Minutes Management Tu Oct 17, 2023

Topics: book-keeping, online payments, fees, 

Present: Cheryl, Kay (notes), Scott, Joe, Jorge, Kerry, Ben, Vinnie, Mary, Robin 7:40

Action Items

• Jorge will prepare quarterly reports.
• 3:00 Saturday Oct 21 meeting to discuss Rules & Regulations.
• Vinnie will mark where to dig a hole next to Carol's foundation to check the footers.
• Put reviewing previous meeting's minutes as the first item on each agenda.

Book-Keeping

Ben and Vinnie will take on the book-keeping, possibly with Jorge also, Ben hopes to be starting a new job soon and will have a long commute, but thinks he'll still be able to do 2 hours per week.  Split duties, possibly Ben doing accounts receivable and Vinnie accounts payable. 

Kay would appreciate a list of all payments (checks, card) to put in the minutes.

Audit

Butler charges $250/hr.  Do they need access to invoices and receipts as well as QuickBooks?

Online Payments

Cash App doesn't require an actual phone line, unlike Venmo.  It needs a debit card linked to checking account.  Standard deposits are free (it's a personal account; a business account has a 2.75% processing fee). We could post a QR code.  People making payments   Under the name $WasatchCommons. 

Fees

Common House committee is working on a proposal to charge hosts for use of the common house.   Should households have 14 days guest room use with no fee or should fees start from the first day?  The fee is not a cleaning fee; the host is still responsible for cleaning. Scott thinks the proposal needs to come from Management because it is a fee.

Suggestion:  Distribute copies of the new condo law to educate residents.

Budget

Time to solicit budget requests.  There is a budget request form on the wiki.

Carol's unit

Carol will be moving to memory care at the same elder facility where Susan is.  Her niece Jean is her trustee.

Insurance would likely not cover foundation problems since they aren't sudden and unexpected.

Davenport and the engineer both said spalling can be a symptom of footers not being below the freeze line -- the foundation shifts as the ground freezes and thaws.  OTOH her stucco doesn't have a lot of stress cracks at doors and windows.  If the footers are as deep as they are supposed to be, the problem may be cement quality.

Attorney

Sent questions to the attorney.  Asked for a guesstimate on cost for answers.

Tell him the question about needing a community vote for increasing deductible is high priority.

Did the questions include who is responsible for the sewer line between the unit and the community sewer line?  No.

Emailed 10/29/2023.