Steering minutes: 2012-04-01

Minutes:

Steering Committee Minutes
4-1-2012 2:00 p.m.
Facilitator/Convenor: Amy
Minutes: Helen

Attendees: Amy, Eric M., Gayle T., Heather, Helen, Rebecca and Rod

Agenda:

1) Review of Steering Committee Mandate (follow-up from community
meeting of 3/19/12.
2) Committee Reports

1) Review of the Steering Committee mandate (as a result of follow-up
from recent community meeting. Amy handed out printed copies to each
Steering member. Following is the part we discussed in regard to the
process employed by which Steering decided at its March meeting that
TS will no longer be participating in the GO Meals work program:

"Empowerment and Empowerment Procedure:

Steering is empowered, as per the Master Deed, to make decisions for
the full group in time-urgent situations. When a time urgent decision
comes up, a minimum of three steering members participating will be
considered the quorum necessary to make a decision. In addition,
effort will be made by steering to include as many Great Oakers as
possible, to apprise the community of the situation and enable input
and participation in the decision, when a time-urgent decision needs
to be made between community meetings. Whenever Steering makes a
decision for the community,Steering will communicate to the full group
what they have decided,over email and at the next community meeting."

There is something to be said for proper process to be employed in
making community decisions.

-Rod will communicate with TS about our decision to free them up
from participating in the work part of our meals. (They are still free
to attend our meals.) Gayle will meet with TS as our ambassador on
4/8 at which time she will determine if there is any fall-out in
regard to Rod's communication.

2)Committee Reports:

Common House/Heather:
-There have been complaints from community members about cleaning
issues in the Common House on which the committee has been is working.

Process/Rebecca:
-A presentation was given by Susan, supported by Jillian and the
Process Committee, at the last alternative meeting on 3/7 entitled,
"What is Your Conflict Management Style? There may be a follow-up
on this at the next Skills and Thrills event.
-Have discussed Process jobs to be pre-assigned for next work season.
-Renters have been encouraged to attend our community meetings.

Buildings/Eric:
-Have not met since the last Steering meeting but plan to meet soon.
-Judith has received one quote thus far for painting the porches. She is
also in the process of getting quotes for the redwood, avocado green,
and Kensington Blue(replacing the teal)colors, as well as the white.
-Damaged garage door frames will soon be fixed.

Grounds/Rod:
-A long term project being worked on by Sari and Rod is a
comprehensive tree map (kind of tree, when planted and what care has
already been done).
-Hermann is spearheading the clearing out of the bike shed of
unclaimed bicycles.
-The vegetable garden plots committee has decided to expand its
border farther west and did not consult with Grounds. Unfortunately,
this will cause obstruction of the drainage swale which happens to be
located in that expanded area.
-The laying of the proposed water line to the vegetable plots need
to be followed up on this year to be sure it's actually executed.
-Since Tom can no longer be convenor this next work season Grounds
is in need of one.

Membership/Helen:
-A farewell card was signed by community members and sent to
Nicholas after he moved out. (He did not want anything done prior to
his leaving.)
-At the March 19 business meeting 4 new members were introduced at a
new member ceremony-- Brice,Greg, Judy and Kito.
-Infoco would like Membership to use their consensus decision making
powerpoint presentation as part of new members' orientation. Mary (for
Infoco)will be invited to discuss this with Membership.
-Rod has been working on compiling a historical list of GO residents
for Membership. Pam will ask him to send the final version, hopefully
in the form of a google doc to facilitate updating, to Gail Graham for
the archives.
-Membership does not currently have the energy or momentum to
organize a social event between GO and Lakestone like the one we
had a couple of years ago but will revisit this in the future.
-Catherine is in communication with Rachel about a special email list
she started and is maintaining for those who want to be informed about
rental or sales openings at Great Oak.

Work/Gayle:
-The new work allocation average for the next work season of May-August
is 8.7 hours. Some meal jobs were not assigned and some workers have
contingency hours because particular preferences did not match these jobs.
-For the Job Fair the idea was discussed of continuing the use of
the job swap board or using email instead. Some favor continuing the
use of the board. The Work Committee will continue to consider this
matter.
-There were not enough workers to be assigned for one meal per
month. Those with contingency hours or others may choose to do a meal
shift in order to fill this meal.

F&L/Amy:
-Becky Grover furnished new financial reports at the last business
meeting on 3/19 -- Budget vs. Actual, Balance Sheet, A/R Aging Summary
and a sample Committee Report. Such reports will now be furnished via
email on a regular basis.
-Are currently working on revising the Master Deed.
-Are also working on restructuring the Common House loan.
-Since it is stated in the Master Deed that we should have an annual
report on finances our CPA will present one soon.
-F&L will report soon on how to spend the over $11,000 unattributed
balance in the GOCA account.

Steering Report/Amy:
-Amy will check with one new and one absent member of the Steering
Committee to find out if meeting at 5 pm on first Sundays will work for
them in the new work season.