Management Committee
Decisions: Decision: Okayed Annalise's request to catch up her HOA fees balance then continue paying $100/mo.
Topics: 7:30-9:00 p.m.
Discussion: Topics: #10 loan; finances reserve transfer, account change, new cash-back card, budget, fiscal year; updating mortgage & lease records
Management Committee
Decisions:
Topics: Topics: locks, budget, earthquake insurance deductible
Discussion:
Proposal:
Proposal File: ../ proposals/
Management Committee
Topics: 7:30 p.m.
Discussion: Topics: follow-up of switching financial institutions, guest room locks, earthquake< insurance, leaf blowing, solar, reporting at ACM, record-keeping.
Management Committee
Topics: 7:30-9:15 p.m.
Discussion: Topics: house demolition, earthquake insurance. Financial: moving accounts, autopay accounts to be moved. Maintenance: water for north field, painting light poles.
Management Committee
Decisions: Decisions: We won't sign a hold-harmless on behalf of the community. Willing to give a verbal okay. Approved Affordable tuning up c.h. & workshop furnaces. Approved purchase of pressure washer.
Topics: 7:30-9:00 p.m.
Discussion: Topics: Noorda house demolition, budget, steps to change accounts, earthquake insurance. Maintenance: laundry room door lock, cement grinding, painting lamp posts, furnace tune-up, branches in dumpsters, leaky backflow valve
Management Committee
Topics: Topics: solar presentation, water to north field, new financial institutions, carport painting, furnaces, FHA, Noorda demolition.
Discussion: Decisions: Move checking to Mountain America & reserves to University Federal. Carport doors & trim same color, something like cream. Get Kurt from Affordable to look at the c.h. & workshop furnaces.
Management Committee
Topics: Topics: tree planting, search for new banking institution, painting carports, Noorda house demolition
Management Committee
Decisions: Decision: Look at moving the reserve from Cap One. Drop north play structure off "to do" list. Accept bid from UC of Utah for painting carport metal & carport doors. Add to to-do list, after annual mtg, update mgt on both Div of Corp and HOAs8
Topics: Topics: reserve, updating corporate records, submission of declaration; maintenance leaky valve, asphalt, painting carports, north play structure.
Management Committee
Decisions: Decisions: Remove internal requirement to have two signatures on checks for contractors that Mgt has arranged with beforehand. Still require two signatures on checks to residents.
Topics: Topics: stucco, enforcement, two-signature rule, painting, window glass slippage, asphalt patching, shed in north field, permission for common area usage
Management Committee
Topics: Topics: tree work, east berm, reserve, locks
Management Committee
Decisions: Decisions: Repay full purchase for N.F., budget to be restocked by later fund raiser. Do roofs of 17 and 8-10-12-14 fourplex.
Topics: Topics: north field budget, trees, irrigation & water meters, roofs, deck roofs, asphalt seal, concrete by c.h.
Management Committee
Topics: Topics: boundary realignment, slipping windows, Cap One reserve rate change, reserve UFCU CDs, account access & signatories Cap One & Chase, concrete, NF play structure, concrete, record binders, asphalt, weed whacker purchase
Management Committee
Management Committee
Topics: water system on east side
Management Committee
Decisions: Decisions: Policy, multiple residents attend initial contractor walk-through. Maybe reassure contractor that once the decision is made to hire, they will be dealing with a single contact.
Topics: Topics: weeds, sale units, trees, concrete, capital reserve, water, CC&R
Management Committee
Topics: Topics: trees, concrete, roofs, water, financial, mowers
Management Committee
Topics: Topics: Reserve CD ladder, taxes, tree clean-up after storm
Management Committee
Topics: Topics: cd for reserve, lawn aeration, combining electric meters, financial report, FHA renewal, taxes
Proposal: Decision: Ask John to attempt taxes with Victor's TurboTax.
Management Committee
Decisions: Decision: Ask John to attempt taxes with Victor's TurboTax.
Topics: Topics: cd for reserve, lawn aeration, combining electric meters, financial report, FHA renewal, taxes
Management Committee
Topics: Topics: accountant, accounts, reserve, maintenance, landscaping work, pressure washer, electric meters
Proposal: Decision: Try accountant Taylor & Associates. Post financials monthly, email quarterly.
Management Committee
Topics: Topics: accountant, records, inner-office keys, mortgage info for CC&R, maintenance, lot-line adjustment
Management Committee
Decisions: Decided to keep to 1st and 3rd Tuesday schedule for meetings, but change time to 7:30-9pm for the time being to accommodate member schedules better.. After a few weeks, management will re evaluate if the new meeting time is working and decide whether to continue the same schedule or revert back to 7pm start time.
Topics: Topics: Minutes approved, Election and fac schedule, update land swap (zoning), NF shed, gutter cleaning
Management Committee
Topics: Topics: 2018 management accomplishments,Water, Budget, Reserve Analysis
12/3/2019 minutes didn't include the update on a confidential matter. Otherwise approved 12/3/2019 minutes.
Since there are stories swirling around the community, Kathy plans to send an email regarding the history of the loan to Myste for #10 that Kathy purchased from Hans, and explaining what her intentions are. She had asked Myste to write it but hasn't received anything. She will show her message to Myste before it is sent.
Kay tried to do the transfer from the reserve to the checking to cover some recent work but wasn't able. She will try again from a different computer.
Kay > transfer $6500 from Cap One reserve to Chase checking to pay for carport painting.
John > ask Ben if Spark card requires us to have an account with Cap One other than the Sparks card itself, or if we can close the reserve without closing the card yet.
Checks for Mary, Mike MacD, Kathy, Am Fam, painting company.
John > arrange with Ben to pay Am Fam insurance or get card from him to do it.
Kellie > research cash-back card rates and requirements.
Linda R passed out budget worksheet.
Drop budget columns for 2016, 2017, & 2018 and just show actuals. Add columns for a
0% increase and for all budget requests.
S&S is about the only committee that hasn't submitted a request.
Kay > email reminder to community to submit reimbursement requests.
Kay > email reminder to Safety & Security to submit budget request.
Consider if changing the HOA's fiscal year would simplify things. Preparing the budget in December is always a crunch because of holiday schedules. Setting the deadline for committee requests earlier probably wouldn't be effective.
John will present draft of budget at Sunday ACM.
Linda will create framework for budget for next meeting.
Approved 11/19/2019 minutes.
Mary reported on research on options for door locks.
- fasten behind the person going out, key to get in or no key,
- high-security keys that only a pre-authorized person can get copies made.
Mary got some door trim to replace the damaged trim on a couple of storage unit doors.
The dishwasher should be run once a month with citric acid to delime it. The washing machines should be run with washing-machine cleaner. Monthly team list?
Should cancel Chase debit cards.
Linda recommends $20K to $25K float in the operating checking account. We have $30K currently. Some could be used to make up deficit from higher insurance premiums.
Respond to budget email & give feedback before December 15!
Scott H consulted a bunch of other agents/lawyers re who is responsible for 5% earthquake insurance deductible, the home owner or the HOA. He was told the law can be interpreted either way. If we want the HOA to be responsible, we should amend the CC&R to say so. If after all the courts decide the law says the home owner is responsible, that overrides the CC&R.
Approved minutes from 11/5/2019.
Three payments on Spark card.
Five payments on Chase account.
:: Cheryl will work on moving auto-payments to new accounts.
:: John to give Linda R view access to the new accounts.
Transactions from Spark and Chase reserve currently transfer into QuickBooks by themselves. That lets Linda see all transactions but not current balance, so she can't reconcile the account. Would be nice to have online depositing.
:: Once online access is done, set up Mt Am & UFCU accounts to feed into QuickBooks.
Linda would like actual paper statements from the banks to save her having to print them.
Kathy Albury, refund overpayment of HOA fees.
Cheryl Keil, notary reimbursement.
Mary English, front loader can have check when provide receipt.
:: Mary, call company for receipt, & turn in.
Lock on bedroom door upstairs locks when you shut it. Guest recently got locked out while taking shower. Victor suggests this might be an opportunity to go to a keypad. Maybe could get a decision at ACM about this if discuss just guest room locks, not entrances.
Next two meetings Dec 2 and 17 will put together budget.
Susan is concerned about leaf blowers kicking up dirt.
Some confusion about what Scott Hirschi said. Is the earthquake deductible the responsibility of the unit owner or of the HOA? Does a loss assessment rider cover the earthquake deductible or do you need an earthquake rider? Does it depend on whether it is charged as a special assessment?
Want to see more concrete details on how net metering and tax credits might work since the community's electric bill is only for the meters and has minimal taxes.
Management doesn't need to be the ones to spearhead a solar proposal. It could come from any residents.
It might be helpful to plan Management's report at ACM near the end of each meeting.
Need to update records on leases and mortgages.
:: Kay will request mortgage information from new residents.
:: Kay will find letter to landlords requesting leases. Article 7 of CC&R.
:: Table request for leases until after December 7 meeting.
10/15/2019 minutes approved.
Not assigned, move auto-payments from Spark and Chase to Moutain America.
Kellie, get earthquake insurance on ACM agenda.
