ACM Jan 22, 2023

Topics:

All--Community Meeting, Sunday, January 22, 2023

3:00-4:45 p.m.

Present: Vinnie, Jorge, Robin, Ben, Linda, Marina, Kay (notes), Scott, Laura, Cheryl, Laraine, Lynda, Victor, Carol, Mary, Kellie, Vicky, Coleen

The memorial brass plaque for Naomi is to go on the bench that belonged to Naomi on the common house porch.  There are ways to fasten it that are less stealable.

Proposal, Project Management Committee

Management spends enough time on maintenance that other areas of its mandate get neglected.  The CCR allows Management to delegate some of its duties.  Need consent of 67%.

Management will continue to deal with finances and legal matters.   Any purchase or expense greater than $500 must go through the Large-Spend Process, which is overseen by Management.

Ben's idea is that Maintenance would become Project Management. 

Require slightly different skill-sets: Project Management requires record-keeping and organizational skills; Maintenance requires work skills. Vinnie suggests anything that can be done in-house be Maintenance, and work requiring contractors would be Project Management, not based on cost but on liability -- things we might be able to do but maybe shouldn't. 

Concerned about inexperienced people trying to run higher-cost projects, if that is removed from Management's purview; maintain a list of preferred vendors, etc.

Contractors will cut corners if not supervised.  Need someone on site keeping an eye out who understands the scope of the project.  Example that when the walls under the decks were replaced, the contractor didn't put any insulation in.

Maybe during transition to this system, Management would still need to keep meeting twice a month for a while.

Even if they are separate committees, can't function in silos.  Lots of interaction and collaboration.  Learn as a community and more people pick up skills in managing projects.

These committees (mgt, maint., p.j.) will need regularly scheduled meeting times so people can easily get in touch with them.

Try the committee structure on a trial basis, learn from it, adjust it.

To be discussed again next ACM and a decision made then.

Conflict Support Committee Mandate

Members Linda R, Laura, Eliza, Alex, and Loraine. (Mandate appended.)

Large-Spend Process

This process is to help Management fulfill its fiduciary duties to the community.  Required for all projects over $500. Can't break projects down into subprojects below $500. This process applies to all community expenditures including approved committee budgets.

The process presumes that the project itself has been approved beforehand by the community.

First and most lengthy step is the study, getting recommendations of vendors from the community, recommendations from multiple vendors on what should be done and how it can be done.  Use the information gathered to create the project scope and details of the specifications. Write a request for bids based on those; the same request goes to all vendors.  Vendors' bids go to Management, which makes the selection.  The Project Manager can advocate to Management for their preferred vendor if that vendor is not the lowest.  The Management President is the only person who can sign contracts for the community.  Post-project debriefing is an important record for use by future project managers or following up.