Feb 15, 2022 Minutes
Topics: pay or play, updating bank signatures, action item tracking
Minutes, Management meeting, Wasatch Commons Condominium Association
Tuesday, February 15, 2022, 6:00-8:00 p.m. Online/video.
Present: Cheryl, Kay (notes), Mike, Scott, Ben, Linda, Susan, Coleen
Action Items
- Everyone will look at websites about wikis.
- Coleen will write individualized letters to community residents on the importance of attending the pay-or-play discussion.
- Coleen will ask Beth about doing a bullet-point document summarizing the CCR.
- [2/19/2022] Coleen will go to UFCU in person to ask about policies for updating.
- Cheryl will look at doing a spreadsheet for Management’s task list.
- Scott will recruit at ACM for a maintenance committee.
- Next agenda: Scott.
- Linda will put the reimbursement check to Joe in Kay’s file. Kay will sign it and put the check in Joe’s.
- Ben/Joe: Adjust amount of reserve deposit to $2,993.75 while at Mountain America doing signatures.
- Kay will work on her remaining items from 2/1.
Pay or Play
How do we roll this out? How do we get engagement from people?
We have a lot of residents who weren’t here when it was approved, more than half. We need better ways of communicating what needs to be done for those who aren’t experienced with maintenance.
The walk-through with the person doing the reserve study brought out a number of maintenance issues.
Work teams sometimes send out an email saying that if anyone needs work hours they can show up for a common house cleaning work party.
Even the less-than-a-dozen questions on the work report strike some people as intrusive. Collecting data on how many hours are spent doing what is a different goal than getting people engaged with community work and may conflict with it. However it’s also the least troublesome way to get that info.
To get community buy-in it needs to be discussed. How do we get people to show up for the discussion? Can we market the next ACM better? Sunday February 27.
It might help with easing into pay-or-play to have a list of jobs, sorted somewhat by skills and physical ability. Post it multiple places, online, in the mail room, etc.
Time tracking isn’t fun. Figure out about how long particular jobs would take most people and let people sign up and check them off without tracking the time. Provides an incentive to be efficient.
Coleen is willing to write individualized letters inviting people to attend the discussion and explaining why it’s important and how this is your opportunity to help us set up a good system. Ask people who won’t/can’t be at the ACM when they can attend a discussion.
Two rationales for the community doing the work of the community are (1) to keep costs down to not shut out everyone but upper-income people from living here, and importantly that (2) working together builds relationships and contributing to the community enhances commitment to the community.
The official name of the work policy was “POWer”, but nobody calls it that. Talking about what the name should be could provide a break in more serious discussion.
Financials and Follow Up on Action Items
Naomi’s monthly fee will be settled when the unit closes.
Check to Landscape Solutions was mailed. Check to Joe needs signature. Linda likes to have the bottom part of the check back.
Vehicles have been added to the phone list. Add birthdays? The fewer lists to maintain the better.
Treework. Scott Dixon told Emilie he would have the branch cleanup down by the 21st.
Safety. Scott is reluctant to add flood, fire, etc. safety to the maintenance committee. Ask Safety & Security if they are willing to add that to their mandate? If not, recruit?
Signatures. Mountain America has the checking account for the operating budget. (There is also a savings account there.) Members can go in individually if needed; provide a letter listing the Management members, or the Annual Meeting minutes. [Update 2/19, not true.]
Coleen will make the appointment with Mountain America and let everyone know.
Update 2/19/2022: Joe is listed as the “principal” on the Mountain America account, and he needs to be there to sign to add or remove signatories or to add or remove principals. Ben will schedule with Joe to go to Mountain America. The bank clerk said she thought the signatories didn’t need to come back in, since they had filled out the forms at the bank and signed in her presence, and that Joe could bring the forms in and sign them. She recommended doing it on a weekday when the business department would be available for consultation on procedures. She thinks it is possible to have more than one principal on an account. Since calling Mountain America got wrong information, Coleen will visit UFCU in person on a weekday to determine their policies for updating signatories.
UFCU has the reserve. They want everybody to come in together. They have limited hours, nothing on weekends.
Credit Card. It’s possible for QuickBooks to automatically download from the credit card, but it guesses, usually wrong, where charges should go. Linda finds it easier to put in by hand than to fix the mistakes. Spark card is expiring, and a new one should be coming. The only utility that isn’t on the card is Dominion, which is an automatic payment from checking. The card itself is an auto-payment.
Reserve. Making a deposit of $2,993.75 March through December will end up the correct amount to go into the reserve for the year. The previous amount was $2,884.75.
During walk-through discussed adding treework to the reserve analysis. Alan said some communities do it that way and some put it in operating. A disadvantage to having it in the operating budget is that it’s a big amount and becomes an easy target for cutting. Legally required review every three years and redo every six.
Leases. CC&R doesn’t have a requirement for renter’s insurance. Add “business license” to the items we ask for in the landlord letter. The program is called the “Good Landlord Program.”
Scott will call KJ for lease, business license, Good Landlord Program certificate, and landlord’s insurance.
Discuss with new owners of #4:
- pergola and painting the fascia behind it
- the catalpa
- the water stains upstairs.
The pergola was formally approved before it was built.
Sales. Scott recommends that we require that, if the community’s referral list is being used by owners or it’s listed on our FaceBook, the buyer must be represented by a broker. Scott could do it and charge 1% to go to the community. That makes sure the buyer gets the information they need and is treated correctly.
Do we have any sort of Action Item tracking? Consider setting up a wiki. Community documents, maintenance and tasks lists, etc.
From Ben Trueman to Everyone 07:59 PM
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