Management Minutes, 09-01-26
Management Meeting, September 1, 2026
In attendance: Michael, Ben, Kerry, Cheryl, Sarah
Review August/September to do list
- Update HO6 explanation – Cheryl about halfway done with this
- HOA Ombudsman training (no contact made)
- Open a $10K CD in September
- Start redlining CCRs to brainstorm amendments (Ben will copy a version over to Google Drive to be editable)
- Audit bookkeeping
o Cheryl has been going through the codes available in QuickBooks to simplify for Steady Co
o Then we need to go back to past reports to check for misallocations
- Google form for Venmo transactions has been created
- Still need to get proof of landlord insurance for unit owners who are renting and rental agreements for Units 1 and 6
o Still need to send lease addendum and letter to renters
- Create secure folder on Google Drive
o Ben has reset the password so that the folder is more secure to just management
o Can give access to just single folders on the drive; Ben has done this with Welcoming folder
o Ben recommends that we share things as needed with community Google Groups, just folders rather than individuals who ask
- Exploring the disconnection of water to land owned by other party
o Will first need consultation with a lawyer, then send a certified letter to other party stating that we will withdraw water access within 60 or 90 days
o Cheryl and Ben agree that following up with Scott Dixon about plan for land adjacent to north garden area is necessary next step
- Cheryl suggests we order checks with two signature lines; Ben will do this when he opens a $10k CD
- Ben will handle HOA renewal w/ State of Utah Department of Commerce (due September 30)
Attorney referral
- Kerry received a referral from a friend on an HOA board downtown (Cirrus Properties) and contacted the attorney (Caleb O. Andrews)
- Rate is $350 per hour, so he recommended bringing a “laundry list” of questions to get our money’s worth
- Lawyer felt that the distance (he is in St George office) hasn’t been an impediment, and working with HOAs isn’t off-putting
- Cheryl wonders what the vetting process should be for hiring an attorney
- Kerry recommends that we request an initial meeting, ask our questions
- Things we need to discuss: CC&R revisions to keep us up to date with Utah Condo Law and other changes, as well as the water/boundary issue
- Ben suggests we include $3-4000 in 2027 budget for legal fees
- Preference among members is to request a meeting during usual evening meeting times
- Ben suggests members review CC&Rs prior to next meeting, then send questions to attorney in advance, after September 15 management meeting
- Kerry will ask if an AI transcript is permissible
Maintenance Updates (stucco, storm drain inspection, sewer inspection)
- TJ Construction expects the work on Building M to come in closer to the estimate than is was on prior project
- Building C will be the next to be taken on due to
- Storm drain inspection came in today, with very quick turnaround for a 20-page report with recommendations for cleaning and maintenance notes on each of the 12 drains (Storm Water Pros, LLC)
- Bid is to hydro-vac all the “catch basins,” cleaning the manhole in northernmost swale, with grand total of $3600
- Cheryl will call back to clarify whether and how drains connect, and if inspection will be done on those connections
- Could also break up the work over time if we need to stay within a budget
- Ben wonders if we have any indication that drains or connections are backed up or blocked, because we don’t have any reports of backups; so this doesn’t feel like a priority right now
- Cheryl also not sure about the urgency, but wants to know how things work and their condition because of the age of our property; suggests we could budget for this in the next year or two years
- Ben feels that if the amount were smaller for a more thorough inspection and mapping and assessment, then he would be willing to take this on
- Cheryl wants to know the condition and level of root infiltration and amount of organic matter, for the purpose of preventive maintenance
- Cheryl will also contact someone for an inspection and cleaning of the sewer main; feels that this is a higher priority than the storm water drains
- Roof inspection is a bigger priority than either of these, and Cheryl has inquired about a thorough inspection of roofs and fascia
2027 Budget
- Requests for budgets needs to go out to committees
- We need to know year-to-date numbers for each committee (will have this from Steady Co by 15th
- Google form was created last year for budget requests, and should still be requested
- Ben suggests we ask for committee budgets by next month (October)
- Kerry wonders when we should go back to twice a month ACM schedule; Ben suggests October, with second ACM on 10/25 being the first budget presentation
- Management doesn’t need the ACM on 10/14 (Wednesday) for budget
- Ben suggests also one ACM in November, and one in December on budget
Common House Faucet Replacements
- Coleman has assessed the kitchen faucets, which Kerry has requested to replace and was in the 2026 budget from CH committee
- Laundry room faucet is also in urgent need of replacement due to persistent dripping and leaks; members in agreement that this should be done and be paid from maintenance budget
Unit 3 Potential Sale
- Members see no need to meet with unit owners, but just needed warning so as not to be caught off-guard by HOA questionnaires, which has been received
Kerry’s friend from another HOA board
- Kerry suggests that her friend (Luann Lakis) join for a management meeting to share expertise and knowledge; members agree that she can join next meeting on 9/15 at 8 PM
- Friend is a realtor, landlord, and on an HOA board for a 24-unit high-rise community downtown