Management Committee
Topics: asphalt sealing, office manager, budget requests
Management Committee
Topics: maintenance, capital reserve deposits, budget requests, Crown manaagement
Management Committee
Management Committee
Management Committee
Management Committee
Topics:
Management Committee
Management Committee
Management Committee
Management Committee
Management Committee
Management Committee
Management Committee
Management Committee
Management Committee
Management Committee
Management Committee
Management Committee
Management Committee
Management Committee
Management Committee
Management Committee
Management discussed possibility of needing to seal the cracks in east and west parking lots in 2011.
Carol proposed that some one needs to shake and remove snow off the trees in orchard.
Marla is going to take over the accounting for the community - Linda R. has resigned.
Reviewed the 2011 Budget - committee requests, expenses, etc. (Majority of the meeting was spent on discussing this.)
Community bills paid - nothing out of the ordinary.
Thanks,
Your Management Team
-Summary of Discussion:
1. New President Elected Hobson Calhoun
2. Maintenance Report Kevin's work is drawing to a close for this calendar year. This year, Kevin Dwyer worked on 13-14 units for fascia/paint work, 13 remain. Stucco work was done on units #18 and #23; we got a great price from the stucco contractor, only $350.
Rain gutter work is needed, as downspouts are draining onto roofs, which causes the roofing material (shingles) to degrade and warp (wear out). This work will cost us $2000. The company, Rain Gutter Specialities, will need a $500 deposit. We would like to start this work this year, in order to preserve our roofs as long as possible.
Keer and the architects were out to look at the decks. Kevin needs to get into Mary and Kay's place, to show her unit to the architects. This is holding Kevin up from moving forward on this project. Mike Angelastro will follow-up with Kay and Mary on this.
3. Bills Paid The only non-utility/regular bill items were maintenance items. Garbage bill is up by $9.
4. New Secretary Tyler Maynes, replacing Lydia Olchoff.
5. Account Receivable nothing over $14 with the exception of CROWN.
6. Reserve Funds We need to deposit 8 months worth of reserve funds. A decision was made to put this in the University Credit Union, rather than the Chase Bank, as we had previously decided.
7. Discussion of replacement bookkeeper Marla Dee and Marcie have both expressed an interest in this work. The transition will begin on 1 January 2011.
8. Discussion of budget requests Kevin sent the budget request for Maintenance Committee.
9. Vacant Position on Management Committee Carol Smith will fill the last vacant position on Management Committee joining Mary English as the other new member of Management Committee.
10. Alternate Management of CROWN Proposal presented by Linda P, Myste, and Maxine. These three CROWN members now referred to as CROWN Team proposed taking over the management of CROWN, to be mentored by UHC. Per Linda P, Myste, and Maxine, they as a team stated they will ensure that we are compliant with the CROWN program as they will be mentored by Kelly at UHC.
11. Management of CROWN Decision The responsibility of managing the CROWN program rests squarely on management's shoulders.
On 1 December, a report is due to UHC. Linda Reed is resigning at the end of November. The Management Committee didn't feel that the CROWN Team was ready yet for this level of responsibility.
At the same time, Management Committee was VERY impressed with the CROWN proposal, and the fact that the research and proposal were put together so quickly. Management Committee would like to acknowledge the excellent work, quality proposal, and dedication of this team.
In the end, it was decided by Management Committee to hire Susan Schow of Western LIHTC Compliance Consultants, as we feel confident that Susan as a professional in this arena will keep us compliant with the CROWN program. And, the net cost of hiring this company is quite low.
The committee decided to contract the management of the CROWN program to Susan Schow of Western LIHTC Compliance Consultants because:
1. The members of the CROWN team were not experienced enough to ensure that the program remains compliant.
2. Management of the program by CROWN residents would create a conflict of interest. Linda Reed resignation from the management of the program was partial due to the need to the interest conflict her management created.
3. Susan Schow et al would better ensure that the program remains compliant so that in 2013 all CROWN residents will be able to purchase their units and WaCoHo HOA avoids a potentially large fine.
Additionally, the suggestion was made that the CROWN team continue to educate themselves about the CROWN program. That way, in a year, they will have an opportunity to put forth a revised proposal for self-management. And, at that time, they will very likely be more knowledgeable about the process.
In closing Management Committee thanks CROWN Team. We recognize their dedication, their desire to learn and grow, and we look forward to working with them over the next year in this new phase of CROWN Management.
Decisions Made:
1. Budget work begins on 1 December. 2. CROWN will be managed by Susan Schow of Western LIHTC Compliance Consultants for the first year.
