Management Committee
Management Committee
Topics: Topics: Southern boundary issue, Finances, Landscaping
mgtFrom: WCGG on behalf of Kellie Henderson
Topics: Topics: Financial minute, Unit 25 inspection report, Southern Boundary Issue, Snow preparation.
Management Committee
Decisions: Decisions made: Offer reimbursement for snow blower if stored in garage. Only clean gutters without gutter toppers to avoid voiding the warranty. Discuss three options for deck factors at next ACM
Topics: Topics: Minutes approved, Snow blower reimbursement, Maintenance, Compliance issues, Deck factor, Water shut down
Management Committee
Decisions: Decision: Approve stucco repair from MMT stucco
Topics: Topics: Stucco, Landscaping, Finances, CC&Rs
Management Committee
Topics: Topics: Stump grinding and tree work, Compliance/ Path, Workshop, Play structures, Stucco repair, Miscellaneous
Maintenance Committee
Topics: decks
Management Committee
Decisions:
Topics: Topics: Minutes approved, Finances, Landscaping, CC&Rs, South Orchard Boundary Issue
Discussion:
Proposal:
Proposal File: ../ proposals/
Management Committee
Topics: Topics: Renting of Unit 21, Unit 25 fence request, Unit 25 bee removal, South orchard boundary, CC&Rs, Miscellaneous and Maintenance items,Path marker project, Roofing, Gutter cleaning
Management Committee
Topics: linseed oil work party guide for future reference
Management Committee
Topics: Topics: ACM discussion of CC&Rs, Boundary Issue, Compliance issues, Work parties, Finances, Maintenance
Maintenance Committee
Management Committee
Topics: Topics: Stump grinding, Cross beams, Bees in Unit 25, Fire extinguishers in CH, Hans property and fences, Roofing, Miscellaneous
declaration
Management Committee
Topics: Topics: Minutes approved, Roof deck cleaning, Roofing, Lawn Mowers
Management Committee
Topics: Topics: Electric car meter, Path/tree project update, CCNRs, Common path, Limited Common Area, Lawn mowers, Budget so far, Roofing
Management Committee
Topics: Topics:Approval of minutes with addendum, Tree work update, Financial minute, Spring maintenance, Management project list
Management Committee
Management Committee
Decisions: Decisions & Action Items: . - Ask Mel to start by painting halls.. - Authorize Ward Engineering to do survey for lot line.. - Set up the reserve deposit as an automatic payment.. - Mike M to email time sheets to John; photos of maintenance issues to committee.. - Look for donated ceiling fan..
Topics: Topics: c.h. interior painting, lot line adjustment, financials, who gets should Mike M's time card, high gas bill & fans.
Management Committee
Decisions: Decisions: Kay elected president, Ben treasurer, and Kellie as secretary. Approve elimination of under deck cleaning but, if this task is not finished by August, we will send a proposal to the community for a mid-year fee increase. Submit the 7.3% fee increase budget to the community for vote. Repair roof in Kathy K's unit
Topics: Topics: NF Play structure, Electric car rates, Elections of management officers, Financial report/2018 budget, Management goals 2018, Unit 6 roof leak, Carpenter ants
Management Committee
Decisions: Management approves solar panel installation on Kathy A's unit; Show one budget at the annual budget with a fee increase of 11%
Topics: Topics: Approval of last meeting minutes, Review of ongoing action items, Solar panels on Kathy A's unit, Financial update
Management Committee
Topics: Topics: Approval of last meeting minutes, Review of ongoing action items, Solar panels on Kathy A's unit
Proposal: Financial update
Kellie will continue to figure out costs of the land swap
Becca will research how much to charge electric car owners
Kellie will plan a walk through of the community to look at gutters
-Work parties on play structures, gym remodel (Kellie, Becca)
-Tree walkthrough to update tree work list (Lynda A, Mary)
-Common path write up (Kay)
-Weedwacker purchase (Mary)
-B&L repair east side sprinklers (Mary-spring)
-Gutter cleaning ( myste)
Topics: ACM, Southern Boundary Issue, 2019 Budget
Kathy A came to management meeting to talk about the management issues that will be discussed at the next few ACM meetings. Decided to schedule the land swap/ fence issue for
January 27th, in addition to the NF proposal.
The next ACM (Dec 23rd) will be the preliminary discussion of the budget, which Ben agreed to lead.
The final draft of the CC&Rs has been prepared by the lawyer and is ready to be voted on.
When to hold this vote? Could it be held at a topic discussion night outside ACM? It is irregular to hold major votes outside of ACM and may garner controversy. Are we voting or are we consensing? Decided to discuss the ratification of the CC&Rs on the Wednesday, Feb 13th ACM.
Discussed the possibility of doing the land swap through a lot line adjustment. Need to figure out how much this will cost so we know how much money to allot in the budget for the land swap.
Action Item: Kellie will continue to figure out costs of the land swap
Reviewed Linda R's budget draft for 2019
Budget miscellaneous notes:
Extra $1,000 in landscaping for water meter installation in 2010 due to $2,000 in excess water bills in 2018. The water meters will save us money in the long run by pinpointing where the usage is coming from.
Change legal item from $5,000 to $3,000. This includes CC&Rs and the land swap project, but is just an estimate for now until we getter better cost information for lot line adjustment.
$650 for cohousing.org is currently in the budget. This is quite a high number. Should we reduce this number? Eliminate it and ask someone to take up collection for cohousing.org?
$2,000 for retreat. Process is looking to book the woman who did the video from the last
ACM. She charges $450/day plus travel and lodging expenses.
How much are we charging electric car owners for their electricity usage?
Action Item: Becca will research how much to charge electric car owners
Re: [WaCoHo] 12/18/18 management minutes
On Friday, December 21, 2018 8:59 PM, WCGG on behalf of Vicky Wason
Hi,
Mike has calculated what it costs to charge our electric car and can go over it with Becca if that would be helpful.
Vicky
Hans isn't sure of the exact square footage of the fence overage. It was discussed at the fence owner meeting to negotiate a swap of land with Hans (which would then have to be approved by the community). There was much confusion on exactly how much land is in question and the square footage of the trade. Will need to confer with land surveyor on the exact size of square footage.
Hans is concerned that the land swap in question (from Lynda A's fence to the Noorda driveway) would not give him usable land to farm.
After cafe on saturday, decided to do a walkthrough of the area between Lynda A's unit and the Noorda driveway to measure the area.
Action Item: Becca will get more detailed information from the land surveyor
Becca will get measuring tape
The annual meeting is fast approaching and it is time to prepare a budget to present to the community for consideration. Linda R agreed to put together a 2020 budget spreadsheet for management to review and then present to the community.
Action Item: Becca will inquire with the lawyer about how liens work/ how to recoup owed money upon sale of a unit
Mary and Mike MacDonald will work on pruning the trees on the property soon. The italian plum tree behind the carport may not survive more pruning.
Minutes approved from 10/16.
Becca will send reminder email about turning in receipts for reimbursements. Deadline to turn in receipts: annual meeting. She will also put up signs in the common house for those that don't have email.
Lynda A will arrange with Ben to give Linda R access to the Chase bank account.
Lynda will also talk to Ben about the rebate check from Dominion energy.
Kellie will schedule a gutter and downspout community walk through
Lynda A will respond to Lauren about unit 25 inspection report
Kellie will confer with linda wg that we have a snow removal contractor
Becca will call land survey sq footage and confirm the square footage of the land discrepancy
Becca will buy ice melt and put it throughout the community with shovels
Kellie will remind Myste to charge the snowblower
Becca will figure out which committees need budgets
One of the outstanding assessments was paid off! Wahoo!
Most committees haven't spent their money. Important to make sure receipts are turned in soon, not very late. Difficult to vote on a budget without complete information.
Action Item: Becca will send reminder email about turning in receipts for reimbursements.
Deadline to turn in receipts: annual meeting. She will also put up signs in the common house for those that don't have email.
