2017 Board Meeting Minutes July 8

EPMFHOA BOARD MEETING
7/8/17
At John Gaddis’ at 4:00pm

Attendees: Pamm Haglund, Elen Crone, Kathy Beatty, Aaron Voberil, Pete & Linda Hogue, Susan Novy, John Gaddis, Tim Dawson, Rick Jordan

Minutes from 6/11/17: approved with changes.

President’s Report: 2 big items on the agenda: approving the 2018 budget and determining the slate of board of directors to propose to the HOA at the Annual Meeting.

Treasurer’s Report: The Board reviewed the HOA’s 6 month financials. We still have one person who overpays, which makes for more unwanted bookkeeping. Everything else is in line with the budget and is routine. For our information, on a regular basis, the treasurer (Kathy) averages around 5 hours per week of work, however over the winter when updating the processes in Quickbooks, Kathy spent around 30 hours per week. This was all volunteer work. That’s all thankfully completed by now. All finances are only posted on the website:www.epmfhoa.com. Rick moved to accept the June 30th financials, Pamm seconded. Unanimously approved.

Budget: 2 key documents are: 2018 Budget worksheet and 2018 Assessment worksheet.
Both will appear on the website under a new “Budget” category.

2018 Budget Worksheet: One significant item, is that we will need to pay for a property manager, as Aaron is retiring from that position and nobody else has volunteered for it. We’re expecting a deficit by the end of 2017, but we had a carry forward last year, so there won’t appear a deficit. We have looked at many ways in which to be more frugal, however, they would all end up costing more. Our large expenditures are: insurance, sewer, on-going maintenance, water and sprinkler system. What’s driving the expenses is age of the units, the cost to maintain them, the cost to paint them, and increasing utilities from the town. We are saving for the costs of painting, restoring some of the siding, and new roofs. This savings component for our reserves is a very large part of the yearly assessments. Also, we need to look into our insurance and make sure we’re not underinsured with the new tax assessments.

2018 Assessment Worksheet: We’re going to propose a $540/year/owner increase in 2018 to cover the additional $35/owner for property manager/operating expense and $10.00/owner for the previously approved 2018 reserve increases which equals a total of a $45.00/month/owner increase in assessments.

Linda made a motion to accept the 2018 budget, the 2018 assessment worksheet and the increase in monthly assessment. Rick seconded.  Approved.

Those who have currently volunteered to be on the 2018 Slate of Board of Directors:
Kathy Beatty
Susan Novy
Rick Jordan
Linda Hogue
Tim Dawson
Pamm Haglund
John Gaddis

Buildings & Grounds:

Roofs: Due to the premature failure of some of our roofing shingles, we are making a warranty claim to the manufacturer. To do that, we are required to send in 2 shingles from every building, and pictures for each section of roof that is failing (12 buildings) to send to the manufacturer in order to make a claim. Aaron is heading this up and it is underway. We expect to hear in approximately two months from the manufacturer.

The Annual Meeting is at 1:30 on Sunday, August 30, 2017 at the Hondius Room at the Estes Park Library.

Adjourned: 5:40

Respectfully Submitted,
Susan Novy – secretary

 


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2017 Board Meeting Minutes June 11

EPMFHOA Board Meeting
6/11/17 at 4:00 at the Gaddis’s

Attendees: John & Sally Gaddis, Linda & Pete Hogue, Kathy Beatty, Tim Dawson, Aaron Voboril, Elen Crone, Susan Novy, Rick Jordan

President’s Report: Everyone had a fine winter- some warmer than others.

Secretary’s Report: Minutes from Jan. 15th approved.

Treasurer’s Report: All the requests for, and financial work done on QuickBooks paid off. Everything is working great now and we have new reports that work with ease! The biggest change was a new database as of Jan 1, 2017 and revising our methodology according to Barry Stein’s (our accountant consultant) recommendation. There was a motion to accept the financial changes made according to Barry Stein’s recommendations by Linda, seconded by Rick. Passed.
As a volunteer organization, should the HOA charge an administrative fee for the extra work necessitated by habitually late/or wrong amount assessments? We do have a late fee, but a very few owners are routinely and habitually late – which creates significant additional work. Should we have an extra administrative fee for those who habitually pay the wrong amount, as well? The Finance committee will determine whether they need to present a proposal to the board about this.

Buildings & Grounds Committee Report:
Posts: 13 posts were replaced and 2 rails. It’s 50/50 on the opinion of removing the post fencing.
Work Day & Party: Next Saturday 8:00am for some landscaping and to paint the house numbers; followed by a picnic at 5:00 in the lawn area between Nan (1434) and Chris’s (1422). Everyone is invited and everyone is asked to bring a covered dish to share. Bring your tastiest!
Seal Coating: will be done on all except the Brodie units in late June or early July.
Needle Blight: 14 spruce trees have the blight and will be treated.
Roofs: all units may need some warranty work. Due to the extreme amount of work necessary to submit each claim, we are submitting one test claim We’re only 10 years into our 30 year warranty.
Property Manager: This is Aaron’s last year as property manager, so we are going to be interviewing a possible successor.
Paint: the Brodie Units will be painted this year.