Follow-up Steps:
1. Tyler will follow-up with Kay and Mary to get access to their unit to show the deck and surrounding area to Keer. 2. Mike Angelastro will deposit the reserve funds at University Credit Union. 3. Hob will contact Susan Schow of Western LIHTC Compliance Consultants and take care of finalizing the contract. Linda will work with Susan and the CROWN Team during the transition.
With Love, Lydia
As this is my last Management Committee Meeting, I'd like to say thanks for the honour of serving. It was mostly fun and cool. Yes, the last few months were challenging, but you've got some awesome replacement members as you'll see when you read down the meeting notes!
I wish all of the new member of Management Committee great success and fun!
Lydia
Wasatch Commons HOA Reserve Fund Analysis Methodology Mike Angelastro passed out a document explaining a methodology for analyzing our reserve funds. As it was over 3 pages and there were many other agenda items, it was decided that we would table this until the next Management meeting.
Creating a Plan to Replace Linda Reed as Bookkeeper Linda spends approximately 18 hours per month on this. The duties involve paying the bills, and producing some budget reports via the accounting software, among other things. We discussed hiring someone from the outside versus someone from within our community. Mike Angelastro is willing to take on the task of managing the search process for searching within Wasatch Commons for the replacement bookkeeper. The job could be split between two people. We have decided that we have a preference for hiring a person/s from within our community.
We also discussed the excellent practice that Linda maintains that all bookkeeping be performed within the Management Office at WaCoHo.
Mike Angelastro will lead the search for Linda's replacement.
Discuss Michael Ferguson's Privileges Process Committee consulted with Management requesting that we write a letter restricting access to common buildings by Michael Ferguson.
We could not reach consensus on whether Management should write this letter. For that reason, it was decided that Process Committee will take the ideas presented under consideration and will deliberate on the ideas presented.
Discuss CROWN Management At the previous meeting, Carol and Hob volunteered to put together a meeting of CROWN people to meet Susan. Linda will follow-up with Carol and Hob. The next step would be a decision will be made whether to hire Susan.
Linda will be putting together a budget proposal for next year. Itemized budget proposals are needed from committees. A separate email will be drafted by the secretary advising committees that they need to submit their budgets by December 1st.
1. Mike Angelastro will follow-up and manage the search for a replacement bookkeeper.
1. Mike Angelastro will follow-up and manage the search for a replacement bookkeeper.
2. Linda will follow-up with carol and Hob regarding the CROWN meeting.
3. Linda will be putting together a budget proposal for next year.
4. Lydia will send out requests to committees for itemized budgets. They are needed by 1 December, or earlier.
Thanks.
Peace and Harmony, Lydia
Bills Paid nothing unusual
Kevin held a meeting with Kier Ccnstruction regarding the decks and water leaking into the units. Here's some background. In the past, 7 units had the back portion of them taken off, as water was leaking into the walls. This repair job worked for a while, but it seems to have failed on a long-term basis. There is water damage in units #22, 24, 26, and evidence of a problem in 2, 5, and 15. Kevin hasn't been able to get into #11. The plan is that Keer [sic - Kier] will consult some drawings and will figure out if there is a design issue. They will need to do more investigation, which might involve opening up a wall. Due to weather considerations, the units would be dealt with in the spring, as they had been last time.
Gutter and Stucco bids one bidder did not submit his bid. However, the other two have. Kevin will submit these to Management.
Presentation by Susan Schow of Western LIHTC Compliance Consultants Susan made a second more targeted presentation to us for taking over the management of the CROWN units. She presented us with a list of the minimum tasks that would be needed to deal with the CROWN forms, inspections, approvals, reports, etc. Her bid for this work is $219 per month.
Kevin Dwyer attended also represented Process Committee. Process is interested in organizing a meeting such that CROWN folks can meet Susan.
Vaughn resigned during the Management Committee meeting, effective immediately, due to changes at work and to Joanne's upcoming surgery.
Kevin will continue to manage the Kier water issue.
A meeting will be scheduled to allow the CROWN people to meet with Susan Schow. Carol and Hob will work together to set up this meeting for one night next week. Some members of Management Committee will attend also to discuss the proposal.
Thanks.
Peace and Love, Lydia
From: WaCoHo on behalf of Vivian Garcia
Sent: Friday, October 29, 2010 9:11 AM
Subject: Re: [WaCoHo] Management Committee Meeting Notes....
Dear Mgmt
Crown meets the first Tuesday of every month which means this Tuesday Nov 2nd. Since it seems that you unilaterallly decided to hire this person without our (CROWN'S) input would it be possible to meet her on Tuesday. One more question, why is Process involved in arranging this meeting. Management oversees CROWN not process. There is a CROWN respresentative on Management not Process for the very specific reason. Could someone from Management please call me at 801-680-1312.
