment, and is late on the October payment as well.
I sent out emails (snail mails to those without email) to all owners notifying us of 1) the $10.00 per month previously planned increase in assessments, and 2) including details of how much will be billed if an owner takes advantage of the 2% annual payment discount. You should all have received the email by now.
BAD NEWS
All these expenses were approved by the board, however, we had a cash flow problem this month due to high reserve expenses this year. Specifically, the bill to Village Maintenance for painting was $19,074.00, and we didn’t have enough in the checking account to cover it. To make sure we cover it and have enough cash on hand for the rest of the year, after consulting with the Finance Team I transferred $30,000.00 from Reserve Savings to the Operating Checking account. If this should prove insufficient to cover expenses for the rest of the year, our fallback is to send out 2019 invoices early and request those who are willing to pay early. Should this need arise, the Board may need to make quick decision and do an email vote to handle the situation. At this time we are not anticipating the need for this, but it is important to keep our options open.
GOOD NEWS
It is important to understand that we are not in trouble financially because of this cash flow issue. The $30,000.00 we transferred from the Reserve Savings account was money paid out of the Operating account for Reserve account spending. We will fully resolve this when we do our normal year-end Reserve/Operating accounting.
SHOW US THE MONEY!
As of today (10/19/2018), our cash on hand in bank accounts is:
• Checking account $49,718.09
• Reserve Savings $917.40
• Regular Savings $7,655.79
These figures reflect the $30,000.00 transferred from Reserve Savings to Operating Checking on Oct. 17th.
These figures do not include any checks or deposits which have not cleared the bank, including the $19,074.00 payment to Village Maintenance for painting. Coming up we also have the Upper Thomson Sanitation bill of $4,424.12, which will be withdrawn from the checking account automatically on Oct. 23rd.
Respectfully submitted,
Kathy Beatty
Treasurer
John moved to accept the Treasurer’s Report. Kathy 2nd. Passed.
B & G Report:
Carol Prince has agreed to head the building & grounds committee as the property asset manager. John moved that we hire Carol as the PAM at $500/mo. through the end of the year and then determine her contractor status by the 1st of the year. Kathy 2nd. Passed.
Deck Status: We don’t know much about the Dodson’s deck progress. We know we have the permits from the city and the sewer approval. Jordan’s deck will be next. They would like to pay for it themselves this year and be reimbursed by the HOA next year, in order to get it done this year.
Drainage: B&G did a walk around to determine which units have drainage going towards the building vs away from the building and the state of the sprinkler heads. A report will be made prioritizing which ones need immediate attention and which we can just whittle away at as we can.
Windows: We expect that Aaron sent a letter to the owners whose windows needs replacing stating when he thinks the replacement needs to happen by.
Old Business:
We looked at a document that Pete devised about clarifying the decision-making responsibilities of the board vs owners. We felt that it needed some amendments. John moved that we table any decision on it now, Kathy 2nd. Passed.
We reviewed a portion of the Declarations regarding how owners receive the financial reports of the board. We may need to modernize how it’s stated, since we currently do so much via email and on the website.
John would like all the board members to commit to read the declarations and bylaws by the next meeting.
New Business:
1447 rental agreement was reviewed. John moved that we accept the lease agreement provided there really is only one car and 2 people. Kathy 2nd. Passed. We are concerned about the driveway being shoveled if they leave the car in the driveway, as there has been more than one vehicle there never in the garage.
Dumpster Locks: Kathy looked into locks. She bought a couple for us to look at and see if we could open them. We’re still undecided on what to do long term. Linda moved that we try the locks for a month and get feedback as to what you think. John 2nd. Passed. The combo is: R0CKY. (that’s a zero in there)
Adjourned: 5:30
Respectfully Submitted,
Susan Novy- sec.
Posted in minutes 2018 by Susan with no comments yet.
2018 Board Meeting Minutes Sept 30
EPMFHOA Board Meeting
9/30/18 @ 3:00
(pending approval)
Attendees: Rick & Claudia Jordan, Susan Novy, Aaron Voboril, Steve & Anne Poznic, Pete & Linda Hogue, Diane Yoblin, Nan Belknap, Kathy Beatty, Elen Crone, Sherry Rielly, Carol Prince, John Gaddis, Ronny LaRue
Call to Order: 3:03
August 25 Annual Meeting: Kathy Beatty moves to approve the minutes, Linda 2nd. Passed
August 25 board meeting minutes: Kathy Beatty moved to approve the minutes, Linda Hogue 2nd. Passed.
