Jan 24, 2022 Minutes

Topics: electing officers, updating registries, meeting schedule, maintenance projects for this year, updating bylaws.

Decisions:  Kay will continue as secretary.  Ben will continue as President. Cheryl will be Treasurer. Meetings will first and third Tuesdays, 6:00 to 8:00 p.m. Agenda setting will rotate in alphabetic order, except Kay.

Management minutes, Wasatch Commons Condominium Association

Monday January 24, 2022

6:00-8:00 p.m. Online.

Present: Ben, Kay (notes), Linda, Scott, Cheryl, Coleen

Action Items

• Linda will update the Department of Commerce website.
• Ben will update the HOA Registry.
• Ben will get the lockbox keys from Lynda and Joe for Coleen and Cheryl.
• Ben will send out email giving reimbursement procedure.
• Ben will send approved 2022 budget to community.
• Cheryl will get the community credit card from Joe.
• Cheryl will do next agenda.  Coleen will do the following agenda.
• Coleen will forward Meagan’s invoice to Scott.
• Coleen will research payment company policies and procedures.
• Scott will write up a short process description for purchase orders and come up with a form.
• Scott will find citation in CCR for renter’s insurance.
• Scott will research what other cohousing communities have done in CCR and Bylaws. 
• Scott will find someone for project of updating Bylaws.
• Scott will go around with Mary and catalog broken hanging branches and fallen trees.
• Kay will forward leases and landlord info she has received.
• All mgt: review last reserve study.

Reviewed duties and selected officers.

Vicky gave her key to Scott. There should be a key to the inner office door (one of only two copies) and a key to the lockbox. Get keys from Vicky and Joe for Cheryl and Coleen.

The earthquake insurance premium is now on the credit card.  The only recurring payment that isn’t on the card is the gas company which charges extra for card payments.

Scott suggests we institute a purchase order process for any purchase over $1K(?) to a single vendor in a single year(?), even if the purchase is in a committee budget.  Three bids required.  Decision:  Yes. Scott will write up a short process description and come up with a form. He and Cheryl will discuss minimum amount and whether it is a single purchase or per year etc.

Coleen will forward the invoice from Meagan to Scott for printing to go with her reimbursement request. Remind community of best practices for reimbursement requests.

Initiatives for This Year

Need to schedule the walk-through by Dale, the person doing the reserve study.  Ben will try to schedule it to have multiple management members present. It would be a good idea for everyone to be familiar with the previous study beforehand.  The study had assumptions about what we would be spending. Some things haven’t become necessary, some have been neglected, some came up as a surprise.  Ben is making a list of items that need to be added to the study.

Look into QR codes and Venmo/Square/PayPal accounts to make it easier for people to make donations or pay pay-or-play.  Need more info.  Fees monthly or per payment, etc.

Maintenance Projects for This Year

• Leveling the sidewalks where they have heaved. 
• Look at drainage, especially in areas where the path is uphill from porches. 
• Maybe enlist Emilie to advise on flood mitigation. 
• Consider fire safety.
• Clean gutters. 
• Repair and repaint window and door frames. 
• Clean drains.
• Clean under-deck roofs. 

Potential for expensive damage is high if decks aren’t cleaned under, and HOA took on responsibility to make sure it happens.  Deck owners pay a surcharge on monthly fees to cover this.

Get more info from Fire Marshall on what can and can’t be done in central path safety access.

Landlord info – haven’t gotten anything from KJ.  Leases must include participation requirements. Should we ask for proof of renter’s insurance or of escrow account to hold security/cleaning deposits?

Does Anne have the CCR info to provide to prospective buyers? The unit isn’t listed.

Updating Bylaws

Consensed items need to be in Bylaws. Wild area, fences, central path and twenty-foot access, ducks, dogruns.  Get input at an ACM especially from long-term residents on what needs including. We don’t have any enforcement to stop violations like sheds.

Do a one-page summary to pass out and attach to deeds.  Consider requiring a signed statement of anyone moving in, stipulating they have read the CCR and Bylaws. Currently new owners get CCR at end of closing, kind of late for them to know what they are getting into.

Kay isn’t sure she can take this on at this time.  Find someone to head up project.

Schedule of setting agendas—rotate in alphabetical order. Skip Kay since taking notes interferes with facilitating.

Next meeting February 1.