Management Committee
Topics: Topics: FHA, budget, roofs
Management Committee
Topics: Topics: budget
Management Committee
Decisions: Decisions: Make donation to Cohousing Org. Repair both ovens.
Topics: Topics: mortgage difficulties, common house appliances, donation
Management Committee
Decisions: Decisions: Make donation to Cohousing Org. Repair both ovens.
Topics: Topics: mortgage difficulties, common house appliances, donation
Management Committee
Decisions: Decisions: Make donation to Cohousing Org. Repair both ovens.
Topics: Topics: mortgage difficulties, common house appliances, donation
Management Committee
Decisions: Decisions: how to respond to reports of roof leaks
Topics: Topics: roof leaks & swamp coolers
Management Committee
Decisions: Decisions: :: Authorized Hans on Mgt's behalf to okay jobs Mary suggests to have Matt N do. :: Remove east-most two elms on east driveway, probably this fall.
Topics: Topics: solar panel monitoring, maintenance, trees, special assessment
Management Committee
Decisions: Decisions/assignments: draft proposal for assessment payment schedule, Kay; train Benji & Matt N on swamp coolers, Mike W; ask Ron Case for trex receipts & photos, Mary
Topics: Topics: maintenance & swamp coolers, roofs, assessment payment schedule,
Management Committee
Topics: Topics: Declaration, roofs, Crown, tree irrigation
Management Committee
Topics: Topics: Crown, Wason's roof, swamp coolers, common house thermostats
Management Committee
Topics: Topics: electing officers, declaration, pay-or-work, maintenance
Management Committee
Topics: Topics: washer repair, preferred providers, broken lamp, annual meeting, Crown reserve & debt
Management Committee
Topics: Topics: Crown wrap-up, rent increase, declaration, budget
Request for volunteer: Pay or Play job drain the gas out of all the gas-powered power equipment.
Recent inquiries if we are FHA-approved from #8 prospects, #15 Maxine, #6 Paul &
Manessa, #1 Larraine. Seems to have become the standard for any loan.
Being FHA approved benefits people trying to sell and benefits buyers, not so much residents staying put. Besides the initial cost, there's an annual (biannual?) fee.
Whether it's reasonable to ask everyone to divide the fee depends on how much it is. It might be better to ask people trying to sell to foot the bill, rather than the community as a whole, for instance by an ear-marked exit fee (rejected when we were discussing
the declaration revision).
Used report of budget-vs-actual for discussion of what should be budgeted for 2015.
Some of actual under parents should probably be coded under children's infrastructure.
Common house repairs went over-budget due to appliance repairs washing machine, fridge, ovens. Break out subcategory for preventive maintenance.
Add $500 for cohousing.org donation to Welcoming's request.
When Mike W has asked callers where they heard about us, the commonest answer has been the ad in the Catalyst. He usually invites the caller to attend a Sunday potluck and to find out more about cohousing in general from the cohousing.org website, so
Catalyst and Cohousing.org are both important in our outreach.
Some budget items increase so predictably that we should probably just build in a 10% increase every year.
Insurance fiscal year is not Jan thru Dec, so increases hit late in the year, when we have to pay three months worth in a lump sum. Increase insurance by 10% for next year: $17K.
Bid on tree work was around $4K. New tree planting was budgeted $1K (rolled into landscape supplies), spent about $500. Half a dozen peach trees in the orchard have borer. Mary would like finer subdivisions under landscaping for tracking. Can just show subtotal in annual meeting proposal.
Mike will drain oil from the mower he uses.
Contract labor was $7600, mostly to Matt Noorda. Could we bring it down by hiring a professional landscaper? One advantage would be they would be responsible for their own equipment. (Maxine will email Denkers' contact info to Amy.)
$5K for maintenance. Metal on carports needs to be sanded and repainted. Rental of sand blaster, paint, labor, maybe $1K.
10% increase for garbage/recycling?
2015 professional fees (accounting & legal) may not be as high as 2014 actual $5K. A lot of that was the lawyer reviewing revisions on the declaration.
$200 in workshop budget for replacing light fixtures.
Common house furnishings or Reclaimed Space hasn't submitted a budget, although they have talked about wanting to replace mattresses, particularly upstairs.
Finished Richard & Susan's today. Rain gutter may need caulking.
The plywood on #26 seems to have dried out okay since last winter. Ron Case doesn't think it needs to be replaced. RC's bid on #26 was $5600. Mike W will reimburse costs associated with swamp cooler.
Ron Case was unaware (had forgotten) about reroofing west side of #11 in coordination with solar installer. He's got a couple of jobs scheduled and probably can't get to it for another two weeks.
