Feb 1, 2022 Minutes

Topics: update of banks and records, reserve study, maintenance and safety, forming maintenance committee, pay or play

Decision:  Throw away old lease information when a unit is no longer a rental.  Add vehicles to phone list.

Minutes, Management Committee, Wasatch Commons Condominium Association

Tuesday, February 1, 2022, 6:00-8:05 p.m.

Present: Cheryl, Kay (notes with additions by Cheryl), Scott, Ben, Linda until 6:30, Coleen, Mary

Action Items

• Coleen will
  • ask Lynda for the keybox key.
  • coordinate with new members to make appointments with credit unions to update signature cards.
  • make sure room-mates are up to date on the phone list.
  • add vehicle make, model, color and license plate to phone list.
  • continue research on online payment systems for donations.
  • do a video tutorial on how to use the pay or play reporting form.
• Cheryl will
  • call insurance to pay workers comp premium invoice $375.
  • pay for Partnership with Cohousing Association, by community card.
  • draft a letter re Naomi’s fees.  [Not necessary, 2/3.]
• Linda will
  • put the check to Landscape Solutions, an envelope and stamp in Kay’s folder.
  • manual transfer of increase in reserve a amount for February
  • [respond to email from Naomi’s niece about condo fee.]
• Kay will
  • sign and mail check to Landscape Solutions.
  • find the lease/landlord info from #17 and #21 and shred paper copies from units no longer rentals.
  • look for any minutes from previous Maintenance Committees.
  • type notes about common house appliances and send them out.
  • update the E-Check Authorization Form on the website. Older version specifies exact amount; new says “amount owed”.
  • make a paper form to report work time for use by non-computer-phile people.
  • make a folder in the internal mail cabinet for people to turn in work reports.
  • send a copy of the pay-or-play agreement to Coleen to include in presentation.
  • do a payment request for fireplace work.
  • find list of mortgage holders.
• Scott will
  • call KJ for her lease/landlord info.
  • watch for estimate from Scott D and call him if it hasn’t come by Thursday.
  • check with Emilie re flood and fire plan
  • get letter re fees it to Naomi’s executor, her niece.  [Not necessary, 2/3.]
  • collect a list of existing agreements that need to be added to the Bylaws.
  • check CCR for requirement for renters insurance.
  • set up meeting of new maintenance committee.
• Mary will contact the dealer/repair company about the fireplace.
• Ben will
  • check whether the bylaws allow month-to-month leases
  • contact the fire marshall about what is okay for the central path.
  • email about reserve study walk-through; members should check their schedules.
  • put mortgage holder list in a password protected google doc.
• Not assigned:
  • Update amount of reserve auto-deposit to UFCU.  Who is authorized with UFCU?

For ACM report

• Remind the lockup person to close laundry room door, door to east hall, and pocket door to lobby of upstairs guestroom, to reduce fire risk.
• Going to start enforcing pay or play.  Review agreement. Give links for time reporting forms.

New Year Updating Followups

• Linda updated Dept of Commerce website and is submitting reimbursement for $15. 
• Ben has updated the HOA registry.
• [Note: Rocky Mountain Power also keeps a list of officers who they will deal with re account.]
• Linda updated the monthly fee amounts that Mountain America pulls from residents’ bank accounts.
• Cheryl got lockbox keys and Spark credit card from Joe.

Coleen called both credit unions.  Mountain America wants a letter.  They said so long as the new members are specified in the letter they don’t need all members present.  UFCU wants at least one on-going member present.  Mountain America is open Saturday 9 to 2, if the person we need will be there.

Financials

Followups

• Ben sent the email about the reimbursement procedure and the approved 2022 budget.
• Scott talked to Meagan about reimbursement.

Insurance. Got invoice from American Family for workers comp. They have our credit card on file and bill it monthly for our master policy.  Other insurance payments come up periodically and we need to notify AmFam it’s okay to pay them.

Cohousing Partnership. Got invoice from the Cohousing Association $750.

East Berm Repair. Kay put the invoice and request for payment for Landscape Solutions fixing the east berm water in the Mgt folder. Emilie said she’d sign it but hasn’t yet; use her email as the approval.  Kay is on the signature card with the checking account.

