Estes Park Mountain Fairways HOA

Aug 19th 2018 Board Meeting Minutes July 14

EPMFHOA Board Meeting

July 14,2018

1458 Matthew Circle

(approved 8/25/18)

Attendees: Steve Poznic Rick &Claudia Jordan, Kathy Beatty, Elen Crone, Pete & Linda Hogue, Aaron Voberil, Chris Metzger, Pamm Haglund, Colleen LaRue, Susan Novy, John Gaddis

Approval of June 2, 2018 minutes: The annual meeting won’t be in the US Bank. Linda didn’t hear about the discontent about the trimming at the meeting. Take out the judgmental statements, then approve. Passed.

Treasurer’s Report:

FINANCIALS

May Financials are posted on the website. However, the website is down, and June Financials are not posted. I am attaching June Financials to this email.

MONTHLY ASSESSMENTS

Our owner who was on a payment plan is now paid up to date through July 31^st. As of today (7/12), I have not received checks from two monthly payers, but both are using BillPay (automatic payment), and I expect to get their checks whenever the post office decides to deliver them.

GOOD NEWS

The Roof Replacement Project (RRP) is done, and came in $3,225.26 under budget!

(NOT SO) BAD NEWS

Majestic still has a few items to finish before the job is complete. We are withholding final payment until all items are complete.

SHOW US THE MONEY!

As of today (7/12), our cash on hand is:

• • Checking account $60,348.74 (includes $880.00 in undeposited funds)
  • Reserve Savings $30,916.63
  • Regular Savings $7,655.60

Respectfully submitted,

Kathy Beatty
Treasurer

Buildings & Grounds Committee Report: Aaron is resigning his position as property manager effective Sept. 1, 2018.  Aaron’s Resignation Letter

Roof Replacement Project: 2 chimneys are left to go. They will be replaced with cement board instead of wood. Some painting of ceilings where leaks occurred while replacing roofs and skylights will be painted by the roofer, unless the owner does some pre-repairs themselves. Then it’s on the owner.There are other minor repairs that will be done. 

 Pamm handed over the Tamko documentation; Pete put it in the file cabinet. 

Decks: Don Dodson’s deck bid came in at $17,000.00. More bids will be requested. Nonpermitted portion of deck was next to a sprinkler head with only a 10” of footing causing rotting throughout. The HOA should only pay for what was on the original plat since 9 other units have exactly what’s on the plat. This owner was one of the original owners who bought the unit with the unpermitted portion of the deck added on before the final purchase. We don’t know why the builder agreed to this. Owners are responsible for getting the permit that the HOA signs off on, as all permits are on file with Larimer County since the original plat. 

John moved: re: decks & bridges. The HOA is responsible for all maintenance of decks and bridges according to the original plat and any subsequent permitted changes. Kathy 2^nd.  Passed with 2 abstaining from vote.

Trees: The Stump Nut will grind down the stumps from the removed trees.

Drainage: We need to add to the Long Range Planning Committee to look into our drainage situation. 

Windows: 1451 Kitchen window is looking like it needs replacing soon by the homeowner. Aaron will let them know and give a time frame. 

Finance Team Update: 2019 Budget & Assessment

There are 5 documents and 1 action: Transferring some of budget funds from one account to another. We don’t want a reserve to go negative.  5K from projects reserve to paint reserve. Motion made by Linda to transfer the funds. Passed.

3 year plan shows two teams have worked on the financing and have concluded a need to resolve the    deck replacements, driveway cycle, roof reserve paradigm and the Brodie concrete trough for the budget. There was a motion to approve the 3 year plan. Passed. 

Assessment plan: We’re extending the current plan from 2020 to 2022. With increases and upcoming projects, we’re expecting to need the $10/month increase in dues for 2019 that was initially approved in the 2016 three year plan (that $15, $10 & $10 plan). It is hoped that it can remain level until 2022. A motion was made to accept 2019 assessment plan. Passed. 

Budget Worksheet:  Some areas go up and some go down. We will have at least 34K in the bank until the roofing reserve increases.  John moved to accept the budget plan. Passed.  Come to the annual meeting for the details.

