ACM Jan 22, 2023

Topics: project management committee, conflict support mandate, large-spend process, hot tub, reserve analysis

All--Community Meeting, Sunday, January 22, 2023, 3:00-4:45 p.m.

Present: Vinnie, Jorge, Robin, Ben, Linda, Marina, Kay (notes), Scott, Laura, Cheryl, Laraine, Lynda, Victor, Carol, Mary, Kellie, Vicky, Coleen

The memorial brass plaque for Naomi is to go on the bench that belonged to Naomi on the common house porch.  There are ways to fasten it that are more secure.

Proposal, Project Management Committee

Management spends enough time on maintenance that other areas of its mandate get neglected.  The CCR allows Management to delegate some of its duties.  Need consent of 67%.

Management will continue to deal with finances and legal matters.   Any purchase or expense greater than $500 must go through the Large-Spend Process, which is overseen by Management.

Ben's idea is that Maintenance would become Project Management. 

Require slightly different skill-sets: Project Management requires record-keeping and organizational skills; Maintenance requires work skills. Vinnie suggests anything that can be done in-house be Maintenance, and work requiring contractors would be Project Management, not based on cost but on liability -- things we might be able to do but maybe shouldn't. 

Concerned about inexperienced people trying to run higher-cost projects, if that is removed from Management's purview; maintain a list of preferred vendors, etc.

Contractors will cut corners if not supervised.  Need someone on site keeping an eye out who understands the scope of the project.  Example that when the walls under the decks were replaced, the contractor didn't put any insulation in.

Maybe during transition to this system, Management would still need to keep meeting twice a month for a while.

Even if they are separate committees, can't function in silos.  Lots of interaction and collaboration.  Learn as a community and more people pick up skills in managing projects.

These committees (mgt, maint., p.j.) will need regularly scheduled meeting times so people can easily get in touch with them.

Try the committee structure on a trial basis, learn from it, adjust it.

To be discussed again next ACM and a decision made then.

Conflict Support Committee Mandate

Members Linda R, Laura, Eliza, Alex, and Loraine. (Mandate appended.)

Large-Spend Process

This process is to help Management fulfill its fiduciary duties to the community.  Required for all projects over $500. Can't break projects down into subprojects below $500. This process applies to all community expenditures including approved committee budgets.

The process presumes that the project itself has been approved beforehand by the community.

First and most lengthy step is the study, getting recommendations of vendors from the community, recommendations from multiple vendors on what should be done and how it can be done.  Use the information gathered to create the project scope and details of the specifications. Write a request for bids based on those; the same request goes to all vendors.  Vendors' bids go to Management, which makes the selection.  The Project Manager can advocate to Management for their preferred vendor if that vendor is not the lowest.  The Management President is the only person who can sign contracts for the community.  Post-project debriefing is an important record for use by future project managers or following up. 

Hot Tub and/or Sauna

Victor would like to start working on getting a hot tub and potentially a sauna. Hopefully mostly funded by donations. 

The location would need to be decided on, possibly on the concrete pad behind the common house or possibly the north field (not in the alley). 

Vinnie has certification for daily water testing.  Could rotate responsibility for checking  among several people with Vinnie overseeing.

Concerns that have held us back have centered on it not being an attractive nuisance, would have to have an enclosure around it, keep out not just small kids but teens.  The tub would have a locking cover. 

How much will this impact our insurance?  Action:  Marina will call Scott Hirschi about insurance for a hot tub.

A gas-line was installed at construction behind the common house, OTOH we have excess electricity.

Exploratory meeting on February 8, 6:30 p.m. before the ACM.

Hours, code of conduct, etc. will need to be worked out.

Reserve Analysis

The reserve account exists for repairing, replacing, or restoring areas or facilities that have a useful life of three years or more and a remaining useful life of less than 30 years.

Analysis done by Dale Gifford.    Study is required every six years; review at least every three years.

Balance $112,100; ideal $263,809, 42% funded. Money held at UFirst credit union, small amount of interest. 

Factors for recommended 49% increase to contribution are increased prices, increased inflation rate, and current underfunding.  Yearly 3% increase, which isn't the same thing as a 3% fee increase.   Fully funded in 2053.  Planned expenditures between now and then allow us to do this without having to add a huge lump sum.

Each year there are expenditures from the reserve, and money put in that will fund future expenditures.

Recommended expenditures for 2023 are rain gutters and downspouts, crack filling in parking lots, replace fridge/freezer.  The fridge was supposed to be a couple of years out, but needed to be moved up; other things last longer than expected and can be postponed.

If we add new capital items, additional funding needs to be added to the reserve.

Committee Reports

Maintenance Committee will meet second and fourth Tuesdays.  Will try to keep meetings to thirty minutes.

Procedures meeting this Tuesday January 24, 6:00 p.m.

Management elected Cheryl as President, Jorge as Treasurer, and Kay as Treasurer.

Announcements

Birthday cake at potluck.

Linda has seeds from a potted fern to give away.

Laura's sister and niece will be here end of February, staying in upstairs bedroom.  Their first time in the U.S.

The two gardens are provided water by the community. A few people have suggested one or both should pay for their water. For it to get to community discussion, someone who cares about the issue needs to ask for it to be on the ACM agenda for discussion.

Friday, February 10 at 7:00 "Spanish evening" by Mike and Victor, English speakers welcome.