Finance & Legal minutes: 2018-08-22

Minutes:

Minutes of 8-22-18 GO Finance & Legal Committee Meeting

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

1. Note: 7-25-18 and 8-8-18 meetings were cancelled due to vacation
schedules

2. Bookkeeping Updates
a. Arrears
• A household is about to go over $1,000 in arrears, which, according to
community agreement, is the threshold for placing a lien. We will notify
them that they will soon pass the threshold and have until end of September
to get their arrears under $1,000.
• A household is over $2,000 in arrears, which, according to community
agreement, is the threshold for asking our attorney to get involved. Our
attorney sent the household a letter giving them 30 days to make a payment
plan. They did not respond until today, requesting seven days to make a
payment. We agreed to this plan. We also agreed that we need a plan B if
they do not follow through. The attorney outlined two options, both of
which involve going to court. We have questions about the attorney’s
message. Becky H. will follow up with the household and the attorney. We
will inform the community as directed by our agreement if we move forward
with Plan B. [Subsequent to the meeting, the household requested an
additional few days, which we agreed to, and then they paid their arrears
in full.]

3. Jobs for next work season
• Budget jobs – were covered in current season for Mary & Dale, if the time
they spend in Sept. & Oct. is excessive,
we’ll need to recompense them with hours in a future work season
• Special project jobs not needed, per Debbi
• Hours for convener position – no change needed

4. What is F&L’s role in informing the community about changes in the real
estate market and actions we could take as a community to benefit sellers
and/or buyers? Inquiry from Yi-Miau.
• The group felt that this type of community education is not F&L’s role;
Yi-Miau is welcome to organize this independently.

5. Compensating Mike Pryplesh for energy expenses for hotbox, now wired to
Mike’s house – inquiry from Ted Chesky
a. Yes, we can do this. We already have a mechanism for reimbursing
households for energy costs for outdoor lights. Becky will reimburse Mike
annually at the rate Ted suggests. For 2018, she will reimburse for the
entire year since the charges started many months ago. [Subsequent to the
meeting, Amy conveyed this information to Mike in person.]

6. Ongoing items

a. Insurance questions re: coverage for swing set, boardwalk, and
observation deck.
• Becky G. found information in her email inbox that she had overlooked
regarding elements of playground safety and sent it to Grounds (and to
Willie, who may find it of relevance to the idea of an observation deck
using the treehouse materials).
• Becky also emailed Bob O. and found out that the boardwalk will only be
over the muddy spots, not all across the wetlands. There is no bridge on
GO property. Tiffany will try to follow up with the underwriter.

b. Fishbowl re: basement egress. Becky went through the notes from the
community meeting and sent Rick the questions that we had.

c. Becky also asked the attorney for clarification about our risk in the
event that a teen that has been doing illegal activities here at GO and
then leaves and has a car accident. She provided information about our
agreements which do not allow an adult to serve alcohol or for any illegal
activities (such as underage drinking) to take place in our Common House.

d. A new item is that Bob O. from Membership would like GO to require a
window of time when sellers provide time for internal interested parties to
make an offer on units for sale before hiring an outside realtor. We don’t
think we can require this of people, though we could suggest it. But we do
want prospective buyers to come to a business meeting, take a tour, and
talk with someone from the outreach committee to understand what they’re
getting into. This is part of the Master Deed work now underway. [This
topic was discussed at subsequent meetings and a question was sent to our
attorney.]

e. Master Deed & Bylaws – Next step is Debbi will talk with Rick.

f. 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, Debbi is away.

g. Truck Proposal – Amy attended Grounds meeting to ask them to review
draft. Amy still needs to talk with Gayle Turner about the new billing idea.

h. Question from Buildings via Ben re guidelines on digging. Amy replied
via email. No response. Amy will follow up. The guidelines are not
binding unless it’s a proposal that the community has agreed upon. Since
there is financial liability involved, it’s important to do this as an
agreement.

i. Amy sent a reminder to CH Com re: CH Leases and proof of insurance,
asked them what time of year would be a good time to remind them. No
response. Amy will follow up.

j. F&L calendar of routine tasks – Sharon started on this.

k. 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. – Tabled, Debbi is away

7. Review and discuss Cooler Doc if time permits.

8. Anything else?

9. Next meetings: Fall schedule as follows:
* Tuesday 9/11
* Weds 9/26
* Weds 10/10
* Weds 10/24
* Tuesday 11/13
* Weds 11/28 (Thanksgiving is the prior week)
* Weds 12/12
* No second meeting in December due to holidays

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