Long Range Planning Committee:
They are in the initial stages of development for architectural design guidelines and construction standards documents. A little further down the line we might do a survey of the entire homeowners for some input. We will also discuss this at the annual meeting.
Business Practices: The time line for this year’s meetings was discussed and determined. The organization chart was reviewed.

Community Activities. The plans for the work day and picnic on June 17th were discussed.

Annual meeting: Sun. July 30th 1:30 at the Hondius Room in the Library. Sally will work on refreshments.
Board Retreat: at the Hogue’s (1458) on Sat. August 26 at 1:00
Annual Owner Workshop: at the Hogue’s on Sat. August at 2:30
Board Meeting to adopt the 2018 budget and approve the slate of officers nominations for the annual meeting: Sat. July 8th at the Gaddis’s (1456 ) at 4:00.

Please let Board members know if you would like to serve on the Board next year.

John Gaddis will retire as President..

Meeting Adjourned at 5:30.

 

Respectfully Submitted,

Susan Novy – HOA Secretary


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2017 Board Meeting Minutes Jan 15

EPMFHOA
Jan 15, 2017 Board Meeting

Call to Order: 1:10

Attendees: Kathy Beatty, Pamm Haglund, Susan Novy, Elen Crone, Rick Jordan, Tim Dawson; and Pete & Linda Hogue via phone.

Minutes: change last minutes to “Buildings & Grounds” instead of “Financial Review Team” on approving Review.

Vice President Report: Yeah to Pamm for all the snow removal! Trash seems to be working fine so far this winter, even with all the snow. A special thanks to Pete and Kathy for all their work on the 2017 budget.

COMMITTEE & TEAM REPORTS:

Buildings & Grounds:
Pamm discussed the snow removal and is very pleased with our contractor. He will not shovel sidewalks, decks, porches or bridges. Only the driveways. It’s $500.00 per removal. We have $1500.00 in the annual budget and have had 5 removals so far. He gets here when he can, since we’re not his only contract. The hospital will always come before us.

We will look into roof replacements and repairs with Aaron come spring. We will also talk about the seal coating. After the snow melts, we may have much more to take a look at for maintenance in the spring.

Finance: Kathy has been putting together a new data base on Quickbooks. She will send both data bases to Barry Stein for review and approval of our process.
We do have a few late payers on dues and we’re discussing how to handle this. We don’t want volunteer board members to have to get into the collections business. Remember, if you’re in town, Kathy has a HOA mailbox at her condo, 1454 Matthew, for your convenience. Walk over and save a stamp. Otherwise, the mailing address is 1460 Matthew Circle, which does not correlate to any physical building- only a box at the cluster boxes.

Pete discussed how we overspent by 15K in 2016 with maintenance. We don’t know what our new normal is going to be. So the 2017 budget has a new guess on the new normal with a clean new data base that Kathy has been working on. We discussed and clarified the 2017 budget. Linda moves that we adopt the budget as presented. Approved.

Rick moved to accept the presenting of the expense authority and 3 year reserve plan. Approved.

Business Practices: no report from Pete. Susan has changed the hosting to lifetime.hosting for the website, so that we won’t have renewal bills that may be missed. Our nameserver doesn’t renew until 2021. She might look into getting a lifetime domain name as well. All these companies will only bill real people, so there’s no way to have the bill sent to a company (it could be a robot). So should anything happen to Susan, nobody else would ever know when the renewals were and the site would be shut down. So this should alleviate that from ever happening.

Community Activities: Party!!: Friday, February 10 at @ 5:00 at Tim Dawson’s
1437 Matthew Cr.
In April or May, Tim would like to host an ongoing Thursday afternoon HOA Business After Hours, drinks and fun festivity. BYOB, I assume 🙂 More on this later…

Long Range Planning: Siding and landscaping changes would be too cost prohibitive at this point in time to consider. However, Aaron would like to consider different forms of grass (not the smokin’ kind), so anyone who has any knowledge of landscaping grasses is welcome to join the committee or attend meetings.
Some of our roofs are showing wear and are not to be replaced until the early 2030’s. We’ll be looking into our 30 year warranties and try to find out why we’re having failures already.

NEW BUSINESS

Snow Removal: Should we change to 4” removal or keep it at 6” for driveway snow removal? Discussion followed, including possible snow fences, holiday guest liability and abilities of owners. It was decided no change to the current contract will be made, as we have such helpful neighbors. Any additional snow removal beyond the driveways needs to be at the expense of the owners. You may want to have your owner’s insurance company talk to the HOA’s insurance company to make sure everyone’s covered, should you decide to hire someone. It’s a gray area.

Snowblower: Should we purchase one? Discussion followed about whether it would even work for the short sidewalks and whether we would have any insurance on owners using the snowblower. We would if the owner was a contract laborer for the HOA. More research needs to be done. Snowblowers can throw stones real well!

Next Board Meeting:
April 30, 2017 at Dawson’s 1437 Matthew Circle at 1:00. All welcome!

