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
Posted in Minutes 2016 by Susan with comments disabled.