Maintenance Committee
Maintenance Committee
Management Committee
Topics: 2017 budget, Scott/tree work, Ovens
Maintenance Committee
Topics: dishwasher, furnace
Maintenance Committee
Decisions:
Topics:
Discussion:
Proposal:
Proposal File: ../ proposals/
Maintenance Committee
process, mgt, garden
Management Committee
Topics: roof #19, dishwasher, commuittee budgets, insurance, reserve
Management Committee
Decisions: Decisions: Create Declaration Committee to revisit the issue of revising the bylaws and getting the changes consensed by community
Topics: Irrigation system, Carol's roof, Chicken licensing, Committee budgets, New CC&R's, Insurance renewal, Dishwasher and laundry machine
Management Committee
Decisions: Decisions: -Meet on the 1st and 3rd Monday at 7:30. Replace water heater with a 50-gallon tank capacity, direct vent from Lowe's. Use Joel's card for 5% discount and reimburse him.
Topics: Topics: Broken dishwasher and laundry, new management meeting time, water heater replacement, Air BnB
Maintenance Committee
Decisions: Decisions: Approve google fiber, transfer reserve account to Goldman Sach's online banking account, delay target fund discussion till next meeting
Topics: Watering/Berms, Maintenance report, Google fiber, Shyra's report, Transferring reserves, Trees and roof work
Management Committee
Topics: Topics: Scott Hirschi insurance presentation, Watering, Linda P
Management Committee
Decisions: Decisions: Hire Roof Doctor, Approval of swamp cooler installation on unit 24, election of interim members- Linda P (renter's rep) and Mary
Topics: Topics: Addendum to previous meeting minutes, Worker's comp waivers, Tree watering/berms, Roofing Decision, Swamp cooler for unit 24, Tree work, Interim management positions, Management mailing list, Raccoons/drain
Management Committee
Topics: Topics: Ovens (update), Insurance follow up, West Berm, Roofing, Shyra update, Matt Noorda, Scott and tree work
Management Committee
Topics: Topics: Matt Noorda/swamp coolers, Roofing bids
Management Committee
Susan to organize ice removal work party in East parking lot today at 3:00 pm
Susan to negotiate the price down with Green Side and continue to look for a reasonable snow removal contractor.
Joel to contact Colorscape as a last resort for snow removal before the next storm.
Ben, Kathy and Joel to meet and create a prototype maintenance request system before the next meeting.
Minutes read and approved. Request that everyone read minutes before next meeting to save time.
Next meeting to be held in CH sitting room on 2nd Sat (1/14/17) at 10:30am, there will be elections.
Proposal for Ben, Kathy K and Joel to work together to create a maintenance request system that could be available both online and on paper, allowing anyone to make a request and expect a prompt response. The system will encourage participation, documentation and track progress thru completion. Passed unanimously.
Everyone offered a maintenance request to start our list - snow removal, clean up leaves, create a public task list, fix the light in the north field, seal asphalt in parking lots.
. Susan shared a new contract from a snow removal contractor, but we agreed that the price ($215/visit) was more than our committee could approve, so she will try and negotiate the price down and continue to find another contractor.
Joel will contact Colorscape to secure a backup snow plow service with the expectation that we will be last on their route and late is better than nothing. Their quote was 1/3 the cost of what Susan had recently found. We intend to contract with Colorscape next season for snow removal.
Ben proposed that we organize a snow removal work party in the East parking lot today at 3:00 pm. There was concern that the cold weather would make it hard to remove the ice before the next snow. The West parking lot was cleared when the snow was fresh and later when the ice was melting. We all agreed that even a partial ice removal was better than nothing. Susan will go door to door to recruit workers. Passes unanimously.
Joel shared a presentation on our ovens and answered questions about alternatives and installation of the electrical. We agreed that ovens are essential, and electric are the only option. There are various oven brands that will work, but all will require a new 220v circuit to be installed in the kitchen. Using a handyman like Dean to run the wiring and having the electrician only do the hook up will greatly reduce the costs. Ben will present our recommendation to install electrical ASAP at the next management meeting.
Checkout - everyone was pleased with the Sociocratic meeting format and felt it was productive.
* Susan to organize ice removal work party in East parking lot today at 3:00 pm
* Susan to negotiate the price down with Green Side and continue to look for a reasonable snow removal contractor.
* Joel to contact Colorscape as a last resort for snow removal before the next storm.
* Ben, Kathy and Joel to meet and create a prototype maintenance request system before the next meeting.
Minutes read and approved. Request that everyone read minutes before next meeting to save time.
Next meeting to be held in CH sitting room on 2nd Sat (1/14/17) at 10:30am, there will be elections.
1) Proposal for Ben, Kathy K and Joel to work together to create a maintenance request system that could be available both online and on paper, allowing anyone to make a request and expect a prompt response. The system will encourage participation, documentation and track progress thru completion. Passed unanimously.
2. Everyone offered a maintenance request to start our list - snow removal, clean up leaves, create a public task list, fix the light in the north field, seal asphalt in parking lots.
3). Susan shared a new contract from a snow removal contractor, but we agreed that the price
($215/visit) was more than our committee could approve, so she will try and negotiate the price down and continue to find another contractor.
Joel will contact Colorscape to secure a backup snow plow service with the expectation that we will be last on their route and late is better than nothing. Their quote was 1/3 the cost of what Susan had recently found. We intend to contract with Colorscape next season for snow removal.
Ben proposed that we organize a snow removal work party in the East parking lot today at 3:00 pm. There was concern that the cold weather would make it hard to remove the ice before the next snow. The West parking lot was cleared when the snow was fresh and later when the ice was melting. We all agreed that even a partial ice removal was better than nothing. Susan will go door to door to recruit workers. Passes unanimously.
4). Joel shared a presentation on our ovens and answered questions about alternatives and installation of the electrical. We agreed that ovens are essential, and electric are the only option. There are various oven brands that will work, but all will require a new 220v circuit to be installed in the kitchen. Using a handyman like Dean to run the wiring and having the electrician only do the hook up will greatly reduce the costs. Ben will present our recommendation to install electrical ASAP at the next management meeting.
Checkout - everyone was pleased with the Sociocratic meeting format and felt it was productive.
Minutes from 12/4 approved
Amy presented 2016 budget vs actuals and 2017 proposed budget:
2017 includes a 5% increase in HOA dues, greater than the increase in fees from 2016. Uptick due to landscaping and maintenance fees. Traditionally the new fee goes into place in February, giving time for the annual ACM to approve the budget.
Budget includes line item for contract labor, meaning Matt Noorda. Work reports can be found on Quickbooks. For the first half of the year, Mary would work alongside Matt in his repair and landscaping jobs, however, she has been stepping back for the second half of the year and the increase in contract labor reflects that difference.
