Steering minutes: 2012-06-06

Minutes:

Great Oak Steering Committee Minutes
June 3, 2012, 5:00-6:20 p.m.
Common House Sitting Room

Attended: Debbi, Gayle, Becky H., Judith, Amy, Hermann, Helen, Heather,
Rusty (TS)
Facilitator/Convener: Amy
Minutes: Becky H.

Agenda:
Visit from Touchstone Ambassador
GO distribution and communication of letter from HV Swim Club
Jobs for next season
Cmttee reports
Matters arising

1. Visit from Touchstone Ambassador (Rusty)
- updates
- policy/communications around CH room sign ups
- letter from HV Swim Club
- matters arising

General update: TS building painting underway. Same company as did siding
repairs; TS has confidence in this company. Probably will need to erect
scaffolding in back on the south side because farmer did not give
permission to cross property. Power washing next step. TS members
consensed on structure of having all members as board members. Will
necessitate some changes to bylaws. Making sure that functions of old
board officers are in place. TS Legal and Finance Cmttees have been
combined as an empowered cmttee. Convener of that cmttee acts as TS
Treasurer.

Confusion over GO room assignment for one of their plenary sessions during
GO Work Days. TS Steering Cmttee talked and Julie from TS and Gayle T. (GO
Ambassador to TS) will work out issues so that it doesn't happen again.
Gayle has sent e-mail to Julie to suggest some ways of facilitating
communications.

Letter from Ann Gordon, Sunward resident and HV Swim Club member: was
distributed by Sunward through Lilacc, but not all GO or TS members
received it. Swim club wants us to stay off their land; may decide to put
up a fence. We don't know their reasons, but our assumption is that they
are worried about liability; also people are not cleaning up after their
dogs. There are" No Trespassing" signs on some trails. Don't know where
property lines are on all swim club trails. Maybe would be worth figuring
out where the property lines really are. Are trails for summer use only by
swim club members? Could we walk there at other times? Our assumption is
that they don't want us there at all. Do we want to try to get some
clarification? Are there any circumstances where we could use the trails?
Could we have some sort of community membership where we just walk? Letter
we received is from Ann Gordonis not an official HVSC communication. Amy
will call Ann and share what she learns by e-mail for further action.

TS matters arising: TS pursued legal action due to the reluctance of
investor owner (owns one unit) to acknowledge association fees owed.
Investor owner has now sent letter offering settlement. Settlement seems
reasonable and TS will probably take it. In most recent communication
investor owner stated would like to meet face to face for exchange of views
- feels relationship got off on wrong foot. Two other units at TS in
danger of foreclosure. Offers accepted on two additional units; one a
short sale.

TS Marketing Cmttee and our Membership Cmttee may work together to
advertise cohousing at cmty events. Earth Day and Green Fair events have
been particularly good for advertising cohousing. Our Membership Cmttee
convener met with TS Marketing Cmttee in April. TS can communicate with
our TS Ambassador about needed help with these marketing events. Robin at
TS and Adi working together to maintain GO and TS web site linkages.

2. GO distribution and communication of letter from HV Swim Club
See above. Additional suggestion that maybe Ann Gordon could attend one of
GO's business mtgs to talk about this issue.

3. Jobs for next season
Amy is rotating off as convener; Gayle will continue as TS Ambassador; we
need to look for Steering Cmttee convener.

4. Cmttee reports
Heather/Common House - Debbi came to CH mtg to talk about online
reservations; they are testing a system and may have recommendation in a
month or two.

Debbi/Meals- Meals met and talked about mandate, but haven't begun working
on writing it; discussed some scheduling issues.

Gayle/Work- at last mtg discussed room scheduling issue involving TS; all
need to watch communications with TS. Communications with TS about meals -
TS asks that anything relating to changes in meal scheduling go to
gots at aacoho.org; sometimes meals are cancelled and TS doesn't know. Adi
and Vincent are working on "Valuing Our Work" document; Work has asked for
time at upcoming business mtg for discussion. If a "pay for work" system is
adopted, will involve a master deed change; F&L is not waiting for this
issue to be resolved before changes to Master Deed. Work days went well
and a lot of work got done. Starting to look at next work season and fall
work days-

Becky H./Process- Looked at cmty mtg schedule for fall season. Sept.
business mtg falls during Rosh Hashanah. At June mtg will discuss moving
this mtg to Wednesday, 9/19, instead of 9/17. Also will discuss increasing
budget-related mtgs from 90 to 120 minutes, since we often seem to run out
of time at these mtgs. Has been an increase in interest in convening
alternative mtgs about a variety of topics/issues. Jillian will check with
F&L about plans for 2012 "Skills and Thrills" weekend. On 6/2 a breakfast
mtg was held at Jillian's with both GO and Sunward reps to continue
planning cohosting of the FIC meeting at the end of October. Plans are
going well and there will be good opportunities throughout for interaction
with FIC representatives who are here. Another pay-off for cohosting the
event- GO and Sunward will be able to share or split Laird's facilitation
services at some time in the future. GO may use the 2013 "Skills and
Thrills" weekend for this event.

Buildings- Few small repairs, mostly to porch lights. Painting is almost
completed. Painting has gone smoothly. Workers are cooperative and
responsive. Buildings is discussing more ideas about improving
infrastructure.

Amy/F&L - At next cmty mtg, will bring forth new proposal for renewal of CH
Loan. At last cmty mtg discussed issue of household in arrears on
association fees. Lots of Fin Ops activity. Need to find new Budget guru
for this year. Lingering question of balance in GOCA accounts. F&L has
proposal for this that they are working on.

Hermann/Grounds - In past month devoted most time to prep for second work
day. Tom (immediate past convener) continued introducing Kate (current
convener) to cmttee work. Mac's request to scatter wildflower seeds behind
unit approved. Helen requested more weeding on south side of CH.
Landscaping crews need to be contacted about weeding throughout cmty.
Jillian has requested steps leading down from CH plaza. Cmttee responded
with request for rationale for why steps are needed. Mary's new renter
(Luke Hanna) will take over old renter's jobs - 2 landscape shifts.

Membership/Helen - Catherine drafting changes to new member and prospective
member packets. Will do this every work season. Membership coordinating
with Tech about streamlining process for getting new members set up in our
systems. Brice received goodbye card. There will be a new member ceremony
for Luke.

5. Matters arising
Would be nice if some GO members contacted our mail carrier who is ill.
She has looked after us really well.

Next meeting: July 1, 5:00 p.m., CH Sitting Room