Finance & Legal minutes: 2019-12-01

Minutes:

Minutes of 12-1-19 GO Finance & Legal Meeting


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


1. Monkey Review


• Debbi will ask attorney Rick Delonis to verify her understanding of the
Allocation of Value table. - on Debbi’s list of things to do.
• Amy will ask Grounds:
• Grounds has acquired the new Kubota. $28K with all bells and
whistles. Less than what we had in
the Reserve.
• Becky has let our insurance agent know about it; waiting to hear back.
• Plan is to sell the truck as soon as possible. Will drop
insurance as soon as sold. Paid through April.
We should get money back.
• Amy will ask Hope about the piano’s insurance coverage. - The piano still
belongs to Hope. Should she insure it?
• Amy will write to Hope to say that if she considers the piano to
still be hers, she should insure it. If
she wants to give it to Great Oak, the gift should be in writing, and and
GOCA should insure it.


NEW MONKEYS
* Amy to remind CH Com that they need to get updated office leases and
proof of insurance for the new year DONE 12-22-19
* MONKEY: Becky G to email Susan Rosales regarding language we should use
for any groups using our facilities and the insurance they should have.


2. Bookkeeping updates


1. Arrears
Most of the households who had fallen behind have caught back up. One
household with a payment plan missed a payment and will be charged a late
fee unless we receive a check in the next 24 hours. The other household
chronically in arrears has not made a payment either. We decided to resend
our last letter to the latter household asking them to respond or to come
to F&L’s next meeting.
2. Other
F&L has informed Buildings that the recent $300 expenditure for toilet
repairs was a one-time effort to reduce water leakage. Buildings should
inform the community that GOCA is not responsible for fixing toilets.


3. Prep for Skills & Thrills / Master Deed edition
1. Meeting with Process tomorrow 12-2-19 at 7 pm
2. Becky H. will do the first piece: an overview of our docs.
3. Debbi is the content person only. No interest or desire in thinking
about how best to create the process.
4. It would help to have a sense of the scope, e.g.
1. X number of sections
2. Whether each section is easy, medium hard
5. Facilitation is needed to manage the flow of the meeting, hold a stack,
keep time, etc.
6. Processing lots of info using Liberating Structures?
7. We also need to have some fun and support for the group, to make sure
it’s not too overwhelming.


4. Progress on Priority items - Decide which Priority Items can be retired
a. Master Deed & Bylaws - see #3
b. Reserve Study - awaiting follow-up from Paul Conahan to Mary King.
Mary plans to meet with a
subset of F&L to discuss specific reserve items.
d. Truck Proposal – an alternative vehicle has been purchased. F&L
recommends that Grounds develop a usage agreement. THIS ITEM IS DONE
e. Calendar of routine tasks – underway
MONKEY: Amy to remind CH Com that they need to get updated office leases
and proof of insurance for the new year
f. Landlord leases – agreement reached, Lease Assistant in place and
starting work. Check in in February.
g. Unit modifications/Documenting build-outs (Master Deed, insurance,
Buildings/ARC process) – the
MD part has already been discussed in a plenary conversation.
8. Audit - Our next audit will be in 2020 for the 2019 books (occurs every
3 years).




5. Revisit Cooler list to identify new Priority items list
1. Added question about “Private Property” signage
2. MONKEY: Becky G to email Susan Rosales regarding language we should use
for any groups using our facilities and the insurance they should have.
3. Going forward, donations should be made directly to Great Oak rather
than paying directly for something for GO. This messes up our accounting
and can be memory-dependent.


6. New and ongoing items


7. Next meetings
* December 11 at 7 pm
* January 5 at 4 pm




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