Money
Market security account: $8,196.59
General
Fund Checking: $21,342.25
Checking
KM/Sec Card: $37.73
Checking
VP Card: $15.41
Kitchen Manager Report
(By Leonard Osma)
01/22/07
- Progress report:
- Signed everyone for Kitchen Detail.
- Finished schedule for February and March.
- When by rooms to try to sign up people that missed house meting.
- Posted names of people that I haven’t been able to contact on kitchen and the schedules with respective available dates.
- Agreed with Erick that from now on the guest meal sheets will be compiled by me at the end of every month, and I will email him a spreadsheet with all the residents and respective guest meal usage.
- Updated Detail sheets (Monday thru Friday, Sunday) with the purpose of emphasizing the new floor cleanliness.
- Future Tasks:
- Replace the second drink dispenser.
- Prepare a quick survey/ recommendation sheet for the next house meting for everyone to fill out on some kitchen requests or issues.
- Talk to Joe on what is his idea to cover the boards that are on the walls after the floor replacement.
- Issues to discuss in meting:
- Possibilities to obtain either detail makeups from other areas or people owing hours to sign up for April kitchen details due to lack of enrollment.
- Due to the new floor, and the necessity to keep it clean in a fast and non-tedious manner, I will like to request the possibility to buy and recommend equipment (mops, swifter, etc) to make details easier and more efficient.
BOARD EVALUATION: The President for the month of January 2007
SUBMITTED BY: Dominique Ardura
The President, Philip Gilbo, in the month of January 2007 has kept up with all duties and responsibilities of his position. He has kept in contact with Karen Fooks concerning the upcoming recruitment mail out as well as kept up with Victoria and Gisi who are putting together the brochure. He has been in contact with Bill Russell who visits Take Stalk in Children, a place that CLO would like to try for possible recruitment. He has kept up with alumni, especially Vince. He has appointed Commons Crew Managers and set up appointments to meet with them next week, as well as completed quick sheets for the bathroom managers/fines committee. He completed the Commons Crew Sheet, made lists for officers of upcoming tasks as well as met with each of them, coordinated with Armando for fire inspections and has been issuing parking decals upon request. The President has also completed the alumni requested officer report and sent it out to Vince.
Some things on the Presidents agenda that have as of yet not been completed: coordinating with Armando and Jorge in regards to understanding how the fire alarm system works so that proper responses to messages can be made punctually, and the passing out of the rest of the parking passes which will be completed as soon as passes received.
When spoken to, some residents felt that the completion of the Commons Crew detail sheet was done to late; they would have liked it done on Wednesday. Some also felt that Phil was not present enough during the first week and a half of this month and should try to be more available and accessible to residents. Some residents were also confused about the parking decals and thought that the directions and procedures, as well as the dates of the towing were unclear. Other residents were not bothered or confused by any of the above and felt that things for January had gone very smoothly. One resident specifically said that Phil was doing an excellent job with the Alumni and communicating changes in rent and other concerns at CLO to the residents, especially at the house meeting.
For the reasons above, a suggestion might be for officers as well as board members to discuss expectations with one another, in a professional manner as well as to communicate more directly about schedules and availability. It may also be a good idea for the President to have an assistant in his absence to avoid any un-necessary feelings of chaos within CLO.
Overall, I think that Phil has done good job for this month and should just try to address these few concerns as to make life at CLO all the better.
Dominique Ardura
Vice President
Evaluation
Interviewed 9 random residents
What the residents think about Armando:
- He’s a good guy, but what has he done so far? (x2)
- He needs to edge the lawn and pickup trash around here
- Didn’t know he was back (x4)
- Thinks that he will rush through things and will not do a detailed job (x3)
Interview with Armando: what has he done after being a given a list upon his arrival
- He called Bryan Chamberlain about the boiler and made sure that everything is working fine and isn’t leaking
- Called Bertie heating & cooling because the NE second floor AC unit isn’t heating.
- Found out that it’s not working properly because the unit does not receive enough amps, therefore he is looking for a solution to solve this problem
- WW Gay came out and fixed the alarm panel.
