Finance & Legal minutes: 2017-07-11

Minutes:

GO Finance & Legal Committee
Minutes of 7-11-17 Meeting

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


1. CH Special Assessments

a. Prep for Debbi's presentation at 7/17 comty meeting.
First time forward for a proposal to make a small wording change to our
community agreement about the CH Special Assessments. Debbi to send out in
advance. Amy can make copies for Monday.

b. Liens.
Becky H. heard from Rick today that he has prepared the liens and the
letters and will send the letter to us first to go over before he sends it
out.

c. Becky G. will transfer CH Assessment funds received to the Reserve
account.

2. Insurance - any news?

a. Rod went to Becky’s house to use her scanner today to send the last item
needed to Goodman Venegas. We’ve paid everything, with the possible
exception of Directors & Officers policy.

b. Amy will ask Rod if he’s had a chance to check on the alternative
insurers for the treehouse.

3. Bookkeeping

a. Audit
The auditors need copies of signed leases for 2016. We could not locate
them online or in the files, so Amy printed out new copies and got Kelly
and Melisa to sign them and pre-date them.

b. State of Michigan annual recording form and fee
Amy will sign and give to Becky G. to write a check and send to the State.

c. Ongoing items
Letter to an owner about late fees. We made more edits and will send USPS,
signature required.

d. Arrears.
One unit has growing arrears. Including this month’s fee, the amount
exceeds $1200. We’ll keep a close eye on this.

4. Master Deed Changes - next steps

a. For our next meeting, Debbi will have a background document and info for
the membership piece, for us to talk through.

b. Debbi will prepare a list of tasks and responsibilities defined by the
Master Deed and Bylaws that should be written into the mandates of relevant
committees.

5. Other Business

a. Pet issue
Sharon will reword the draft letter to include deadline by which an owner
needs to take action. We think the Pet Policy needs to be brought back for
discussion, as the off-leash dogs part has been broken for a long time and
needs to be discussed and possibly revised. We will suggest to Grounds that
they work on this. (Subsequent to the meeting, Amy heard from a Grounds
member that this issue might better reside with the Membership Committee.)

c. Using existing systems to help us track our work
Sharon will create a F&L Google calendar and start populating it with
annual tasks, including the details of what steps need to be taken.

d. Visioning – does F&L have any work to be done on this?
F&L has presented to the community its list of things we need to do and
what we’re currently working on. Our vision is that everyone has memorized
the governing documents and pays their bills on time. F&L would like the
committees to remember that budget time is approaching so anything they
want to do toward the new vision needs to be identified and priced out and
prioritized. Amy will send a message about this.

e. Jobs for next season.
We heard that Dale had to spend a whole week rebuilding the algorithm for
the work allocation because it was destroyed in the migration of his
personal server. Amy will write on behalf of F&L to Caring suggesting some
recognition. Amy will ask Mary and Dale if they’ll work on the budget
process again this year, and check in with Kathy and Rod about their jobs.
Everyone else will continue. Create one-season special positions for people
to help Debbi review the Master Deed changes – 2 positions, 2 hours/mo.
Debbi will follow up with those people who were interested.

e. Truck proposal – no news (Amy)

6. Next meeting: Tuesday, July 25 (Sharon away, returns 8/22)
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