Maxine had some questions for the forms she is completing for her lender. She needs to get an inspector for her unit. Hans used Sid Walsh for the Noorda and Gooch houses and was satisfied. The official name is Wasatch Commons Condominum Association.
Total reserves budgeted $20K.
.Subject: mgmt mins
On Monday, December 29, 2014 3:07 PM Amy Dwyer wrote:
Hi Kay,
I was at the meeting on the 17th, but not listed in the email...
A home inspector looked at #8 with the couple that is considering the unit. Mary explained to them about the structurally integrated panels (R-Control). The paint job is poorly done runs in the paint, doors not painted on both sides, a hole in the wall wasn't patched.
The Budget vs. Actual report lists "Internal Labor" for Matt? Internal' seems to imply a community member. From a bookkeeping point of view, it probably doesn't matter whether a worker is a resident or not. WCCA doesn't have any employees; Amy, Marci, and Matt are contractors.
:: Rename category "Independent contract labor".
The reserve deposit category has no "actual", because reserve deposits aren't an expense, they are a transfer.
:: Move special assessment to "Other Income" so it doesn't show in total income.
2) reimbursement to Vicky for c.h. supplies
Autopay water bills
Insurance premium reimbursement of overpayment for Crown company officers,
December 2013, check was lost. Request company to reissue.
Reserve deposit amount approved in budget was $20K, rather than a percentage (more than 20% of budget). There is enough in the operating fund for a make-up payment of the reserve payments that were too low.
Marci estimates Crown monthly assessments will be caught up before Maxine closes.
Some of the To Be Coded items are because Marci had a question about depreciating some big-ticket items like the fridge compressor and the new washer.
Michele is behind on her assessments. Hans is paying rent to her for the unit. He will talk to her about taking over the condo payments for her unit.
Amy checked with the contractor who does KRCL's snow plowing, William. He will plow the parking lots for $35 per side.
Mary will inventory the community's snow shovels. Depending on how many she finds, Mike W will buy some more. Get a variety of sizes.
:: Amy will send Mary William's contact info to get bids on things like blowing the parking lots.
A per-job price rather than hourly would simplify supervising jobs by Matt.
Manessa & Paul's lender wouldn't do a mortgage because of Hans owning three units. Apparently two would be okay. Lack of comparables is a difficulty; the only units sold in the past six years have been a short sale (Kathy's) & a Crown unit (Linda's), neither of which can be counted as comparables. Mike P will let them rent.
Mike A's research on FHA qualification was done eight years; probably some changes.
Cohousing org is asking a donation of $1200.
Do we benefit from Cohousing Org? The community might not exist in the first place without their promotion of the concept of cohousing. The community has gotten a couple of residents through their listings. Because so much housing law is on a state- by-state basis, their outreach work in getting governments & banks more familiar with the concept of cohousing may not give us much tangible benefit. They act as a clearinghouse for information between communities, and it saves us reinventing the wheel to know how other communities deal with familiar problems.
Don't necessarily need to give them as much as they ask. We aren't as well off as some communities, between construction errors & deliberately seeking income diversity.
With three out of five members, we may not have a quorum to make a financial decision. Wait until Mike W & Kathy can weigh in?
Hans & Kay think that a donation was approved in either this year's or possibly last year's budget, but the money got diverted because of repair expenses. While this isn't approval for on-going donations, it could be seen as approval for a delayed one-time donation.
Suggestion that instead of using community funds, do a fund-raising & ask everyone in the community donate a small sum. On the other hand, ultimately individual donations come from the same source as community funds. Individuals donating can take a tax deduction (if they itemize); the community cannot.
:: Ask Amy to write a check for $500.
[Edit: 8/22/2014 counterproposal from Hans, pending approval from Management: "If anybody in the community makes a donation to cohousing.org on behalf of Wasatch
Commons before Sept 30, I will match these contributions up to an amount of $250.
After this, the money which could not be raised this way will be paid out of the condo funds." ]
$380 for one, $502 to fix both ovens.
:: Fix both ovens. Get modifications to water softener to allow us to change filter ourselves.
All-Pro, the appliance repair company, told Maxine that Whirlpool commercial appliances are just as good as Viking & far less expensive.
:: Have semi-annual inspections by an appliance company.
One check, WCCA Chase checking to credit union reserve
Autopay: quester gas, allied (name changed to Republic Services), water
UHC should be closing on #8 next week. They have agreed to pay the condo fees for
#8 retroactive. Bill them since March? Also for mortgage payments?
Manessa & Paul's lender wouldn't do a mortgage because of Hans owning three units.