Action Item: Lynda A will arrange with Ben to give Linda R access to the Chase bank account.
Lynda will also talk to Ben about the rebate check from Dominion energy.
Per the inspection report done for the purchase of the unit by Lauren, there were two issues discovered by the inspector that will need attention in the future. First, that the concrete slab ( aka front porch) appears to have settled away from the home and may need regrading. This may have been caused by the introduction of moisture that was not directed away from the home. The second issue is with drainage, as the downspouts were not the proper clearance away from the home and one horizontal piece of gutter appears to be angled in such a way that it would impede water from draining down the gutter pipe. Unit 25 is not the only unit with such issues.
Since Carol's unit was already having issues with her gutter, a walkthrough is needed to identify broken gutters and gutters needing extenders, It is unknown if the cement in front of unit
25 will need to be re-graded, should get a second opinion.
Hans says he is waiting for the weather to cool down more to remove the bees. He is committed to removing them before Lauren moves in in February.
Action Item: Kellie will schedule a gutter and downspout community walk through
Lynda A will respond to Lauren about unit 25 inspection report
Hans discussed with management his concerns about the boundary issue between the south end of wasatch commons and his property in the south orchard. He would like management to declare whether they will accept his land survey or whether management will get their own survey done. He is concerned it will affect the right of way agreement with his other neighbor, with whom he also has a boundary issue. Management has set up a meeting between the affected property owners to hear their concerns and help them understand what is happening and decide on a way forward. Management can't decide prematurely if another survey will need to be done.
Management asked Hans if he would consider any alternatives to having the fences moved.
He would consider doing a swap for a similar sized piece of land, in particular the area between the Common House and the Noorda driveway.
Discussion of impending snowfall and importance of preparation. Last year, snow shovels were left in front of each unit and ice melt distributed every few homes.
Kellie will confer with linda wg (kellie) that we have a snow removal contractor
Becca will call land survey sq footage and confirm the square footage of the land discrepancy
Becca will buy ice melt and put it throughout the community with shovels
Kellie will remind Myste to charge the snowblower
Becca will figure out which committees need budgets.
Re: [WaCoHo] 11/20/18 management minutes
On Tuesday, December 4, 2018 5:14 PM, WCGG on behalf of Annalise wrote:
Thanks, Kellie! Would love any gutter inspectors we get to come look at unit 20 too. We've got one gutter that needs repair for sure, and I'm not sure if ours have the proper clearance either.
Thanks, Annalise
Kellie will have Myste tell Concierge to only clean gutters without toppers and get updated bid.
Kellie will plan a walk through of the community to look at gutters for other broken ones.
Kay will send an email asking everyone to please keep an eye on the weather, and if a freeze is predicted, remove their hose.
UCAIR held a lottery for a snow blower exchange, where a gas unit can be exchanged for a $69 electric snow blower. Myste was selected for the lottery, and will exchange the broken snowblower in the workshop. Unknown if this is intended for personal or community use, but if intended for community to use, management can reimburse for the $69 expenditure.
Decision: Inquire about snow blower and offer reimbursement if kept in garage for community use.
The stucco on unit 18 will be repaired this week. It's too cold to do the work on the cracks and other small repairs around the community.
Management has announced to the community that the North Field play structure will be removed. Our insurance company has informed us that the Common House play structure must be repaired in order to be in compliance with their standards.
Victor on parents committee is planning to get a cover for the sandbox.
Management agreed to have Mike Macdonald take down the NF play structure
Kay agreed to host a work party with Becca, Kellie will organize.
Dig out (weather permitting) the area around playset, sand down the structure using a power sander, apply the rubber mulch, round caps on bolts OR recess them, find carpenter to repair missing boards. Need many more bags of rubber mulch, possibly $500 or more worth.
Materials: respirators (mary says the person operating the power sander needs it,) power sander, round caps for bolts (need measurements. Threading OR take a paper drawing of it),shovels, gloves.
Ask community: do you have the power sander, anyone want to do carpentry
Update: After this meeting, management decided to postpone this work party to an unknown future date.
Lynda A had trouble lifting the east dumpster lid. Will continue to troubleshoot.
John got a bid for gutter replacement, Mary wants to also get a few gutter replacement. Much more expensive to replace one gutter at a time then several at once.
Concierge is scheduled to clean all the gutters on the property in November. The bid was quite high because it involves removal of the gutter toppers. Management recalls that removing them voids their warranty. The gutters without tops require much less frequent cleanings anyway.
Action Item: Kellie will have Myste tell Concierge to only clean gutters without toppers and get updated bid.
Action item: Kellie will plan a walk through of the community to look at gutters for other broken ones.
Management requested that the construction of a deck/porch behind unit 22 cease. Reminder of the proper procedure for this type of construction- inform immediate neighbors, talk to management, then present a proposal at ACM.
Talked about issues with dogs not being leashed. This causes issues with those dogs that are leashed being confronted by the loose dogs. Requested that those who are causing the problems be talked to, so they understand their dogs must be leashed at all times.
Discussion at next ACM about the "deck factor" calculation into HOA fees. Lots of confusion about what the fee should be and other information about decks. Becca presented a few options to management.
Decision: Present the three options at the ACM about deck fees in the CC&Rs. Becca will present the options.
The temperatures are dipping and now the irrigation must be shut off and hoses should be disconnected from houses.
Action Item: Kay will send an email asking everyone to please keep an eye on the weather, and if a freeze is predicted, remove their hose.
Kay will handle the shut off of east garden and the Common House water. She will also send an email about this shut down schedule. She will include a mention about other water meters (ie north field) to remind them to shut off their water.
The best time for stucco repair is before freezing weather sets in. It is imperative that major repairs are completed on unit 18 and Lynda A's unit, but the rest of the repairs throughout the community will have to wait until it's warmer. Lynda got comparative bids and recommends the work from MMT stucco.
Action Item: Lynda A will contact the stucco company to schedule repair
Mary bought three mountain junipers and an evergreen to go on the west berm. Scott Dixon came and cut up the the wood pile in the east berm.
Mike McDonald's check needs approval.
Carol expressed concern about one of her gutters that is damaged.
Linda R is not charging fees to Hob & Sandra because that unit is sold!
List of unknown charges on debit card: going be classified as unknown'
Assets (Balance Sheet) showing $218,000. Since we don't technically have assets, that line needs to be corrected. It will affect the balance sheets going back to 2002, but will not affect year to year budgets or how much money in reserve or checking accounts.
John and Linda R had a phone meeting with our accountant about bookkeeping best practices. The balance sheets will look different in the future regarding assets and liabilities.
Action Item: Kellie will email Hans
Kathy A asked management questions on behalf of process:
At the last ACM, there was a discussion about the deck charge in the
CC&Rs. A lot of questions were raised regarding history, cost, maintenance responsibilities, etc. How are we planning to move forward on the deck discussion for the CC&Rs
Process would also like to do a little budget run through in preparation for the budget discussion at the end of the year. This will help prepare us for discussion once we have a draft budget. Kay volunteered to provide a sample budget request.
Action Item: Management will review the deck question from the last ACM Minutes and come up with some sort of answer/ draft of options on how to address the deck fee
Action Item: Kay will bring her example of committee budget request to
Action Item: Kellie will send out budget submissions & example
Subject: Re: [WaCoHo] 10/02/18 management minutes
On Tuesday, October 16, 2018 8:05 PM, Vicky Wason wrote:
Thanks management! Did people notice there's some stucco coming off on the west side of the common house near the faucet?
Vicky
Lynda A and Mary will walk through the property and update the tree work list.
Becca will send out a doodle poll for the timing of the private meeting for the south orchard boundary issue
Becca will talk to Vicky about a locked cabinet
Kellie and Becca will schedule a work party for the CH play structure and/or removal of the NF play structure
Kellie will announce that the NF play structure is going to be removed
Lynda A will update the management list as soon as she has the third bid from the stucco company so we can move forward as soon as possible to fix the damage on unit 18.
