EPMFHOA Minutes 6-4-2011
Mountain Fairways HOA Board Meeting Minutes
June 4, 2011
The meeting was called to order by Charley Griffin at 3:35 PM.
Present were:Â John Gaddis, Charley Griffin, Linda Hogue, Steve Lang, Ron Meskimen & Lois Weaver.
Absent were: Joe Evans, Susan Novy & Aaron Voboril.
Visitors were:Â Pete Hogue, Patty Kice and Ed Weaver.
A motion to approve the minutes of the April 3rd meeting was made by Ron & seconded by Lois. The motion passed.
President’s Report: Charley Griffin Pres.
Charley is on the signature cards. We will need to add Linda & Ron.
After discussion it was determined that we do need to maintain our safe deposit box. Currently the HOA ATM card is stored there. For us to set up internet access to our bank accounts (online banking) we were required to have an ATM card.
American Family, our insurance company recommends that each homeowner has a radon detector in their crawl space. They also suggest that no charcoal grills be stored on the decks. These are suggestions – they are not requirements.
John Gaddis is looking into the Colorado State HOA requirements. Because our HOA was formed long enough ago we are not required to register. However, being in compliance is a good thing & John is reviewing this. He also is looking into Condo requirements for lenders.
In a discussion about a roster of HOA owners, it was agreed we needed two versions – one at a summary level (for owners) and one at a detail level (for board members.)
Secretary’s Report: Susan Novy Secretary – absent
No report. It was repeatedly suggested that condo association members look at our web site. Our web site can be accessed at www.epmfhoa.com.
Treasurer’s Report: Linda Hogue Treasurer
The May financials were presented & discussed. A motion to accept the financials was made by John, seconded by Lois & passed. Starting in August Ron Meskimen & Linda Hogue, Treasurer, will assume Millie Allen’s current Financial Secretary duties. Ron, Linda & Millie will work out a transition plan.
Financial Committee Report: Pete Hogue Chair.
A draft budget for 2012 was presented in the form of two documents (budget worksheet & an assessment worksheet.) After much discussion & tweaking a draft budget was approved. The major change to the draft budget will be to retain Millie Allen for the remainder of 2011 & all of 2012 to assist the Financial Committee & the Operations Committee. Steve Lang, Operations Committee chair, is finding that he needs help with the day to day maintenance problems that arise. The tweaks to the proposed budget can be accommodated without causing an increase to the membership’s assessments for 2012.
A motion to upgrade Quick Books 2008 to 2011 & get a technical support contract, cost not to exceed $600, was made by Lois & seconded by John. The motion passed.
Business Practices Committee Report:Â Pete Hogue Chair.
The committee plans to resume work on the wording of our by-laws.
Operations Committee Report: Steve Lang Chair
Work will be starting soon on our gutters & downspouts. A few new extensions to the gutters will be installed & the addresses where these can be seen will be sent out to the membership. The extensions Steve is suggesting are permanent, effective & inexpensive but may not be esthetically pleasing to the membership. Steve is trying to prevent damage to the foundations of our units by improving the drainage around our units. We will hope for feedback at the annual meeting.
The committee is working on a work order form for the membership to use. Hopefully these forms will be available on the web site soon. Using a work order rather than just calling in the request will give the committee a written history of work needs. The committee is also working on a list of suggested vendors should a unit owner want to make improvements to the inside of their unit. These improvements would be at the unit owner’s expense.
The Vintage Lawn irrigation specialist will do a walk through, doing an assessment zone by zone, & make a proposal to the Board.
Steve has installed two new rain sensors.
We are currently scheduled for 9 – 10 mowings for the season. The goal is cost effective green grass.
The lawns have been fertilized & sprayed for weeds & our trees have been sprayed.
Our annual meeting will be held at 3PM on Saturday July 9th at the Rocky Mountain Park Inn (formerly the Holiday Inn) on Route 7 near Highway 36. The address is 101 S. St. Vrain.
There was discussion on how to easily provide a starter slate of board members for use at the Annual Meeting.
The meeting was adjourned at 5:45PM
Respectfully submitted
Linda Hogue substitute secretary.
Posted in MINUTES - All approved motions are in bold italics. Click on blue title for individual post., Minutes 2011 by Susan with comments disabled.