$26-27/month connect fee for electricity in the Common House
Regarding water charges:
The workshop water line is actually three separate lines. The trees behind the east carport don't use the workshop water but the "east" line on Cheyenne. Landscape budget includes $1,000 to fix the east berm sprinklers as well as other places on the property. Repairs of water lines will save us money in the long run. This is the third largest line item we pay for.
Safety and security committee asked for $750 in 2017 for lighting, not cameras (camera request in 2016 budget). However, this is flexible and can be allocated as needed.
This does not include the capitol reserve budget; separate management discussion.
Scott will not be able resume tree work until January. As a note, if community members are not available and he has to hire a grounds person his fees may increase.
Both ovens are non-functional awaiting fix since Thanksgiving.
Hans suggested we have Steve Harris install the 220v first. We can get more estimates from electricians but we won't know the difficulty until they begin installation. This way we don't commit to ovens before we know this is feasible. An initial inspection didn't reveal other 220v outlets in the common house for washers, heaters or the fridge.
Gas vs electric: The solar panels should cover the cost of electricity for now and there aren't a lot of options for gas ovens. What is available is double or triple the cost of electric ovens, however, including cost of installing 220v the price difference might be negligible.
One oven vs two? We could replace one wall oven and cover the hole. It is difficult, however, to cook for community events with one oven.
What are our values? Ovens build community and foster events. Food is important to co-housing.
How much does this need to be discussed? Some feel questions need to be answered regarding cost, oven model preference, etc.
Ben and I worked on the dishwasher this morning. It appears to be working fine now.
Last night, Ben noticed an E3 error (see manual). When we opened it this morning, it was full of water - it did not drain last night when switched off.
We turned off the water line from the back wall, and emptied the hot water filter and refilled it with about 24oz of citric acid crystals, and reconnected the filter and turned the water back on. Then we cycled the DW until the crystals were fully dissolved (about 15 cycles). This process delimes both the inside of the washer and also the plumbing and especially the booster. The process took a few hours, so I expect that everything is free of mineral deposits.
The rinse cycle is still quiet, but it does spray hot water gently to rinse the dishes for about 8 seconds - we opened the door to verify. (we have a video of the display and noises during the cycle)
It appears that everything is clean and working properly.
Ben, can you post the video and photos for reference.
Thanks, Joel Cannon
On Dec 19, 2016, at 12:28 PM, Joel Cannon wrote:
Hobart dishwasher is not running the rinse cycle. After the normal wash cycle
(@160 deg) the machine goes quiet and the temp climbs 25 deg, but then quickly drops without any noise from the expected rinse cycle, and is finished.
Hobart recommended deliming the booster used to heat the rinse water, but I need help climbing under the sink. That may clear the rinse plumbing and solve the problem. If not we need to call Hobart again.
Hobart did not say the washer needed replaced, but warned that without deliming, parts would fail faster. He recommended spending $600/yr for their water filters, which seem excessive for the amount we use the washer.
We have commercial equipment in a low use kitchen, so the maintenance plans are not a good value. I suggest we service the equipment ourselves to prolong the life.
.Subject: [WaCoHo] Fwd: [WaCoHo-maintenance] CH Furnace Report
.On Friday, December 23, 2016 5:57 PM WCGG on behalf of Shawnie Cannon wrote:
I realize the community cannot see what the new maintenance circle has been doing. There is no hastiness, and a lot of hard work going on. For the first time we have a maintenance committee who meets, who takes minutes and whose members are constantly dong something for the community.
I am forwarding some notes from the maintenance group, so you can see how much they do.
Other than Kellie who is a part of this group, current management has not been the ones to primarily attend to these following matters.
Kurt from Affordable was here this afternoon, and looked at all 3 furnaces.
#1 (located in laundry room and heats upstairs) looks and works great.
#2 (main furnace) has drainage problems - the pressure switch that prevents everyone dying from asphyxiation, was flooded, and he did not have a replacement. So we drained it as best as possible and put it back and it is working now. The more serious problem is that the air intake and exhaust was plumbed backwards at installation - so the exhaust fumes are recycling thru the furnace repeatedly and cause the gas to not burn completely and creating a corrosive environment. There could be multiple negative side effects. It is unfortunate that it was not caught during building inspection 18 years ago - or ever since.
#3 (above back bathroom) was surprisingly turned off when we found it. When we opened it, we found that the actuator (exhaust) motor was burnt out and ruined. I climbed up there and he showed me how the sheet metal was rusting out and that the furnace is at its end of life cycle.
It has the exact same backwards air plumbing problem as #2. I suspect that the first furnace was installed correctly and the reason why it looks and works so much better. I will confirm tomorrow morning when there is more light.
Affordable will provide a detailed quote for repair vs replacement costs for both. When I look for the make/model online, the average price is $2500 plus $2000 for installation. Until the end of the year, there is a $600 rebate. So about 8-9K for 2 furnaces installed.
We should get a quote from another source. (Any volunteers?)
Joel Cannon
Future meeting times: Every two weeks. Saturday, Dec. 31st @ 10am, 2nd Saturday January 14th @ 10am Thereafter, possibly alternating the 4th Saturday with the 4th Wed. to accommodate schedules.
Please send all maintenance performed w/ description to the maintenance email list to be included in the logbook.
Maintenance Circle needs to be announced at next ACM as an open invite, with meeting times.
Reserve Analysis needs to be conducted in cooperation with management. We are legally obligated every six years and overdue for one. ($500 fine).
To prep for it we need to collect and include:
We need to hire a pro to analyze life of appliances, and other infrastructure (very common service for reserve analysis).
What are our priorities? Committee needs to identify them. For example...$600 for dishwashing filters per year does not fit us (recommended by Hobart repairman).
Next meeting is Dec. 31st @ 10am.
Future meeting times: Every two weeks. Saturday, Dec. 31st @ 10am, 2nd Saturday January
14th @ 10am Thereafter, possibly alternating the 4th Saturday with the 4th Wed. to accommodate schedules.
Please send all maintenance performed w/ description to the maintenance email list to be included in the logbook.
Maintenance Circle needs to be announced at next ACM as an open invite, with meeting times.
Reserve Analysis needs to be conducted in cooperation with management. We are legally obligated every six years and overdue for one. ($500 fine).
To prep for it we need to collect and include: a) life expectancy of appliances, etc. b) appliance known issues c) a budget plan for funds set aside for future expected appliance failures (end of life span) d) a budget set aside for contingencies (appliance emergencies)
We need to hire a pro to analyze life of appliances, and other infrastructure (very common service for reserve analysis).
What are our priorities? Committee needs to identify them. For example...$600 for dishwashing filters per year does not fit us (recommended by Hobart repairman).
