Management Minutes 01-27-2026

Management Minutes, January 27, 2026

In attendance: Ben, Kerry, Michael, Cheryl, Sarah 

Management members in consensus that Ben will be retained as President, Cheryl will take over as Treasurer, Michael will continue as Secretary 

Bookkeeping updates 

-    Cheryl inquired about the renewal or non-renewal of CDs in order to move money from credit union (Mountain America, Canyon View) accounts over to Ramp 
-    To restate the issue at hand, Ramp savings account has same or better interest rates as the current CDs, but easier to access funds
-    Will need to get all current management members onto the Canyon View (reserves) and Mountain America (operating) credit unions; Cheryl will call to clarify the processes for this
-    Ben and Kerry spoke to Steady Co about setting up a system for Pay or Play where everyone gets a statement and perhaps a credit when hours are submitted, so everyone gets something rather than only non-participants getting a bill 
-    Sarah suggests that we could revisit the open-endedness of the Pay or Play form
-    IRS requires that we send notification that payment to a company has occurred; Steady Co will begin tracking and making these notifications 
-    Standing meeting could be arranged on a monthly basis with Steady Co
-    Cheryl also requests a “transition meeting” with Steady Co to get a sense of tasks and responsibilities 

Review 2025 end-of-year financials (to be sent out to community ASAP)

-    Ben and Kerry met with Kate Voecks and Gecil Cawagas at Steady Co today 
-    Questions for Steady Co:
o    Should there be a separate category or a separate statement for reserve expenses versus operating expenses? 
o    Do we need to move maintenance expenses to reserve category or statement somehow?
-    Monthly statements should be posted to Discord and also to Wiki 
-    Recurring transfer could be set up to move money from operating to reserves

Plan to revise form for reimbursement/charges 

-    Steady Co will help us redo the reimbursement form, but for now, we should send scans of receipts and info for how to categorize in an email (for payments outside of the Spark card)
-    Kerry would like to keep the reimbursement form to have two signatories on expenses 
-    Ben suggests that reimbursement form is more complex than it needs to be for most expenses 
-    Cheryl wonders if Discord discussion and “thumbs up” will be sufficient or if a physical signature is needed
-    Ben agrees that the physical form will be wanted by many community members
-    Receipt and form (or screenshot) could be attached in QuickBooks or attached by Steady Co; this will be visible to Treasurer in QuickBooks
-    Steady Co will provide monthly statements by the 15th business day of every month, so that we can review them
-    We will need to adopt Ramp processes for reimbursement; Ben recommends that only management members will have access to submit info to Ramp, but community members will be able to send info through forms or other means 
-    Recurring/autopay charges will be categorized easily (Cheryl inquired); it’s the uncategorized expenses that will be the difficulty and what we will need to be specific about

Swing set: community consensus ACM Wednesday, February 11 

-    Children committee has met since Renae attended management meeting
-    Insurance approved the presence of the swing set
-    Community should reach consensus on maintenance of swing set, and this is tentatively scheduled for Wednesday ACM, February 11
-    Ownership of the swing set makes things somewhat more complicated 
-    Parents have concerns about the rickety condition of the adjacent play structure
-    ACM Planning will reach out to Children committee about attending and requesting consensus from community on February 11
-    Biggest concern from management was insurance, with this clearance they have no objection

Discord 6-month revisit/consensus at ACM Wednesday, February 11

-    Ben feels we need to do a proposal to approve a permanent move to Discord after discussion about it at February 11 ACM

Mary’s water meter status—no contract moving forward (see Management to do list) 

-    Scott read the meter and is willing to have follow-up conversation
-    Ben found a letter from 2021 which may be the last time Mary was charged
-    Ownership of the land is one issue (Hans Ehrbar is owner and has plans to make it a conservation easement)
-    Billing for water usage is another issue and is more straightforward, but charging has been inconsistent

 
Wason’s electric car payment

-    Nudge to Vicky about paying for the electric car charging (Kerry will do this)

Google drive clean-up 

-    Under wasatchcommons@gmail.com account, containing accumulated files over years from committees
-    Cheryl feels that this is related to our general desire for organization and processes, but not a huge priority