Becca will send the management minutes as requested by the inspector for Hob & Sandra's unit.
Becca will talk to Ace Disposal about the possibility of getting dumpsters with lids
Lynda has stump removal quotes from Diamond Tree Service. She's also looking into a comparative quote from Steve's Stump Grinding. Lynda believes Steve's offers the best service and we should go with them. There will be wood chips left behind that will need to be distributed by the community. This is a great opportunity for a work party. She will verify that the company will take care of the roots as well.
The tree work is done for 2018, but we need to start looking at our priorities for 2019. Last year we got a good deal from Diamond by doing tree work around January or February.
There were some large branches that came down recently behind Carol's house that are concerning.
Action Item: Lynda A and Mary will walk through the property and update the tree work list.
Action Item: Becca will send out a doodle poll for the timing of the private meeting for the south orchard boundary issue
Kay is still working on the write up of what she found with Ben on their compliance walkthrough.
She will include things that need to be removed from the 20 foot common path per city code.
Vicky (and Liz!) are doing great work organizing the workshop.
What are our best practices about storing paint? It's important to keep track of the date so we know what paint is still usable. Should linseed oil and paint specifically for community projects be in a locked cabinet?
Action Item: Becca will talk to Vicky about a locked cabinet
The play structures have been mentioned by our insurance agent repeatedly and needs to be attended to lest we see a rate increase.
There was some disagreement on how to deal with the treated wood and how much of the structure is treated wood versus scrap lumber.
This would also be a good candidate for a work party where we can sand the structure, dig out the area and apply mulch.
Action Item: Kellie and Becca will schedule a work party for the CH play structure and/or removal of the NF play structure
Kellie will announce that the NF play structure is going to be removed
Lynda had two different companies look at the stucco to give estimates on repair. Most of the units have minor cracking of the stucco, much of it from under the porch light. Only one unit
(Lynda's/unit 18) had enough problems that it could lead to structural damage if not fixed. This was also mentioned by the inspector who inspected unit 18 for the extend of structural and/or water damage.
Another company is scheduled to do a walkthrough this Friday. We will move forward as quickly as possible to fix the stucco problem affecting unit 18. Will discuss with these companies whether there is any reason to resolve the cosmetic stucco damage or whether it would be okay to just fix the major problems first.
Action Item: Lynda A will update the management list as soon as she has the third bid from the stucco company so we can move forward as soon as possible to fix the damage on unit 18.
Action Item: Becca will send the management minutes as requested by the inspector for Hob &
Sandra's unit.
Mary brought up several issues on the property. She would like the chickens roaming the property to be better identified. She also would like fly traps to be put around the dumpster and in the North Field bird area. We could attach a community debit card to the subscribe & save option on amazon to get fly traps delivered every few weeks. Reminder to put this in budget for next year. Mary would also like to remind people to bag their trash.
Action Item: Becca will talk to Ace Disposal about the possibility of getting dumpsters with lids
We will have deck numbers ready to report to the community at the next ACM.
The $4500 quote from Roof Doctor mentioned previously was a specific quote to tear out an older wooden deck and dispose of the debris, completely replace the roof membrane system
(including the standard roofing), and replace with a brand new Trex deck (includes materials).
Although Roof Doctor thought they sent the quotes with a break out of expenses, John has not yet received it and we're waiting on that document to understand the roof replacement numbers.
Our committee will consult with a couple of other roofing companies to get an idea of the cost difference between a standard roof and one with a membrane (like under the decks). So far it doesn't look to be substantial.
We found a website which estimates those costs by zip code and it appears to be somewhere between $500 to $700 for a complete membrane roof system for approximately $108 sq ft. Talking to 3 different local roofers will provide a sanity check on those numbers.
Here is the website we referenced:
https://www.homewyse.com/services/cost_to_install_membrane_roofing_system.html
Current committee members are Maxine, Annalise, Susan, and Shawnie. If anyone else would like to join us, you are welcome to help us make contacts and put a small report together.
Per email from Hans to management, Megan cleaned her deck with Mike W's help. The last unit that needs to be done is Mary and Kay's deck. Spoke with Mike W later in the meeting and he stated he gave Megan instructions on how to clean the deck.
Action Item: Becca will verify with Megan that her deck has been cleaned
-Becca did some research on the pressure washer but needs to know what PSI we need in order to determine the best model. She will consult with Mary.
-Concierge Coolers will be here the weekend of November 16th to clean all the gutters. Thanks to Myste for scheduling. They are also scheduled Oct 20th & 21st for swamp cooler shut down.
Action Item: Kellie will verify the work Concierge is doing and at what rate
Becca will verify with Megan that her deck has been cleaned
Kellie will verify the work Concierge is doing and at what rate
Kellie will follow up with Lynda regarding tree removal and stump grinding.
Becca will do a walkthrough of the common path at potluck
Kellie will talk to process about getting 20 minutes at a Sunday ACM to talk about the path.
Kay will work on a list of things to not keep in the 20 ft pathway to give out during educational >ACM
John will ask Elaine if she would be willing to move forward with carpet cleaning project by getting bids and selecting a reliable vendor.
Becca will remind unit 25 to water the flowering pear tree
John will talk to hob and sandra about how they would like to be included in this discussion.
Becca will talk to the three southern units about a private meeting
2016 and 2017 taxes are not finished. Lind R is working with an accountant to get this finished and then we can send out a budgets vs actuals for 2018 so far.
What are our next steps regarding tree removal and stump grinding?
Action Item: Kellie will follow up with Lynda regarding tree removal and stump grinding.
Mary is waiting for weedwacker sale before purchasing one.
The lamp outside Carol's home is flickering and Mary would like to get Steve Harris out to replace it with an LED light. Some discussion as to how bright the light should be. Some believe the older bulbs produced better light, however, these fixtures are quite old and would be difficult to find replacements for.
Decision: Management agreed the light needs to be replaced and the work could be done by
Steve.
Ben and Kay did a walkthrough of the community and noted compliance issues, including materials that are in the 20 foot common pathway that should not be there. Kay is working on typing up a report of the compliance walkthrough.
How to educate the community about the pathway? Decided to talk to community at ACM however, ACM's are backclogged with CC&R discussion. Becca volunteered to do a walkthrough and education after potluck.
Action Item: Becca will do a walkthrough of the common path at potluck, which will include a 20 ft stick for width and a 14 ft stick for height.
Kellie will talk to process about getting 20 minutes at a Sunday ACM to talk about the path.
Kay will work on a list of things to not keep in the 20 ft pathway to give out during educational ACM
Action Item: John will ask Elaine if she would be willing to move forward with carpet cleaning project by getting bids and selecting a reliable vendor.
Action Item: Becca will remind unit 25 to water the flowering pear tree
Scott Hirschi is scheduled to talk to community at ACM on Wednesday, the 12th of September.
There are still questions about what work needs to be done to the play structures (one near the
Common House, the other in the North Field) in order to bring them up to safety compliance.
Roof Doctor is going to give an estimate for replacement of roof decks, which will be useful in the CC&R discussion when determining the "deck fee" Other information needed- what is the life of the roof? What is the life of the deck, and the cost for replacement?
Mike W recalls that the increased cost to deck owners was in case in they had another construction failure, like the one that caused the assessment years ago.
Becca consulted with a GIS expert and verified that there should be no problem surveying just one line of the property, assuming accurate enough GPS equipment.
According to Hans' survey it's approximately 5 feet of land that's overlapping for 100 feet. Only the fences of three units are over, according to the original survey. Susan and Richards unit is not over the fence line.
A private meeting with the three units in question is still needed, but has been post-poned until
Lynda A is back in town, as she is both a member of management and one of the units in question.
Action Item: John will talk to hob and sandra about how they would like to be included in this discussion.
Becca will talk to the three southern units about a private meeting
-Becca got two estimates from land survey companies for survey of the property line between the south orchard and the southern wasatch commons units. One surveyor offered a $700 bid to only survey that boundary line, a second company insisted that the entire property must be surveyed in order to correctly verify the boundary, and gave a significantly more expensive bid. Becca will follow up with the geomatics department at University of Utah to determine which is the most accurate way to conduct the survey.
