Management Dec 6, 2022 minutes
Topics:
Present: Ben, Marina, Coleen, Linda, Mary, Joe, Scott, Kay (notes), Cheryl
Decision: Leave tree work in the operating budget.
Action Items
Ben will request a new draft of the reserve analysis without the play structure or the trees.
Scott will get an estimate on trees.
Ben will edit Large Spend Process to say contracts must be signed by the Management President. (This is already true, legally.)
Tree Work
Motions from Scott: 1) Don't put the funds for tree work in the reserve. 2) Party involved with tree work in 2022 should not be in charge of tree work for at least two years. He feels trees are a regular every year expense which will vary by year but not predictably.
Where did the amount of $12K for this year's tree budget come from? $12K was the amount planned for Phase III of the tree plan, created in 2020. Spent $9,900 this year.
Changes made on the wiki in the Large Spend Process were responding to changes Management decided on.
The reserve analyst regards it as legal to put tree work in the reserve. There have been a lot of years we haven't spent enough on tree work. A hope in putting it in the reserve is to make it part of our planning every year. It doesn't affect the total needed for the budget because we just talking about where to store the money until spent, in operating or the reserve.
Tree work report at last ACM was that three bids were sent to her, not to Management.
Putting tree money in the reserve gives us a bigger pool of money to draw on if there is an expensive year, without wiping out the operating budget.
Management seeks input but not approval from the community for things like roofs. Trees is something a lot of people feel strongly about. OTOH for other items people have had strong feelings about, Management has done extensive consulting with the community.
On wiki, "Guidelines for Vendor Payments", project manager is responsible to know the vendor's payment policies ahead of time and to verify that the work gets done. If same-day payment is required, the project manager is responsible to make arrangements ahead of time with Management and the bookkeeper to arrange payment.