Management Minutes, March 4, 2025

Management Meeting—Tuesday, March 4, 2025
In attendance: Ben, Jorge, Kerry, Michael, Cheryl, Mary (first agenda item), Vinnie (second agenda item)

Agenda:

Mary raised issue of pathway lights not being operational 
-    Topic has been raised multiple times by concerned unit owners and will be discussed in maintenance meeting next week 

Ben seeking approval for concrete paving of patio/unit walkways
-    Contractors consulted by Ben have suggested it is more cost effective to do several concrete projects at once instead of a single small concrete project
-    Proposes that we fit more projects into a single workday, such as select unit pathways and CH pathway
-    Would include PVC pipe underneath new slabs to run 
-    Cheryl suggests we could open this as an option to the whole community for any unit owners who want to have concrete pathways
-    To resolve drainage issues there are two options—a “popup drain” or a “barrel”/cistern in the backyard
-    French drain next to pathway will also be quoted 
-    Cheryl mentioned that drainage issues have also been discussed by Coleman & Eric when looking at units 1 and 2, including potential settling caused by standing water from downspouts
-    Vinnie mentions that there is a drainage pipe that runs between units 17 and 19 runs back to near chicken coop, which would run below frost line and could be located using VEVOR wand and snake
-    Ben expects quotes later this week and would like to move forward soon
-    Kerry suggests presenting this to the community at next ACM on 3/12
-    Concrete pathway to CH has been discussed for a long time and seems like a logical addition to the project
-    Cheryl suggests detailed email about drainage so unit owners have the information
Concrete project approved by management, with scope pending conversations with community membership

Maintenance update 
Coleman—units 1 & 2, 15 & 17 
-    Total discussed amount for all four units $5800 ($3500 on 1&2, $1700 on 15&17)
-    Interior drywall on unit 2, unit 1 exterior work, including door jamb legs, threshold on door, + perhaps install flashing to prevent water from seeping into acute corner on deck
-    Essentially same repairs proposed on 15 & 17 
-    Additional bid could be prepared for an extension of eaves, probably $3-4k for each building 
-    Ben suggests that all interior work is responsibility of unit owners, and should be separated out from quote, according to CC&Rs, without negligence on the part of management
-    Coleman & Erik concerned about the doors or door frames themselves on units, or that replacement is necessary 
-    Slow, repeated leaks over time may not be covered by HO6 insurance policies 
-    Warranty is a question for doing this work
-    Coleman is confident enough that this is a fix to do the interior drywall repair 
-    Demo stage will be revealing of further issues in need of repair 
-    Further discussion clarifying unit owner responsibility versus community responsibility in CC&Rs
-    Moving forward with exterior repairs makes sense
-    Uncertainty whether interior demo and further diagnosis should be covered 
Pathway lighting 
-    Complaints have been arising, and management asks that maintenance make this a priority
-    Strange that pathway lights all stopped working at once 
-    Suggestion that experienced individuals (perhaps Kay) could be invited to help with this
Roof Doctor schedule
-    Would be great to know where fixing of gutter guards occurred and didn’t, and this should be documented

Bookkeeping report 
-    All units currently up to date on monthly fees as of now
-    Statements were sent to accountant today, Jorge will set up a time to discuss with Rachel (accountant)
-    Budget seems to be in line thus far in 2025
-    Transfer to reserve account didn’t occur in February, but will make up for it in March

Reserve expenditures 2025
-    Reserve expenditures 2025 include: replacing downstairs CH furnace
-    Jorge suggests that we could consider changes to HVAC system to make CH guest rooms more comfortable in summer months (as a reserve expenditure)
-    Air conditioning could be considered for the full CH in 2026
-    Ben points out that this amount of spending is not in reserve analysis
-    Jorge will coordinate with vendors to get three quotes for HVAC in CH 
-    Crack-sealing of parking lot is also needed this year
-    Stucco work also in reserve expenditures for 2025, split over 5-7 years 
-    Stucco alternative quote (CorkShield) turned out to be competitive with traditional stucco and worth considering given lower expected maintenance burden
-    Elastomeric paint does have estimated longevity of 25 years over stucco
-    Discussion of amount that triggers large spend process—recollection of recent change from $500 to $2000, but not confirmed by minutes
Management votes unanimously to raise amount triggering large spend process to $1000

CohoUS Board 3/13-3/16 
-    Most guests arrive Thursday and depart Saturday or Sunday 
-    Five households have agreed to host 
-    Plans are coming together, and fundraising has been building knowledge and capacity