Finance & Legal minutes: 2004-06-07

Minutes:

F&L meeting Agenda, 6/7/04 at Judith's house
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1. Caring Committee's Role:
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Visit by Mel B re: Caring Committee's role in proposal about association fee
waiver

2. Treasurer/Bookkeeper reports
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GO Family's Association Fees in arrears
MONKEY: Patti & Kathy B will write down the bounced check process
Office billing
Update on "spending edict" and esp grounds items wanting $

3. DTE transfer of accounts
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MONKEY: Adi will note the CH electric meter reading as of this date.
Still some households not paying directly--not sure how to "push" closure (506,
507, 509, 514,515)

4. CDC Reimbursement and Project Contingency funds
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MONKEY: Patti will ask Elph directly to his face how the kitchen sink will
be paid.

5. Master deed questions regarding LCE & windows, doors, etc
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MONKEY: Dale will shepard this through the community.
(See Dale's email proposal, 5/17)

6. Warranty and various questions about repairs
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UPDATE from Willie and others
(See CDC/Steering minutes, 5/16)

7. Quickbooks problems for file sharers.
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MONKEY: Willie will purchase a USB keychain drive for less than $50 for use by
the bookkeepers for now.
MONKEY: Willie will research purchase of an old computer with at least Windows
98, USB and network capability for less than $300.

8. Meals billing:
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MONKEY: Patti will follow up with meals to get the other $254, and the
previous statements.
(Willie sent Meals our process re:late payments, see email, 5/16 and 6/6)

9. Budget review process: Dale
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10. LCE liability discussion:
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MONKEY: Judith should contact our insurance person asking for a professional's
reccomendation on LCE liability.
(See Jenny et al discussion about limitations and drawing the boundaries
between Buildings Comm and F&L, 5/27)

11. Insurance update and transfer from Judith to Kathy B
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Also, JD got his insurance junk taken care of?
Get insurance update and transfer to Kathy B for the summer

12. Truck & Insurance:
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MONKEY: Judith will ask about age of drivers from the insurance policy. This
information may be used to inform creation of a truck usage policy.
(See Judith's email, 5/17)

13. Long Term Capital Reserve Fund & Calculations
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MONKEY: LTCRF calculation - Sarah

14. Update Taxes & the township
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MONKEY: Adi will report back about JD's attempts to get an appointment with the
assesor.

15. GO Water Bill- Adi
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MONKEY: Adi will present back what he's discovered in his review of the first
set of water bills.

16. Account Signers
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MONKEY: Sarah will get this information out of Elph's head.

17. Secure location for storage of financial documents
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MONKEY: Ask Sara to consider and present back to F&L the possibilities of file
storage and computer usage in CH/Mary SC office. It is getting more and more
important that F&L documents are in one place!

18. Insurance and Lease Questions for CH Offices
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(see Becky's email, 5/17)

Next meeting:
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Monday, June 27th at 4pm. At ...

Freezer:
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Stuff that can wait for next mtg:
- CH loan/MONKEY: Patti & Kathy will talk with the accountant about setting up
a
process for tracking the pre-payment and loan payments to CDC.
- Clarify tax implications and Agreement regarding non-member renters of CH
Offices
- CH loan is for 5 years, Dale suggests that we amortize the cost of the loan
over 5 years, and borrow this money from the LTCRF.
- Proposal for Purchasing recommendations? - Patti