March 15, 2022 Minutes

Topics: pay’r’play, work list, updating credit union records, sales and wait list, reserve study. Maintenance: catalpa and pergola, fallen branches, tools, fireplace

Minutes, WCCA Management,

Tuesday, March 15, 2022

6:00-7:35 p.m.

Present: Cheryl, Kay (notes), Scott, Coleen, Ben until 7:00 p.m.

Action Items

Scott will give Mary info he gathered on gas fireplace repair.

Scott & Kay will meet 9:00 Saturday to discuss purchase order requirements, cf. the U’s rules.

Kay will upload an html copy of the 2019 CCR to the website. (Not Bylaws yet.)

- find the pay’r’work paper form she created.

- find the spreadsheet with the jobs posted in the commonhouse and forward to Coleen & Cheryl.

- continue looking for maintenance minutes.

Ben will get online access to MAFCU set up, then he will adjust the reserve deposit to the correct amount.

Coleen will send reminder email to put in hours.

- set up a google phone # for things like Venmo.

Cheryl will make an appointment with UFirst, Ben & Kay on a weekday to add her to the signatories.

Ask Emilie to add the catalpa to the tree work list.

Pay’R’Work

Coleen has been putting everything people have sent her, including Maxine’s email 3/2, and is finding it a little overwhelming.  Cheryl likes having lists of delimited tasks so she knows what to do and at what point is it done.  List will be intimidating to some people, who might do better with a short list of “high priority this month”.  Kay wants everything on a single list, and we can pick a selection of jobs of the month for those wanting a short list.

Coleen will add a tab to the landing page for the task list.

Should we remind everyone that it is mid-month and they need to put hours in? Specifically the people who haven’t?  Say, “So many people have and so many haven’t and you know who you are?”

Common house cleaning is already assigned to the work teams.  Do we want it on this list?  Differences of opinion.  List will be shorter if those things aren’t on it. OTOH, there are common house cleaning jobs that get neglected.

Is this list good enough for the work party this weekend and the rest of the month, or do we need to work on this list further in a special meeting?  Decided it will do for this month.

Dedicate next meeting to going over the work list.  In person?  April 5.  Also, tracking maintenance on each unit.  What level of detail do we want?

Financials

MAFCU wasn’t willing to reset the password for Ben because we don’t have a phone number.  Create a google phone number for such purposes.

UFirst has more “challenging” location hours than MAFCU.  Cheryl will make an appointment for Ben, Kay, and her to go in.  Ben is working from home; Kay works at the U, and either the Research Park or Downtown branch is a reasonable distance.

Mountain America account has been updated.  Former members removed, new members added.

If Venmo is to be used for payments to the community we need an email and a bank account.  Younger people are comfortable with it.

Sales & Wait List. Not necessarily require listing on the MLS, but the owner must state a price they will accept in order to use the community’s wait list.

Kathy told Marina yesterday she hasn’t decided whether to rent or sell.

Reserve Study. Ben will work on reserve analysis questionnaire.  He will ask Linda’s help with the financial questions.

Maintenance

Catalpa & Pergola. Cheryl and Kay talked to Thomas Saturday about the pergola and the catalpa.  He is fine with removing the catalpa if it is deemed necessary.  Mary is willing to help them paint the soffit.

Branches.  Got a bunch of branches from the west berm hauled to the dump.  Still a large pile by the east garden.  Do we need another work party?  Mary suggests hiring Scott D, who has a larger trailer and a scooper to load it with.

Tools. Emilie wants landscaping shears and a sharpener.  Okayed Cheryl purchasing them.  Make sure the community name gets on the shears.  Home Depot rents a heavy-duty gas chainsaw for $60 a day.  Also stump grinders.  Most of what we need can be done with an electric, and we can rent when we need something more powerful.

New Maintenance Committee had a meeting.  Should send out meeting notice to the list, not just the committee members.  Need to locate records of former maintenance committees and set up a tracking system for what got done when.

Fireplace. Barlow Service Experts repair any make fireplace, including Heat-A-Lator.