OLD BUSINESS:

Annual meeting: Aug 25^th . We will try to get the library Hondius room

Next Board Meeting: directly following the annual meeting

Board Retreat: Sept 8 @ 2:30 at the Hogue’s 

Owner’s Workshop and potluck: Sept 8 @ 4:00.  Workshop to be at the Hogue’s. Potluck will be somewhere close. The party committee will work on this. 

We need more board & committee members for next year. Please contact a board member if you’re interested. (or you may be nominated😊)

Violations and Enforcement Material: deferred until later.

NEW BUSINESS:

Insurance: The insurance company thinks we’re good

Website: the website is down due to spam being sent from it. We don’t know how it got hacked to have that happen, and we’re working on getting it back up somehow.

Slab: A motion was made by Kathy to let the concrete slab at Linda’s stay for grilling safety. 2^nd by Susan. Passed.

Adjournment: 6:15pm

Jun 3rd 2018 Board Meeting Minutes June 2

EPMFHOA Board Meeting

6/2/18 @ 2:00

At the Hogues 1458

(approved 7/14/18)

Attendees: Pete & Linda Hogue, Susan Novy, Kathy Beatty, John Gaddis, Aaron Voboril, Chris Metzger, Don Dodson & Katherine Schwartzkopf, Steve & Ann Poznic

By phone: Rick Jordan, Elen Crone

Call to Order: 4:10

Approve April 14 minutes: John moved to approved minutes, Linda seconded. Passed.

Treasurer’s Report:

MFHOA Treasurer’s Report – June 2, 2018

FINANCIALS

April Financials are available on the website. If you have any questions, do not hesitate to ask. May Financials are in progress. To make sure I have the roof replacement loans booked correctly, I have asked owner Nan Belknap (who has extensive Quickbooks/bookkeeping experience) to review what I have done. Until we complete that review (in the next few days), the May Financials will not be available on the website. We may need to consult with our Accountant, Barry Stein, if Nan is unable to confirm all is correctly done.

MONTHLY ASSESSMENTS

As of this week, we have one owner in arrears on their monthly assessments. As of May 31^st, they owe one full month plus a partial amount for one month. Because they have said they will pay as they are able, the Finance Chair and Treasurer have agreed to waive late fees for the time being. Note that as of June 10^th, they will be almost 3 months in arrears.

SPECIAL ASSESSMENTS

All Special Assessments are paid. Three owners took the payment plan; we borrowed $12,000.00 from the Project Reserve to pay the $4,000.00 balance for each of them. They will be billed in future years, as outlined in previous documents.

GOOD NEWS

The bill for 2017-2018 snow removal was only $400.00 this year.

BAD NEWS

We had hardly any snow this winter, which makes drought conditions likely this summer.

SHOW US THE MONEY!

As of today (Friday, June 2), our cash on hand is:

• • Checking account               $298,507.49
  • Reserve Savings                  $30,916.34
  • Regular Savings                  $7,654.59
• We transferred $12,000.00 from Reserve Savings to Checking for the Special Assessments loans.
• We transferred $51,395.00 from Reserve Savings to Checking. The additional $6,605.00 (bringing the total to $58,000.00) was already in the Checking account. We transferred the same amounts from the Roof Reserve restricted assets account (the $51,395.00), and from the Roof Reserve income account ($6,605.00), to the Roof Replacement Project income account. The additional $2,000.00 will come from future regular monthly assessments this year. Please see the May financials when they are available, if this is unclear.

Respectfully submitted,

Kathy Beatty
Treasurer

Ann Poznic volunteered to help Kathy.

Kathy received $420.00 from the owner who is in arrears, but on June 2^nd, so it’s not reflected in the report or in the financials for May.

John moved to approve the report. Rick seconded. Passed.

Buildings & Grounds Report:

ROOFING: Brodie & Pamm’s Buildings should be complete by Monday. Satellites have been left disconnected for longer than should have been. Daily clean-up is lacking, but workmanship is good. Skylights have been a mess due to slightly different sizes and sawdust getting everywhere. This has caused matters to move along more slowly than expected. Any new damage in drywall or countertops will be covered and documented by Majestic. (however, Owners may want to take pictures of your skylights before work begins.) Gutters should start Monday.

