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 isit was on prior project
- Building C will be the next to be taken on due to stucco crack below south facing window. Coleman will ask TJ construction to do full inspection to see if any other repairs are needed.
- 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,urgency but no current problems doesn’t mean there has been no degradation; 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,faucet that has been problematic, 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