Apparently two would be okay. Lack of comparables is a difficulty; the only units sold in
the past six years have been a short sale (Kathy's) & a Crown unit (Linda's), neither of which can be counted as comparables. Mike P will let them rent.
Mike A's research on FHA qualification was done eight years; probably some changes.
Cohousing org is asking a donation of $1200.
Do we benefit from Cohousing Org? The community might not exist in the first place without their promotion of the concept of cohousing. The community has gotten a couple of residents through their listings. Because so much housing law is on a state- by-state basis, their outreach work in getting governments & banks more familiar with the concept of cohousing may not give us much tangible benefit. They act as a clearinghouse for information between communities, and it saves us reinventing the wheel to know how other communities deal with familiar problems.
Don't necessarily need to give them as much as they ask. We aren't as well off as some communities, between construction errors & deliberately seeking income diversity.
With three out of five members, we may not have a quorum to make a financial decision. Wait until Mike W & Kathy can weigh in?
Hans & Kay think that a donation was approved in either this year's or possibly last year's budget, but the money got diverted because of repair expenses. While this isn't approval for on-going donations, it could be seen as approval for a delayed one-time donation.
Suggestion that instead of using community funds, do a fund-raising & ask everyone in the community donate a small sum. On the other hand, ultimately individual donations come from the same source as community funds. Individuals donating can take a tax deduction (if they itemize); the community cannot.
:: Ask Amy to write a check for $500.
[Edit: 8/22/2014 counterproposal from Hans, pending approval from Management: "If anybody in the community makes a donation to cohousing.org on behalf of Wasatch
Commons before Sept 30, I will match these contributions up to an amount of $250.
After this, the money which could not be raised this way will be paid out of the condo funds." ]
$380 for one, $502 to fix both ovens.
:: Fix both ovens. Get modifications to water softener to allow us to change filter ourselves.
All-Pro, the appliance repair company, told Maxine that Whirlpool commercial appliances are just as good as Viking & far less expensive.
:: Have semi-annual inspections by an appliance company.
One check, WCCA Chase checking to credit union reserve
Autopay: quester gas, allied (name changed to Republic Services), water
UHC should be closing on #8 next week. They have agreed to pay the condo fees for
#8 retroactive. Bill them since March? Also for mortgage payments?
Manessa & Paul's lender wouldn't do a mortgage because of Hans owning three units. Apparently two would be okay. Lack of comparables is a difficulty; the only units sold in the past six years have been a short sale (Kathy's) & a Crown unit (Linda's), neither of which can be counted as comparables. Mike P will let them rent.
Mike A's research on FHA qualification was done eight years; probably some changes.
Cohousing org is asking a donation of $1200.
Do we benefit from Cohousing Org? The community might not exist in the first place without their promotion of the concept of cohousing. The community has gotten a couple of residents through their listings. Because so much housing law is on a state- by-state basis, their outreach work in getting governments & banks more familiar with the concept of cohousing may not give us much tangible benefit. They act as a clearinghouse for information between communities, and it saves us reinventing the wheel to know how other communities deal with familiar problems.
Don't necessarily need to give them as much as they ask. We aren't as well off as some communities, between construction errors & deliberately seeking income diversity.
With three out of five members, we may not have a quorum to make a financial decision. Wait until Mike W & Kathy can weigh in?
Hans & Kay think that a donation was approved in either this year's or possibly last year's budget, but the money got diverted because of repair expenses. While this isn't approval for on-going donations, it could be seen as approval for a delayed one-time donation.
Suggestion that instead of using community funds, do a fund-raising & ask everyone in the community donate a small sum. On the other hand, ultimately individual donations come from the same source as community funds. Individuals donating can take a tax deduction (if they itemize); the community cannot.
:: Ask Amy to write a check for $500.
[Edit: 8/22/2014 counterproposal from Hans, pending approval from Management: "If anybody in the community makes a donation to cohousing.org on behalf of Wasatch
Commons before Sept 30, I will match these contributions up to an amount of $250.
After this, the money which could not be raised this way will be paid out of the condo funds." ]
$380 for one, $502 to fix both ovens.
:: Fix both ovens. Get modifications to water softener to allow us to change filter ourselves.
All-Pro, the appliance repair company, told Maxine that Whirlpool commercial appliances are just as good as Viking & far less expensive.
:: Have semi-annual inspections by an appliance company.
One check, WCCA Chase checking to credit union reserve
Autopay: quester gas, allied (name changed to Republic Services), water
UHC should be closing on #8 next week. They have agreed to pay the condo fees for #8 retroactive. Bill them since March? Also for mortgage payments?