Thanks, Vivian
Summary of Discussion:
1. Bills Paid nothing unusual 2. Maintenance - Kevin held a meeting with Keer construction regarding the decks and water leaking into the units. Here's some background. In the past, 7 units had the back portion of them taken off, as water was leaking into the walls. This repair job worked for a while, but it seems to have failed on a long-term basis. There is water damage in units #22, 24, 26, and evidence of a problem in 2, 5, and 15. Kevin hasn't been able to get into #11. The plan is that Keer will consult some drawings and will figure out if there is a design issue. They will need to do more investigation, which might involve opening up a wall. Due to weather considerations, the units would be dealt with in the spring, as they had been last time.
Gutter and Stucco bids one bidder did not submit his bid. However, the other two have. Kevin will submit these to Management.
3. Presentation by Susan Schow of Western LIHTC Compliance Consultants Susan made a second more targeted presentation to us for taking over the management of the CROWN units. She presented us with a list of the minimum tasks that would be needed to deal with the CROWN forms, inspections, approvals, reports, etc. Her bid for this work is $219 per month.
4. Process Committee Kevin Dwyer attended also represented Process Committee. Process is interested in organizing a meeting such that CROWN folks can meet Susan.
5. Vaughn resigned during the Management Committee meeting, effective immediately, due to changes at work and to Joanne's upcoming surgery.
* Kevin will continue to manage the Keer water issue.
1. A meeting will be scheduled to allow the CROWN people to meet with Susan Schow. Carol and Hob will work together to set up this meeting for one night next week. Some members of Management Committee will attend also to discuss the proposal.
Thanks.
peace and love, Lydia
Hi WaCoHos,
Below are the Management Committee Meeting Notes from tonight's meeting:
1. Bills Paid nothing out of the ordinary. Substantial cheques to Kevin Dwyer as he spent quite a bit of time doing repairs in our community.
2. Deck Repairs Kevin Dwyer reported that units #22 and #26 have failures in the deck repairs done by Keir. Kevin will send an email to alert people to check for damage.
3. Presentation by Susan Schow of Western LIHTC Compliance Consultants Susan made a presentation to us for taking over the management of the CROWN units. This is necessary as Linda Reed is resigning.
Susan presented 3 packages to us, a basic, intermediate, and a deluxe package. We are negotiating the details with Susan.
1. Deck Issues Kevin Dwyer will send an email to determine if there are any other units with deck issues. Kevin Dwyer will follow up with the builder, Keir.
2. Details regarding the negotiation with Susan to manage CROWN are being ironed out.
Thanks.
Peace and Love, Lydia
A. Water damage problem at #23 is fixed.
B. Gutter & downspouts: Some dounspouts are causing damage & discoloration to adjacent stucco, roofing, fascia and/or interior trip. Re-routing of gutters and downspouts was discussed, installing french drains, which might also solve Carol's drainage problem. This task was placed on hold for more pressing needs.
C. Some north facing roofs are showing shingle cupping and damage due to problem B. Common House east facing roof included. It was decided that Kevin will repair affected roofs with patch and seal since it will take time for the community to decide what kind of roofing to install on all units in 5 years.
D. Signed checks: Maintenance is in deficit partly due to CH dishwasher repair. Mike will check into discrepancy regarding billing for this task. The repair included a water softener which will significantly delay any future repairs, and extend the life of the dishwasher. Next year's budget must include more for maintenance as our community is aging.
2. Tyler's report on community shared internet:
A. Sharing wireless is NOT illegal, according to Comcast.
B. For community-wide wired like business would be $180/month.
C. Units 1 through 6 are not wired, due to breakages in initial wiring installed by Hans & others when community was first built.
D. Management decided that the Common House should be paid by the community.
E. First phase of shared wired internet should be set up as co-op. We need to know who wants to be included in this. Process committee will follow thorugh on this.
Respectfully submitted by Laraine
From: WaCoHo on behalf of Susan Stewart
Sent: Monday, September 06, 2010 9:29 PM
To: Kay Argyle
Subject: Re: [WaCoHo] Management Meeting Notes
I need some clarification on the #23- "water damage fixed". The area above the sliding glass door damage from water is not fixed. My understanding from Kevin is that and the rerouting of the down spout on the roof that allows water to flow over the roof and down the wall and the sliding glass door will be taken care of this week by a profession in the field as well as the fasia area above the door. Also there is stucco damage on the deck east wall low down near the floor.
Also there is clear evidence that there was water damage at some time inside this unit as there is seam tape coming apart in the bedroom as well as a crack coming down in the upper hall area below the from the swamp cooler comes out as well as the baseboard has been wet and damaged. There is a strange hole in the area just above and to the rt of the door.
