Minutes of Mosaic Commons General Meeting
December 15, 2002, 3:30-6:30pm

Decisions:

• New Ground Rules passed
  
• We will make a visual distinction between Equity Members and Associates at the Common House Design workshop.
  
• Contract Amendment approved. (Instead of using a precise amount for monthly expenses, our billing from CR will use the average anticipated expenses. Also, CR will set up an overdraft account. We are responsible for its fees if we are late making a payment. CR is responsible if they inadequately estimate the expenses.)
  
• It is agreed that we will not file the 2001 tax return, as per the recommendation of our accountant
  
• Smoking Policy:

  "Mosaic Commons intends to be hospitable and accommodating to people who smoke and those who do not. One important goal is to prevent second-hand smoke from affecting unwilling residents and guests. With this in mind, smoking is not allowed in common buildings of Mosaic Commons under any circumstances.

  Smoking outside is prohibited except in designated areas, one of which will ideally be covered. All litter generated by smoking outside must be disposed of in proper receptacles.

  All residents may smoke or permit smoking in their private unit and in the area immediately to the rear of their unit, but are expected to cooperatively respond to neighbors_ concerns. Any unresolved complaints are to be taken to the conflict resolution team.

  This policy will be re-evaluated within six months after move-in."

Action Items:

Discussion:

Question: What kind of underwear do you like the best?

2. Review of colored cards and ground rules

Consense on new ground rules (presented a few meetings ago) San: We tried to take some of the ones we liked best from Mary and Laura and added a few of our own to avoid repetition. Catya: Also tried to phrase things in the positive. New Ground Rules approved. [Cat, please put them in here]

3. Announcements and approval of agenda _ Facil _ Organization Agenda approved.

Noted that Chuck & Jenn and Joan & Sal announced they were putting themselves forward for equity membership since the last meeting. Peter Wiley-Cardone signed on as an associate member.

_ People should announce whether they need to leave early (this may affect agenda order) _ Children are asked whether they have any comments/concerns they would like to express.

No comments.

4. Review and approve minutes from previous meeting(s) _ Secretary _ Information

Last general meeting: Minutes approved.

Last SOF folks meeting minutes approval deferred to the next agenda.

5. Land/Site Report _ Kim _ Information

Our professionals are cautiously optimistic about working with the board of health. A number of upcoming meetings on Tuesday the 17th: Planning Board, Conservation Commission, Stow Finance Board. Also, the Selectman will approve the warrant. Also on the 17th is the Finance Board_s public hearing on the warrant articles _ they_ll just be taking comments. On Wednesday the 18th, we will be having a meeting with the FRA and the director_s of the Stow Conservation Trust (might be postponed one week). Also a potential meeting with the ZBA on 1/6. Special Town Meeting January 13th.

As of Friday, the FRA did not have a sponsor for the remainder of the funds they would need to purchase. Off-the_record, Greg Jones (Selectman) said he would not vote for the FRA proposal.

Trying to get answers to lots of 40B questions answered. Talking to people at DHCD to get more information.

Roxanne: Have the FRA agreed to meet with us? A: They have agreed to receive the invitation, but it is not yet clear if they will attend. This meeting might get postponed one week. The PR team (except for Catya) will be in attendance with Steve Johnson.

Steph: Who is attending the meetings? A: Mostly this is a PR time to introduce ourselves to town officials. The particulars of the project are not what are being discussed at these meetings, but rather a general overview. Questions have tended to the very general and the Board of Health anyways was very receptive.

Ken: Related experience regarding one on one contact with people explaining who we are and what we are about. Kim: Related similar experience with woman from the space we are renting meeting space from.

Diana: Requests more information regarding the decisions made at the workshop with Mary and Laura, either individually or via the list.

6. Site Workshop: Equity/Associate Distinction _ Facil

_ Proposal: We will make a visual distinction between Equity Members and Associates at the Common House Design workshop.

Judy: Did anyone speak to Mary and Laura about its usefulness? Cat: Mary found it very helpful.

Roxanne: How do the associates feel about the experience at the last workshop? Jenn: It worked well for me and feel my input is reflected in the plan. Diana: Didn_t even notice it. Kai: Hard to tell how they were using it, other than ordering comments

San: Background info: This is something we wanted to see in action at another meeting like the first one which was problematic. The Commonhouse Design workshop would be the first like that. Decision: We will continue to use the distinction for the next workshop.

7. Adopt new Cohousing Resources Contract _ Catya

Instead of using a precise amount for monthly expenses, our billing from CR will use the average anticipated expenses. Also, CR will set up an overdraft account. We are responsible for its fees if we are late making a payment. CR is responsible if they inadequately estimate the expenses.

Decision: Accept contract revision as posted.