Add to maintenance list for next spring, change water so can leave wild area and firepit hydrants on during winter.
Kathy will be using the common house to make several pots coffee to take to an event in the morning. She has no water in her unit. The pipes have rattled several times; the most recent time the water went off. Robert Walton is in New Zealand. Mitch from Walton said it might be the pressure-reducing valve.
Went over financial report. Water bills are normal amounts, not continuing huge jump last year
There is a check for Unforgettable Coatings.
Linda R has done everything from the account-closing list that she can do until she has online access.
Linda has a list of charges, with account numbers, that need to be transferred from Chase or the Spark card to the new Mt Am card or account.
- On card, Ace Disposal, Am Fam Insurance, one water bill
- On Chase acct, two gas bills, two water bills, electric bill
There are a number of outstanding checks. Affordable, Concierge, Mike M, Kay, Linda R.
Demolition. Grant Mackay put together a hold-harmless agreement and wants one signature, probably Hans as the property owner.
Light poles. Mary & Mike M will finish painting light poles. Steve Harris will be repairing switch on fire place.
The stop-and-waste valve by the workshop turns off the water in the wild area and the north, both the garden bibs and the hydrants. Because the anti-reflux valve is above ground, it appears the workshop valve needs to be turned off, not just the separate stop- and-waste in the north field that controls the garden bibs there. The chicken club needs water, and the fire pit gets used during the winter. For this winter other arrangements will need to be made.
Our insurance agent has checked; apparently all insurance companies are raising their premiums on earthquake.
:: Needs to be discussed at ACM.
10/1/19 minutes approved.
Kellie has been looking up hold-harmless agreements. Most of them are fairly simple. Kellie read a sample. The concerns during ACM were that we don't want to give them too broad an agreement. Add something about "liability related to methamphetamine contamination"? John suggests running it past the attorney since it is a legal agreement binding the community. Maybe ask McKay if they are requiring all neighbors to sign something similar. Reluctant to spend money on an attorney because McKay is nervous. Feels like making a mountain out of a molehill. Management cannot speak for individual residents.
:: We won't sign a hold-harmless on behalf of the community. Cheryl will communicate with
Grant McKay. Willing to give a verbal okay.
Establish a process for budget. (1) Year-to-date actual, Send out report of expenditures for first three quarters. (2) Committees should submit requests by November 1. Solicit any additional budget lines we want to add. (3) Preliminary budget. Management will circulate a draft. (4)
Get community feedback regarding actuals.
Set out goals for 2020 budget. Possible goal: Not raise fees. Identify expenses that aren't yearly, for instance a new reserve study.
Laundry room door won't stay closed. Mary had locksmith from Glen's look at it. He said adjusting the hinges should fix. Lock that locks behind you is called "store room locks" they are expensive.
Mary has two cement companies coming to give bids on cement grinding on heaved sidewalks.
Ask Davenport as well. Mary thinks minimum of six spots plus lip of garage door.
Mary & Mike have repainted most of lamp posts, a couple left to do. Mary will be repainting identifying numbers on each lamp post.
Two storage units have broken trim.
:: Kay, give John a thumb drive to put irrigation pictures on.
Financial.
:: Linda will post the year-to-date actual.
Receivables report was emailed.
>$8K owing in fees.
Hans paid $100 towards rental of front-loader and Mike's time.
Received tax notice, $0 for common areas because included in individual units' taxes.
Remind everyone that if they have reimbursement checks they haven't cashed/deposited, do it before we change banks.
Wrote check for Jan-May reserve deposit to go to UFCU.
Check for $10K from operating funds to go to Mountain America.
$10 kicked in by UFCU to open account. John is donating the $5 to open Mt.Am.
Both credit unions offer only a single user account that has access. John hasn't set it up yet.
Went over report of steps for changing banks. Items Linda can do in black, items that require
Management in red.
Will get "savings reserve credit card" cash-back card from Mt America guaranteed by amount in savings account. Alternative is to have them do a credit check on member, require pay stubs etc.
:: Linda R will write $5K check to deposit to Mt America savings.
:: John, set up online access to both credit unions.
Cancel automatic payment mid-month before mid-November and get it set up through Mt Am.
:: Linda set up QuickBooks to reconcile accounts once she has access.
Hans pays his fees by "pop-money" UFCU auto-payments. Could set up auto-payments
Transfer auto-payments currently on Spark card to Mt Am card. One water bill is paid through
Spark and other two are checking.
:: See if can get all three on Mt Am card.
Set up auto-payment to pay credit card from Mt Am checking to card.
Transfer accounts receivables, resident fees, from Chase to Mt Am. Don't need new forms from residents.
Kay: Item 14. Close Cap One account.
Quit using Spark card a.s.a.p. How to close credit card?
Susan is concerned about the dumpsters having branches in and being too full for trash. Kellie doesn't see it as being a chronic issue. Brown bins haven't been taken out the last couple of weeks, and result is more branches in dumpsters. Remind people to return brown bins to recycling bin area when they use them or if they see one somewhere especially Monday or Tuesday.
Notification from broker that earthquake insurance has gone from $6200 to $12,500. Ask broker to shop for a new policy. If he doesn't find a good alternative, community discussion on necessity of earthquake insurance.
:: Mary, ask Townparke what their earthquake ins. has done.
Price about $340 for four furnaces (3 c.h., 1 workshop), more if actual service is needed. Affordable's rates are higher than other bids, and Kurt, whose work we liked, has left them.
:: Approved work.
Backflow valve in front of Lauren's. Bob said he would come look at it once he got paid. He estimates probably $75. Maybe ask how much would charge for blowing out system? We've only done that one year; is it necessary?
:: Mary will ask Mike to look at the valve to see if he feels confident about fixing it.
John won't be here Saturday; needs someone to sign off on Unforgettable Coatings' work.
:: Approved purchase of pressure washer.
Presentation on solar by Brent Harper from Auric Solar. The state tax credit is refundable, that is, the state sends a check for anything more than the tax owed. The federal tax credit is not refundable but any uncredited amount rolls over to the next year.
With federal & state credits of 70%, commercial systems typically pay for themselves in six to eight years. For businesses with an extremely low tax burden, the ROI may not make financial sense.
Send Auric a shot from Google Maps with a box drawn around the property, and they will analyze it for sun exposure.
Prior to 2017 could aggregate the credit among several meters, as ours is. RMP doesn't allow that now, or master meters (meters that feed multiple residences).
Estimated cost of power doubles in about seven years.
Brent will send an estimate.
Lauren is concerned about the "valve"(?) next to her house leaking. Apparently B&L never got told there appears to be a problem and we wanted him to come back & look at it. Linda said
(email 10/1) she is holding the check because the invoice wasn't approved yet. B&L has been calling Mary saying he hasn't been paid.
:: John will call Bob.
Mountain America C.U. offers a cash-back card similar to what we have with the Spark card.
Decision: Checking to Mountain America. Reserves to University Federal.
All signatories must be present with ID, articles of incorporation, annual minutes showing election.
:: Field trip to do signatures October 5, 12:45 meet at c.h. Car pool to Mt Am 1:00 p.m.. UFCU
1:30 p.m.
:: John will set up appointments & talk to Linda R. about transferring money once accounts are opened.
Items like kayaks stored hanging above cars will need to be taken down.
Decision: Doors & trim same color, something such as cream that doesn't contrast with stucco.
:: John will call Bobby to ask how long painting will take, & whether it will be one side at a time.
:: Kellie will put flyers on all cars & doors reminding everyone.
:: Announce at ACM to move everything out of carports. Nothing in front of doors, nothing hanging from roof beams.
Get Kurt from Affordable to look at the c.h. & workshop furnaces.
:: Cheryl will email listserv for volunteer to coordinate check for residential furnaces.
They want new CCR on letterhead(?). CC&R emailed on Sept 5 has county seals on.
:: Kellie will ask if that copy is acceptable.
From info Cheryl has seen, if house will be lived in, if meth contamination exceeds 1 mcg/cm2, must be decontaminated before rehabbing. For safe demolition, levels can be considerably higher. Company controls dust with a water truck spraying to pull dust out of air.
9/17/2019 minutes were approved.
- Kay will ask Mary to identify which are the trees she has.
- Kathy will ask Amy to get another bur oak for east entry.
- Cheryl & Kellie will talk with Hans. Cheryl will email Nichole of demo company.
Kathy led a walkabout. Identified several places for new trees. Amy is willing to order
trees for us when TreeUtah orders. She estimates a ballpark cost $1300 for six trees
1.5 to 2" caliper: bur oak, filberts, hawthorns for Carol's & Kathy's yards, something
appropriate to replace the tree behind Elaine's.
The two bur oaks in Carol's yard have been sitting for several years; Amy suggested
they may be pot-bound enough we won't be able to untangle their roots and they won't
do well. Mary says there are five trees belonging to the community still in pots she has
been caring for.
:: Kay will ask Mary to identify which are the trees she has and where she had in mind
to plant them.
:: Plant the bur oaks in Carol's yard east of the wild area. Ask Amy to get another bur
oak to put behind the willow at the east entry.