Susan
On Mon, Sep 6, 2010 at 11:13 PM, Laraine Miner wrote:
Hi all,
Here are the notes from our last management meeting last Thursday. Sorry they are somewhat tardy, but I had to put my pretty little Belle kitty down, and have been in mourning. Very sad.
Bills Paid nothing unexpected.
Linda Reed asked about the project of having the whole community connected via wired internet. At the advice of Jonathan, Linda bought connectors for the Common House/WaCoHo. The Common House is currently hard connected to the internet via Michelle Frandsden's house.
We need to conduct a Reserve fund analysis no later than July 1, 2012, according to the new law. (We've done a couple over the last 5-6 years.) There are no state guidelines regarding how much money a community of our size needs to have in its reserve fund.
There was some additional discussion regarding how the reserve fund is invested.
Some of this is degrading and may need to be repaired or replaced. This would be a reserve fund item.
Kevin Dwyer has been doing these. Susan Stewart mentioned that during today's rain storm a waterfall came off their roof as there is no downspout. Per Mary the gutter topper has a warrantee and that may be the problem.
There may be other gutter and water issues.
Another idea is that we can now legally collect our rain water. Mary raised a great idea. There is a new permeable cement-like drivable park-able substance that is now used in place of cement. We could use this instead of cement for our sidewalks, as it's more earth-friendly. Mary will look into this.
Unit #18 had a plumbing issue. A sewer company came. 177 feet out from Hob and Saundra's downstairs toilet, they discovered a partial blockage. The sewer company (Roto Rooter) claims that there are tree roots growing in the sewer, near unit #25. (Per Hob, they used a camera down the sewer.) As this is our property, addressing this issue would be WaCoHo responsibility. A sister company to Rotor Rooter gave Hob an estimate in the $400 to $500 to deal with the roots. It was unclear who is following up on this. Lydia to find out.
Important Note about Low Flow Toilets They need to be plunged once a week with a toilet plunger.
See follow-up steps below.
1 Internet Project Tyler will work with Comcast to ask them about commercial internet service, the services we need, and what additional hardware we need (if any) and if we need to pay for installation costs.
2 Warren Curtis our Oppenheimer Reserve funds manager seems to have been replaced by another company, per a letter from Great American Advisors. Hob will phone Warren to find out what is up.
3 Asphalt and Cement Mary English will follow-up.
4 Reserve Fund Items What items are normally considered eligible to be purchased with reserve funds? Mike Angelastro will look into this. In addition, he will look into what items if any our bylaws define as reserve fund items.
5 Sewer Issue who will follow up on this? Lydia to find out. (Note: Lydia is not doing her usual follow-ups at the moment, due to her transition between WaCoHo and her new place in Sugarhouse.)
Peace, Love, Harmony, Lydia
1. Bills Paid
Mostly Expected, except as noted below.
*Common House water bill twice as high as last year ($364.00 for July), Mary noticed that there is water in the hole where the city water meter is located. In all the previous years, it has been dry. We are concerned that somehow we are over-watering the Commonhouse lawn. That would explain the higher water bill and the accumulation of water.
2. Unit #23 Stucco and Fascia damage
Kevin Dwyer will be doing the work or overseeing the contractors needed to do the repairs.
Kevin Dwyer will manage the maintenance work needed on the outside of Unit #23
Talk to Kevin Dwyer about making Unit #23 work his top priority when he returns.
Thanks.
Peace and Harmony, Lydia
the lights on the front of the units (the ones in the cages by our kitchen windows) are apparently photo-sensitive, which means they turn off during the day. Management Committee discussed a suggestion that we turn on our front and back lights for increased safety.
Apparently there is a new state law that we need to do a formal written analysis of the reserve fund by 2012. Management needs to look into this further. From what we can tell at this point, we can either do this analysis ourselves or hire someone to do this.
Kevin Dwyer attended our meeting. We discussed these maintenance projects:
Unit #23 per Hob, the roof has leaked into the bedroom and has caused issues with their ceiling. Per Kevin Dwyer, there may have been a swamp cooler leak. This may need further investigation.
Gutter Cleaning, Caulking, Painting general WaCoHo stuff.
Light by Linda Parson's Place Previously, Kevin Dwyer was given a budget of $500 to fix this. It's on his list. However, water issues take precedence.
Kevin Dwyer has noticed a car in the west parking lot. The owner has been contacted twice. Kevin will contact the member (Myste) to advise her that Management Committee will get involved if the car is not dealt with by 15 August.
