Finance & Legal minutes: 2016-07-13

Special Notes:

The F&L meeting of 6-22-16 was canceled

Agenda:

Bookkeeping Updates
Jobs for Fall 2016 work season
Arrears
Master Deed
Insurance updates
Truck Policy feedback
Next steps on units being charged property taxes on garages they
don't own
Items we are tracking

Minutes:

GO Finance & Legal Committee Meeting

MINUTES 7-13-16



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



1. The F&L meeting of 6-22-16 was canceled.



2. Bookkeeping Updates



a) GOCA's 2015 tax return was filed the first week of June 2016.

b) We mailed GOCA's Department of Licensing and Regulatory Affairs
Nonprofit Corporation Annual Report with the required $20 Fee on July 14,
2016.

c) Becky G. will contact Jessica to initiate the audit soon, and will
also be working on updating the reserve documents.



3. Jobs for Fall 2016 work season



Convener & counted members will be the same

We will add another counted member position to see if there is interest as
we have such a big backlog of work. It would be great to start whittling it
down.

Kathy Boblitt - Depositor

Special Projects jobs: None; Debbi will keep working on the Master Deed
using up hours from the current season. Amy will keep working on the Truck
Proposal using hours from the current season.

We will create a 0.5 hr/mo Truck Admin Asst position to take care of the
details of record-keeping for authorized drivers of the truck.



4. Arrears



One household that was significantly in arrears has paid in full.

The remaining office in arrears has also been paid in full.



We discussed two other households that are significantly in arrears.

We will put a lien on one of the units if the household has not paid down
under the $1000 threshold by our next meeting.

Becky H. will talk with the other household. Their arrears are approaching
our $2000 threshold for legal action.



5. Master Deed



a. Talk through issues pertaining to the responsibility matrix: tabled
until after Debbi's houseguests leave.

b. Put this on the July 18 community meeting agenda? No, it won't be
ready. Amy will let Yi-Miau know.



6. Insurance updates

a. Update on collecting mortgagee information - Becky H. is working on
getting mortgagee contact information so we can notify them of the changes
to our insurance (and Master Deed, when the time comes). There are a few
remaining households who have not responded. Members offered to contact
specific people.



b. Elph forwarded to F&L Kito's certificate of insurance for his summer
camp. He said it was a good example of what we need from Family Farms. We
need a copy of their certificate of insurance and how much their liability
insurance is for. Keith will follow up.



c. Elph provided Melissa Schuster's proof of insurance.



d. Remaining insurance tasks:

i. The big packet of
insurance docs arrived today. We will schedule a time to meet with
Syndallas to discuss. Which docs should be uploaded to WIKI? Start
digging into our more esoteric questions about the guest room, tree house,
workers entering units to do community tasks, etc.

ii. CH Office
insurance: Waiting on Syndallas/friend's and Kelly's proof of insurance.

-- Becky will ask if Kelly has a certificate

--Amy will email Syndallas.



7. Truck Policy feedback

a. Issues that came up at the 6/20/16 community meeting

i. Insurance deductible
--who pays when there's an accident while driving on personal business?
This is a question for Pat Rosales at Goodman Venegas and Becky G. will ask
her about it, as well as about where personal insurance comes in. We now
have a commercial policy. They may not distinguish between association and
personal use. But we as a community may feel differently. We think that
ethically it's a personal responsibility, but on the other hand, it is a
shared resource. So for comparison, if kids break a CH window with a ball,
should the parents pay? Some would say yes, some might say no. This
decision would set a precedent.



Set out in policy: If you're doing GO work, and you have an accident, GO
pays, unless gross negligence, or not authorized, plowing without having
been trained, or other circumstances (such as inebriation).



ii. Damage to property
during personal use? Where does personal vehicle insurance come in?
Related to i. above.



iii. Mileage rate: frequency of updating rate, billing, distance
Update rate annually. (Federal rate changes annually).

Billing for truck: supposed to be quarterly. Remove 5 mile limit on
charging for mileage; all personal uses will be charged.



Community did not agree to have the truck for everyday use for someone who doesn't have a vehicle. It's for hauling. Have this
discussion with the community? It's not a shared vehicle like a ZipCar.
Sustainability also comes into play; the truck is not fuel-efficient.
This also ties into the deductible question. Occasional personal errands seem ok, regular personal errands not so much.



iv. 100 mile "radius": 200 mile round trip or ask Erik first.



v. Plowing takes precedence.



8. Next steps on units being charged property taxes on garages they don't own.

a. Debbi is working on this. First step is to verify garage ownership
list, then give to county, then talk to attorney about whether people
should try to pursue getting money back from taxes they paid that were
inappropriate.



9. Items we are tracking

a. CH Special Assessment Liens (Amy): after Truck

b. Updating the portal so view-only people see the reports Becky sends
out: lower priority than reserve spreadsheet updates.

c. Deck refunds



10. Next Meeting

Weds 7/27 @ 7 pm in the CH Sitting Room





******

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

https://docs.google.com/document/d/1_dmnNJmHmrwwFIfnscnRbPK-_8_kmahfFsOTn_fEvTY/edit