Finance & Legal minutes: 2005-06-13

Minutes:

[[FinanceAndLegalMinutes]]
June 13th, 2005, 7pm
location: CH sitting room
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Attendance: Adi, Divya (brief appearance), Tracy, Judith, Willie, Dale, Bill, Jim G
Minutes by: Dale

* steering report
* confusion over the re-allocation
* CIC progress
* finops and bookkeeper's report
* defining the [[FandLConvener]] job
* taxes
* closing the books
* bookeeper's summit
* monthly committee reports!!
* integrate truck billing into [[GOCA]] fees?

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== Steering report ==
Jim G:
1. JD (CDC) and Scio are discussing what money is owed at the end of the GO project. Scio had found some bills, years old, but JD's research shows we paid more than Scio shows. Depending on how this ends up, we could be down several thousand dollars ($3k), or up by $1,400. We'll just have to watch how this goes.
2. West end grading is a mess. Ted is working with VerdeTerre to determine how much earth we need to fix the grading. Probably all falls to us to fund. Grounds will likely be asking (steering?) for this money.
3. Now is the 6th month of 2005, some committees are asking for financial reports on their spending. Adi told them they should expect these reports soon.

== confusion over the project contingency re-allocation ==
What went wrong? There was no email prior to the meeting, so no prior information went out. People weren't ready to fill out the survey. One clarification was whether there were any CH proposals, but there weren't any folks from CH.
Willie received 4 surveys, 2 without all information.
We will start again at the next meeting.

== CIC proposal progress ==
Judith passed out a revised proposal, now 1/2 page long.
Suggestion that there be a 30 day period at the end of the fiscal year for proposals to spend overages, and if none, then rebate.
Change that to be 30 days from close of books.

Changes:
Proposal 1: In the event of a community surplus at the end of the fiscal year, the money will be divided and rebated to households in proportion to the association fees paid during that year. In the event of a shortage, a special assessment will be made, also in proportion to the association fees paid during that year.

Proposal 2: Add that the $500 figure is the threshold for requiring 3 bids.

Add that multi-year budget line items will be flagged as special carryover. They don't figure into surplus calculations. Delete the line about standard accounting practice.

Remove the last paragraph regarding proposals for surplus spending.

Judith will send this proposal out and request time at the next business meeting. Call it "Budget surplus and deficit proposal".

== finops and bookkeeper's report ==
Neither bookkeeper is here.
Bill has the tax return. We don't owe anything, nor are owed anything.
Willie or Katie will sign all copies, then make a copy for the bank.
Monkey: Dale will get the state corporate report to Bill.
Monkey: Bill will get the accounting review from the accountant.


== defining the [[FandLConvener]] job ==
See the description on the wiki.
Shouldn't have to take minutes--this should rotate.
Also should not have to take the jobs that no one else will do.


== year ending 2004 taxes, closing the (2003/)2004 books, bookkeeping summit ==
Now that the accountant has finished the taxes, Bill believes we are in a position to close the books.
Possible dates:
non-weekends, not 6/29
Monkey: Bill will schedule the summit with George, Kathy, Dale, Bill



== monthly committee reports!! ==
Set this up as soon as possible. Post in public places--not private reports.

== integrate truck billing into [[GOCA]] fees? ==
Sounds like a fine idea. The truck billing person just needs to batch the charges and convey that to the member bookkeeper. Kathy seems willing to deal with it. They just need to work it out.
Monkey: Kathy needs to update the member bookkeeper operations manual.
Monkey: Adi will work to integrate the truck billing thing.



== List of things on our to-do list ==
LCE/GCE--no progress
Monkey: Willie write up LCE/GCE proposal for presentation.
Garage ownership--no progress. Numbers were not put up during the work day. First, number the garages. Second, come up with a list/map of garages & owners. Third, come up with how transfers work, without changing the master deed, which is that the association keeps the list. Need someone to get with Amy & [[Jenny]].
Monkey: Tracy will do the garage ownership research.
Monkey: Adi will get with buildings regarding garage numbering.
New member requirements--push back to membership if they want to change

Monkey: Judith will talk to Buildings about the need to include updating the LTCRF when a change is made (such as ARC proposals).

[[Committee]] mandate:
Monkey: Adi can fill out the committee mandate form. Willie will supply it.

Monkey: Willie will look into the truck insurance issue--do we need a list?

Idea--skit to illustrate the money flow.
December 7, a refreshing policy minute, on bylaws.

== Next meeting ==
Monday, 27th, in the sitting room.
Minutes to be done by: Adi.