Process minutes: 2019-12-19

Minutes:

12/19/2019
Mini-meeting, Process and F&L Committees Mtg
7:30pm, CH sitting room
Present: Patti, Jillian, Debbi, Amy

Agenda:
Skills & Thrills, Jan 11-12, 2019

Debbi worked most of the day today going through the master deed and
bylaws. Looked back at how long this process has been happening. Bylaws -
since the community has been over it all before, hoping we can finalize it
in the first two hours.

“Unit” has a very specific meaning in Condo law. And the only time we
“vote” are bylaws and master deed. In this instance it has to be a unit as
defined as condo law. We have 37 units. And the voter is the OWNER.

Various commitments by committees.
After any decision has been made, the BOA content entry position would
update BOA with final text and then send link to the community with the
agreement.

MONKEY: The BOA entry person is supposed to email out a link to an
agreement once put it; this needs to be added to the BOA content entry
position

Sat morning: Becky H will do a quick overview of bylaws process.

Then, Debbi will start at the top of bylaws and point out what meeting it
was where the language was drafted, going over it - if anything comes up
will note it on parking lot. Should be in pretty good shape. Anything in
Bold-black we’ve already discussed and agreed upon. Debbi plans to make
yellow the few things we have to discuss.

Make sure to preface the bylaws conversation with, the bylaws does not
really need discussion - this is just procedures. We just have to approve
the language.

So when people receive the bylaws in advance they need clear instructions
about expectations - the bylaws will not need in depth discussion.

Saturday morning will start with an icebreaker. We have 30 minutes total,
could be 15 minutes to start the meeting and 15 minute break at some point
during.

Could start with a quiz and start awarding prizes immediately!
Separate idea, could tape something underneath seats, is totally random.
Prizes for guessing jellybeans in a jar.

Discussion about tables in a circle and if we could fit enough people at
tables if we also had projection on the wall. Hopefully so?

Rick will be there after lunch on Saturday. Could start with questions for
Rick. Or start with Rick presenting, on how other places do master deed
stuff. (but won’t call it a presentation, will keep it more casual.) Have
him talk about if there’s a reason master deeds try to delineate every
single little element in LCEs and GCEs. That will change how we write the
master deed.

Debbi has several questions out to Rick

The key master deed thing is making sure we have agreement about who is
responsible for various things, this is where we have hit roadblocks in the
past. Having Rick there will help, he can help us avoid spirals and rabbit
holes by knowing what is the law.

F&L tried to do this via a matrix enumerating every single common element
and assign it maintenance, repair, decorating, cleaning, replacement. There
are many iterations. We could try to do that again and agree on whose
responsibility it is, but I think that is a very bad idea. Because then
when we add solar panels to something. Or added a pool etc. Right now
anything not assigned as an LCE automatically becomes and association
responsibility. So if we have a detailed list but miss something then
that’s bad. So one idea would be to have more general “buckets” but I’ve
not seen other master deed set up that day.

Even if we do have to enumerate everything we still have to think about it
as “buckets” of things. There are Structures, like CH, workshop, garages.
There’s the land - drives, parking areas etc. Where we go down a rabbit
hole, is things like, chimneys, smoke detectors. How paternalistic do we
want to be. The whole thing of smoke detectors and chimneys being assoc
resp at some point, came from us wanting the association to make things
safe, did not want to trust home owners. So is that a philosophical stance
we want to continue.

Do we use as a starting point the last time the matrix was looked at? Yes,
if F&L still thinks its a valid suggestion.

Most of the master deed does not need to be touched. The stuff around
transfer of garage usage rights needs to be inserted - we have a language
and a recommendation about where it should go - this is really a Rick
thing.

The other stuff that really needs to be looked at is the matrix of
responsibility. And also some specific language around owner responsibility
for unit modification, which we have already talked about. Can we use the
same process as solar panels? Yes.

And we can have some language in there, limit to association responsibility
for personal property damaged when a common element causes damage. We’re
all supposed to have our own condo insurance. Scenario of a roof caves in
and your furniture is ruined.

Another mine field, our master deed is different from TS and SW. Theirs
assigns fewer things to the association. That in turn reduces the amount of
money people are putting into the reserve. This has come up lately since
there’s some worry about fees.

Debbi will be gathering the notes from previous discussions and putting
them together.

Sunday what’s the idea? Continue the master deed stuff. It will take people
time to ask questions.

Debbi can get this done tomorrow or Saturday.

Next meeting to discuss master deed and Sunday.

How to encourage people to pre-read and to accept

Childcare - Miriam from TS - Jason and Mary Anne's daughter - she did a
theater camp this summer. Might she be willing to incorporate it into the
weekend. Andrew, Fatima, Isa from TS, Luda. $15/hour. Does it involve some
prep. Trying to do programming. If someone did 2 hours of prep could pay
them additionally.

-end-
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