[WaCoHoResidents] Donations to cohousing.org
On Wednesday, August 27, 2014 8:04 PM Hans Ehrbar wiggiomail.com wrote:
During the management meeting (minutes attached) the decision was made to donate $500 to cohousing.org
After the meeting I had a better idea, and the management committee approved this idea by email polling. Here is the deal:
If someone in the community makes a donation to http://cohousing.org/ before September 30, then I will match this donation up to $250.
In order for me to match this donation, I either need proof that you made this donation (maybe an email from cohousing.org or so) or you may give me the money (cash or check) and I add my part to it and make the donation.
After September 30, the remaining balance will be paid out of the community funds so that the total of the donations is at least $500.
Someone already gave me $50. I will match this with my own $50
Therefore the community will only have to spend $400 out of our general funds. I am expecting that before the end of the month,
I will get several more donations, and I hope that the community itself will have to pay nothing or very little, because individual members stepped up.
Thank you!
Hans.
Several units have had roof leaks in the past year Linda R, Wasons, Prices. Should formulate a policy to deal with such reports.
:: The owner has a choice -- bring the problem to Management, or find someone to inspect the roof themselves. If the former, Management hires a contractor (Ron Case or whoever) to fix the problem whatever it is. If the swamp cooler is the source of the problem, Management bills the owner. The owner has the option of replacing the swamp cooler as part of the repair. If the owner prefers to hire their own contractor, they pay for the inspection. Management reserves the right to hire its own inspector. If the inspection determines the leak doesn't involve the swamp cooler, then Management will pay its choice of contractor for the repair.
Checks Crown repair from last November, unit 10 Walton Plumbing $385 water heater valve.
Crown fees to WCCA for the remaining four units (since Linda has closed on hers).
Depending on the total from the rents there may not be enough money to cover the autodeduct for the mortgages on the 15th. Hans asked UHC to suspend mortgage payments on #8, but they said "there's enough money in the account." (which account?) Marci will send UHC an email.
According to the closing statement on #12, as part of the closing, the special assessment was paid off for
#12. Marci hasn't seen a check on it yet. Maybe the title company will be issuing it? She will watch for the check.
:: Hans will provide Marci the paperwork on the sale so she can enter the relevant details in QuickBooks.
Brief discussion of advertising on Craigslist as a promising way of generating leads.
Hans is asking $1,400/mo rent. He would prefer to rent for a year
Hans is working on trouble-shooting internet connection for solar panels.
With almost a year's power bills since the solar panel installation, we are saving
$2,000/year on electricity, according to Naomi's calculations, plus saving $37/mo by dropping out of Blue Sky. The connection charge for each meter changed from residential rates to commercial between Dec 2012 and Jan 2013 increased to
$11.50/mo from $5. RMP's request to add an additional $4.50/mo charge for net metering will be decided in a few months by utility commission.
Mary has a lead through Steve-the-electrician to get a new lamp globe (outer cover) made to replace broken one.
:: Approved expenditure of $200 to $300.
Discussion of handling requests from community members for jobs to be done by Matt
Noorda. Mary often checks with Hans before having Matt do community work. It is suggested to give requests for particular tasks to Hans to pass to Mary. Authorized
Hans to use his judgment on okaying Matt's jobs.
Research what happened to reimbursement check from Rocky Mountain Power.
Deposited to reserve?
Reported by Mike W that siberian elm closest to Cheyenne is very sick. Committee took field trip to inspect. Tree is mostly bare with a few leaves. Tree in middle of clump has no branches until very high ("lion-tailed"), makes it vulnerable to wind. Trees on west side of clump have grown together at base and have bacterial infection.
:: Remove sick tree & lion-tail tree. Assess health of other trees in clump. Wait until fall for winter pricing, unless it becomes necessary sooner.
Read Kay's draft of letter to owners. To clarify that minimum payments or individual plans are not the sole possibilities to deal with two-year-old baances, added "or other options" to sentence starting "After May 1, 2016".
Letter:
Dear __,
This letter is to notify you of a special assessment by Wasatch Commons Condominium Association (WCCA). The purpose of this assessment is to increase WCCA's capital reserve after heavy expenditures of the past several years. These expenditures, which were approved by the WCCA, included repairs of damage resulting from defects of construction in seven units; sealing the asphalt of the parking lots; and purchase and installation of solar panels on the east carports.
The share for each unit is shown in the attached table. As the owner of record for unit #__ of Wasatch Commons Condominiums, you are responsible for paying that unit's share of the assessment.
