Steering minutes: 2010-03-07

Minutes:

Minutes of Steering Committee

3-7-10



Present: Gail, Judith, Amy, Mac, Rod

Guest: Lyn Solms from Touchstone (TS)



1) $500 from critical needs line item for F&L

F&L requested Steering’s approval via e-mail a couple of weeks ago to spend
$500 from the Critical Needs line to establish a retainer with attorney
David Keast. Legal counsel is needed to provide information and services
related to the unit in foreclosure, placing liens, advising on the fire
suppression issue, and eventually, updating our Master Deed and Bylaws. All
present approved this request and it is duly recorded in the minutes.



2) Steering committee roles for next work season.

Gail will continue as convener and Process rep. Judith will continue to
represent Grounds. Amy will continue to represent F&L. There was
discussion about whether to leave Steering Rep positions unassigned during
the work survey process so new people could sign up; it’s important that
whoever is Steering Rep should also serve on the relevant committee.



3) Touchstone Report

Lyn reported that TS has given notice to CDC that they won’t be using their
CH-unit at TS any longer. There are families interested in renting it. TS
is negotiating with CDC about a “credit” CDC is requesting relative to the
TS-CH. If and when the TS-CH will go forward is again uncertain because of
this.

MONKEY: Judith will ask Grounds to talk about traffic patterns at the
shared entrance to the parking lots.

Nancy submitted a written report from her attendance at the February 17,
2010 TS-Steering meeting:

a) Fire pit – TS admitted that they were aware of the danger and the
smoke; and also that it was an unsightly dumping ground. They agreed that
it should be moved.

b) Reminder to have correct materials in roll-off (paper only and glass,
plastic, metal only on the other side). And to crush boxes. The steering
folks are aware of this but have no absolute control (nor do we) over
everyone’s behavior.

c) A reminder to be very slow entering and exiting the 2 communities at
all times, but especially with ice and snow on the roads.

d) When I asked for their suggestions, etc.: GO was asked to leave more
room for people going to the roll-off. The truck was parked very close to
the garage, which makes it very difficult to get past – especially with
recycling bags. I spoke to Jeff about it and I did notice the truck parked
closer to the workshop.

e) The steps going down toward the roll-off were very deep in snow and
most difficult to use. (At the time I put salt on them.) After speaking to
Jeff, I learned that GO and TS had an agreement that GO would keep the brick
sidewalk shoveled (and it was) and that TS was responsible for the walk and
steps next to the garages leading to the roll-off. (I reported this info to
Lyn S.)



4) Committee Reports

Common House: Tom attended from TS and talked about when TS would use the
GO-Common House.

MONKEY: Steering would like CH to clarify when TS is officially beginning
to share the GO-TS. Some of us thought it was already happening; Mac said
that it is not, and won’t begin until April 1.

CH talked about the CH 5-year plan, and will have a joint meeting with
Meals to discuss the kitchen. Talked about whether to install a pressure
release valve in the CH pantry. Decided that since it was a higher quality
installation than in the units, won’t go ahead with this.

Grounds: Talked about many parking issues; no decisions made yet. Outdoor
lighting: Ted is testing fixtures. Talked about 5-year plan. Landscape
architect will provide plans for certain elements. Reviewed suggestions
made by Landscape architecture students several years ago. Grounds has a
priority list now to help focus its efforts.

Process: has been revising its committee mandate. Working on alternative
meeting proposal and have decided to continue current pattern of community
meetings until a new decision is made. Reminder that new minute-takers may
need some training at the beginning of each season.

F&L: Has been working on several aspects around the unit in foreclosure,
including researching the impact on the community and communicating with the
community. Arranged to have attorney Dave Keast attend a community meeting
to answer questions about the foreclosure. Obtained approval from Steering
to retain Dave Keast to help with foreclosure and other legal issues such as
liens, advice on fire suppression system, etc. Also working on
implementation of Late Association Dues agreement. Have communicated with
all households that are significantly in arrears; several payments have been
made, and written agreements will be in place soon. Have drafted procedures
for Finops to follow in implementing the policy. Have developed a lengthy
to-do list for F&L. Plan to request more hours for each F&L member for the
summer so we can work down the list.

Buildings: Some time ago there was a discussion about collecting keys from
all households in a lockbox. At least one household was firmly opposed and
the idea did not move forward. A recent incident involving a lost key
suggests that we return to this idea and let people opt out.

MONKEY: Buildings will draft a form (and run it by F&L for review) for
people to sign authorizing the Association to hold a key for them. The form
should have a space to opt out. If households opt out, they also need to
agree that they will be liable for any damage arising from emergency access
to their unit.

There was a side conversation about Knox Boxes, which have been installed,
but still don’t have keys in them. These differ in that the Fire Department
only will have access to them and they are only associated with buildings
that have fire suppression systems.

Membership: Sarah submitted a report in absentia:

The Great Oak Membership is steaming along under the sure hand of Catherine!



- We formally "welcomed" a backlog of "old" new members at the GO
anniversary/talent show party! Thanks to Tom and Rod for composing an
"occassional" song just for the occassion!

-

- we are working to prepare materials about Cohousing for realtors,
both in light of Dave B.'s foreclosure and just as a general helpful
resource;

-

- we are reviewing the buddy system and looking at ways to
reinvigorate it and make sure it is doing what it is designed to do;

-

- we are checking in with membership "job holders" to find out if
their hours are appropriate and job descriptions are accurate and to discuss
any needed reorganizations.

-

Work (Helen submitted a report in absentia):



The deadline for the surveys measuring work satisfaction was 2/28. As of
2/25, 34 out of 68 surveys had been returned. In the meantime, Cher is on
leave due to her health. She had intended to interview a list of people who
have trouble contributing to the work system.



Work will see that Margaret Hetherman gets involved in the work system.



The work allocation schedule is: Mar. 12 – deadline for committees to
submit job changes and pre-assignments; Mar. 16 – job survey begins; Mar. 24
– Survey ends; Mar. 28 – job allocation party.



TS will be helping with meals next work season: 8 asst cooks & 9 meal
cleaners per month. They will also be contributing to CH work starting in
April.



Tentative workdays are Mar 8 & 22. May 1 is also a possibility but not
preferable.



5) Fire Suppression Update

Inspection still needs to be done for 2009/10. Still need to assemble a
complete set of reports from inspections. Gail & Jim had offered to visit
the township. Since Nancy Hedberg was involved in GO early on and is now
the Scio Township Clerk, she seems like a good person to go to at the
Township office to ask for help with both fire suppression and unit address
numbers. Gail and Jim will ask Barb Young at State Farm what information
she has. There’s a plan to talk about fire suppression at the 3/15
community meeting.

Address issues. Carl will talk with F&L about this tomorrow, and then
arrange to talk with the community on 3/15 to get a sense of what people
want to do (or not). This is a complicated issue because some people prefer
5xx, and some people’s deeds/titles may have 5xx.



6) Other business

MONKEY: F&L was asked to report to the community about the Reserve Fund
review when it is complete and to enable the community to look at the
bookkeeping around the Reserve Fund.

Building heat study: Adi has rented an infrared camera to do an energy
study. Talk to Adi asap if you want to be included.



7) Next meeting date

Sunday, April 4 is Easter. No one had any objections to meeting then.
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