Finance & Legal minutes: 2018-02-12

Minutes:

Minutes of 2-12-18 GO Finance & Legal Committee Meeting

Present: Becky G., Becky H., Sharon, Debbi, Amy, Rod (for a few minutes)

1. Insurance policy application due this week

Rod will work on the application on Wednesday. It’s due on Friday. He will
talk with George to try to figure out an issue about the garages. Rod
discovered that they are not explicitly noted in our policy, because the
insurers thought the garages were owned by the units, and their value is
rolled in to the value of the units. Rod has been looking for the cost of
building the garages. Paul Conahan has estimated some of the relevant costs
(siding, garage doors, openers) for the reserve study - link:
https://docs.google.com/spreadsheets/d/1lfDRjdjES55mC2o0aopW-rSk3j-lrn88zwMUzLN3HKw/edit#gid=1456227140
.
The south garage building is shared with Touchstone and we have
historically double-insured it, at the recommendation of Barb Young at
State Farm.

2. Master Deed & Bylaws Revisions

Prep for 2/19 community meeting – 60-minute item

• We’ll start with an overview of GO documents for those who haven’t heard
it or internalized it, by Becky G. who will try to make it engaging. She
will send out Debbi’s overview doc in advance.
• Have the meeting in the Game Room so text can be projected
• We discussed some of the items that need to be discussed and/or changed
Recap
1) Becky will do intro to governance docs – brief – send out overview in
advance
2) Debbi sends out to community by email and distributes hard copies in
every cubby by Sunday prior – people can grab their copy as they come in.
3) Use budget analogy: this is the first time through. Rough at first,
look for hot spots, then we go back. Debbi walks through Bylaws changes,
there may be discussion on some of the changes.
4) Let the community know that we’ve become aware of inconsistencies within
the MD and how we’re paying for the reserve and repairs. We are consulting
with our attorney.
5) Next steps timeline and what’s involved

Amy will let the facilitators know that we’d like to break up the 60
minutes into three sections to make it more palatable.

3. Miss Dig/Hot Box issue
a. F&L is monitoring this situation to see if there are financial
implications for the community
b. Ruled out Miss Dig having responsibility to pay. Miss Dig tells
utilities to go mark their lines and the wiring in question was not put in
by DTE.
c. Work to date cost about $900, Buildings is waiting on invoice. Debbi
sent a message to Dan & Tevah’s insurance to say that there is an item in
our Bylaws stating that if an owner makes a change to an LCE and damage
occurs, it’s the owner’s responsibility. They responded by contacting Tevah
and Dan. The communication is ongoing.
d. Long-term fix: hook up to one of the units for power; will involve
digging & trenching when the weather gets better; waiting on quote. We are
wondering where the power is drawn from for the other hot boxes? We would
reimburse the unit owner for electrical service.
e. Getting the hotbox lines mapped so we avoid further instances like this.

4. Bookkeeping Updates
a. Updates – Two credits need to disbursed: $2 and $10.
b. Arrears – one household paid off a large portion of their arrears.
Another household in arrears has paid two $500 checks. We have already
placed a lien on this household; their arrears are just over $1000 now, so
no action needed.

5. Other Business
a. Truck Billing – asked Grounds to come up with an alternative to detailed
individual billing
b. Truck Usage Proposal – sent draft to Grounds for feedback; hope to bring
forward in March
c. When broken agreements lead to liability concerns (Debbi’s report on
conversation with Process) – no news.
d. F&L calendar of routine tasks – next steps: Becky G. and Sharon may
meet during U-M winter break week.
e. Bringing forward something to start the conversation about whether we’re
ok with basement apartments having the basement door as their sole access.
(Becky). The fishbowl technique has been suggested as a way to surface
differing viewpoints on this. Sharon and Becky H. are willing to be
surrogates if they have bullet points.

6. Insurance questions we are tracking
a. Garages explicitly written into policy – as noted above, Rod is working
on this.
b. Treehouse insurance – no update
c. Is it ok for a child to ride in the truck with a parent who is plowing?
Put in Truck Policy that it is the parent’s responsibility to ensure that
children ride in an appropriate car seat.

7. Next meeting: Tuesday, February 27


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