A tree next to the Noorda garage was going to be taken out as part of the last tree work
until a storm blew up. Once the Noorda house is demolished, could take down the tree
towards the south without endangering the young trees north of it. There are a number
of other trees that we have planned to take out, including two behind Kay's
house. There are also stumps still to be removed. Get Diamond in at their winter
rates?
See 9/5 email from John. Determine signature requirements for new institutions.
Having a branch nearby is helpful. Kay would rather not consolidate our accounts all in
one institution. Several mgt members expressed a preference for credits unions over
banks. Mountain America CU has a branch close to us.
Painting is scheduled week of October 14. Probably take about a week; cars will need
to be elsewhere. Will discuss possibility of change in paint color at ACM.
Kathy's understanding is that the demolition certificates had been obtained, including
regarding the meth contamination. Susan called the Health Department who said the
house had been cleared for demolition. Hans says the demolition company wants a
letter from Maxine saying she is okay with them going ahead.
:: Cheryl & Kellie will talk with Hans to get some background on what has been done
with the house. Cheryl will email Nichole of demo company to let her know we are
working on getting more info so that all our residents are comfortable with the
demolition.
8/27/2019 minutes approved.
Add to to-do list for January every year. Following the Management election, the list of Management & officers needs to be updated under both the Division of Corporations and HOAs on the Dept of Commerce website.
John will look for a new financial institution(s) for the reserve.
Kay will research safety of ingredients in crack fill & research permeable pavement.
Kay will do transfer from reserve to checking.
Linda will update Division of Corporations.
Check for Roof Doctor is wrong amount.
Cheryl mailed the Davenport check.
John thinks the Cap One account already has info for the Chase checking to do a transfer.
UFCU is still waiting for our management and officers to be updated on the website they check. Determine from UFCU's letter exactly what site it is. The Dept of Commerce site says our record was modified June this year with current management members but doesn't say who the officers are. The Division of Corporations business search has outdated info. Ask
UFCU to search under HOAs.
:: Note for future. The information needs to be updated in both places each year.
:: Linda will update Division of Corporations.
Cap One won't add more signatories, so Kay is the only person who can access the account.
That will be a problem if anything happens to Kay. The interest rate has dropped to less than 1%. Decision: Look at moving the reserve from Cap One.
:: John will look for new financial institution(s) for the reserve.
Water. John left a message asking B&L to come back to look at leaky valve by Lauren's, and will leave a message asking about the invoice.
Contact info for B&L (801) 599-1000 Bob Lewis's phone, have to leave a message.
:: Kay, check with Mary whether B&L sent their invoice to her.
:: Ask Mary to ask Mike to gutter on the east carport very badly needs cleaning.
North field play structure. Victor has looked at it and is okay with his kids playing on it.
:: Drop play structure off "to do" list.
Asphalt. Kay tried once before to get information on the permeable pavement at the Sutton
Bldg, and the Dean's Office didn't know where to find anything.
:: Kay, research ingredients in crack fill & research permeable pavement.
Painting. The doors on the carport storage have never been painted or calked and have bare primer. Calking should reduce stucco cracking around doors. Painting the doors is something the community could tackle, or we could get it done professionally the first time and then do repainting ourselves. "Lid" in bid refers to corrugated aluminum roof. The primary purpose of painting is preservative rather than cosmetic. John is inclined to spread the painting out over several years. Ask contractor if we can hire them for part of the bid instead of the whole.
:: Accept bid from UC of Utah for carport metal & carport doors.
CC&R have been submitted, should be official by the end of the week.
The purpose of the closure at the end of the last meeting was to discuss legal issues. There was less time than originally planned and we didn't get beyond talking about permission for use of a common area including a written disclaimer that it is not an easement.
Kay > Transfer $22,098. from Cap One reserve to Chase checking to pay Roof Doctor.
Anyone willing to do some research > Investigate seal coat and crack fill. Find MSDS? Is crack fill asphalt or coal tar or something else?
Cheryl > Manage window slippage project. Set up for next week.
Elaine got Manny from Manny's Stucco to come. Her deck railing is misaligned and the flashing(?) got replaced wrong. She inspected the stucco on all the units. Cheryl's unit has two holes. C.H. has a hole by the mailroom. Crack on Maxine's, totally exposed.
Manny said don't need to worry much about stucco cracks that have a roof above them. He says the whole panel needs to be replaced to repair it right. He was concerned about the quality of the replaced panels, says the color match is horrible and the surface pattern doesn't match. He says he has better-quality stucco, $50 per bucket instead of $30. Elaine suggests we plan on $2 to $3K per year on stucco. His estimate on the c.h. is about a thousand.
Marina asked, does Management have enforcement as part of its mandate? Management's principal responsibilities are the community's finances, maintenance, & legal issues. It might be reasonable for Mgt to be the enforcer in those areas. However, given our culture, it largely depends on what the community wants from Mgt. Mgt is a specific tool and might be inappropriate wielded on certain matters. The highest level of governance is the
ACM. Who to go to for enforcement also depends on whose laws are being broken. If it's the community's laws, the police aren't interested. If it's a city law, might start with the community asking to get the person in compliance, but ultimately it's the government that enforces its laws.
Davenport was unhappy about late payment. Their check sat in Mgt folder with only one signature for a couple of weeks. Can we remove requirement to have two signatures on checks to contractors that we have contracted with, so payments aren't delayed? The requirement is our rule, not the bank's.
:: Remove two-signature requirement for contractors that Mgt has arranged with beforehand. Still require two signatures on checks to residents.
Kay > Transfer $22,098. from Cap One reserve to Chase checking to pay Roof Doctor.
Examine quote on painting July 29 from John. The fascia is in poor condition, and the carport doors were never painted at all. Figure out what is most important to do this year. Reserve is only earning 1%; do all at once? The advantage to spreading the painting out over a few years is that it also spreads out when the paint needs redoing.
Victor isn't finding any conclusive answers on the internet about any seal safer than coal tar. Even if we decide against seal coat, the asphalt is still breaking up. Victor's preference would be to not only skip seal coat but to skip crack filling also and plan on replacing pavement.
:: More research by other Mgt members? MSDS on crack fill? Is it asphalt or coal tar?
Maxine, Izzy, & Meagan have reported slippage. Any one else?
What's involved is finding a contractor (we know of a good one, Kim Tubbs, if he hasn't retired), getting him out to look at the work, get a bid, schedule with unit owners if he needs inside access.
:: Cheryl will project manage. Set up for next week.
Kathy K is not going to retrieve the shed in the north field. Can we find a spot for it? Moving it won't be easy. It's currently a skunk house.
Non-management members were asked to leave so Management could privately discuss potential legal issues facing Management.
Present: John, Cheryl, Kellie, Victor, Kay (notes).
Kay drafted a form that could be used regarding usage of common area. It would act as a record of permission having been granted The community would still need to approve someone using a common area, first. Suggestion: add adjective "non-exclusive" use.
Usage licenses could serve as an orientation tool. If we required every new resident to sign an agreement, or even just handed it to them, granting permission to use the common area around their unit, it would provide immediate education that permission is required for certain things and the procedure to get that permission.
Maybe instead of retroactively licensing sheds, the community might want to revisit the rule against sheds.
Diamond Tree's lift truck blew an air hose, and their truck filled up, so we lost probably two hours of the day's work. Since Mary had been asked not to deviate from the plan, she couldn't switch them to something that didn't require the lift. Got two and a part of the three trees that were planned for removal. Mary will ask if they will give us an hour credit for the time they couldn't do work.
There are hanging branches in Susan's back yard, behind unit 20, behind kids play area.
Kathy is weed-eating the grass on the east berm. She could use help. There are big roots from some of the weeds that have been whacked repeatedly so she has to stop repeatedly. It's on-going work, not just once and done.
It would be a good work party project to clear young Russian olives behind Izzy's. Most are small enough to cut with a lopper.
State website that UFCU checked is still not updated, so they won't let Victor open an account on the WCCA's behalf.
Susan reports that the shingles that have been delivered for the roof work appear to be black rather than an approximate match for what we've got. [Checked after the meeting. The back is black, the front is medium brown like the roofs.]
Locks that are controllable by wireless often have a monthly fee. C.R. rated most locks
(keyed or not) are easy to defeat. How well do keypads wear? Dining room double doors don't really need to be opened from outside. People forget to relock them after opening them. It might be helpful if they lock when they close.
- Victor, open UFCU account.
- Kathy, ask Mary if she will handle B&L's work or wants someone else to.
- Kathy, notify community to be expecting tree work.
- John, send out roof quote again.
- John, forward pictures of roof under deck by Roof Doctor to Mike W & ask him, Mary & Mike MacD to look at his own deck.
- Kay, ask CMES Dean's office re permeable pavement in Sutton Bldg drive.
- Victor, contact Daveport for more concrete quotes.
- Mary, get a written quote from B&L.
- Mary, look at deck roof with Mike W.
7/2 minutes approved as amended.
Checks. Mary & Kay (refund), Becca (Dripworks), Hans (printer)
Accts Receivable looks a little worse because of refund to #11/Mary & Kay of overpayment. Linda will talk to Vicky & Mike and Kathy about refunding their overpayments.