Meeting Adjourned:
3:00pm


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EPMFHOA 10/2/16 Board Meeting Minutes

Attendees: John & Sally Gaddis, Susan Novy, Pamm Haglund, Aaron Voboril, Rick Jordan, Jerry & Phyllis Haight, Pete & Linda Hogue, Chris Metzger, Kathy Beatty, Diane Yoblin, Elen Crane, Ronnie LaRue

Call to Order: 4:00
Minutes from Aug. 27, 2016: Approved

President’s Report: Today we have 12-14 recommendations to act on.
Also, three people have requested “native” information on our Quickbooks records. The use of Quickbooks as one of our accounting tools has created some controversy. The Finance Team does not use all of the components of the tool. There are different schools of thought about that; however, there have been ongoing disagreements about that issue, culminating in the recent involvement of a lawyer on behalf of one of the homeowners.

The Board has indicated to the homeowners requesting the native information that it has privacy concerns regarding giving this information out. The Board has told the requesting homeowners that we need to discuss this at a board meeting and determine what a homeowner does or doesn’t have a right to.

John suggested that since we had a CPA, Barry Stein, look at our books a couple of years ago, and he said that there were some things that we could incorporate into our Quickbooks use that he could teach us, if we wanted, that we could follow up with Barry Stein and have him review the native information in question and then have him provide suggestions in how to improve our use of Quickbooks. Upon discussion with the requesting homeowners, this would satisfy the request for native information, protect the confidentiality of our homeowners’ information, and get us some additional training. After discussion there was a motion made for the HOA to appropriate up to $2500.00 for a review by Barry Stein. The motion authorized the Finance Team to negotiate the terms of the assignment for the Board. The motion provided that Mr. Stein is to interact only with the Finance Team or the Board President during this process. The aforementioned motion was made by Rick and 2nd by Pamm. Passed unanimously.

New Business: Rules & Regulations, Policies & Guidelines updates

  •  New R&R’s vehicle section. Adding some language to existing rule concerning garage and parking uses. Only personal vehicles allowed for long term parking and garage use. See website for complete language. Pamm moved to approve the updated language. Linda seconded. Passed.
  •  Revisions to Policies and Guidelines: Under the Rules, we currently cannot make changes to the P & G’s without notifying through a registered letter to owners. We are modernizing the P & G’s a bit by adding that we can use electronic means or a community posting, such as at the mailbox, to notify the owners. Rick proposed that we add “a community posting” to the existing change. Rick moved that we approve the addition as amended. 2nd. Passed
  •  Website accountability for non-financial information. A document was presented that shows the process of getting things onto the website. Kathy moved that we approve the website accountability. 2nd. Passed.
  •  A new procedural form for handling a request for non-website information that would monitored by the Business Practice Committee. Pamm moved to accept. Linda 2nd. Passed.

    Financial Review:

    The financial team of 4 owners, Arkie Vaughn, Pamm Haglund, Rick Jordan and Gary Dougherty reviewed each line item of our books. They also reviewed all our insurance needs. Discussion revolved around our by-laws stating that the reviewer needs to be a professional accountant and whether or not we want to pay for that. Or should we only pay for a professional when the financial review team has questions on what they find?

    Their findings were:

  •  No concerns regarding anomalies or fraud.
  •  Identified some bookkeeping and process concerns that have been dealt with by thefinancial team
  •  Verified all insurance and found it adequateLinda moved to accept the review. Kathy 2nd. Passed. The service of the team members was noted – they met for 6-7 times and used many hours of time outside of meetings for their review. The Board gave them HUGE thanks.Finance Committee Report:The committee has addressed (and the Board reviewed) all the questions and missing records that the financial review team found. Arkie Vaughn suggests that we have 2 signatures on all checks, not just checks for more than $500. The board feels we have adequate security on our checks with only one signature for amounts under $500. This also makes it easier in the winter time when the other signer is not here. No motion was made to change the current policy and the suggestion was not implemented. Both the financial review team’s summary and the finance committee’s report will be posted on the website.

    Financial P&G update concerning bi-annual reviews on even numbered years. Motion was made to accept. 2nd. Passed.

    The financial committee and buildings & grounds committee recommends that the board adopt the 8 section reserve documents. None of the technical sections have changed. The updates include the ability to deal with new maintenance challenges. Rick moved to accept the updated reserve plan. Pamm 2nd. Passed.

    Review plan for financial page of the website: what should and shouldn’t be included or protected. Linda moved to approve financial website plan. 2nd. Passed.

Financial outsourcing: The Finance Team recommends we do not outsource financial documentation (an accountant keeping the books). John wants to table this recommendation until after we’ve talked to Barry Stein. This was tabled.

Buildings & Grounds:

Pamm proposed discussing giving the responsibility of decks and bridge maintenance to the owners. This is still under review.

Trash: still not through with bear-proof dumpster discussion.

All homeowners must understand that snow removal requires the driveways be clear of vehicles in order to be plowed. If a homeowner’s vehicle is in the driveway, the driveway will not be plowed and snow may pile up behind the vehicle.

Work order forms have been working fabulously.

Aaron needs board approval on painting 5 units on the south sides of Golf Course units. Some of these units have excessive deterioration due to wind carrying water from the golf course spraying the back of the units. Rick moved to approve this additional painting request. 2nd. Passed.

Next Meeting: Sun. Jan 15, 2017 4:00pm at Kathy Beatty’s Adjourned: 6:34pm


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EPMFHOA 8/27/16 Board Meeting Minutes

EPMFHOA BOARD MEETING 08-27-16

Attendees: Pete & Linda Hogue, Pamm Haglund, Tim Dawson, Kathy Beatty, Elen Crone, Rick Jordan, Arkie Vaughn, Jerry & Phyllis Haight, Chris Metzger, Susan Novy, John Gaddis, Aaron Voboril

Approval of 07/30/16 minutes: approved.

