Management Minutes, 1-06-2026

Management Minutes, January 6, 2026

In attendance: Ben, Kerry, Michael, Cheryl, Renae, Abby

Installation of swing set north of unit 6

-    Management is concerned that the installation of the swing set north of unit 6 opens HOA to additional liability, and 
-    Renae asserts that parents committee discussed this issue and approved the installation of the swing set
-    Two separate issues: the insurance/liability issue and the process critique
-    Swing sets are recommended to have 9-12” of mulch around them 
-    Management members feel that the community should have a say in whether this additional swing set is something we want to have 
-    Ben will send pictures of the swing set to our insurance agent 
-    Michael proposed a way to render the swing set unusable would be to remove the actual swings while leaving the A-frame structure in place
-    Renae admits that the parents/children committee hasn’t had a meeting, but they will try to make that happen and post some minutes
-    Existing play structure is wobbly, parents and children have expressed concern
-    Renae also raised the concern that parents have about raccoons in the wild area
Management in consensus that we will ask insurance for any concerns about the swing set, and leave the structure in place in the meantime; Ben will post his correspondence with insurance agent to Discord 

Child infrastructure currently has a $500 budget in the 2026 budget

-    No request was made from committee, but Renae says they will meet to discuss
-    Renae mentions that babysitting was offered for ACMs historically, and this could be something we bring back; Kerry recommends that if parents want this, they need to make a specific budget request
-    Renae recalls that “child infrastructure” was a line item for repair of the play structure, and that Parents Committee was a separate line item, and hasn’t received any budget in recent years
-    $500 from child infrastructure will be moved to another budget item for 2026

Damage to rear of beige sofa in Common House

-    Kerry suggests a notification be placed in the Parents Committee channel, or a Ticket on Discord, ask what the plan is to remove the marker damage, with a specific timeline for repair or replacement 

Management in consensus to create a thread in Children channel on Discord to raise the issue with Parents Committee; Cheryl will take this on

Common House HVAC/furnaces

-    Two-stage furnace is better for big spaces like we have, and be quieter, more energy efficient
-    We know the current furnaces are near the end of their life
-    Cheryl’s suggestion is to replace both lower furnaces with two-stage furnaces
-    The question is whether we install the “coils” on the furnaces we install; this would be cheaper in terms of labor if we plan to do a heat pump soon
-    TruePros suggested that if we expect to do a heat pump within two years, then the coil makes sense; if not, then we should wait
-    Ben feels that the burden of researching and making a decision on what’s best makes it more comfortable to do just the furnaces now not the coils
-    We could go with a coil that is compatible with either a heat pump or air conditioning
-    All current furnaces are one-stage
-    Costs would come out of reserves; total cost will be $7600 per unit without coil
-    Cheryl also recommends TruePros annual service plan, which if we buy it with the furnaces we save 5% off the cost of the furnace; we can revisit in a year
-    Quote for exactly what we want with the service contract is necessary; also nice to know if we need to schedule the service visits or if we can do so in advance
-    Smart thermostats will be included for these—Ecobee brand 
-    Kerry requests that we also install a ceiling fan in the upper bedroom
-    Ben wonders where the thermostats will be installed, and suggests we make sure we have final decision about it
-    Cheryl suggests we do three thermostats installed with the two new furnaces
-    Kerry wonders whether the upstairs furnace is actually still functioning; Cheryl will request that TruePros get it operating

Management in consensus to move forward with TruePros for two new furnaces in the Common House, and three smart thermostats

Annual meeting, processes for 2026 budget and management elections

-    Standing management members will count the votes in elections
-    Michael will give a brief statement about what it means to be on management
-    Kay will take minutes, Kerry will have a clipboard, Lynda will have the voting materials ready
-    Cheryl wonders if clarification is needed about proxy rules; Management will post something on doors to this effect
-    The goal with the budget is consensus, with voting as a fallback

What to do with existing private management channel when management membership changes; new channel/archive existing channel

-    Cheryl would like to avoid losing history of conversations
-    We could archive the chat as “Management Archive 2025”
-    Then maintain access only to the members in a given year
-    Messages can be copied or duplicated from one channel/thread to another

Developing a system to charge for Pay or Play

-    May not be worth developing a new system without a parallel system to charge for Pay or Play, which we don’t have

Transfer of 2025 reserve fund contributions

-    Ben linked CVCU account, and we should be ready to transfer $44936.86 to reserves; would like to liquidate the money market account into the operating account, leaving about $27000 in the operating account
-    The question for us is how much to “float” in the operating account
-    Moving the operating account to Ramp would mean we could collect interest on it

CVCU CD maturing Jan 30

-    Cheryl will call to stop the auto-renew this CD, and any future maturing CDs

Review financial statements through November ⁠Bookkeeping Updates⁠

-    Postponed to a future meeting
-    Bookkeeper (Steve at Steady Co) has some uncategorized transactions and some issues with ACH/HOA payments that need to be cleared up

Discussion of closed topic