Finance & Legal minutes: 2018-07-11

Minutes:

Minutes of 7-11-18 GO Finance & Legal Committee Meeting

Present: Sharon, Becky G., Becky H., Debbi, Amy, Benny, and Annie

1. Bookkeeping Updates
a. 2017 Tax Return – almost identical to 2016 return. No money is owed
because we still have credit for the solar panels. We will still have
credit next year as well. After that we will probably have to start paying
taxes. Becky will remind us to get any comments to her by the end of next
week.
b. Arrears – Our attorney has prepared a letter to the household over
$2,000 in arrears, indicating that they have 30 days to pay or make a
payment plan.
c. Insurance docs on WIKI – all are on the WIKI, and Becky G. also put
links to past tax returns, including the current one, labeled “draft.”

2. Fishbowl re: basement egress. Next step is for Becky G. to talk with
attorney Rick.

3. Master Deed & Bylaws – Next step is Debbi will talk with Rick. Debbi is
still regrouping; she wants to turn over all her questions to Rick before
she goes away for most of August. Her thought is that we will plan a
special meeting, possibly on a Saturday, in the fall, to finish working
through the MD changes. We’re planning a party for when it’s done!

4. Question from Buildings via Ben about guidelines for future digging
projects and who is responsible if damage occurs. Did anyone reply? Amy
did not minute how we would follow up. Amy will send a reply. The bill for
diagnosing and laying a new wire arrived; Becky sent it to Dan and Tevah,
who will send it to their insurance company to be paid.

5. Question from Grounds re: swing set. Any word from Tiffany? Becky
emailed the insurance co today about several issues:

1) To inform them that the treehouse has been removed
2) To inform them that the fire extinguishers have been inspected and passed
3) Re: Grounds idea to add a swing set at one end of the play field: what
are insurance issues?
4) To ask about insurance for an observation deck made using the treehouse
materials, and
5) To ask about insurance for a boardwalk. Becky explained to the insurers
that the boardwalk is not over open water, not elevated, just over muddy
spaces.

Hermann asked how to find out exactly where the property line is. Go to the
Important Docs page on WIKI and look for Site Plan or Survey Plan. Hard
copies are in the office.

6. Certificate of Occupancy issue - Has Debbi sent info to Mary, convener
of Buildings, and to Ted and Dale, who were very involved in construction
in the early days? Debbi will verify.

7. Kito sent Elph a certificate of insurance for his camp

8. Truck Proposal – Amy will request to go to an upcoming Grounds meeting
to discuss and try to get this done

9. When a community member asks F&L to consult our attorney
Do we have guidelines on how to respond when a community member asks F&L to
ask our attorney for an opinion about something?

We will discuss the item and record our discussion in the minutes.

In the case of the recent request that we ask about GOCA’s liability re:
youth and alcohol in the Common House, Becky will ask Rick. CH Com reported
that underage youth were seen drinking in the CH. Debbi pointed out that
we already have established agreements that should protect GOCA from suit:
• You cannot do anything illegal in the CH
• You may not store alcohol in the CH
• GOCA does not serve alcohol to anyone, let alone minors
So, we should have no liability for a young person drinking in the CH.
Becky H. will ask the CH committee if there was ever an agreement about
the hours that teens can be in the CH.

10. Items we are tracking
a. Truck Billing – Amy will talk with Gayle Turner about the new billing
idea
b. CH Office Leases – Amy will remind CH Com about this
c. When broken agreements lead to liability concerns (Debbi’s report on
conversation with Process) – 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 about this.
d. F&L calendar of routine tasks –Sharon will work on this with Becky by
email while on vacation.
a. Every November, remind CH Com to get leases updated for the new year
b. Annually, remind neighbors to submit any change to mortgage info on hold
by the Association
e. Cooler Doc– make this an active item on our next agenda
11. Next meeting: Weds. July 25

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