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| Watchdog © 2011 |
The first meeting of the 2011 Finance Committee was held 04/21/11 at the Honu Street Recreational Facility. Nah, don't bother to look at the calendar to see if you missed something. You did. It was not posted to the calendar nor to the 'announcement' section at the 'official' website. However, if you are a regular visitor to the Watchdog's blog you will have read of the meeting here.
It was a calculated meeting [puns always intended] a sort of dress rehearsal for the actual 'scheduled' Finance Committee meeting scheduled for 0930 on Saturday, May 14; this is just before the Regular Board meeting commences. There were 5 directors and 2 members present for the meeting.
The Agenda was as follows:
- Actual costs associated with the water system
- Solicited bids/suggestions of/from CPA’s to do audit
- Change the Fiscal Year
- Petty cash debit card
- What to do with Foreclosed Property
- Pool and Office power usage
- Analyze capital expenditures – budget
This is an outstanding agenda. All issues that should be reviewed; some annually, some periodically. Over the years most of the agenda items have been discussed by the Finance Committee and the Boards.
In a nut shell, as a recap: The thinking on costs associated with the water system? They should reflect actual staff time spent while working directly with the water system; and costs associated with billing and collections. [There was a 'CPA' who has suggested using an online firm for billing and collection for 'cost savings' and convenience for members who take care of business online. Not to worry though, for those who 'prefer a "touchy feely" experience' the office will still be a pay point.] It appears the time cards will eventuate to a tasks performed orientation with staff itemizing their work day according to projects. For instance, if an employee works on the water system, the road shoulders, the pool, etc, they will likely be noting the 'asset' and the actual time worked.
They have made a decision on their auditing firm for the next audit period and will make their recommendation to the Board.
Changing the fiscal year will be researched and elaborated on at a later date.
There is a bid being prepared for the Board to consider regarding an alternative power source for the pool. The electric bill for various consumption points is moving higher and higher as our power company charges go up.
Discussion to analyze and identify capital improvement projects for the next 5 years was vigorous and as an initial discussion was productive.
All in all, it was a positive committee meeting. The Finance Committee for the past 3 years has been one of the most productive committees in terms of project analysis. The Directors present respected the view points of those who commented. They solicited historical information from those present who have some experience with the topics under discussion.
While it is unclear why this Finance Committee meeting was not noticed to the community; why it is happening now and again on May 14th when none of the other committees are also meeting this month; it was nonetheless a productive meeting with only a couple of negative references to the current 'status quo'. This marks a stark movement away from the 'blame' that has dominated the past few meetings with regards to who did what, when and why. It was most encouraging to hear one of the members -- who has served on the committee for two years and has just been re-elected to the Board -- state there needs to be 'some trust' given to the staff! This was met with an affirmative nod from the majority of the members, even if the nod was side to side by some in acquiescence. That is progress over the years of accusations of fraud, theft, etc.
As a note of interest: Most Committees designate a chair and a regular time of meeting at their initial meeting. Ad hoc committees are formed annually as the needs of the Association are identified by the Board. If the Chair is not appointed by the Board at the formation then typically the committee will follow Robert's Rules of Order in electing a chair. Generally, the Chair ascertains from all members when a convenient time for meeting monthly would work for the various members. None of this was done. The Board's Chair assumed the 'Chair' position for the committee and at least one of the directors/members was surprised to find out when the next Finance committee meeting was scheduled. [I suspect he will be all the more surprised to find out it is scheduled for a half hour and right up to when the Board meeting begins.] In the scope of things, these are procedural issues and do not distract from the performance of the committee, or at a board level, from the board. However, as one follows this board it may be interesting to note that there is no allegiance to protocol or procedure beyond that which facilitates an organized fashion to get the work done. One may begin to see a pattern of dominance begin to form under the heavy hand of one woman. While the Finance Committee meeting was most productive it should be noted it is composed of several former Finance Committee members who understand the committee process and who stepped into last nights meeting with historical reference and decorum and because there has always been open discussion with everyone's opinions being given equal weight and importance the meeting looked and felt very different from what has been 'typical' of the meetings since Feb 19.
While the Watchdog has reservations about much -- it is fair to say the Finance Committee, at least at its first meeting, looks to be a committee to watch move this year's Board agenda. It is the Watchdog's opinion there is at least one member of the committee with the 'let's get her done' "Cable Guy" attitude -- which seems to have popped up all of a sudden -- it appears that cautious minds prevail in half of the committee, special interest in a couple of the members, but as a whole the right questions were asked and appropriate discussion ensued.
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