President’s Report: Summarized what we should try to accomplish during the next year.
Update covenants and by-laws
Update rules and regulations
Bridge maintenance

Committee Reports:

Buildings & Grounds: We are now on a month to month contract with Waste Management at a lesser cost than before. Waste Management is being very accommodating due to customer’s leaving due to bear-proof heavy dumpster lids.

Work order form: most recent is on the website. It seems that it’s working. We’ve received 2 requests. Pamm proposes that buildings & grounds approve your licensed contractor, should there be one. Board agreed to this due to our lack of architectural guidelines.

Bridges & Decking: B&G proposes that original material replacement is the HOA’s expense. However, should there be new different materials for decking or bridges by owner, the owner may need to pay more dues for extra long term maintenance. No decision was made, just the issue presented. B&G will set precedent as to what composite can be used.

Painting: B&G would like to add 4 golf course units to the inner circle units for paint this year, provided there is money.

House Number Upgrade: B&G wants to make the house numbers more visible

Financial Committee: the website is completely updated with the financials. It is password protected.
There’s a 5 year review on the reserve plan. At the owner’s meeting we will go over the Overview Approach and HOA reserve document.
It’s time for our 2 year review team, with proposed committee:Gary Dougherty, Rick Jordan, Pamm Haglund and Arkie Vaughn, to review our financials. Motion was made to accept the proposed review team and process. Approved.
2016 Expense Authority approval: who has the authority to spend the money. We need to see it first before voting.
Funding Source for previously approved 1410 & 1422 drainage project. Motion made to repurpose money for drainage project. Approved.
Cash Reconciliation: The new Cash Reconciliation and Quick Books check register were made available for review.
Website: what should or shouldn’t be on the site. The finance team will make a recommendation and presentation to the board.

Long Range Committee:
Wants to do some research on xeroscape, or anything to reduce our water bills or landscaping.

Community Committee: we don’t know about the next gathering. Volunteers?

Business Practices: We went over the packet. Rules apply to the owners, policies apply to the board. The initial set of policies was reviewed and updated by the Policies Team and presented to the board. Motion was made to accept it. Approved.

Website possibilities reviewed. Business practices team will present what they feel should be on the website.

New Business:

How to deal with requests for our financial ledger. Part of the process is determining what goes on the website. John Gaddis has concern over confidentiality of payment of dues and whether that should be kept private. Under Colorado law the reports that we provide are what owner’s are entitled to. Typically, the general ledger isn’t available.

There have been requests from three homeowners for additional financial information with two homeowners formally requesting access to the Association’s Quick Books general ledger program.  The Association’s policy is to not allow that program to be given out to members due to confidentiality concerns regarding payment histories, checking account information and other private data relating to our owners. The Board’s decision was to wait until the Financial Team Review is completed in approximately 30 days, before determining whether to release that confidential information or not. One Owner, Jerry Haight read a statement regarding his rationale for his request. A copy of that statement was given to the Board’s Secretary.

John Gaddis commented that our Association is a small 30 home HOA and it is essentially an all-volunteer organization. Because we ask our members to do all of our billing, collecting and accounting, and because we are on a cash basis accounting as opposed to accrual  basis accounting, we do not strictly follow GAAP.  However, our financial review teams is looking at our overall accounting as well.

A motion was made to let the Financial Review Team address these issues and report back to the Board in approximately 30 days. Approved.

John Gaddis commented that this HOA intentionally does not follow the “accepted accounting principals” due to the high cost and complexity. For an association of only 30 units we feel we have abundant financial records that are adequate.

Motion was made to let the financial review team add this to their review and make a presentation within 30 days. Approved.

Motion to Adjourn: Passed. 3:00


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EPMFHOA 073116 Annual&Board Meeting Minutes

Estes Park Mountain Fairways
Home owners Association Annual Meeting
July 30, 2016 at 1:00 pm in the Hondius Room at the Library

Attendees: Aaron Voboril, Pamm Haglund, John Gaddis, Susan Novy, Gary Dougherty, Pete & Linda Hogue, Kathy Beatty, Elen Crone, Tim & Leigh Dawson, Linda Buehring, Rick & Claudia Jordan, Chris Metzger, Arkie Vaughn, Nan Belknap, Arleta Bell, Laurie Emmer, Nipon Karmucharya, Ronnie LaRue Proxies: Joan Baker, Don Dodson, Kevin Preston, Don & Amy Miller, Jerry & Phyllis Haight

Call To Order: 1:05 pm
Introductions of those present

President’s Report: Review of handouts in packet. John Gaddis acknowledged Gary Dougherty for his great work with the Community Activites Committee for arranging great parties for the neighborhood to get to know each other. He also acknowledged Pamm Haglund and Aaron Voboril for their great work with the grounds. Also Pete Hogue for his unending organization of the association.

