Common House minutes: 2012-12-01

Minutes:

Present: Heather, Becky, Paddy, and Katie

*BUDGET*
Even with the expected charges from Robertson Morrison for furnace
maintenance, we should have around $2000 left in our maintenance budget.
Let's use it toward hot tub insulation. Becky will email and coordinate
with Eric and Erick to get this moving along.
Need to stock up on filters for all three furnaces - ask Elph or Nancy to
get three for each. Each furnace takes a different size.
Let's use $500 toward the dining tables since the cost is more than
estimated/anticipated.

Media room is due for new A/V equipment - this comes out of the reserve.
We have around $160 left in improvements line - let's use it to buy one or
two side tables for the media room. Heather will also use $30 to buy a new
GO photo collage.

*LAUNDRY ROOM*
Let people know we are switching to all free and clear (no fragrance or
dye) - Feb 1st will be change-over date. Heather will make signs for
laundry room, Becky will send out email to GO/TS. We need someone to make
an announcement at Community meeting and we need to send periodic reminders
so folks don't buy new scented products.
*
ONLINE RESERVATION SYSTEM*
Want to switch over Jan. 1 - need to choose date to take away book. Ask
folks not to add any 2013 reservations after that date.
Also need to have training on the new system in December.
Money to Tech operation fund to cover expense. Tech will bill CH


Adi needs specific suggestions to tweak the calendar:

How far in advance can individuals reserve? How far out to repeat? Try 4
months to start.
Saturdays seem to be a prime use day. Game day taking up one Saturday a
month is only a problem in spring and fall when we have work days and
skills and thrills and competition for Saturdays heats up. Heather will
talk to Work committee about not taking two Saturdays in one month.


How does color coding work? By resource? What do the colors mean? Can
calendar show color key?
Grey out past days?
Monthly calendar needs to be less confusing visually.
Need to set time period for guest room
People reserving rooms need to be aware of guests
single day view?
December 3rd 6pm sitting room reservation not showing up - recur 4 times
Recurring reservations - limit to how far out
Time limit on each reservation - what is it?
Standing use - plenary, common meal (GO and TS) family farms, etc.
work days have to blocked out manually
What reports do we need? guest room - billing, total use. TS use. time
baed calculations - how often does each room get reserved?
Reminders for reservations - email. How far in advance to remind?

Next Meeting is December 15, same bat time, same bat channel.
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