Sept 8 Owner Workshop Report: Linda Hogue moved to approve the workshop report. Passed.
Treasurer’s Report:
FINANCIALS
August financials are available on the website. I will notify you when September financials are posted in October.
MONTHLY ASSESSMENTS
Our owner who was on a payment plan has landed a year-round job and has verbally notified me that they should be in better position to pay their assessments in a timely manner.
GOOD NEWS
Anne Poznic has successfully assumed the role of Financial Secretary. Please thank her for taking on this important job. Anne and I have ironed out most of the details of the changes we are making for separation of roles between Treasurer and Financial Secretary. We are not moving the lock box, which will remain on my porch. Both Anne and I have a key for it, so you can use it for checks, invoices, etc. for either of us.
BAD NEWS
We are considerably over budget this year, mainly due to large unexpected expenses that have been and will continued to be incurred to repair our aging and deteriorating decks. The Finance Team report will present the details.
SHOW US THE MONEY!
As of today (9/28/2018), our cash on hand in bank accounts is:
• Checking account $26,206.56
• Reserve Savings $30,917.40
• Regular Savings $7,655.79
This figure does not include any checks or deposits which have not cleared the bank.
Respectfully submitted,
Kathy Beatty
Treasurer
Linda moved to accept the treasurer’s report. John 2nd. Passed.
Buildings & Grounds Report:
The new property manager, David Salazar, that we had contracted, is not going to work out for various reasons, including a new job that he has acquired. We will pay him for what he has worked. John movedthat we reimburse Gary $34 that he paid David. Passed.
PAM & Handyman Business Process: Kathy moved that we approve this document as a work in progress. Passed.
Carol Prince has volunteered to be added to the Buildings & Grounds committee.
Winter PAM coverage: The Operations Manager will guide the B&G to see how much of this work can be done by volunteers vs a paid contractor. This is a work in progress as to how it will be handled.
Decks: We finished 5 decks: 1446, 1443,1441,1437, and 1411 which all had rotten structures. The builders didn’t use pre-treated lumber when the decks were built. This has amounted to $13-19/s.f. cost. Don Dodson’s deck (1448) is running higher than expected, approx. $9K for the HOA portion of the rebuild. We only have another 6-7 more decks to repair. The rest are looking good.
Windows: One unit has a kitchen window that will need replacing, another unit also has a window that will need replacing so as to not damage the building. Aaron will write a letter to both units and give the owners a timeline for having the windows replaced.
Painting: Painting along the golf course will be finished soon. It is coming in under budget. Yeah!! The reason is that the north side of both the Brodie units and Golf course units hasn’t been painted since that side is holding up so well. We’re using a new paint from Sherwin Williams in hopes of the paint lasting a longer time. Only touch-ups have needed to be done on that side.
Everyone thanked Aaron for all his years of service!!! He has agreed to be on the B&G committee acting as a consultant to the committee and board.
Finance Team Update:
Financial Review Team Report: Ann Poznic, Pamm Haglund, Gary Dougherty and Nan Belknap reviewed our Financial statements to determine whether the Finance Team is handling our finances appropriately.
They found everything to be handled correctly and made some minor suggestions concerning validating B&G expenses vs budget. Linda moved approve the report, John 2nd. Passed.
Over-Expenditure Worksheet: We were surprised by the amount of expense that the decks have incurred. We’re looking at a $21,700 over-expenditure for only 4 Brodie decks and one other deck due to not using treated wood. So we are now stopping all work, unless there is a safety issue. We currently have enough money to finish these decks, but we’re not sure how we’re going to move forward. The worksheet goes over the problem for the board to understand. John moved that we pay the overage on the decks with the understanding that we will be saving money on the paint project and realizing the numbers aren’t final. Linda 2nd . Passed.
Long Range Planning Team:
Claudia went over a new Violations and Enforcement document. John moved the approval of the Violations & Enforcement document. Kathy 2nd. Passed.
New Business:
We can always use more volunteers.
We’re looking into ways of locking the dumpsters so others don’t use them for free.
Adjourned: 5:03
Posted in minutes 2018 by Susan with no comments yet.