It is vital for the well-being of the community for the reserve to be rebuilt. Owners are urged to pay the special assessment as soon as possible. For those who cannot, the following terms are offered. No interest or penalty will be charged if the assessment is paid off before May 1, 2015. After May 1, 2015, a fee of $5 per month will be charged until the balance is paid. After May 1, 2016, or if there is an emergency relating to the level of the reserve, the community may revisit these conditions and set monthly minimum payments, require individual payment plans approved by the management committee for all units with a remaining balance, or other options. If a payment schedule alternative to these conditions is needed, contact the Management Committee to negotiate it. If a unit is sold, the full amount of the unit's assessment is due on closing.
Thank you for your prompt attention to this matter.
Sincerely,
Hans Ehrbar
President, Wasatch Commons
Condomium Association
.Subject: Fwd: [WaCoHo] minutes Management 2014 May 21, 2014
On Tuesday, May 27, 2014 12:13 PM Amy Dwyer wrote:
Hi Kay,
I was in the meeting also, just fyi. Also I remembered Steve's last name -
Harris!
Marci won't be here tonight.
Matt N finished stapling metal mesh over the vent holes in the common house. Had to spray wasps. Lowered dirt from east foundation of #8. Swept dumpster enclosures maybe suggest someone take that on as pay-or-work instead of paying to have it done.
Dumpster enclosures have broken slats; Mary can get replacements for Matt to install.
Mary will have Matt continue installing hardware cloth.
Benji has talked to Mike W about learning to do swamp coolers. Is he going to be capable of doing fifteen while he is inexperienced?
:: Mike will train Benji & Matt N, probably this weekend.
- reserve fr WCCA
- reimbursement for community's share of tree work, $50
- Marci's invoices for about six months for WCCA (15 hrs) & crown (7 hrs)
Before cutting a check for reserve, Marci would like confirmation from each individual that they wish it transferred from prepayment of fees to prepayment of assessment.
Correction to minutes April 2: Payment to Ron Case was $12,000, not $1,200.
Sentence fragment: Send out an email suggesting people clean lower-level gutters themselves to save funds. Minutes approved.
The 2014 taxes for Crown need to be estimated before UHC can set the sales prices, to ensure the prices cover any obligations.
Is Ron Case holding the receipts for the materials? The previous deck materials had a lifetime guarantee, but that wasn't honored because the households whose trex went bad couldn't find their receipts.
:: Mary will ask Ron Case for copies of the trex receipts as well as the photos of the work.
The deadline for the banks to respond (or not) regarding the declaration is May 1.
Haven't heard from Michael Miller about Wells Fargo's objection.
Kay can draft a proposal for the special assessment, probably Friday. Proposal should go out Sunday. Probably need a special management meeting this weekend to discuss the draft.
The consensed percentages are included in the declaration. Kay will need the grand total for the assessment. The assessment includes the roof repairs, the asphalting, and the solar panels, approximately $91K. Each deck owner owes $1,000 as their share of the cost of the deck materials, so subtract $7,000 from total, then divide the remainder according to the undivided interest percentages. The undivided interest factors include extra for units with decks, so deck owners are actually paying extra besides the $1K.
The schedule that was approved gives the breakdown by unit.
Ideas: Payable within a year with no interest or late fees. Households may apply to
Management for an alternative payment plan. If a unit is sold the full assessment is due.
Check what the old declaration requires for notice of a special membership meeting.
(Does it in fact require a special membership meeting?)
:: Kay will send the table of undivided interest from the new declaration to Mike for him to double-check that an error was fixed.
:: Mike will send Kay the schedule showing each unit's share.
Amy
Wells Fargo sent a letter rejecting the Declaration, saying "We will not consent to
Indemnification or Hold Harmless language." Not clear where the language they are objecting to is. Michael Miller will contact them for clarification. Nobody remembers any changes that involved indemnification, so they may be rejecting the new Declaration based on something already in the current one.
Hans transferred $1,200 from the reserve to Ron Case as a payment. Will ask them for a statement.
Re ice dams. Ron Case has looked at the roofs on unit 22 and unit 26. Cool air from the eaves vent-holes doesn't go above the clerestory. The insulation is within an inch of the roof, so not room for circulation. Ron Case is recommending putting vents on the roof peak and putting ice barrier membrane over the whole roof, not just near the edge. Maybe have them do #26, see how it goes through the winter, and possibly do the same modifications on the other roofs next year.
#24 and #26 didn't have any visible dampness in their attics. No obvious difference in construction.
The birds that got into the roofs before we closed the eaves vents with netting may have pulled away some insulation. We were finding tufts of insulation for several years.
Can tell the insurance company that we are making repairs on #26. Have inspected several others and found no damage, but will take remedies on others if the remedies are effective for #26.