COMMITTEE & TEAM REPORTS:

Building & Grounds: Pamm thanked outgoing committee members and introduced incoming members.
The workorder form is on the website on the “contact” page and needs to be filled out and returned to either Pamm, Rick, Elen or Aaron for approval for any changes having to do with the building or grounds. You can do this in person, or scan the form and email to: reportmaintenance@epmfhoa.com
The Town of Estes Park has mandated bear proof dumpsters to be locked at all times, except when dumping. We decided to break our 36 month contract with Waste Management ending this coming November. We are going to go month to month with them, which happens to be less expensive. That gives us time to decide how we’re going to handle the bear proof dumpsters or other options; such as individual household trash disposal, which entails owning your own animal resistant container and buying a pack of 10 bags for $35.00 by check or $30.00 cash from Atlas, and use as needed. Trash cans would be able to be put out after 8:00 am for a 9:00 am pick up on Wednesdays. The decision will be one or the other, not a combination.
The straw poll of attendees is 16 for keeping the dumpsters; and 13 for going to individual trash disposal. So it’s very close; and since we’ll be month to month, we’ll see how it goes and see what everyone thinks at a later date~Probably at the Homeowners Workshop in August. See you there so we can all talk trash!

Business Practices: There’s a sign up sheet for any committee or team you’re interested in volunteering on. Or let Pete Hogue know.

Finance: Kathy Beatty is the treasurer. Our financial position looks high right now, due to the big bills for the summer not being paid yet. Regardless, we’re in good financial shape. Should you be paying monthly, Kathy has a locked mailbox on her front entry area that you can drop your monthly dues into rather than mailing, if you wish. She’s at 1454 Matthew Circle.
Pete noted that a subset of the financial information on the website is not correct . The website will be corrected soon.

Community Activities: Gary Dougherty is pleased with how well our monthly evening get togethers have been received. We will continue with this.

Long Range Planning: Tim Dawson presented a report that we may need to raise dues to maintain the property. There was discussion about saving money with landscaping. We’re looking at the economics of that. It would take money, no matter what, to make changes. The finance committee’s stance is that we want to keep the monthly dues low, but we don’t want big special assessments for big changes. We’d rather have little increases and keep our property values up by being well maintained. We find that this is the fairest plan for homeowners who buy into our association at any point in time.
Please participate with this committee.

ACTIONABLE BUSINESS:

2017 Budget: The board had approved the budget last board meeting. At this meeting there was a vote to see if the homeowners are in concurrence with the board. Arleta made a motion to concur with the board for the 2017 budget. It was seconded. 18 for, 1 against. Passed. We went over the budget in our packets to understand it first. Every January the finance committee reviews the budget according to what our suppliers are able to let us know about what kind of changes there will be. The roof reserve and operating expenses seem to be fine. We’re concerned with the projects reserve and painting reserve as the amount keeps getting higher than what we have budgeted. The units are getting older, so the projects (siding, grounds problems, etc) are also getting more extensive. We use HOA member volunteers whenever offered, but the materials and most labor needs to be financially covered.

2017 Assessment schedule: Linda moved that we concur with the board on the $15.00/month/unit increase in assessments for 2017 starting January of 2017. Seconded. 16 for, 4 against. Passed.

Election of 2016-2017 Board of Directors:

Slate: John Gaddis, Susan Novy, Tim Dawson, Pamm Haglund, Kathy Beatty, Rick Jordan and Linda Hogue.
Pete motioned to accept the slate; seconded. Unanimously passed.
Adjourned: 3:05 pm

 

 

EPMFHOA BOARD OF DIRECTORS MEETING
July 30, 2016 3:10 pm

Members Present: All 2016/2017 board members plus Pete Hogue and Aaron Voboril

2017 Positions elected from the passed Slate:
President: John Gaddis
Vice President: Tim Dawson
Secretary: Susan Novy
Treasurer: Kathy Beatty
Operations Director: Pamm Haglund

Committee Chair Positions:
Finance: Pete Hogue
Building & Grounds: Pamm Haglund
Business Practices: Pete Hogue
Community Activities: Gary Dougherty

Teams:
Website team: Susan Novy- webmaster, Rick Jordan
Long Range Planning Team: Tim Dawson
Beautification Team:
New Business:
Pamm Haglund will write a letter to Waste Management to terminate our 36 month service agreement and replace it with a month to month agreement.

The Homeowners Workshop will be focused on updating our rules and regulations & trash.

John moved that we implement the timesheet for Aaron this summer, but not adopt it until we see how it goes. Approved. This timesheet allows us to see what amount of time he’s spending on administrative work and how much time is spent on physical labor.

Work on 1422 and 1410 by Vintage Lawn was approved.
Adjourned: 3:40pm


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EPMFHOA 7/9/16 Board Meeting Minutes

EPMFHOA 2016 MINUTES

July 9, 2016

Attendees: Susan Novy, Pamm Haglund, Kathy Beatty, Aaron Voboril, Gary Dougherty, Pete & Linda Hogue, Arleta Bell, Rick Jordan, Tim Dawson, John Gaddis

Call to Order: 4:00

President’s Report: Updates: Clean-up Day July 23,2016 followed by a picnic- bring a dish- in common areas; Annual Meeting July 30,2016 at Hondius Room at the Library 1:00-3:00; New Board Retreat & Owner’s Meeting Aug. 27,2016 at the Hogue’s(1458) at1:00 (retreat) and 2:30 (Owner’s).

