Jan 3, 2023 Management minutes

Topics: close out 2022 finances; waste and recycling provider; water in Mary's field; fridge

Wasatch Commons Condominium Association Management Committee meeting, Tuesday, January 3, 2023, 6:00-8:00 p.m., common house sitting room.

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

Decisions

• Deadline to submit reimbursements for 2022 is Friday January 6. 
• Get LG fridge/freezer and separate countertop ice maker. 
• Use Momentum for mixed recycling, to start in February.
• Discontinue glass recycling by Momentum.
• Continue using Ace for waste and SLC for yard bins.
  

Action Items

• Email notice to community on reimbursement deadline for 2022.
• Ben will get Linda the credit card charges.
• Scott will read the water meter for Mary's field and get the info to Linda for invoicing.
• Coleen will check community keybox to see what we units we have keys for, request ones we don't have, and make appointments with people to check that they work.
• Cheryl will buy the fridge and ice maker.
• Cheryl will contact Momentum to get glass recycling bins emptied one last time and taken away.
• Scott will read the water meter to Mary's field.

Close Out Finances for 2022

Deadline to submit receipts for 2022 on Friday January 6; otherwise need special approval for reimbursement.

Linda needs credit card charges to finish out books for the year.

Waste and Recycling Provider

Current service

• waste and recycling from Ace,
• glass recycling from Momentum, plus one glass bin from city(?)
• yard waste from city

The community will handle glass recycling ourselves. Cancel Momentum glass recycling; ask for one last emptying and take bins away.

If/when we change waste service, we will need to notify Ace to pickup their bins.

Decided to start using Momentum for mixed waste at the beginning of February.  Continue using Ace for waste but not recycling.  Keep Salt Lake yard waste recycling. Will need to educate the community about what recyclables Momentum accepts.

Tree Removal #11

If Mary will find the receipt and reimbursement request for the tree whose removal she paid for, Management will discuss whether we can reimburse such an old debt.

Water in Mary's Field

Mary made payments some years but not others until the meter was installed ~2015. Do we want to pursue payments for years no payment was made? Estimation will be difficult-to-impossible.  Payment in March 2021 covered meter reading from zero (at installation) to 18,297 (in 2021).

Fridge

For ventilation, the fridge needs to be centered in the space with a little room on either side and space behind.

Need to train residents to put meat or eggs in the bottom to avoid contamination from drips.

People shouldn't be storing personal things long-term in the fridge or freezer. 

To maintain cleanliness and sanitation, ice maker will need to be shut down two days a month.  Necessary to cool the ice maker afterwards with a bag or block of ice before it starts making ice again or the cubes will just melt. Someone having an event that needs ice should coordinate with Maintenance so they haven't just emptied the ice maker.

The gaskets on a glass-front fridge can't be cleaned with just any cleaner.  Can be cleaned with hot water.  It doesn't have a freezer, but we have a separate one. It's commercial so not as many companies can do repairs. 

Decided to order LG fridge/freezer.  Get an extended warrantee.  Has an ice maker and water dispenser. 2.5 lbs a day, store 4 lbs.  Also get countertop ice maker.  For repairs, Vinnie recommends Saosi at Famous Appliances.

Budget

Someone pointed out the budget proposal doesn't list income from electric cars.  Can discuss at Annual Meeting whether that should be listed as income that we expect every year.

Parents Committee didn't submit a budget request for childcare, so that's not in the budget.

Backup Keys for Units

Coleen will check the office keybox to see what units we have keys for, request keys from units that aren't there, and make appointments with people to check that the keys work. Someone needed to access a unit, and the key from the keybox didn't work.

Reserve Analysis/Dumpster Enclosures

Vinnie estimates supplies to rebuild the dumpster enclosures would be approximately $1000 if we do the work ourselves. Reserve analysis has cost at $5000-$6000. Requested they decrease it to $1000,

Project Management

Ben has written a proposal that Management officially delegate maintenance to a project management committee, to be discussed at an ACM. Management would still control the large spend process (selecting bids etc.). Will need to recruit some good people. Require minutes, record keeping such as warrantees. 

Mary suggests hiring a retired construction engineer to walk the property every other month and make a list of everything that needs work.

Emailed 1/4/2023.