Finance & Legal minutes: 2018-12-19

Minutes:

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



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



MONKEYS:

• Becky H. will let a household know that they have until Jan. 9 to make a
payment to keep arrears under $1000.

• Becky G. will send out reports soon.

• Becky G. will announce a hard deadline of January 15 for receipts for
reimbursements.

• Debbi will draft language re: right of first refusal for unit sales for
Rick’s review, and to get clarity on whether this could be a proposal or
whether it has to be written into high-level legal docs

• Amy will write to Buildings to ask for documentation and a narrative
about what happened with Jenny/Polly & Drew’s roof so F&L can follow up
with Rick [GOCA's attorney Rick Delonis]. But first, Buildings should
verify that the company is still in business.

• Documenting build-outs: Becky G. & Becky H. will follow up in the new
year.

• Amy will write to Grounds to share F&L’s discussion about financial
responsibility for rectifying Kathy B’s garden.



1. Bookkeeping Updates

a. Arrears – One household will be over $1000 if a payment is not made
in December. Becky H. will let the household know that they have until our
next meeting, January 9, to make a payment before we take steps to place a
lien.

b. Becky G. will send out reports soon. She has between now and 12/31
to get the new budget entered into Quickbooks, including the information
necessary to update people’s statements.

c. Becky G. put out a call for reimbursements. She will announce a
hard deadline of January 15.



2. Dates of meetings from Jan-Apr 2019: Every second and fourth
Wednesday except we’re not meeting the 10th of April.



3. Landlord leases: Draft Questions for Rick from Becky H. for
discussion and additions.

• His answers might influence the way we word an email to owners who are
currently landlords

• BTW, is it our bylaws that state unit/apartment/rental leases must be
reviewed by F&L? Yes, Article IX.
• Questions for Rick:


1. What standard lease does he recommend? Please send a copy to us.
2. We will want to modify a standard lease to point to/reflect cohousing
agreements, etc. Landlords and renters will likely want to make further
modifications. How much leeway in the content of leases does Rick
recommend?
3. Should Rick review any/all modifications to a standard lease?



We would want Rick to write the language about cohousing agreements.

• Abide by the Master Deed, Bylaws, Book of Agreements

• Work agreement: this is in the Book of Agreements, but we might want to
call this out

• Big ones: Pets, parking, work system, not air-BnB-ing

• Does Rick recommend that GO require landlords to have insurance? We
encourage it, but should we require liability insurance? Association
carries a fair amount. If a renter is injured within a unit, we want the
unit owner’s insurance to be a firewall between us and the injured party.



4. Review of Priority Items

a. Master Deed & Bylaws – resume in January after budget

b. Reserve Study – Remind Mary to start in January by contacting Paul
Conahan; give her work credit next season

c. Basement egress issue – Coming forward at the January business
meeting. Amy requested 30 mins for an info/discussion item led by Becky G.

d. Truck Proposal – plan to follow up after the holidays

e. Calendar of routine tasks – underway

f. Landlord leases – underway (see #3)

g. Unit modifications (Master Deed, insurance, Buildings/ARC process) –
the MD part has already been discussed in a plenary conversation. The rest
can wait until next year.

h. ADD? F&L Mandate. Refer to January 2017 minutes when, apparently,
we talked about it.



5. Ongoing items

a. CH Com re: CH Leases and proof of insurance. Received front page of
Melissa Schuster’s lease. Waiting on proof of insurance and Syndallas
Baughman’s documents for the other office. Amy sent a reminder 11-28-18.

b. C of O issue – from minutes: Ted talked to Deb Schmidt at the
County, she is going to contact Kirk at Phoenix Contractors. This is an
issue about some legal loose ends that Touchstone recently discovered.
Some affect TS, some GO.” Debbi told Ted, Dale, Buildings, Becky and
Hermann. Ted talked to Deb Schmidt. It’s really a Phoenix thing. Debbi’s
not worried about any of this. An $11 fee didn’t get paid on the workshop;
Ted was going to follow up. We are off the hook. Sept. 26, workshop
belongs to CH. Ted said he’d follow up.

c. Right of first refusal for unit sales. According to the minutes,
Debbi planned to write up some language for Rick’s review, and to get
clarity on whether this could be a proposal or whether it has to be written
into high-level legal docs. Debbi will follow up.



6. Matters arising

a. Buildings contacted F&L because the solar panel company is refusing
to pay for the repair to Polly & Drew’s roof. Our understanding is that
the solar roofing company started to install panels on Jenny’s roof
accidentally. They corrected their error and installed them on the correct
roof. But they didn’t repair the holes in Jenny’s roof. $150 first
invoice, $2000 for second. There’s a paper trail between GOCA and the
company about this, it clearly states that they were going to repair the
roof. The repair expense is large enough that we would like to take them
to small claims court if we have to. We’ll start with a threatening letter
from Rick. F&L can interface with our lawyer on GOCA’s behalf, but we will
need all the documentation, and we would like the Buildings Committee to
write the narrative. Finding out if the company's still in business is the
first task.

The website looks active, but we can’t be sure. Amy will write to
Buildings to ask for documentation and a narrative about what happened with
Jenny/Polly & Drew’s roof. But first, Buildings should verify that the
company is still in business.

b. Documenting build-outs: Becky G. & Becky H. will follow up in the
new year.

c. Hollowell bill for grading and sidewalk replacement was written
such that they’ll be billed for the work done in the spring: Repair lawn
areas and seed and straw to restore, dispose of and replant any plant
materials as desired. Repair westside circle. Broken pedway is new – edge
of it by Terrence & Emily’s and Meg’s units. Not acknowledged. Grounds
will keep a to-do list of things to fix in the spring (Becky G. is on
Grounds).

d. Kathy Boblitt had less than 24 hours’ notice and then her garden was
gone. Fifteen years of landscape development is gone. We talked about how
the community should take some financial responsibility for this. This is a
special case because there was a major miscommunication. The other building
knew about the coming grading work for weeks. Her building was a
last-minute addition. Her neighbors Jillian and Jennifer are on Grounds,
they knew about it and were part of the decision. Kathy really didn’t have
notice or say. Then plants were dumped on her yard that weren’t even hers.
Amy will write to Grounds to share F&L’s discussion about financial
responsibility for rectifying Kathy B’s garden.



7. Next meeting: 1-9-19



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