Management Committee
Topics: officers, committee communication, budget, Officers Discussion; Budget;
Here are minutes from the management meeting Saturday. We have another tonight [January 28] if you are interested in attending, where we'll be finalizing the budget. 7 pm, sitting room.
Handed out: Management Committee Essential Tasks, WCCA Management Committee Responsibilities (Draft), and WCCA House Rules Financial Process.
Discussed positions that need to be agreed upon: President, Treasurer, and Secretary. Nancy was concerned we define things clearly, less fluid, more solid, so everyone knows what they are getting in to and expectations. Briefly discussed expectations, including:
President needs to get an agenda set at least 3 days prior to meeting. It should go out to the whole community, not just Management, to spark interest in other outside members to enrich the meetings Management has. We should all reread the bylaws (on our own time) that were passed out by Mike P in binders last ACM and be familiar with them, many in community have not read. There are two other areas of great responsibility on the committee: crown management and insurance. All should make efforts to understand/help with all tasks.
Amy reported Myste agreed to be crown representative if it is okay with all others in the crown program. Myste will contact them. Amy and Nancy will do the crown inspection on her unit Sunday and will talk to her about it.
Communication: Management communicates through email. Nancy checks only 4-5 times a week, as does Michele. No computers at home; also, Myste has no email. Copies will have to be put in mgmt box. Amy offered to make phone calls if necessary. Vaughn will try to talk to Hans about the possibility of getting the internet connection up and running in common office again. Meetings and notices should be put up with enough time to assume that not everyone checks email daily.
President will be Vaughn, Treasurer will be Brian, and Secretary will be Amy. President will get the agenda out to the entire community 3 days in advance, Secretary will send minutes out to entire community after meetings. Minutes have not been going out at all, even to Management members, since Hans left. This was an oversight and will be remedied immediately. Linda Reed will continue to do the receivables end of the bookkeeping, Brian the payables; good accounting practices to do it that way. Also Mike W and George are accountants and they may be able to help if necessary. Nancy reminds us to focus as a committee on meshing well, having a coordinated approach. Meetings will be the 1st and 3rd Tuesday of the month from 7-9pm in the common house. Heather brought to the committee's attention the importance of meeting in neutral ground at the common house. Heather then asked to speak about the renter's representative position; she is not able to take on the job. However, she thought there might be a conflict of interest with Michele being on the committee as someone in arrears to the community (behind in her fees). She thinks to have the position respected and voices of renters recognized, Michele might not be best choice. Vaughn offered that he did not see the conflict, and if Michele wants to serve this is a way she can contribute and it can only help the situation. Brian offered that it is probably best given back to the renters to decide for themselves. Michele will contact renters to see about that. If it turns out the renters do not want her representing them she will respect that. Nancy had some concern, not fee-based necessarily, but wants to understand where Michele stands community-wise. Brian said let us give it to the renters and see what comes of that. Kevin offered that people sometimes get out of step with community values and in all kinds of ways; everyone has in some way or another. Let people contribute in the way that they can, he is less concerned about someone who cannot contribute financially than someone who does not show up for events and meetings. If Michele wants to do this it seems valuable. Renters will meet to decide.
Was a spending plan, now need step two, balanced. Where do we want to land?
Insurance best way for savings would be increased deductibles. Will have to look at that judiciously once we have more info.
Amy wants to represent the idea that we should present a budget with what we have not with increases in fees. Some members of the community cannot handle increases in fees, and we just had one six months ago. A separate discussion can focus on raising frees or changing the reserve amount, and why, later. But for now work with what we have so as to make it acceptable. Mike had the idea of having two budget to present at the meeting: 1 with no increase, one with the increase going toward more money for committees. A committee without money is hobbled. It adds hope for even 100 or 200 dollars a year. Even with a 5.00 increase per month per household it would raise $1605 per year. Question about Linda's spreadsheet, Where is the 1260 discretionary fund? Rolled in? Next meeting the 31 January, 7 pm, after Brian meets about insurance to go from there with a real number. ACM is on the 11th. Get the proposal done that night and get it out to the community in time, with correct numbers.
Brian suggested having a study make a table on other communities fees how they structure and what they do. Bring awareness. Brian suggested that our fees are quite low compared to other communities.
Amy Dwyer
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