Management September 28, 2022

Topics: maintenance:  gutter cleaning, cameras, fridge, toilet, washer, fire safety, deck membrane, deck cleaning, concrete leveling.  Financial etc.; transfer fee, committee budgets, large-spend process.

Management minutes, WCCA

Wednesday, September 28, 2022, 6:00-8:10 p.m.

Attendees: Ben Scott, Coleen, Linda, Kay, Mary.  Cheryl excused.

Note Taker: Kay

Decision:  Use #11 as a test case for vented aluminum grill under eavese, then consider doing it on the rest of the units.

Work party October 29 to clean lower gutters.

Action Items

• All will review large-spend process before next management meeting, for consensus.
• Ben will email asking for a volunteer to head up for lower gutter cleaning work party.
• Ben will schedule upper gutter cleaning contractor.
  
• Ben will keep an eye out for a sale on Owl cameras for meetings.
• Ben will request time on agenda for requesting committee budgets.
  
• Ben will ask Chris Olson at Roof Doctor if their records show what roof was done when.  801-310-3784 
• Ask Cheryl to ask insurance broker to look at providers.
• Coleen will call someone about fridge.
  
• Coleen will email requesting committee budgets.
• Coleen will reach out of Maxine about camera and washer.Scott will send photos of hatches to people doing decks.
• Linda will work on posting financial reports on wiki. 
• Linda will research dates/prices/contractors who have cleaned gutters.
• Mary will buy a new toilet.
• Scott will check with Amy about a contractor who does both grinding and leveling.
  

Maintenance

Gutters. Renae got someone to come do an estimate for window cleaning ($90/house) The guy also can do gutters.  $900 quote to do all the upper gutters.  Maintenance $4,000 budget, $915 spent to date.  Community would pay for gutters; owners are responsible for payment if they want windows cleaned.   New gutters and downspouts August 2019 Roof Doctor, but not cleaning. Gutter Toppers put on units in 2003, workshop in 2004. Gutter cleaning Tuesday August 27, 2019, but email doesn't say who did it.

Wait until the leaves fall.  $600 for lower gutters; ask for volunteers to do them? Ben found a fall foliage map: late October/early November. Do a work party October 29? Schedule the guy the following week.  Ask for volunteer to head up work party; hopefully with a month to schedule we can get someone. Having work party before contractor comes allows us to have him do anything not done on lower gutters.

Fridge.  The common house fridge is not working. 

Toilet.  Vinnie has tried replacing the innards and can't get it to work. 

Camera.  Someone cut the cable a couple of inches long on the Nest camera. Mounting it higher may not be effective; they had to have a ladder to reach it where it was.  It was nice to know what happened when there was a crime, but it didn't prevent theft, and the police aren't interested.  Maxine is offering to provide the cost of a new camera. 

Washer.  Utah Discount Appliance, California Avenue, that sells dent/scratch appliances.  Maxine offered to buy a used one, but we're inclined to get a new one.  Will she donate part of the cost?

The community's experience with commercial appliances hasn't impressed us..  Expensive to buy, expensive to repair, just as trouble-prone as consumer models, don't seem any more durable.

Owl Camera. Swivels to face the person speaking.  Figure that Zoom meetings are here to stay.

Solar Panels.  Still trying to figure out specifics of Inflation Reduction Act. What type of nonprofits qualify? (Apparently we are indeed still registered as a nonprofit.)  Beth was going to check with some of her contacts; Colleen will talk to her.  If we qualify we can get a battery.  If we don't we go with battery-ready.

Deck Membranes.  Done!  Scott checked each stage to make sure they were on spec.  Units 20 Alex, 21 Prices, 23 Cyd, 25 Lauren.

Fire Safety.  SLFD sent a truck and three people.  Suggested vented aluminum grill to go under the eaves which will not only keep birds out but also stop embers going into the attic. More protection than current chicken wire.  Mary wants to try it on her unit.

Deck Cleaning.  Scott got photos of hatches (trapdoors) on the docks at Flaming Gorge. Could be useful for deck cleaning.  A hatch was installed on Meagan's deck, which is awfully heavy, Mary says.

Encourage before and after photos on all maintenance jobs.

Concrete Leveling. Precision Concrete recommended four spots to do immediately.  Only contractor Scott could find that did both lifting and grinding.   He has time to start immediately.  He gave prices on each spot.  Half inch or so, he mostly recommended lifting.  Amy may have a lead on another company. To be discussed further to decide how much to spend.

Financials

Transfer Fee.  Set the fee at $500 at a time when units weren't selling well.  Scott will check comps on what other condos charge. What is the difference between transfer and reinvestment fees? There are different restrictions on when each can be charged.

Would setting the amount as a percent of selling price be preferable? Would be self-adjusting for inflation.  Reinvestment fee is limited by state law to 0.5% of property price.  ($500 would be 0.5% on a $100,000 sale.)

Are there poison pills we could build in to discourage house-flipping?

Prompting Committees for a 2023 Budget.  Choose a deadline.  Submissions over email? Google form? Coleen will put one together.  Require a committee meeting to plan budget, and say who many attended.  We want budgets by the 23rd of October. 

Insurance.  Don't know yet what the price increase will be.  Ask broker to shop around? 

Reserve Analysis.  The analyst would like to see our records on roofs, what was done when and how much it cost. 

Large Spend Process.  Required above $500.  Required written approval from management for exceptions of using the process. Two project managers are required. Sealed bids come to a single place .  Have at least two people on walk-throughs?  Choosing the lowest bidder is the default, but the project managers can make a case to Management for choosing a different one.  Record in minutes why waiving process, e.g., only one contractor does the process and the job is urgent.