Management minutes Feb 7, 2023

Topics: viewing financial accounts, delinquent fees, maintenance committee purchases, parking, online monitoring of solar panels, snow plow, painting warrantee, key lockbox

Decisions: Per his request, invite Sean Swensen from Unforgettable Coatings to the next Management meeting.  Give Maintenance Committee the task of updating the keybox.

Tuesday February 7, 2023, 6:30-8:00 p.m.  Common house sitting room.

Present: Cheryl, Coleen, Scott, Jorge, Kay, Linda, Mary, Alex, Vinnie

Action Items

• Cheryl will get more information from Ben on network connection for solar.
• Cheryl will email unit with discontinued fee autopayment.
• Kay will call UFirst to give permission for Linda to have online access to view the reserve account. Linda will email her the information, phone etc.
• Kay will bring the blueprints to the next Maintenance meeting.  Scott will get a quote from Kinko's on scanning them.
• Linda will update management membership and officers in the state registry.

Financial

Fees

A unit shut down autopayment of their fees in December and hasn't paid since. Ask them if other arrangements are desired.

Viewing Accounts

Linda doesn't have access to view either the reserve account at UFirst or the credit card at Spark.  The card is a business card;  has Ben's name on it (required to have someone's name); it is in Cheryl's possession.  Cheryl wasn't aware she needed to submit a payment request form to the bookkeeper for credit card payments; she will start doing that.

It would help with the books to have the statement end date on the first. Capital One has been requested previously to change it but it didn't happen.

Maintenance Committee Purchases

Would it complicate the bookkeeping too much to have a second credit card in Vinnie's name for the Maintenance Committee?   He is used to keeping track of receipts for his business.  Maybe for a couple of months keep doing reimbursements.  If there are several reimbursements a month, put them on a spreadsheet.

Maintenance

Solar Panels

$550 per year for a network connection to monitor the solar panels, or $1100 for both sides.  The wifi on the east panels isn't strong enough to reach the nearby units, and there's a perennial problem with piggybacking when the household whose service we're borrowing moves.  Get more info.

Snow Plow

Snow plow service has our credit card number.  He submits an invoice, waits five days, then puts through the payment; we have a chance.  Currently he comes when there are two inches. Sometimes the arrangement has been that we call, which works better if the person to make the call doesn't work full time.  Do we want to revisit the criteria for when the service comes?

Painting Warrantee Work

Sean Swensen from Unforgettable Coatings asked Scott if he could meet with the Management Committee to discuss the warrantee work and new business.  They've had over a year to do the work and haven't.  Scott will invite him for the Feb 21 meeting.

Other Business

Parking

Parking is very tight. Cars are occasionally parking in the east driveway.  Neighbors are occasionally parking in the west lot.

Some communities have rules that each unit gets one covered parking spot and one uncovered. Don't allow trailers or RVs. If there are any parking spots available a household can get a third, but they lose it if a household that doesn't have an uncovered spot needs one.

Could have passes hang-tags for each car and guest passes. Coleen has some cards that could be used. We used to have a "parking for residents and guests only" sign; should it be replaced?

Changing the rules for parking would require a proposal.

Key Lockbox

Coleen hasn't gotten a start on updating the lockbox keys.  Turn that task over to Management; Coleen will consult as she has a key to the lockbox.

Project List

Went over project list.  Picked out items to move to Maintenance's list.

Vinnie submitted the rebate for the low-water toilet but hasn't heard back.

Mary got the hedge trimmer that Management approved.