Bills Paid the only unusual item was a repair to Maxine's place needed when the pergo floor installers removed the old carpet. Apparently, the prior carpet installation had a nail which had damaged the plumbing. When the nail was removed, water leaked from the hole in the radiant floor heating system. A plumber was called. CROWN will pay for this.
Management Committee will deal with the non-running/non-registered car, if the owner has not dealt with it by 15 August.
Lydia send email regarding lighting suggestion.
Kevin Dwyer talk to resident about non-running car in parking lot.
Thanks.
Peace and Love, Lydia
Agenda Item #1 Drainage and potential damage to foundations of many WACOHO units.
Carol has been doing a lot of investigation of how to prevent drainage problems around her unit. Two city officials came out looked around the community and said that many of the units are subject to drainage problems. Kier construction built the common path such that it is higher than a safe level for appropriate drainage. Dirt needs to be[6] inches below the stucco and drainage needs to be 6 inches [drop per ten feet of run] below that between units, according to these officials. They suggested getting a landscaper architect to advise on how to solve this problem, however Carol called several landscape architects, and they claimed they don't design or advise about drainage issues. She has attempted to contact the person suggested by USU, but he doesn't return her calls.
We would like to know of someone who is able, trustable and knowledgeable about the drainage problem to advise us as to how to proceed in fixing it.
Agenda Item #2: Safety and Common Path Lighting.
Mike W. expressed his concern re: the darkness along the common path, the recent attempted break-in of their unit and items stolen from Jen & Tyler's unit. WACOHO was first built Mike was advised by a city official that sensor lights the most effective in preventing burglary. Mike is currently installing sensor lights in both the front and back of their unit. Mike would like to have sensor lights along the common path and will to consulting with residents regarding the best kind of sensor light, and an effective plan for placing the sensor lights. The units on both ends of the central path seem to be the most vulnerable, as they have be subjected to attempted break-ins.
Kevin has been working on getting the common path lights and parking lots working. The light by Carol's place doesn't work all the time and gets shrouded with leaves. Kevin is in the process of getting the light [between the CH and Linda Parsons] in working order, which has not worked for 10 years.
When Carol was working she would come home at night around 12 and often see men walking through the wild space.
In light of recent break-in and stolen property, this issue is deemed urgent and needs to be resolved by the end of summer.
Respectfully Submitted, Laraine Miner
Summary of Discussion:
Carpet in CROWN
Carpet/Pergo Proposal from Maxine for CROWN Unit #15 We reviewed carpet samples and a bid submitted by Maxine from Lemco Flooring Designs. Concern was expressed regarding putting Pergo in an upstairs unit, due to sound. Maxine attended the meeting and pointed out that a large part of the upstairs is already done in Pergo. We phoned Nancy, who said she'd would "work" with it.
2. CROWN Units as time passes, the carpets are wearing out, as are some appliances.
3. Bills Paid
nothing unusual.
4. West Parking Lot Lighting
this project is delegated to Kevin Dwyer. Kevin has exhausted his expertise on this issue. He will hire someone to assess the situation and fix the lighting.
5. Gutters
Some of the covered gutters have a screen in them. Per Kevin, the screens have been clogged up. Kevin removed some of the screens (from the plastic S-shaped flanges) which will help flush out the elm seeds, which means the gutters will not clog up any longer. Kevin will continue clean the gutters as needed with the other roof access stuff.
6. Drainage Issues
We discussed the fact that Carol is working with a city inspector regarding drainage around her unit.
7. Next Management Meeting
Scheduled for 1 July. This will be a short meeting mainly to pay bills. Vaughn and Lydia will both be out of town on that date.
Decisions Made:
Carpet - $832 was approved from CROWN maintenance funds to replace Maxine's carpet. If she goes with Pergo ($1315), she pays the difference.
Lighting Management agrees that the lighting issue needs to be addressed. Kevin Dwyer will work on this.
peace and love, Lydia
Hi WaCoHos,
Below are the meeting notes from the Management Committee Meeting tonight.
Summary of Discussion:
Bills Paid
nothing unusual
Grading around Carol's Place
Management Committee took a walking tour of Carol's house. It was recognized that her property is below grade. The particular slope of her property creates a risk to the structure. For that reason, Carol will be getting a bid for grading of her property.
Lights around West Side of Common House
Tyler will handle this, along with any needed volunteers. Kevin to give advice as needed.
Gutters
Kevin Dwyer will look into this.
Hans' New Property
Management Committee took a walking tour of the adjacent property (.96 acres!) that Hans bought. Management Committee would like to recognize Hans for having purchased this property as it will create a wonderful buffer against future development adjacent to our community.
Trees
WaCoHo may be able to get some deeply discounted trees through Tree Utah. If that happens, Hob and Vaughn, through Tree Utah, will organize it.