8. Mosaic Taxes _ Sarah

The finance team is recommending not filing our 2001 taxes. This is based on the accountant_s recommendation. His recommendation is based on two factors: 1) We had no reportable income so the chance of audit is low and we can reasonably say we did not think we had to file 2) He is very unsure the penalties would be waived if we filed now. They would cost over $2000. They are not currently increasing. They max out at where they are now.

Decision: It is agreed that we will not file the 2001 tax return, as per the recommendation of our accountant

9. Hot Topics: Smoking Policy _ Jenn, Facil

We_ll discuss this for 10 minutes; then, if we_re ready, we_ll move on to tweaking the language of the policy for 10 minutes. See handout for draft policy arrived at through email.

Discussion regarding whether specifying the location is appropriate as its time. Is this a CommonHouse design workshop issue?

Steph: The CoHo Nat_l list mentioned also having a space in the parking area as another alternate location. One personal response: Uncomfortable with the language that people in their units whose smoke leaves the unit are regulated.

Catya: Having lived some time with smoking parents, would prefer there be a covered area rather than it being right next to the CommonHouse if she had to make a choice.

Kai: Response to Steph--Wants it to be clear that this is an issue to be addressed by neighbors.

Peter: I don_t think it is realistic for us to think that smoking in one unit is not going to get into another.

Diana: Wants a consensus regarding providing a space sensitive to climate issues, whether it is covered or otherwise protected from the elements.

Ken: Wants it (the covered area) to be a commitment here and now so that we do make it a priority going forward.

Kim: Remove reference to the area from the policy altogether?

Rosa: [missed comment]

Kai: Precedent with a dog run. We committed to it but don_t know where it will be

Ken: Still unclear as to why the specific language as written is a problem. Are we not willing to make this commitment at this time? Despite it being a tough issue, wants us to commit to being accomodating.

Rosa: Drop the goal portion because it is inconsistent with previous policy designs?

Liz: Thinks the goal statement is meant to promise people that their concerns will be addressed, if the policy isn_t working as expected/hoped.

Rick: Thinks the goal language ameliorates the negative attitude towards smokers that the policy might otherwise imply.

Catya: Lack of goals in other policies is the problem, not having one here.

Diana: First paragraph is a guiding principle that we can refer back to.

Joan: Would like to add wording to include other criteria that we would reevaluate under as well beyond whether or not it is working for those sensitive to smoke.

Peter: Can we drop the windows and doors language?

Catya: No, because we cannot tell people not to smoke in their own unit.. John R. : Same point, on grounds of not regulating what people do in their own houses. Roxanne: Maybe folks can use HEPA filters or some such? Find other solutions for smoke going through the walls?

Cat: Must consider resales.

Kim: People who smoke rather than _smokers_ is better language.

Ken: We also intended to be hospitable and kind to people who smoke.

Susan: What about adding _through walls_?

Jenn: Would be problematic in many ways.

Kai: Reads adjusted policy.

Catya: Can we restrict some units as smoking or not?

Diana: Can not conceive of such deed restrictions.

Rosa: Would anyone want to do this research?

Jenn: Willing to do this research in an unbiased fashion, however would be completely opposed to such a proposal if it came to a meeting.

John: How about language along the lines of, _MC recognizes the right of smokers ..._?

Catya: MC wants to be hospitable for both those who smoke and those who don_t

Roxanne: A lot of things create tensions between neighbors. What if I were cooking garlic?

Jenn: How does this play out? Are we presuming that if a neighbor has a problem, the smoker must cease smoking?

Kai: No, CR team gets involved, to work out concerns among neighbors. Not everyone will always be happy.

San: The CR team should get involved earlier too.

Susan: Was not her intention to have the outcome be people can_t smoke.

Reread of policy as Kai has been noting it.

Catya: Do we want to leave it at _re-evaluated after move-in_ or to add in other criteria?

Liz: Should drop reevaluation language if we are not designating a specific placement.

Others: Discussion of reevaluating after six months.

DECISION: MOSAIC COMMONS SMOKING POLICY _Mosaic Commons intends to be hospitable and accommodating to people who smoke and those who do not. One important goal is to prevent second-hand smoke from affecting unwilling residents and guests. With this in mind, smoking is not allowed in common buildings of Mosaic Commons under any circumstances. Smoking outside is prohibited except in designated areas, one of which will ideally be covered. All litter generated by smoking outside must be disposed of in proper receptacles. All residents may smoke or permit smoking in their private unit and in the area immediately to the rear of their unit, but are expected to cooperatively respond to neighbors_ concerns. Any unresolved complaints are to be taken to the conflict resolution team. This policy will be re-evaluated within six months after move-in._

** BREAK around 5:00 pm

10. And now for something completely different: Noisy Machines Much industrial productive noise.

11. Process Check-in

Ken: We have stayed on time throughout.

