Steering minutes: 2009-01-15

Minutes:

Minutes of 1/4/09 Steering Meeting

Sarah's first meeting as convener!

Present: Sarah, Judith, Gail, Laura, Amy, Mac, Megan

MONKEYS
* Sarah will follow up with F&L re: TS presentation on Jan 19
* Sarah will keep Tom informed about GO's timeline re: sharing proposal.
* Sarah will work with Tom on the proposal writing.
* Sarah will determine where all the Steering funds for 2008 went and report
back.
* Laura will find out and let us know the times of the Grounds Retreat on
1/31 and 2/1.
* Amy will find out from InfoCo what the plan is re: alternative mtgs for
current work season;


1. TS Sharing proposal
* Steering's role is to shepherd the process, not to problem-solve.
* CH & Work are set to present thinking about integrating TS into CH work.
* Meals and F&L are set to present recommendations at 1/19 meeting
* Meals is meeting on January 13 to prepare a proposal for the 1/19
community meeting. Are these all the items they need to cover? -
Schedule;
- how TS members are assigned Meals work
- how to contact TS members re: shift swaps;
- how to collect the pantry fee for TS only meals
- reimbursement of TS cooks for TS only meals;
- There will also be a TS rep on the Meals committee.
* TIMELINE / PROCESS
- On 1/19 - perhaps the Work/CH piece can come back on 1/19 for a
decision. And then the Meals and F&L pieces could be decided at the 2/16
February comty meeting. We should keep TS posted on where we are with
things
- Probably will be a joint propsal: we present our ideas on each piece
to TS, and have them integrate the details into their proposal.


2. Review projects/ discussions from last season
- This just in from kathy B. (way to go Kathy!)
According to Rod, we are waiting for a garage light bill - he will follow up
with Ted and whoever else is involved. He believes it will be around $600.
This leaves $1400 for CH. CH estimates they'll need $6000 to cover both
projects and they currently have about $3800 unused money from 2008.
They'll use that plus your $1400, and take the remaining amount from their
2009 budget. I'll let you know the final numbers when I have them.

- Money energy remediation in CH -- insulation in ceiling scheduled
for Jan. 16 (will work around Family Farm delivery though may be noisy);
- Jeff will replace doors and they will keypads. All set with
bookkeeper?

Feedback for new convener is welcome!
- We would like to have agenda in advance.

3. Review and welcome reps from each committee, etc.
Grounds - Laura (new)
Process - Gail
Work - Amy (new)
Buildings - Judith
CH- Mac
Membership - Sarah (new)
Meals- Megan (new)

Meeting time: First Sunday from 5-6? OK

We moved the 2/1 meeting to 2/8 from 5-6. Sarah has reserved the sitting
room for all of our meetings.

Sarah will help get Megan and Laura and herself onto the steering e-mail
list.

4. Committee Go-round

Grounds - Laura (new) - is new on Grounds so hasn't been to a meeting yet.

Process - Gail - new member coming on! Susan Kennard. Quorum and
participation topics have been postponed because of the TS item, but will be
coming back soon. Also discussing value of training -- want community
feedback.

Work - Amy (new) - last meeting was a special about the TS propsal about CH
work. New meeting schedule on 2nd and 4th Mondays. Jim Gr went off, and
Dale came on the committee. Our January alternative meeting was bumped by
TS. The plan was for Elph to lead a discussion about "What Happens when
Work Does Not Get Done?" Amy is not sure when this will be rescheduled.

Buildings - Judith
- Meeting today at 6 pm!
- New members: Coordinator: John; maintenance: David Wright. - Have had
inspection on fire suppression - not report or bill yet.
- Supposed to start fixing Judith's house tomorrow.
- At least 4 leaks underway in different buildings. There is no allowance
in our system for expansion or contraction of the fluid in the pipes. Leaks
worse in the summer because fluids expand in summer. Adi's leaks have been
going on since we've moved in. Building inspector said we probably can't
prove it if the problem was defective pipes.
- strobe light is on Mac & Amy's unit 10 but the supression system is
actually in Debbi's unit 7. It's very important that the knox boxes be
installed at the next work day so the fire department can access the units
with control systems in an emergency.
- Steering asks Buildings to organize a training on how to turn the fire
suppression systems on and off? Seems important for more adults on campus
to know how to do.
- Elph (F&L) is following up on getting reimbursed by insurance on the clean
up after Judith's and Susan and Sharon's leaks.

CH
- Mac (see above, and also:) Policy about unsupervised children in CH.
Current thinking is to limit unsupervised access to the CH to members:
adults and teen members. This gives an incentive to kids to become teen
members.
- A new washer-dryer will be purchased in 2009; it will be unscented. At
this time we are not changing the policy on scented/unscented products, but
are changing the signage to make it more clear which machines are which.
Also doing research to find out who in the community has problems with
fragrances and colors.
- New hot water dispenser has been installed!
- Judith is getting new guest room pillows.

Membership
- meets erratically and informally
- Steering would like to encourage Membership to review its mandate and make
sure it is fulfilling its role;
- Amy will send the Prospective Member document to Membership again.

Meals
- Concerns about past-due meals bills.
- Katie is researching sanitary aspects of cloth napkins. May provide both
cloth and paper.

Fun Commitee
- it's fabulous to have Maia and Willa on the committee.
- Planning an event every month. A movie and eating night on 1/31. Ice
skating party 3rd weekend in January. February 14 will be the GO
Anniversary Party: pot-luck with red foods. Talent show! March: Mardi
Gras. Trying to be more active to get people to participate. eg. if your
movie is selected, you will win a gift certificate from Traverse City Pie
Company.

* Adjourn *
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