Steering minutes: 2011-07-10

Agenda:

Steering Committee Minutes
July 10, 2011, 5:00 - 6:00 p.m.
Common House Sitting Room

Attended: Amy-Convener/F&L, Debbie-Meals, Jim-Common House, Gail-Process, Judith-Buildings, Gayle-Work
Facilitator/Convener: Amy
Minutes: Gayle

Agenda:
Any agenda items for Gail for the Touchstone Steering Committee on 7 /18.
Check dates for the GO/TS summit.
Review job rationals for 7/18 community meeting.
Jobs for Fall work season: Convener, TS Ambassador.
Committee Reports.

Minutes:

TS Steering Committee 7/18
Their agenda includes our parking questions (could we park the GO truck at TS, could we use their lot for overflow parking); we want to know their response. Was mentioned by someone that they may want something in exchange. Although we have concluded that we do not have a problem now, we still want to hear their response.
Status of TS/CDC mediation; what’s next?
Problem with children on bikes in parking lot and not responding to cars or requests to move.
Seeking TS input on on possible upcoming changes to the Meals system.

Dates for GO/TS Steering Summit
Possibilities 8/6 or 8/13. Amy will let Rusty know our availability Subsequent to the meeting, 8/13 was selected.
Agenda items:
Cubby for TS? No where to leave payments, etc.
Traffic in entryway - Erik would like someone else to take the lead.
Parking
Spot for GO truck in TS lot?
Overflow parking for GO in TS lot -- our questions have resolved but they have discussed it so will see what they say.
Idea from TS regarding their GO-CH office, specifics unknown.
Update on TS mediation with CDC.
Motorized scooters.

Review job rationales for 7/18 community meeting

Amy completed and passed out copies.
We will review and send comments to Gail; if none, will stand as is.

Jobs for Fall Work Season
Convener - Amy has just started so will continue; is usually one year.
TS Ambassador - Gail is developing relationships so will continue.

COMMITTEE REPORTS

MEALS
Processing info from community discussion about revamping the meal program. Lots of brainstorming but no decisions yet. They have some ideas to take to TS and then bring ideas back to the community for responses. Rod talked to Susie who will talk to TS.
Have talked about how to support cooks better; Mary is going to do some work on something like a curriculum
Working on getting gluten free equipment to avoid contamination.
Finances - in theory there is plenty of money but the cash flow is difficult because meal expenses come in quickly but participants pay monthly. Kathy has been sending emails to those with large balances which has helped.
Elph installed gauge to show how much propane is in the grill tanks so will know before big events.

PROCESS
Working on jobs for the next season and job rationals.
Are beginning to think about the Skills & Thrills event. Some are interested in sustainability; if we get someone from the outside, will need to plan soon. Looking at 11/12-13.

COMMON HOUSE
Also working on jobs for next season and presentation next week. They do not anticipate recommending much change, just minor changes.
Difficulty is those assigned stop work on some jobs when hour requirement is met (i.e. weeding, cleaning); the jobs then do not get completed but others want those jobs completed--is a trade off.
Have had AC problems and learned that Robertson & Morrison forgot to put the control board back in after the repair. Becky and Elph did it and it is fine now.
Floors: still getting bids but present intention is to come to community for approval to spend ahead from reserve fund so as to redo game room with wood (dancing, exercising) and carpet (if can spend ahead from reserve) for the media, guest, exercise, play, and sitting rooms - will firm up bid from Lowes and need a competitive bid. They hope and think it can happen--Jeff could head up wood floor in game room and then do as a workday project so would save money. Carpeting - need more bids. While amount used in the reserve fund study was 1,500 sq. ft., the area is actually 2,500 sq. ft. plus 3 offices (that will not this year).


BUILDINGS
Fire suppression:
Time for fire suppression inspections--takes all day. While they are here, they will fix the two items that have been missing since move in. We will now have to pay because the statute of limitations has past; the inspectors never noticed.
Have put in expansion tanks in 2 more buildings so that surges in water pressure will not cause glycerine squirting out when there is high water pressure. There is a water pressure gauge on each unit - should read 70-90 pounds. She thinks they will be able to put on in the kitchen next season; will be up high so out of the way.
Have put a pressure valve on the glycerine so we can read them.
Hot box inspection is coming up. Paper work usually comes first but we do not know to whom; will put out a notice to community to forward to Judith.

F&L
Have been working on jobs for the fall season and presentation on the 18th.
Carl is still working hard on cleaning up the long standing confusions; we are very fortunate to have him.
Mary will be facilitating the budget process in the fall and is talking to Rod about it.
Aaron is working on Master Deed; is going on vacation soon so don’t know when but hopefully soon.
Becky (F&L + CH) - have spent more than planned on CH and soon buildings will have to do the same to paint the porches - will be next year because there are not enough funds this year.
Have completed a draft proposal about how to spend reserve money with cut off points for what a committee can decide, next level up would go to F&L, and next level would be to the community to decide.
Are working on a policy on how to invest funds; it was noted there is a policy but it is not written or approved.

WORK
Fall work survey goes live 7/12 through 7/19.
Community meeting 7/18 will be devoted to committee presentations and survey will be handed out.
Have established Fall work day dates - 8/6 and 8/22.

Membership and Grounds did not attend.

Next meeting - 8/7/2012, 5:00 p.m., CH sitting room
Minutes - Debbie
Grounds - Ted
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