We have not received 40% of our shingles. They’re starting manufacturing 6/4 and should be delivered by 6/8 approximately. This means the second wave of installations should follow shortly after the completion of first wave.

TREE TRIMMING: Kathy moved that all committee chairs publish notice of the meetings to the owners. John seconded. Passed. The discussion on this matter was instigated due to the discontent about some of the tree trimming. Appeals were made, one was lost and one was won, however, the outcome was not as promised to the owner that won the appeal. This caused more discontent. At least, for the most part, everything looks nice and tidy. By letting everyone know when the meetings are and what the agenda is (should there be one), everyone has the chance to offer good referrals for the projects at hand, as well as email in their 2 cents worth or show up to the meeting.

DECKS: some look as if they’re settling, some seem that they have failing structural damage. We are still considering how to address how this is going to be paid for. The HOA normally just covers maintenance of painting and minor repairs. John looked at our declaration and it covers a lot of the issues we’re wondering about. The owners are to keep the limited common element (deck, patio and maybe driveway) clean and sanitary and cannot make any changes to them without consent of the HOA. But the HOA is responsible to pay for the maintenance of the limited common elements. The HOA has not saved for major replacement of decks. John moved that the HOA needs to make sure the Dodson’s deck is safe. Rick seconded. Passed.

Windows: The HOA is available to give advice to homeowners that need new windows.

FINANCE TEAM REPORT: Kathy reported on this in the Treasurer’s Report. For dealing with unplanned expense issues, the committees with the expense budget deals with it.

OLD BUSINESS:

“Violations & Enforcement Material” has been developed by the Long Range Planning Team and Business Practices. There will be a presentation next meeting as to what it entails.

NEW BUSINESS:

John moves that a landscaping plan be assigned to the Long Range Planning team. Kathy seconded. Passed. The discussion around this was to ensure that LRP is in charge of all changes to landscaping via a set landscaping plan, as opposed to B&G making a plan up as they go.

We need to set the annual meeting and an owners meeting. A board meeting to adopt the annual budget and slate needs to happen before the other meetings.

Board Meeting: July 14^th @ the Hogues

Annual Meeting: Aug 25^th   @ US Bank meeting room.

Board Retreat and Owner’s Workshop & BBQ: Sat. Sept 8.

ADJOURNED: 6:05

Apr 23rd 2018 Board Meeting Minutes April 14

Estes Park Mountain Fairways HOA
Board Meeting 4/14/18
1:30 @ Rick’s (1433)

(approved 6/2/18)

Attendees: Susan Novy, Rick & Claudia Jordan, Pamm Haglund, Kathy Beatty, John Gaddis, Arleta Bell
By phone: Aaron Voboril, Pete & Linda Hogue, Elen Crone, Steve & Anne Poznic

Call to order: 1:30 pm

Minutes for 1/28/18: Motion was made to accept minutes. Approved

Treasurer’s Report:

FINANCIALS
March Financials are available on the website. If you have any questions, do not hesitate to ask.
MONTHLY ASSESSMENTS
As of this week, we have three owners in arrears on their monthly assessments; one owner is now two months in arrears, as of April 11th.** I have regularly contacted this owner via mail and provided a detailed statement of the account. Since this owner has not responded to our standard offer to make arrangements if they have a problem, I am charging $25.00 late fee to this account each month and sending all correspondence via regular mail rather than email, as the owner requested that I no longer contact them via email.
I have been in contact with the other two and I believe the problem may be with the mail since both indicated they had sent their payments. Both have said they have sent replacement checks, and will not be charged late fees.
We have yet another owner who paid the wrong amount in April. I have contacted them.
** NOTE: This doesn’t show on our March 31, 2018 Balance Sheet because we use a Cash Basis, which only shows actual cash received and spent in a month – Accounts Receivable are not included. If you are interested, I can give you a copy of an Accounts Receivable Aging report. This report shows names as well as amounts, so must be treated as confidential.
SPECIAL ASSESSMENTS
The Finance Team is ironing out the details for the HOA-sponsored Payment Plan for the Special Assessment. As of today only two owners are signed up for it. Pete is attempting to contact two other owners we have identified as possible additional Payment Plan participants. I gave the owners a deadline of April 20th to turn in their Payment Plan Application, so that I would have time to set up their loan and send an invoice.
Next week, I will be sending reminders to all owners who have not yet paid the Special Assessment (most of us); it has been a while since I sent out the invoices for the Special Assessment, and some owners may need reminding of when it is due.
SHOW US THE MONEY!
As of today (Friday 4/13), our cash on hand is:  Checking account $73,324.90  Reserve Savings $94,309.81  Regular Savings $55,654.59*** ***$7,654.59 normal savings, $48,000.00 special assessments paid.
Respectfully submitted,
Kathy Beatty Treasurer

