Finance & Legal minutes: 2020-01-29

Minutes:

Minutes of 1-29-20 F&L meeting


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


MONKEYS


MONKEY: Amy will work with Becky H. to create a Google Form that we can
send out to people to gather mortgage info.
MONKEY: Sharon will take a first whack at a definitions doc to accompany
the Master Deed and Bylaws
MONKEY: Amy will review the list of follow up items from Skills & Thrills
and follow up with committees. Give them a deadline - March 1
MONKEY: Becky G. will talk to Susan Rosales about coming to meet with GO
members to talk about insurance and write a tip sheet.



1. Check-in on Master Deed and Bylaws changes; next steps

Debbi’s been sick but should have stuff to the wordsmithers Friday or
Saturday.

•Gathering updated mortgagee information

We need to be very specific about what we need. MONKEY: Amy will work with
Becky H. to create a Google Form that we can send out to people tp gather
mortgage info. If anyone doesn’t submit by a certain date after several
reminders, we can ask the attorney to look it up, and pass on the expense.
Now is the time when mortgage interest statements come for tax reporting
purposes -- a good source for the needed info.

•Definitions doc to accompany MD and Bylaws on Important Doc page - MONKEY:
Sharon will take a first whack at a definitions doc
* Mary King’s definitions
* Other things like maintain vs. repair
* Membership definition of a full member
* Unit vs. household

•Committee Follow up
* Buildings had a meeting and talked about some of their items
* Grounds is tasked with defining cleaning, particularly the snow-shoveling
of people’s sidewalks. Their idea is to say that it’s owner
responsibility, but since we have an official work position in our official
work system to do this, the community does it unless the job is eliminated.
* Ask Mac to write it and send it to Debbi
* Grounds was also tasked with the detention ponds and wetlands items
* MONKEY: Amy will review the list of follow up items from Skills &
Thrills and follow up with committees. Give them a deadline - March 1

2. Bookkeeping updates

Arrears
* One unit in arrears plans to pay an amount to get under the threshold.
* Another unit in arrears submitted a new payment plan. They are very
reliable about paying what they say they’ll pay.
* A handful of units got a special separate invoice for their portion of
the new walkway on the north side. Most paid right away. It is not a
loan; people should pay it right away.
* Another household paid their old fee rate instead of the new fee amount.
There may be a few of these.
* Another household seems to have forgotten altogether -- need to remind
them.
* A household frequently in arrears is all paid up except for this month -
yay!


Other
* Becky will soon send out 2019 year-end statements; she wanted to pay the
Skills & Thrills bills first.
* She’ll also pay the new auditor/tax preparer soon.
* Becky would like to clean up our Quickbooks with help from the new
auditor.

3. Discuss creation of a "tip sheet" for unit owners purchasing condo
insurance.
* There’s an out-of-date page on the WIKI about this - Debbi labeled it as
“out of date”
* We think it’s a good idea, but we’re not experts on this.
* Best path is to make our Association policy available for owners to take
to their insurers to identify gaps
* Build-out policy is changing - anything built out, decks, sun porches -
need to be covered by owner’s insurance
* Susan Rosales, GO’s State Farm agent, wants to come talk to the community
- MONKEY: Becky G. will talk to Susan Rosales about coming to meet with GO
members to talk about insurance and write a tip sheet.

4. Review action items we are tracking
* Kathy B. will come to our meeting on 2/26 to discuss progress on the
landlord lease project.

5. New matters arising
* Membership Com is starting to talk about work obligations. Work Com
determined that more than 50% of the community is on reduced hours. Susan,
Catherine, and Debbi are going to do a presentation about this issue, to
put forth the work budget idea. Debbi will suggest what it could look
like. For the next several months, committees will talk about their work
positions, so we can use that information to start creating a work budget.
* Attorney Rick Delonis said we legally could fine people who don’t
fulfill their obligations
* Long discussion ensued
* Reid’s bills for north path: portion for community has been paid,
holding back 5% (with his agreement) because there’s a lot left to be done
in the spring

6. Next meetings are Feb. 12 and 26
* Amy requested to start the meeting on Feb. 12 at 7:30 p.m.
*
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