Minutes, Management 2024 03 05

Topics: AED, fund raising, insurance policy, Venmo, guest room fee, book-keeping, community calendar, uninhabited units, contracted work, keybox

Present:  Ben, Jorge, Joe (until 7:15), Kerry, Cheryl, Vicky, Kay (notes), Emily (8:15)

Decision: Approved purchase of AED once that much money is fund-raised.

Action Items

Cheryl and Jorge will set up a dedicated connect Venmo account to our account.

Ben will sign Roof Doctor contract to repair common house chimney.

Jorge will get a start date from Roof Doctor.

Jorge will talk to Robin about possibly doing drywall.

Cheryl will clarify to Cyd that an exit-only door for attic critters is her responsibility.

Ask Joe (Safety & Security) to get emergency contact info from new residents (envelope in internal mail folder).

AED

Joe provided a handout of AEDs that qualify for a "grant" (more truthfully a coupon).  He suggests a fully automatic model. Emily & Mary both say Zoll is a good AED brand. Vicky reports that the Fund-Raising Committee has raised $969 (not yet all deposited).

Emily says an advantage of a semi-automatic is that the person has to remove hands from the body in order to press the button, which means they don't get shocked.  If we get an AED, everyone needs to be trained.

Fund-Raising

Vicky would like input on a form for fund raising.

Emily's research indicates that a non-profit (that owns no property) could get an AED for free. Would need to be its own corporation.  Research if other cohousing communities have created non-profits.

Insurance Master Policy

Cheryl can't find anything in the master policy on policy protecting us from crime (committed against us, not by us) or a Directors and Officers (D&O), although the insurance office is telling us we have it.  Ask for page numbers.

Venmo

Venmo is for donations only, not fees or pay-or-play.  Account Cheryl has set up is a personal rather than business account, which doesn't charge.  Business accounts charge a percentage plus a per-transaction fee.  She will provide the log-in.  We may want to set up a dedicated checking account to avoid any withdrawals.

Guest Rooms

Would it help to use a Google reservation form?  There are units that resist this.

Clarify policy.  There have been some misunderstandings about the guest room fee policy.

The policy is seven free nights PER UNIT, not per person.  After seven nights you will be billed.  If you are occupying both bedrooms for one night, that is two nights. The calendar must show who the host is.  If nights are being donated, the calendar must also show who donated them.

Would it be a good idea to (re)pass the guest room fee policy as a separate proposal?  To avoid misunderstandings. It was passed as part of the budget proposal, which could be misinterpreted to mean the policy expires at the end of the year -- it doesn't. 

Kerry will track guest room use.

Book-Keeping

Vinnie offered to do the book-keeping if the Association waived monthly fees.  If we hire him it needs to be a specific amount (even if it is turns out close to the amount of the fees), but it is still a job, with income, and a separate transaction than paying fees.

Our experience with hiring community members is mixed.  "Don't hire someone you can't fire."

The estimate we got from Butler was $350/month, which is only a bit more than what Vinnie is asking.

Whoever we hire to do the day-to-day book-keeping, we want to do an audit.  Butler Accounting charges $150/hr.

Community Calendar

We have multiple calendars people are using. We need to consolidate. 

Becca is the 'author' of the old calendar "calendarwasatchcommons".  When she visits we need to ask her to delete it.

If you've added the community calendar "Wasatch Commons" to your own calendar, you can add things to that calendar.

We need to do a "Tech Night" to help residents figure out community resources.

Uninhabited Units

Thomas comes to cafe most weeks and checks his unit when he does.  His keys are in the lockbox, and he gives permission to Management to enter if necessary.

Guardian Advocate Services is the company that will probably become Carol's guardian.

Contracted Work

Common house chimney, Roof Doctor.  They gave us a better price than their initial bid.  They will check the workshop roof when they come to do the c.h. chimney.

Drywall in unit 2 & c.h.

Keybox

Natalia's unit has keypads that don't take keys. Need to get the code from them & put it in the lockbox.

Emailed 3/23/2024.