We have one unit that is in arrears that we need to discuss options for non-payment. A motion was made By Kathy and seconded by John that Business Practices & Finance Team will make a recommendation to the board as to how to proceed. Passed.

Buildings & Grounds Report:
Roofing Project update: One unit is requesting another skylight. The cost for materials and labor to install from the roof side will be approximately $900-1000 to be paid by the owner. All inside drywall is to be contracted and installed also at the cost of the homeowner. There was discussion as to whether there should be a one time association maintenance fee for any ongoing maintenance needed. John made a motion and Kathy seconded that a one time maintenance cost should be 1/3 the cost of the skylight and installation. Approved.
Roofing Schedule: start date will be May 14,2018. They expect it to take one week to 10 days with up to 3 crews working. The gutters will follow directly after. The contractor has asked that the homeowners DO NOT interrupt or address the workers. They’re working on a very tight schedule. For the homeowners deck protection, you may want to wait until the roofs are finished to bring out your deck furniture and plants, etc. Things could possibly accidentally fall from above. The driveways should not be blocked, but we will find that out for sure. This whole process will be disruptive and noisy, so expect that. But thankfully only a couple of weeks at the beginning of the summer.

Roofing Finance: The finance team thinks that the action to pay for the project is currently very workable with the assessments and payment plan; which to date is no more than 4 units on the payment plan program. John moved and Linda seconded that we approve the proposed Projects Reserve loan supporting the Payment Plan Program. Passed.

Tree Trimming before roofing project: There are trees are too close to the buildings that need to come down before the roofing goes up. Susan is opposed to her Crab Apple and flowering locus being removed just after paying for pruning, and doesn’t want the big fir tree to be trimmed 6-8’ up. Consequently there is now an appeal process consisting of the homeowner providing reasons for the appeal to buildings & grounds, with B&G having the final say.

Decks: There are some decks that need maintenance have never been permitted. In other words, the homeowner added onto the existing deck without getting a permit. Now this extra decking has become the problem of the HOA’s. Discussion followed that, technically, decks are referred to as “limited common elements”, being that only the homeowner and their guests have use of them. So we have limited common elements that were never approved (being as there’s no permit), so technically it should become the expense of the homeowner. This has never been addressed. Others believe that in 1980 nothing was set in place to deal with this. Homeowners now have the right to submit a workorder to B&G for anything. And we don’t know what was decided in 1980. The town of Estes Park could require that it be removed and permitted for new. So we need to document a new process for “limited common elements”. If you put something in that ends up faulty, then it should be the owners expense to correct it. We need separate policy for bridges and for decks, as the bridges are public access to the main entrance. We’re deferring this to Finance and Buildings & Grounds to research how other HOAs are dealing with this situation and report back to us.

Windows: We have homeowners who are aware that some of their windows are in need of replacement before they affect/damage the HOA asset of the building. Aaron will talk/write and try to set a timeframe with the owners.

Water: FYI: We’re expecting a drought year, so even with our regular watering schedule, we will probably have dry grass in areas. We, of course, will know more as the season progresses.

Garbage: After a year of dealing with the heavy bear proof lids, we will revisit this at the annual meeting to see what the owners think about this this year.

