Steering minutes: 2012-01-08

Agenda:

Steering Committee Minutes
January 8, 2012, 5:00 - 5:50 p.m.
Common House Sitting Room

Attended: Amy, Heather, Eric, Becky H, Helen, Rod, Debbie, Gayle
Facilitator/Convener: Amy
Minutes: Gayle

Agenda:
Concerns from GO members about TS meals workers not showing up.
Discuss possible Steering Summit with TS in February.
Housekeeping items: Confirm meeting dates, assign minute-takers.
Committee reports.

Minutes:

Concerns about TS meals workers not showing up - Rusty did not answer email.

GOTS Steering Summit in February
Summit in February? Rusty did not respond.
Depends on if there are issues or if the new committees want to just meet to get acquainted with each other.
Gayle will find out who is steering convener, when they meet in January, and if they want a summit in February.

Housekeeping
Meeting dates - April conflict --> Sunday, April 1, 2:00
Minute takers - February-Becky H, March-Debbie, April-Helen.

Committee Reports
Grounds/Rod - Main project now is looking at outdoor lighting; nothing to report yet. Have been asked to rewrite mandate which was not finished in 2004. Has been quiet because steps are finished, it is winter, and there is no snow yet. Snow management is difficult to estimate related to work hours and budgeting. Working with the swim club to get a tree cut down. We asked them to cut it and they asked us to contribute $150; we agreed in order to keep a channel of communication open. We are actually protecting their protecting their property as a buffer; we hope to improve the relationship that got a bad start at construction.

Amy/F&L - Still focusing on Master Deed changes and talking to Touchstone because they are interested in talking about predatory lenders. Transitioning to outside bookkeeper. Working on how the spend the extra $11,000.

Buildings/Eric - Venting bathrooms--there is info for those who want to to purchase a fan. Egress windows with no good resolution; is a long-term project. Need answers to questions from F&S about reserve funds.

Meals/Debbie - Problems with TS and GO folks not showing up for meal duties. Have had lots of requests for new supplies so are looking on how to order online from a wholesaler with good prices. There is a problem with folks returning things--culture? Sign out? May change the committee meeting night.

Process/Becky H - Susan K came to report on how CRC was doing. There were a few issues she and Alicia handled separately. Susan has some ideas about developing a process for CRC involvement where a conflict is more complicated than between two individuals, e.g., involves an individual an a group, such as a commttee. March alternative meeting will be about conflict resolution; Jillian and Susan are working on it. Upcoming Process project - looking at the Book of Agreements to see what has expired and can be removed.

Work/Gayle - Just finished setting Winter 2012 work season that started last week. Is meeting tonight--will begin work on the Spring 2012 work season, Spring work days, and reviewing the discussion from the December community meeting about who does work and how is it modified. Vincent is a new member.

Membership/Helen - Is new to membership. Nothing has been done since November when they had a short budget meeting. Will present a member ship mandate at the next community meeting.

Common House/Heather - Got some new thermostats for energy usage and for the fireplace. Moving ahead with new improvements--new washer, media and game room improvements. No one is interested in renting the office; talking about other uses with the community and also what to do about the shortfall in the budget. Have not advertised outside the community--did not feel comfortable. 80% occupancy was used for the budget to not assume will be fully rented.

Concerns about TS meals workers
We should report absences to meals so they can know what is going on.
Cleaning in CH - Should we have a checklist that things are done? We are adults but is a chronic issue. How can we do a better job of monitoring ourselves? A log book could help. Also a list in guest room of what needs to be done; would help orient new workers.

TS and CH - We have an agreement that they help work here if they use the CH; there seems to be resistance or lack of understanding. We need to reassess our approach--feels more like a landlord/tenant relationship. Can we approach it more generously; also, their presence in the work system artificially lowers our work hours. There was a problem with the workshop--there was an agreement to share but then didn’t which led to ill-will on both sides. History says it wasn’t successful to have a friendship and a business relationship at the same time. Perhaps it is time to explore the relationship again--is a significant budget item. They are put into specific work slots for meals but CH cleaning jobs are supplemental.

Next meeting - February 5 at 5:00 p.m., sitting room
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