Minutes of Management/Legal Documents Committee Meeting
Wednesday, February 22, Tilsner basement atrium area


Attendees:
Johnanna Harley #106
Kurt Holtze #605
Nick Walters #304
John Peters #610
Laurie McGinley #211
Deneen Gannon #608


First we discussed the issue of rent credits for Painting and Cleaning committee members. Rent credits are currently under discussion by our management agent, REE, and TCHDC. They have asked the Tilsner to come up with an easier way of applying rent credits for members. Kurt Holtze had come up with a new process, which we all discussed. Overall we all like Kurt’s new process. We feel that with this new process, it will be easier to maintain the data and implement rent credits for members. Here is the new process that we agreed upon:


New Process For Maintaining and Applying Rent Credits

1. Painting and Cleaning committee chairs will be responsible for keeping track of the rent credits earned by their members. The chairs should have a running cumulative total of rent credits for members from previous years.

2. Every month, there are Tilsner leases that are renewed for residents. The Tilsner office manager will contact the Painting and Cleaning committee chairs for the rent credit information of residents who leases are up for renewal every month.

3. The Painting and Cleaning committee chairs will provide the rent credit information back to the Tilsner office manager monthly, to assist with the lease renewal process.

4. Any rent credits will then be deducted from member rent. The rent deduction will go into effect when members sign their new lease.

5. Also during the yearly budget creation for the Tilsner, the Painting and Cleaning committee chairs will provide rent credit data to the Finance committee.

6. It will be the responsibility of the Tilsner to handle any activities around rent credits. Issues may include maintaining rent credit records, providing this data to the site manager monthly, providing this data to the Finance committee, handling disputes with members, and creating processes for rent credits. The Tilsner management agent and TCHDC will in no way be responsible for any of the above activities, nor will they be involved in any of the above activities.


The committee members present felt that the above process would be much easier than the old, existing process. Under the old process, members sometimes have to wait up to one year before their rent credits are deducted from their rent. This has created headaches when trying to add up rent credits to leases. Also, REE and TCHDC asked that Tilsner members start maintaining rent credits, not REE TCHDC. The above process is designed with that in mind. The above process has been submitted to REE and TCHDC for their review. This process will also be brought to an upcoming All Co-op meeting.


Deneen stated that our webmaster, Nigel Parry, had recently finished posting all of our Tilsner policies online. Members can find these policies on the webpage under “About The Tilsner” then “Tilsner Policies.” There is now a HUGE wealth of data on the Tilsner website available to members. This includes policies, legal documents, and the “How To Get Things Done” guide. THANK YOU Nigel for your continuing hard work for the Tilsner!


There were some concerns with recent move-ins to the Tilsner. Deneen stated that she would bring these concerns forward to Kim Bowman, our Tilsner Site Manager. This was the only issue brought up for management.


Thank you everyone for your help with this meeting!
--Deneen Gannon