Finance & Legal minutes: 2013-01-14

Minutes:

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> 1/14/13
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> F&L meeting
> Present: Adi, Jillian, Sarah, Debbi, Becky, Mary, Kathy
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> Agenda
> Main item was a multi-faceted discussion around our late payment policy and different levels of community engagement. Jillian came as a representative from Process.
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> History:
> Adi sent an F&L report to steering, because we have no steering rep. He included the notes from the last meeting, plus some of his concerns around our late payment policy and the frustration of lack of engagement. This generated conversation from steering, and a note of sympathy to F&L. Then process got involved because one idea was to have a standing agenda item at community meetings from F&L. Goal being making sure more folks are involved in F&L issues.
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> Meeting discussion
All of F&L agreed there is ambiguity about how and when to, and not to, implement the late payment policy (ie. what
constitutes a payment plan and when does that get reviewed?) We have varying levels of discomfort with this, from mild to high.

Debbi suggested via email creating a position to help talk with households that are regularly having difficulty.
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> Discussion/ brainstorming
> Some folks impression is that when we switched to the current policy, it made things worse, others feel it made it better. Is $25 too much or too little?
> old policy was 5%
> when new(current) policy went into place , it had a big affect on those folks who were just periodically late. Bookkeeper reports things seemed to get better. But could have been just the people having trouble left.
> Lots fo back and forth
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> Discussed Debbi's job offer. Whoever is in the position needs empathy, and needs to be someone who has had debt in their adult life so they understand the emotional dynamics involved. Person would not just be reminding folks to send payment to avoid late fees - they would be talking to folks who are chronically having problems and brainstorming solutions.
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> it has been reported that the bookkeeper has received many frustrated emails around late fees, including a few hostile ones. This is not appropriate. In the past the bookkeeper has had some leeway to waive fees if members are very proactive or have had a special situation arise.
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> All agreed that going forward new policy is the bookkeeper will keep track of late fees waived and why. Just a document with date, and reason.
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> 2004 policy still in effect that gives households the option to seek a suspension of fees. Again, ambiguity about when F&L can implement is a concern for one of the F&L members. Noted that really good records of why decisions made is needed, so we can make sure no one is suspected of showing favoritism.
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HOw to get folks paying on time
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> sometimes people just can't remember to pay
> sometimes people have flucuating email addresses, or don't check them
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> we could do autopay, credit card, etc, but there are fees associated with this that would get passed onto the individual unit.
> many banks (credit union and dfc) will let you set up an auto check be sent.
> lots of ideas we could pass onto the community
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> let's present these strategies at a community meeting
> let's remind folks that being pro active will make it more likely that we can help and possible waive fees - don't wait until you are already behind to contact F&L!
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> we really want more people engaged - and educated
> brainstorming
> raffle incentive - come to the community meetings and get a gift card! money for this could come out of caring. We called Pam, who is the caring committe. She OK'd the money to do this at the next meeting.
> waive fee incentive
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> idea - could we have membership work on having the fun committee do more engaging
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