In progress: Victor will open UFCU account to become member. Then Linda can write a check on Chase to WCCA to purchase CDs.
$375 left in NF budget. Becca asked to be repaid just that of the $466 Dripworks irrigation purchase. NF will be doing another fund-raiser and hopes to cover overage on budget from that.
:: Pay Becca full amount of Dripworks purchase.
Replacements for 4 old checks that never got cashed, 2 for Kellie, 1 for Becca, 1 for Kay. If the old checks show up, give to Linda R to void. Checks have original date on but no stale date, so bank "ought" to accept them.
July 31 Diamond is scheduled to cut out dead & broken branches.
:: Kathy will talk to Mary if she will be supervising Kathy will get a report out to the community to be expecting tree work.
Money in the Landscape budget could be used to purchase trees.
Mary said she would call them but so far as Kay knows hasn't. Bob said to call him early in the season to get work scheduled before ground hardens; that was six weeks ago. Might put hoses on very slow drip several days before they are coming, to soften ground
:: Kathy will talk to Mary. Can we hand supervision off to someone else?
Two major jobs, workshop & fourplex #8-10-12-14, and one minor, #17. Areas under solar panels on #17's & #10's roofs were done last year. Gutter people told Victor they thought apparent gutter issue on #17 was actually the roof. Known leak issues are #8, 10, & 17.
:: Do 17 and all four in fourplex. John will send out quote again.
:: Forward pictures by Roof Doctor to Mike W & ask him, Mary & Mike MacD to look at his own deck.
Victor is concerned by research showing significant amounts of asphalt seal gets tracked into houses. Very toxic. Some sources point out that roads get crack fill but not resealing. He forwarded articles to Mgt. His research didn't address crack fill. Sealant made from coal tar has more PAH than sealant made from asphalt. Some states have disapproved some sealants.
A less toxic option would be permeable pavement .
:: Kay, ask Dean's office if there are records on the permeable pavement done in Sutton drive.
East berm, water is running over curb & into the drain. The plantings weren't clustered so there is a lot of water just watering weeds in between plants.
Bob Lewis programmed the sprinklers when he was here. They are set to run in the morning.
Kay bought a gas weed whacker. Not first choice in Consumer Rpts, but we need one now.
Ramp from west driveway onto sidewalk by c.h. was repoured. Garage entrance has heaved. Tree roots have shifted slab by northeast carport. Want to get advice on improving traction on ramp to north end of central path.
:: Victor will contact them for more quotes.
The tree at the northeast corner of the wild area is leaning over Mary's field at 45 degree angle. Most of it is over the property line. Law allows any branches over the property line to be cut at property line, which will leave only trunk, no branches.
Landscaping is Kathy, Mary, Carol, & Diana.
Adjourned 9:05.
Present: Kathy, Mary, Susan, Kay.
Kathy & Mary will do a walk-through tomorrow morning to mark trees that will be worked on.
Mary will not supervise Diamond.
Mary has not called B&L. She will call them this week. She will get a written quote from them as to exactly what Bob's $1200 estimate would cover.
Emailed 7/20/2019.
Approved 6/4/2019 minutes. 6/18/2019 cancelled.
Approved Monday 6/24/2919 minutes.
Kellie, email asking if anyone else's window is slipping.
Victor, open UFCU account preparatory to buying CDs. Ask re policy on signatories.
Kellie, call Chase, determine day when mgr will be in for everyone to do signature.
Kay, ask Mary if she will call B&L for water meter switch.
Cheryl, continue research on pressure washers.
Kellie, help Mary buy mower [Correction 7/16/19. Weed whacker, not lawn mower], online if possible.
Victor, ask Mary to show him the concrete problem on #19.
Victor, talk to Meagan re NF play structure.
John, ask about grinding asphalt to improve drainage.
Issue needing attention: make official policy on when to go public re overdue fees.
Agreement draft and map Myron MacDonald sent to Hans said the new boundary was on the current fence line, rather than 2.5' along the driveway to belong to Hans and east from the most southern tip of Lynda's fence to belong to us, with the fence angling through it. Hans redrafted the agreement and map and will send them back for revision.
Checks for signature. Balance sheet is still lopsided because of 5 months' reserve funds still in checking.
Promotional program through August. Mid- August , rate drops from 1.7% to 0.4%. Cap One won't talk to anyone who isn't currently a signatory (Kay is, John isn't) and refuses to add any signatories until they have updated their software platform, which they can't give an estimate on; it could be a year.
UFCU policy when we had our reserve there before was that they had to do a hard pull credit check before they can update signatures. Have to be a member, which means having a savings account with $10 in it. Get CD ladder started. CD ladder rate will be somewhere between 2 and 3%.
:: Victor will open the account. Then we can do a check to transfer the reserve funds from the operating account. Report on what their requirements are for getting signatories.
:: Kellie will call Chase to determine a day when the manager will be there for everyone to go in for signatures.
2018 Mgt minutes are now complete. 2019 ACM & Mgt are almost up to date. Kay is printing copies of new minutes as she distributes them.
Unit 22's front window is slipping. Unit #1 didn't get done last year. (Contractor Mr. Tubbs)
:: Kellie will send an email asking if anyone else's window is slipping.
Christensen came to cut deadwood from trees. Worked with Mary.
Susan says a tree behind Annalise's has a lot of dead branches. Will need a bucket, which Diamond has.
:: Kay, ask Mary if she will call B&L & supervise them.
John called Concierge re gutters but hasn't gotten a call-back.
Report by Cheryl. Electric pressure washer recommended by Consumer Reports. $930, 3000 psi. Mary says we need that psi. Only electric with that psi. More expensive than gas models with the same psi. No zero-degree nozzle, making it safer. Requires 240-volt outlet which would severely limit where it could be used. Discussed 240V outlets; don't think we have any in the whole community except a couple for stoves. Cross it off the list. :( Probably have to get a gas one.
:: Cheryl will continue research.
Question, why do we want a pressure washer? Quickly clean otherwise difficult areas. Strip old finish off dumpster enclosures. Make sidewalks look less dingy. Clean gutters esp. those with covers.
:: Victor will talk to Meagan about working on north field play structure.
Plumbing issue fixed by Kerri Jo without plumber being needed. Plumber was at unit #25 yesterday. Cheryl will be having a plumber for her unit.
Lawn Mower [Correction 7/16/19. Weed whacker, not lawn mower]
Mary tried to buy lawn mower recommended by Consumer Reports. Home Depot/Lowe's were totally out.
:: Kellie will help buy it online if that is possible.
Coming this Friday. Paid 50% in advance. Victor will supervise. Have them look at #19.
:: Victor will ask Mary to show him the issue on #19.
Bid for asphalt resealing east lot $4183. west lot $3649. Includes restriping. Labor to move parking blocks would be ~$980 (included in quote), putting them back, and fastening them with rebar.
Logistics: Water lines must be turned off beforehand. Need two days for two lots. Can't do it on a garbage day. Can't drive on it for 24 hours. Company is booked about a month out.
Alternative to moving parking blocks is to leave them in place and seal around them, which leaves an unsealed patch underneath and gets tar on the block. Our blocks don't have bottom slots for a forklift, have to be moved manually. Parking blocks have vertical holes that the rebar goes through, and the blocks can be lifted off for next resealing. Not currently fastened down. They shift and are too heavy to push back in position.
Resealing won't fix problem with tree roots buckling asphalt near #8.
Why reseal? Resealing extends useful life of pavement. Have gotten twenty years with two reseals. Bid last year $18K-$24K to grind out worst areas and replace. Would it be possible to grind just enough to improve drainage, then reseal?
:: Ask about grinding to improve drainage.
9:15 Closed meeting. Discussed outstanding balance. Commits to stay current on current fees; will reassess at end of year and negotiate late fees. Storage Bin: If Mgt keeps overdue fees confidential instead of posting them publicly, we need to formulate an official policy on when to go public.
Kellie will send questions and background documents re fences in common areas, easements etc. to attorney Scott Welker at VF.
Emailed 7/3/2019.
Re: [WaCoHo] minutes Mgt 2019 07 02
On July 4, 2019 at 10:52:08 AM MDT, John Garrison wrote:
Hi Kay
Thanks for getting these out so quickly. Some additions to the notes Susan and Richard attended; private letter to management from Unit owner was delivered; Mary (or whoever is designated) to get date from B&L for water project ASAP water bills will remain at max tier until project is completed); concrete vendor to be asked by Victor about how to address east lot concrete slope (eg grooving) to reduce ice risks; Kellie to provide specific requests/areas for asphalt contractor; balance sheet is in balance the operational and reserve account shifts are pending reserve transfer to a CD ladder per the 4/16 management decision; no decision at this time regarding 2019 roofing and parking lot project's scope/timing/go ahead.
John
6/18/2019 meeting cancelled.
Issue: water system on east side. Sprinklers turn on when stop-and-waste valve (s&wv) is opened.
Diagnosis: Sprinkler valves in valve box were turned manually to on' position, probably to drain system during winter. Never got turned back off, so timer control box didn't affect them.
Sprinkler Valve Box
Top knob on valve is flow control. Don't do anything with it.
