Management Minutes, Tuesday March 19, 2024

Topics: dry wall, Venmo, open units, #10 status, #19 foundation, #4 damage, book-keeping, attorney questions, #6 shed

Present: Cheryl, Kay (notes), Jorge, Ben.  Kerry 7:40.  Vinnie 8:15.

Action Items

Jorge will call Tysic before he brings contractor to look at their unit.

Jorge will ask Victor & Renae if they can attend one of the next Management meetings re shed.

Cheryl will ask Thomas if he can attend a Management meeting.

Ben will call attorney to ask about bill.

Dry wall

A contractor will come look at sitting room & Kelly's drywall work tomorrow.  Kelly gave Jorge permission to use the box key to enter.

Venmo

We can transfer funds from Venmo to the Mountain America debit card, moving it out to the money market periodically.  The credit union suggested using a debit card for Venmo, since the card has a different number than the c.u. membership number. The Venmo account uses two-factor authentication; Cheryl has the phone. When Vicky gets cash donations, she venmos the amount and pockets the cash, which avoids go to the bank.

Open Units

#10: Kerry T. told Cheryl that Myste has requested to stay in the c.h. guest room. Management says absolutely not. Ask KJ to be sure to get all the keys back. KJ worked with Myste to find someplace for her to move; she says Myste has until April 15 before she starts eviction. If Myste is out by March 31 she gets her April rent back, which may be why she is asking about the c.h.

#19: Good time to be digging hole to check foundation footer; damp soil & cool weather. Current forecast is rain this weekend. Take a picture with a yardstick. 

Engineering firm Davenport recommended a stress test, which would require cutting out drywall. Stress test looks at bolts into foundation. Need a different vendor for repairs.  Vinnie 8:15 wants to get Davenport back once #19 is cleared out to redo their tests. No point in cleaning because likely cutting drywall. How clear?  Engineering firm will want access to the corners, maybe two feet clearance around the walls. 

Cheryl texted Marina.  Marina says there is a hearing April 15 to possibly appoint executor.  Ask Marina to have executor contact us via gmail.

#4: Thomas says there is water damage downstairs, which he is planning to repair. We don't know when it occurred or how. Unit has sat vacant for 2 years. Ask them to provide a detailed list of damages; should have gotten that as soon as they found it. Can we get documentation of repairs.  Did they get an inspection when they bought? Could we get a copy?  We need to be able to plan.

Thomas is involved in the community and apparently checks the unit whenever he comes (cafe etc.), but we'd like someone to be living there. Unoccupied houses deteriorate.

Ask everyone to report when they do repairs?  If repairing drywall, did you figure out where the water came from and deal with it?

Consider adding language to leases that when the tenant notifies the landlord a repair is needed, also notify Management.

Bookkeeping

There's been a request to know how much a committee has left in their budget. Ben hasn't had time to learn enough about QuickBooks report.

Before we hire Butler to audit, Jorge is trying to reconcile the last couple of months.  He will ask Linda for help entering the budget into QB. If Bart Ridd from Butler calls Cheryl, ask him to call Jorge.

Cheryl is working on organizing our records on work by contractors, invoices, their licenses and insurance, etc.

Calendar

Get ACM time to train on community calendar; have everyone bring their phones.

Attorney fees

Ben & Cheryl's understanding was that the attorney Quinn Sperry wasn't going to charge for the phone consultation, but we received a bill. Review the list of questions we gave him and let him know which to ignore.

• unoccupied units, no
• Mary's land sale to Hans, no easement for right of access or water, yes
• investment fee, yes
• liability for trips & falls, no
• require HO6 policies & annual proof, add to CCR
• unit 6 attached shed, yes
• other sheds, no
• authority of architectural review board, no
• preconditions for selling, no
• #19 foundation issues? we need more info before we can ask questions

Do we want to ask the attorney what recourse the association has about units that remain unoccupied? 

#6 Shed

Will need access behind shed to inspect stucco and paint it.  Probably painting in 2025. Shed needs to come down well before then. Ask owners to come to next Management meeting April 2nd. If they have proof that they received permission to build the shed, please provide it.

Emailed 3/23/2024.

April 2nd meeting canceled.