Minutes Aug. 24, 2013
Estes Park Mountain Fairways
Board of Directors meeting
8/24/13
9:00 am @ 1458 Matthew Circle
Call to Order: 9:00
Attendees: Charley Griffin, Pete & Linda Hogue, Susan Novy, Pamm Haglund, Arleta Bell, Gary Dougherty
Approval of July 13 Board Meeting Minutes: approved.
President’s Report: (came in late; missed it)
Secretary’s Report: none
Treasurer’s Report: Linda Hogue reported that we’re on track with some repairs yet to go. Our CD for the paid annual assessments come due this summer for additional funds to be able to be used.
Pete reported about he is managing the funds so that we don’t need additional funds to cover expenses. There has been requests to add “financial notes” to the monthly financial statements sent to the owners. This will be the first month that will be done. Give your feedback as to whether or not you like this or think it’s adequate.
A document of how we make decisions between splitting expenses between operating fund and reserve fund will become available.
Building & Grounds Committee Report:
Painting:
Charley reported that the painting on the golf course units is going along as expected according to the contract. We will do a walk-through to make sure everything is as contracted. We are expecting completion in the next couple of weeks.
Window Issues:
Structural repairs of 5 rotted window and sills and framing on golf course units needs to be scheduled and determined who will pay for them. WIndows are $550.00 plus labor of $200.00 plus $200.00 interior finishing. Our painter can do all of the work. The board discussed the by-laws to determine payment. The windows are wood framed windows and will degrade in 25 years. It was pointed out that the sprinklers have caused the problems that the association hasn’t taken care of. According to the painter who has painted for the last 20 years said that repairs have been done and added another 10 years of service to the windows. The board hasn’t received complaints until this painting. The board is requiring window replacement at this time for these 5 windows since the owners haven’t. The HOA will take care of the casements, since that is part of the building. We also think we need to clarify our governing documents meaning in a separate document.
Linda moved that the HOA pay for the structural part of these window replacements and the owner cover the full cost of the window units and installation. John seconded. Passed.
Drainage Issues: Charley reported that the contractor will put a french drain between 1453 and 1451 to drain into the nature area and then see if additional work needs to be done once it’s dug up and exposed. John moved the acceptance of the bid and Linda seconded. Passed.
We had looked into xeriscaping the center with a stone walkway and rocks with a drip system for some plants and found it to be too expensive ($5000.00). A motion was made by Pete and seconded by John to allocate $2500.00 for however we finished out the area. It could be part rock and the rest sod. Passed.
Anyone interested in forming a landscape committee can contact Charley.
Pete made a motion to approve the finance committee’s solution to fund the irrigation by taking $2000.00 out of project reserve and putting it into the operating fund in order to pay for the project. Seconded by Linda. Passed. Charley mentioned that re-sealing of driveways may need to be postponed. Pete is not agreeable to changing the set schedules for new immediate needs.
John mentioned the need for a long-range planning committee (specific to landscaping)to determine how to update the landscaping. Contact Charley or John if you’re interested.
Business Practices Committee:
Pete reported that the Rules & Regs, which is what governs the owners actions towards the HOA and the Policy & Guidelines document, which is what governs how the board of directors can make decisions for the HOA, has been updated and the board is now in the process of reviewing. There is still work to be done so no current vote needs to be taken.
Discussion of HOA law: John commented on the new state requirements for HOA’s. We’re too small to have comply in all areas. Anyone interested in knowing what the statute says, John is willing to send it to you. What does apply is how we collect fines. We have complied in our current policy. We are also required to have an information session once per year, which is different from the annual meeting and monthly financial statements. It’s a separate meeting that we’ll need to address. We also need an insurance profile available. Our website just says “yes, we have insurance”.
Financial Committee Report:
Pete reported that we have a financial review to date of 2013 of 3 members outside of the financial committee. The 3 members are Arkie Vaughn, Pamm Haglund and Jerry Haight. Pete motioned to establish this team. Seconded by Linda. Passed. There will changes that will be made as a consequence of the financial review. However, the current system is how it is done until further notice. Our current system is very “hand-to-mouth. Charley moved to accept the financial committee’s policy and guideline report. Seconded by John. Passed.
Approval of bank signatory card authorities: Charley, Linda, Arlita and Pamm. Seconded by Gary. Passed.
New Business:
Pamm would like to eliminate an exterior door in the bedroom. Board passed the plans.
Next board meeting Thurs. Sept.19, 2013 at 7:00.
Meeting Adjourned: 10:50.
Respectfully Submitted,
Susan Novy, Secretary
Posted in Minutes 2013 by Susan with comments disabled.