2018 Annual Meeting and Following Board Meeting 082518
EPMFHOA Annual Meeting
Aug. 25, 2018
EP Library Hondius Room
(Approved 9/30/18)
Attendees: Colleen LaRue, Aaron Voboril, Pamm Haglund, Susan Novy, Diane Yoblin, Rick & Claudia Jordan, Pete & Linda Hogue, Julie Walsh, Carol Prince, Nan Belkamp, Ann & Steve Poznic, Arleta Bell, Kathy Kennedy, Kathy Beatty, ELen Crone, Linda Buehring, John Gaddis
Proxies: Gary & Dee Dougherty, Timothy Dawson, Kevin Preston & Deborah Kinney
Quorum Announced: quorum met with 18 units of 30. (Needed over 15 units being represented.)
Approval of 2017 Annual Meeting Minutes: John Gaddis moved to approve the minutes, Linda Hogue seconded. Passed.
Year Review:
President’s Report–Rick Jordan: Tim Dawson (the President had to resign due to a family emergency, so Rick Jordan(vice-president) stepped in to take his place. He really appreciates the amount of homeowner involvement that we’ve had. We had a tough year financially, with the special assessment for the failing roofs. Hours & hours of work went into determining how the shingles failed. Tamko, the manufacturer, gave us 80% of the cost of the shingles replacement and no labor.
We have a regular 4:00 happy hour Thursdays at the Hanger Restaurant, while weather lasts.
Finance– Pete Hogue: Highlights of the year are: the extraordinary challenge of the roof project and coming up with a solution for all owners for the special assessment that was needed. Then we needed to determine if an increase in dues is needed now or not do certain projects. We also have an upcoming challenge determining what it takes to manage and repair the common limited elements (decks and bridges) and how to get better numbers into the reserve plan.
Buildings & Grounds-Aaron Voboril: All the roofs, skylights and gutters are now completed. Tamko’s warranty on this roof will pay for materials and labor for 20 years and prorated for materials only the next 30 years. We feel that we got a very good deal on both the materials and labor. We also removed some trees and trimmed some trees this year. We’re also referring a new property asset manager, David Salazar, to the board.
Business Practices- John Gaddis: Last year we purchased a laptop and projector, which we feel are helping our HOA progress. We talked about how we keep our records and how to kindly enforce our rules and regulations. Look at the website to see what’s there and if you’d like to see anything else there.
There was some discussion on how the special assessment was handled according to our declarations and by-laws. Pete and John acknowledged that everything happened according to compliance.
Community Activities- Gary Dougherty: Gary’s at a high school reunion, so Collen LaRue gave the report. Due to the mess of the roofs being replaced, all parties were cancelled. Next Saturday’s picnic needs to be cancelled, as well. Colleen’s considering the next picnic to be September 15 at 5:00. Arleta and Nan will help out.
Long Range Planning- Claudia Jordan: We’re working on rules and regulations enforcement. We’re working on architectural design. Also, some grass research.(not weed;-) Working with website as to how to get committee notes on the website, or anything else that people would like to see. Currently the website has been for potential buyers and homeowners to have access to only the board approved information of the HOA; so as to not confuse committee reports with approved items. (Perhaps a new website for committees.epmfhoa.com might be appropriate. ~SN webmistress)
Homeowner Votes:
Vote on concurrence of Board Approved 2019 Budget: Pete went over the Key Budget facts, which is in the annual meeting packet for those who came to the meeting. The financial plan is on the website. John Gaddis moved that we approve the 2019 Budget, Pamm Haglund seconded. Passed.
Vote on concurrence of Board Approved 2019 Assessment Schedule: Linda Hogue moved to accept the 2019 Assessment Schedule, Carol Prince seconded. Passed.
Election of 2018-1019 Board Members: The slate includes: Rick Jordan, Kathy Beatty, Susan Novy, John Gaddis and Linda Hogue. Arleta Bell moved to accept the slate, Carol Prince seconded. Passed.
Other Business
Potluck cancelled for next Saturday and rescheduled for Sept. 15.
Deck Repair Discussion– Pamm Haglund: Pamm is appealing the board’s decision to pay for too large of a portion of Don Dodson’s deck. There wasn’t a permit pulled on his add-on, which is 40% of the deck. The $9K proposal doesn’t include the architectural design and other items. Now the full deck replacement is $11K. Pamm is requesting the unpermitted portion (40%) be paid by Don Dodson or we tear it out and put in grass.