Cat: It is helpful in moving the group discussion forward to note how strongly you feel about the proposal on the table (_I would block or no_)

Kai: I agree, but not early on before the discussion gets off the ground

Steph: Would prefer the Hot Topics process we outlined about a year ago to doing things over email as the first discussion. (Breaking into small groups face to face to just discuss rather than beginning this thing over email) Not to ban things from email, but to have the personal process too.

Judy: Clarifying mirroring of Steph_s comment.

Roxanne: Agrees with Steph

Kai: Ok with this, so long as we have the ability to think and write beforehand for those who function better in that mode.

San: The coord and facil teams wanted to try it this way to see how it would work. Feeling attacked by a lot of the comments about how we dealt with this particular hot topic.

Steph and Roxanne: It was not directed at San individually, but were trying to evaluate how this worked for us.

Rosa: There was an intent on the part of the teams to try a different format for discussion because topics this group will discuss as time continues will come up in a variety of contexts, both face to face and over email. Want to practice both skills.

Cathy: Someone was asked if they are a smoker, which seemed uncomfortable and inappropriate and if we are going to have such discussions over email, would not want that sort of calling out, though somehow it would seem less problematic face to face.

Rosa: We can not regulate how people discuss and ask questions on line.

Joan: Our noise level was high during the break activity for elderly residents as per our contract with Whitney. Also, childcare today has been very frustrating, as both people from mother_s helpers are completely new.

12. Go-around: How are you feeling about the project right now?

Rosa: Incredibly optimistic about the Red Acre site and the project as a whole. That being said, the new numbers are not possible for her to manage and that is making her a little sad. She is not sure how she will manage it.

Rick: Ditto in a lot of ways. But the money side will manage itself somehow. Feeling really overwhelmed by the time commitment. Will need to step back soon due to school.

Sal: Cautiously optimistic. This site has moved forward as well as can be expected. The new numbers are scary, but as the variables become more definite, the fear will dissipate.

Roxanne: The numbers are scary, but I will find a way to manage them. Good about the red acre site, cranky neighbors and all. The next wo months will be hard. Can say no to certain things which is good for balance within MC work.

Cathy: Very excited. Always wanted to design her own home. In a weird space with her job or lack thereof and household or lack thereof. So , at the moment, her work for the group is all she can commit.

Jim: Cautiously optimistic. This sounds like so much like something I would like that I am afraid to hope for it. Money worries, but that is balanced by imagination and resourcefulness. Being willing to hope for something even knowing that I might be disappointed, it helps to know that if the disappointment comes, I can handle it.

Joan: Still feel like there are a lot of hurdles to overcome with the Stow property. Sometimes feel really overwhelmed by it, but there are a lot of positives about the Stow site working out.

Susan: Echo a lot of sentiments already expressed. Very appreciative of those who have worked so hard to get things to this point. As a relatively new person, I am aware of my own process a lot in trying to enter into and get involved effectively and graciously. Would like to ask the longer members to be conscious that it is difficult to get integrated.

Peter: Very excited. Can_t imagine how some of the people involved from the start must feel. Cautiously optimistic about the Stow property going through. Once I get a job, I can make better plans.

Liz: Cannot quite manage cautiously optimistic. Falls in love too fast. Has to wait and see what is financially possible and this is not one of her strengths.

Ken: Is very confident MC will happen and likely happen on the Stow site. Concerned about affordability and keeping some people who are important.

John R. : Very hard to get past the next six weeks. Thinks our strategy is correct, to neutralize with kindness.

Diana: The money thing is scary, cautiously optimistic, etc like everyone else. Sometimes over-meetinged, but almost ecstatic to have MC meet _my gaping social need_ :) Really likes the folks she is excited about planning on living with.

Judy: Loves this community. We have a community regardless of whether we have a site to build on. I reserve my excitement until it is certain. The land is beautiful. I worry about nasty neighbors. Designing a commonhouse!

Catya: Not good at cautious optimism or waiting and seeing. Staying with the optimism and making it happen. It is the work of the people here to take care of the hurdles. On the other side of things, I am starting to lose track of what I am supposed to be doing - too much on my plate.

Jenn: I have a lot of the same concerns as others, but have been trying for a number of years now to not live as if the other shoe is going to fall at any moment. I am willing to be unbridledly optimistic about this right now. At some point later, I will ask you to hold me up in the same way. I think things will go through with the Red Acre property. We will see where they go from there.

San: Excited about the site design. Bothered by the people who are scared about the numbers and want to do something to make it work. Wants us to do a lot more to help new people integrate. Feels under-appreciated at times--puts in a lot of work and often feels it goes unnoticed.