Adjourned: 3:00

Feb 10th 2018 Board Meeting Minutes Jan 28

Estes Park Mountain Fairways HOA
Board Meeting
1/28/18

Attendees: Susan Novy, Rick & Claudia Jordan, Pamm Haglund, Kathy Beatty, Elen Crone, Chris Metzger
Phone Attendees: Aaron Voboril, Pete & Linda Hogue

Call to Order: 5:00pm

Minutes for approval: Pamm moved to accept the minutes with changes, Kathy 2nd. Passed.
Aug 26: OK, Sept. 16: OK, Nov. 4: OK & Dec. 9: There needs to be more on what the board approved. Add: high level timeline and project proposal to Rick’s motion.

Presidents Report: (VP Rick Jordan is filling in for Pres. Tim Dawson, who is unfortunately on a family emergency. Our thoughts are with him.)
Town Hall Recap: Nobody threw tomatoes. The meeting went well, it seems everyone understands the problem and is willing to work with it.  Full minutes are in the 2018 Roofing Project category.

Q. How can we make sure that we can pay Majestic by June 1st?
A. We know that we can do that from those that have shown willingness to work with the special assessment. We can do the legal thing of liens, if necessary, but don’t suspect it will be necessary with the loan option.
We reviewed the sample vote ballot. Pamm moved that we have the ballots sent out by Feb.1 and returned by Feb.15. Linda 2nd. We will table this until John Gaddis reviews the ballot, but we expect the dates will remain the same.
Pamm moved that the voting be managed by the Finance Committee. Linda seconded. Passed.

Who signs the contract? After Aaron talks to Tamko about the warranty we could sign the contract. The president & treasurer will sign it. Kathy moves that we sign the contract after we approve the clarification. Linda 2nd. Passed.The award from Tamko for shingles needs to be signed by the building owner (HOA) and distributor of the shingles. It’s used as money/payment for the shingles. Pete suggested that both the president and treasurer signs these contracts.

Kathy moves that the due date to pay the assessment is May 15, 2018. Pamm 2nd. Passed.

Vice President’s Report: Our worker’s comp. specifies that our workers will only be covered up to 15’ high. Roofing will be higher than that, so our insurance agent is looking into it. We will also have a form for volunteer workers about insurance.

Secretary’s Report: Should the board want any documents saved to the new laptop, the new email address is epmfhoa@outlook.com. You can still send emails to Susan via secretary@epmfhoa.com or her personal email; but if you want it saved to the laptop/cloud, add epmfhoa@outlook.com to your list. I won’t be doing transfers from my email, I’ll treat those as drafts.

Treasurer’s Report:
December Financials are available on the website. If you have any questions, do not hesitate to ask.
We ended 2017 with a net operating loss of $7,567.78
We transferred $11,400.56 from our checking account to the reserve account. This was done in January but recorded as December 31st.This amount consists of the reserve funds collected and allocated for the year, less resrve funds spent for the year. For details, please see the 12/31/2017 Financial Notes document.
We ended the year with $5,864.23 in our checking account.
14 owners (3 fewer than in 2017) elected to pay annually and take the 2% discount.
As of today, our cash on hand is:
• Checking account $63,390.28
• Reserve Savings $94,308.35
• Regular Savings $7,654.25

Respectfully submitted,
Kathy Beatty- treasurer

Committee Reports:
Buildings & Grounds: Pamm will call a B&G meeting to discuss deck replacements.

Finance: Kathy went over the year end finances. We ended low last year, but when we collected dues for the year, we’re back up. We are in good financial shape, but we already are eating into our operating reserve. Basically, the slush fund to fund any cashflow deficit is running low.
Revised budget was reviewed. Pamm moved to approve the revised 2018 budget, Kathy seconded. Passed
We confirmed the 2018 3-year expenditure worksheet.

Long Range Planning: Kathy moves to approve the electronic file storage project. Pamm 2nd. Passed.

Business Practices: There’s a proposal to have a tech team within business practices. Pamm moved to put the newly formed tech team as part of business practices. Kathy 2nd. Passed.

Team Reports:
Website: The website now includes easily read 2018 Roofing Project category

Community Activities: There will be a party in February at the Jordan’s when Gary & Dee Dougherty are back for awhile. More info. to come.

