EPMFHOA Minutes 8-25-2012
MOUNTAINÂ FAIRWAYSÂ HOA BOD MEETING
AGENDAÂ Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â
Date: Saturday, August 25, 2012
Time: 4:00 P.M.
Location: Linda & Pete Hogue’s
1458 Matthew Circle
Present: Joe Evans, Linda Hogue, Charley Griffin, John Gaddis, Aaron Vobril & Ray Schultz
Absent:Â Susan Novy & Ron Meskimen
Guests: Pete Hogue, Patty Kice, Joan & Ray Novy, Don & Barb Dodson & Jerry Brown
1-Call to order – Meeting was called to order by President Charley Griffin at 4:05
2-Approval of July 7 Board Meeting minutes (action) – approved as is
3-President’s Report – No report
4- Secretary’s Report – No report
5- Treasurer’s Report – The split of duties between Ron Meskimen & Linda Hogue was explained. Ron checks the mailbox, makes deposits & pays the bills. He then scans & emails the info to Linda who does the QuickBooks work, generates the invoices & month end reports.
6-Operations Committee Report
 A- Resurfacing of driveways (discussion) In 2012 the condos across the street from the golf course are scheduled to be resealed. A bid from the same group who did the work on Brodie last year was received for $2500.00. Linda Hogue moved & John Gaddis seconded that we do the work. Motion passed.
B- Drainage situation (discussion)  Ray Schultz presented a very comprehensive report of the work he sees needs to be done. In his opinion there are four areas that need to be addressed.
1. Sprinkler heads placed too near to the condos.
2. Downspouts (some) have no place to drain.
3. Backfill has settled along some foundations.
4. Negative slope around some condos – water has nowhere to drain.
The first step would be to hire an engineer to review Ray’s plans & agree that they should fix our problem or make additional/other suggestions. It was discussed that the two associations next to us are also having drainage problems.
John Gaddis moved & Joe Evans seconded contacting the two other associations to try to save money on an engineer by splitting his time.
Once we hear back from the engineer a master plan will be presented to the board for email vote. Units 1449 & 1451(and possibly 1440 & 1442) are seen as needing immediate attention. This is envisioned as a multiyear project since it will take at least a year to evaluate if the steps taken have been effective. There was discussion about surveying our MF owners (and assisting them with the analysis as needed) to ascertain the scope of our problem.
Joe will contact engineering companies.
C (added) – there was discussion on our AC situation – BUS PRAC was assigned to bring forward a draft new R&R on this topic
7-Business Practices Committee Report
A-Discussion & Approval of the following:(action)
1-Changes to the Rules & Regulations concept & business process as well as proposed initial splitting and draft updating actions,  approved.
2-Estate Sale & Garage Sale Policy, approved as recommended.
3-Establishment of Information Mgmt. Policy,   both documents approved as recommended.
4-Establishment of Central File System, approved as recommended.
8-New Business
Ray Schultz requested that a tool box & a starter set of sprinkler repair parts be acquired & stored in the storage shed. A motion was made by Linda Hogue & seconded that $150.00 be approved to acquire the tool box & supplies. Motion passed.
John Gaddis said thanks to Pete for all his work on Business Practices.
Super Deck paint: there was discussion about whether our painting contractor is using a different/better brand of paint for the decks than the rest of the unit.
Building & Grounds suggested we pick a skylight to be standard.
Don Dodson suggested that consideration be given to mowing every 10 days when the grass is growing rapidly.
9-Other Business    none
10-Motion to adjourn (action) adjourned at 5:50 PM
Respectfully submitted,
Linda Hogue
substitute 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.