Management Minutes, October 7, 2025

In attendance: Cheryl, Michael, Ben, Kerry

Maintenance: Unit 1&2 Repair
-    Granularity bid is lower that Top Dog Construction for interior repairs; Cheryl and Michael feel we should go with them for the interior repairs and the French door repair on unit 1
-    No further leaks have been detected, even with the historically heavy rainstorm on Saturday, October 4
Management reached consensus to move forward with Granularity for interior repairs on unit 2, and French door repair on unit 1.

Maintenance: Unit 19 Foundation Spalling
-    Feelings among management members differ about the necessity of doing the fix
-    Cheryl and Michael advocate for doing the fix now rather than waiting for the problem to get worse
-    Cheryl will ask about details about patch product, warranty on this, and maintenance schedule
Management reached consensus to move forward with Top Dog Construction for unit 19 foundation spalling patching.

Maintenance: Upper-level corner window trim
-    Ben asks about the type of paint for these fixes; Cheryl will ask
-    Bid isn’t clear on what cost would be for just scrape and paint; Cheryl will clarify, and ask if it would be possible to move forward with a price of $325 for each unit 
Management reached consensus on moving forward with this.

Maintenance: Unit 19 downspout and drainage issue
-    Several ideas discussed; the most feasible seem to be a downspout extension toward the back of the house along the deck, and digging a trench/culvert to run water toward the drain next to the path
-    Members generally in agreement that Superior Gutter should come out to add gutter extension on northwest corner
-    Northeast corner is another issue, will be discussed at maintenance on Monday

Insurance Update
-    Quote for new master policy from WCF Insurance via Justin Metcalf, $21922 without earthquake insurance
-    Jeff Levitt, Levitt Agency, total quote is $41000 with $25000 for earthquake 
-    Earthquake policy is $10k deductible, with various important things excluded
-    American Family’s new representative (Casey) has said that insurers won’t work with cohousing HOAs, but specifics are vague
-    Traveler’s Insurance is not an option because they won’t provide a quote
-    Master Policy expires on November 4, and cost for 11/2024 to 11/2025 was $41600
-    Ben has been working on this since February
-    Cheryl wonders whether we should get in touch with other cohousing communities who their insurance companies are, what language they have adopted, etc.

Bookkeeping Update
-    Ben has met with various people; details copied from comment on Management Discord: 
o    Ojo Bookkeeping: doesn't work with self-managed HOAs
o    K&R Property Management: $400/month for accounting. $125/hr for additional work They use their own software, not quickbooks. They would not take us on unless we get rid of the community credit card. We would also need to move our bank accounts to Alliance Association Bank. There's a $25/month fee per additional external account to manage outside accounts that aren't with Alliance Association Bank.
o    Steady Co: Call on Friday October 3, 2 pm with Matt. Matt and Andrew are partners. 11 years of accounting experience. Fees are typically 1-3% of revenue. Big on setting up streamlined and automated processes. Use a program called Ramp for payments and reimbursements approvals (free). Need QB access to give us a quote. Can handle taxes and answer our tax questions. $1000 to get us caught up, $415/month going forward.
o    Nimbl: call scheduled for Tuesday, October 7, 11 am. Quoted $799/month and $3196 for catch up.
o    Utah Management: $450/month for accounting (I last spoke with them in 2023)
o    Heather Engler, Capital Advisors: Found through QB ProAdvisors. https://www.capadvisors.co/monthly-bookkeeping. I spoke with Kim. They want access to our QB account so they can see what needs to be cleaned up and give us a quote for getting caught up and then a quote for the monthly maintenance. They can help us get better processes in place with the Spark card. $750-$900 to get caught up, and $260/month going forward (their minimum). They can also handle taxes & audits for an additional cost
-    Based on what we have heard from accounting options, we should suspend use of credit card by community members for now, in order to maintain a clear audit trail; purchases and reimbursement is preferable
-    Kerry liked that there would be a “controller” with Nimbl and Steady Co. with easy communication portals and response times
-    Having established processes 
-    Cheryl inquired about referrals for these companies; Ben responds that most were referrals from previous bookkeeper Rachel Ward
-    Companies that work with QuickBooks give us more flexibility to switch if necessary
-    Both Steady Co and Nimbl are Utah-based companies (Steady Co is in Orem)
-    Capital Advisors is the lowest quote so far, and they are also local
-    Still waiting on a quote from Nimble, then management will meet again to make a decision 
…

Supplementary meeting to discuss bookkeeping options, Monday, 10/13 on Zoom
-    Steady Co quoted $1000 to get caught up, and $415 a month with taxes
-    Benefit would be that we can meet with tax people whenever, not just tax season
-    Month-to-month is a benefit 
-    Nimbl is also Utah based, quoted $799 a month, and $3196 to get caught up
-    Utah Management quote from a few years ago was $450 just for bookkeeping
-    $300 a month budgeted for this year, which was not including taxes
-    Seady Co also uses Ramp for accounts payable; we would connect our bank account to Ramp, and we would have a system for signing off and they would issue payments
-    The $300 we have budgeted monthly did not include payment issuance, taxes, just 
-    Reporting from Steady Co could arrive by the 10th of each month, and expected that they could get us caught up in 1-2 weeks
-    Quarterly meeting with a person is included
-    Ramp is only feasible for us at free tier, but $15 a month per user is not
-    Ben would like to ask Steady Co about the Ramp functionality at free tier
-    Kerry feels that if they don’t follow through, we will be able to try something else
-    Michael would like us to be ready for the eventuality of Ramp charging rather than having a free tier
-    Meeting set up for Tuesday, October 21
-    Ben will schedule a Ramp demo; we could keep using Demo even if we eventually decide to leave Steady Co 
-    Despite the initial cost of $1415, we are currently quite under budget for bookkeeping for this year 
-    Kerry adds that if we sign up well before the end of the month
Management members reach consensus to move forward with Steady Co for bookkeeping and tax preparation