Steering minutes: 2009-07-12

Minutes:

Steering minutes
7/12/09

Present: Sarah (membership), Mac (CH), Nancy (Meals), Laura (Grounds), Gail
(Process)

MONKEYS
- DONE Sarah will check in with Rusty re: the compost and property line
concern
from Grounds
- Sarah will talk to Work Committee about adding soem time to a Steering
member's job so they can be a TS ambassador;
- Gail will check in with Membership and invite them to a Process meeting;
- Process will bring December meeting date change to community

AGENDA
- check-ins
- visit from Rusty from TS-Steering
- Touchstone and compost / yard waste
- discuss regular GO/TS Steering contact
- review pre-assignments for Steering reps for next work season
- committee reports
- review of TS/GO sharing proposal process
- CH request for $ for entry way flooring

TS-STEERING REP
Rusty from TS wasn't abl to make the meeting, we'll try again next time.
Sarah will check in with Rusty re: the compost and property line concern
from Grounds.

GO Steering likes the idea of having a TS rep come to GO Steering meetings.
As a courtesy they could come to just the first part of the meeting,
perhaps
sit through our committee reports and then have a two-way exchange of
concerns, questions, requests; if they want they could stay for the rest of
the meeting, too. If Steering needed to discuss an issue that was
confidential we could ask the TS person to leave after the first part of
the
meeting as needed.

GO Steering thinks it would be best to have the same GO "Ambassador"
attending the TS Steering meetings. They would go to a TS meeting every
other month. It would add about 2 hours a work season to that persons work.
We will talk to Work Committee about this. GO Steering is as yet undecided
about who this would be;

WORK ASSIGNMENTS
See above; each Steering member will check with their committee about being
pre-assigned. Of the folks who were at the meeting, everyone expects to
keep
on as Steering rep next work season;

COMMITTEE REPORTS
F&L REPORT
1. Continued work on draft of Late Association Fee policy.
2. New account at Midwest Credit Union for GO-Meals; we may move all our
accounts there. Very good customer service and financial services. The U-
M Credit Union is not as interested in business customers; they will start
adding fees for business accounts soon. Michigan Teachers Credit Union
(corner of Parkland & Jackson) not interested in working with us.
3. As required by State Farm Insurance, railings have been added to block
egress from doors in four units that have not built decks abovetheir
walk-out doors. John Crawford did this work. We also had a contractor
affirm in writing that the loft in the kids room was soundly built. (This
contractor may have been Jeff Clark, but Amy is not certain!)

BUILDINGS
Buildings had a special meeting on 5/7/09. We reviewed the new
painting bids and decided to go with Tribble, the lowest bidder, at
$37,600. Updates to follow.

John reported on basement access window repairs. He has fixed several.
Some of the C's only wanted one window fixed right now so that they
can remove the other one for equipment access when they finish their
basements. Some of the windows are a different design and would
require excavating to affect a good repair. John is going to try
gutters over these windows to divert the water before we spend
thousands of dollars to tear up our grounds. John will be checking all
the basement windows soon. He will contact homeowners individually.
Kudos to John for taking this on!

Willie/Katie and Emily/Jenny both have chimney problems. Rob Marshall
is going to repair both. All the C's with the tall chimneys will be in
good shape.

WORK
Work is gearing up for the next work survey to determine jobs for
Sept.-Dec. The deadline for committee info about any job changes, new jobs
and pre-assignments for the work survey is Sat., 7/18 and should be sent to
Work or Helen. The survey begins on Wed., 7/22 and ends on Thurs., 7/30.
The allocation "party" will be Sunday, 8/2.

Work is continuing to revise the work Agreement which includes enforcement
of having everyone contribute to the work of the community in some way, as
well as a few other minor changes. It is our plan to have any changes
effecting people who don't take the survey be made retroactive after the
survey. We hope to have time to discuss the proposed changes at the August
community meeting.

Work will try to schedule a work committee summit with the other 2
communities.

Work has asked Meals (& has not heard back) if they will shift the time
that the meals scheduler does the scheduling, from the very end of the
preceding season to the end period of the current season for which that
person is assigned. During the transition period we will need 2 meals
schedulers: one for the scheduling done for Sept.-Dec. and one for that done
in Dec.

MEMBERSHIP
- Not meeting regularly; handling committee work over e-mail, esp. working
with incoming new renters, making sure they have access to GO info and have
buddies assigned to them;
- Sarah is not sure where things stand re: literature for new members; it
seems like that has been done, but Mac says not really;
- Gail will check in with Membership to invite them to a Process meeting to
go over the Membership mandate and discuss how the committee is working and
if there are any ideas to support the committee in meeting it's mandate.
- if the committee isn't meeting or is meeting less frequently will they
reduce the Work hours for their members?

COMMON HOUSE
- asking Steering for $1000 to re-do the entry way floor; will consult with
savvy members re: colors; if Steering approves money the goal is to get the
floor done before winter comes;
- great new clock in the sitting room!
- Rack moved out of laundry room
- 3rd washer and dryer set is working well now! Have to use the correct
kind
of detergent in the correct amounts!
- key is still missing to the AED box; Mac will follow-up and get a new key
if it doesn't turn up. maybe tape it to the side of the box;
- looking at getting more of the new kind of automated door locks for other
CH doors, inlcuding the Guest room so we dont have to keep losing and
finding the guest room key;

PROCESS
- working on identifying a topic/issue and planning a community weekend for
November;
- need to review our comty meeting time time agrrement and renew or change
again;
- suggestion to move December meeting from Dec 21 to Dec 14 because of
holiday hubub; Steering supports this idea; need to announce at a cmty
meeting and see if there's any other concerns; thanks to Gail for looking
ahead!
- As archivist, Gail is storing large plans/blueprint documents in flat
boxes; instead of putting plans in the cupboards in the sitting room please
give them to Gail so she can store them safely; Also, if you're in need of
plans or blueprints let Gail know, she has a whole box of them!

GROUNDS
- Rod has the summer of and has been able to mow pretty consistently and it
looks great! Thanks, Rod! Talking about maybe hiring a teenager to do
mowing
more regularly next summer;
- katie is out buying a few more umbrella's to fill out the fleet; these
will be the higher quality ones that are less likely to break; Still need
to
be mindufl to put them down when done or if a high wind kicks up;

MEALS
- Debbi S. is the new CH shopper and is trying to go bulk where she can to
save money; agreed with meals committee to go Organic when possible;
- Debbi is asking for a Meals debit card and the committee is working to
make that happen; probably switching account to UM CU;
- Kathy looked into descrepancy and found there actaully was none, oh well,
that's a relief!
- going ahead with 20 cloth napkins to see how it goes; Katie is
spearheading this experiment;
- Lois from TS came to the last Meals meeting to give a list and schedules
for TS members who are available to do meals work at GO;

MISCL REPORTS
- GO Workshop will be bringing governance / usage policy to the community
for discussion soon;
- Go Workshop is re-negotiating land / money / access deal made with TS at
beginning of project; they will keep us updated on how this unfolds; this
has been a sensitive issue for GO workshop members and for TS members so we
are hoping for a workable resolution that will pave the way for improved
relationships over time;
-------------- next part --------------
An HTML attachment was scrubbed...
URL: http://gocoho.org/pipermail/steering-minutes_gocoho.org/attachments/20090714/3836a109/attachment.html