Minutes Sept. 17, 2013
Estes Park Mountain Fairways
HOA Board Meeting
Sept. 17, 2013
Call to Order: 7:02pm
Approval of August 24 Bd Meeting Minutes: motion to approve by Linda, seconded by John. Passed.
President’s Report:
Flood report from Town of Estes Park:
has located us in the “no flush” zone. We are in the restricted area primarily, so flush only when necessary.
The mail will be coming from Grand Lake by end of week…maybe. All outgoing mail must go to the blue mailboxes only.
UPS & FedEx is getting underway. Trash will be removed almost as normal, soon. Make sure it’s just garbage and not recyclables or debris.
Crawl spaces: 10-12” of water in Jerry Haights, Pamm and Carl’s. Miller’s had 2” and got a temporary sump pump. Golf course drained a new pond that drained into our neighborhood, which lowered our water. Other than that we were quite good. Sump pumps were working. Charley thinks, as a reminder, that owners are responsible for the crawl space and whatever sump pumps that are needed.
Roofs: During the whole storm we have had only 2 leaks at 1451 & 1449. One minor and one major. They are both being dealt with. We were able to tarp during the storm for less problems. We’re checking the flashing on everyones as soon as we can get the roofer, Rich Jarob, back. He’s very busy at larger jobs.
Gary’s Suggestion: have a new owners packet with pertinent information. Business Practices will take on this project.
Emergency Access to Units: We need to be sure the board has knowledge for each owner of who to contact in case of emergency. Contact Gary Dougherty with your information. He’s taking on this project.
Report of Financial Review Team:
Given by Arkie. Many hours have been spent reviewing our finances. So far nothing is out of order, but there are some questions. Pete and Linda are very meticulous in their work. More review to come.
Secretary’s Report: nothing.
Treasurer’s Report:
First month in a long time that everyone paid on time.
Buildings & Grounds Committee Report:
Painting: moving along as fast as possible with all this rain. It’s looking good and we’re pleased the results so far.
Drainage: We will have a hard time, with all the front range needs for drainage, getting George here to do the project. Aaron put a temporary drain between 2 units and it seemed to work really well through this storm. We will definitely need to revisit this.
Other problems that have occurred may have to do with a clogged drain. But most of the system is working.
Driveway Sealing Bid: The estimate is from a contractor out of Longmont. We don’t know when he will be able to come up. The total for 15 units will be $5400.00. $52-5300.00 is what was budgeted. We have the money provided the contractors can get up here. Charley motioned that we accept this bid. Gary seconded. Passed. If not now, we’ll look at spring.
Lawn Mowing: Jed, our Longmont contractor, wants to shut down the irrigation system soon, before a frost, provided he can get here. He can’t get crew up to mow. But we may not need it, or find a local person. For the time being we’re just going to let it go.
We should have the back pressure valves stored in a warm room during the winter, rather than our shed, as they are expensive to replace.
Business Practices Committee Report: Gary Dougherty wants to switch from Business Practices Committee to the Buildings & Grounds Committee. So anyone wanting to join the business practices committee contact Pete.
Financial Committee Report: Pete reported that we’re trying to document today’s practices for splitting reserves and operations budget. Operating Reserve Process: John moved that we approve this document. Joe seconded. Passed.
OLD BUSINESS:
Don Dodson reported that for several years the sprinkler system has sprinkled on his unit that now needs siding repairs and wood windows replaced. They’ve reported this several times to both the landscapers and HOA. Yet now they’re expected to pay for their rotted windows. He doesn’t feel that is fair. He wants to pay 50% of the window, instead of 100% since he feels the HOA has not dealt with the situation.
Charley has not heard the complaints for the last 3 years. He hasn’t heard about it from the landscapers either. Our painter feels that the wear & tear is to be expected with 20 year old units, as there’s more than just sprinklers that cause it.
Joe wants to know the difference between window glass and window frame and framing of the window into the building because he has a similar situation. Pete is working on lay language document to define that the window glass and window frame are one unit that is the owner’s responsibility. ex. if you were to go to Home Depot and buy a window, you’d get the entire unit- frame & glass. This is more than just replacing broken glass. It’s the same with doors. Doors are sold as a door-swing and frame. A renter may expect that if they’re responsible for windows and doors, it means if they break a window, they replace the glass; and if they kick in a door, they replace just the swinging door. That is NOT the interpretation of this HOA. Even though condo ownership is somewhere between total ownership and rental of air space, the interpretation sides with typical home ownership. The window is the entire unit and the owner is responsible.
The wood window has been ordered and we did not order the most expensive for the sake of the owner’s expense.
John moved the we pay 50% of the cost of the window replacement and that this is a special situation that does not set a precedent, not to exceed $475.00. Joe seconded. Discussion: Charley mentioned that Frank paid for his window without question, so what do we tell those that paid? Pete doesn’t like setting a precedent that we will do this, because we all know that it does actually set a precedent, even if the motion says it doesn’t.
Barbara asked if they could pick their own window to install in spring and have the HOA pay for the caulk for the current window?
Motion Not passed.
New Business:
Date for next board meeting. Perhaps in November. Would like to have it when the Financial Review is done.
Business practices should come up with work-order forms that are traceable as to what action has been taken. Beyond meeting minutes.
Joe added that there are people who teach in Estes Park that live out of town. Perhaps owners that are leaving might contact the school or hospital to find if there are people who could rent their units.
Joe moved that we suspend the rental restriction of not less than 6 months in this emergency situation for 1 year. Seconded by John. Passed.
Motion to Adjourn: 8:55pm Passed.
Posted in Minutes 2013 by Susan with comments disabled.