Steering minutes: 2012-07-01

Agenda:

Steering Committee Minutes
July 1, 2012, 5:00 - 6:10 p.m.
Common House Sitting Room

Attended: Amy, Becky H, Hermann, Helen, Debbi, Gayle
Facilitator/Convener: Amy
Minutes: Gayle

Agenda:
Swim Club follow-up (noise, fence, etc.)
Rolloff
Convener for next work season; sub for August 5 meeting
Committee reports
Matters arising

Minutes:

Swim Club Follow-up
Legal limit for noise is 10:00 p.m. We can control trespassing but not the noise from their loud speaker.
Best option to meet directly with them; Amy and Debbi will meet with the Swim Club manager to open up a line of communication and discuss our respective concerns.
TS Ambassador Gayle will report results to Touchstone.

Roll off Area
Helen raised the issue of how available the broom is to TS to clean up that when they find broken glass at the rolloff.
Their garages are closer to the rolloff than ours--resolved.

Touchstone
Ambassador report - Did not meet with the Steering Committee in June--their choice because there were no common issues and they had a very full agenda. Will be sure to attend in July or August to be sure we have at least one session attended by each ambassador each season.
Fireworks - There has been conversations between individuals at GO and TS about the issue; will contact the ambassador and Steering to be sure they have the information.

Parkland Plaza
Meeting with Lew Kidder, Chair of the Scio Township Roads Committee, will meet with the 3 communities at the GO CH on July 10. A summary of information was sent to all on June 30, an announcement will go out tomorrow, and flyers will be posted. There is no committee or planning in process--we are only setting up the informational meeting.

August 5 Steering Meeting
Will cancel because of members being out of town; we will be in touch by email about any issues that arise.
Gayle will convene the meeting September 2 to select a new convener since Amy’s term will be over.

Committee Reports
Grounds/Hermann - Met June 12 and discussed how to trim the Shingle Oak that blocks the watering system; decided only one branch needed to be removed. Perennials for south lawn is Ted’s project. Had an inconclusive discussion about people not doing their jobs; there is little accountability. Discussed areas that need weeding; it is hard for individual weeders to make a dent so talked about the idea of setting up work parties in the spring when there is more rain and weeding is easier. Helen noted that the Grounds minutes cited the north semi-circle as needing work but Gail has been working hard on it and it looks good.

Amy/F&L - Old CH loan has been paid off and are setting up the new loan for 15 households (was 23 households). Will present a draft revision of the Late Payment of Association Dues policy at the July 16 community meeting to address what happens if arrears continue to increase after a lien has been placed on the unit. Kathy, Adi, and Amy met with the CPA about GOCA’s taxes and will give a brief update at the July 16 meeting. Mary and Adi will be the co-coordinators of the budget process. Also discussed jobs for next season.

Meals/Debbi - Looking at job descriptions, mandate, dealing with cook cancellations. There is a staples list by the white board. Hoping FIC folks will help with clean up; don’t know numbers of folks yet. Regarding food restrictions, recommends that Jillian obtain that information before Willie runs the meal scheduling. Perhaps Jillian could recruit willing and experienced cooks--we should not leave it to fate.

Buildings/Eric - The painting is done; we have until July 31 to report mis-cues. You may have noticed that the fire suppression system is no longer giving us problems. There was a recall on the crimps around the sprinkler heads which neither our contractor nor our installer bothered to tell us about. The recall covered parts only. We could get compensated for the replacement of the crimps, which would be very minor (only a few dollar part), especially in the regards to the time it would take to file all of the paperwork. There's no way of knowing which units used the recalled crimps on, and it'd be quite expensive to check and/or replace them all. If they haven't failed by now, then they're probably ok. It is time for the suppression system inspection.

Process/Becky H - Worked on draft proposal to lengthen community meetings for budget--there was a consensus. There may be shortage for fall work season facilitators because they are involved in F&L issues; a possibility would be for there to be an exchange with Laird to provide facilitator training. FIC meetings--Jillian’s concern is diet restrictions so hoping to find a way to flag and coordinate that

Work/Gayle - New work season survey will be live July 9 - 19 and work allocation will be July 22. Fall Work Days have been set at October 6 and 27. We are hoping that we will be able to present “Valuing Our Work” at the July 16 business meeting but this has not been confirmed; the document has been finalized. Vincent will be taking 4 months of parental leave from the committee.

Membership/Helen - Looking to schedule Luke’s introduction but difficult because of his work schedule. Are trying to coordinate leaving event for Kendra. Farewell for Akiva’s July 23 Monday after dinner. Will introduce Riva at a meal. Will be having a tee shirt sale--announcement will be in early July and orders will be made during July; the price has not changed. Catherine has added language to membership literature about not trespassing on swim club property. Catherine has drafted a new job description for the orientation coordinator job adding about continuing to improve the orientation process. She is starting to think of leaving the orientation job. Catherine has sent email to Go Talk asking folks to host new people and visitors at meals (from Robin at TS); Robin would also like to know about units for sale at GO.

Common House/Heather - No update.

Next meeting - We will not meet in August because of vacation travel schedules. We will communicate via e-mail or reschedule our meeting if needed.

Meetings will resume on Sunday, September 2, at 5:00 p.m. in the Sitting Room

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