- Received the workday signup sheet from Victoria and has come up with a few tasks for the upcoming workday
- He performed a fire inspection with Denley
- He has been checked in as VP (received VP keys, received VP card, moved maintenance request box over towards his room, etc)
- He will be receiving more training in regards to responding to emails sent by Mr. Graves, making sure things get done correctly, and that he pays attention to details, etc.
- He mowed the lawn
- He is currently looking for a work crew
- He called a plumber to fix draining problems in the NE 2nd FL bathroom and Lori’s sink and is waiting for them to come out
- He meet with Joe about budgets for getting doors and locks replaced, new mailbox locks, and fixing up the rooms
- I will be helping Armando come up with more tasks this weekend for the upcoming work weekend
- He will be going through to make sure that everyone has a completed room condition form
Problems noted
- Armando was in Argentina until January 14, a week after school began and 2 weeks after residents began moving in and switching rooms (MIA for almost half of the month)
- Armando says that it was not his fault for not being able to return because the airline overbooked his flight and he had problems returning to Gainesville.
- Armando does not have a work crew. This is very problematic because the responsibilities of VP are immense and requires the help of a work crew.
- He has not completed the list that was given to him, however, many items will be on the next work weekday
- He did not edge the lawn or used the weed whacker to get to those hard to reach places
- He didn’t do either because he’s doing work by himself in the little free time that he has.
Although I think Armando will get many things done since he has completed half of the items that were listed for him to complete, I recommend that he gets compensated ¾ of January’s rent because his absence has created some problems that could have been avoided.
~Jorge Cabrera
January 18, 2007
Secretary Evaluation:
This past month, Mr. Conyers has done a good job overall. He presided over the Board Meeting on January 9 and took the minutes when Phil was not able to be there during the latter half of the meeting. He is training Ms. Messerly as his assistant. He assigned a replacement when he was not able to attend the house meeting on January 10th. Although there were some issues with mail over the winter break, since the start of this semester, Mr. Conyers has done his duty in handling the mail in a timely fashion. He has also mailed out and posted the house meeting minutes in a timely manner. For the most part, I have not heard complaints from residents or officers about his duties. However, he failed to post the board meeting minutes or email them out to CLO residents within 7 days.
In light of all he has done, but taking into consideration that he was late in posting the board meeting minutes, Mr. Conyers should be awarded 95% of his monthly rent compensation (i.e. $299.25), and, in order to ensure that this does not happen again, I ask the board to consider stiffening the penalty should he fail to post the minutes on time in the future.
Respectfully submitted,
Anthony Hunter
Evaluation of the PR Officer Victoria Davis
Denley Messerly
The duties of the PR Officer as outlined in the House Manual are
1. To maintain a roster of up to date roster of all residents (done with the room listing)
2. To do all in house correspondence (done through our great mailouts)
3. To coordinate the recruitment committee (she got her list at this past house meting, is working on making a list of duties to assign for them to do)
4. To make room assignment (done, with only 2 incidental singles)
5. To provide hard copies of the house manuals to new members and board manuals for new board manuals (in nice little welcome bags!)
6. To coordinate and organize the new members test, informal and formal (dates are already set and will be out on the weekly update after next)
7. To coordinate a socials committee (will be comprised of members of the recruitment list)
8. To publish a welcome newsletter at the beginning of each semester (she's working on it but had to fix our last minute
9. To take pictures of CLO events and maintain a scrapbook (she posts a number of them to facebook and will make a good hard copy when she finds somewhere cheap to print digital photos)
I interviewed seven residents on how they feel Victoria is performing at her duties. On a scale of 1-5 5 being the highest, she scored an average of 4.85. Everyone had positive comments about Victoria.
● She is doing great on social ideas.
● She seems to really have a hold on how to perform her duties. I feel confident with her as PR.
● She's doing great; I always see her working for CLO.
● I think she's really dedicated.
The only concerns I received about Victoria was her work on recruitment. They were not so concerned after hearing about the plans for the monthly mail outs to Pell Grant eligible students. She also has ads in the Alligator and on craigslist. She is confident that the brochures will be perfect in time for our first mail out at the end of January.
