EPMFHOA Minutes 10-3-2012
Estes Park Mountain Fairways
Homeowners Association
Board Meeting 10/3/12
Attendees: Charley Griffen, Ron Meskiman, Susan Novy, Pete & Linda Hogue, Aaron Voberil
Call to Order: 6:58 pm
Approval of Aug. 25 Meeting: approval moved by Linda, seconded by Aaron; passed.
President’s Report: due to an article in EP News, we have requested bear trash containers for the area. There will be no additional charge for this, however, they are backordered due to the interest from the article. Fortunately, the bears are going into hibernation, so we should have them by spring.
Secretary’s Report: nothing. really & truly the website will be updated to include the financials soon.
Treasurer’s Report: Linda moved that financials be sent to the HOA membership only quarterly. The board would continue to receive monthly financials. Aaron seconded. passed.
Linda also moved that we require only one signature on checks of $500.00 or less.
Ron seconded. passed.
Charley made a motion that all the 4 officers and assistant treasurer be on the signature card list. Seconded by Linda. passed.
(currently Charley, Linda, Ron & Millie are signers on the account. It was recommended that we add Joe Evans, Vice President, and Susan Novy, Secretary, also as year-round local residents, and take off Millie.)
Finance Committee Report: (given by chairperson Pete Hogue) We were given draft policies of the financial policies & guidelines for the board to review.
Business Practices Committee Report: (given by chairperson Pete Hogue) We were given “Overview of Key Association Documents” & “Rules & Regulations” & a draft of “Air Conditioning Approach” for the board to review.
Building & Grounds Committee Report: (given by chairperson Charley Griffen) This year’s scheduled driveway re-sealing has been accomplished. The driveways are on a 3 year cycle. Next year we plan on both south side driveways.
- Sidewalk repairs. There are 2 necessary sidewalks to repair (1445 & 1447) due to safety issues and some potential other sidewalks. We have received 2 bids on the 2 necessary sidewalks. $1300.00 vs. $800.00. Charley moved we approve Earl McCrea’s bid for $800.00 and get this done this fall. Ron seconded. passed.
- Drainage & Irrigation Issue: We brainstormed ideas having to do with the water drainage problems in the crawlspace of unit 1451 and standing water between units 1451 &1453 due to a slope into unit 1451. One idea we’re considering is extending the river rock space to 3 feet along the side and back of the units, and adding 2 french drains that will drain to the central nature area. We would start with these 2 buildings and eventually add 3 feet of river rock to the rear of all units. Another idea was to remove the grass and sprinkler system between units 1451 & 1453 and xeriscape that area. In the future we would need to do this also between 1447 & 1449 to balance out the look. Either option would be best to start in the spring, so any replacement sod would readily take.
Charley made a motion that we take action to address water issue between units 1451 & 1453, not to exceed $4000.00 by summer. The building & grounds committee will determine the vendor. Aaron seconded. passed.
Charley also made a motion that the building & grounds committee and the finance committee work on proposing a position paper that addresses any drainage and irrigation problems that the HOA may have. Aaron seconded. 2 abstained. the rest in favor.
Another drainage issue we need to address is fill dirt and an intercept pipe (and/or sealing the basement wall) needed next to unit 1411 due to seepage into the basement of the unit. This is an immediate repair situation. Charley made a motion to accept Vintage Lawn’s solution to this problem not to exceed $1200.00. Linda seconded. passed.
New Business: Re: Continuation of the HOA consultant, Millie Allen.
The financial committee has determined that they no longer need her services. They feel they have learned the history adequately. Owners don’t seem to be contacting her anymore. Most are contacting one of the board members. Discontinuing her services will save $1200.00 per year. Linda moved that we thank Millie for her services as a consultant to the board, but that the board has determined that since we have volunteers well trained by Millie, that we will no longer need her services in 2013. Ron seconded. passed.
Pete reported that we’ve made progress on our offsite computer backup and recovery approach.
Motion to Adjourn: Charley moved at 8:58. Ron seconded. passed
Respectfully submitted,
Susan Novy, HOA 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.