Could we have some volunteers for a website team? Rick Jordan volunteered. More welcome.

Minutes from Last Meeting: approved and are currently on the website.

Treasurer’s Report:

June’s P & L was reviewed and approved. Kathy is going to get a locked outdoor mailbox on her condo’s (1454) porch, for those who are in town and pay monthly to drop off your dues at her place and save a stamp. Keep a look out your next walk around the block.

Committee Reports:

Buildings & Grounds:

Deck Painting: Gary proposed that buildings and grounds keep track of the paint job on the decks and bridges and make work-orders for the home owners to repair outside of a painting year. Discussion followed. No decision was made.

Aaron’s pay: Gary also proposed that we pay Aaron $200.00/week for 5 months, retroactive from May 15th, for his service as Property Manager to the HOA for HOA projects only. This does not include personal/non HOA work-order contract jobs for the owners, which should be compensated by the owners. Even though this is more than what the HOA had previously budgeted on paying him, with the new increased dues budget passed, we will have the money to do that. We all recognize the increased amount of work he does compared to other volunteers. Discussion followed. Proposal was seconded by Pamm, voted on and unanimously passed.

Trash Resolution: Our Waste Management trash contract automatically renews unless contacted within 6 months of renewal. The contract renews Feb.1, 2017. We would need to give our notice by Aug. 1, 2016. Now that we have experience with this, do we need to change? To be continued at the annual meeting…

The tentative board’s position is to leave things as is, and to find a way to enforce what goes into the trash and how to help those who can’t lift the lid.

We will notify Waste Management before Aug.1 anyway, just in case; as there are those on the board who would prefer individual trash pick-up. We think we can change our minds to continue with them up to the renewal date, as they will still be picking up our trash until that date. But we will br charged a fee if we don’t let them know we might drop them 6 months in advance.

Curb Conditions: Gary will talk to the town, since they’ll be chip-sealing Brodie anyway.

This Year’s Paining: The contract is higher than budgeted, but we approved to do it. It will be the inside of the circle buildings on the golf course side.

Aaron’s Assistant: Daniel is available to work for homeowners at the homeowners expense. The HOA has worker’s compensation for him.

Owner’s beautification of grounds: Anything structural or in the ground needs to be approved by the board through a work order, which will be found on the website or through Pamm Haglund and returned to any member of buildings & grounds for approval. THIS INCLUDES PLANTING NEW PLANTS.

Work Order: new form was discussed, improved and passed and will be on the website soon.

Business Practices Committee:

Pete has a document with important dates that will be added to the annual meeting packet.

Pete revised the rules and regulations worksheet to include that commercial vehicles can not be kept in driveways. We have not yet approved the language concerning vehicles in the driveway for the rules & regs. so nothing further was approved.

Team Reports:

Long Range Planning Team: Tim is sorry for the miscommunication on how dues will be raised. We hope everyone’s clear on that now. Come to the annual meeting!

Social Committee: Gary will get invites out to everyone personally for the picnic

Financial Team:  Pete went over the proposed budget worksheet for 2017. The worksheet was discussed and revised and approved w/changes. This will be included in the annual meeting packets.

Pete said he’d have a revised reserve plan ready for the owner’s workshop- not the annual meeting, as proposals at the annual meeting may determine what additional changes need to be made.

NEW BUSINESS:

Proposed New Board Slate:

Gary Dougherty and Arleta Bell are both retiring from the board. Ronnie may resign as well. Thank you for your hard work and participation!

Those who are on the new board slate so far are: John Gaddis, Susan Novy, Pamm Haglund, Kathy Beatty, Aaron Voboril, Linda Hogue, Tim Dawson and Rick Jordan.

The Board is comprised of: President, Vice President, Secretary, Treasurer and Operations Manager.

The Board positions will be determined from the slate after the slate is elected. Then the committees, teams and chairpeople will be appointed by the board from those left on the slate (according to what committee or team you’ve said you would like to serve on) 

The committees are: Buildings & Grounds, Finance, Community Activities and Business Practices. The teams are: Long Range Planning, Beautification, Insurance, Website (newly added this meeting) and Financial Review.

Let John Gaddis know if you’re interested in serving on the board and what position, so you can be included on the slate.

Aaron’s lease: Aaron would like to lease his condo for the winter to the same person as last year. Approved.

Meeting Adjourned: 6:00pm


Posted in Minutes 2016 by with comments disabled.

EPMFHOA 060416 Board Meeting Minutes

Attendees: John Gaddis, Aleta Bell, Linda Hogue, Susan Novy, Pete Hogue, Tim Dawson, Pamm Haglund, Kathy Beatty, Aaron Voboril, Gary Dougherty,Sally Gaddis; and Ronnie LaRue by teleconference.

Call to Order: 4:04

Approval of previous minutes: approved

Treasurer’s Report: Susan taught Kathy how to post to the website, so there’s at least two people who know how to access and update the website. Kathy will post financials to the website. There was a motion to approve the financials as distributed. Approved.