John Gaddis responded on behalf of the board. The issue was that in the Declaration, who is responsible for the limited common elements? It says the HOA is responsible for maintaining the common elements. We haven’t had the need to focus on decks until a couple years ago. We looked at various policies to determine what to do. What we found is that the HOA needs to maintain the decks. All deck add-ons require a permit and all permits need to be approved by the HOA according to the town. We don’t know what the policy was when Don purchased his condo. We came to the compromise that Don pay for the flooring and railings and the labor for that, and the HOA pay for the demo, structure and the labor for that. At the time of the board’s discussion, the board didn’t know the cost of the project, as all the bids weren’t in and none of the demolition had begun to be able to tell the full extent of the project; but we felt that Don should pay for a part of it, as nobody can find the permit for the add-on that the HOA has maintained with paint for 30 years. Without adequate numbers and information, this was the compromise that all parties concerned agreed to. The board will discuss Pamm’s appeal that Don should pay for 40% of the final cost, as opposed to the splitting of specific materials and labor that the board and Don agreed to. Pete requested that the question of when owners can vote on an issue versus the board be discussed at the Homeowners Workshop. Agreed.
Arleta is concerned about the trash containers. Can we get lighter lid containers? Can we look in to what else is available? She sent around pictures of the YMCA’s dumpsters that have different lids. This can be discussed at the Owners Workshop, as well.
ADJOURNED: 4:05
Respectfully Submitted,
Susan Novy- secretary
EPMFHOA Board Meeting
4:15 Hondius Room
August 25,2018
(Approved 9/30/18)
Attendees: Susan Novy, Kathy Beatty, John Gaddis, Pete & Linda Hogue, Aaron Voboril, Rick & Claudia Jordan, Elen Crone
Approval of July 14 Minutes: John moved to approve the minutes, Kathy seconded. Passed.
Elect Board Officers: Passed.
President: Rick Jordan
Vice President: Linda Hogue
Secretary: Susan Novy
Treasurer: Kathy Beatty
Operations Director: Rick Jordan
Member at Large: John Gaddis
Committee/Team members:
Finance: Pete Hogue- Chairperson
Buildings & Grounds: Rick Jordan & Elen Crone- co-chairpersons, Ronnie LaRue, Aaron Voboril and property asset manager
Communuty Activities: Gary Dougherty- chairperson , Colleen LaRue, Arleta Bell, Nan Belkamp
Business Practices: John Gaddis- chairperson, Pete Hogue, Kathy Kennedy, Webmaster: Susan Novy
Treasurer’s Report: Approved as follows:
FINANCIALS
June and July Financials are on the website. In addition, budget materials for 2019 are on the website on the Annual Budgets page. Additional information and handouts will be shared during the Finance Committee’s report.
MONTHLY ASSESSMENTS
Our owner who was on a payment plan was paid up through July 31st, but is now in arrears again.
GOOD NEWS
Anne Poznic, one of our new owners this year, has agreed to step into the role of Financial Secretary. This role was defined many years ago, in the attached document. As Treasurer, I will be working with Anne to redefine the division of responsibilities between Treasurer and Financial Secretary. As part of this work we will update this document to reflect any changes. Anne has been learning our Quickbooks procedures over the last two months, and those of you who receive monthly invoices may have noticed that the September email was sent with Anne’s account. Anne will begin “doing the books” in September. I will be available to answer any questions and provide any other assistance she needs. Please give Anne a huge “THANK YOU!” for taking this on!
BAD NEWS
We are in the process or have completed repair or replacement of several decks. While the Property Asset Manager has done his best to keep costs down, between our aging buildings and inflation, it is becoming ever more expensive to make these repairs. To help cover the costs, the Board approved moving $5,000.00 from the Projects reserve to the Paint reserve (the “Paint” reserve is used to pay for building exterior wall expenses, in addition to painting – siding, decks, etc.). This was done in the July books. Note that this is an accounting transfer; no money was moved.
SHOW US THE MONEY!
As of today (8/23), our cash on hand is:
• Checking account $40,195.66
• Reserve Savings $30,916.88
• Regular Savings $7,655.60
Respectfully submitted,
Kathy Beatty
Treasurer
Property Manager Candidate: John says he will write a contract for an independent contractor.
John Gaddis moved that we have the president and Aaron negotiate with the candidate for the payment through the end of the year and then start the $900.00/mo after that. Also, that they have the authority to hire him. Passed.
Buildings and Grounds:
Aaron has contract for asphalt project. It’s within his expense authority to go ahead with that.
Adjourned: 4:44
Respectfully Submitted,
Susan Novy- secretary
Posted in minutes 2018 by Susan with no comments yet.