Check from UHC has never arrived. Scott Harmon is on vacation. Carla Valentine will ask him about it when he gets back.
Vivian didn't turn in storage unit key. Storage unit is unlocked. Mary will take the lock off and take it in for the cylinder to be changed.
Carla said UHC will have more questions to ask our accountant.
Hans got the gas turned back on in #8.
Mary has observed birds slipping into the eaves of the Crown units. Netting blocking vents must have been displaced.
:: Mary will have Matt N staple gun new netting over the holes.
Matt has cleaned some gutters. Hire him to clean others? Send out an email suggesting people
Marci 8:10-8:15
One of the water bills looked like they might be sending a corrected billing.
The gas bill for #8 will be sent to box #29. It isn't on autopay. It should be paid from
Crown.
Rocky Mtn Power leaves the power on; when power usage picks back up afater they will want the new resident to identify themselves or they will shut it off.
Need to get water extended to all the new trees.
:: Kay & Mary are working on the drip to the bushes on the west berm. Amy will look for parts in the garage.
:: Kay will do lines off the wild area to the fruit trees in the garden.
:: Mike A will work on getting water to new apricot by recycling enclosure, tree by play structure.
Updates and errata on last meeting's discussions.
Unit #8 incorrectly referenced in previous minutes as #9.
Mary paid the arborist; Hans reimbursed Mary $350 to cover the work on the orchard trees. Mary will submit a reimbursement request for the remaining $5a0 for work on the trees behind the carports.
Steven is staying temporarily in #8.
:: Rather than paying for the maple tree to be moved or replaced, Mike will donate
$150 in expenses putting in irrigation to new trees.
Differences of opinion on whether minutes should be approved by Mgt before being sent to the community. Decided to continue distributing raw' minutes.
The March 19 minutes were approved as amended.
:: Send out revised minutes.
The person from Swamp Tech was invited this evening but didn't show. Try to talk with him before then or ask him to attend ACM.
Kevin Bell has seen some big raccoons, and Matt Morganti has heard them in the dumpster. We want to avoid giving them incentive to stay: Keep the dumpster lids closed, cover compost, etc.
The kitchen floor is extremely slippery when wet. Mike wants to replace the rubber mats we used to have. Try the interlocking foam mats that Hans has. Kathy will clean them up.
Hans scanned Vivian's letter to Management & emailed it to Carla Valentine, UHC. Carla called him back today. UHC hasn't gotten an official letter from Vivian herself yet. Carla wants to talk to Vivian herself.
Scott Harmon is doing the resales of Crown units. Need to find out if he will fix up #8 prior to it being sold or if we need to; definitely want to consult with him about what needs fixing.
UHC is sending a check for the accrued reserve accounts. Vivian would get the balance of hers after repairs. Divided up according to how long each tenant has lived here.
UHC will be happy to look at any applications we might send him for people who might qualify to buy it.
Check from WCCA to Crown to reimburse misdeposited check
Marci will meet with Hob tonight to resolve a last issue before giving the documents for the Crown taxes to the accountant.
Amy needs to get a signature from Matt Noorda before she can fill out a 1099 for him, which she needs to do before the taxes can be done. Mike A has Matt's SSN. Marci will get it from him.
Amy asked about getting paid for extra hours she has been working. When she started we told her to track her hours and let us know if she was working a lot extra.
:: Yes. Have her submit an invoice.
Hob hasn't been paid at all. He will submit an invoice for the Crown work.
Mike spoke to Craig Crockett's assistant. In her experience a claim is unlikely to raise our rates, because our use of insurance has been very sparing. She contacted Travellers Insurance who sent out an adjuster. Although he works for a different company than ours, he was doubtful the insurance company will pay, particularly if it's a construction issue rather than an "event".
Roof specialist, Brian, came out with infrared equipment. He thought there might be ventilation problems.
The person from Ron Case had suggested three vents per roof, turtle vents rather than the kind that spins.
Mike A will work on replacing the c.h. thermostats with programmable ones, with a deadline of March 1.
If he can't get to it by then, hire an electrician like Steve. Kathy would be willing to swap her programmable thermostat for one of the ones in the common house. She doesn't program hers at all.
She and Mike will coordinate.
The Wasons won't be available to do as many swamp coolers this year. Grace is interested in learning; would Logan be?
Rather than every household hiring someone different, might for safety/liability reasons look into hiring a single firm to do all of them, with each household paying for their own. Suggest that all households use the approved company; require a waiver of liability from households doing it themselves or hiring someone else, like we've had Matt Noorda and Chris do. Getting access to all the units the same day(s) would be tricky. The community has keys to (most) units, but will need permission from the resident to enter. Get checks from each household ahead of time.