-Follow up about roof deck cleaning project: all roof decks have been cleaned except one! This was a successful project that was community-led, with very little management oversight, a testament to the follow through and hard work of our residents. Much appreciation for all those involved. The only roof deck left is Megan's. Hans is following up with her to get this finished. The window for finishing the decks is closing as the weather cools and the people who are skilled enough to do this task move on to other projects.
Action Item: Hans will follow up with Megan regarding the deadline to clean the decks.
-Mary has been trying to contact B&L about the sprinklers on the east side. Have not heard from them yet, will continue trying.
-Mary got a bid for $300 to clean the carpets in the CH.
-The pressure washer is still missing. Mary suggests we purchase a higher psi pressure washer for our property.
Action Item: Becca will research a new pressure washer and consult Mary
Hans will follow up with Megan regarding the deadline to clean under her deck.
Becca will research a new pressure washer and consult Mary
Kay and Ben will continue following up with compliance issues in the community
John will clarify with Linda R which part of her roof the solar panel will go on.
Kellie will schedule (or contact Myste to schedule) Concierge Swamp Coolers to come out and clean the upper and lower gutters after the leaves and blossoms have dropped near the end of November.
Alex and Hans presented to management about the rental situation in unit 21. Alex will be moving out in a few months, and the other tenants were given notice they will need to vacate as they are not on the primary lease. Hans asked permission to continue renting this unit. While there are changes to rental agreements at Wasatch Commons in the new CC&Rs, these documents are not finalized and therefore are not yet enforceable. The previous rules- present management with current signed lease- are still in effect.
Hans would like to put up a fence around the property of unit 25 to delineate the border between his property and the community property. The procedure for this project is to notify immediate neighbors, talk to management, then present a proposal at ACM. Suggested that Hans clarify to the new owner that the fence does not delineate a Limited Common Area (LCA's are identified in our CC&Rs on the plat map).
Management requested that whomever is the new owner of unit 25 agree that the bees be removed in spring 2019 and that the new owner is liable for any structural damage caused by the bees. Hans agreed that this would be communicated to the new owner, be included in the seller's disclosure, and that he would show the disclosure to management.
Still working on getting a survey on the south side of the property in order to verify the boundary line between Hans' property and the southern units. Will need to convene a meeting with the south unit owners, which has been postponed until Lynda A is back in town.
At the last ACM where the Schedule of Maintenance Responsibilities were discussed, some edits and requests for clarifications were added by the community. Decided each management member would be assigned a section of the Schedule of Maintenance Responsibility document to write a draft including the clarifications suggested by the community. This will be presented at the next ACM (Sunday the 26th) for approval.
Kay marked the 20 ft common path where the grassy pavers are. The purpose of this is to let the community know the exact location of the path so they can keep it clear of hazardous materials like sharp rocks, tall plants, etc. This path must be kept clear for emergency vehicles per fire code. Some of the markers have been removed. The next steps are educating the community on where the path is and what cannot be placed in the 20 ft path. Ben and Kay agreed they will walk through the community as part of the larger compliance project and notify unit owners if what is outside their unit is not appropriate.
Action Item: Kay and Ben will continue following up with compliance issues in the community
Roof Doctor is on the property this week doing work. Previously, Linda R had requested that her roof be included in the roof replacements in preparation for solar panel placement.
Action Item: John will clarify with Linda R which part of her roof the solar panel will go on.
Need to clean the gutters again this year. In 2017 this was done in May. Too late to schedule a work party for this, and the best time is after the debris drop in late November. Myste scheduled this last year, does she want to be the point person again?
Action Item: Kellie ( or Myste) will schedule Concierge to come out and clean the upper and lower gutters after the leaves and blossoms have dropped near the end of November.
We did it!!!! Thank you to everyone who contributed to the 5 day work party. Special shout out to Kay, who not only provided the knowledge and showed up every day, but stayed late on the last day to painstakingly smear corn starch on all the drips, in the dark. And of course thanks to my partner in crime, Becca, for organizing this and working so hard AND hauling paint into the truck and taking it to the landfill the morning. Oh, and thanks Carrie Jo for letting us steal you for last minute paint moving! There are many others deserving of appreciation, but I'll stop there for now.
I have been documenting this process so we will have all the necessary information for anyone who undertakes this in the future. Feel free to contribute anything that is missing from this list!
Spray wasp nests around beams at least one week ahead
Tell community: move things off porch and off beams. Remove nails from beams if possible. Any plants or vines near your beams may get a little pruning, if you're particular about it, do it ahead of time. Turn on porch lights
-Brush down all surface area (including tops of beams in some places) of the beams with brushes or stiff brooms. Go over the beam with a shop vac. Let dust settle for 24 hours
-Put a layer of cardboard and newspaper or drop cloths on the concrete under the beams to catch drips
-Apply linseed oil to the beams (just a standard brush or roll motion). Use discretion as to whether beam needs one or two layers. Use small brushes for holes.
-Apply cornstarch to any spills
-Do not wad up drop cloths! Lay flat to dry or put in a bucket of water overnight
-All beamwork for CH and units done in 2018 (eaves and posts). The posts can be done every other year or every year for any that get direct exposure from hose spray, and the eaves every four years (less water exposure). 2022 everybody!
-linseed oil becomes flammable when exposed to cloth (not in a can or on wood). Lay them flat to dry and once they are dry they can be folded and put away. They can also be left in a container full of water. The danger is when they are wadded up and left in a pile. You can put them in the laundry machine, but be sure to open the windows and doors to vent. Run the machine empty afterwards to help with smell. Soak the work gloves first and run the drop cloths twice.
-We did this over five evening work parties- August 2nd-5th 7:30pm-till dark, which was usually by 9pm. Probably could have started earlier to get more light, which was an issue. We didnt finish in the original 4 work parties and needed a 5th night. Perhaps if we started earlier or got more turn out we could finish in 4
-The rollers are easiest to use for the eaves. Get extra brushes, especially small brushes
-Have another task in mind if you run out of brushes (In 2018 we had people move paint)
-The common house has SO MUCH beamwork, and you have to do the tops of beams, which will fill your lungs and eyes with dust
-Other units where you have to do the tops of beams: Carol, Izzy, Maxine (more?)
-Will need to scrub step ladders and ladders with biodegradable soap at the end of the project because everything will be slick.
-Dont forget about the back of the back row of beams on the back porch of CH
-Wash brushes with a little detergent to reuse once project is done
-There are two posts and one eave on the mailroom side that is really hard to get and involves trampling plants with a ladder. Best not to plant beloved plants in that area
On Monday, August 13, 2018 9:39 AM, Rebecca Smith wrote:
* You can buy linseed oil in 5-gallon drums from Home Depot, and this is the economical way to do it
* I'd say that drinks aren't optional - the one day we forsook them was EXHAUSTING
* Most units can be handled with a mid-sized stepstool and not a real ladder, but the latter IS necessary for anywhere we need to paint the tops of beams (i.e. Maxine's, the CH, Carol's etc)
* Work party setup, which means gathering materials and moving ladders mostly, is at least 15 minutes, possibly 30 for one person. We should make sure we add this to the time estimate.
-Becca
On Sat, Aug 11, 2018 at 1:58 PM, marina price
Thanks for organizing all of this and sticking with it night after night. It made it easy to jump in and help!
Linseed oil and hauling off junk! Quite an ambitious two-fer.
Note: Management discussed that last meeting we agreed to have Mary cap the water pump on Han's property, but decided to leave the pump on the property.
-Mary called B&L to fix the east side sprinkler system, but they didn't show. No follow up appointment scheduled yet
-Shad took the Troybuilt rototiller and one of the push mowers.
-The weedwackers and paint from the workshop is still in front of the Common House. It will be disposed of at the landfill this weekend.
