Finance & Legal minutes: 2021-11-09

Minutes:

11-9-21 F&L Meeting Minutes - Rescheduled from 10-26-21

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

1. 2022 Budget
* Is there anything that needs our attention?
* BG needs to update the proposal for how to handle the one-time, large
surplus from 2020. Make some tweaks people wanted to the proposal, create
a matrix showing the final impact if we do both parts or just one part.


2. Bookkeeping updates
* Arrears
* A number of people are behind who usually don’t get behind. It looks
like some people didn’t get their statements. Late fees waived for last
month. BG confirmed that this month’s statement went out. BH & BG will
reach out to a few people.
* Other
* BG has a bunch of bills to pay for GO, scheduled for tomorrow.


3. Ongoing items
* Zoning
* We will communicate the information we have to the community in January
* MONKEY: Becky G: Rick is looking into whether we should change the
rental lease template we provide to landlords regarding access to interior
means of egress - Becky will reach out to Rick again.
* Rick said we should prohibit the creation of separate units (per Becky
G’s notes). This should be communicated to the community in January.
* CH Offices
* BG is going to contact Gail about getting leases for 2022 and to
remind CH Com of the issues that have come up around who has priority use
of the CH offices.
* On the agenda for the next CH Meeting
* BG can resend to CH Com her message from May with Rick’s views on the
matter. Probably too late in the year to change the lease for 2022 bc Rick
is slow these days. May need to come before the community.
* Unit Modifications Agreement
* Buildings Com has signed off on the Unit Modification Agreements draft
* Debbi has formatted the changes we made last month and sent the doc to
Rick for review. He acknowledged receipt.
* From August’s minutes:
* When the UMA is finalized, Kathy will approach owners to ask
them to complete UMAs for the unit changes they have made. Our attorney
says we can’t enforce this, but at least owners will hear that they are
responsible for repairs and replacements to the modifications they have
made. (There are some exceptions, such as when some major changes are
added to the Reserve Fund.)
* Side conversation about how to define a modification. Is a
new closet a modification?
* Reserve Fund Investment Policy
* MONKEY: BG will ask the Credit Union for advice on trying a “CD
ladder” for new Reserve funds. A good project for the new year.
* MONKEY: Awaiting Mary’s return to A2 to invite her to meet with us to
discuss.


* Master Deed/Bylaws update check-in
* MONKEY: Let’s add an action item to every agenda so we can make
progress. Amy will ask Debbi to circulate her current draft, let Debbi
know that people are asking for their money for decks. Also ask her for
her notes, whatever she’s got, including her draft email to Rick.


* Job Descriptions
* Counted Member, Admin Asst, & Check Depositor done
* Still need to do (Amy to remind relevant people): Internal Bookkeeper,
Convener, Steering Rep, Budget positions


* F&L Cooler Doc - finish reading through doc together, next step is to
prioritize
5. New Business
* Becky will make a concerted effort to check in with our attorney Rick,
and ask if there is someone else in his office who can pick up the work if
he doesn’t have time.
* Examining hiring policies for our vendors—seems like a group of people
should do this work, but our current committees don’t have the time to do
this. It’s very tricky given that people have different priorities. Seems
like an ad hoc committee is needed.
6. Old Monkeys
* BG will check in with Mary about Reserve fund increases for the next four
years. We *might* have to make an adjustment sometime during this 5 year
period. Dependent on Investment Strategy


7. Next meeting: Tues. Nov. 23 @ 7 pm. If no news from Rick, we could
make the MD the focus of our next meetings.
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