Naomi’s Monthly Assessment.  Do a letter to Naomi’s estate reminding about monthly fee.  Increased effective Feb 1.  Amounts are posted in the common house. [Letter is unnecessary. Per Beth 2/3, Naomi’s family sent an email to the WaCoHo gmail account asking about HOA fees.]

Reserve Study.  Alan can come Wednesday, Thursday, or Friday 9:30 to 2:00 p.m. [Walk-through appointment Friday 2/4/22 at 12-2pm, Alan, Ben, Cheryl, and Kay.] Ben is making list of things to add to reserve study.  Potential future changes in appliances to a/c, heat pumps, tankless on-demand water heater.  Replacing east carport solar panels.  Three deck roofs 21, 23, 25 have never been replaced or the railings powder coated.  Are the railings the HOA’s responsibility under the 2012 state laws?  Owners paid for them when the deck roofs were redone.

Followups

• Landlord/Lease.  Kay has found the paper copies of the docs for #17’s lease but not the electronic copies yet; needs to go through old email. 
• Lynda put fresh copies of the phone list in the coat room.

Decided it shouldn’t be necessary to keep lease/landlord information from units now owner-occupied. 

What exactly do the CCR/Bylaws specify should be collected from landlords? Should be lease, landlord program certification, and landlord insurance.  Lease must have participation requirements. Add renter’s insurance or escrow account for deposits?

Phone List. Check that room-mates are up to date.

Vehicles.  Could we include vehicle make, model, color, and license plate on the phone list?  Phone list doesn’t circulate outside of community, shouldn’t be a privacy issue.  That would let people easily check if they are wondering whether a particular vehicle belongs.

Scott has been exploring the resources that Cohousing Association has. 

Payment of Donations by Guests. Coleen is checking the rules for Venmo.  The account needs to be in someone’s name.  PayPal offers a business account, small fee.  Coleen’s experience with Square is as a card reader device, which someone would need to keep it; Scott says it’s an app.

Maintenance

Scott will create a maintenance committee.  Cheryl & Beth have volunteered.  Issues:

• remove pergola before sale of unit 4; interferes with painting/maintenance.
• remove catalpa tree, too close to foundation.
• under-deck roof cleaning, 13 decks, 3-5 hours per deck.
• branch removal per Scott & Mary’s assessment.
• gutters, lower level.
• gutters, upper level.
• repair and repaint wood trim, windows & doors.
• clean drains.
• flood mitigation, especially where porches are below the level of the path. Can Emilie advise?
• level heaved sidewalks.
• review & address fire safety hazards.

Maintenance will liaise with Landscaping on fire and flood issues. There’s a file with some documents from the previous maintenance committee in the office.  Kay made some notes last summer on make, model and serial number of common house appliances. Need such information for insurance claims.

Fireplace. Kay and Mary checked the fireplace and couldn’t get the pilot light going.  Needs a heavier wire from the switch.  Company will send parts only to their dealers. 

Trees. Wednesday site tour with Scott P, Mary, and Scott Dixon making notes on tree work cleanup from storm. Tied green ribbons on trees that need work.  Scott D will send an estimate (of # of hours) and when he’ll be available.

When the community moved in, the local fire station had some people come tour the common house and interior of units.  Responsibility has been transferred to a different station northwest of Smith’s.  Might offer them a similar invitation. 

Mary regularly finds beer bottles and cigarette buttes in the low spot behind Kellie’s. Consider ways of discouraging strangers hanging out there.

Safety and Security mostly focuses on things that will reduce break-ins, not day-to-day things like fire safety from long grass, homeless encampments, etc. 

Pay or Play.  Before we start enforcing pay or play, should give warning, put notice on everyone’s doors.  Could we start enforcement March 1? Do we need more time for people to get to logging their time [or will they not make the effort until there are consequences]]?  Pay or play agreement says requirement applies to every adult 18 or older and that residents can pick what counts.  Need to revisit what counts as work.  The owner of a unit is responsible for the payment of everyone who lives in a unit.  Payment system for donations also useful for pay or play.

Storage Bin for Further Discussion

• Purchase order requirements, dollar threshold etc.
• Review CCR and Bylaws for possible revision.
• Record of special permissions and exceptions, fences etc.
• Cliff Notes version of CCR and Bylaws.
• Add to reimbursement policy:  Before we send a check to a vendor doing work on-site, we need an invoice and request for payment from the person monitoring them.
• Are deck railings the HOA’s responsibility under the 2012 state laws?