A) Define a list of duties for entire property. (i.e. de-lime dishwasher 1x per wk.)
B) Produce a list of who is doing what?. i.e. who takes out the recycling on each side? East is
Hans, West is Mark.
Next meeting is Dec. 31st @ 10am.
Dear Management and Process committee,
Mary shared her portability concerns about the coop with me on Friday evening . I reassured her that it could be moved as needed. She wanted it to have skids for sliding around. This was the first I had heard of this design request. I have not heard of anyone else contacting the Garden Circle with concerns.
The final consensed proposal
"Both the farming and the chickens will be accompanied by a storage shed and a chicken coop. Both of these structures are non-permanent and could be removed and sold at a later date."
"The main chicken coop will be high quality & aesthetically pleasing. (See illustration)"
The included map shows the location of both structures. Marina had a presentation with an animated illustration of the coop, but no one asked to see it, and in the interest of time, we concentrated on other issues.
The basic coop design, size and location has not changed since the proposal. Note that the Chicken Tractor is a separate smaller coop on wheels intended to move frequently from one location to another as needed. and used extensively during the warmer seasons. This larger coop was intended to keep the chickens safe and warm during cold season.
The new coop uses a permaculture design from The Small-Scale Poultry Flock: An All-Natural Approach to Raising Chickens and Other Fowl for Home and Market Growers
May I suggest that those interested in the design of projects become involved and contribute ideas early, rather than after completion. In this case, I think that the chicken tractor will address the portability concern.
I would also suggest that complaints be addressed directly before the meeting to save everyone's valuable time - especially when it involves residents who are not on the management committee.
Joel Cannon
ps: the rendering from the blueprint for the coop is attached.
On Nov 21, 2016, at 05:01 AM, Hans G Ehrbar wrote:
Here is another item which the mgmt committee might have to discuss as an enforcer of community decisions:
I received the complaint that the chicken coop which is being constructed in the North Field is not movable, although the community at this point only approved movable structures in the North Field.
Research: sewer backup repair and drainage integrity for all units.
Marina agreed to research comprehensive repair solutions for Susan's sewer and future options for other 25 units.
Reimbursement: Sewer line cleanout in Susan Stewart unit
All agree that [a sewer line] outside the unit belongs to WC and reimbursement is due to Susan. For future ACM discussion: Is the tree becoming a burden to sidewalk, sewers, foundation and water lines? Is it wiser to cut tree or assign budget for constant upkeep of tree? Check laws about sewer lines and COA responsibility. (Not assigned)
Not done. Hans and Amy. Noted that 3 months have passed from Aug. 16th decision and interest funds have been lost. New account requires new signatories and Hans to release old account.
Secondary discussion surfaced around transfer of money into a commercial bank vs. socially aligned investment bank. However, concerns about neglected execution of agreed transfer override retrospective thoughts.
Agree to use Roof Doctor to fix Carol's roof. John will follow-up.
All budget proposals will be reviewed at next management meeting 11/21.
Switched to new Insurance Co/Scott Hirschi on Nov. 4, 2016. Payment must be made by Nov. 14th out of operations budget. -- John and Mike will follow-up.
Needs repair for lost key -- No one assigned or volunteered.
7:48pm.
10/17/16 Minutes approved .
2 Discussion that followed:
Naomi -- would like discussion on placement of reserves and WC money. Decision was made in Aug. 16th meeting after weeks of discussion and research -- discussion can be visited in future for funds to be moved.
Acknowledged that all residents have access to bookkeeping. Pls connect with Amy for instructions. Most recent up to date is August 2016.
Banks are not linked to QuickBooks -- input is manual. Univ Bank Credit Union account not reconciled = $70-80,000. Mike reaffirmed that WC bank balances are relatively stable month-to-month.
8:57pm.
Agreed to be more proactive on sewer drains of all units. Acknowledgement that many items need to be repaired, replaced and maintained. Including: Bricks, drains, gutters, and sewers. Community drainage needs to be addressed by community and management. (No one agreed to follow up)
Next meeting: Nov 21. Meeting Agenda will focus on Budget Proposals.
9:30pm: Final review of action items and dismissal.
Notes taken by Linda WG -- Unit 9
Minutes were approved by management over email
Jon will call Roof Doctor to look at Carol's roof.
Kay will summarize irrigation problems and repairs for when the system is rewired in the spring.
Esther will get a QuickBooks login, print out the budget reports and post them on the wall.
Hans will meet with Amy to get reserve funds transferred to Goldman Sachs' account.
Joel will buy a bucket of soap for the dishwasher from Restaurant Depot
Mary will call a repair person about rinsing solution and about fixing the pump function in the dishwasher
-Vacant maintenance manager position/time card from Shyra J
-Reserve transfer to Goldman Sach's online
-Monthly Finance Statement
-Assessment delinquencies (see Hans email Sept 6th)
-HOA fee automatic withdrawal
-Property maintenance report
B&L Waterworks went out today (Oct 17th) to look at the system. They unplugged the valve box in the garage and suggested the water to Hans' field be shut off. They observed the valves were being cut off and that is why the system isn't working. They will come back out in late November or December to blow out the pipes and will rewire the sprinkler system in the spring.
There were notices sent out via mail regarding a city program where someone will come out and inspect the water system. These are U of U students that will evaluate the system, however, there was disagreement as to whether they will inspect irrigation water.
When the system is re-wired in the spring the community needs to be educated to broaden the knowledge base of the community water system. This will be a collaborative effort to: draw the irrigation system, decide what needs to be fixed, and present an explanation to the community. We know that the east berm, dog run, and the north side of the driveway needs to be fixed. Would it be cost-effective to run other areas off the workshop water meter? Currently, this system is under-utilized and the water run through this system would be on a lower tier. However, the cost of re-routing the water line might negate these savings.
How do this year's water bills compare to last year? There was some question as to why the bills aren't cheaper than last year, however, we did save a lot of money by fixing leaks and not watering Hans' property.
Decision: When the appointment is made for E&L to blow out the pipes another appointment will be made for them to come back in the spring and work on the sprinkler system.
Action Item: Kay will summarize what irrigation works needs doing in the spring.
E&L pointed out we don't have a back flow protector, which prevents culinary water from being contaminated with irrigation water in the event of a leak. Joel noted this when he inspected the system but said the distance between the two systems meant the irrigation would have to overflow several gallons worth for it to be an issue.
Carol's roof has a leak located on the front (north) side above the bathroom. The roof was patched when she bought the home and she used to cap one of the pipes, but it still leaks where the roof slants.
Action Item: Jon will call Roof Doctor to look at Carol's roof.
Chickens need to be licensed with the city. Joel mentioned that a city inspector came out and okayed the chicken coop and the chickens are fully licensed.