Old Business: none
New Business: none
Adjournment: 6:09

Respectfully Submitted,
Susan Novy- Secretary

Dec 9th 2017 Board Meeting Minutes Dec 9

MFHOA Board Meeting

9 December 2017

4:30 @ 1445 Matthew Circle

Attendees: Susan Novy, Kathy Beatty, Tim & Leigh Dawson, Rick & Claudia Jordan, John Gaddis, Linda Buehring, Don Miller, Elen Crone, Tim & Julie Walsh, Chris Metzger, Don Dodson

by phone: Pete & Linda Hogue, Joan Baker, Aaron Voboril, Steve & Ann Poznic

Call to order: 4:30

Approval of minutes from last meeting:  Aug 26, Sept 16, Nov. 4 minutes to be provisionally approved with format to be discussed further. John moved to approve minutes, Kathy 2nd; approved. 

President Report:  Tim and Leigh will be out of town a lot due to Leigh having a temporary teaching position out of state.

Treasurer’s Report:

November Financials are available on the website. If you have any questions, do not hesitate to ask.

On November 30, 2017, Kathy updated our accounts at USBank and closed the safe deposit box. The accounts were owned by Charley Griffin. They require an individual to be the owner; that is now me. Kathy submitted a list of our current board officers, as the bank required this to update our accounts (attached). We should update this annually after the new board is seated each year.

Kathy removed Charley and Javier as official signers from all accounts. Kathy is an official signer on all 3 accounts now. Pamm is an official signer on the checking and savings account. Not that a person does not need to be an official signer to sign checks, as long as that person is approved by us. The bank doesn’t care who actually signs the checks.

Kathy removed all the contents of the safe deposit box. There wasn’t any gold bullion, unfortunately. There was not a credit card in the box. There once was a debit card for the checking account, but it has long been expired and wasn’t in the box.

The following documents were being stored there:

• Copy of the certificate of incorporation and the articles of incorporation
• Copy of the easement grant
• Copies of the quit claim deeds for all 3 properties (main property (2 copies) and 2 out-lots  (open space on the north end)

ACTION ITEM: We need to add a second official signer to the reserve savings account. A board officer (Tim, Rick, Susan) can do this him/herself. He/she should add themselves to all 3 accounts as well as the reserve savings account. If we want to add Pamm as the second signer on the reserve savings account, Kathy must accompany her to the bank to do so, since she is not a board officer.

ACTION ITEM: Do the documents from the safe deposit box need to have special, safe storage?

Respectfully submitted,

Kathy Beatty
Treasurer

John moved that we accept the treasurer’s report and accept Pamm as a secondary signer on the account. Rick 2nd. Approved.

Secretary’s Report: Susan has made a separate category for 2018 Roofing Project so that for future reference, it’s all in one spot.

Vice President report: (Rick’s insurance findings meeting with American Family)

We don’t have a claim with the shingles due to insurance not covering faulty materials.

We have 3 types of coverage: fraud, property and liability. Property is appraised at 9.4 M dollars. Our insurance company thinks that we are adequately insured with the 10% increase. American Family is our insurance company and is very competitive and less than what we were paying when we had State Farm. Most of Estes Park condo associations had the same lawyer draw up the Declarations. She needs to see ours in order to determine what is covered according to our Declarations. Our fraud insurance covers up to 150% of our budget. Our current deductible is $1000.00. That may be increased by the insurance company to $5000.00.

Buildings & Grounds Committee: (Pamm and Aaron report on options regarding shingles and gutters)

We are consistently have more and more leakage. Our 50 year shingles are not holding up. They are cracking and splitting. We submitted a claim to Tamko and received 80% of material replacement. We need to act on this before August 2018. If we have to do this, we might as well do the gutters as well. We may need to put new skylights also. So the bid includes roofs, seamless gutters and New Velux 20 year warranty double pane glass skylights @ $250.00 each. Then we’ll have a clean slate with documentation on everything.

After many hours of correspondence with roofing vendors, Aaron acting as our Property Asset Manager and I (Pamm) acting as Operations Director are recommending we choose Majestic Roofing of Loveland, CO to complete our roof, skylight and gutter replacement.  This includes roof replacement work, such as roof venting.

