Finance & Legal minutes: 2018-06-13

Minutes:

Minutes of 6-13-18 GO Finance & Legal Committee Meeting

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


1. Fishbowl: June 18 meeting prep

If we don’t make any change to the MD or in the BOA, then any household can
call their basement door a primary egress, which means that the community
is responsible for providing snow removal.

Becky & Becky will meet to prepare for the Fishbowl at the 6-18-18 Comty
meeting.

2. Debrief Master Deed discussion; next steps

a. A lot of questions were raised at the last comty meeting (6/6/18) which
contradicted past discussions. For example:
• According to the current MD, hot water heaters are LCEs, so people wanted
to know why they had to replace them? Escaped notice in the past.
• People have purchased their own wood stoves, and may want to take them
with them if they move, but they are written in as if they are LCEs that
belong to the community.
Debbi will talk to Rick to find out if there is a reason why MD was written
this way. Maybe we can phrase things better. It would affect the reserve
fund if we start recognizing these things as a community responsibility.

b. Timeline. Maybe we could schedule a Sat or Sun special meeting, serve
breakfast, get the MD review done.

c. Question about individual unit solar panels
• There was never a consensed-upon proposal for individual unit solar
panels spelling out who pays for removing and restoring the panels when
roof is replaced
• If there’s a leak caused by piercing the roof, unit should be responsible
for fixing it, not community, but this is not documented anywhere
• Debbi will ask Rick about this also

d. We should circle back to do the modification form for anytime someone
makes changes so that disclosures are made at the time of sale. This will
clarify what the association is responsible for and what the owners are
responsible for.

3. Presenting findings about Treehouse insurance to the community

Amy will ask for time on the agenda for an info and clarifying questions
item. The community needs to decide what it wants to do next. Becky H.
will present. The options we are aware of are: Remove it or lower it and
accept the liability. F&L’s recommendation is that it cannot stay where it
is. We think a decision should be made to remove it from its current
location within a month; it is a big liability. School is letting out
soon. Influx of people with nothing to do coming in.

We also discussed the boardwalk idea. Concern about going to the trouble
(financial, emotional, labor) if it turns out that the project is
problematic, analogous to the treehouse. We think the best next step is for
the proposers to bring their ideas to the community to surface all the
concerns, before we investigate further with our attorney or insurers. Amy
will talk with Glenn to encourage him and others working on the idea to
bring this to the community to make all aware, to surface concerns, before
we ask about any legal and insurance issues. Becky’s willing to talk to
Rick.

4. Certificate of Occupancy issue

Lesli from TS wrote to Debbi earlier a few days ago. She is adding a
bathroom, and in the permitting process, discovered that TS never received
a final Certificate of Occupancy. The County sent her a list of items that
still need to be inspected and approved, and on the list were two items
pertaining to GO: Building 11, Unit 4, and the Woodshop. TS has been in
touch with Bill Kinley of Phoenix Construction. F&L thinks this is a
Buildings Committee issue since it has to do with inspections. Debbi will
send this information to Mary, convener of Buildings, and to Ted and Dale,
who were very involved in construction in the early days.

5. Bookkeeping Updates

a. Insurance docs on WIKI in Important Papers section – Becky will do
Also looking to have links for monthly reports available. Maybe use Google
Drive.

b. Updates
Our taxes are finished; just need someone who’s on vacation to sign them.
Will get them next week.
Did first and second quarter transfers this week.
All reports run except AR. Needs to be done.

c. Arrears
- One household will pass $2K if they don’t make payment by the end of the
month. Becky H. will email to explain that if they pass $2K we have to
take steps beyond the lien already placed.

6. Items we are tracking – is it time to retire some of these items to the
Cooler or to take action?

a. Items pending from Grounds:
- alternative to detailed individual truck billing – Sharon willing to
write up a proposal this summer
- comments on draft Truck Usage Proposal – give Grounds a deadline. Amy
will talk with Malcolm again.

b. When broken agreements lead to liability concerns – this relates to the
Master Deed. We could make this change later, without going to the
mortgage holders, because it’s not a financial decision. Debbi will
connect with Jillian when she gets back to ask to talk to the Process Com.

c. F&L calendar of routine tasks – put this on our radar for July. Sharon
can work on this with Becky by email while on vacation.
- Every November, remind CH Com to get leases updated for the new year
- Annually, remind neighbors to submit any change to mortgage info on hold
by the Association

d. Remind CH about 2018 leases, insurance certificate from Kito if needed
(Amy will contact Elph when he gets back)

e. Look at Cooler Doc at a future meeting

f. Caring Com – confusion about how it works; misconception that people
have stopped using it because it’s now too transparent and there isn’t
enough anonymity. Becky clarified that there are two pots of money, one is
an operating line item in each year’s budget, this is transparent, it’s
used for things like HS grad cards and gift checks, or condolence cards and
gifts. The second pot is a savings account that is refilled the same way
as our other savings accounts. Confidential requests are usually funded
from the savings account and recorded as an expenditure “to help a member
in need.” There may be additional confusion about who is on the Caring
Committee. Membership Com has taken on the operating” functions; there are
a couple of other long-term Caring members who are not on the Membership
Committee but who are also involved at times.

7. Next meeting: Weds. June 27

Cooler doc:
https://docs.google.com/document/d/1_dmnNJmHmrwwFIfnscnRbPK-_8_kmahfFsOTn_fEvTY/edit
-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://gocoho.org/pipermail/finance-minutes_gocoho.org/attachments/20180623/ca8cf27d/attachment.html>