Small switch at side of valve, very low, on side toward road, is the manual on/off.
Stop-and-Waste Valves
There are two s&wv on east berm south side of drive. The one directly up the berm from the sprinkler valve box (s&wv #1) shuts off all the water from the east water meter. This valve should be left on year around.
Two lines branch from it. One goes to the s&wv ten? fifteen? feet west, which controls the water to the berm and behind the carports, including the bib on the berm.
The other line (hereafter the "main line") crosses the driveway to the yard hydrant at the southeast corner of the garden. (Standpipe that is has a lever control like a pump and is self- draining, safe to be left on all winter with no hose = "yard hydrant".) After the yard hydrant, a line branches to the s&wv for the garden, controlling the three bibs (or faucets or standpipes = faucet with twist knob, not self-draining, will freeze if not drained in winter).
The main line goes north to the northeast corner of the garden, where a line branches branches to the water meter to Mary's field.
In Mary's field, after the water meter the line branches to the yard hydrant by the garage/llama shed and to a s&wv which controls all the bibs in the field. If the water meter is shut off, it shuts off the yard hydrant also.
The main goes west from the northeast corner of the garden. At the northwest corner of the garden, it turns southwest across the field west of the garden, in a straight line to the path through the wild area. It follows the path through the wild area, with a yard hydrant in the wild area and one by the firepit in the north field. From there a s&wv, about 3 ft northwest of yard hydrant, controls the water bibs in the north garden. S&wv top is level with ground, hard to see.
The water line to the bibs in the east garden goes north from the s&wv, turns at the northeast bib, goes west to the northwest bib, turns south to the southwest bib.
Valve box in north garden (was controlled from inside #5; no controller now?) is southeast of chicken coop.
The four s&wv that are downstream from the first should be shut off for the winter, and the bibs left open with no hoses attached.
Mary paid ~$300 for her water meter. She and Mike can install more.
The water meter for the garage is east of the front edge of #25, under the weeping tree. Its line goes south to the garage. Straight out from the 45 degree corner about seven or eight feet east is a s&wv that used to feed Hans's orchard.
If we used the garage meter for water to the north field, branch after the meter, one line to the garage and one with a s&wv going north. Might be simpler to move the water meter than to move the s&wv. Trench along north-south sidewalk, under central path sidewalk, across garden field to intercept line to north field. Cap main line from east meter there. It would mean the yard hydrants in the wild area and by the fire pit were off during the winter.
The control box in the garage has four valves. Station #1 is behind the carports on the orchard trees. Station #2 is the north end of the orchard and the curve of the driveway on the berm. #3 is mid=berm and #4 is east.
Bob programmed them, at Kay's direction. Program B starts at 3:00 a.m. and runs 45 minutes each on stations 1 and 2 once a week on Monday. Program A runs 45 minutes each on stations
3 and 4 on Monday, Wednesday, and Friday starting at 7:30 a.m.
Everyone read the roof proposal forwarded by John from Roof Doctor.
Kathy, call Elias to see if we can get more details.
Kellie, ask Lauren if she emailed Davenport with the go ahead.
Victor, call Davenport again.
Kay, ask Cap.One what the terms of the reserve account are. Is it a CD or what?
Kay, email annual minutes to Victor.
Cheryl & Victor, go to Chase to do signature cards for checking.
Kay, recommendations on water system management.
(Assigned?) Ask for volunteers to cut branch in west dumpster to fit dumpster. May borrow saw from Mary.
(Nobody assigned) Get gate across alley repaired.
Issues for Future Work
Need central data collection on maintenance issues, so when we get a contractor out we can have them look at all problems, not just immediate trigger.
Need "education committee" to deal with on-going orientation, so e.g. people know not to put huge branches in the dumpster.
Follow Up of Old Actions Items
Kay found Chase log-in. Mary contacted B&L. Hiring Tee's Trees is moot, didn't send his license.
Approved minutes from 5/8/2019.
Weeds
May 14 letter from Elias Ayon city saying we need to cut the weeds in the "vacant lot" adjacent to the condominium to a height of no more than 6" by May 24, Friday.
:: Kathy will call Elias to see if we can get more details.
Units for Sale
Charles Nuchols looked at #5. They would want to have renters for a year. John told them they would need to get permission from Management. Realtor emailed he lost interest.
Concrete
Davenport hasn't gotten back to Victor. Kellie will need to sign contract.
:: Kellie: Ask Lauren if she emailed Davenport with the go ahead.
:: Victor will call again.
Contractors
Discussed initial walk-throughs with contractors. Contractors want a single point of contact and want clarity about what they will be doing. It is sometimes confusing to them when multiple residents are at walk-through. Multiple people is useful, because they have different knowledge of problems, remember more of contractor's explanations, learn more.
:: Have multiple residents attend initial walk-throughs. Maybe reassure contractor that once the decision is made to hire, they will be dealing with a single contact.
Trees
Walk-through today with Advanced Trees. They will be sending a bid.
Scott Dixon will give us a couple of hours at $40/hr this weekend.
Capital Reserve
Capital One told Ben we can't move the funds into a higher interest rate until August.
EIN is 87-0619354.
:: Kay will ask Cap.One what the terms of the account are. Is it a CD or what?
:: Kay will email annual minutes to Victor.
:: Cheryl & Victor will go to Chase to do signature cards for checking.
Water
B&L got back to Mary. They will be here once they finish another job.
:: Kay do recommendations on water system management.
Mary's idea is to switch the north field to the workshop meter, which currently has only the workshop toilet on it. Would need to trench from workshop to partway across west garden where water goes from garden to north.
The gate across the alley belongs to Bells and is on loan to us. Someone broke it and tipped post. Victor & Kellie got it propped back up. Kevin wants it fixed or replaced.
West dumpster has a big branch in the dumpster that is too big for the dumpster. It needs to be cut or the waste company probably won't empty the dumpster.
:: Ask for volunteers to cut it. Mary will lend a saw.
CC&R
Banks have until July 17 to object to CC&R.
:: Make sure Tee's Trees is listed on Dept of Professional Licensing. Get copy of license & insurance. Hire for two days.
:: Victor & Mary: Thursday evening 7:00 p.m. do a walk-through and mark trees.
:: Victor; Hire Davenport. Get out the plans for him to look at. When he comes back have him look at Carol's concrete.
:: Victor: follow up on #20/21 with roof contractors.
:: Mary: contact B&L and get them to come out.
:: Linda: contact Chase's help line again.
:: Kellie & Kay: Look for log-ins to Capital One Spark account.
More branches fell in front of Kathy's & Cannons' yesterday. Victor likes T's Trees. His rate per day is $1K for a 4-man crew, no lift truck, but they will chip. Owner will send his license & insurance, business, liability, & workman's comp or a waiver. Available Tuesday for a walk- through to clarify exactly what he will be doing, can start about a two weeks from then. He is wary of working with condo associations & wants to be assured of one single point of contact.
Tee had a shorter window between hiring them and when they can start then the other companies.
:: Hire for two days.
:: Thursday evening 7:00 p.m. Victor & Mary will do a walk-through and mark trees.
:: Make sure he is listed on Dept of Professional Licensing.
[5/21/2019 Didn't show for walk-thru or get back to us with a license or insurance info.]
Lauren will be putting up her fence as soon as the boundary question is settled. If trees are coming down near her place it might be better before the fence goes in.
Report by Lauren. Two estimates. She hasn't been able to get anyone else to come out. Most companies said they just do the resetting sidewalks, not reinforcing porches.
First one said start by shaving concrete level. He said the cracks in the concrete on most porches are cosmetic, but on Lauren's it is structural. Mary says it is the same inadequate support under the load-bearing beam on all units but most units haven't shifted as much. Afterwards he decided our job is too small. Second one, Davenport. Teaches concrete & foundation to architects. He would not shave off concrete, in some places it would cause too much of a slope. Instead, they would lift the concrete and reset it level. He also thinks most cracks are cosmetic. Patching would just make them look worse. He said the house might have settled as much as it will for a while and it would be fine for a while. He pointed out a crack inside to her and said if it gets bigger then the house is settling more. He said the cracks are from the ground shifting under the concrete with the post bearing down on one corner. He thinks the rest of the porch is heaving. He assumes the concrete under the post is 18" or 24".
:: Hire Davenport. Get out the plans for him to look at. When he comes back have him look at
Carol's concrete.
Mary says the beam is not supporting Lauren's porch at all currently. She helped Hugh replace the soil around his porch beam and says the support isn't very deep.
There is concrete spalling off Carol's foundation, showing rebar. Some lampposts are tilting. Have him assess those when he comes back.
Roof Doctor gave estimates on Unit 8 and Unit 2. Unit 8 has a leak near swamp cooler. Unit 2 has a leak at #1's deck door. Give Izzy a heads up when work will be done since she works nights. R.D. will be giving a quote on #8/10/12/14 four plex, #17 & the workshop.
Water is running down stucco from gutter on Alex/Annalise 20/21, flashing not installed correctly.
:: Victor will follow up with roof contractors.
We need someplace to accumulate info on maintenance needs so we get all of them when we have someone out.
