Finance & Legal minutes: 2010-06-13

Agenda:

1. Update on Document Organization (Gail; Monkey from Mary)

2. Update on Accounts Receivable and Lien filing process

3. Annual Review - Update? (Mary's Monkey)

4. Review of Membership Materials

5. Suggestion for Proposal related to bidding policy (from Talk); (and task
for F&L to

create a form for getting 3 bids)

6. 2nd Mtg in June - change day/time

Minutes:

*Present*: Mary, Aaron, Elph, Carl, Gail (for first item of agenda)

*Minutes:*

1. Gail - has talked with 3 cmtees - Grounds, Common House, Bldgs.
Conveners
are overwhelmed. We need to sell our proposal as something that lessens
burden on conveners. Need to discuss - how far back to we keep stuff, and
what all we keep. This is part of moving us from a loose organization to a
working business. Bettter documentation of financial and legal documents
and decisions.

a. Needs to have a training component - how to find stuff on wiki, how
to put stuff on the wiki.

b. Need a regular system for collecting - min once/yr. With every
convenor change.

c. Online storage? Implies scanning. Adi has volunteered to scan
initially. After that who does it?

d. What do we store?

i. Contracts.

ii. Bids.

iii. Any maps, schematics or
other very "visual" documents

e. Where do we store?

i. Must be accessible
(both the physical location and training for wiki)

f. What is the ongoing process for monitoring this? (after this work
session)

g. Gail will bring a proposal (internal) to the first F&L meeting in
July.

2. Accounts Receivable Report (Elph)

a. 2 people late (past 20th), but got pmt in by end of month, so no late
fees

b. The one household still in major arrears has not paid in 3 months,
and debt is now more than $4,000; broke payment agreement

i. F&L rep discussed this
with them (lien coming; 3 months no payment, late fees being assessed), will
try to work with them to get them on a new agreeement and paying

ii. What next? F&L will
be exploring other options to re-coup the money owed to the Association

3. Annual review - No progress. Mary will work on this before next
meeting.

4. Next meeting - Changed from Thurs, June 24 to Tues, June 22.
7-8pm Mary
and Carl's.





On the stack:

- Consider changing late fees policy, as discussed during passage of
addendum to Late Fees policy in May cmty mtg.

- Review Membership Materials
Consider crafting a proprosal around bidding