:: Kathy will talk to Maxine about the company she used. Present idea at ACM; ask for a volunteer to coordinate this.
Officers: elected Hans as president, Mike A as treasurer, Kay as secretary (same as last year)
Michael Miller sent us the formatted final draft of the declaration. He included a draft of a cover letter to accompany it to the bank. He will draft a form for the banks to sign and return.
Amy said there are about ten banks that will need copies. A number of households have paid off their mortgages. A couple of households have given her their bank name but not their mortgage number yet; she will follow up.
Marci will be in communication with the tax accounts (Hans sent her his contact info). There's some question on what Linda P's rent was as of Oct 1 when she signed her new lease. Need to get a copy of the lease from Hob.
Reimbursements submitted after the year the purchase was made are booked in the current year's budget.
Hans asked Scott Harmon why UHC now wants budgets for every year, instead of requiring them all along; Scott said, because he wasn't with UHC then. That sounds like they should have been asking for them all along. UHC would like Marci to talk to their accountant (Cathy?) regarding precisely what information they need. Hob sent Marci the contact info for UHC's accountant.
The QuickBooks records start sometime between 2002 and 2005, so we have ten years' worth of records reasonably easy to pull together.
Mike A is trying to calculate how much different households have paid for pay-or-work and wants to match the self-reported amounts in Hans's records vs. what has been deposited. There may be cases where people didn't indicate on their check that an extra amount in their HOA fee was intended for pay- or-work, in which case it would be showing as a credit on their account rather than pay-or-work payments.
Get the new website for reporting pay-or-work and the accounting system in place so they are ready to go when the bylaws get changed.
Regard the payments to this point as donations, similar to donations of work.
The bylaws should include a statement that people are expected to report all hours worked doing community work, even if not wanting credit. Multiple reasons for this. The community needs a labor budget, to know how much work is required to run things. If someone is injured doing community work, for liability purposes need a record. Injuries should be reported a.s.a.p.
None of the vacuums in the common house work. The Kenmore vacuum isn't in the messy crafts room.
The last time Mary remembers seeing it was when it was being used to clean Nancy's unit.
:: Send out APB.
Mary talked to Steve-the-electrician about working on the street lamps., particularly the one in the garden. He has bulbs for them.
Mary had saved the old machine (minus its electronics) as evidence of Aaron's Appliance's poor repair, so we could try to get them to refund at least part of what we paid. Mike A was unaware of this purpose, and allowed someone to haul away the washer body off the bank porch. Mendenhall's repairman is willing to write a statement that they had used the wrong parts.
:: Mary will still get the statement and send it to Aaron's and the Better Business Bureau.
The electronic parts saved from the old machine can be used to repair the other older machine if needed.
The parts would cost about $1K to replace. Hans will take custody of them. That seems more secure than putting them in the workshop.
Will need to hire a cement cutter this year to smooth out places the sidewalks have shifted relative to each other.
Mary will show Steve-the-electrician the c.h. plans to see if it will be feasible to put a heat lamp in the handicap bathroom. If it is, the expense will be her gift to the community.
Someone from Ron Case looked at Mike W's roof. There was an ice dam fairly high on the roof. Snow has melted off the roof above the bedroom but not above the clerestory. Insulation touches the roof there. A friend of Mike's suggested the insulation could be blocking heat from reaching the space under the clerestory. The plywood under the shingles is damaged. Mike & Hans checked in the attics of #22 and #24 as well; they have similar patterns of snow on the roof but the underneath of the roof is dry.
:: Mike will contact Craig Crockett about getting an adjuster to come out.
Need to start records of maintenance on each building or piece of equipment in some central place. A physical logbook gets misplaced, and people doing work need to track down the person with the book.
Document on website? Maybe private wiki, so anyone can make entries.
:: Kathy will order the water-softener filter for the dishwasher.
Washer repair/replacement. Hans found the receipt for the previous washer repair, Aaron's Appliance.
Mary will take it to the recent repair person from Mendenhall and ask him to write a brief statement that the repairs were done incorrectly and the machine's failure was the result, and see if Aaron's Appliance will refund any money.
Maytag doesn't make that exact same model, but the repair-person feels the new models have some very good features. Mary will do some research on energy efficiency, etc.
No problem with the new washer fitting into the space. Sizes are very standard for commercial machines.
Preferred providers list Mike suggested putting a white list' and black liust' on the wacoho.us site that
Hans has acquired. Concerns about it being a publicly published list. Maxine has a list of preferred/unpreferred service companies as part of her maintenance list. A printed list distributed to members might be a good resource.
