March 1, 2022 Minutes

Topics: pay-or-work, reserve analysis questions, sales & rentals, updating banks

Minutes, Management Committee, Wasatch Commons Condominium Association

6:00-8:00 p.m.  On-line.

Maintenance: pergola & catalpa #4, chain saw, branch clean-up, prioritize projects

Present: Ben, Cheryl, Kay (notes), Coleen, Scott

Maintenance meeting Thursday, March 3, 6:00 p.m.

Note:  In future, pay the worker’s comp insurance premium by check, because they charge a fee for payment by card.

Action Items

Everyone

• Send answers to Ben for questions from Dale about the reserve analysis.
• Fill out tools column in work spreadsheet.

Coleen will:

• answer the questions about the playground for the reserve analysis.
• compile various community work lists into a single document.
• email community that if you see a downed branch, haul it to the pile.  Good work-hours.
• email community requesting people to update their birthdays on the contact list.
• contact Kathy to ask her plans once Diana moves.

Kay will:

• email the community asking for all community work lists.
• (try to) get the CC&R uploaded as searchable html before the CCR meeting.
• willing to work on the condensed version of CC&R but thinks it needs two people.
• locate chain saw.
• get roof invoices from Cheryl and if possible compile list of what roofs were done when.

Kay and Cheryl will get Cheryl added to UFirst as a signatory.

Scott will

• schedule a meeting in March specifically about updating the CC&R and Bylaws.
• set up a meeting to discuss purchasing policies, setting up a purchase order requirement, etc.
• get us a list of reputable painters to do trim.
• call KJ for lease, landlord insurance, business license, program certificate.
• look into chippers.

Ben will

• talk to Vicky about requiring a property listing to use waiting list.
• get online access for UFirst reserve.

Linda will

• ask Vicky for Thomas’s contact info to send him the auto pay form.
• cut the check to Scott D and Kay will sign it [done].

Cheryl will

• maintain the agenda list. 
• pay the Cohousing Partnership membership and send Linda the invoice/receipt.
• contact Anne to ask how sales efforts are going.
• talk to Thomas and Isabel about the pergola and catalpa tree.

Schedule.  Ben has a time conflict. After discussion we decided to stay on the current schedule.

Pay’r’Work

Kay suggests that the pay’r’work forms (online and paper) have a few required fields, then optional questions to collect more details, which people who dislike forms don’t need to answer. 

A starting point for creating a list of approved pay’r’work jobs is to compile the many lists of community tasks people have done over the years.  Send them to Coleen.

CC&R & Bylaws

Scott suggests a dedicated meeting in March on updating the CC&R and Bylaws.

The new CC&R is on the wasatchcommonscohousing.org website in pdf form. Kay has been working on converting it to html, which will be searchable. It would be nice to have a searchable version in time for discussing revision.

Sales/Rentals

What are the ethics of letting sellers use our waiting list who won’t list the property and don’t have a broker? It doesn’t protect the would-be buyer and it’s not good for the community.  Should we make a rule that a unit has to be listed on the MLS before we let a seller use our list?  Talk to Vicky first.  Should be in Management’s powers so long as we don’t get pushback from the community.

Misc. Financial, Legal, Insurance

Reserve Analysis.  Dale sent some questions.

Worker’s Comp Premium.  The worker’s comp insurance company charges a fee for credit card payments.  Make a note to pay it by check in the future. 

Cohousing Partnership. Notify Linda when doing payment and provide invoice, but otherwise approval is already given via the budget.

#4 has closed. We received a check settling Naomi’s fees.

The contact list has a tab for birthdays.  We can ask people to update their own, then contact people who haven’t.

Updating Financial Institution Signatures etc.

Ben and Joe went to MAFCU. Ben should be the principal now.  The ex-members except Joe are off but the new members aren’t on yet.  Staff at branch keep contradicting themselves on procedure.  Would the downtown branch have people who are familiar with HOAs and updating records for their account?

University Federal Credit Union (UFCU) has changed its name to UFirst. Does Joe have online access?  Need to get Ben access and remove Joe. Don’t have enough payments from the reserve to require everybody to be a signatory.  Kay and Ben are signatories; add Cheryl.

Automated payments are updated with new Spark Card info. 

Maintenance

Pergola/Catalpa.  If Thomas & Isabel want to keep the pergola, they need to figure out how to paint the soffit.  Maybe show them the photos Kay found of catalpa tree trunks.

Chain Saw.  Emilie would like to purchase a chain saw and a pole saw. She gave Cheryl some links for online purchase. We have an electric chainsaw (we think – In Mary’s custody?).  Joe bought a new chain for it recently.  Scott Dixon advises we get a gas chainsaw as they are usually more powerful and therefore faster when you have a lot to cut. 

Branch cleanup

City doesn’t do annual trash pickups anymore. They did a one-off after the big storm.   Could hire Scott D to haul them.  Can we chip them? Big chippers are a lot of work and dangerous. Collect them in pile, cut them into chunks, and gradually put them into the dumpster when there is room.  Once the brown waste bins are being picked up again, can use those. 

Haven’t written the $650 check to Scott D yet.  Linda located the payment request where it was misfiled. Coleen texted Emilie asking if she has it.  Emilie says make the check directory to Scott D.

Maintenance Projects

Projects are in a tab of Cheryl’s agenda spreadsheet.  Will add additional projects as we assemble community work list.

Went through and prioritized projects currently on list. Added a column for ‘tools needed.’

Kay would like to go through Roof Doctor’s invoices to attempt to figure out which roofs were done when.  Cheryl has at least some of them.

Storage Bin

Emilie asked about using the credit card.  What is the policy?  Do people need to take Cheryl with them?  Do they check out the card (signing in blood), and must bring back the card and receipt immediately?  Discuss this further.