Management Minutes, September 16, 2025

Supplemental Management Meeting, September 16, 2025
In attendance: Ben, Michael, Kerry, Cheryl, Lila

New Utah HOA Laws

• Summarized by Ben …
• Registration with new Utah Office of the Homeowners’ Association Ombudsman required to be submitted annually, now costs $90 but unlimited updates to list of management membership during the year—will need to be added to the budget
• Ombudsman offers “advisory opinions” on state statutes for $150
• We need to maintain profit/loss statements and balance sheet for previous three fiscal years (should be on the wiki but needs to be updated/maintained)
• New caps for fees; $25 current late fee is well within those caps (“less than the greater amount of 10% or $50.”)
• If association fails to make documents available to an owner upon request, we have two weeks to provide that, or owner could take us to court for a $1000 fine
• Transfer fee is supposed to be used to pay for expenses related to the transfer of the property
• Our current fee is conceived as more of a “reinvestment fee,” but more than $500 would have to be in the CC&Rs approved by majority (after May 6, 2025, must be in “separately recorded covenant” or in CC&Rs)
• Utah Condo Law limits reinvestment fee to 0.5% of sale price; can be part of negotiation between buyer and seller
• Cheryl agrees with reinvestment fee but argues that .5% of sales price is excessive; prefers a flat rate over a percentage.
• Lila inquires about the reasoning behind the $500 amount when it was initially imposed; no management members recall the reasoning
• 51% of unit ownership need to show up to make a quorum
• 67% majority present (or by proxy) owners must vote in favor
• Current CC&Rs state that lacking a quorum leads to adjournment until the next day, upon which whoever shows up is a quorum; this is now illegal, and 51% is required, no exceptions
• This would apply to budget approval, as well as community rule changes

To Do List
1. Ben will call Canyon View to confirm who needs to be present in order to add members to the account
2. We need to figure out a new reimbursement process to expedite; new forms would include credit card use form (current form has too much information);

• This new process could be through “ticketing” on Discord, which could be more convenient for online purchases
• Information needs to be provided to the bookkeeper in a consistent format
• Reimbursement process could go through direct account “bill pay”

3. Kerry has been working on reimbursement for Alex, seems to total $66.28; wonders if a check reimbursement could be done 

• Farmette budget was $1100, plus an overbudget amount of $200, plus $200 donation
• Kerry suggests that a spending breakdown should be

4. Figure out if transfers to the reserve account are happening, and if not, how much we need to transfer to catch up to budgeted amount

Insurance Update

• Justin Metcalf (former American Family agent) has left company and gone independent, and Ben has been in touch with them
• New American Family agent also contacted us, and Ben has followed up with them
• Both agents are now working on our master policy
• Kerry will ask Jeff Leavitt (The Leavitt Agency) to contact the community email and Ben will respond with the info he has already compiled for the other agents, including the “loss run” which will need to be provided by our insurer

Start on the 2026 budget draft

• Template will need to be adapted from prior years
• Ace Recycling and dumpster cost has gone up 5%
• Cheryl has made the regrettable decision to take this on (frown emoji)
• Budget asks will have to be requested from committees

Check deposits

• Kerry would like to make a physical in-person account of all the checks we have received

Salt Lake Lawns

• Multiple invoices have come in from them, and Cheryl will call with the card and make the payment for all outstanding invoices

Kerry’s Conversation with Randy Rawlings

• Reviewed the taxes from 2022, 2023, 2024 and didn’t see anything concerning but couldn’t recall what the issue is
• The issue was the interest income on accounts, which is taxable and wasn’t reported
• Randy will review these again when we get him that information
• 30% federal tax, 5% Utah tax on any accounts not related to the HOA, i.e. investment accounts such as CDs, and fundraising/donations would be taxed, as would payment for CH rooms, possibly also Pay or Play
• Kerry would like to reach out to Cohousing.org to see if there are some resources for how to manage this
• Randy recommends really getting everything clearly defined

Maintenance Updates

• Top Dog Construction bid for repair of unit #19 foundation repair is $1750
  • May not be a line item for foundation issues in reserve funds, so this could come out of operating funds/maintenance budget
  • It was diagnosed to be cosmetic, so we need to decide on priorities within the budget
  • Bid for repair of second-floor corner trip boards provided for replacement of boards and paint, and reduction of
  • Bids from both Top Dog Construction and Granularity for repair of units 1&2

Other Issues Arising 

• Lila wonders if asking a bit more for CH room use, perhaps $50 would alleviate the tax costs