Reasons for selecting Majestic Roofing are:

1.  Better quality of substrate materials for roof valleys, skylight curbs and roofing perimeter.

2.  Heavier gauge flashing for skylights.

3.  No cost for gutter removal and disposal.

4,  Better liability insurance coverage.

5.  Identified concerns when working around existing substandard skylights.

6.  References from Northridge Meadow Condo Association and one other homeowner, both in Estes Park “Would use Majestic Roofing again”.

7.  Very quick response to our questions or concerns when working with us during estimate creation.

8.  Best price among the 4 bids submitted.

9.  Will partner with Thermal Concepts for gutter replacement, making Majestic Roofing our single point of contact for both roofs and gutters.

Finance Committee: (Kathy and Pete report on options regarding funding the shingles and gutters project) See project plan in the new 2018 Roofing Project category.

It appears that the assessment will total $180,000.00 split by 30 homeowners to be around $6000.00 per owner. John moved that we anticipate a $6000.00 per unit assessment to be paid by May 15. Kathy 2nd.  Unanimously approved. 

Linda moved that we approve B&G’s recommendation to accept the Majestic Roofing estimate for the roofs and gutters and skylights. Rick 2nd. Unanimously Approved.

Rick moves that we approve the project plan high level timeline and project proposal . Linda 2nd. Approved. 

Rick found that our Declarations may require a vote of all the homeowners for special assessments over $2000.00

Business Practices Committee: Pete and John reported on a proposal for the HOA to purchase a laptop, screen and projector. Right now all the information of the HOA is kept on various board member’s personal computers and some is transferred to the website. The committee feels an HOA asset of a laptop to keep all the records on is important. Having a projector and screen would also make board meetings easier to show and explain items. 

John moved to purchase a laptop, projector and screen for HOA use. Rick 2nd. Approved.

Community Activities Committee: Kathy and Elen are having a party Friday Dec.15 at 4:00.

Long Range Planning Committee: no report. 

Other old business: none.

New business:  Next meeting, Sunday Jan 28, 2018 

Adjournment: 6:00

Aug 30th 2017 Annual Meeting Minutes July 30

EPMFHOA
Annual Meeting
July 30, 2017
Library Hondius Room 1:30pm

Attendees: Susan Novy, John & Sally Gaddis, Pete & Linda Hogue, Rick & Claudia Jordan, Tim & Leigh Dawson, Ronnie LaRue, Chris Metzger, Don & Amy Miller, Diane Yoblin, Kathy Beatty, Elen Crone, Pamm Haglund, Linda Buehring, Nipan Karmacharya , Julie Walsh, Jerry & Phyllis Haight, Arkie & Jan Vaughn, Arleta Bell, Aaron Voberil, Gary Dougherty and Laurie Emmer.
Proxies: Deborah & David Bouziden, Don Dodson, Nan Belknap, Joan Baker, Kevin Preston

A quorum was present for the meeting.

Minutes from 2016 Annual Meeting: Pamm Haglund moved to approve minutes, Rick Jordan seconded. Approved.

President’s Report: Regarding communications: The Board mailed hard copies to those without email and emailed the rest. Those in attendance were requested to verify their email addresses.

There were requests to give notice of the Board meetings and the other committees via email. The board will consider this; however, the next board meeting is typically stated at the end of the minutes that gets emailed and is also found on the website. Currently, only those who have signed up for a committee get notice of that committee’s meetings.

(secretary’s editorial comment: So make sure at the Owner’s Meeting to sign up for whatever committees you wish to keep informed about. If you have an email, we know you’re capable of looking at the website: www.epmfhoa.com. Even though most of you admitted to never looking at the website, it is the easiest venue to give the most information on. It’s also good to become familiar with should you decide to sell and need to give your realtor a good selling tool.)

John reviewed the meeting agenda. He continued with the President’s Report.

This year the HOA has had 4 board meetings, an owners meeting; we’ve updated all of our accounting (Kathy’s hard work) with Barry Stein, our accountant consultant; reserve studies have been done on roofs & warranties, painting, driveways, and lawn care. The long range planning committee has done extensive studies on building siding, and lawn care/landscaping with the conclusion being that it wouldn’t currently be financially feasible for either. Buildings & Grounds has done extensive work with putting together a work day and monitoring our contracts and many repairs. We are in compliance with Estes Park’s bear trash cans- heavy as they are. Susan takes wonderful care of the minutes and website and Gary keeps the parties going.