Committee Budgets/Financials
Committees need to submit their 2017 budget requests to management for Amy to collect. For the sake of transparency it would be preferable to send these requests via email. Committees should be able to summarize what they spent this year and make projections for what they will spend next year.
There was a discussion requesting print outs of reserves and other financial reports be brought to management.
Action Item: Esther will get a QuickBooks login, print out the budget reports and post them on the wall.
Action Item: Hans will meet with Amy to get reserve funds transferred to Goldman Sachs' account.
Now that CROWN is closed, it is time to update the CC&Rs. We had worked on revising the bylaws, getting consensus on each update, working on them with attorneys, only to have the changes blocked by a bank. Any mortgage-holding bank can veto the changes to the CC&Rs. These changes need to be submitted to these banks in order to update their mortgage contract.
The primary reason to revise the CC&R's was to reflect a change in common area ownership. Originally, each unit owned an equal portion of the common area, but then it was decided that the percentage would be based on the size of the units. Since this percentage determines the HOA fee schedules we could be vulnerable to lawsuits if our bylaws don't reflect this change. This snowballed into other changes including eliminating irrelevant parts of the CC&Rs regarding the creation of Wasatch Commons corporation, changes in condo law, etc.
The updated by-laws will need to be sent to the community again for understanding and consensus. This will be a process requires a collaborative effort.
Decision: Establish a Declaration Committee, comprising of Hans and Ben, to present these issues to the community in ACM as part of committee updates.
The Declaration Committee will review the process and the new bylaws, get community feedback, consense changes, meet with lawyers, and present these issues to the bank.
We have two weeks (as of Oct 17th) until our insurance policy auto-renews. We were given a quote from Scott Hirschi when he met with management a few weeks ago. Can we get a comparable quote from our current agent? Scott's quote was lower than our current rate.
Action Item: Jon will contact both agencies with a quote and management members will vote over email.
(Update: As of Oct 20th, Sentry West offered a comparable rate of $11,595 annual {compared to Scott's $11,609 annual} by switching our Earthquake insurance to another carrier. We had been paying $9000 for earthquake, but switching from Traveler's to another carrier reduced our rate to $5000. As of this writing our insurance coverage has officially switched to Scott Hirschi.)
The laundry machine is still out of commission.
The dishwasher works but is out of soap and the rinsing solution won't pump in, but the latter is an ongoing problem.
Action Item: Joel will buy a bucket of soap from Restaurant Depot
Action Item: Mary will call a repair person about rinsing solution and about fixing the pump function.
Contact Vicky and clarify water working on the east side ***
Both the dishwasher and one of the washing machines have stopped working since the demise of the water heater. The laundry machine shows a pressure error but Shyra and Kathy did a thorough cleaning of the machine and it probably just needs to be reset to determine if the error remains. Joel adjusted the water so that cold water would come out both spouts, however, the dish washer is still showing an error. Holding off calling a repair person until water heater is fixed just in case it is the culprit.
Management Meetings have changed until some time in December to accommodate schedule conflicts. In order to avoid Wednesday overload, management will meet: 1st & 3rd Mondays at 7:30 pm.
Both CH water heaters are now out- no hot water. Ben has collected quotes from local plumbers
(see his email) comparing models and cost. Lowe's offering is by far the cheapest- a single 50 gallon direct vent water heater, however, they wouldn't be able to install it for two weeks.
There was much discussion regarding the type of water heater is best. Some plumbers recommended tankless heaters because they offer unlimited hot water and use less energy. Other plumbers were cautious about tankless heaters as they more expensive to install, are more sensitive to mineral build up requiring costly regular servicing $300+ per visit and only offer hot water if you don't use beyond their capacity (generally 4-14 gal/min depending on the unit).
The common house was originally equipped with two water heaters. Should the community purchase one or two units? The CH has been running fine off one heater and, it's speculated, the second water heater was probably installed as a precautionary measure. However, a second water heater could hold water for emergencies and, if each water heater were replaced as it broke, a back up would mean we would always have hot water for events, etc.
Action Item: Kathy K will talk to Lowe's and get model and warranty info and then schedule an installation.
Decision: Order 1 50 gal water heater direct vent from Lowe's. Use Joel's Lowe's card for 5% discount (reimburse Joel).
Ben would like to rent out one of his rooms through AirBnb. Some have objections to this use of a units stating it violates our bylaws. There was some discussion as to how the bylaws could be interpreted (particularily regarding transient hotel rentals) but since they predate Airbnb, it's difficult to apply them here. Also, AirBnb is different from a hotel as it is personal, not anonymous. Ben would be in his unit while guests are there, they wouldn't have a key to the common house. He also has the ability to vet guests.
There was much discussion as to whether this requires community approval. Ben has spoke with several members of the community and did approach process, but was told to do this as announcement seeing as this was activity inside his unit.
It was proposed that management approve Ben's unit to rent a bedroom on Airbnb for a trial period till the end of the year, to be terminated at any time by management. However, in the interest of community involvement, it was decided that Ben would send out an email to explain the process of Air Bnb.
Shyra J will get an estimate for re-wiring of the parking strip sprinkler system.
Amy will transfer the reserves to Goldman Sachs online savings account.
Property management/Shyra
Maintenance report
West and east berms
Property Lighting
Ad hoc Insurance committee
There is dying lavender on the east side (east berm?) that members expressed concern about.
The east parking strip is being watered by Matt N. and Shyra J. They have spent a lot of time re-wiring the sprinklers and Mary suggested getting an estimate for cost of hiring the rest of the project out. Mary suggested one company we've worked with before was called B&W (E&L?), contact a Bob Lewis. Funds for this project would come out of the landscaping budget.
Action Item: Shyra J will get estimate for re-wiring the east parking strip sprinkler system.
Kay's report of west berm: Soil is wet and bushes have fresh growth, which indicates the sprinkler system is working . She will continue to monitor.
The fruit trees behind the car port are incredibly stressed without water.
Per Jon G, the washing machine should be working now. The computer part that needed replacing was under warranty, so invoice will be around $90 + tax.
Lawn mowers are working. A big thank you to Izzy for mowing!
Google fiber emailed Amy an agreement for access to Wasatch Commons to lay groundwork. There is no commitment from us; even if no one signs up for the service the installation will remain free.
Some discussion of whether we would use this service for the common house or workshop. Comcast wanted to charge business rates for the common house, making it prohibitively expensive (we currently use Lynda A's WiFi). At this time, we don't know what google fiber will charge but it will probably be comparable to Comcast. This is all speculative, however, as these decisions will come much further down the road.
Decision: Sign the contract to approve groundwork for google fiber. Hans, as president, will sign and give the paperwork to Amy.