-Kay marked the path with small flags. Need to notify the community and walk community through the path.
Minutes approved
John will not be at Wednesday ACM. Don't have updated information from lawyer, but the management team has been involved enough with the discussed that we can guide the community through the discussion. Becca agreed to take notes on any questions that need to go to John and/or the lawyer.
Still need to gather information as to whether the fence between Hans' property and the southern units needs to be moved. Suggested that management meet with unit owners to discuss whether another land survey is needed. Discussed who pays for expenses of moving fences considering individual fences are the responsibility of the individual property owners. However, the use of the land is a wasatch commons issue as a whole.
Action Item: Becca will find out how much it costs to survey that land
Management has been receiving complaints about the states of yards, carports being used for external and messy storage, things being stored randomly throughout the property,tall weeds, pet messes, etc. This is an issue of cleanliness and also a violation of the CC&Rs. How have we handled this in the past? From memory, people have generally tried to handle this as individuals, but this didn't work very well. Management didn't issue notices or letters in the past. Expressed by several people that we have obligations to maintain a safe, healthy environment and property values, but also do not want to police our neighbors over small issues.
How to start getting the community into compliance? Send an email reminding people of compliance issues. Start with addressing storage issues outside of the carports and the yards. Things being left out can also be an invitation for theft. Will need to tackle a lot of these issues when we discuss rules and regulations as a community after the CC&Rs.
Action Item: Ben will write an email reminding the community about compliance issues regarding storage. Management will follow up with individuals as well.
Very successful 4 day work party to do apply linseed oil to all the beams and eaves. There is a final work party to finish the back porch and mailroom side of the Common House on Friday, August 10th at 6:30 pm.
We can apply the linseed oil on the vertical beams every other year, the eaves every four years because they do not get sprayed with water. Good idea to do all the beams at once so we know when they are done.
What about ideas for other work parties? We may have time for one or two more work parties before the weather turns cold.
Action Item: Becca will get a full list of decks that need to be done from Mike Wason
Linda R presented a year-to-date budget vs actuals document to management, as well as other financial documents like credit card statements and checks
Linda R will send the budget vs actuals for 2018 to the community.
The accountant is working on it and will let us know when they are done.
Action Item: Ben will follow up with paying the lawyer
A new electric lawn mower was purchased and the operating manual is in the kitchen. Ben agreed to show the community how it works after potluck
Still discussing what model to get. Mary will send her preferences to Ben.
Elaine left a note with management regarding carpet cleaning. Do we want to clean the carpets this year?
[WaCoHo] Re: 8/7/18 management minutes
On Thursday, August 9, 2018 4:10 PM, Kellie Henderson wrote:
A thing I left off (thanks Kay)
Action Item: Kay & Ben will do a community walk-through to identify compliance issues to be dealt with.
Also mentioned:
The upper surface of the beams will have dust and cobwebs. Loosen the dust with brushes, then suck it up with a shop vac. Scraping off the surface layer with wire brushes like we did on the dumpster enclosures isn't necessary or desirable. (The beams are reclaimed wood, and should look like reclaimed wood.)
How about having one crew specialize in cleaning beams, instead of each crew switching between cleaning and oiling? Start the cleaning crew off fifteen minutes or half an hour before the oil application team(s), or clean one night and oil the next. A delay between cleaning and oiling will let dust settle out of the air instead of attaching to the wet oil.
I will purchase linseed* oil and paint tools. I can't find the tools I got last year. :(
Will someone volunteer to raid the recycling for newspapers and for disposable containers suitable as paint pots/trays? and wash the containers before the work party.
BUY several gallons of boiled linseed oil half a dozen cheap 4" brushes several cheap 1" brushes to dab oil into holes and corners several narrow paint rollers, 4" or 6" roller covers with long fluffy nap
SCROUNGE plenty of newspaper (to keep oil drips off concrete) clean disposable containers (e.g., cottage cheese cartons, 28oz cans, shallow square plastic boxes from lunch meat)
LOCATE/BORROW ladders or tall stepstools, preferably one for each participant several stiff hand brooms or brushes shop vac dust masks, eye protection
CREATE
List of units to check off "beams cleaned" and "beams oiled".
Kay
*"lin" as in "linen", which comes from the same plant, Linum usitatissimum or flax.
A word about these notes- I went back through a few months of management minutes to see if there are any tasks or projects left undone. I referenced the minutes where this action items appears in parentheses next to the item. Kellie ******
In Attendance: Lynda A (facilitating), John,
Kellie (notes), Shawnie, Vicky, Kathy A, Hans, Ben, Naomi, Kay, Carol, Becca, Richard, Mary after 7:30
-Ben has a check for Mike McDonald, but it's in the wrong amount. Once it gets reissued we will pay him.
-Since sending emails about the excess push mowers, a couple community members have expressed desire to keep two push mowers instead of one. Unsure whether they need sharpening, this kind of maintenance can make using push mowers a pain.
-Kay did ask Mary about the purchase of the weed wacker/lawn mower, but she didn't make a decision. Last time we decided to have Ben and Mike McDonald buy the mower together if Mary didn't. Ben got the Sparks card back from Mary.
-Ben sent an email about the electric mower option he found online. The battery has a one hour run time and a one hour charge time. We can also look on KSL for back up batteries. Decided to purchase this mower.
-Mary estimates the Troybuilt (which Vicky is trying to sell on Ksl) is about 50 years old.
-Vicky and Becca took photos of the paint supply in the workshop and will post it online. Some requests to try and match a dark purple on the roof siding. Per Mel, if paint is over 2 years old it should be disposed.
-Vicky will post the Troybuilt on KSL (6/19).
-Vicky for non-working weed wackers (7/3)
-Vicky and Becca for paint disposal in workshop (7/3)
-Vicky and Becca will identify and tell community about vulnerable trees that require hand watering (7/3)
-Linda R publish a year-to-date budgets vs actuals for the community
-Ben and Mike McDonald- purchase lawn mower /weed wacker
-Lynda A and Becca: parents committee about next actions for the play structures (6/19)
-Lawn mowing committee: Follow up regarding frequency, etc? (6/19)
-Pressure washer- is it still MIA? (6/19)
-Kay- Mark grassy pavers. Discuss at ACM? (6/5)
-Kellie and Becca will decide on work party schedule for the rest of the year (5/1)
-Gutter survey around each unit (2/20)
Mary will call B&L to fix the sprinkler system.
(see "action item follow ups" for update on weed wackers and lawn mowers)
Lynda has an estimate for stump grinding on the property from Diamond for $ 2125. She will get the contact info for Scott Dixon. Need to get deadwood removal estimates as well.
Discussed having a work party to apply linseed oil to the cross beams in front of each unit. Last year, Carol performed this task but only did the vertical beams. Decided on Saturday, July
28th time TBD for the work party. Becca and Kellie assigned to this task.
Hans is planning to leave the bees in unit 25 and see if they will survive the winter, as most bee colonies die. If the bees die, he will go in and seal up the hole so more bees don't move in.
Management requested a date for bee removal for the safety and health of residents and guests who may be allergic. Hans spoke with a professional bee remover last year and they advised the best time to safely remove the bees was in spring in order to relocate the colony. At that time, the original colony had died and so there were no bees to remove, but a new colony moved in since then. March 2019 is the new deadline for removal.
The company who serviced the extinguishers in the Common House contacted us to service them since it's been one year since they were last checked. We are not required by law to maintain the extinguishers each year as we are not a commercial business. Mary checks the fire extinguishers every six months to make sure we are in acceptable pressure range (dial is in the green not the red). So long as we continue to do this we shouldn't need professional services unless the pressure dips.
Hans communicated with management regarding the unit fences on the south side of Wacoho that are crossing his property per a professional survey he had done. Hans has requested a lawyer draft an agreement that the fences will be moved either as they need repair, or when
Hans' property changes hands, or in the case that Hans decides to construct his own fence on the south orchard, or by a certain period of time, if none of the aforementioned conditions occur first. Hans would like management to draft an agreement that acknowledges the survey as correct and states that the continued location of the fences does not constitute possession of the land. There are currently trees that lie within the fence line that are actually on Hans' property and he would like this agreement to say that tree maintenance and liability is the responsibility of wasatch commons.