Regarding the HOA assessments: If we took out the amount paid to our reserve accounts, we would decrease our assessments by 40%. However, that would require large and substantial special assessments, from time to time. The board and association wants to avoid special assessments and the association has conducted reserve studies that determine what amounts need to be collected on a monthly basis to have the money necessary for roofs, painting, driveways and capital projects. The President noted that the age of the project will require regular and expensive upkeep.

Our current asset manager, Aaron, has given his notice about retiring from the property asset management. Historically much of Aaron’s work has been volunteer. His help has been wonderful. However, the HOA will now be faced with paying for those services. The 2018 budget is planned with a $35.00/unit/month increase to cover having a paid property manager working more hours during the summer season and less hours in the off season. This is in addition to the 2nd year of the 4 year $10.00/unit/month reserve assessment increase. Consequently, the total additional assessment in 2018 could be as high as $45/unit/month. (More discussion on this under : Budget)

The President noted that there will be an Owner’s Meeting at 1458 Matthew Circle on August 26, 2017 at 2:30 PM- after the 1:00 board retreat. It is important for all owners to attend – this is a good time to ask questions and to volunteer for one of the HOA committees.

Buildings & Grounds Report:
The committee is trying to document when things are done with work orders. That way we know when changes are made and who paid for it. Once something is “stuck in the ground” it’s the property of the HOA and the responsibility of the HOA to take care of it, so consequently, we need to keep track of that. It also gives a good history on units when you’re looking to sell.

We have a list of established approved vendors for painting and lawn care and other maintenance requirements. We are now looking for a paid asset manager. This person would handle the work-orders for HOA-asset maintenance, contracts and projects. Perhaps able to do some of the labor, as well. This person would be under the supervision of Buildings & Grounds.

Our 12 roofs have warranty issues- from 25%-100% failure. We have spent hours and hours putting together multiple shingles and pictures and mounds of paperwork to send to the manufacturer and installer. Tamko, the manufacturer, will get back to us within 6 weeks to let us know what they will do.

Finance Team Report: Nothing is out of the ordinary so far this year with payments. All monthly reports are on the website: epmfhoa.com. Jerry Haight would like the nomenclature for categories to be standard accounting principles financial nomenclature. Kathy said that when setting up the books, the nomenclature was set by and is standard for Quickbooks. We renamed a few accounts to more correctly reflect our use of them.

Discussion was made on money being transferred to reserve account only once per year and whether it should be transferred every month and put into an accumulating account. The Board took that issue under advisement.

Long Range Planning: Right now, the committee doesn’t think it’s financially feasible to consider xeriscape or new siding. They looked at what we are spending money on and whether or not we could reduce it. It doesn’t seem so.

Budget:
The $35.00/unit/month assessment increase is due to needing an asset manager to replace the partially volunteered labor of Aaron. We are looking for a candidate and we only have an estimate for the expected expense. Aaron has also indicated that he may be able to help out some next year but that is not definite. Once the Board locates an asset manager, the amount could change. As passed a year ago, there is an incremental increase for four years, through 2020. The incremental change of $10.00/unit/month for 2018 is for the reserve amount needed covering increases in paint and projects for the reserve only- not yearly operating costs, which the $35/unit/month would fall under.

Linda moved that we accept the 2018 budget and the proposed assessments as proposed by the board with the amendment that the board will potentially make responsible changes as the property-asset management issue evolves. (This means the additional assessment increase may not be as high as $35, and we will know by Dec.1 what the actual amount will be, so that those who would like to take advantage of the annual pre-pay discount will have an actual figure for 2018)

Rick Jordan seconded.
The amendment to the motion was passed.
The motion was passed.

The election of the board slate:
John Gaddis
Kathy Beatty
Susan Novy
Tim Dawson
Linda Hogue
Rick Jordan

Arkie moved to elect the slate as proposed. Arleta seconded. Approved.

Meeting Adjourned: 4:05 pm