Finance & Legal minutes: 2018-06-27

Minutes:

Minutes of 6-27-18 GO Finance & Legal Committee Meeting

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


1. Debrief June 18 Fishbowl re: basement egress and Becky’s
conversation with Rick. Next steps.

People really liked the fishbowl format. We spent a lot of time trying to
define “primary.” People in the room seemed to want to support the people
who have walkouts. People who have concerns about our doing this were not
in the room. Most of the comments were in favor; others either didn’t
speak up or weren’t there.

Becky talked with Rick for about 45 minutes before the meeting and we’ll
need to talk more with him and get info in writing. We need to start by
understanding what the law is and define our choices within the law.

2. Master Deed & Bylaws – Is next step Debbi’s conversation with Rick?
– Debbi was ill, so this was tabled.

3. Question from Buildings via Ben:

Q: “As an empowered committee, we'd like to make a de-fence-ive move: we
just want to put forth a set of guidelines/expectations regarding digging
on GO grounds.

This clarification would consist in the following: For any project that
involves digging, we require owners to: 1. Call Miss Dig; 2. Get
as-built map from Buildings; 3. Hand dig whenever possible; 4. If damage
occurs, submit to homeowner’s insurance; 5. If no homeowner’s insurance,
self-pay.

We'd like to know your recommendations.”

A: We had no objections to the proposed guidelines, but we talked about
how people would know about this unless there’s an agreement somewhere that
they can easily find. Committees may be empowered, but they still need to
communicate with the community. We suggest amending an existing agreement
about modifications to LCEs, or its own agreement.

(F&L hopes that the hotbox issue will be resolved by winter when the hotbox
functionality will be needed!)

4. Bookkeeping Updates
a. Updates – We received our tax return. Becky G. needs to scan it and
circulate it so we can do a comparison to last year’s. We still have credit
from solar panels, so we don’t owe money. Then we just need to sign it and
send it in.
b. Arrears – One household will pass $2,000 on July 1. They must make
a payment this month or according to our community agreements, F&L must
contact our lawyer, who will write a letter, and give them 30 days to pay
down below $2000 or further action will be taken. Legal costs will be
passed on to the household.
c. Insurance docs on WIKI in Important Papers section? Yet to be done.
d. Grounds idea for individual truck billing – F&L suggests 50 mi per
year of unbilled mileage per household. Write into Truck Usage Policy. Ask
Truck Administrative Assistant (TAA, currently Gayle Turner) to do this
information gathering annually. TAA should provide numbers in August or
Sept. so as not to coincide with association fee increases in January. Amy
will write this into the Truck policy and talk with Gayle Turner, the TAA.
Renters? Since Assoc Fees are paying for truck, the 50 mi/year allotment
should be on a unit basis. You may obtain miles from other units, or pay
the federal rate per mile, which hovers around 55 cents/mile.

5. Grounds question – Drew on behalf of Grounds said that they are
exploring putting a swing set at the far end of the playfield. Becky will
ask Tiffany at insurance co. to check in w Mich Millers.

6. Treehouse: any follow up needed from F&L? We’re done. Becky will
inform Tiffany that the treehouse has been removed.

7. 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? – Tabled

8. For the record: Kito sent Elph (for CH Com) a certificate of
insurance for his summer camp

9. Items we are tracking – is it time to retire some of these items to
the Cooler or to take action?
a. Grounds comments on draft Truck Usage Proposal
b. 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 when she gets
back.
c. F&L calendar of routine tasks – put this on our radar for July.
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
d. Remind CH Com about 2018 leases (Amy to do)
e. Look at Cooler Doc at a future meeting

10. Next meeting: Weds. July 11
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