Management Minutes, 04-07-2026

Management Meeting, April 7, 2026
In attendance: Michael, Cheryl, Ben, Lila, Joe, Starla, Kerry, Sarah 

Unit 7 air conditioning install
-    Starla plans to install an air conditioning unit, remove their swamp cooler, and have the swamp cooler installed on Mary/Kay’s unit
-    Plan is to reinstall relatively quickly once air conditioning is 
-    Cheryl says that she can put Starla in touch with Roof Doctor to make sure removal of swamp cooler
-    Plan is to install coils along the northeast of the house, in corner next to patio
-    Concrete pad will be installed will be 34” x 34” and the condenser unit will be approximately 32” x 32”
-    Whipple and AnyHour are the companies being considered (AnyHour was used by previous unit 7 residents) 
-    Plan is to keep gas furnace alongside
-    Cheryl and others suggest speaking to neighbors about potential noise of condenser 
-    Ben requests model number and decibel rating of unit, and makes clear that all holes will need to be sealed properly and that exterior lines should be covered by line set cover 
-    Starla will verify model number in Discord
-    Roof patching should be done by Roof Doctor, which for Kerry cost $800-900
-    Should coordinate with swamp cooler folks, roof doctor, and Mary/Kay to make sure the unit 
-    Management members recommend that all costs incurred in the movement and reinstallation of the swamp cooler 
-    Lila asks why decision is being made to remove swamp cooler, and Starla says that removing it will prevent potential future leaks 
-    Advance planning will be done to prevent delay in reinstallation of swamp cooler 

Request from Joe regarding community events
-    Has concerns about having neighborhood meetings in the Common House, and would like Management to approve such meetings
-    Management should consider additional steps to avoid misunderstandings and ambiguity in policies for events 
-    Thefts have occurred, and liability concerns should be considered
-    Concerned that community is being put at risk without their consideration
-    Ben asks if similar concerns have been present for prior community-hosted events such as yard sales and concerts, and 25th anniversary
-    Kerry and Cheryl remind that these type of events have been hosted in the community’s past
-    Joe worries that the community is taking a political position and could open to community to risk that hasn’t been considered 
-    Lila suggests that prior events involving strangers have prompted conversation around guidelines or interventions such as signs or such to avoid ambiguity
-    Cheryl asks whether complete avoidance of theft is an achievable goal 
-    Michael asks whether a sign asserting no motorized vehicles or private property would actually have any effect on potential liability; recommends that an inquiry be submitted to our insurance agent or company 
-    Ben feels that the welcoming nature of the planned event aligns with the previous events open to the community 
-    Joe offers to replace the light bulbs in the west carport if the bulbs are purchased 
-    Lila says that unless we talk about these issues we can’t reach consensus and solutions that everybody can support 

Unit 20 weatherization and bathroom vent reconfiguration 
-    Management generally approves all proposed measures, but requests more information regarding the size and location of the hole(s) to be cut to accommodate the new bathroom vent and PDV supply 

Unit 12
-    Lila inquires about the recommends that the current resident of unit 12 should be better incorporated into Wasatch Commons community and would like Management to consider options 
-    Management members recommend that this is a Welcoming Committee issue and that they could take this on

Steady Co Bookkeeping update 
-    Scope of work was not aligned with Steady Co, but after meeting they are willing to keep monthly cost at same rate, but just bookkeeping and without process improvement work 
-    Questions should be limited to those that don’t require investigative work
-    Steady Co will communicate when things exceed the agreed-upon scope
-    We will no longer have an CPA account manager on our account without an additional $75 charge for the second check
-    Management members (Ben, Kerry, Cheryl) recommend that that this could be done on a quarterly basis rather than monthly 
-    Cheryl recommends that quality assurance should occur somehow and one option could be to get her QuickBooks training book; Management approves this purchase
-    Monthly reports don’t include individual transactions against the budget, and this information is something we should know how to check

Budget category changes 
-    Cheryl and Kerry will meet to talk about this, then communicate new categories to Steady Co
-    Ben recommends a top-level category for donations, then breakdown of other sub-categories

Funds transfers
-    Cheryl transferred most of the money from the reserves basic checking into reserves money market account, which has a higher interest rate 

Reimbursement form/Tracking receipts form 
-    New reimbursement form is published and active, and has been tested by Christy 
-    Cheryl has been working on a spreadsheet to track reimbursements and Spark card receipts
-    Form includes a second approval person and a recommendation to check committee budgets to assure funds remain
-    Monthly bookkeeping reports will track these budget items on a monthly basis
-    Ben recommends that we check budget before issuing reimbursements, and that Management should review transactions at meetings

Pay or Play process 
-    Ben has developed a new form and standard language for recording hours and communicating with unit owners 
-    Cheryl recommends that communication with unit owners with changed status to make sure they know this new process is in place 
-    Reporting will happen at the unit basis, rather than the person basis (like previous process)
-    People can pay by check or Venmo and then the income will be reported to Steady Co as Pay or Play, but they will not have to separately track 

ACM this Wed to discuss Pay or Play and Insurance 
-    Ben will outline Pay or Play process
-    Ben will describe the insurance situation and the costs as well as the budget source of funds; Cheryl will explain Law and Ordinance coverage 

“Task List” for financials and Management members
-    Cheryl is working on this, so that any community member can understand the financials at a glance 
-    Kerry also recommends that this happens for recurring tasks for management team, to avoid redundancy and regulate expectations 

Action Items:
-    Ben will continue trying to follow up with State Farm about adding Law and Ordinance coverage A