EPMFHOA Annual Meeting Minutes 7-7-2012 & BOD Minutes 7-7-2012
Estes Park Mountain Fairways Home Owners Association
Annual Meeting
July 7, 2012
Location: Rocky Mountain Park Inn
101 S. St. Vrain
Estes Park, CO 80517
Time: 3:00
Attendees: Charley & Linda Griffin, Ron & Pat Meskimen, Aaron Voberil, Linda & Pete Hogue, Ray & Joan Novy, Don & Barbara Dodson, Arkie Vaughn, Caroline & Joe Evans, Patty Kice, Susan Novy, John & Sally Gaddis, Ray Shultz (Doreen), Stephen Lang, Jerry & Phyllis Haight, BW Dykes
Proxies: Don & Amy Miller, Judy Jones, Diane Yoblin
Call to Order: 3:09 pm and introductions of members in attendance
Approval of Minutes of the 2011 Annual Meeting: moved by John Gaddis. Approved.
President’s Report: We’ve made a lot of progress this year on landscaping with sprinklers, painting, driveways, and trash pick up, thus being able to maintain the same annual assessments as last year. Some future items to look at are: improvement of landscaping, entry signs, and street curbing. Looking for committees to determine a plan of action. Major pruning was done, but there were questions about succors on wire protected trees not being pruned.
Please break down cardboard boxes when dumping in the trash- or call Charley or Aaron to take them to recycle.
Secretary’s Report: Website is up and running. www.epmfhoa.com  Improvements of a membership page for treasurers information to be added as well as a contact sheet that will go direct to the property manager.
Those who wanted their minutes & treasurers reports emailed/mailed will receive them the same way until the secretary or treasurer is notified differently.
Treasurer’s Report: packet was passed out and emailed to members for review. There were no questions about the packet.
New Business:
 A.) concurrence with Board Approved 2013 Budget: budget was emailed and mailed out to membership prior to the meeting so we can review, discuss and vote on at the annual meeting. The format from last year has changed to the current and will remain this way until someone has a better format. We are now in a very positive financial position, including having a reserve plan. There were no questions about the budget.
  B.) Concurrence with board approved 2013 Owner’s Assessment: for the second year, we’ve been able to keep the expenses stable, so there’s no need to increase the assessments. The only item that changes per unit is the insurance, which is determined by the size of the unit. Questions on the assessments: What about the owners that paid for their own roofs? Have they been repayed yet? In 2012 we will have that loan paid back to the owners. The “extra” money saved will go into the reserve plan for the roofs. We replaced with 25 year roofs. Other reasons we are saving money is due to the volunteering by members of services that we used to pay for. We also have reserves for painting and driveway resealing. The reserve plan is figured on the current economy; each year the board determines what we need to do to adjust for inflation. According to the bylaws the owners are responsible for windows and doors, are the skylights considered part of the roof? Yes, and they are the responsibility of the HOA. What do we say about our dues compared to other associations? The Business Practice Committee is putting together a report that explains how we’re co-op’ing in our dues for more services than most associations and therefore, we actually pay less. If our unit completely burns down, how much of the current value is covered by our insurance? American Family Insurance told us that we were underinsured, so we upped our insurance to $8M. Your owners insurance should cover more than just your furniture; include your cabinets and interior finishes, as well.
Vote for concurrence of both 2013 budget and assessment: moved by Linda Hogue and seconded by Aaron Voberil. Approved.
   C.) Election of 2012-2013 Board of Directors: Ballot: Charley Griffen, John Gaddis, Susan Novy, Ron Meskimen, Linda Hogue, Aaron Voberil, Joe Evans, and Ray Shultz. Motion to accept slate: moved by Ron Meskimen and seconded by Sally Gaddis. Approved.
Old Business: Some of Vintages mowing practices were questioned. They welcome suggestions, so don’t feel if you see them, you can’t make requests. (they will pass it along to the board if it would require more money than what we’ve contracted for.) We would like the grass mowed shorter if we’re waiting 2 weeks between mowings.
The town was going to recurb for us last year and now they’re saying the end of June or July. This is obviously a work in progress.
Can we get recycling with our service? Waste Management is our garbage collector. Depending on what we want to pay, they do provide recycling, but it’s expensive.
Committees are available to join to help the board of directors. The Packet has those committees listed. Let a board member know if you’re interested.
Motion to Adjourn: Moved by Pete Hogue, seconded by Arkie Vaughn. Approved by all at 4:20 pm.
Respectfully submitted,
Susan Novy, Secretary
Estes Park Mountain Fairways HOA Board Meeting     7/7/12
Present: Charley Griffin, Susan Novy, John Gaddis, Joe Evans, Linda Hogue, Ron Meskimen, Ray Schultz
Call to Order: 4:25 pm
Approve June 3, 2012 Minutes: Ron moved, John seconded. Approved.
Presidents Report:Â We are fortunate to have this many volunteers on the board.
Secretary’s Report: same as annual meeting.
Treasurer’s Report: Motion to keep check expense authority the same approach as last year made by Linda, seconded by John. Approved.
New Slate of Officers: Charley Griffin/Pres.; Joe Evans/Vice-Pres, Susan Novy/Secretary, Linda Hogue/Treasurer. Approved. Building & Grounds Committee will recommend the Operations Director (property manager) to the board.
Old Business: discussion on business practice committee’s assessment comparison: Should we refer to our insurance as an assessment, as other associations don’t ? We think since the HOA is responsible for the insurance and collects for it, it is reasonable to consider it an assessment and include it into our assessment amount. Other associations collect it separately as insurance, so the assessment appears less. We feel our all inclusive way of collecting and naming it as part of the monthly assessment is the most honest way of communicating the actual cost to owners. We can put the declaration page from American Family on the website so owners can see what is covered. Because of the Colorado fires, we expect the insurance rates will go up.
Business Practice Committee: will meet tonight to discuss estate/garage sales and how the board runs the association with rules & regulations and policies & guidelines.
New Business: Charley would like to rename the Operations Committee to Building & Grounds Committee (more descriptive). We have an Operation’s Director according to the bylaws. It’s different from the committee chair and will be determined by the committee. This committee now consists of Charley Griffen, Joe Evans, Aaron Voberil, Ray Shultz, and Steve Lang.
Weaver Estate Sale: Charley and Joe will help with traffic.
Move to Adjourn: moved by all and approved by all at 5:07 pm
Respectfully submitted,
Susan Novy, secretary
Posted in MINUTES - All approved motions are in bold italics. Click on blue title for individual post., Minutes 2012 by Susan with comments disabled.