SBHA Meeting Minutes August 30, 2019

August 30th Meeting Notes

Opening: Stonebrook HOA Board Meeting on August 30, 2019 from 1pm-2pm at Jamie B’s Home 

Present: Mark Robinson, Kelli Archibald, Michael Maloney, Jamie Braithwaite 

Absent: Joni Larsen, Kent Okeson, Josh Chandler

Absent Bookkeepers: Jim Lea

Guest: Anna Snarr, rescinded nomination for upcoming Board Member Election  

  • Opening and Introductions

  • Board Members Business

    • Goal of meeting to gather information regarding Bookkeeping, Accounting, and Property Management options to present for an upcoming Board Vote before the upcoming ballot.

    • No vote will take place.

  • Solution discussed together to bring to vote

    • Current Solution

      • Kerry Walters for $1,200 annually billed $300 quarterly (see email)

        1. Consulting CPA located in Las Vegas, Nevada

        2. Estimated 2 hour monthly reconciliation at $50 hourly rate

        3. Bookkeeper training as needed

        4. Prepare Paperwork to file taxes annually

      • Jim & Joy Lea for $3,000 billed quarterly (see email)

        1. Bookeeper

        2. Property Management 

        3. Estimated $15 hourly rate

      • Pros/Cons

        1. All information in Xero for transparency

        2. Current input errors needing to be fixed

        3. Binder notebook with receipts, statements, and checks 

    • Volunteer Board Member Bookkeeper

      • Kelli Archibald for $0 

        1. 11 month volunteer bookkeeper

      • Kerry Walters discontinued

      • Kevin Killpack for $TBD

        1. Local Idaho Falls CPA

        2. Prepare paperwork to file taxes

      • Jim & Joy Lea for $TBD

        1. No longer responsible for Bookkeeper duties

        2. Continue services as Property Management at adjusted fee

      • Pros/Cons

        1. All information in Xero for transparency

        2. Remedy all errors in Xero immediately for accurate accounting 

        3. Year-to-year fiscal record kept in Excel

        4. Access accurate information into correct categories in Xero

        5. Board transition taking place at the end of Kelli’s two year term

        6. Need to find local CPA willing to take on our account to file taxes at a fiscally responsible price

    • Separate Duties of Bookkeeper and Property Manager

      • Anna Snarr for $2,000 annually billed $500 quarterly (see email)

        1. Joint effort splitting responsibilities between bookkeeper and property manager

      • Jim & Joy Lea for $TBD

        1. Relinquish bookkeeper duties to Anna Snarr

        2. Continue services as Property Management at adjusted fee

      • CPA for Tax Filing Only $TBD

        1. CPA to be determined

          • Kelly Killpack located in Idaho Falls, ID

          • Kerry Walters located in Las Vegas, NV

      • Pros/Cons

        1. Anna Snarr rescinded her nomination for the upcoming board member ballot

        2. Third party paid Bookkeeper living within Stonebrook Community

        3. Third party paid Property Manager living within Stonebrook Community

        4. Need to find CPA willing to take on our account to file taxes at a fiscally responsible price

Notes submitted by: Jamie Braithwaite