Shyra has been working on getting an easier way to communicate about maintenance issues. She has binders and other materials for labeling, number, etc, she just needs to put it all together.
Our reserves are currently held at the University Federal Credit Union with an interest rate of (.03%) approximately. Ben suggests we transfer the reserves to an online banking account. He works for Goldman Sacs and suggested their online savings account: 1.05% rate of return, can transfer funds from any bank, FDIC insured. No monthly fee, no minimum, maximum is $250,000. There are other online savings account with basically comparable rates.
Decision: Transfer reserves to Goldman Sachs account.
Action Item: Amy will transfer the reserves to Goldman Sachs online savings account.
There was some discussion of investing some of our reserves in a target fund. There are many factors to consider- what is our risk tolerance? Bonds, stocks, etc? What percentage of our funds would we invest and what would we base that number on- ie likelihood of emergency repairs, etc. What is the amount we'd like to have available short term? These projections might be easier to make once we have a robust capitol reserve study.
The community had investments but pulled them out of the market in 2008. If we decided to invest again, the community would have to agree these were long term to outlast normal market fluctuations. Some expressed concern about the volatility of the market and it's ability to maintain growth. Others were concerned, given the approximate rate of inflation at 3%, we lose buying power by not investing.
Decision: Discuss putting a part of our reserves in target funds in two weeks.
Roofing/tree limbs
Naomi's unit (4) is scheduled for roof repair in the coming week. The middle section has some curling, but she believes the back section doesn't need work just tree branch removal, which she will take care of.
Naomi also requests grey roof tiles, not the tan tiles that were put on unit 3. She finds them to be aesthetically unappealing as well as energy inefficient. Jon G mentioned roofers tend to match the existing tiles as units 3 and 4 share a roof. Does the community have a color preference? Should tile colors match the stucco? Should all the roof sections match? Will different tiles affect our warranty?
Jon agreed to check with Roof Doctor and see if he had ordered the shingles yet.
Other roof issues: There is a tree branch touching Susan and Richard's roof. Matt is buying a motorized chain saw to work on the trees.
Jon mentioned that a few community members have made requests regarding roof work. One member asked if the downspouts could be made shorter on their unit to incorporate a rain barrel.
Another request was from a unit not on the list of scheduled roofs to add their roof to the list if they financed the work. There was some discussion on this point. There was agreement that all work must be standard and use the safe roofer. Some disagreement as to whether we should consider this a loan and repay a portion of the money to the community member (possibly subtracting the years they would have had use of the original roof) or consider this a donation to the community. There are a range of incomes in this community and one way wealthier members have closed the gap is through donations (ie solar panels, etc).
There was also a broader discussion on the use of community reserves. Some newer members questioned why reserves were so low, and seasoned members cited the deck issue. There were many problems with the decks and the original builder refused responsibility, forcing Wasatch Commons to foot the bill. This incident left the community feel cautious, while other members feel there are many maintenance issues that- given the age of our buildings- are not being addressed in a timely manner. One specific issue is the cracks in the stucco. Some would like these cracks to be mended, while others maintain the stucco is reinforced and is stronger than it looks.
Approval of minutes.
As part of research into alternative insurance coverage, Scott Hirschi with American Family
Insurance gave an informative presentation to management committee (see attendees for a copy of information booklets with even more details). American Family offers insurance services in
26 states and has a triple a rating. Scott's office does offer brokerage services but they prefer
American Family. Scott's office is based in Kaysville and they service 250 HOA's. If selected,
Scott would be our personal agent. Their office is also involved in the legislative action committee made up of homeowner's associations across Utah.
In 2011, state legislation changed the requirements for homeowner's association insurance coverage. In years past, the homeowner's association coverage of the units was based on the specifications in their CC&R's and the homeowner was required to cover the rest (typically from
"studs in"). This resulted in gaps of coverage between policies. In 2011, the law changed so that the master policy (homeowner's association's insurance) must cover everything that cannot be shaken out of a house- inside, outside, betterments and improvements, buildings, cabinets, and more. It does NOT cover personal items such as furniture or anything unattached to the house. The homeowner must purchase a condo policy that covers all personal items and the deductible of the master policy. Scott recommends we add sewer coverage and either increase deductible coverage up to $25,000 or earthquake insurance (see details in the next paragraph). Our current policy has a $1,000 deductible, which Scott recommends raising to 5,
000 or 10,000 as multiple small claims will raise our rates.
Our master policy has earthquake insurance, which covers a percentage of the value of the buildings with a 5-10% deductible based on their current value at $4.2 million per Scott's assessment. To cover this gap, homeowners can request earthquake coverage in addition to their personal policy or bump their deductible coverage to $25,000. If there was an earthquake and the homeowner did not carry insurance to cover the deductible we would, by law, have to cover the repairs and could put a lien on the property for the cost. Earthquake coverage is very expensive. Only 25 or 30 of the HOA's Scott covers even carry it. In the comparative insurance bid Scott offered, earthquake cost $7,773 of the total $13,899 annual premium.
Flood insurance, specifically for when the water table rises- not floods covered by malfunctioning pipes, is only offered by FEMA and is very expensive.
Scott's recommended policy for our association is $13,899/year at the highest price option vs our $14,500 (approx.) current policy. This package includes a basic Business Owners Policy
(BOP) covering buildings and general liability, a bundle of small policies called a condo endorsement package, fidelity bond insurance (protects members against dishonesty or fraud by board members), and a director's and bond policy for breach of contracts.
After Scott's presentation attendees discussed their impressions. Joel searched for HOA insurance alternatives and had Scott recommended to him because he has a reputation as being the best in the business.
Earthquake coverage is expensive but also provides security. We cannot mandate residents to purchase an earthquake add-on to their personal coverage but we can educate them. What should be done about residents who cannot afford this coverage? Suggestions include talking to Scott
Hirschi about low cost coverage options or bulk purchase of policies for several owners.
It was proposed that an ad hoc insurance committee be formed to continue to study these issues.
Joel called the city and got us an urban garden adjustment credit (savings of approx. $100/yr).
Discussion as to cause of high water bills on the property. Is this due to regular usage or hoses being left on? Every hose should have a timer. Kay bought a bunch of timers. Another suggestion was to take pictures of the meters once a day and track spikes, etc.
In west berm, both stations are working and the geysers are under control. Water is for the trees, bushes of currants, gooseberries, etc.
Linda P
Linda P has officially moved out of Wasatch Commons and the renter's rep position is once again vacant.
Approval of minutes by management.
Joel will create a management mailing list that allows incoming messages from the Wasatch Commons listserv.
Mary will contact the city about installing bars in drains to prevent raccoon nesting.
Joel will create a management mailing list that allows incoming messages from the Wasatch commons listserv.