Kay got the east berm stop and waste valve open this weekend.
:: Mary will contact B&L and get them to come out.
Linda got a log-in to Chase but it isn't connecting to our bank account.
:: Linda will contact their help line again.
Kay & Kellie should have received emails with log-in for Chase.
:: Look for log-ins to Capital One Spark account. No Cap One branch in SLC.
Four checks.
$295.55 Concierge workshop & c.h. plus $185 for motor.
$29.49 propane Mary.
$50 Lauren chicken permit.
$79.30 Elaine c.h. chairs & plants.
Mike M will get his hours in.
UFCU's penalty for early withdrawal of CD is 6 months of interest, no matter length of CD or how early; that would be several hundred dollars on $10K. Backed by NCUA up to quarter million. One-year rate has highest interest currently, 2.95%. They need our EIN and annual minutes. At least three people to be signatories to go in. Amount in checking to be transferred
to reserve since first of year is about $12K now, can buy the CDs with that. Getting 1.75% on
Spark account.
Quotes last fall for asphalt ranged from $15-$23K.
Electric mower should be used only on the lawn. Mike used a gas weedwhacker on the spiral and around the fire pit.
Kellie is thinking of doing an educational work party about how to use lawn mowers and weed whackers.
Kellie - reconfirm gutter cleaning quote from Concierge from Fall, second-story and higher gutters.
- contact city to ask about branch pickup.
Everyone - Email Kellie with suggestions for work party projects.
Kay - get tree company names she contacted from Mary on-going - research water meters.
- write draft, central path landscaping dos and don'ts
- Look for donated ceiling fan.
John - ask Linda WG to see if we can get Christensen tree company.
Victor - check license & insurance on Troy's Trees.
Kellie, Cheryl & Kay - work party, lawn aeration.
Cheryl - research pressure washers. On-going.
Mary - check with city forester about trees on west berm.
- ask Mike re budget category of his work on sidewalks. Landscaping?
Kay - issue amended Feb minutes with attachment.
- attach payments year-to-date to minutes. (Amend previous minutes?)
- CC&R, email list of who has not provided mortgage info. Other members will split up remaining units to ask. [Emailed list to Mgt. Emailed individuals 4/4/2019.]
Kay, on-going:
- post workers comp notice on c.h. bulletin board.
- print 2018 Mgt & ACM minutes & financials for record book.
- thumb drive backup of community docs she has.
Linda - forward to John both the accrual-based and cash-based statements, 2017 email to E Bailey and resubmission.
- post transactions statement.
John - Ask Ben for account info Capital One Spark reserve.
- Set up the reserve deposit as an automatic payment.
Victor - check penalty on early withdrawal from cd.
Mary - Ask TownePark condo assn. (where her rental is) who does their taxes.
Kellie, Victor, & Cheryl will visit Chase and get signatures updated.
Minutes 3/19 approved.
Kathy K still plans to take the north garden shed.
Mike McD has done first-story gutters except carports.
:: Kellie, reconfirm gutter cleaning quote from Concierge from Fall, second-story and higher gutters.
Three gutter companies are scheduled to come give us quotes for repairs. Victor emailed times to community.
Victor hasn't heard back from Joel re garden photos. On-going.
Electrician's guess was $10K to combine electric meters.
Ask for project leader on concrete issues: Sagging porch uprights, east parking cinder block fence, concrete cutting.
Lawn aeration work party postponed because of snow. Mary recommends waiting a week after a rain before doing aeration.
Letter to Chase about change of president written & given to Kellie.
Ward Engg emailed. Feb minutes amendment emailed to Kay.
Kathy K will send docs for FHA renewal.
Linda ran a transactions statement from the first of the year.
Question about what budget category Mike McD's check be paid from.
Reserve analysis emailed to Mgt.
Winners of cd suggestion contest were Kathy & Maxine. Prize of half dozen eggs.
Victor suggests a three-year CD ladder, starting one-third each in a one-year, two-year, and a three-year. As one-year and two-year end would roll into three-year. He emailed rates to committee. Reserve balance is ~$70K. Decision on where and decision on how much. University Federal Credit Union has good rate and is local company; give same rate for business or personal. Capital One almost as good a rate; already have an account with them. From looking at reserve analysis, he suggests starting conservatively with $12,000.
Victor borrowed two chain saws. One stalled out. Chain came off other; paying for replacement before returning it. Chainsaw in garage doesn't work (used to be Mary's).
Victor purchased an electric one for the community.
Mary put caution tape under hanging broken branches. Contacted Diamond & two others. Several companies told her they are prioritizing getting branches off houses and aren't available. They will call when they are. City issued notice today they will not be doing pickup.
Grounds work parties possibly week of Saturday April 20 & Monday April 22
Kellie Email the reserve analysis again to Management.
- Draft email to Ward Engg, We are okay with Meets and Bounds'; send to Kay to review. Send Hans's markup of land swap to Ward.
- FHA renewal process. Get in touch with Kathy Kittrell.
- email amendment of Feb minutes to Kay.
- get on Concierge's schedule for 2nd-storey gutter cleaning.
Victor - email community about CD research.
- email a reminder about gutters. Walk-thru with a contractor .
- Report Joel's response re irrigation photos.
Cheryl - research pressure washers.
talk to Scott re getting guesstimate on combining meters from electrician.
- talk to John re doing taxes. Mgt review before submission.
Kellie, Cheryl & Kay - work party, lawn aeration. Weekend after next?
Kay - remind owners who have not provided their mortgage info.
- post workers comp notice on c.h. bulletin board.
- write letter to Chase re change of board president.
- research water meters.
- print 2018 Mgt & ACM minutes & financials for record book.
- thumb drive backup of community docs she has.
- attach Hans's email to minutes that he will pay half the cost.
- write draft, central path landscaping dos and don'ts
Mary - Ask TownePark condo assn. (where her rental is) who does their taxes.
John - Ask Ben for account info Capital One Spark reserve.
- Set up the reserve deposit as an automatic payment.
Not assigned to anyone - Look for donated ceiling fan.
Put cinder block fence by east parking lot on list of projects sooner.
Approved minutes for 3/5/2019.
CD ladder. Victor would like to study the reserve analysis to get an ideas of how much money in the reserve can be put into a longer-term financial instrument. See if we can get more people researching; offer a prize for the person who finds us the best CD option.
:: Kellie will find the reserve analysis & email it again to Management.
:: Victor will email community about CD research.
Victor announced in ACM he is collecting info on gutter issues. He got a couple of responses.
:: Victor will email a reminder. Once he has collected a number of issues, he will do a walk-thru with a contractor to get professioal opinion.
So far it appears Cannons have only taken things that were not purchased. Victor emailed about possible irrigation system pictures.
:: Report if he gets a response.
Cheryl gave N.G. fundraiser cash to Linda to deposit.
:: Outstanding, research pressure washers.
Dead cottonwood next to Victor's house.
Can we find someone who is willing to operate a lawn aerator or stump grinder?
Will require one person to operate machine, several hours to aerate, several to grind, several to spread compost. Maybe a couple of people trading off. Last Mary checked, aerator rental ~$60/half day, grinder $175/day. Best to do within aeration a couple of weeks while ground is moist but not soggy.. Can do stump grindig as soon as ground is unfrozen.
:: Kellie, Cheryl & Kay will do work party. Weekend after next?
Could Scott's electrician offer a guess on how expensive it would be to combine meters?
Would like an idea of whether it worth pursuing or wildly impractical.
:: Cheryl will talk to Scott.
Hans is at meeting to inquire status of survey. Victor has a friend who is a civil engineer who might be willing to look Meets & Bounds over with us.
:: Kellie is drafting the email for Ward Engg, will send to Kay for second opinion.
John is working on setting up automatic deposit from checking to reserve. Once set up will do a single move of amounts for months so far this year.
FHA approval will expire July 28, 2019. (Got a letter from company trolling for business pointing this out.) Will have multiple units for sale, might be useful.
:: Kellie will look into renewal process & get in touch with Kathy Kittrell. (Ask her when shed will be disappearing?)
Insurance company sent workers comp notice to be posted. We use contractors, not employees, so not really applicable
:: Kay will find a c.h. bulletin board for notice.
[Question: At what payment level do we need to pay workers comp insurance? e.g., for Linda R]
Linda called Becky Taylor, left a message, hasn't heard back.
John told Linda he might be able to do the taxes. Would it save any for us to do the tax & have them check it over? Maybe not. Mary will be seeing Becky on her own taxes & can ask. Have John calculate and also submit in TurboTax? Victor owns the business version of TurboTax. Needs to be purchased yearly. TurboTax charges a fee to file electronically, but we can print & mail.
:: Mary will ask TownePark condo assn. (where her rental is) at their condo meeting tomorrow who they use.
:: Cheryl talk to John. Mgt to review before submission & decide whether to file it or use an accountant after all.
Cinder block fence by east parking lot is leaning badly, being pushed as tree grows. Belongs to neighbor. :: Needs to go on list of projects sooner rather than later.
Ten units are owned outright. Five units have provided mortgage info.
:: Kay remind owners who have not provided info.
Approved minutes for 3/5/2019.
