Finance & Legal minutes: 2016-05-10

Agenda:

Master Deed Update & Timeline
Insurance
Year-end Bookkeeping/Audit
Arrears
Items we are tracking

Minutes:

Present: Debbi, Becky G., Becky H., Amy



1. Master Deed Update & Timeline

May 16 community meeting prep. Intro (15-20 mins) and the garages piece
(20 mins).



Debbi prepared and will distribute two documents in advance.



We have 20 mins on the agenda for the introduction. Rather than reading
this to people, Debbi is proposing that she give examples of things, e.g.
quorum is one thing in the Bylaws, but we amended this in the Book of
Agreements. Similarly, an item in our Bylaws is no longer true because of
a change in the Michigan Condo Law. And surprise! There are rules in the
Bylaws about renting out units. F&L is supposed to review all leases.



Anything that changes the Bylaws is noted in Debbi's handwriting in the
copy in the Sitting Room. After we finish the MD work, another valuable
task for F&L would be to update the Bylaws.



These documents really do have an impact on households and if people don't
pay attention to them they can end up costing them money. E.g. one
household paid for new dry wall after a flood when GOCA should have paid
for it.


The MD has things in it that are contradictory, and that we want to change.



If we had been following the precise info in the matrix of
responsibilities, there are some things that Grounds has paid for that
should be owner responsibility. Another example is that in theory, owners
should be shoveling their unit sidewalks. We should change this to reflect
what we are actually doing.



It's really important for committees to review the agreements that pertain
to them so we're not recreating the wheel.



Garages are the first thing we're going to try to address. Second is the
matrix of responsibility. The third is about membership requirements.
We'll do this in stages.



Garages: We reviewed Debbi's draft and suggested several changes.



Debbi will update the garages list that Syndallas prepared last year, fill
in missing info, and Becky G. will take it to the Township. Debbi will
also put it up on the WIKI. Debbi will contact attorney Rick Delonis with
a few questions.



2. Insurance



Remaining tasks:



''- Pending the arrival of the complete insurance documentation, we'll
schedule a time to meet with Syndallas. We'll decide which docs should be
uploaded to the WIKI, and start digging into our more esoteric questions
about the guest room, tree house, etc.



''- Cancel State Farm policies. Becky found that we are in theory under
a binding agreement with Michigan Miller for the association policy and the
truck, but no invoice has come yet. Pat at Goodman Venegas told Becky it
sometimes takes a while. Becky has a copy of the new policy. Becky will
try to call Michigan Miller directly.



''- Notify mortgagees. Debbi is working on getting mortagee contact
information from GO owners. She's going to clarify with Rick how to inform
mortgagees.



''- Paper copies of insurance docs are in the file cabinet. Becky has
digital copies as well. Debbi will show her how to upload these to the
WIKI.



''- Keith will ask Family Farms to ask their insurance company to send us
a certificate of liability insurance. He will do this prior to our next
meeting.



''- Amy asked Elph as CH convener to work with Kelly to sign a new
lease, and to get proof of insurance from Kelly and Syndallas & friend for
their CH offices. We already know that Melisa Schuster is covered.



''- Amy and Gayle Turner have been working on revising the Truck Usage
Policy and will soon share a draft with Grounds and F&L. Keith will look on
line for information about a possible keypad codes for the truck.



''- Amy will suggest that Erik Kauppi offer truck orientations on the
upcoming community work day.



3. Year-end Bookkeeping/Audit



''- 2015 Tax Return: Still waiting on answers from Len. Becky will
call him again tomorrow. We discussed the complexity of the situation at
length.



''- Matthew Cooke refund: done!



4. Arrears



Lengthy discussion about how to support a household that is again falling
behind. No news to report about another household with significant
arrears; they are still working toward a solution.





5. Items we are tracking

--CH Special Assessment Liens (Amy): after Truck

--Updating the portal so view-only people see the reports Becky sends
out

--Deck refunds

--Reserve spreadsheet updates



6. Items arising



7. Next meeting:



Weds 5/25 @ 7 pm in the CH Sitting Room





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F&L Agenda Cooler List (Amy updated the Priority Tasks section 12/29/15;
the rest needs updating!)