Lamp in garden: Not having a working lamp at the turn of the driveway into the east parking lot is a safety issue. There's a lamp in the northwest corner of the property (in the old roses) , where it doesn't light anything particularly necessary. Mary suggests taking the globe from that one and putting it on the garden lamp. Are there more efficient lights available? Replacing the fixtures would not be cheap. Find out if street lights can use LEDs.
:: Mary given the go-ahead to borrow' the globe from the northwest lamp to get the east driveway lamp working.
Connor told Mike he would work on changing the lamp bulbs. Mary will talk to him about where the bulbs are stored.
Pay or Play. Mike's hard drive died and took most of his work cleaning up the pay-or-work records.
Annual meeting. State law now requires that condo association members approve the reserve at annual meetings. Is there a form we can find on a state gov website?
The budget needs to be distributed within the next several days to meet the seven-day distribution
Richard has decided he will not accept a nomination to run for Management again.
The bid we got for the roofs last year will need to be updated.
We're out of magnesium chloride. Maxine will get more from Steve Regan. The spreaders were left out in the weather all summer with snow melt in them and rusted out. Maxine has been using a hand spreader.
Marci 8:00 p.m.
There was a receipt in the file from Larry Kinder for snow plowing. Marci will check with Amy whether he was paid. Mary stopped him from using his salt spreader.
Marci has some journal entries to adjust the balance sheet for Crown before the Crown taxes are prepared.
Best way to get UHC the info they need on crown budgets will probably be for Marci to meet with their accountant. Once she has a clearer picture of what they need she can prepare a report for them.
Maxine asked Hans if he told UHC that $7K was spent on landscaping. Hans says that where the contract says "crown funds" can't be used on landscaping it means maintenance & reserve funds, not operating funds. The money spent on landscaping came from the operating fund. Maxine says that Management decided to spend the money on landscaping; others on management say that Crown was self-managing at that point and it was Crown's decision. Maxine says she didn't benefit from the landscaping or fences.
She says she didn't want to participate in the landscaping and was coerced. She doesn't want any of her share of the money from UHC's reserve to be spent on paying for the arrears on dues because she feels the shortfall was because of the landscaping. She would like for the cost of the landscaping to be divided up among the units that benefited. She doesn't see any possible connection between the rents being kept low and the crown checking running short. The money spent on landscaping and fences accrued primarily from payments by the residents before Maxine moved in funds were available because they'd been frugal.. Hans says there was no violation of any contract or misallocation of funds so if UHC knew about it they wouldn't care. Even though UHC supplied the lease we used, they were not a party in it, the leases were contracts between the crown residents and Wasatch Crown. The deficit arose AFTER the landscaping, so the landscaping is irrelevant. Maxine says her whole interest is in accuracy.
W, Maxine
Attach handout prepared by Hob. Clarification: Point #3, the letter notifying resident of First Right of Refusal comes from UHC. Point #4, sixty days after receipt of the letter to submit Intent to Purchase. Must close on unit within six months from date of Intent to
Purchase.
All tax info needs to get to accountant, Ted Hill. He prepares tax return (high priority!).
President of Crown LLC signs return & Hob takes it to UHC. UHC then calculates price of unit. Price of unit is only partly based on appraisal.
All leases have expired. New leases need to be signed.
Rent increase was announced several months ago, but crown residents were not given the precise amount in writing. Per renters handbook from Utah Legal Services, if a new lease is not signed then the old lease applies. Old lease requires thirty days notice. If tenant wanted to, could cause problems on this technicality.
Four management members say: Amend new leases to say that rent increases as of
February, & January rent is what it has been. Hans wants to talk to UHC first.
Hans has not been able to get hold of Myste to go over new lease.
:: Mike W & Mike A will hand deliver or tape to door tonight, a notice for Myste, Linda
P, and Vivian, giving 30 days notice of rental increase. Will also attempt to deliver lease to Myste.
Maxine & Linda R stated they didn't need additional written notice, having signed lease.
Hans is proposing three priorities for dispensing Crown capital reserve.
Hans will be meeting with UHC Friday.
Hans has found more items to tidy up, mostly formatting.
Miller recommends simply omitting deleted sections with no note saying they've been deleted, and leave numbering out of sequence. Cleaning up numbering would require finding all cross-references and updating them.
Miller says vision statement (presumably values also) shouldn't be in Declaration.
Amy passed out a handout showing 2013 budget & actuals and the proposed 2014 budget.
To calculate monthly fees for each unit, times annual budget total by undivided interest for each unit, then divide by twelve.
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