Kellie Email the reserve analysis again to Management.
- Draft email to Ward Engg, We are okay with Meets and Bounds'; send to Kay to review. Send Hans's markup of land swap to Ward.
- FHA renewal process. Get in touch with Kathy Kittrell.
- email amendment of Feb minutes to Kay.
- get on Concierge's schedule for 2nd-storey gutter cleaning.
Victor - email community about CD research.
- email a reminder about gutters. Walk-thru with a contractor .
- Report Joel's response re irrigation photos.
Cheryl - research pressure washers.
talk to Scott re getting guesstimate on combining meters from electrician.
- talk to John re doing taxes. Mgt review before submission.
Kellie, Cheryl & Kay - work party, lawn aeration. Weekend after next?
Kay - remind owners who have not provided their mortgage info.
- post workers comp notice on c.h. bulletin board.
- write letter to Chase re change of board president.
- research water meters.
- print 2018 Mgt & ACM minutes & financials for record book.
- thumb drive backup of community docs she has.
- attach Hans's email to minutes that he will pay half the cost.
- write draft, central path landscaping dos and don'ts
Mary - Ask TownePark condo assn. (where her rental is) who does their taxes.
John - Ask Ben for account info Capital One Spark reserve.
- Set up the reserve deposit as an automatic payment.
Look for donated ceiling fan.
Put cinder block fence by east parking lot on list of projects sooner.
CD ladder. Victor would like to study the reserve analysis to get an ideas of how much money in the reserve can be put into a longer-term financial instrument. See if we can get more people researching; offer a prize for the person who finds us the best CD option.
:: Kellie will find the reserve analysis & email it again to Management.
:: Victor will email community about CD research.
Victor announced in ACM he is collecting info on gutter issues. He got a couple of responses.
:: Victor will email a reminder. Once he has collected a number of issues, he will do a walk-thru with a contractor to get professioal opinion.
So far it appears Cannons have only taken things that were not purchased. Victor emailed about possible irrigation system pictures.
:: Report if he gets a response.
Cheryl gave N.G. fundraiser cash to Linda to deposit.
:: Outstanding, research pressure washers.
Dead cottonwood next to Victor's house.
Can we find someone who is willing to operate a lawn aerator or stump grinder?
Will require one person to operate machine, several hours to aerate, several to grind, several to spread compost. Maybe a couple of people trading off. Last Mary checked, aerator rental ~$60/half day, grinder $175/day. Best to do within aeration a couple of weeks while ground is moist but not soggy.. Can do stump grindig as soon as ground is unfrozen.
:: Kellie, Cheryl & Kay will do work party. Weekend after next?
Could Scott's electrician offer a guess on how expensive it would be to combine meters?
Would like an idea of whether it worth pursuing or wildly impractical.
:: Cheryl will talk to Scott.
Hans is at meeting to inquire status of survey. Victor has a friend who is a civil engineer who might be willing to look Meets & Bounds over with us.
:: Kellie is drafting the email for Ward Engg, will send to Kay for second opinion.
John is working on setting up automatic deposit from checking to reserve. Once set up will do a single move of amounts for months so far this year.
FHA approval will expire July 28, 2019. (Got a letter from company trolling for business pointing this out.) Will have multiple units for sale, might be useful.
:: Kellie will look into renewal process & get in touch with Kathy Kittrell. (Ask her when shed will be disappearing?)
Insurance company sent workers comp notice to be posted. We use contractors, not employees, so not really applicable
:: Kay will find a c.h. bulletin board for notice.
[Question: At what payment level do we need to pay workers comp insurance? e.g., for Linda R]
Linda called Becky Taylor, left a message, hasn't heard back.
John told Linda he might be able to do the taxes. Would it save any for us to do the tax & have them check it over? Maybe not. Mary will be seeing Becky on her own taxes
& can ask. Have John calculate and also submit in TurboTax? Victor owns the business version of TurboTax. Needs to be purchased yearly. TurboTax charges a fee to file electronically, but we can print & mail.
:: Mary will ask TownePark condo assn. (where her rental is) at their condo meeting tomorrow who they use.
:: Cheryl talk to John. Mgt to review before submission & decide whether to file it or use an accountant after all.
Cinder block fence by east parking lot is leaning badly, being pushed as tree grows.
Belongs to neighbor.
:: Needs to go on list of projects sooner rather than later.
Ten units are owned outright. Five units have provided mortgage info.
:: Kay remind owners who have not provided info.
Need expertise with 1120s. Becky at Taylor & Associates (Mary's) estimates max. $395.
E Bailey has been $450. Deadline for taxes is April 15. They would need previous two years returns. Becky Taylor 801-486-4360 at Taylor & Associates.
:: Try Taylor & Associates. Linda will contact them.
To change signatories, that is, add Cheryl & Victor & drop Lynda & Ben, Chase needs a letter from Kellie, president, and Kay, ex-pres, on letterhead.
:: Kay do letter to Chase.
John needs account info for Capital One Spark reserve.:: Ask Ben.
Linda got John amt for reserve deposit.
Reserve is earning 1.75%. Can we get a higher return? Several mgt members aren't comfortable with risks to principal, e.g., funds. A CD ladder would keep reserve insured but we'd want to calculate how much we won't need for a period of time. Look at this
once we have done new reserve analysis.
:: Victor will research CD ladders.
Balance sheet shows $8K over in checking & $8K under on reserve while we're setting up auto deposit.
QuickBooks pulls money from resident's checking accounts but doesn't deposit it to community's checking for about five days.
A couple of items got onto wrong budget line, north garden & c.h. offset.
:: Linda will fix.
How should fund-raising money be handled? Jam Club's funds stayed off the books. If
North Garden wants they could have Linda deposit the money & credit it to the North
Garden's budget, and that way they will have a record of how the money is spent.
:: Cheryl will give cash to Linda who will deposit it.
There are stale checks made out to Kellie, Kay, Becca, & Susan.
:: Linda will remind people.
Only one payment this year from unit that is behind.
:: Linda will post financials monthly & email quarterly.
Victor & John will take brief look at gutters. Victor wants to take a walk-through looking at gutters to get a view of what the job entails. Ask community to let Victor know of gutter issues. Leaks, missing gutter blocks.
:: John & Victor take brief look at gutters.
:: Victor walk-thru on gutters.
:: Victor email community asking for gutter issues.
Check first-story gutters on north and on carports.
Walkway light by #25, remove fixture & ballast & install screw-in bulb wait until have more than one electrical job.
Nothing has been paid out so far this year on labor. Mike says he only worked a couple of days end of February.
:: Mike M should get his hours to John.
North Garden bought 4 rows of trellises but not majority of driplines. Cannons took away most of their driplines.
:: Victor will check that what was supposed to be left, was.
Joel said once he had pictures of the irrigation system.
:: Victor will ask him if we can have copies.
Mary needs Mike's help with branch trimming.
Cheaper to rent aeration equipment & have Mike do it.
Stump-grinding about May.
Deadwood removal could be done as work party.
Work party week before open house.
Sprinkler repair, Mary is still looking for a sprinkler company.
:: Kay - do research on water meters.
Mary has most expertise on trees; it makes sense to have her make suggestions about needed work.
:: Mary propose which trees need work.
Renting pressure washer twice is same price as buying, used for cleaning gutters, concrete, other things. 2500 to 3000 (unit?) is strongest pressure we want for washer.
:: Cheryl will research.
Mel is painting the gym as her community work.
We have two electric meters billed monthly @ $11.46 per meter, one on side of c.h. and one on east carport. Rocky Mtn said talk to an electrician if we wanted to combine them. Would need to trench. Expensive upfront, but save $120/year after that.
:: Research.
Cheryl will facilitate March 19.
emailed 3/5/2019.
Re: [WaCoHo] minutes Mgt 2019 03 05
On Wednesday, March 6, 2019 1:35 PM, John Garrison wrote:
Hi Kay--
One really necessary addition. Mary's tree work proposal should be based on updated Lynda A's spreadsheet, not starting from scratch. This is important because the spreadsheet was developed from the input of 3 tree professionals and already circulated to the community.
Mary already expressed her concern about community pushback. If she extends work that has already been done and sent out, it will be much easier to educate the community on what we are doing and why.
Thanks, John
:: John- look for a new accounting firm.
- get Linda R view-only access to Chase acct, ppr statements, & mobile check deposit.
- set up auto deposit of reserve.
- keys to Cheryl & Victor.
- talk to Victor about vetting gutter contractors.
:: Kay - print 2018 Mgt & ACM minutes & financials for record book.
- thumb drive backup of community docs she has.
- update Mgt on what mortgage info she has so far.
- remind people whose mortgage info she doesn't have.
- attach Hans's email to minutes that he will pay half the cost.
:: Linda - provide John exact amt for reserve deposit per month.
:: Kellie - email Ward. We are okay with Meets and Bounds.
- send Hans's markup of land swap to Ward.
- email amendment of Feb minutes to Kay.
- get on Concierge's schedule for 2nd-storey gutter cleaning.
:: Mary - ask her accountant re HOA accounting, or if she can suggest someone.