Kai: Congenitally optimistic. Over time has become more and more time dedicated. Since things pick up with land and site issues, feels bad about being less involved with incoming members, but hopes we can as a group pick up that slack.

Steph: Optimistic about land in Stow too. Biggest fear is that we will lose some important people whom we have become close to.

Sarah: Getting better from being burnt out. Coming around the corner. A lot of the people I want to spend my time with are in these meetings. I love the land and hope it works, but have no way of judging until it happens. Was worried about the growing pains, but thinks the group is handling the process well. Biggest worry is short term cash needs. Optimistically, thinks we will manage. Also worried about affordability.

Lisa: Not very good in transition. Worried about having nasty folks around us, etc. Impressed with process and wisdom of this group.

Dave K.: Impressive to watch you all come together this far. As a new person, would like to figure our how to get off the fence. Needs to get to know more people.

Kathy: Nice to find people interested in cohousing with the same values and for the same reason. I don_t really know all the details with the new budget, etc, but trying to figure out rapport with the group, etc. And whether level of participation is possible for her as well.

Kim: Can_t think about the numbers right now. Tunnel-visioned on the 120 days. Feel good overall and want to be able to say we have the land and go from there.

13. Action Items _ Catya, Lisa

We are about to transition. Much appreciation for Chuck for all his work on the action items. There is a list on the website that you can look at. You also get a reminder by email. Can update items yourself. This applies to all the teams as well as the general action items.

Action item for Chuck and Catya: Clarify how the assignment happens of unassigned items. Who can do this, how are they created, etc.?

14. Team/Committee Reports

Coordinating: No report at this time. Need a conference call or otherwise meet.

Facilitation: Liz has joined. Not having another meeting until the middle of January.

CR: Just met. Discussed some potential conflict situations and encouraged to bring concerns in. Possible hot topic for the conflict resolution workshop. Have to call the facilitator to see if that is something would be useful. Heart/Soul meeting for the CR group to talk about process, etc.

Finance: Second round bids should be gotten in as soon as possible. Promissory note review to be completed by the next Gen MTG

Membership: Mentoring is going well

Marketing/PR: Efforts continue apace. A lot has been talked about elsewhere. A lot more requests for help on the general list in the next few weeks. Help with stuffing boxes in the morning is requested. Can people not on the list send to team lists? Yes.

Tech: Working on getting email off yahoo groups to the new server. Will we still be able to read the archives rather than get email? Yes.

Diversity: No report

Affordability: Meeting Monday at 4pm with the Housing Authority (Bob Larkin)

Green: No report.

Professionals: New contract amendment with CR. Also, renewing our membership with TCN. Cathy: Can we get our membership with Associated Grant Makers? San: Please write it up to put on the next general meeting. Appreciations to San for her work on the agenda each week.

Legal: No report.

15. Review/Establish time, place, agenda items for next meeting and social event

• General Meetings: 12/29 [not 1/5] @Whitney; 1/19 @Assabet Valley
• Intro Meetings: 1/19 @Assabet Valley
• Conflict Resolution Workshop (SOF_s only): Sun 1/5, 8:30-8:45 arrive (bagels provided), 9:00-12:30 Session for All, 12:30-1:30 Lunch potluck, 1:30-5:00 for CR and Facil Teams. With Jerry Koch Gonzalez of Pioneer Valley Cohousing. @ Whitney Place.
• Socials (open to All): Working to schedule our 3rd Anniversary Party.
• Working on schedule for next Chris ScottHanson visits, Consensus Workshop, and Common House Design Workshop!

There are four polls up on yahoo to schedule stuff_everyone must reply really soon because the polls are closing.

Homeport Music Night on Friday December 20 6:30

Judy has a social on new year's day _ open house from 2-5pm -- Please attend.

Liz _ Potential January social for January birthdays.

Future Agenda Items for 12/29 " Equity Membership Decisions " Adopt new working budget " Adopt new Membership Goals

Soon: " Bios for Jim and Susan " Bios-like exercise for _old_ folks " Adopt formal Operating Agreement " Continue Hot Topics

16. Review of Meeting & Closing _ Facil, Proc. Obsr.

Rick: Apologies about process misses with losing people at times. Please make an effort to bring and keep cards in the field of vision of the facilitator.

Catya: Appreciation for Liz_ work. Nonetheless, continuing frustration with childcare.

Rosa: It is harder having the kids in the room than having noise next door. They are in the room more when they are in the separate more distant room.

Diana: The Green card does not say _direct response_ It is hard to understand it being used that way until one gets used to it. Others: Agree Rosa: Action item to add a sticker.

Contact us! * Email info or webmaster

Last modified: December 16, 2002