Committee Reports:
Finance: We completed the Assessments proposal to be talked about with the Long Range Planning committee report.
Buildings & Grounds:
We’re considering keeping some siding on hand for emergency repairs.
The north golf course side of the street will be painted sometime in September, we suspect. The painter hasn’t confirmed a date.
We’re working on having a downloadable work-order pdf on the website.
We’re proposing that the HOA pay $150.00 for replacement chimney caps, when necessary. Kathy thought the amount was not enough for high wind caps, since hers blew off. We’re looking at bids and paying for an HOA approved chimney cap for her. John proposed that Buildings & Grounds determine what chimney cap should be HOA approved kind and have re-imbursements be on a case by case basis.

  • Aaron’s assistant: We interviewed a Serbian student, Daniel, who is here for the summer and is very gung-ho and capable of general maintenance for only $15.00/hour. Aaron’s assistant will only work on HOA work order approved projects.
  • Concrete drain trough for Brodie Units: eventually this needs to be done. Aaron is looking in to bids
  • 1422 sidewalk drainage issues: we may need to re-terrace and add more rocks to keep from icing up in the winter. Aaron is getting pricing.
  • Bush/Hedge trimming: Jeb, our landscaper, will do this towards the end of the summer.
  • Domestic animal management: There have been complaints about the number of animals in a unit (1451). The Town of Estes Park restricts animals to 3/home. Anything above that is considered a commercial enterprise. Gary will have a talk with them.
  • Skylights: some acrylic skylights are cracked and need replacements. We would like to order 10, in order to have some extra at a better price. Linda moved that we purchase the 10 skylights and the finance committee will take care of the revision on the reserve. Approved.
  • Split rail fence: some will be replaced
  • Siding: Gary researched and determined that aluminum siding is too expensive.

Long Range Planning:
Our finances are running hand to mouth and are underfunded. We’re proposing that our dues go up $15.00/month next year and an additional $10.00/month every year thereafter through year 2020; totaling a $45.00/month increase over a 4 year period. Then we should be adequately funded. The two areas that are underfunded are the projects reserve and painting reserve. The committee proposes that we use this 4 year plan, instead of all at once, with annual reviews and possible revisions. Pamm moved to adopt this plan. Approved.

In order to keep our great sense of community going, we thought of having a gathering/barbecue in the common area after the grounds clean-up days.

Dates to mark on your calendars:

Social Night: June 25, 2016 from 5:00-7:00 at Sherry Rielly’s 1444, bring snack to share

Next Board Meeting (to adopt the 2017 budget): July 9, 2016 at Pamm’s at 4:00.

Clean-up Day followed by BBQ : July 23, 2016; 8:00am-noonish for grounds clean-up; 5:00 for BBQ, bring a dish to share. More info to come from the Community Activities and Buildings & Grounds committees.

Annual Meeting date: July 30, 2016, 1:00-3:00 at the Hondius Room at the Library

Board Retreat and Homeowners Workshop: August 27,2016 at the Hogue’s 1458. 1:00 for the board retreat and 2:30 for the homeowner’s workshop.

All these dates are approved.

Prospective new board members: Tim Dawson, Rick Jordan have volunteered and are testing the waters at board meetings prior to the annual meeting/election.

Business Practices:
We need a team meeting for revising the policies and guidelines draft material.

Community Activities:
Maria Gomez is moving and leaving the committee. Sherry Rielly and Elen Crone have joined the committee.
Old Business:
Trash: The Waste Management contract needs to have notice by August 1 to cancel by Feb.1, 2017. We’ll give notice, even if we change our mind.

New Business:
Commercial vehicles: see rules & regs. (no vehicles, rv’s, parked or stored in driveway)
Discussion was made about how our residential units are not to be used for commercial business , so therefore it makes sense not to allow commercial vehicles to be parked in driveways.
Motion made to add commercial vehicles to the rules and regs. Approved.

Garage Sales: only one date per year for the HOA. This year’s has passed.

Enforcement of Rules & Reg.: Many organizations have an enforcement team. We’ll talk about that later… after a few beers at the BBQ.

Meeting adjourned:6:14


Posted in Minutes 2016 by with comments disabled.

EPMFHOA 11/19/15 Board Meeting Minutes

Estes Park Mountain Fairways HOA
Board Meeting 11/19/15

Attendees: Susan Novy, John Gaddis, Gary Dougherty, Javier Gomez
By phone: Linda & Pete Hogue, Aaron Voberil, Ronnie LaRue

Call to Order: 7:05 p.m.

President’s Report: Cuba was great! Interesting to see how the communism has worked or not. The food was great. Lots of rice and beans. The cars were from all over the world. Chinese taxis, old US cars. People friendly and happy, despite the poverty. Music everywhere. HOA-wise, no fees, so buildings falling apart, but everyone owns their own plot. The race that I raced in Cuba was expectedly unorganized, but fun.

Now for this HOA

Financial Report: We have more income due to the past due account getting almost caught up. The dumpster cost will be different for the winter, with only one being bear-proof. Also, the trash company has added fuel surcharges and environmental charges; this, with one more month of twice per week pick-ups than last year will increase the trash expense this year. But overall, we should be within budget, if we juggle where we’re above to where we’re below for next year’s budget.
The financial committee has determined that some of the expenses need to be placed into the reserve account instead of the operations account. It looks like we should end the year within the budget.

Gary moved to accept Financial report, Javier seconded. Motion carries.

