Management minutes, May 2, 2023

Topics: large-spend process & company insurance, new bookkeeper, new management member.  Maintenance: trim paint warrantee, solar panel installation, storage unit deadbolts, gutters, water damage to lower stacked unit 2 and 17, sewer camera, stumps, hazard tree by 15/17

May 2, 2023 Management Committee meeting

Present: Cheryl, Jorge, Scott, Kay (notes), Mary

Decisions:  Approved Mary removing little stumps in wild area; will cover half the cost.  Approved Vinnie purchasing the drain scope. Amend large-spend process, for insurance reasons companies should own the equipment they are using and employ the workers

Action Items

Cheryl will email
- community warning them the stumps in the wild area will be ground.
- community that gutters will be inspected
- Myste that contacting Kerri Jo re deadbolt is her responsibility

Large-Spend Process, equipment and workers

The large-spend process doesn’t address the fact that companies that don’t have their own equipment and their own employees obviously don’t have their own insurance on the equipment and workers.

A company needs

• General Liability
• Workers Comp
• Unemployment Ins(?)

New Member and New Bookkeeper

New Member.  The only person who responded to the solicitation for a new management member was Cyd, but the present schedule wouldn’t work for her.  Later might be better.

Bookkeeper. People with bookkeeping experience

• Vinnie
  
• Joe
  
• Mike

Vinnie does the bookkeeping for his business.  He has expressed a possibility of being the community’s bookkeeper.  He’s already doing so much; we don’t want to burn him out.  He has said the one thing that would put him off would be being jumped on with criticism, and being in too many key positions raises the risk of that.

Mike has said he will be traveling a lot during summers.

Scott suggests we look for a professional accountant.  

If we keep it in house, would it work to have a bookkeeping team?  When one person is out of town, another could fill in.  One person could enter checks and a different one run reports.

Insurance

Scott Hirschi has retired.  New owner is Justin.  Cheryl would like to arrange a meeting with him.  Jorge and Kay would be interested in going also.

Infrastructure Maintenance

Unforgettable Coatings warrantee. Ben forwarded what he had to the mgt gmail.  Cheryl and Vinnie will visit their office, show them the documentation, and give them a last chance to honor the warrantee.

Play Structure.  Waiting on Parents Committee to plan.

Solar Panels. RMP said four weeks ago that the transformer would be installed in four weeks.  Cheryl will contact RMP.

Deadbolts on Storage Units. Some people asked if the Association would pay for puttijng deadbolts on the storage units.  Per the CCR, the storage units are limited common area and the responsibility of the individual owner.

Gutters.  Scott and Jorge will be inspecting gutters 7 to 11 on Friday, starting with #1-6.

Power Meter.  East side power meter box is separating from the stucco, 1/2 or 3/4” gap.  Insects are getting behind it and digging out the structurally integrated pane.  Vinnie found it because he noticed the little white beads of styrofoam.

Water Damage to #2 and #17 (lower stacked units)

Kellie’s, #2.  Water damage to the trim around the sliding glass door and about 12” wide sheetrock damage by the beam (two leaks).  Cheryl estimates maybe a couple of square feet.  Guess, maybe $500 to repair.

Our insurance has a $10K deductible; the home owner’s insurance is expected to cover that before it kicks in.  

Jorge was pleased with the job the sheet-rocker he used did, although he felt it was a little expensive, ~$850 to replace the sheetrock in the guest room ceiling.

Vinnie has an area he would like checked for mold.

Equipment, Sewer Camera

While cleaning the drains the team found tree roots in the pipes.  Vinnie would like to get a sewer camera.  Scott’s experience is that plumbers will scope them for free and suggests we try that first.  OTOH we have fourteen drains and pipes between them, which plumbers might be reluctant to do free.

Landscaping Maintenance

Tree by #15/17

Landscaping Committee says they don’t have the budget to take the tree that is threatening the foundation down.  

Remove tree to eight inches below the ground and remove the wood — in other words, remove the stump.  Roots visible above the ground are included.  

Scott has a list of companies that qualify.  He will email it to the management listserv so it’s part of our record.  Even if a company qualified previously, it’s a good idea to recheck before using a company, since companies can lose their license or insurance.

Stumps

Landscaping decided to cut some little trees in the wild area, 5” or so in diameter.  Didn’t mark them and notify the community.  Had Vinnie cut them down and he got yelled at by people who didn’t know about it.  Left stumps about 8” high, maybe 10 in an area 15x15’.  The person mowing the wild area kept banging into them (with the new blade on the mower).

Mary is renting a stump grinder which she was going to use in the alley (stumps between spiral and her property.  She is willing to take out the wild area stumps but would like Management to notify the community she has their approval.  

Decision:  Management will cover half the cost.