Management Minutes, 07-21-26

Management Meeting, July 21, 2026
In attendance: Michael, Ben, Kerry, Cheryl (via Zoom), Sarah (via Zoom), Laura

Lease agreements (discussion with Laura)

-    Laura officially requests approval to do a month-to-month lease to Becky until December, with a longer term afterward (as required by the CC&Rs), due to the novelty of Laura’s new living situation
-    Ben asks if renter is aware that the change in term will occur; Laura replies that while she is not currently aware of the December change, she expects that the renter will not object due to the fact that she has been waiting to move into cohousing for a long time
-    Ben asks if Laura was aware of the ban on short-term leases when the lease was signed; Laura replies that she was not
-    Ben in general has no objection and recalls that we have made exceptions in the past
-    No objections from Michael, Kerry, Cheryl, or Sarah
-    Laura asks how she can send necessary info about the renter to the community 
-    Also has the pollinator habitat information, which Kerry suggests she give to Kellie/Landscaping Committee
-    Cheryl asks about “landlord insurance” requirement in the CC&Rs; Laura replies that the primary HO6 policy will remain in her name for now, but has required $100k in liability insurance
-    Ben suggests that Laura should follow up with her insurance agent about adding the landlord insurance
-    Just as an FYI, Becky will be working from home and has a very old dog who will sleep all day
-    Ben remarks that Utah Condo Law allows us to require an addendum in rental agreements, and we may require that going forward; that addendum hasn’t been finalized yet but management will share it with 
-    Ben expects that this addendum will be finalized during this meeting or the next

Management in consensus to make exception for the month-to-month lease on unit 1 until January

Pay or Play tracking and spreadsheet

-    Challenge in second recording of Pay or Play is uneven reporting; Ben has automated the drafting of emails for lack of reporting
-    Has added a “from” and “to” line to the form
-    There is now a ledger to automatically tabulate payments from those who owe, and draft emails to outstanding unit owners
-    Ben and Kerry will manage this system together going forward
-    We may need to think about late fees at some point, given the nonparticipation; CC&Rs have amounts for late HOA fees, but not Pay or Play

Walkway leveling bid from Top Dog Construction

-    Refreshed bid is the same as it was last year, $5000 for each of three sections; this will not include pulling up all the bricks and pavers up, but instead focus on particular areas that are lower
-    Cheryl wonders if not everything is redone, won’t that create further tripping hazards; Top Dog (Tim) assured Cheryl that that won’t happen
-    Top Dog is good at lower-stakes issues, such as the wood window frame painting 
-    Ben has questions and reservations about the scope of work and wonders whether there is a smaller-scale test area we could have them do prior to committing to full $5000
-    Cheryl is in agreement with this approach
-    Kerry thought this was also going to help with drainage, and this scope of work doesn’t sound like it will do that; Cheryl’s understanding is that it will eventually do that
-    Kerry asks what the goal of doing this is
-    Cheryl replies that it is to address tripping hazards as well as drainage; section 1 is from Laraine’s unit to the west parking lot
-    Ben likes the idea of a smaller test area, Michael and Kerry are in agreement
-    Cheryl recalls a discussion with another vendor (John) who ballpark estimated $35,000 to pull up all the pavers and level everything
-    Cheryl is okay with asking for one section, starting near Laraine’s unit
-    Ben asks how much we plan to do this year; Cheryl suggests all or nearly all of the leveling could be done this year

Roofing vendor Roof-It

-    Roof-It visited a couple of weeks ago, gave good feedback on maintenance concerns including fascia painting/bent aluminum
-    Cheryl wonders whether large spend process is necessary just to have a vendor on our list 
-    Cheryl asked Roof-It where they ranked relative to other roofers in terms of price, and they estimated a high-2 or 3 out of 5
-    They seemed very responsive and good partner 
-    Kerry asks if this is similar issue to the walkway leveling, where a small test could be done to decide on whether to have them on call for future issues
-    Cheryl replies that yes, and Roof-It suggested bent aluminum fascia on unit 19 would be one option; they also have a painter they can recommend for other fascia which would not need aluminum 
-    Ben suggests that with the remaining lifespan of our roofs (installed 2018), we may not need large spend approval for smaller maintenance-scale projects

Utah HOA Ombudsman training

-    Cheryl had some communication about this with the Ombudsman’s office about whether this is a standard training or whether it can be catered to our needs; they replied that it could be customized to our specific questions
-    Suggests that we can brainstorm questions we have for them
-    Kerry thinks any resources we can get are worthwhile
-    Michael asks whether we can inquire about the cohousing status of our community in response to insurance and lenders 
-    Cheryl feels that with good processes and well-functioning community we should be seen as similar risk from the perspective of insurers and lenders
-    Sarah feels that if we are able to describe the unique as well as the typical features of WaCoHo to see if there are any red flags from their perspective
-    Cheryl will inquire about timing of training, whether business hours or evening
-    Ben suggests we ask about empty units and absent owners 

Lease Addendum
-    Ben will post to Discord and management members will read and give comments on the addendum prior to next management meeting on August 4
-    Cheryl asks about the frequency of follow-ups with unit owners who are renting; Ben thinks checking in later this week is reasonable; particular situation may dictate a longer timeframe