Buildings & Grounds: repaired 10 skylights this year. The Oberin deck was rebuilt. The Gaddis deck stairs were fixed and the signs were painted. The seal coating on Brodie was done, as well. The two owner clean-up days went great. So we had a good year for buildings & grounds.

The new trash ordinance will not allow for the heavy lids to be kept open come April, so we’re looking at a 10 yard bear-proof dumpster with sliding doors. It will be difficult to hide as we only have 2 yard dumpsters now. It will cost more as well. (2K/year) We’re also considering working with the people who can’t lift the lids and have specific times that we could help them out. If you have problems lifting the bear-proof lids, or have any other great suggestions, contact Susan, secretary@epmfhoa.com, so that we can come up with an acceptable solution for both the bears and us.

Gary moved to table this until we have more information, Javier seconded. Motion carries. We would like Ronnie, Aaron & Pamm (Buildings & Grounds) to have something in place by April 1, 2016.

Business Practices Committee: We put together a proposal for changing how we deal with late assessments for the Rules & Regulations document. Discussion is that dues are late after the 10th of the month with a $25.00 fee assessed if it received afterwards. The first month late per calendar year will be forgiven. Proposal was passed by consensus.

Jordan’s deck: Rick & Claudia Jordan came to the meeting at 7:30 to propose that their deck railing in front of their sundeck window be removed. Their contractor and the Town of Estes Park do not find any structural or safety reason for keeping the railing. The only question is how it will look architecturally. Suggestion was made to use a photo film that will make it look like the railing is still there, so it doesn’t look different from the other units and also provide privacy from the unit next door.
Gary moved to approve the proposal with looking into the photo film. Javier 2nd. Motion carried.

Next Meeting: March 10, 2016 at 7:00 MST

Meeting Adjourned: 8:15pm


Posted in Minutes 2015 by with comments disabled.

EPMFHOA 09/19/15 Board Meeting Minutes

Estes Park Mountain Fairways HOA
Board Meeting 09/19/15
1456 Matthew Circle

Call To Order: 10:00 am

Attendees: John Gaddis, Susan Novy, Linda & Pete Hogue, Arleta Bell, Javier Gomez, Gary Dougherty, Pamm Haglund, Aaron Voboril, Kathy Beatty

Review Board Retreat 8/15/15:

Committee & Team Reports:
Finance: Reviewed packet of information on finance team. Proposes that the 5 year review of the Reserve Plan be postponed until next year so the newly formed Long Range Planning Team has time to review the Reserve Plan. Their review will affect the 2017 assessments as to whether it goes up or stays the same. Gary moved to accept , Kathy 2nd. Passed

Plan reviewed as how to re-assign the signatures on the accounts. Gary moved to accept, Kathy 2nd. Passed.

Quickbooks has been put on both treasurer’s computers. The newly recommended tools as to how to use QuickBooks have been implemented.

Treasurer’s Report: everything moving along as normal. We have one owner past due 3 months that we don’t have a policy as to how to handle leans, if necessary. We’re having problems finding communications with the owner’s representative. Gary opted to talk to the owner, whom Javier didn’t realize was currently living here.
Business Practices: Confirming the approval of the 2 new job descriptions: Building & Grounds and Community Activities. Pamm moved to confirm, Gary 2nd, Passed.

Board received just the areas of change to the Policy & Guidelines which now are ready to vote upon. These changes were made due to Colorado legislature mandates. Pamm moved to approve, as changed, the section on Education of Board Members and Owners, Javier 2nd. Passed.

Conduct of Annual Meeting & Owners Meeting section was reviewed and discussed. We will come back to this one. Many suggestions.

Conflicts of Interest Policy: straight forward and non-controversial. Kathy Moved to approve. Javier 2nd. Passed.

Public Disclosure of Information: not sure what is really required with this one. Needs more modification and clarity.

Pete clarified that we’re only approving a draft subject to the work in phrase 2 & 3. Gary moved to adopt the draft, Arleta 2nd. Passed.

John acknowledged that his homework is to look at the Colorado statutes and make sure the wording is appropriate in the Policy & Guidelines.

Community Activities: Gary noted that we’ve had 2 successful activities and that our next one is Sept 25 at the Prescot’s at 1450 Matthew Circle at 5:00.
Buildings & Grounds: Pamm noted that we had a great turnout for our 2 cleanup days. A phenomenal amount of work was done.

Bear proof dumpsters: Discussed the weight of lid and decided to keep one Bear proof and one regular during the winter to save one of the $150.00 switch out fees.

Linda Beuhring has a proposal for the wild area at the walkway between neighborhoods. She can tell a noxious weed from a regular weed and has been weeding. We have a policy to mow once in the fall and once in the spring. Linda is going to come up with a proposal next spring.

Pamm has available a contact list of our building & grounds contractors, should anyone need personal recommendations.
Insurance Team: No report
Financial Review Team: No report
Long Range Planning Team: Will meet after this meeting.
Beautification Team: Under umbrella of Buildings & Grounds. We feel the 2 work days really enhanced the area. Also, the two signs have been painted.

New Business:
Aaron has a proposed lease for his place over the winter. Linda moved to accept lease, Javier 2nd. Passed.

Next meeting: Thurs Nov. 19 at 5:00

Adjourn: 11:40


Posted in Minutes 2015 by with comments disabled.