Management Minutes, 03-03-2026
Management Minutes, March 3, 2026
In attendance: Ben, Michael, Cheryl, Kerry, Sarah
Bookkeeping Updates
- Cheryl attended a meeting with Katy from Steady Co after last management meeting, but hasn’t yet received notes from the meeting
- Spoke about Venmo use and Katy’s perspective is that if large numbers of payments start coming in, then we need to make sure they are allocated/accounted accurately and promptly
- Venmo could also be used for Pay or Play payments as long as allocation/accounting is recorded
- Kerry has been documenting all Venmo transactions currently and passing along info to Steady Co
- Steady Co uses app called “Double” to monitor transactions and make annotations, as well as subdivide transactions as necessary
- Kerry wonders if it’s necessary to document whether room donations need to be separated; Ben responds that yes, because this is a separate line on our budget
- Cheryl would like to be able to tie everything back to a particular budget line; Ben responds that it is helpful to separate items according to budget lines
- Katy showed Cheryl a balance sheet/financial report and Cheryl would like to learn how to generate those reports herself to share with the community; Ben suggests posting to the Wiki, and to Announcements on Discord
- Cheryl and Ben in agreement that we need to be proactive about allocating transactions
- If an ACH payment is created for Pay or Play, then the transactions would automatically be allocated, but Ben worries that if Venmo, checks, or cash becomes the standard payment method, then Pay or Play could get overwhelming
- Cheryl also worries that personal Venmo account may need to change to a business account; Ben recalls that the number of transactions isn’t necessarily the trigger for switching to a business account
- Cheryl asked Katy about reimbursement Google form, and she was in support of this method; Katy felt an additional Google form for accounting transactions may not be necessary
- On Pay or Play, Katy would prefer to bill only those not contributing
- Kerry contacted Joe about monitoring the Pay or Play, and he said he would; Kerry said she will get back to him about the system and coordinating with bookkeepers
- Kerry wonders when the “list” should be due; Cheryl feels that the 10th is an appropriate date
ACM on Pay or Play System
- All ACMs are planned for March, so next slot for discussion would be on Wednesday, April 8, or Sunday, April 26; then implementation of new system for logging and billing would occur in May
- Clarification on billing system will need to happen before the meeting, so that a report or description can happen during the meeting
- Sarah suggests a demonstration of the hour logging process during this ACM
- Cheryl also recommends that we start posting things sooner rather than later on the Discord about this new system being implemented in April
Action Items: Kerry will draft a message for posting on Discord (multiple times)
Insurance coverage
- Ben does not currently see Law and Ordinance coverage parts B and C in our policy, which we will need to discuss
- Current policy only pays up to $10,000 of medical expenses; Ben wonders if we should consider more than this; Cheryl feels that this is a good thing to ask about
- Ben will ask about increasing medical expenses to $50,000 and report back
- Law and Ordinance coverage doesn’t include part A, and cost to add that was exorbitant ($11,421 annually, $36/month per unit), but this is to pay out the cost of the entire building (in addition to replacement cost); State Farm only covers part A at 100% replacement cost
- Need to find out if Fannie Mae/Freddie Mac mortgages require part A coverage; Freddie Mac website states that they do, in cases where property is non-conforming (https://mfguide.fanniemae.com/node/4406)
- May require a new budget proposal and vote if this additional expense proves necessary
Action Items: Ben will ask about increasing medical expenses coverage to $50,000 and ask where law and ordinance coverage is in the current policy
Maintenance updates
- Coleman reached out to additional stucco vendors, and the person he had most confidence in is against painting stucco ever due to moisture evacuation; his recommendation was to go around the community and find biggest problem areas panel by panel (from control joint to control joint)
- Building 22/24/26 quote was about $30,000 for several panel replacements
- Clarification still necessary on the need for repairs to small cracks or spalling of finish coat, but the general opinion was that much of the community’s stucco finish was not in need of refinishing at present
- Granularity gave a bid of about $15,000 to caulk all the windows around the community; Cheryl prefers to go with a more informed bid to avoid having to micromanage to make sure the job is done completely and correctly (as with corner window trim in the fall)
- Quotes also in from Granularity for ceiling fans (4) in the common house; Kerry suggests that this is not essential and could be sacrificed if insurance costs rise
Action Items: Ben will reach out to his handyman contact about both ceiling fans and caulking; Cheryl will ask Chris at Roof Doctor if he has suggestions for
All Community Meetings Update
- Kerry reports that ACM on March 11 will be a brainstorm session on space utilization in the community
Other Items Arising
- Cheryl suggests a revision of the current Pay or Play form; Sarah agrees and suggests drop-down menus rather than freeform text entries
- Cheryl also suggests allocating hours by committee or general categories to have more useful data; all management members are generally in agreement with this
- Sarah and Ben suggest a “multi-select” within the Google form
Action Items: Ben will build a new form for discussion