Management Minutes, 09-15-26

In attendance: Michael, Ben, Kerry, Cheryl, Laraine (first item), Lila, Sarah

Community comments

-    Topic 1: Laraine comments that some neighbors have spoken to her about the fence, and encourages management to prioritize handling the issue in a friendly way instead of a legal way
-    Ben comments that he has spoken to Aubrey (neighbor) about the fence; this is one of the people who Laraine has spoken to
-    Laraine has also heard that trees are impacting the fence
-    Both Ben and Laraine feel that neighbors may be of the opinion that the fence is ours, but it is theirs
-    Ben comments that the inconsistent construction and materials further support the idea that it is 
-    Ben feels a next step is a survey to determine the actual property line, then ask neighbors to contribute to the cost of a survey
-    Bishop at Laraine’s church is Aubrey’s husband, and there is a sensitivity around 
-    Lila asks if survey has been scheduled; answer is currently no
-    Ben emphasizes that we are uncertain about next steps because the fence isn’t on our property, and we need to know what our responsibilities are
-    Lila suggests we connect with the neighbors first, rather than the survey, to approach this in a neighborly way 
-    Laraine is willing to knock on doors and get contact info for neighbors; will share email address 
-    Topic 2: Lila, Laraine, Starla, and Becky have begun to organize a “listening circle” for the community; they would like to pass this along to management and then to the community at large
-    This would be a way to overcome the lack of “check-in” at ACMs; the thought is to do this after potluck on Wednesdays

Preparation for lawyer visit 

-    Management members have a list of questions for the lawyer who will join during next meeting
-    Ben reads through questions compiled in the management:
o    How much do we need in our CC&Rs vs Rules and Regulations? Can we reduce what’s in the CC&Rs and include more in ‘Rules and Regulations’ to avoid costly CC&R revisions?
o    What late fees can we charge for Pay or Play fines?
o    What can we charge for transfer fees (in addition to the reinvestment fee)?
o    What can we charge for in a “administrative setup fee”?
o    What can we do about empty units? 
o    What should “Rules & Regs” look like? 
o    How do we handle water provided to Mary’s field? 
o    We want to stop providing water, and also let the property owner know that access across our private property is not permitted
o    Can you review our Lease Addendum?
o    Compilation of proposed CC&R changes based on community feedback 
-    Sarah adds that some standardization would be appreciated across units, especially with regard to units being brought up to the same standard before some rules and regulations can be enforceable 
-    One such uncertainty, Lila asks, is about the pathways from main pathway—are these unit owner responsibility or community property
-    Ben answers that elements that serve only one unit are unit owner responsibility according to the CC&Rs, such as sewer lines, and pathways fall under this
-    Kerry adds recent conversations about reserve expenses to the topics to be discussed with lawyer

Management needs for 2027 

-    Cheryl would like to step down from Treasurer role for 2027; has done a lot of documentation so that the role will not be as nebulous as it previously has been
-    Lila inquires about the actual role of Treasurer versus bookkeeping; Michael suggests that this is a good topic to bring up in the annual meeting
-    Kerry adds that clarifying roles and needs going forward would lower the barrier to joining the team

Bookkeeping/Budget request check in

-    Cheryl suggests that Safety Committee also submit a budget request by October 1, so that related costs can be allocated within Quickbooks by bookkeepers
-    Common House budget request is underway but not submitted
-    Cheryl feels that budgeting has become difficult due to the reserve analysis and uncertainty over what can be added or not; this particularly applies to landscaping budget

Suggested reserve analysis modifications 

-    Ben responds that the difficulty with adding tree work in particular is having a sense of how much it will cost
-    Cheryl distinguishes between every-year minor pruning and more serious arborist work that 
-    Ben recalls that adding tree work was considered in last reserve analysis revision; adds that Utah Condo Law says regarding reserve analysis costs: “Does it have a remaining useful life of three years or more? Does it have a useful life of less than thirty years? Does the repair or replacement cost not reasonably be carried out of operating costs?”
-    Every time we renew or revise our reserve analysis, we can add or remove things, but we need to balance these changes against the contributions we make on a monthly basis
-    Lila inquires about whether trees fit the definition provided by Utah Condo Law and suggests that budgeting for costs as opposed to reserve expenses could be an equally effective approach
-    Cheryl and Ben add that predictability is desirable and budgeting for it in reserve analysis would make these costs more manageable year-to-year
-    Previous revisions to the reserve analyses have happened within annual budget discussions rather than being a standalone discussion for each element added
-    Ben suggests that making an argument for the reserve contributions is the right place to add trees; and that we can’t currently take money out of reserves for things that aren’t currently line items, without voting on it
-    Cheryl shifts conversation to drainage systems (stormwater and sewer), which she feels should also be added to the reserve analysis due to being overdue
-    Ben says that any additional costs that aren’t currently reserve analysis line item would require a vote 
-    Recommended inspection schedule is to do an inspection of stormwater and sewer systems every five to ten years, but we haven’t done that, making an inspection increasingly necessary
-    Ben recalls that insurance can be purchased from the city at a unit-by-unit level; and that yearly inspection isn’t a requirement 
-    Lila asks whether individual unit owners’ sewer laterals will be included; answer is no, but Cheryl will inquire about the cost and can add those on an individual basis during the inspection/cleaning
-    Ben agrees that an inspection makes sense, and adding to reserve analysis is also a good idea

Budget draft

-    Ben has created a budget draft and Cheryl will continue setting it up
-    Subscriptions and predictable increases have all been incorporated into the annual budget 

Planned Maintenance expenses Q4 2026  

-    Bid for stucco on Building C was $2500; Common House is $4500; Cheryl would like to do both of those at the same time to save on logistical costs, but timing is an issue due to the imminent sale of Unit 3
-    Unit 3 expected to be on the market by next week, so priority may be with Common House first
-    Inspection of stormwater and sewer should come out of reserve account; Kerry will add this to next ACM agenda
-    Ben suggests that the additional cost on top of landscape and maintenance budgets to pay for inspections could come out of operating account instead, if a reasonable amount

Guest Luann Lakis (SLC condo owner, HOA board member, landlord, realtor) 

-    Minutes suspended for conversation