Mary will contact the city about installing bars in drains to prevent raccoon nesting.
Approval of July 5th minutes with addendum:
There was some discussion regarding the straw man vote documented in the previous meeting minutes (July 5th). Hans was documented as a stand aside, but he believed he voted against the proposal - that those in attendance favored Roof Doctor. Various opinions as to whether he voted against or stood aside, as he did vote with his thumb to the side, not down. Hans proposed adding Lydia's and Hob's emails to the official minutes, however, it was decided that minutes should document the meetings themselves, not the feelings of people not in attendance. Decision: Management members except Hans voted to approve the minutes with an addendum that Amy also abstained the July 5th straw poll.
Should we require Scott Dixon to get a worker's comp waiver to do further tree work?
The Utah Labor Board does not require waivers from sole proprietor, and other insurance agents in the area don't recommend it either. From Linda WG's research, having a contractor sign a waiver is admitting we know there is a risk and could increase our liability.
There was some discussion as to what the text of our worker's comp policy actually states. Still need to find the current one as the most recent one on file is dated Nov 2015, not the updated policy issued in the spring of 2016.
Kay is working on the west berm and Vaughn the east berm.
Several trees in need of watering were brought to the attention of management: trees behind the car port, behind Matt Morganti's yard, the sycamore at the end of the car port also needs watering.
It would be helpful to have a map of our irrigation, drainage, etc. The maps we have are not up to date.
There was a final discussion concerning Roof doctor vs Ron Case. Most in attendance stated issues with the legality of hiring Ron Case because he doesn't have a business or contractor's license. Hans spoke with Ron Case and he is working to get his business license reinstated under his brother's name. It is important to get this work done in a timely manner due to the time of year and many pressing issues.
Though bylaws state management can operate via majority vote, management has traditionally operated by consensus in the spirit of community problem solving. It was decided to hold a vote as to whether Wasatch Commons would hire Roof Doctor.
Decision: With management members Jon, Linda P, Kellie, and Mike W voting in favor and
Hans voting against, it was decided to hire Roof Doctor.
Jon will speak with Roof Doctor to get roof measurements and a written contract.
Unit 24 is in need of a new roof and Elaine, new resident, wants to install a swamp cooler.
There was some discussion as to whether swamp coolers are a personal or community expense because they are on the outside of the unit.
Amy informed management that, since 2014, condo insurance law has undergone many changes so that the community is responsible for anything we cant "shake out of a house" ie cupboards, blinds, swamp coolers, etc. As such we cannot exclude swamp coolers anymore and the work needs to be uniform. We are liable for any leaks or other problems.
Decision: Tell Elaine she needs to pay for the installation herself and coordinate with Roof
Doctor. The swamp cooler should be installed at the back of the house.
Scott will be in South America for the next two weeks. Before he left, he worked very hard to removed the fallen tree branch from the path near Marina and Scott's unit. Per Mary's observation, the branch didn't break but rather the trunk exploded from the excess weight.
The fallen tree limb underscores our need to take care of trees that are threatening roofs.
The management committee has an ongoing renter's rep vacancy since Joel became a buyer and
Linda P has sold her unit and is now living in the community as a renter. That leaves management with four members.
Decision: Linda P elected as interim renter's rep and Mary English as an interim management member. Per bylaws, interim members hold their positions until the annual meeting.
There has been some confusion in the community because only members of the management committee can send emails to the management list. It makes sense for management to have a separate list for internal discussions, but those in the community listserv should be able to send messages to management.
Action Item: Joel will create a prototype email for management that Wasatch commons listserv members can send messages to.
Mary noticed the city drains have a metal bar that prevents raccoons from nesting there.
Action Item: Mary with call the city to see if they can install a bar on our drains.
Mary will speak with Scott about applying for waiver/license
Joel will look up comparable insurance quotes for Scott.
-Joel still plans to test run a couple of porch lights on Marc C's porch but is waiting to meet with
Marc to coordinate.
The ovens in the common house are now functional. The top oven is fine but the bottom oven is flaky as its control board is still broken.
All Pro recommends we fix the ovens but Joel wants to look into alternatives.
Linda WG and John G spoke with our insurance agent to research worker's comp requirements.
Per Linda WG's research, if we require waivers from contractors they could be seen as our employees which could in turn make us vulnerable. The state labor board doesn't require the waiver but our insurance requires it from all our contractors per the conditions of our worker's comp policy. The waiver wouldn't protect us in court if we were sued for an injury.
Jon G spoke with our insurance representative Craig for some clarification, but he gave unclear answers. At first he indicated that both paid and unpaid residents were covered by our current insurance policy. Then he said they were not covered and would need worker's comp waiver. According to him, anyone paid by Wasatch Commons is considered our employee by the law. Several members expressed doubt over Craig's interpretation that, essentially, there are no independent contractors.
This is a grey area as far as risk assessment goes. We know what our insurance wants but we also know that a waiver won't protect us from all liability.
There was also some discussion as to whether we should consider switching insurance companies if their requirements are burdensome and advice is inconsistent.
Kay checked over the west berm and found multiple problems. She is working on getting the right equipment to fix it.
Hans sent out an email to the community prior to this meeting reiterating his support for Ron
Case and his work. He goes beyond code requirements and has solved many of our problems (decks, swamp cooler fortification) that other builders or roofers were unable to. The roofers who toured the property mentioned things Ron already told Hans but Ron went beyond those assessments into issues others didn't mention.
Many attendees express concern over Ron no longer having a business license and the complications this might create. Does the contract need to be re-written to specify both Ron and his brother (who holds the business license Ron is currently working under) and will they both guarantee all work done?
Hans doesn't want to be the contact person for roofing issues anymore if we choose a company other than Ron Case. He considers the business license to be a non-issue because it is due to unpaid taxes and Ron is trying to sell off property to settle this matter.
Per Jon G's research and working with these companies, Roof Doctor is the best contender because he has been very responsive (Brady Roofing has been less responsive to calls and emails). Roof Doctor did not think many of the roofs would need re-sheeting, however, it is impossible to know until after work has been started. They offer tiered pricing, the highest price being $400/square for less than 10 squares; and $345/square for 50+ squares. In the event that re-sheeting is requested he will charge an additional $105-110/square. They offer a 20 year labor warranty plus the shingle manufacturer guarantee. Gutter work is not included, but they can do whatever we want done and pass through the cost.
Ron Case proposed 16 roof segments and recommends re-sheeting on 11 of those segments. He prices this work at $600/square with re-sheeting, $400/square with no re-sheeting. He included 4 units for gutter adjustment and building 2 wood frames for swamp coolers.
