Jan 3, 2022 Management Minutes
Topics: Unit 7 sale, landscaping and other maintenance, budget proposal and management election.
GET YOUR REIMBURSEMENTS FOR 2021 TURNED IN.
Note to residents arranging for community work by contractors: Even if you don't know the final amount, turn in the payment/reimbursement request to the bookkeeper (Linda) immediately, and have the contractor send his/her invoice to wasatchcommons@gmail.com. That procedure produces the timeliest payment.
Management, Wasatch Commons Condominium Association, Monday January 3, 2022
6:00-8:00 p.m. Zoom
Amended 1/5/2022
Decisions: Management election will be for two two-year terms and one one-year term. Change in fees will be effective February 1, not retroactive to January 1.
Present: Lynda, Kay (notes), Vicky, Joe, Ben, Marina, Scott until 6:40.
Action Items
- Kay will forward landlord documentation she has received to Management.
- Lynda will put copies of the updated phone list in the coat room.
- Kay will ask Mary for suggestions on fixing the fireplace.
- Joe will send Kay the location of the GFI switch for the messy crafts room, for notes on building. [Done]
- Letter to Naomi’s estate about paying the HOA fee.
Follow-Ups
Minutes of 12/20/2021 meeting approved.
Landlord Letters. Have gotten all landlord documentation from Kathy and some from Hans.
Phone List. Lynda updated the phone list and sent Beth a copy for GoogleDocs.
East Berm. Work finished except remaining clean-up. Removing dirt from driveway must wait until it isn’t frozen down.
Windows. Ben has contacted Kim Tubbs, who was supposed to come out and hasn’t. Cranks can be changed using a universal adapter, but it would be nice to know a source for where to get ones that fit for our windows without an adapter.
Unit 7 Sale. Anne hasn’t listed unit 7.
Marina is concerned there may be structural damage (affecting the Association's responsibilities). Anne is required to reveal to the buyer any damage she is aware of.
Owners of empty units are still responsible for HOA fees and pay-or-play.
Scott points out that licensed professional real estate agents are trained in the laws protecting buyers, whereas sale-by-owner is buyer beware.
Vicky says several people have expressed interest. She understands that Anne gave a price to one person’s realtor and there was a counter-offer. Vicky refers questions about the unit (e.g., price, condition) to the seller and strictly talks about the community with potential buyers.
Reserve Study: Ben would like to have members of Management walk around with the person doing the site visit for the reserve study.
Landscaping Invoices
The bill from Avant Garde, $175 for blowing out the irrigation systems was paid 12/27. We still haven’t gotten the invoice from Landscaping Solutions for $363.53 (parts and 3.42 hr labor) for repairing the broken pipe on the east berm. Mary has called them, ph 801-261-1733, and requested (another) copy.
Paid Scott D for the first snow plowing. Is Maxine going to be the person in charge of calling for snow removal?
Companies will get paid faster if invoices are submitted promptly with requests for payment from the resident who arranged the work. Suggest submitting the payment request at the time the work is done.
Maintenance
The fireplace wouldn’t light for New Years.
The GFI in the messy crafts room was flipped, and the freezer started to melt. Joe turned it back on. Keep an eye on it. [On Mon, Dec 27, 2021 at 2:54 PM Joseph Sweeney sweeneyj7725@gmail.com wrote: The outlet the freezer was plugged into is tied to a ground fault interrupt circuit located in the same room on the left-hand side as you enter the room. The outlet in question is now working.
Amended.]
Budget
New changes in this draft:
- $6 additional income in association fees, fixing a rounding error.
- Welcoming baskets added to Welcoming Committee budget.
Expenditures. Break out estimates in the landscaping budget. Move the tree planting $1K down to line 09680 Tree Planting under committees. Stump grinding under 08240 Tree removal.
Income. Possibly do a letter to Naomi’s estate pointing out the need to pay the HOA fee.
How much for pay-&-play? Can we invoice Naomi’s estate and Anne? [Not unless we invoice everyone else. -Notetaker.] Point out that pay-&-play work and payments would lower the need for fee increases in future years.
Should the increase be effective February 1 or retroactive to January? It makes a $211 difference in our expected income. Higher income vs. retroactive requiring people with auto-payment to write a check. Decided effective February 1.
Zero late fees or show some? Including late fees in income is anticipating bad behavior. On the other hand, $75 is only three late payments, out of 12*26 payments, and historically we usually have had at least that.
- Why do we want to show a surplus in the budget?
- A: Mortgage brokers assume some categories will go over budget and therefore want budgets to show a slight surplus to start off. Probably most condos have less discretionary spending and thus fewer categories to go under budget, whereas we are usually under budget at the end of the year.
Elections
Ballots on doors like last year? Yes.
Given that the annual meeting is the most heavily attended of the year, we might want to encourage attendance to be online. Ask people who anticipate difficulties with zoom to let us know so we can pair them with someone.
Staying on: Kay and Ben. Outgoing members can be re-elected. The position Lynda has been subbing for would normally continue for another year. We need to elect three people. Should one be for just one year? In the past we’ve simply elected replacements for two-year terms. The CC&R appears to say it should finish the abbreviated term, not start a new term. Might be easier to get volunteers with a one-year commitment. Decided one-year term.
Do we need a Renters Rep? Anyone who has a legal contract to rent is a renter, not just people renting an entire unit. We have half a dozen renters.
Would it be helpful to have a Non-Owner Rep? People like Laraine & Beth. Usually non-owners who aren't renters are closely connected to the owner. Do they have identifiable separate interests in re the Association?
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