Minutes, Management, Tuesday September 17, 2024

Topics: anchor bolt testing, CCR revisions, budget planning

Present: Ben, Cheryl, Lila, Joe, Kay (notes), Jorge, Robin, Kerry, Mary 7:30.

7:00-9:50 p.m.

Action Items

Thursday 8:30 a.m. structural engineer.

Kay will do pay or play invoices for October. 

Unit 19 Foundation

#19 (formerly Carol's) had spalling on the foundation. Spalling means the surface of the concrete is coming off. The spalling showed the anchor bolts.  Tyson, no longer with Lovell, thought it was rebar. Lovell Engineering recommended we get the anchor bolts tested.  

Utah Testing & Engineering did the anchor bolt testing today, which involved cutting out drywall and pulling on the anchor bolts. He should be able to tighten the bolts enough to see the sill plate deforming and the wood depressing. The four bolts he tested would not tighten against the sill plate. He recommended testing the concrete.  Said they could do testing of core samples of the concrete, although they don't do the coring themselves. Utah T&E appears to be the only local company that does this testing; otherwise we would have to fly someone in.

Foundation issues usually show obvious signs like cracks in the walls, unlevel floors, windows & doors that won't close. We aren't seeing walls cracks & windows & doors sticking. 

Ben called M J Structural Engineers.  Matt Jackson was puzzled why spalling on the foundation would lead to a recommendation for an anchor bolt test.  Adding anchor bolts is easy & he recommends doing it where there is a problem but not everywhere. Charges $500 for a site visit plus $500 to get a recommendation in writing. He thinks taking core samples is unnecessary.

Vector Engineering could do a Swiss hammer test on the concrete. 

Minimum work required, if the concrete is okay: Open up the rest of the wall, install new anchor bolts (drill & epoxy), and fix the spalling.

Ben will pass on the official report to the new owner. The foundation is entirely the HOA's responsibility, so no liability of Carol's estate.  He will find out the reliability of the core test vs. hammer test. Ben wants to get

Ben will schedule MJ Structural Engineers. Vinnie can do early morning, 8:30 or 9:00, or after 4:00 on Thursday.  Cheryl & Jorge can be there. If he agrees we need core testing etc. we probably don't need a written report, but if he says we don't need to.

CCR Revision

Phone call with Quin Sperry. He said he would have someone send Ben a contract to sign & nothing has come. $1500 this year, $500 next, plus filing fees. He said all the things we wanted seem reasonable & he wasn't going to charge us more for the couple of additional things* we wanted.  *Ability to make guidelines around pathways, parking, etc. 

He will research how Utah condo law's restriction against requiring more than 67% vote interacts with operating under consensus.  Thus cannot require consensus on anything we vote on: budget, management elections, Rules & Regulations (i.e., proposals).

Budget

No progress on budget because Ben has been busy doing other things.  Agenda-setters plan to start budget discussion with state of the community, what has been accomplished. Sunday October 27.

Things needed for budget:  what are we doing with pay or play, what is the tally for guest rooms.

Accountant has reconciled through to May.  She sent Jorge a bunch of questions. 

Adjust the reimbursement form for reporting a card payment.  Jorge, Cheryl, & Ben have different card numbers, so we know which card was used, but when someone checks it out we would still need to know who.  With companies that do business to business, they often will take a purchase order number which prints on the receipt. That would help tracking.

Retreat/Workshop

It's years since we had a retreat & have issues that need work.  Kathy is a local professional mediator.  She hasn't worked extensively with cohousing, although she knows someone who lived here & has worked with individuals in the community.

Finances

Linda gave Cheryl a large stack of receipts.  Should they be filed somewhere? Can they be scanned? She scanned a few & it took quite a while. Naming scans takes even longer than doing the scan.

Could we have a scanning work party? What does a dedicated receipt scanner cost? Come up with a filing system, tracking items by unit, by building, etc.

Pay or Play

Pay or play was originally agreed on in 2012. In 2022 it was agreed to require reporting & enforce it.  Did actual billing for pay or play 2022-2023. People who were doing work didn't realize the invoicing wasn't happening.  Joe has continued tracking who has reported, and that could be compared to who has paid in QuickBooks. The invoicing was happening through QuickBooks, so we could determine when the invoicing stopped.

Are we going to bill retroactively for the end of 2023 and most of 2024?  If yes, allow people to petition/dispute charges for months worked but not reported? If we aren't going to bill, Ben doesn't feel like doing the calculations. Compromise by starting billing as of last January? Refund people who paid during end of 2023?

Welcoming documents may be ambiguous about it not being an honor system.  Compile Rules & Regs!

How to avoid a lapse in invoicing again? Give an invoice to everyone, either billing or crediting hours?  Less work only to invoice non-reports.  Have monthly reports give amounts invoiced?

Can Management get the data on who didn't report vs. who paid by the October 1 or Oct 15 Management meeting?