Management Minutes, February 18, 2025

In attendance: Ben, Jorge, Kerry, Michael, Lila and Joe (first agenda item)

Agenda
- Lila/Joe 
  Pathway lighting 

- Maintenance updates 
  Units 1, 2, 15, 17, 16 
  Roof Doctor quote 

- Fundraising update 
  Cohousing board 3/13-16 

- Bookkeeping report 

- Insurance update

Pathway lighting
Lila and Joe, on behalf of Safety and Security Committee, concerned about lighting in commons on path, including path five lights out as of this evening
Better lighting or a higher wattage lightbulb could be options to brighten some lights
Lights above cars are also filthy and need to be cleaned to work effectively
Conclusion is that this is a maintenance issue with no need for a proposal
Ben suggests that we should start with existing lighting system, making it work, and then see where we’re at
Joe asked whether cost should come from maintenance or need permission from management—conclusion is that this would come from maintenance budget
Jorge suggests maintenance should talk to Kay about how the system is intended to work

Maintenance update
Discussion of Roof Doctor quote regarding roof caps, gutter guard repairs, and membrane repair on #11
Members unanimously approve moving forward with Roof Doctor quote
Coleman’s work on 1,2,17 – work has been proceeding on #17 already 
Question about the need for alternate quotes – necessity for alternate quotes should be waived due to awareness that others will be more expensive, comfort with experience and knowledge Coleman brings, and knowledge of the units’ construction type and methods
Management requests maintenance check-in with Coleman to see what the status is and when things will proceed

Fundraising update
Total raised so far this year is about $550
Update on Cohousing board visit: 3/13–3/16, with some arriving the day before and some staying an additional day afterward
15 visitors coming, with two paid staff staying off-site
Will have a spreadsheet with arrival times and departure times to provide airport rides
Thursday night (when most members arrive) will be a chance for the board to hear from us, 6–9pm, with a potluck provided
Jorge asked where money is being held – Kerry thinks Venmo, which will be confirmed and transferred as necessary
Fundraising will be discussing suggested donation for the use of facilities—Cohousing board is donating $200 per day to use the whole CH, plus $30 per person for lodging
Ben points out that we can charge unit owners to use common facilities, but we don’t have set rates—setting those rates could be done by fundraising in consultation with community

Bookkeeping report
Jorge reports that bookkeeper (Rachel) should have January done by end of this week
Total of $207,600 in accounts as of this month
HOA payments at new amounts started in February and all are in except for two units; members agree to forego late penalty for this month due to recent changes; Jorge will follow up with units

Insurance update
No updates; Ben follows up with insurers on a roughly weekly basis, but not receiving traction
Heard from Beehive Insurance who was going to get a quote from Travelers, but no quote yet
Current policy (American Family) won’t be renewed as of November 2025, so we will need new coverage this year

Matters arising
Ben asks whether Management still wants to consider changes to CC&Rs in order to allow reinvestment upon unit sales
No grills on patios would also be a necessary CC&R change in order to make that part of our insurance policies 
Will need to initiate CC&R work with lawyer, with a four-month clock to complete the process
Legally, Utah condo law says you can’t a rule to require more than a two-thirds majority, meaning we can’t technically require consensus
We could adopt a process of seeking consensus with vote as a fallback, but codifying consensus isn’t legal
In most HOAs, rules and regulations can just be dictated
Social convention can be to seek for consensus, but legal fallback is two-thirds vote
Guidelines could establish for when fallback vote is appropriate