Steering minutes: 2012-10-07

Minutes:

Great Oak Steering Committee Minutes

Oct. 7, 2012, 5:00-6:00

Common House Sitting Room



Attended: Debbi, Becky H., Helen, Hermann, Eric, Gayle

Facilitator/Convener: Helen

Minutes: Becky H.



Agenda:

Minute takers for Nov. and Dec. mtgs.

Cmttee reports

Matters arising



1.Minute takers for Nov. and Dec. mtgs



Gayle will be minute taker for Nov., and Debbi for Dec. (if she can sit for
a period of time by then).



2. Cmttee reports



Gayle/Work - Work currently enjoying a couple of week reprieve between
planning for work seasons. Fall work season was a challenge because Judy
(Gayle’s renter) moved out at the very beginning and had lots of meal
shifts. Dec. 2nd and 4th may still be open for meal cleans. First work
day went well. There was not a real big turnout but a lot of work got done.



Gayle/Touchstone Ambassador – TS has huge issues right now; no space in
their mtgs to include a liaison on the agenda. Rusty is TS Ambassador and
she and Gayle keep in touch. Reduction in rental fee for use of GO Common
House was welcomed. Rusty has advised that TS is improving its lighting
system. They would like to put a light over garage door near GO workshop,
because stairs are not well lit. TS would pay for this, but they would
need to go through a GO garage for electricity. Some questions about this
have been raised? Is the problem that a truck parked there blocks light?
If so, we should just mark spot “no trucks.” Issue will be brought up at
next GO Grounds meeting if there is time. Gayle will send update to Rusty
and will ask who is coordinating this at TS. A short discussion ensued re.
the problem of ice on those steps and around recycling roll off in winter.



Jim (not in attendance, but sent report)/Common House – Cmttee addressed
several questions and concerns that had been raised about the proposal to
lower Touchstone’s rent for the Common House, then brought the proposal to
consensus at the cmty mtg. Regarding the budget for 2013, CH is reducing
the line for improvements to $1200, not adding money this year to the
rollover fund for the kitchen, and expect to try out Adi’s online
reservation system for a year. Considered and forwarded projects for the
Fall Work Days; no big projects this time, but a number of chores that need
to be handled repeatedly.



Debbi/Meals- There is a need to change how people write checks for meals.
Because of bank rules, checks should be made out to Great Oak Cohousing
Association with “Meals” in memo line. Mary has heard from several TS
members that they are disappointed that they are not included in meal
shifts. They miss the camaraderie. When there are vacancies, TS people
will be asked. Meals not currently entertaining bringing TS back into the
Meals system. TS will be encouraged to take meals shifts currently open.



Eric/Buildings – no meeting, but discussion via email on budget. Will drop
total Buildings budget by $2000. On “to do” list: working on attic
insulation - would like to avoid having contractors do it, but need people
who know what they are doing. There have been no fire suppression problems.
Patti has a leak in upstairs shower; woodpecker hole in another unit. Does
Buildings or Grounds deal with insect nests attached to building?
Buildings handles this.



Eric/F&L – F&L has had many email discussions. Budget meetings are going
well. GO’s accountant is still working to find out how much we owe in back
taxes. Would the old accountant be liable for interest and penalties on
back taxes? This has not been pursued, but F&L will look into it.
Hopefully there won’t be a significant rise in HOA fees, since back taxes
will be taken from rollover funds. Ongoing is issue of unit in arrears;
looking at getting judgment against them. Master Deed amendment being
worked on right now.



Becky H./Process- Continuing work at the moment includes planning for the
joint Sunward/GO hosting of the FIC board, Oct. 29 through Nov. 2.
Planners from both Sunward and GO met on Sept. 22nd and all facets of
planning have honchos. Dinners will be at GO, as well as some evening
activities. Planning for the GO Skills & Thrills weekend (Nov. 10 & 11) is
coming along well, with Kathryn Greiner from UM Credit Union, the GO
accountant, and Gayle’s renter, Caleb, slated to give presentations. Eric
is planning some games involving money/finances that both adults and
children can take part in. More work on Skills & Thrills will be done at
Oct. Process mtg, along with figuring out how best to cut the 2013

Process budget.



Hermann/Grounds – Grounds worked on their work day project list; assigned
reserve parking to unit 2, principle being that “there should be one
reserved parking spot for every household that does not own a garage.”
Discussed budget for 2013 – discussion continues. Erik is ordering a new
schlepping cart. Grounds is prioritizing funds that can still be expended
from 2012 budget, with the focus being on lighting projects. Discussion
about asphalt cracks – nothing will be done this year. Also discussed the
dead tree on swim club property near property line; swim club has been
approached but no resolution yet.



Membership/Helen – did not meet in Sept; meeting tomorrow for Oct. A new
member welcome was held for Luke Hanna, and Jessica and Caleb Lange.
Newest members, Ayres Freitas and Lucina de Barbaro are living in Hope’s
unit for month of Oct. Catherine sent out email to all renters explaining
that we no longer have “buddies” to orient new members. Starting last Jan.
we have a work position, Orientation Coordinator. Catherine has been doing
this. Tee shirt order will be sent in soon.



5. Matters arising - none



Next meeting: Dec. 4, 5:00 p.m., CH Sitting Room
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