Finance & Legal minutes: 2018-03-27

Minutes:

Minutes of 3-27-18 Finance & Legal Committee Meeting


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


1. Bylaws and Master Deed

a. Prep for April 4
F&L requested to use the April 4 Alternative Meeting slot to keep moving
ahead with the Bylaws. Mary King will be the facilitator. We could have
the whole meeting if we want it. Debbi will work on this over the weekend
and send something out by email by Sunday, focusing on items in the Bylaws
that need further discussion.

Becky G. helped clarify a few points that had been highlighted at the
previous community meeting discussion for bookkeeper input. Becky emailed
Rod to ask for clarification about an insurance question regarding
responsibility for furnaces.

Debbi may be able to get something to us to review before Sunday.

b. Rusty Towers and a committee at Touchstone want to talk with us
about Touchstone’s work revising their MD and ByLaws. We can make our
documents available after revision. We will recommend our attorney, Rick
Delonis. Amy will follow up.

2. Legal issues with camera in CH?

In response to a neighbor’s email expressing concerns, Becky G. wrote a
message to our attorney to ask about the legal aspects of installing a
camera, so that we have accurate legal information to contribute to the
community conversation.

3. Three bids for kitchen designer?

Willie wrote to ask if the Kitchen Remodel group must get three bids for a
kitchen redesign specialist, explaining the many challenges of doing so.
Becky responded that the three-bid agreement from 2002 states that three or
more bids shall “ordinarily” be sought; but if there are circumstances that
make it difficult, it’s ok to record why three bids were not sought in
meeting minutes, and then to proceed. Becky wrote to Willie suggesting
they proceed in this manner after checking with the CH com.
http://www.gocoho.org/boa/?id=agreement&num=82

4. Bookkeeping Updates

a. Updates - Becky just needs to sign and scan a document and then
everything will have been sent to Jessica so she can prepare GO’s 2017 tax
return.
b. Arrears - No need to discuss until after the 31st
c. Insurance premiums paid and documents filed? - We’re paid up with
Michigan Millers through April 2019; Becky has received the documentation
and will file it. Travelers and Philadelphia policy payments are not due
until May and June, and they will send invoices.

5. Jobs for next season

a. Reminder: we decided not to have an insurance person for the coming
season. We will contact Syndallas this summer regarding her idea for an
insurance discussion group.
b. Mary and Dale have agreed to do the budget jobs

6. Items we are tracking

a. Fishbowl to prompt walkout unit egress discussion - no news
b. Hot Box issue - Tevah and Dan will pay the invoice and then see if
their insurance co will reimburse them.
c. Truck Billing – asked Grounds to come up with an alternative to
detailed individual billing
d. Truck Usage Proposal – sent draft to Grounds for feedback
e. When broken agreements lead to liability concerns (Debbi’s report on
conversation with Process). Debbi pointed this out in the Bylaws
discussion, we have work to do around this.
f. F&L calendar of routine tasks – next steps
* Add annual reminder to CH Com to get leases updated
* Add to our annual calendar: reminder to submit any change to mortgage
info on hold by the association
* Also, filing & paying any taxes owed
* Also, audit every third year
* Reserve study every fifth year (next one in 2020, but we committed to
start early)

7. Future meetings

Tuesday, April 10 at 7 pm in the CH Sitting Room
Sunday, April 22 at 6:15 pm (after the early dinner)
Wednesday, May 9 at 7 pm
Wednesday, May 23 at 7 pm
Wednesday, June 13 at 7 pm
Wednesday, June 27 at 7 pm
Wednesday, July 11 at 7 pm
Wednesday, July 25 at 7 pm
Wednesday, August 8 at 7 pm
Wednesday, August 22 at 7 pm

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