Finance & Legal minutes: 2019-07-23

Minutes:

Minutes of 7-23-19 F&L Meeting

Present: Becky H., Becky G., Debbi, Amy
Guests: Bennie, Annie
Absent: Sharon

MONKEY: Becky G.will link to the lease template and explanation for use
from F&L’s Important Documents section.
MONKEY: Amy will create a 1-hour lease tracker job for the next work season.
MONKEY: Becky G. will do the calculations for the 2018 surplus. Wants to
get the reports out to the community before she leaves on vacation in
August. She’ll also send out all-year expense reports to committees.
MONKEY: Debbi will talk with Process about the idea of finalizing the
Master Deed changes at the Skills & Thrills meeting this year.
MONKEY: Amy to nudge CH Com to request Syndallas’s proof of insurance


1. Debrief lease template presentation at 7-15-19 meeting & next steps


The presentation went fine. It was not a proposal, it was
information-sharing.
MONKEY: Becky G.will link to the lease template and explanation for use
from F&L’s Important Documents section.
MONKEY: Amy will create a 1-hour lease tracker job for the next work
season.
We can put it on the work survey, but we recognized that it would help if
it were someone on the F&L Committee because of the need to make a judgment
about whether we need to send changes to the attorney.


2. Basement Egress proposal - notes from recent minutes
* 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 asked her to carry this forward.
* Buildings should be brought in later about drainage, etc.
* Do we have realistic cost estimates now? Becky G. received the estimate
but won’t have time to look at the information until next week.
* Put in the proposal that there needs to be a written record of who will
pay for what, so Becky G. will know whom to bill. F&L will not coordinate
or negotiate this record; we just need it. People in the relevant
buildings will need to figure this out.
* Q: What if there isn’t enough money to cover it?
* A: Then whoever who really wants it would have to decide whether to
pay more, or find others who want to contribute. F&L does not see that its
role is to convince people; F&L’s role is to provide the framework.
* Momentum is important. We’re looking at the alternative meeting on
September 4, when there should be decent attendance after summer vacations
are over. Amy confirmed that the leader, Megan, is ok with F&L taking it
over.
* We could draft the proposal and send it out for comment sooner. Could do
a Google doc.
* The proposal should address what happens if a household in a building
does not pay toward the work but then wants to rent their unit within a
period of time. Would they need to reimburse the household(s) that paid for
the sidewalk?


Q: How is it determined which basement egresses are safe?
A: We have slopes that are not level and areas that don’t have stairs.
Q: Olas and Fatima’s units were deemed safe at the last community meeting.
How was that determined?
A: By eyeballing and common sense. We could bring this to the community
for discussion if desired.


Bennie and Annie have written into their lease that their tenant can egress
through their unit. It’s not their preference. They’re concerned that the
project may never happen.


Becky G. will make changes to the proposal and bring it back to the
community. Sometimes proposals don’t have every detail in them. It could
happen that there isn’t enough buy-in. In that case, the project won’t go
through.


The new lease template says (paraphrasing): “until such time that a path is
installed...the association requires that the tenants be able to use the
front door.”


Bennie thinks it would be fair that the cost would be divided amongst all
the units that have basement units, not just certain ones. This could be
proposed to the community. F&L can’t make this decision.


We’re trying to come up with a proposal that has the most chance of
succeeding.


3. Bookkeeping updates
a. Arrears. The household that had exceeded $2000 in arrears will
again exceed $2000 on August. 1. We will contact them to let them know
that this will need to come to the community at the August business meeting
unless there is a payment to get them under $2000. Subsequent to the
current meeting, the household made a payment to get under $2,000.
A second household that is in arrears paid $500. They are still under
$1000. We are still waiting for
them to discuss a payment plan with us.
b. MONKEY: Becky G. will do the calculations for the 2018 surplus.
Wants to get the reports out to
the community before she leaves on vacation in August. She’ll also send
out all-year expense reports to committees.



4. Progress on Priority items
a. Master Deed & Bylaws - what is our plan?
Process is just starting to think about Skills & Thrills; we are wondering
if we could use that time to get this done. We envision having our attorney
present to answer questions. It would be so great to get this done.
MONKEY: Debbi will talk with Process about the idea of finalizing the
Master Deed changes at the Skills & Thrills meeting this year.
b. Reserve Study - Becky G. and Mary filled out a 9-page form for Paul,
and Mary took that to him as
well as a deposit check. The current Reserve Study runs through the end of
2019. Ideally we would have the Reserve finalized by the end of the year.
If this work slides into 2020, Becky G. would assume the same % increase as
the past two years (4%) and then make an adjustment if needed when we get
final numbers from Paul. We had to do that one time before.
c. Basement egress issue – in progress
d. Truck Proposal – Grounds is having a conversation about whether we
should continue to have a truck. Hold off on this until they get further
along in this discussion.
e. Calendar of routine tasks – underway
f. Landlord leases – in progress
g. Unit modifications/Documenting build-outs (Master Deed, insurance,
Buildings/ARC process) – the
MD part has already been discussed in a plenary conversation. Next step is
that Debbi needs to go back over her notes to see what sort of informal
agreement was reached about this. Then a form needs to be made.

6. Ongoing items
a. CH Com re: CH Leases and proof of insurance - Awaiting Syndallas’s
proof of insurance. MONKEY: Amy to nudge CH Com to request Syndallas’s
proof of insurance
b. Letter from attorney re: Polly & Drew’s roof - Subsequent to the
meeting, Becky G. wrote to our attorney. He apologized for the delay. He
sent a letter to Srienergy on 7/23/19. Now we wait.

7. Matters arising
Becky H. is away until August 9th
Becky G. leaves the 9th, returning the 18th

8. Adjourn

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