Finance & Legal minutes: 2020-01-15

Minutes:

Minutes of 1-15-20 Finance & Legal meeting


Present: Debbi, Sharon, Becky H., Amy


1. New Monkeys


MONKEY: Amy will email parking lot assignments to committees (DONE)
MONKEY: Sharon will put the reminder on F&L’s Google calendar at
the 4-month mark, so we
can get it on the community agenda in the 6th month.
MONKEY: F&L to define “major committees” for Master Deed article IV - DONE
- this is defined in the Steering Committee mandate
MONKEY: Ask Rick: Is there a Good Samaritan law that will cover GOCA in
the event of a need to break into a unit in an emergency?
MONKEY: Amy will bundle together the questions for Rick. Debbi will ask
him.
MONKEY: Ask Rick how much effort it is and is it worth the effort to remove
references to ”the project” and “the development.”
MONKEY: Debbi will send the near-finished document to word-smithers Elph
and Patti. They’ll decide whether to meet or do this virtually.
MONKEY: Amy will put on our list of things to do the creation of an info
document to accompany the MD and Bylaws, with definitions, etc.
MONKEY: Debbi will draft proposal, Sharon will shepherd
MONKEY: Create administrative position to start in summer season to include
tracking for:
Chimney cleaning documentation
Unit rental leases
Keeping mortgage info up to date
Building modification forms for all changes, including retroactive
MONKEY Bookkeeper (Becky G) to add chimney replacements to the Reserve and
contact Mary King
about it
MONKEY: We need to get updated mortgage information very soon for the MD
voting process. It’s public information, but costs money to get it. We’ll
give people a deadline, if they don’t respond, we’ll have Rick pull it and
charge the households. There’s a difference between the mortgage holder
and the mortgage servicer.
MONKEY: Becky H. will check in with Kathy B. (Rental Lease Admin Asst)
about which meeting she can attend in February - DONE
MONKEY: Amy will respond to Sarah about the possibility of a property
management lease. Becky H. has a realtor who does rentals, and could ask
her about using our lease. She’s pretty great. Pam Sjo (pronounced so).




2. Debrief Skills & Thrills weekend, Jan 11 & 12 - Bylaws and Master Deed
Changes
1. Our goal for getting our draft to the lawyer is 60 days
1 month to get first level of revisions (Debbi’s edits +
word-smithers’ review)
1 month for getting the second level: send out to community for
review, with deadline

2. Debbi is starting to work on updating the drafts. It’s more
complicated than expected.

- Debbi recorded notes on her copy of draft
- Meeting minutes
- The slides have new language in some instances - maybe start here

She plans to work on it this weekend.

3. Ted’s wordsmithing contributions via email - we thank Ted for these

4. Parking lot assignments
MONKEY: Amy will email parking lot assignments to committees
Get started on F&L’s tasks

1. F&L: We will do a 6-month check-in. MONKEY: Sharon will put the
reminder on F&L’s Google calendar at the 4-month mark, so we can get it on
the community agenda in the 6th month.

2. Membership: Process for “choosing to become” member – Membership Com is
charged with shepherding this: they can delegate

3. Membership: Create agreement for what constitutes a “full active member”
(revised Membership agreement)

4. F&L: MONKEY: Define “major committees” for Master Deed article IV –
F&L will take this - DONE - this is defined in the Steering Committee
mandate

5. F&L: Access to units in emergency – option to allow forcible entry for
time’s
sake. F&L will focus on the liability aspects of this (who pays for damage)
• MONKEY: Ask Rick: Is there a Good Samaritan law that will cover
us? MONKEY: Amy will bundle together the Rick questions. There are more
than this. Plus there’s one free-standing Q in the minutes. Debbi will
ask Rick.

6. Buildings: From Ted: Conflict between Master Deed VII32i and IV4a?
(written consent. Also do we want members messing with LCE equipment in
their units at all, eg fire suppression, sump pumps). Ted will work on
this with Buildings

7. Tabled for now. Concerns related to accountability (Patti K)
Conversations will occur when we talk about work responsibilities – table
for now

8. F&L: Possibly ask Rick to strike references to “the development” and
“the Project” - MONKEY: ask him how much effort it is and is it worth the
effort? We’d like to do it, but not if it adds undue expense.

9. Grounds: Use of garage attic space – permission?
But we do need to make sure nothing from the Community garages extends into
personal garage attic space - Grounds

10. Buildings: Does DTE have any responsibility for the gas lines?
Buildings will follow up. At what point does DTE’s responsibility end and
GO’s begin?

11. Grounds: Decision-making about shared land – add to Master deed? Or
refer to BOA?
We need a process for how we work with TS on shared wetlands. Grounds to
work on this.

12. Buildings: - Matrix of responsibility quick reference guide.
Buildings Com will do

13. Grounds: Master Deed II 3 l (ell) – Grounds to define “cleaning”
sidewalks (vs
maintaining)

14. Buildings: Buildings will issue a guideline re: replacement of
batteries, smoke
detectors, and help with smoke detectors

15. F&L: Discuss how changes will be assembled and shared with community
- Word-smithers: Debbi, Elph, Patti MONKEY: Debbi will send the
near-finished document to word-smithers Elph and Patti. They’ll decide
whether to meet or do this virtually.
- Send out draft minutes, Debbi will take what’s in them and incorporate
into documents, then word-smithing, then back to community

16. F&L: Add definitions of “cleaning, maintaining, etc. to BOA. F&L will
do.
This would be an information document, similar to the Process
document on stand-asides in 2002. Not
a proposal, just info. MONKEY: Amy will put on our list of things to do
the creation of an info document to accompany the MD and Bylaws, with
definitions, etc.. Also include definitions. Cut and paste from minutes.

17. F&L: Bring forward proposal about responsibility for chimneys
cleaning, inspections
MONKEY: Debbi will draft proposal, Sharon will shepherd
MONKEY: Create administrative position to include tracking
Chimney cleaning documentation
Unit rental leases
Keeping mortgage info up to date
Building modification forms for all changes, including retroactive

18. F&L: MONKEY Bookkeeper (Becky G) to add chimney replacements to the
Reserve and contact Mary King about it

19. Buildings will put out a statement to go into the BOA about
responsibility for screens

20. Buildings will do a refreshing policy moment about smoke detector
responsibility

21. Buildings will draft Master Deed Article IV, Section 3, (u) regarding
responsibility for modifications

22. F&L will retroactively document all building modifications
Admin person will start in summer
MONKEYED above

23. Process committee will bring back to community a proposal for our
process for validating a block

MONKEY: We need to get updated mortgage information very soon for the MD
voting process. It’s public information, but costs money to get it. We’ll
give people a deadline, if they don’t respond, we’ll have Rick pull it and
charge the households. There’s a difference between the mortgage holder
and the mortgage servicer.

3. Bookkeeping updates - tabled due to Bookkeeper illness

4. Matters arising

MONKEY: Becky H. will check in with Kathy B. (Rental Lease Admin Asst)
about which meeting she can attend in February

Sarah’s question about using a lease from a property management company:
I am thinking of using a property management firm to rent my unit. They may
have their own lease agreement. Can you indicate which sections of the
lease that you have developed are essential to protecting GO community life
and liability that could be added to an existing lease?
* MONKEY: Amy will respond to Sarah about the possibility of a property
management lease. Becky H. has a realtor who does rentals, and could ask
her about using our lease. She’s pretty great. Pam Sjo (pronounced so).

5. Next meetings are Jan 29, Feb. 12 and 26
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