Meeting 2009-09-13

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Sunday, September 13th, 2009

Called to order at 7:30 pm


Contents

Attendance

Chair: Jack

Minutes: Julie

Present:

Absent:


Approve past minutes

Meeting 2009-06-21


Reports

Finance committee

Angela reports that there is $11,423 in the chequing account and $27,167.97 in the plan 23


Garden committee

Maria joined the committee and is actively planting in the rose garden

Umi reports that the petty cache has leftover amounts

Julie mentioned that new committee members may be interested in accessing the funds before leftovers are returned to the finance committee

Housing committee

Maintenance committee

Angela reports a detailed list of suggestions for repairs to be discussed later in meeting


Petty cash report

Paola's report - it's posted on the stash fridge

Rent report

Marcela reports that all rent amounts are paid


Swing arounds

Chores and contributions

Liv offered to do the stash fridge cleanup

Paola and Tato won't be able to do veggie shop on the first and second week of October, Liv, Umi, and Maria offered to do it

Marcela and Heidi Kilsby will flatten the cardboard and recycle it


Concerns

Discussion about members who don't show up for meetings to vote new members to move in. This is a problem if they have not voiced their concerns about the person. There have been too many proxies used for these meetings. The Housing Committee has major concerns regarding their time, etc. Discussed further under new business.

Marcela recommended that all breads/cakes, etc. be placed in closed containers to prevent attracting mice (a concern as winter approaches)

Marcela requested that people not leave recycled shampoos, makeup, old candles, etc. in the Sally Ann. These items cannot be resold. Members should clean toiletries bottles and dispose of them responsibly in the recycled plastics.


Announcements

Welcome to our new members who moved into the coop, Maria Persdotter and Heidi Pridy

Angela requested that members post requests for things that need to be done for the upcoming fall cleanup. The deadline will be the next house meeting.


Old business

None


New business

Applicant process

Letter

We as the housing committee will not be actively searching for new members until after the next house meeting in September. We have taken down the craigslist ad at this time, but will continue with the applicants who have already begun the application process.

We would like to remind members that it is their responsibility to speak with applicants and to arrange their schedules so they are able to meet applicants for a minimum of one dinner. It is the responsibility of members to engage with the applicants and to get to know them, rather than to just rely on the opinions of others. It is also members' responsibility to read the applicants' posted letters, and to vote.

We have concerns that the current expectations of applicants are unrealistic. The pool of potential applicants is limited, as is the time that we have to commit to the housing committee.

We will be addressing this issue in its entirety at the next house meeting


Discussion

The main issue is that there are major time constraints on Heidi, Angela, and Colin for handling emails, screening and setting up interviews, checking referrals, etc., and that when members don't meet applicants and give reasons for voting "no" on potential members, and only leave a proxy vote, they are not fulfilling a major component of their membership responsibilities in the Coop.

It was mentioned that we may be too picky, but then a point was made that it is better to deal with problematic members before they move in than after

There are concerns that we make a real effort to meet and talk with potential members at the dinners, so that we can give constructive feedback at the voting meetings

Concerns that there are inconsistencies in the demographics of the type of people that are being voted in

Suggestion that members post a list of their bottom line criteria for membership

Julie volunteered to make a list on which members could write their criteria, please see the stash fridge

Heidi Kilsby is stepping down from the committee

Julie will be taking on the room inspections when members move out, and when members move in


Mid trial letter

Mid trial letter proposal

Jack motioned that we use a mid trial letter for new trial members. In speaking to the proposal, he said the purpose would be for aspiring members to realize the seriousness of contributing to the Coop with extra jobs. Norm seconded.

It was expressed that the extra step of reporting what they do for extra jobs in the Coop would be an extra responsibility for new members

A suggestion was given that instead of writing a letter, the new interim member could give a spoken report. It was pointed out that this may be a problem for people who don't know the language well enough. When writing a letter they could get help from a translator.

An amendment was proposed that they be able to choose writing a letter OR speaking to it at a meeting in conjunction with a written list

Vote: All in favor. Carried.


Maintenance repairs

Angela reported on a brief meeting with Ty. Ty will be meeting with a plumber on Wednesday to check things out.

Plumbing repairs needed:

Repairs:

Toilets:

Wish list:

Heidi Kilsby proposed we extend the budget to $3000. Colin seconded. All in favor. Carried.

Heating repairs:

Both houses need to be assessed. Heidi Kilsby proposed a budget of $500 for the contractor assessment fee. If more, we need to convene an emergency meeting. Alex seconded.

Shelving reimbursement

Angela seeking reimbursement for shelving in room 607-101

Angela's room repair costs $119. Angela moved. Colin seconded. Carried.


Membership issues

Membership vote on Rachel to become a full member. She was unanimously voted in.


Next meeting

Meeting 2009-10-19


Adjourned at 9:30 pm

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