At this point, a straw poll was conducted to see if attendees agreed that we were leaning towards
Roof Doctor pending more information and clarification on a few items. This received mostly thumbs up with Hans as a stand aside. He mentioned choosing a new roofer will cause complications- who do we call for roof issues now? Do we call the new roofer or whoever performed the work? Solution: Keep a roof by roof record.
It was proposed that we could get multiple bids on decks OR suggest to Ron Case we would like him to finish the decks provided his business license is reinstated.
Shyra had a few questions for management in order to get started in her new position as
Maintenance Supervisor. For budget questions, Amy agreed to provide this information.
She also noticed the motion light issues on the property. She will collaborate with Joel in this regard.
Jon G proposed Shyra track her hours and give the time to Mike W.
Scott still does not have a worker's comp waiver or liability insurance.
Action Items: Mary will talk to him about how to apply and Joel will look up comparable insurance quotes.
Management had temporarily approved Scott to do low risk tree work without a license, has this agreement expired?
Decision: Continue to use Scott temporarily.
On Tue, Jul 19, 2016 at 4:29 PM, Kellie Henderson wrote:
Mary will speak with Scott about applying for waiver/license
Joel will look up comparable insurance quotes for Scott.
****
In attendance: Susan, Linda P, Richard, Naomi, Kellie (notes), Joel, Mike W, Mary, Kay, Hans, Linda WG, John G
Topics: Ovens (update), Insurance follow up, West Berm, Roofing, Shyra update, Matt
-Joel still plans to test run a couple of porch lights on Marc C's porch but is waiting to meet with Marc to coordinate.
The ovens in the common house are now functional. The top oven is fine but the bottom oven is flaky as its control board is still broken.
All Pro recommends we fix the ovens but Joel wants to look into alternatives.
Linda WG and John G spoke with our insurance agent to research worker's comp requirements.
Per Linda WG's research, if we require waivers from contractors they could be seen as our employees which could in turn make us vulnerable. The state labor board doesn't require the waiver but our insurance requires it from all our contractors per the conditions of our worker's comp policy. The waiver wouldn't protect us in court if we were sued for an injury.
Jon G spoke with our insurance representative Craig for some clarification, but he gave unclear answers. At first he indicated that both paid and unpaid residents were covered by our current insurance policy. Then he said they were not covered and would need worker's comp waiver. According to him, anyone paid by Wasatch Commons is considered our employee by the law. Several members expressed doubt over Craig's interpretation that, essentially, there are no independent contractors.
This is a grey area as far as risk assessment goes. We know what our insurance wants but we also know that a waiver won't protect us from all liability.
There was also some discussion as to whether we should consider switching insurance companies if their requirements are burdensome and advice is inconsistent.
Kay checked over the west berm and found multiple problems. She is working on getting the right equipment to fix it.
Hans sent out an email to the community prior to this meeting reiterating his support for Ron
Case and his work. He goes beyond code requirements and has solved many of our problems (decks, swamp cooler fortification) that other builders or roofers were unable to. The roofers who toured the property mentioned things Ron already told Hans but Ron went beyond those assessments into issues others didn't mention.
Many attendees express concern over Ron no longer having a business license and the complications this might create. Does the contract need to be re-written to specify both Ron and his brother (who holds the business license Ron is currently working under) and will they both guarantee all work done?
Hans doesn't want to be the contact person for roofing issues anymore if we choose a company other than Ron Case. He considers the business license to be a non-issue because it is due to unpaid taxes and Ron is trying to sell off property to settle this matter.
Per Jon G's research and working with these companies, Roof Doctor is the best contender because he has been very responsive (Brady Roofing has been less responsive to calls and emails). Roof Doctor did not think many of the roofs would need re-sheeting, however, it is impossible to know until after work has been started. They offer tiered pricing, the highest price being $400/square for less than 10 squares; and $345/square for 50+ squares. In the event that re-sheeting is requested he will charge an additional $105-110/square. They offer a 20 year labor warranty plus the shingle manufacturer guarantee. Gutter work is not included, but they can do whatever we want done and pass through the cost.
Ron Case proposed 16 roof segments and recommends re-sheeting on 11 of those segments. He prices this work at $600/square with re-sheeting, $400/square with no re- sheeting. He included 4 units for gutter adjustment and building 2 wood frames for swamp coolers.
At this point, a straw poll was conducted to see if attendees agreed that we were leaning towards Roof Doctor pending more information and clarification on a few items. This received mostly thumbs up with Hans as a stand aside. He mentioned choosing a new roofer will cause complications- who do we call for roof issues now? Do we call the new roofer or whoever performed the work? Solution: Keep a roof by roof record.
It was proposed that we could get multiple bids on decks OR suggest to Ron Case we would like him to finish the decks provided his business license is reinstated.
Shyra had a few questions for management in order to get started in her new position as
Maintenance Supervisor. For budget questions, Amy agreed to provide this information.
She also noticed the motion light issues on the property. She will collaborate with Joel in this regard. Jon G proposed Shyra track her hours and give the time to Mike W.
Scott still does not have a worker's comp waiver or liability insurance.
Action Items: Mary will talk to him about how to apply and Joel will look up comparable insurance quotes.
Management had temporarily approved Scott to do low risk tree work without a license, has this agreement expired?
Decision: Continue to use Scott temporarily.
I put the action items from the most recent meeting at the top by name. Follow ups are below and listed by meeting date and names are in bold.
Joel: Follow up and compare cost of replacing part vs fixture on the light on the North Field
Look into replacement for porch lights to make them brighter and motion sensitive.
Amy: Contact Anne about the lease for Scott and Marina's unit.
Kellie: Write letter to the community about liability.
-Hans wrote Affordable Heating and Air requesting worker's comp documentation. Has not heard back
-CROWN: Hans and Kathy went to the bank and personally donated $142 to settle the account.
**The CROWN account is now closed** Checks have been printed and given to recipients.
Much appreciation to the many residents, past and present, who put many hours into settling this matter.
-Carol- she will not send email out to community regarding house numbers. She has purchased some reflective numbers and will place them on units without numbers.
-Hans wrote a lease for his tenants in unit 21 he just needs to scan and give to management.
-Mary made contact with Marina and Marina will follow up with Anne about getting a copy of their lease.
-Jon G followed up with Shyra J, hasn't heard back for clarifications from insurance company about paid resident vs resident volunteer.
-Joel met with Matt Noorda and told him he needs insurance or he can't work on the property.
Per Mary, Matt has submitted an application to register their business name in order to obtain a business license.
-Joel did a thorough lighting inspection of the property and found many lights had simply been unscrewed. Management approved Joel to buy a $30 light for the porch that will be on a timer.
He also is looking into adjusting the lights by the mail room as they don't take normal bulbs. All the lights on the property are working except the fixture on the north field and on Utah Ave.