Decisions Made:
See Gutters and Lights above.
Follow-up Steps:
None needed.
Thanks!
Peace and Love, Lydia
Summary of Discussion:
1. Bill from Kevin Dwyer for West Burm Landscaping - reviewed, discussed, paid
2. Bills Paid nothing unusual
3. Greenhouse Gift discussed
4. Tagging on Wooden Glass Recycling shed discussed and noticed
5. Storm Drain Cleaning we will do this on Sunday at 10:30am Hob, Lydia. Tyler, plus any other community members we can convince to join us. Lydia will make herbal tea punch (non-alcohol). You are invited to spike it at your own expense!
6. ACM Meeting Communication discussion regarding appropriate vs inappropriate communication during ACM meetings.
7. West Parking Lot Lights the light between units #13 and #15 is out again. Oddly enough, at the same time the two other tall lights in the west parking lot went out also.
Decisions Made:
1. Greenhouse Gift Management Committee recommends we accept this gift
2. Tagging on Wooden Glass Recycling shed We will ask Vicky about the phone number to call.
3. ACM Meeting Communication Management will requesting that Process Committee come up with a definition of inappropriate communication and also a procedure to handle situations when this occurs.
Follow-up Steps:
Lydia will be sending emails and/or making phone calls for items 3-7, as needed.
With Love, Lydia on behalf of Management Committee
Summary of Discussion:
1. Bills paid nothing unusual
2. HOA Fees a couple of people are behind. Today is 6 May. This info is posted, check to see if you are caught up on HOA Fees and for CROWN rent!
3. Fence Tour we took a fence tour. The fence on the north side of the property belongs to the single family homes in the subdivision located to the north of our property. The fence on the south side belongs to the Nordas. We chatted with John Norda who said he's planning to rebuild the fence.
4. Storm Drains Hob will head up the storm drain cleaning project. Lydia and Tyler will join him in cleaning out the THIRTEEN storm drains. Rumour has it Naomi Franklin is making us dinner afterwards! This is tentatively set for the 16th of May.
5. Kevin Maintenance We will ask Kevin to check flashing around swamp coolers, patch as needed; check gutters and clean as needed.
Decisions Made:
See storm drain note above.
Follow-up Steps:
See storm drain note above
Thanks.
Peace and Love, Lydia
Addendum
From: Laraine Miner
Date: Thu, 6 May 2010 22:34:56 -0600 To: Lydia Olchoff
Subject: Re: [WaCoHo] Management Committee -- Meeting Notes
Lydia, Hobb was there to:) Can't forget the captain of the Storm Drain Team!
From: WaCoHo on behalf of Lydia Olchoff
Sent: Thursday, May 06, 2010 11:05 PM
To: Kay Argyle
Subject: Re: [WaCoHo] Management Committee -- Meeting Notes
How could I forget Hob??!! Sorry, Hob!! Our noble Captain of the Drain Stormers!!
Peace and Love, Lydia
Hi WaCoHos,
Below are the meeting notes from Management Committee:
Summary of Discussion:
1. Swamp Coolers With the exception of the Common House swamp cooler, the swamp coolers are owned by the owner of each unit. This was clarified for us by Mike Wason.
2. WaCoHo Website Charles Nuckels from the other forming co-housing group commented to Laraine that our website is very outdated. It was agreed that it needs to be updated. We discussed the fact that it would be great if our website functioned more like a Wiki allowing various members to update it. This would help in selling or renting units.
3. Bills Paid nothing unusual.
4. Accounts Receivable we discussed outstanding HOA fees.
Decisions Made:
1. We will defer discussion of the addendum for rental contracts for email, as Hob and Vaughn were not also present.
Thanks.
Peace and Harmony, Lydia on behalf of Management Committee
Hi All,
Here are the meeting notes from Management Committee.....
Summary of Discussion:
1. Homeowners By-laws already specify that all tenant leases should be reviewed by Management Committee or some specified sub-committee of management to insure that the agreements outline community responsibilities and rules. Examples include participating on work teams and attending ACMs.
Engaging non-participating members of the community in a one-on-one dialogue about participation was discussed. Mediation work was discussed.
2. Paid Bills nothing unusual, other than the fact that we did not reimburse Linda in March for bookkeeping.
3. HOA Fees/Payments reviewed
4. Lights on the path Tyler Maynes was anointed as Knight of the Lights (for the pathways)
Decisions Made:
1. All rental agreements from now on should be submitted to Management Committee prior to their being signed by both parties. The rental agreements will include verbiage stating that community participation is needed, as stated in Appendix E of the bylaws. By next Management meeting, Management Committee will come up with a paragraph that can be inserted in rental agreements and/or a template rental agreement. Vaughn Lovejoy will take the lead on this.