When Hans purchased that the south orchard property, some of the fences had already been constructed, some had not. Does Wasatch Commons need to conduct its own land survey to verify this boundary is correct? What was the basis of the original decision to construct the fence where it is? Originally, unit owners made a proposal that was consensed by the community, then the unit owner paid to have the fence constructed.
What does the original survey say that Hans received when he bought that parcel of land?
Would it be easier to just move the fence now instead of entering into a legal agreement?
More information and research is needed to decide how we will proceed. Utmost caution must be taken before we enter community into any agreement that incurs liability.
Hans would like to communicate that the trees on the south orchard, regardless of who purchased or maintained them, are on his property and therefore are his trees. Furthermore, he would like to communicate that although he may grant community members access to the fruit but the trees are his regardless of any unwritten agreements that may have been in place at the time of their planting.
Agreed to the schedule of roofing John sent out, with the exception that more research needed as to where the solar panels will be placed on Linda R's unit and if that section of roof needs to be repaired before placement. John will schedule Roof Doctor to come out for roof replacement.
Mike McDonald now has liability insurance.
The ice maker is not working.
Who defines private vs. public?
What are the specific "yard" parameters?
Boundaries have never been defined.
Front yard definition suggested as the area from the front of your unit to the common walkway.
Side yards can be negotiated by neighbors.
Needs to be a clause to protect the "private" i.e. fenced back yards.
Residents need to maintain fences or the community can request it be repaired/replaced/removed.
If the resident doesn't take care of their yard, at what point should the community step in? Warnings and a time limit should be imposed by Management.
Parking lot vs. assigned parking. "Stuff" just gets blown around, so should HOA be responsible for the whole parking area?
Perhaps remove homeowner responsibility of sweeping asphalt. Homeowner only responsible to clean area between curb and storage unit.
Cleaning responsibilities need further discussion due to this year's deep cleaning being done by the community vs. professionally/paid by HOA.
Question regarding homeowner vs. HOA coverage. If it can be proven it's a design issue or problematic to other community members, does the HOA cover it?
Need to talk to insurance/lawyer about who covers them. Some question about it being "outside the walls." Specific to the issue of windows sliding down and leaking.
-Mike (Mary's grandson) charges an hourly rate of $20, and has a business license but does not yet have liability insurance. Mary is working on getting liability insurance for him.
-Becca sent an email to the lawn mowing committee and did not get a response. She will send another email to the community and ask for volunteers to mow the lawns. Mike has been mowing the lawn but will be out of town.
- Ben is still researching weed wacker options and sending the information to Kay and Mary. He is thinking a gas weed wacker with a blade attachment will work best for our needs
-Lynda A and Becca are in communication with the parents committee to discuss what to do with North Field and Common House play structures.
-Lynda A is still gathering information on which stumps need to be ground down so she can get an accurate quote.
-Becca will send another email to the community and ask for volunteers to mow the lawn.
-Kay will have Mary pick out a weed wacker and give the credit card back afterwards.
- Kellie will ask John for a priority list of roofs and/or if that list was given to him from the roofer and that units 12 and 18 be added
Becca send out email asking for the pressure washer to be returned
Ben will communicate with process about management's request to have CCNRs be the main agenda item on July 11th.
Kellie will contact Associated Fire Protection about servicing the fire extinguishers in the Common House
Mike W sent an email that he has finished his own deck and is ready to train the community members with decks. Several community members committed to do decks, how can management help facilitate this to make sure the roof decks are cleaned? Management agreed to hold a work party to show community members how to clean decks, where those who committed to clean the roof decks can confer on how to get the rest of the decks finished.
Action Items: Ben will talk to Mike W about work party scheduling
What roofs are we fixing this year? We need a list of priorities from the roofer as a starting point so we can make decisions on what to complete. In years past we had the roofer "grade" roofs based on what shape the roof was in. In some cases ,roofs were moved ahead in priority if the unit owner planned to put up solar panels on that roof.
It's important that when community members ask about when their roof is going to be completed that we can give them an answer. The inspector of unit 18 stated that that roof was a priority, management agreed it should go on the roof list for this year. Linda R requested her roof be finished this year so she can get solar panels.
Action Item: Kellie will ask John for a priority list of roofs and/or if that list was given to him from the roofer and that units 12 and 18 be added
Currently we have one gas mower donated by Carol, an electric mower and a hand mower. We started the season with two additional gas mowers, but both are old and beyond repair. It's clear we need to purchase another mower. There was a discussion of electric vs gas mowers, and our property lawn care needs. We have quite a bit of property and much of it is uneven land. The electric mowers are $200-300 more than gas. The only gas mower we can use on uneven surfaces like berms and wild areas is Carol's mower, which isn't new and could potentially break. There also is the question of hardiness, can electric lawn mowers endure the beating of being used on a property of this size and (inevitably) treated roughly or improperly by community members. It would be troublesome if that mower broke after we decided to buy another electric mower, as we'd only be left with two electric mowers and a hand mower. Another option is to buy a new electric mower and a spare battery, and one could have one battery charging while the lawn is being mowed, and once that battery was used up the charged battery could be swapped out. Some members of the community have offered to pay the difference between gas and electric mower. There are some mowers with batteries last 90 minutes.
Action Item: Ben will research lawn mowers
Per John's correspondence with our insurance provider, volunteer work by residents is covered but must be sanctioned by the board. Discussion as to how to make sure we are in compliance with this requirement without making volunteer work more bureaucratic.
Decided: Subject to usual community procedures and policies for fulfilling property maintenance, all community residents are hereby approved by the board to perform any and all maintenance tasks.
Action Item: Kellie will send this language to management for approval
Troybuilt: The Troybuilt is a tiller that, according to Mary, does not work and is too old to find replacement parts. Does not make sense to keep it.
Pressure washer: The pressure washer the Cannons bought is missing. The Cannons have offered to sell the pressure washer to us for $100 but whoever used it last did not return it.
Action Items: Becca send out email asking for the pressure washer to be returned
Shawnie asked the management committee about what the timeline is for the CCNR voting/review process for the ACM. She expressed concern that there will not be enough time to review CCNRs at ACM. Requested that management communicate how much time they need at ACM to discuss and what the target date is for the CCNR vote. Decided that the July 11th ACM would be a good time to discuss the CCNRs, requested it be the main agenda item. It would be a good idea to have people read the documents ahead of time and have questions prepared in advance. Fielding questions from members who have not reviewed the documents at all can unnecessarily delay the discussion.
Action Item: Ben will communicate with process about management's request to have CCNRs be the main agenda item on July 11th.
Discussed that we need to understand the differences between the original (1998), 2013 revisions, and current proposed CCNRs.
A few units have reported that their windows have sunk into the window frame and there is a gap between the pane and the glass. This is not a carte blanche approval to fix all windows on the approval, but the HOA is approving fixes of a specific construction defect that caused the gap in the windows.
There is discussion with a window repair company who looked at the windows and gave a reasonable quote (vs comparable to Home Depot) of approximately $250-280 per window repair. Will need to follow up and get a finalized list of how many windows with this specific defect need to be repaired.
Action Item: Kellie will contact Associated Fire Protection about servicing the fire extinguishers in the Common House
Weedwacker- per Mary the weedwacker we have is not adequate. We need this equipment to cut the berms and keep them up to code.
Action Item: Ben will do some research on weedwacker options and run the results by Mary.
Action Item: Becca will communicate with Mike (Mary's grandson) regarding his hourly rate
We're at the half year point, now would be a good time to present to the community the budget vs actuals, including a reminder that the roof decks need to be cleaned.
Linda R asked about whether her roof will be repaired this year, otherwise she loses the opportunity for 100% net metering for her solar panels. A chart was sent out about roof repair by John. Need to make a list of priority roofs for this season.