We've been using the same accounting firm in various forms for years, first as Lake Hill
& Meyers, because they were supposed to be experts on Crown. Ted Hill is now the head of a very large firm which is being unresponsive. Last year they charged $425 for the return, $900 for consultation and phones. Our accounting needs are considerably simpler than they were when we had Crown.
:: John will look for a new accounting firm.
:: Mary will ask her accountant if she or someone in her firm is familiar with HOA accounting, or if she an suggest someone.
Linda still doesn't have online access to the Chase bank account, except by logging in as Ben. She would like view-only access, and to be able to deposit checks by mobile.
She would like paper statements.
:: John will look into it.
Still need to get automatic deposit of reserve set up. :: John will work on it.
:: Linda will provide him exact amt per month.
Notebook needs to have 2018 Mgt minutes ACM minutes, & financials.
:: Kay will print.
:: Kay will provide thumb drive backup to other Management members of all the community documents she has.
Recently Marina asked Linda R to turn off something in her house. Nobody on Mgt was around. Lynda still had hers and let her in; Linda R gave it to John, who also has Ben's now. It might be a good idea for someone who isn't employed full-time to have a keybox key; Linda R is willing to be that someone if Mgt wants. As the Bookkeeper she has the inner-office key.
:: John will check whether he has an extra or will get a copy made. Keys to Cheryl &
Victor.
Mel got called to work, so she has not started Mary has been doing some spackling in the common house. There are a lot of popped nails, gaps where wallboard has shifted.
Mary got a "electric car only" sign for the parking spot by Wasons'.
Kellie has some dates for work parties on her calendar.
Some jobs that need attention before the open house: Clean parking lots. Rake old leaves from lawn.
Mary & Michael did gutters on west side of c.h. and west side of crown.
:: Kellie will call Concierge, Kyle & John, to get on their schedule for gutter cleaning.
They should do second-story gutters & pressure washing under gutter covers.
Gutter drains need to be reconnected, but Concierge doesn't do that type of work.
:: John will talk to Victor about taking on the project of vetting gutter contractors.
Need bank addresses. Ask home owners for branch they have their mortgage through, if they know.
:: Kay will update Mgt on what info she has so far.
:: Kay will remind people whose info she doesn't have.
:: Attach copy of email from Hans saying he will pay half the cost. Sent February 10,
2019, reply to Kellie's, Subject: land swap.
Myron McDonald, Ward Engineering, needs an email from us and from Hans to proceed.
They will send an estimate. City says redoing plat map is unnecessary.
:: Kellie will email Ward. We are okay with Meets and Bounds.
:: Kellie will send Hans's markup of land swap to Ward.
Amendment to Feb 5 Mgt minutes, something like, "Mgt's approval of the proposed land swap has been made without legal counsel based on Hans's eagreement via email to pay half the cost. The agreement between parties is unnecessary."
:: Kellie will email language to Kay.
Kellie is gone next 2 mgt. Next mtg John is facilitator.
Re: [WaCoHo] minutes Mgt 2019 02 19
On Wednesday, March 6, 2019 1:26 PM, John Garrison wrote:
Hi Kay--
Two corrections: (1) date of meeting is incorrect; (2) Eide Bailley's charge for tax prep is $450, not $425.
Thanks, John
Action Item: Kellie will send an email to community notifying them about time change (including meeting dates, times, & new officers).
2018 accounting is mostly final (unless there are receipts we don't know about), minus a few receipts Mary has from 2018 she will turn in as soon as possible. Decided to delay sending out
2018 balance sheet until she has done so. Kay will work with her
Action Item: Kay will work with Mary in getting the last of her 2018 receipts
Ben's name is on the capitol one account (they required that). It is a corporate account.
There is one credit card and ben has it. Whomever is treasurer will need to work with ben about how to pay for things. The credit card earns cashback!
Hoa fees go into operating account. Once a month a transfer account is made from operating to reserve. A flat fee that is decided each budget to contribute to reserves, which increases 3% a year per recommendation of the reserve study.
Balance sheet? This is a picture of a point in time. What are your assets and liabilities in a point in time.
Most years the solar panels cover the electric. We still pay the power company a fee to run the electric.
President: you sign things. In the past, the president was also the facilitator.
Revisit facilitation schedule in April and ask Cheryl and Victor if they feel comfortable facilitating yet.. Kay has asked not to facilitate.
Action Item: John will collect debit cards and inner office key from previous management members
John will do research on getting a wasatch commons credit card that is not assigned to someone's name and find out what it takes to get all 3 accounts turned over
How to use debit card? Turn in receipt and breakdown of what you spent to Linda R.
Mel is currently unemployed and is possibly available to paint (she is a professional painter).
Could we ask her to give us a quote on the Common House (including the small office) and exercise room? Check in with Marina from underutilized spaces committee to see if she's ready to paint. Mary still has scaffolding to paint the very high spaces in the Common House.
Action Item: Kellie will check in with Marina about whether the gym is ready to paint
Kellie will ask Mel about a quote and availability for painting. Quote will need to be broken out into priorities.
Mary and Mike did the gutter cleaning for most of the 1st story gutters on the south end of the units for all 26 homes, in addition to all the CH gutters. One of the units was frozen too firmly to finish. Mary recommends we do a work party for 1st story gutters in April. We can contract
Concierge to clean the gutters on the second story after that. Get a quote for first story gutters as well from Concierge so we can show community how much it costs to defer this work to outside contractors.
We need another good ladder. Mary is checking NPS industrial. Mary will continue to keep an eye out for a new ladder and if she doesn't find one by April she will buy another one at Lowe's.
There are several gutters that need to be fixed.
Because of high cost of water bill in 2018, need to put in more water meters. Need to move on from B&L (who were going to fix the sprinklers behind the east carport) because they never answered our calls. We need to have a plan for installing the meters and also solicit bids from contractors for putting in a water meter.
Need to outline the project, including: where are current the water lines, where would the new water meters go, and then research what kind of water meters, etc.
Kay will get the signature page updated.
Need to address what is causing usage or leak in addition to putting in another water meter.
Need serious water management in 2019. Some ideas: use drip system, put east garden beds on a single timer, ask gardeners to subsidize water use, have gardeners monitor water usage.
Add possible water leak cost to maintenance budget? We don't know if we have a leak, and if we did, unknown how extensive or how much it would cost to fix. Should keep this in mind as a potential item for maintenance when the weather warms.
What access does the community have to the water controls for the north field? The Cannons were reimbursed $2,000 for the irrigation system they put in. From what can be remembered, there was some documentation submitted, but not a lot. The electronic controls were put in their house, unsure what will happen to the controls when they move.
Should we increase the maintenance budget in light of the projects we did not complete in
2018? How to maintain property while keeping HOA fees as low as possible?
Process committee requested to reduce their budget request and spread the cost of the retreat across 2018 and 2019. The cost of the retreat is $1500. Generally, budgets cannot be rolled over year to year, however, since it is close to the end of the year they can submit a portion of the payment now before the annual meeting. Agreed to let them use $400 from 2018 as a down payment for the rest of the retreat.
Linda R insists on not receiving payment for her bookkeeping, aside from $100 in additional office supplies for printer ink.
Expect to spend about $1,000 on the CC&Rs in 2019. We also have to account for fees associated with the land swap and accounting.
How to cut down committee budgets? Decided to take each committee budget and cut a portion from what they requested from the community. Most committees didn't spend their budgets in 2018, so committees that consistently spend their budgets were decreased slightly less.
Questions from the committee budget: Should we pay for another camera in the east parking lot (safety and security)? Has the camera in the west lot been useful, would it be helpful to have a second camera to restore balance to the lots? Detectives weren't able to use footage from our camera because it wasn't detailed enough, is this a useful investment? Celebrations has asked for $300 year after year,and this year they have increased this budget to $400. Should we cut or eliminate the dues to Cohousing.org?
With these adjustments (including the process committee reduction) this leaves us within $200 for a 4% HOA fee increase.
Should we update the reserve analysis with the numbers we spent on roofing, etc? How much would it cost to have Dale (who did our original analysis) update the analysis by plugging updated numbers into his spreadsheet? This may involve paying more for a "level 3" upgrade to get access to his spreadsheet. Could we make these estimates ourselves and only do the reserve analysis every three years, as required by law?
From: WCGG on behalf of Shawnie Cannon
Sent: Friday, January 11, 2019 11:40 PM
To: wasatchcommons
Subject: [WaCoHo] 1/3/19 management minutes
Clarification:
The waterline project referenced as "irrigation" occurred in early 2016 and was principally for water pipe repair 3 ft. deep in the ground - all across the property. It included the East Garden area as well as multiple new yard hydrants and new water lines 3 ft. deep through the wilderness area and by the fire pit. It also included new water pipes for the NF area along with four spigots. The cost for parts and trencher rental for this project was closer to $3000 and took several months of donated labor to complete. A spreadsheet of parts and details plus receipts were submitted. The Cannons were reimbursed $2000 and the rest was donated.
This is an entirely different project than the North Field Garden itself and is not related to the automated drip irrigation system and controls installed for the garden, which are located 3 ft. higher, visible on the surface and were installed at a later date.
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