Follow-up Steps:
1. Vaughn to talk to Mike Polacek about the verbiage to be added to WaCoHo rental agreements.
Thanks.
Peace and Love, Lydia
Hi All,
Here are the meeting notes from tonight's Management Committee Meeting.
Summary of Discussion:
1. Laraine's Dead Tree Proposal - $200 budget approved for to cut up and removal of dead tree and the small (weed) olive tree coming up next to the apple tree. Larine Miner will be in charge of the project. 2. Unit #15 Carpet Replacement Request we discussed the need to replace the carpet in Unit #15. This is a CROWN decision. Linda Reed will take the lead with the support of CROWN and Management Committee. 3. Paid Bills nothing unusual. 4. Late Fees 2 HOA fees reminders were sent to anyone who was late. 5. Internet Management Committee discussed connecting the full community via wired/wireless connectivity. It was asked whether this can be done in a cost-effective (affordable) way.
Decisions Made:
1. Laraine is authorized to continue with removal of the dead tree and the tiny Russian olive weed coming up next to the apple tree. 2. Internet Connectivity Jonathan's efforts are appreciated. We encourage his continued investigation on this project. More information is needed to make a decision.
Thanks.
peace and love, Lydia
Hi WaCoHos,
Below are the notes from our meeting tonight.
Summary of Discussion:
1. Paid Bills nothing unusual.
2. Workshop and Double Digit Room heat costs were $57.00 last month we discussed putting in one or more programmable thermostats in there.
3. Unit #15 Maxine Hanks her final paperwork has not yet been turned in. She has now promised that she will have it turned in on Saturday. Laraine will join Linda in meeting with Maxine on Saturday.
4. WaCoHo Budget we're on track for our yearly budget.
5. HOA Fees We discussed HOA fees and are working out areas of concern.
Decisions Made:
1. Thermostat in the Workshop - we decided that we could save quite a bit of money on heat by installing a programmable thermostat. The thermostat would turn the heat down at night when no one is using the building, assuming it has been programmed appropriately. 2. Chase Bank - Wednesday, 24 of Feb at 9am, Tyler Laraine, Hob, and Hans, and Lydia (if possible) will meet at Chase Bank around the corner to update the signature card.
Follow-up Steps:
1. Vaughn Lovejoy will follow-up on an HOA fee issue.
2. Lydia will send out follow-up reminder about the Chase Bank meeting.
Thanks.
peace and love, lydia on behalf of Management Committee
Hi WaCoHos,
Below are the Management Committee Meeting Minutes for tonight's meeting.
Summary of Discussion:
1. Bills paid nothing unusual other than towels purchased by Lydia and babysitting and a TV purchased by the parents committee.
2. Maxine Hanks candidate for CROWN unit #15 came in for an interview. She seems very highly suited to our community. Management Committee is dealing with the paperwork.
3. Lights around Common House Tyler Maynes will lead this project. Lydia will participate along with any others.
Decisions Made:
1. Parents committee TV this year's TV purchase will go against the 2010 budget.
Follow-up Steps:
1. Tyler Maynes will follow-up with Mary English on the lighting project.
Thanks.
Peace and Love, Lydia
Hi All,
Attached are the meeting minutes. I think these meeting minutes are pretty accurate. Please let me know if I've missed anything or gotten anything wrong. (No wordsmithing, unless you see a glaring error.)
If possible, please submit your comments by end of day.
Thanks!
Lydia
Hi WaCoHos,
Here are the minutes from our meeting on Thursday:
Summary of Discussion:
Bank Stuff:
ú We discussed transferring the signature cards for the two financial institutions, the credit union where the reserve fund is being held and the bank where the checking account resides. We set a date for transferring the signatures at the credit union because that is easier.
Bills Paid Notable Items:
ú Dryer purchase will go through. However, we will not cut a cheque ahead. A member of management (Hans) will pay for it with a credit card and then be reimbursed by Management using the usual procedure. We chose to do it this way because Speed Queen adds on an installation fee, but we don't know how much that is until it's already been installed.
ú Dishwasher repair was $429.00 plus $146.00 for the spray arm.
ú Discussed Santizos we are not feeling good about their application, as their income and assets as listed on their application both turned out to be different (more).
ú Discussed Matt Wilson's application. He came in for an interview with Management Committee. Many people already were acquainted with him. The interview went well. We also gave him a tour of unit #15.
ú Additional Applications ? We are still soliciting additional candidates for #15. However, if Matt's background check and other checks (employment, bank accounts) work out, we could rent it to him as early as next Tuesday.