Lynda A will talk to the parent's committee about the Common House play structure as well
Diamond Tree Service has agreed to remove the trees in front of Kathy A's home, grind the stump and remove any roots that are exposed.After some negotiation, Diamond agreed to work for the winter rates ($1300/day). The work will be scheduled for some time in April to ensure the ground will be thaw and Mary will be back to oversee the removal of the bricks to expose the roots. Still open question as to whether we hire someone for brick removal or have community members do it. Will notify the community as soon as a date is set for removal.
Who can schedule professional tree work and for which trees? Aside from small trees that are a part of someone's personal landscape, larger trees need professional tree trimming and that service must be approved by management. In order to be in compliance with our insurance coverage, any contracted work in the community must be done by someone carrying liability and worker's comp insurance.
When are the fruit trees getting trimmed? Mary has usually done the pruning on the fruit trees
each year. Will add fruit tree pruning to annual maintenance list.
A few people have not adjusted their automatic HOA payments to reflect the new 2018 rates.
Reimbursements: approved $80 for a shop vac & a light, and a second reimbursement for
$230 for common house furnishings.
Approved check to pay for snow plowing services in the parking lots.
Need to have a system for approving checks. Management members can reply to the wasatch commons email with an approval but a physical signature is still needed. The bank only requires one signature for our checks.
Gave go ahead to file taxes for 2016 and 2017.
What should be our next focus for maintenance? It's important to get our community up to code- ie city, condo, fire codes. This would include maintenance on the path, maintaining the play structure, etc.
What about our play structures? Lynda A and Becca have been meaning to meet with the parents committee and look at the NF and CH play structure. One concern about the CH play structure is the swing sets swing side to side, which could result in injury.
Action Item: Lynda A will talk to the parent's committee about the Common House play structure as well
What are our upcoming needs in order to be ready for spring?
Do we need to hire someone to mow our lawns? There were concerns expressed about service contractors not practicing organic methods. There are budgetary constraints as well, however, we could hire our snow plow contractors to do lawn maintenance to just "mow and go" to avoid weed propagation and damage to lawn mowers when the lawns get overgrown.
Corn gluten (different from wheat gluten) can be used as a lawn pre-treatment to suppress dandelions before germination. Do we have a spreader to deploy this on the lawns? Will need to notify the community before applying.
Traditionally we have not applied fertilizer to the lawn, though sometimes we have applied compost to the lawn or had a company aerate the lawn.
Management has a long list of ongoing projects that are quite exhaustive. It's difficult to get a leader for every single project.
It was discussed that community members can and should contribute to these projects.
Management members have a lot on their plates and it's difficult to tackle all these items among
6 people. One suggestion was to revive the maintenance committee. Another idea is to post the list of projects to the community and ask for people to take on that project. Sometimes people feel less intimidated taking on a single project at a time (example: North Field light fix was done this way). When management has fewer maintenance items on their plate they can focus more on their time on financial, legal and policy matters. Sometimes people feel hesitant to work on projects because they are afraid of criticism.
Process is trying to revitalize the committees. This could be a topic for ACM. Having someone managing maintenance tasks would be enormously helpful.
Decided to start by compiling a list of maintenance items.
Another part of the management project list are policy and document related, for example, laundry and guest room policy, compiling minutes from management meetings, policies of wasatch commons, etc.
There was much discussion about the culture of Wasatch Commons, how to get members to participate in co-housing, how to properly orient new people, and how to get members to own projects and be accountable.
Please note about the paragraph below. Sensitive or private documents (like landlord leases, etc) will be included in the documentation project but would not be available for public review. These items will be kept secure and confidential. Reference from the original minutes: Documentation project
We must have 3 years for documentation (minutes, landlord letters, leases, rules and regulations, financial statements, etc) available for legal purposes in case of an audit. It would be preferable to have physical copies of these documents available somewhere in a dedicated binder that is updated every year end. Another option is to have residents-only section of the wasatch commons dedicated where all these documents are kept online.
On Thu, Feb 22, 2018 at 2:25 PM, Shawnie
Excellent, thank you. Approved minutes from 2nd January meeting. Went over action items. Kay added the names of newly elected management to the signature page and sent out the annual meeting minutes again. Check Google Doc invite from Kellie. Mike M was emailing his time card and photos of work to Ben, as Treasurer; John is now. :: Mike M to send time card to John. Send photos of maintenance issues to all of Mgt. Kellie talked to Mel about painting the common house. She charges $25/hr. She is not working currently. She usually only has a day's notice when she gets called on a job. In Mel's judgment the areas that most need work are the hallways and kitchen. The kitchen would require a fair amount of prep work taking things down but doesn't have a lot of wall exposed. Lots of bulletin boards in kitchen hall. She estimates 4 days to do the dining room including window trim & doors, but not the walls above the beam if she has a ladder but not scaffolding. Mary has scaffolding. Community can speed up the work by taking things down from walls. Mel prefers to do the taping herself. If we aren't particular about an exact paint match, it would take just an hour to paint the patched area in the office. The room isn't used much and isn't well lit. Scheduling: Give time to dry before weekend of retreat; even low-VOC paint off-gases. Kellie won't be available to work with Mel the first two weeks of March. Cheryl is out for two weeks starting Saturday. :: Ask Mel to start with halls, bathroom, and trim. Office if enough time. Mary says the leak that is damaging sitting room wall by chimney is from the outlet for the swamp cooler. Should have been fixed when reroofing, hard to do otherwise. Chris Earl of Planning Dept told Kellie that a site plan (Meets and Bounds(?)) will show everything and is easier than updating the plat. He suggests doing the lot line adjustment with WCCA separately from adjustment with other neighbor. Need to file forms 1) Legal description, 2) site plan, 3) deeds, & 4) easements. Surveyor does all those. John emailed some questions. Do we need a sales document (contract?) as well as the lot line adjustment document? Hans has said he will pay half the costs, which is recorded in our minutes. Contract seems unnecessary. Do utilities need to be marked or does surveyor take care of that? :: Kellie will write a letter to Ward Engineering giving the go ahead to start. Later this spring remind residents on dog row to install gates between yards. Handouts from Linda, balance sheet, profit & loss, member balance sheet. Balance sheet is off because reserve payment has not been made for January & February. Ben was doing that. :: Look into setting up the reserve deposit as an automatic payment. "Undeposited Funds" is money been billed for monthly fees but not moved into our account yet by the bank. It takes them a week to ten days to transfer it. January c.h. gas was $270. Adding ceiling fans to dining room would help. Electrical boxes are already in place. Mary says she can do the installation. Getting three good-quality matching fans would be ~$1,000. Fans from Restore would be cheaper but they wouldn't match, may not be in good condition or energy efficient, although most people don't look up so likely only a few people would notice mismatch. Even one fan would help. Is the fan that Mary donated still around the c.h. somewhere? Subject: Re: [WaCoHo] minutes Mgt 2018 02 05 On Sunday, February 10, 2019 10:17 AM Linda Walsh-Garrison wrote: Hi all - There are a couple of questions here: 1. FANS: When last researched 2-3 yrs ago - it was discovered that the electrical boxes were not live. They aren't connected - has that changed? Also, it is an industrial installation - the drop poles must be sturdy and beams drilled through. Electrical hookups must be to code' for long term safety and insurance viability. It really is not a handyman job. (BTW - our heating bill averages $105-125/winter month with same hot air furnaces. The $270 is about right for that size building.) 2. AUTHORIZATIONS: For management decisions there needs to be a quorum of four. Basically, authorizations made by less are not valid. There were only 3 members present which negates any decisions made. This is problematic on two points.