Finance & Legal minutes: 2019-06-12

Minutes:

Minutes of 6-12-19 F&L Meeting

7 pm in CH Sitting Room

Present: Debbi, Sharon, Amy, Becky H.

Absent: Becky G.


1. Basement Egress proposal

Becky G. was not able to attend, so we were not able to discuss revisions
to the proposal.

Discussion:

-

We should ping the relevant committees to make sure they’re thinking
about their roles in this project
-

Grounds will need to move the project forward if proposal passes.
Becky G. is on Grounds; we’ll ask her to carry this forward.
-

Buildings should be brought in later about drainage, etc.
-

Make sure we have pretty realistic cost estimates by now - check with
Becky G. on this
-

Write into the proposal that there needs to be a written record of who
will pay what, so Becky G. will know whom to bill. F&L will not coordinate
or negotiate this record; we just need it.
-

Momentum is important. Find out if there’s a chance of taking over an
alternative meeting. We’re looking at September 4 (Megan is alternative
leader - Amy will contact her). There should be decent attendance by then.
-

We could draft the proposal and send it out for comment sooner. Could
do a Google doc. Bring this back to next F&L meeting.


2. Develop process for introducing lease template created by GO's
attorney

-

Are we going to allow members to recommend amendments to the template?
Only something egregious, since our lawyer produced it. People can modify
using the provided checkboxes, or if they make any modifications, they must
be documented on a separate piece of paper, and F&L will review. If F&L
determines that any of the changes seem concerning, we’ll send it to the
lawyer for review.
-

The lease is really intended for someone living in a unit, and the
landlord is not around.
-

For basement renters and house shares, some of the document doesn’t
quite apply. They can strike out stuff.
-

For any rental agreement that is formal, i.e. a written rental
agreement, landlords have to use our form. We will accept and review
modifications written on a separate sheet.
-

Do we have the capacity to track down all these leases and keep track of
them? Rick’s suggestion was that we require it for unit rentals only.
Ideally we would keep track of them all, but do we have the capacity?
-

Create a 1.0 hour/mo job for tracking people down?
-

A first step for the person with the job is to contact all the
landlords
-

Change over when lease is renewed - it will take a year to transition.
-

Could use the calendar of routine tasks to remind landlords to send
lease for review
-

Present this at a community meeting
-

July 15 - Amy will get this on the stack. Becky H. will write
something up for us to look at.
-

Not a proposal: Info/Disc. Probably 20-30 minutes.


3. Bookkeeping updates

a. Arrears

-

A household we’re concerned about has gone significantly over $1,000 in
arrears. A lien will be placed on Friday. We discussed next steps.



4. Progress on Priority items

a. Master Deed & Bylaws

b. Reserve Study - Amy to check in with Mary

c. Basement egress issue – in progress - #1 above

d. Truck Proposal – Amy to share proposal with Grounds

e. Calendar of routine tasks – underway

f. Landlord leases – in progress - #2 above

g. Unit modifications/Documenting build-outs (Master Deed, insurance,
Buildings/ARC process) – the

MD part has already been discussed in a plenary conversation.



6. Ongoing items

a. Right of first refusal item: there’s a subcommittee - Sharon is
contacting Bob and Bennie about

this. They were going to figure out what the length of the time
period would be.

b. CH Com re: CH Leases and proof of insurance - Awaiting Syndallas’s
proof of insurance.

c. Canoes by pond & path into wetlands - Amy to send msg to Grounds

d. Letter from attorney re: Polly & Drew’s roof - pending



7. Matters arising



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