Management Minutes, 02-27-2026

Management Minutes, February 17, 2026

In attendance: Ben, Michael, Cheryl, Kerry

Bookkeeper communications

-    Ongoing/regular mtg with Steady Co (Gecel and Katy, currently) 
-    Should all management members be communicating with them, or should only treasurer (Cheryl) make contact 
-    Cheryl has contacted Katy to set up a meeting this week, but needs to follow up; will meet individually at first, but other management members may join from time to time 
-    Initial invite from Steady Co/Katy was for 8:00 PM on a Wednesday, but this invite was declined by someone from wasatchcommons@gmail.com 
-    Steady Co does AI minutes and send them to you, which is convenient 
-    Ben suggests we should start putting bookkeeper meeting minutes on the Wiki 

Katy’s reimbursement/charge form

-    Katy produced a draft of a paper form that would capture all the information we need, similar to the one we have but with Ramp needs required
-    Cheryl would prefer an electronic/online form and has started designing one 
-    Michael wonders whether a signature should be required, as is present on the form Katy drafted
-    Cheryl proposed that instead of a signature, folks provide an email address for another community member who approves
-    Ben suggests that a check from our account is the right way to reimburse rather than some kind of electronic reimbursement

Pay or Play

-    Email from Katy recommends “accrual accounting” meaning we should only bill when someone owes, not send a bill to everyone
-    We could send an email to folks after totaling up the hours logged (these have been collected by Joe)
-    Logged totals could be reviewed by management and then sent along to bookkeeper to create invoices
-    Cheryl also proposes we should consider a quarterly system, which would allow more flexibility for unusually busy months 
-    Adoption of this system could be an ACM discussion topic (not a proposal, per se, but an explanation of the system)
-    Ample notification and ramp-up time is preferable, according to Kerry and Cheryl 
-    Tentatively implement this new system for Pay or Play for April, and discuss on at ACM on March 11 or 22
-    All in agreement that ACH payments aren’t the right approach, but instead issue bills and collect checks, Venmo, or other payment types 

CH room donations designation

-    EMAIL FROM KATY VOEKS / STEADY CO:
“After reviewing the accounts and the IRS rules that apply to HOAs, here is the solution.

The issue is that all income is currently flowing into HOA fees, transfer fees, or interest. There is no separate place to clearly record Common House room or usage fees. Those amounts need their own account.

The fix is to add one new income account:

Common House Fees to track guest room overages and other Common House usage charges.

This separates regular HOA dues from income that comes from use of a facility. The IRS requires this distinction under Internal Revenue Code Section 528 and the Form 1120-H rules, which treat HOA dues differently from fees for use of common property, services, or rentals.

Once this account is in place, expenses and depreciation related to the Common House can be applied directly against Common House income. That lowers the net amount subject to tax and ensures you are only paying tax on the true net income from Common House activity, not the gross receipts.

This does not change how anything is charged to members. It simply fixes how the activity is recorded so the books and tax reporting line up with IRS requirements and reduce tax risk.

Next step would be for me to add the Common House Fees account and start using it consistently going forward.”

-    Management in agreement that this approach is the right one, and it will be communicated to Katy that we should move forward with her next step

Other issues arising

-    Check written and signed for Alex P reimbursement 
-    Room donation Saba $240 (via Venmo); Kerry should contact the bookkeeper to clarify the transaction info
o    We could create a form that works for both Spark card purchases as well as donations, but not reimbursement requests
o    Should double check with Katy about the Venmo usage—just donations, or other things as well? Could pay or play come in through Venmo? 
o    Transitioning to a business Venmo account could also be an option, but there would be a fee for transactions
-    EV charging money order from Wason’s (Grae) $450 
o    Bank visit will be necessary to deposit this 
-    Discord update 
o    Proposal is out on permanently adopting Discord for community communications; will call for consensus at ACM on 02/22/2026