- May I suggest a discussion to consider alternate management members to step in - or a larger management group? It has precedence that a consensus can adapt bylaws when it is better for the community. IMHO, Lindawg Lynda A and Becca tested the NF play structure for safety. They tried to shake it from the bottom and it was pretty sturdy. However, when the structure was pushed from the top, it was pretty unsteady and leaned to the side. Have not yet conferred with the parent's committee. The NF area of the community is full of garden implements, equipment, sheds, etc, and probably isn't an ideal location for such a structure. Would it be more worthwhile to invest our energy, time, and resources into the CH play structure exclusively? Will consult with parents committee and bring to community. Action Item: Lynda A will communicate with parents committee Becca is following up with Hans to get more information on how we are charged by Rocky Mountain Power for electricity to better inform how we can charge people with electric cars. Decision: Kay elected president, Ben treasurer, and Kellie as secretary. Ben proposed that we lower our thermostat temperature from 68 degrees currently to a more reasonable temperature to save money. It's possible we could program the thermostat for warmer temps on Wednesdays and Sundays and for the comfort of guests, and to lower the temp other times when we don't have guests. There are three thermostats in the common house. Ben will continue to research. Does budget require 2/3rds majority or is that voting standard only available at the annual meeting? Per our bylaws (and Utah law) 2/3rds majority is used when voting on budget. What is the 2018 fee increase recommendation from management to the community? Management recommended a 7% increase budget, but there was also proposed a 4% budget that included very lean committee budgets and eliminating a $3,000 line item for cleaning under the decks. Do we feel confident that we can even eliminate this line item given that this maintenance must be done properly or risk damage to decks and roofs? Can we count on this labor by community members? What about committee budgets? Decision: Approve elimination of under deck cleaning but, if this task is not finished by August, we will send a proposal to the community for a mid-year fee increase Submit the 7.3% fee increase budget to the community for vote Have we paid off the solar panels yet? Will have to do more research in the ACM minutes.*** Action Item: Ben will send out 2018 budget to the community. Extra copies of reserve analysis What are management goals for the new year? Enforcing rules on a case-by-case basis can make us vulnerable to lawsuit if someone feels they can make the case for preferential treatment. Policies (like guest house policies) that were consensed need to circulated to the community then enforced. If a policy has not been created, can't be found, or is out-of-date, draft a new one! Many community rules and customs have not been codified into official policies approved by the community. Increased trust and faith that rules are applied fairly If we ever need a loan we'll need established credit, but we can establish some as a business entity. Leaks in the opening between the roof and swamp cooler are a subject of debate, they may be subject to HOA or homeowner repair. Last year HOA paid for a couple leaks in this swamp cooler/roof gap. Decision: Repair roof in Kathy K's unit. Unit 5 discovered a infestation of suspected carpenter ants and asked management if they are responsible for pest mitigation due to potential structural damage. Per management discussion, pests are a homeowner responsibility . Action Item: Kellie will respond to email about carpenter ant infestation. Becca will follow-up with Hans about the lease for unit 25 Lynda A will ask the person from Roof Doctor while he is looking at her roof to look at Kathy A's roof and see if they have redone that section of the roof. -Ovens are installed, working, and Dean has finished the cabinet modifications. Mel, Annalise, Becca and Kellie will repaint the kitchen ceiling some time in January. Lynda and Becca will visit and assess playground structures and get update from playground committee Becca - Formula for Kathy A's electric car rates Will connect with handyman for deck cleaning in Spring. Kay: Check tracking &response on mailed lease letters for receipt Follow up on Mortgage lists on all units Topics: Approval of last meeting minutes, Review of ongoing action items, Solar panels on Kathy A's unit, Financial update Decisions: Management approves solar panel installation on Kathy A's unit Show one budget at the annual budget with a fee increase of 11% Becca is still conferring numbers with Kathy A to determine how much electricity her car is using. Kathy has a meter for her car charger to track how much electricity she is using, however, other electric cars in the community do not. Checking receipt of lease letters According to post office we know 4 of the landlords have received the letter asking for an approved lease. We have not received the leases yet. Action Item: Becca will follow-up with Hans about the lease for unit 25 The office door lock is especially difficult to use and it would ease a good amount of frustration if we could replace the lock. Mary and Lynda A have done a lot of research regarding alternative lock and door configurations. Another solution is to remove the lock and replace it with a non-locking door. Solar panels on Kathy A's unit Kathy is still negotiating solar panel placement with Maxine. Kathy is wondering if the upper portion of the roof has been recently re-done to avoid disturbing solar panels. It would be wise to mention in the new CC&Rs that the resident, not the HOA, is responsible to pay for removal of solar panels in the event of any necessary maintenance to the roofs. Decision: Management approves solar panel installation on Kathy A's unit Action Item: Lynda A will ask the person from Roof Doctor while he is looking at her roof to look at Kathy A's roof and see if they have redone that section of the roof. Linda R is still working on furnace rebate. Should two budgets be presented at the meeting or only one, as is tradition? Decision: Show one budget at the annual budget with a fee increase of 11% Action Item for all members: compile a list of management projects/achievements/shortcomings to present at annual meeting Becca will follow-up with Hans about the lease for unit 25 Lynda A will ask the person from Roof Doctor while he is looking at her roof to look at Kathy A's roof and see if they have redone that section of the roof. -Ovens are installed, working, and Dean has finished the cabinet modifications. Mel, Annalise, Becca and Kellie will repaint the kitchen ceiling some time in January. Lynda and Becca will visit and assess playground structures and get update from playground committee Becca - Formula for Kathy A's electric car rates Will connect with handyman for deck cleaning in Spring. Kay: Check tracking &response on mailed lease letters for receipt Follow up on Mortgage lists on all units Decisions: Management approves solar panel installation on Kathy A's unit Show one budget at the annual budget with a fee increase of 11% Review of ongoing action items Electric car metering/charge Becca is still conferring numbers with Kathy A to determine how much electricity her car is using. Kathy has a meter for her car charger to track how much electricity she is using, however, other electric cars in the community do not. Checking receipt of lease letters According to post office we know 4 of the landlords have received the letter asking for an approved lease. We have not received the leases yet. Action Item: Becca will follow-up with Hans about the lease for unit 25 Office door lock The office door lock is especially difficult to use and it would ease a good amount of frustration if we could replace the lock. Mary and Lynda A have done a lot of research regarding alternative lock and door configurations. Another solution is to remove the lock and replace it with a non- locking door. Solar panels on Kathy A's unit Kathy is still negotiating solar panel placement with Maxine. Kathy is wondering if the upper portion of the roof has been recently re-done to avoid disturbing solar panels. It would be wise to mention in the new CC&Rs that the resident, not the HOA, is responsible to pay for removal of solar panels in the event of any necessary maintenance to the roofs. Decision: Management approves solar panel installation on Kathy A's unit Action Item: Lynda A will ask the person from Roof Doctor while he is looking at her roof to look at Kathy A's roof and see if they have redone that section of the roof. Financial update Linda R is still working on furnace rebate. Should two budgets be presented at the meeting or only one, as is tradition? Decision: Show one budget at the annual budget with a fee increase of 11% Action Item for all members: compile a list of management projects/achievements/shortcomings to present at annual meeting Page generated May 19, 2020Minutes of Management Committee Meeting, on Monday, February 5, 2018
Painting Common House Interior
Lot Line Adjustment
Financials
Fans
Addendum
Minutes of Management Committee Meeting, on Tuesday, January 16, 2018
Action Items:
Report back of Action Items from previous meeting:
Ongoing Action Items:
NF Play structure:
Electric car
Management officer positions
Financial Report
2018 Budget
Management Goals 2018
Consisty of enforcement
Health of community
Community participation
6 work parties a year
Put rules and regulations on website
Get 2016 and 2017 taxes
Get credit rating for Wasatch Commons
Unit 6 roof leak
Ants
Minutes of Management Committee Meeting, on Wednesday, January 3, 2018
Action Items:
Report back of Action Items from previous meeting:
Ongoing action items:
Review of ongoing action items
Electric car metering/charge
Office door lock
Financial update
Addendum
Minutes of Management Committee Meeting, on Wednesday, January 3, 2018
Action Items
Report back of Action Items from previous meeting:
Ongoing action items: