Finance & Legal minutes: 2019-10-23

Minutes:

Minutes of 10-23-19 GO Finance & Legal Meeting


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


1. New Monkeys


• Amy will put on the F&L cooler doc that our new State Farm insurance
agent Susan Morales is eager to come to a community meeting to talk about
“all things insurance” and to answer our questions. DONE
• Amy will put on the F&L cooler doc: taxing donations or asking donors to
pay for expenses directly? Something to explore. DONE
• Amy will reach out to Process to schedule a joint planning meeting for
the Skills & Thrills weekend in January. DONE


2. Monkey Review


• Debbi will ask attorney Rick Delonis to verify her understanding of the
Allocation of Value table. Maybe it doesn’t have to be in the MD. -
AWAITING RESPONSE
• Amy will ask Mary for an update on the Reserve Study. DONE: Mary said on
10/21/19 that Paul is backed up and will get back to us in about 3 weeks.
• Amy to invite Kathy B to meeting in November to discuss Rental Lease
Admin Asst first steps - DONE - Kathy is coming to our November 13 meeting
• All: ask Kathy B to help identify a potential Check Depositor to train
with her when she comes to the November meeting - DONE - Amy told her we
would ask about this.
• Amy will ask Process for facilitators for Skills & Thrills weekend - DONE
• Sharon will write an email to the household in arrears over $2,000 laying
out the timeline for required next steps and options - DONE


3. Budget meeting follow up
• We should really try to get the total association fee increase lowered,
though we don’t know exactly how.
• Grounds is thinking about purchasing a utility vehicle to replace the
truck. It won’t leave the property as it’s not designed to go on the road.
Our insurance agent doesn’t know for sure, but her guess is that the
underwriter would still want to track drivers licenses. Depends on the
vehicle.
• No changes possible with F&L budget except possibly to reduce truck
insurance if a smaller vehicle is selected.
• Taxing donations or asking donors to pay for expenses directly?
Something to explore. MONKEY: Amy will put this on the cooler doc.
• Our new State Farm insurance agent (Susan Rosales) is eager to come to
talk to the community about “all things insurance” and to answer
questions. She could stress the importance of owners having insurance for
their personal items. Also landlord and tenant. MONKEY: Amy will put
this on the cooler doc.


4. Bookkeeping updates
1. Arrears
We sent an email to the household seriously in arrears to follow up and
await a response. Subsequent to the meeting, the household made a payment
that brought the arrears under $2,000, so for now there is no need to
pursue legal action.


2. Other
Becky G. has a legal question regarding the sidewalk repairs and may follow
up with Rick.


5. Prep for Skills & Thrills / Master Deed edition
* Malcolm suggests we write in a provision that gives us authority to
impose differential special assessments to households that do not
contribute to the work system in the event we drop so low on work effort
that we can’t run the community.
* We think this is a great idea, however:
* Debbi said we won’t pursue this at this time because this was the
exact item that derailed the MD work when Aaron Wilson-Ahlstrom was trying
to get it done
* Doesn’t have an impact on the value of the property, the banks won’t
have to sign off on this change, so we could make an agreement about this
separately later.
* Debbi has a general plan, as follows:


1. Review governance docs’ purpose
2. Review decisions previously made - handout with title, date, summary
(link)?
* Basement build out
* Selling garage usage rights
* Deck reimbursement
* Etc.
2a. Review decisions that still need to be made

3. Deeper dive into MD
* GCEs, LCEs, what are they?
* Defining terms: “cleaning,” “maintenance” (e.g. is “shoveling”
“cleaning”?)
* Why this matters (led to smoke detector battery policy, for one)
4. Use process similar to budget process?
* Agree on easy ones
* Set aside tougher ones to do later in meeting?


* MONKEY: Amy will reach out to Process to schedule a joint planning
meeting for the Skills & Thrills weekend in January.


6. Progress on Priority items
a. Master Deed & Bylaws - see #5
b. Reserve Study - awaiting word from Paul Conahan
d. Truck Proposal – awaiting Grounds’ decision about truck vs UTV, then
will help with insurance and
send Grounds the old Truck Proposal draft to update
e. Calendar of routine tasks – underway
f. Landlord leases – Lease done. Kathy B. is coming to the Nov. 13
meeting to discuss the admin asst job.
g. Unit modifications/Documenting build-outs (Master Deed, insurance,
Buildings/ARC process) –to be addressed at January’s Skills & Thrills
weekend.


7. New and ongoing items - n/a


8. Revisit meeting dates for meetings next season - Amy now has a
conflict on Dec. 1. Sitting room reserved for all other dates:


Nov 13 - Sharon would be late or miss
Dec. 1 @ 6:15 pm - Amy has new conflict
Dec 11
Jan 5 @ 4 pm
Jan 15
Early Feb - many conflicts - schedule if needed
Feb 26
March 11
March 24
April 6
April 22


9. Next meeting
* 11-13-19 - Kathy B. will attend - discuss prepping for the discussion
about the Rental Lease Admin Asst job




F&L’s Cooler Doc:
https://docs.google.com/document/d/1_dmnNJmHmrwwFIfnscnRbPK-_8_kmahfFsOTn_fEvTY/edit
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