Management Minutes, August 16, 2025

Supplemental Management Meeting, August 16, 2025
[This meeting was necessitated by Kerry being out of town on the scheduled meeting date of Tuesday, August 19]
In attendance: Ben, Michael, Kerry, Cheryl, Joe

Accounting update
-    Ben has been reestablishing contact with bookkeeper Rachel, who has been waiting on updates on recent months’ statements
-    We need to give her the information regarding three water bills and gas bills
-    Jorge had asked to attach utility bill to numbers in Quickbooks, which seems unnecessary
-    Ben started folders on Google Drive for monthly utility bills to keep them organized, then give bookkeeper access to the Drive, will complete that soon
-    Kerry suggests just using the same system for general receipts
-    Can add these receipts to Google Drive, but we need a form or something so Rachel has what she needs
-    We need to have a way for bookkeeper to just get things automatically rather than having to rename and update everything
-    This includes bank account and credit card costs, and we need to get things automated rather than having to having so many “touch points”
-    A better system for reimbursement is necessary, as is a new form for noting what committee and what costs are for
-    Ben thinks CDs are automatically going to auto-renew, but would be in favor of condensing down to fewer in number rather than so many which require maintenance
-    Also not ideal to be at two different banks, from a bandwidth perspective (this was done initially due to CD rates being better at Canyonview)
-    Someone will need to reach out to Randy and check in regarding 2023 taxes
-    Also need to find out from him what exactly we owe taxes on and what we don’t, such as CH room costs and interest income
Kerry will contact Randy asking if he is still willing to do the tax revisions, what he needs from us to complete it, and what sources of income do we need to pay 30% taxes on—interest and donations

 
Insurance Update
-    Old insurance agent Justin Metcalf to check in; they left American Family and are their own brokerage now
-    Ben sent info needed to him except “current loss run” 
-    Ben requested a new such document; newest previous was from November
-    Cheryl asks if departure from American Family means there may be more carriers; Ben says yes this is the case
-    Hope is that we can switch to a new carrier in the next month
-    If earthquake and master policy have to come from different carriers it will be more expensive
-    Michael says he will call Progressive to see if they offer master policies, Ben recommends that others do this as well with their HO6 carriers

Update on Contractor Meeting
-    SEE MINUTES ON MAINTENANCE WIKI
-    Joe makes point about some sliding glass doors are inset rather than having trim, making those less susceptible to leaks
-    This could be a way to prioritize buildings/units as stucco project
-    Kerry raises the question of units 1&2 repairs and timing
-    Cheryl thinks it’s possible for this to be complete by 10/18 
-    Cheryl suggests landscape prep for stucco work as a future ACM topic 
-    Joe remarks that shrubs close to units also make units fire vulnerable, and they should be “topped off” to avoid fire reaching eaves
-    Ben recommends that an introductory announcement about this at ACM on Wednesday, 9/10 

Stucco Updates
-    Consensus is to go with conventional paint on stucco, then get on an appropriate schedule (repaint after 10-15 years?) and include cost in the reserve analysis 

Reflections on Wednesday ACM
-    Kerry would like to have discussions/training moving forward about conflict resolution, skill development
-    Kerry suggests facilitation training would build the cohort of community facilitators
-    Ben suggests an annual workshop would be helpful with someone like Kathy Elton, starting with one on facilitation
-    Cheryl reflects that not all ACMs are created equal, and with more controversial topics outside facilitation would be helpful
-    Consensus on negotiating with Kathy for monthly facilitation 

Joe asks if Google Calendar will remain active if transition to Discord occurs; Kerry answers that yes it will because it seems to be working well for everyone