Management Minutes May 6, 2025

Management Meeting, May 6, 2025
In attendance: Kerry, Michael, Ben, Cheryl, Jorge, Vicky (first agenda item)

Agenda

Vicky reminds management about form required to renew FHA Certification; the current certification expires in June

-    Management reaching out to Kellie about this because she has filled out form in the past and will know more about the process than current management team

Sale of #17/HOA request

-    Standard HOA request form came in from realtor, Jorge will take on responding to this request and copy management team on correspondence

HOA payments

-    For last year and this year, everyone is current on HOA fees 

-    WaCoHo could pass on bounced check fee ($10) to unit owners, but management team in agreement that this is not what we want to do as a community unless there is a repeat offense 

-    Ben would like to communicate this information to the community in a future ACM; other management members in agreement on this

Recruiting new Management member (Treasurer)

-    Jorge has spoken to Stephen Smart about replacing him as treasurer, but encourages management to consider if there are other candidates 

2025 Reserve projects

-    Ben recalls that reserve projects this year will include parking lot crack sealing, replacing CH furnaces (one or both), Unit #1 repairs, and the start of stucco repairs if possible 

-    Jorge asks whether #1 repairs should come out of reserves; Ben says that it could be either operating or reserves

-    Demo/investigation on Unit #1 will start on Monday 5/12

-    Jorge reminds management that air conditioning has been discussed in addition to furnace replacement in Common House, and that two or more companies could provide quotes to do this: At Your Service and Blue Best; Design Comfort hasn’t been responsive to his contacts regarding this 

-    Jorge argues that reviewing quotes would be worthwhile in order to see the cost of making the Common House more livable and comfortable in summer months 

-    Jorge also discussed with these companies installing electrical lines to switch the dryers from gas to electric; details of suggested installations differ from company to company 

-    Ben also mentions heat pump water heater as a potential, but only if rebates make it feasible cost-wise; not sure if HOAs qualify for rebates

-    Ben also suggests thermostat update when furnaces are replaced to make the management of temperature and programming more straightforward and centralized 

-    Jorge has concerns about skill level and capacity of Design Comfort, but he will follow up about a quote and equipment list 

-    Ben also suggests we consider dual-fuel heat pump systems instead of furnaces as an option that could reduce initial cost 

-    Kerry asks if this type of replacement is in our reserve analysis; Ben answers that it wasn’t, because “capital improvements” aren’t included, but this could be considered phasing out one cooling system for another rather than improvement, and therefore the cost could come from reserves 

Bookkeeping update(s)

-    Accountant (Rachel) has caught up the books and will be paid $280 or so per quarter going forward 

-    Water and gas bills have been coming directly out of community accounts without any disruptions; some recent water statements weren’t included in email to management and accountant because they weren’t available to Jorge at time of sending it 

-    Kerry inquired about the process of balancing the accounts; Jorge clarifies that accountant will prompt him to reconcile a list of certain charges each month

-    Kerry wonders about the budgeted amount for Common House monthly, and will coordinate with Jorge about this outside the meeting 

-    Cheryl asks about the process of check payments for upcoming contractor visit; Jorge and Ben clarify that checks can still be cut with a certain amount of warning, but that expectation of large company is that they will bill us “net 30” 

-    Amended HOA tax return is necessary for 2023 due to tax on interest income; Jorge suggests that we send 2022, 2023, and 2024 returns to accountant to get their opinions on taxes on “income” 

-    Ben’s research suggests that anything not in HOA fee will be taxed 30%, but this contrasts with Jorge’s understanding that it is just interest income that is taxable; clarification is necessary to properly budget and report this income 

Ben’s concrete project update

-    Initial contractor was difficult and unresponsive, and a replacement contractor at a higher cost has been substituted, which means the additional projects other than backyard concrete and unit-wide drainage are not going to be done now

-    Stormwater management work on front of house will be part of the scope to help manage the large amount of roof drainage running from gutters; space between unit and path will be gravel rather than plants after this work 

-    Date is uncertain but information will be provided to community when date is set 

-    Cheryl asks how much of the estimated cost is drainage work because of possible need for this in other areas of the community; Ben says $1800 in front and $750 in back 

-    Jorge asks that Ben get more specifics on the depth of the drainage work; and asks about the length of the project, to which Ben answers he expects three days 

-    Jorge also suggests that community be informed of scope and duration of work 

-    Kerry asks where else Cheryl suspects such work may need to happen; Cheryl says most units north/east of the path to avoid foundation settling 

NOTE: Concrete project was given initial approval by management during meeting on March 4, 2025, with scope at that time still uncertain

Cash app/Venmo Accts.

-    With debit card, we can transfer a donation that went to Cash app rather than Venmo; for Venmo, bank account number is needed in order to more easily move money; Kerry and Jorge will coordinate to pass along this information

Closed topic