Management Committee Meeting Times
1st and 3rd Thursdays at every month, 7-9pm
Electing Officers
ú President Vaughn Lovejoy
ú Treasurer Hobson Calhoun
ú Secretary Lydia Olchoff
Decisions Made:
1. We will purchase a new commercial dryer for the laundry room. 2. A new vice is needed for the tool room to replace the one that was broken in November. The old vice was owned by Kevin Dwyer personally. The value of it is $55. Management decided to pay for this out of the Maintenance Committee budget. This new vice will now be WaCoHo owned. 3. For Matt Wilson, we will waive the credit check but do a criminal background check, as we already know he has bad credit. (If Lydia can do both for the same price, she will.) 4. Management Committee officers were elected (see above).
Follow-up Steps:
1. All Members Able to Attend - We will meet at University Credit Union at 4pm on 29 Jan to change signature card. 2. Lydia: Find out what needs to be done to transfer the signage on the chequeing account (Chase) assigned to Lydia, as Chase prefers to work with the secretary of an organization versus the treasurer. 3. Lydia : Run credit check on Matt Wilson.
Thanks.
With Love, Lydia
Addendum
From:
Date: Sat, 23 Jan 2010 06:21:52 -0700
Subject: Re: [WaCoHo] Management Committee Meeting Minutes - 21 Janauary 2010
Thanks Lydia for the notes, and all who attended. Is Matt Wilson the one you (and someone else) gave a personal reference for, Lydia? Could the discrepancy with the Santizo's have been in part due to a language barrier or a misunderstanding? (I remember the crown application process being rather lengthy and complicated.) Or perhaps there are other reasons (more intuitive or perhaps cultural?) that you are not feeling good about their application? Just wondering, hope I don't offend. I would love to see more cultural diversity at co-housing, but have not enough info about any of the applicants to make a judgment. Again, I very much appreciate all of your efforts, time and dedication.
Isabella
From: WaCoHo on behalf of Lydia Olchoff
Sent: Saturday, January 23, 2010 10:19 AM
To: Wasatch Commons Cohousing Members
Subject: Re: [WaCoHo] Management Committee Meeting Minutes - 21 Janauary 2010
Hi Isabella,
Matt Wilson is not the person I recommended. That was Don Winkler and he withdrew his application.
The issues with the Santizos are not language-related. They really did write grossly inaccurate numbers on their application and told us numerous times that Mr. Santizo makes no money. When we asked for a letter from the chuch to verify his income, it turns out he earns a stipend of $800 per month.
Additionally, his tone of voice was less than warm-and-fuzzy in working with Linda Reed.
Feel free to talk to anyone on Management or Linda Reed about your concerns.
Thanks!
With Love, Lydia
Hi WaCoHos,
Here are the notes from tonight's meeting:
ú Don Winkler withdrew his application, for personal reasons.
ú Santizos Carlos Santizo brought his letter of income to WaCoHo. After having told us that his income is $0, the letter from the church states that he makes $800 per month.
Maintenance:
ú Kevin Dwyer is authorized to deal with the CH dishwasher repair (the machine is not using soap or rinse) legally this must be functional
ú Kevin Dwyer is authorized to deal with the CH fireplace repair assuming the cost is around $200
ú Discussed replacement of the dryer that is burning people's clothes. Stacking dryers were recommended by the last repairman, as it is standard to have 1.5x the number of dryers as washers. They should be energy star compliant, of course.
ú Discussed the fact that every additional $500 we authorize equates to a 1% increase in HOA dues.
2010 Budget
ú We discussed various line items regarding the 2010 budget and whether each item is the best estimate
ú Mary English dropped in for a little while, heard the budget and maintenance discussion and wrote a cheque to WaCoHo for $150 for water usage for her field.
ú We discussed the fact that to avoid a 3% HOA fee increase, we would have to cut $1552.00 from the proposed budget.
ú Pay or Play should we consider a "pay or play" system? Each household of WaCoHo would be given a choice to either participate (and work) in our community or pay additional HOA fees. Another options is to raise the fees for everyone, and then reimburse those who actually work. The system we have now subsidizing those who are not participating. Process Committee is going to raise this issue in a future ACM meeting.
Cheques Signed:
ú Most of the expenses were "usual". However, there was a reimbursement for the New Year's Party for alcohol. Two people raised a concern especially considering that we are watching our budget that we should not spend our funds on alcoholic beverages. It was decided to approve this expenditure. We will discuss this in a future ACM.
Decisions Made:
Kevin Dwyer will look into the repairs needed. See above.
Follow-up Steps:
ú Hans Ehrbar will look into updating the signature cards on our bank accounts.
Thanks.
peace and love, Lydia
Page generated May 19, 2020