These areas are dark at night and strangers use them to cut through the property. Per Mary we either need to replace the part for these lights or the fixtures themselves. She got an estimate from a company in California who could replace the part for $90-100 but then it would need to be fitted.
Action Item: Joel will follow up and compare cost of replacing part vs fixture.
Action Item: Joel will look into replacement for porch lights to make them brighter and motion sensitive. Mike W's system works very well.
-Joel will continue to research ovens for the common house and whether we should consider cheaper replacement.
Action Item: Amy will contact Anne about the lease for Scott and Marina's unit.
- Kay still has to walk through the west berm to make sure the drips are working
-Amy will email Ace Management for worker's comp certification.
-Kellie will send out renter's rep email to renters and meet with Matt and health him set up health insurance.
- Update on arrears: Per Amy, Anne is the only landlord in arrears with HOA and only because she hasn't adjusted her automatic payment to the 2016 rate. She is in arrears for the assessment which will be collected at closing.
Matt worked on Lynda A's swamp cooler and later that day the water began spraying and coming down a beam in her roof. Matt did respond out again and fixed the problem. Per Mike W's inspection, there is evidence of some water coming down the beam but not a large amount.
It's believed that water got inside the wall via the tube from the swamp cooler that goes into the attic. There is no evidence that it's an ongoing problem or that the roof needs repair.
On that note- Can Matt work on swamp coolers without insurance certificates? There is an ongoing debate on who would accept liability in the event he had an accident- the homeowner who hired him or the community since he is working on the roof. Per community meeting with insurance agent this a grey area that could leave the community liable.
Decision: Send email to community reminding them they should hire companies that are licensed and insured. If something happens, they are liable. Make sure to verify coverage through a certificate of insurance.
Action Item: Kellie will write letter to the community about liability.
3 Bids received.
1 Estimate.
Aspen roofing declined to give us an estimate as they are tied up with other projects through December.
Intermountain West Contractors hasn't sent an estimate yet.
Brady Roofing has sent an estimate- 11 roofs at $27,000- but further details are needed regarding cost per square foot.
Heat Alarm, C.H.
Last item of business: Mary has offered to install a heat alarm in the kitchen area that is not set off by smoke per suggestion of the fire department.
Hi all--
If no one has changes to these meeting minutes, perhaps Kellie could distribute to the full community prior to the Sunday ACM?
Thanks, John
On Feb 17, 2016, at 10:31 AM, Linda Walsh-Garrison wrote:
Hello all,
This is a resend - googlegroups bounced my original email stating that a) the group did not exist or b) I am not authorized to post there. On a side note - John did not receive the original email either.
Please see attached/below minutes from last night's meeting.
Respectfully, this has only been sent to management - please circulate to community as appropriate.
Thank you,
Linda WG
+++++++++++++++++++++++++++++++++++++++++++++
2/16/16 Minutes: 7:10-9:15pm (Next meeting: Tuesday March 1, 2016)
Attendance: Hans, Linda P, Mary, Mike, Joel, John, Amy, Kay, (Linda
WG/minutes)
7:10pm Agenda items: Maintenance and committee / Leases update / Website/, Wet Spot / 2016 Goals
MARY: Maintenance: What needs to be done before April 30th/Co-housing Conf.
1. "Wild area" has been cleaned and two truck loads to the dump. (Area with native species.)
2. Spoke to Scott re: tree work he stated that he will check into liability insurance so to be safe to work on Wasatch Commons.
3. WET SPOT by mailroom door. Unknown origination - on priority list.
4. Broken shelf in kitchen bottom near microwave corner. Need repair.
5. Matt repaired leaking sink in laundry room. (Also provided timeslips to Amy)
6. Tom (Matt's brother works in heating) cleaned the combustion box in the CH water heater. $60. (Maintenance committee is expected to research replacement and suggest future cost.)
8. Suggested restarting log book with all inventory, receipts and tracking repairs.
9. ***Path bricks need to be repaired. (Needs crew assignment.)
***Mgmnt agrees to reimburse Mary for tree saw blade replacement ($50).
***Follow up: Would Shyra be hired in maintenance support?
(Mary & Hans to follow up with Shyra and appropriate insurances.)
***List needs to be written of projects and prioritize jobs vs cosmetics
(***Mary to share her initial project list with mngmnt.)
Discussion about WC LIABILITY in case of injury for non-insured workers.
Understanding of 1099 worker vs.worker's comp that protects WC liability.
Request to contact WC insurance agent re: coverage for injury of handymen, contractors or vendors assisting on property. Also: for owners & renters who may be injured while serving on property.
***Mike agreed to contact insurance company and followup with Amy about policy and contact info.
1. Discussion about historical potential for productive committee.
2. Leader needed for project management and community encouragement.
3. Templates needed for monthly, annual and seasonal workflow.
4. ***Action Required to meet April 30th Conference (ACM Agenda?)
5. Community Work Day for grounds cleanup and repair?
6. Seeking ideas for better task/chore accomplishment and management.
(*Linda WG respectfully request review of ideological participation and co- housing promises.)
***Put out a general call to community for leader and participants in building historical knowledge banks about:
Buildings and architecture systems
Irrigation systems
Landscaping and property
Visioning for future sustainability admin for master planning
Matt Noorda; paid for maintenance $646.
WC Reserve amount deposited
Accountants Crown Taxes 2014 = $1850. (Request to complete closing & 2015)
WC: Request for 2015 Taxes
Statements: Amy followed up with resident/owners in arrears for dues and assessments.
UPDATE: Certified letters were sent to owner/landlords/management agencies regarding agreed upon tenets of rental leases.
Still awaiting responses from #6, #8, and #21. Expect responses by 2/20.
Discussion followed re: owners in arrears on dues/assessments.
***Linda P and Kelly to cull data of lease responses and owners in arrears.
***Follow-up letters to be prepared for owners re: responsibility to pay arrears and dues with potential penalty.
1. Immediate temporary public website to cover upcoming conference.
2. More development for future enhanced internal site.
3. Consideration for mobile site
***John, Amy, Kay & Shyra will continue to move this project forward. Agreement on theme, content and initial draft available by next meeting. 3/1
Revisit updated By-Laws Hans will share most recent updates
Infrastructure for tasks, accountability and accomplishments.
Reporting system for tasks, meals, workflow, pay & play.
Financial Stability future capital costs and sustainability. 1, 3, 5 year plans.
Emergency Preparedness plans.
Long-range acknowledgement of aging and younger owner population.
Complete CROWN closing.
Visioning for next 20 years.
Build log of historical knowledge, innuendos, insights, ideals and goals.
++++++++++++++++++++++++++++++++++++++++++++++++++++++++++Management Minutes, Tues January 19, 2016, 7:50-
9:40pm.
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