Talking with Victoria I am very confident she has a strong hold on her job and is performing well above what is required of her. She's interviewed a couple possible residents, but without much luck. She has taken a number of calls and answered many e-mails from students interested in CLO, but most are not interested in shared rooms and bathrooms. She has one student interested in living here only for February while he attends a conference with UF. She will also be working on more flyering runs. She also has a very good idea to implement a discount for rent paid up front; I would like to see this taken up by the board if possible.
I am very happy to see Victoria fulfilling all of her required duties set out by the house manual as well as taking on some extra work for the betterment of CLO. It is my recommendation that she be fully compensated for the month of January.
Respectfully submitted,
Denley Messerly
Gheslaine Padilla
Treasurer Evaluation: Eric Showalter
1/18/07
The new semester has begun and after speaking with Eric, I learned that he has executed his goals for this month faithfully.
Upon the beginning of the semester, Eric completed and placed all monthly statements in each resident’s mailbox. He collected rent and has taken note of those residents who have moved to defer payment until financial aid has been disbursed.
Since December of last year, Eric has been working with the IRS on CLO’s taxes. He has also maintained a record of CLO’s bills and has delivered payment on time.
After speaking with several residents, the following comments were given based on Eric’s performance.
- “Eric is doing a marvelous job as treasurer.”
- “Eric has maintained CLO’s financial responsibilities effectively.”
- “Last semester he did a great job. I’m sure he’ll do the same this semester.”
- “Eric has managed to make the cuts necessary to CLO’s well being.”
- “Eric learned to maintain CLO’s records very quickly.”
Since the previous semester, I have been aware of Eric’s tasks. He made the necessary cuts to CLO’s budget and was able to project our numbers for 2007. He produced a print out of the organization’s budget and delivered a thorough report. As an example, he included these accomplishments within his report:
- He met with Vince and Ann Ramsden of the bookkeeping company in order to construct accurate records for CLO.
- He worked has spent more time with QuickBooks and working with Arthur Rosales in order to familiarize himself further with the features.
- Produced an expense sheet for each officer
- Began to prepare 941s for the current quarter
- He continues to meet with the IRS to discuss the tax situation as one of his priorities.
Furthermore, he continues to deliver satisfactory performance as treasurer for The Collegiate Living Organization. Because of this performance, Eric was reelected as Treasurer for 2007 during last year’s election. The general consensus among residents and officers is favorable towards Eric Showalter as treasurer. He worked very hard in fall of 2006 and continues to do so for the new semester. For that reason, I recommend Eric for full compensation for the month of January 2007.
Board Evaluation of the
Kitchen Manager
Submitted by Rodolfo Penaloza
The duties of the Kitchen Manager as described within the House Manual are the
following:
- To avoid all problems with supplies,
health inspections, and the functioning of the kitchen.
- To keep the kitchen adequately
staffed.
- To maintain accurate records of the
funds spent and to report to the Board the financial progress of expenses
and the food budget. This record
should be posted on the community bulletin board on a monthly basis.
- To keep track of the dinner shifts,
guests meals, and late plates and to post changes in meal times.
- To maintain kitchen security.
- To present a written evaluation of the
cook to the Board at the end of each semester.
I recently spoke with seven residents,
which is over 10 percent of the current population, which includes old and new
members, to obtain an idea of how Leo is doing his job as Kitchen Manager. The
majority of people felt that Leo was doing a good job and people are satisfied
with Leo's job thus far.
Currently his approval rating on a
scale of 1-5 is 4.285. At this point there are no complaints, there were some
issues regarding the clock in the kitchen but that has been fixed and no one
has brought it up again, also the broken plate from underneath the dishwasher
has already been removed, and I have talked to Leo concerning the Light bulb in
the Kitchen and he has told me that he has talked to Armando about it which I
have confirmed. Leo has also fulfilled his duties by appointing a new KMA,
Anthony Hunter, who will hopefully take over for Leo next semester.
At this point in the semester there
are no bonus details or missed kitchen details. Laurie, our cook, seems
satisfied with the job performed by Leo thus far, she had some concerns
regarding the detail sheet but Leo has already had his KMA post the detail sheet
for January, and Leo plans to post the detail sheets for February and March on
Monday.
Leo has addressed several issues
which he has to do which are having everyone sign up for a kitchen detail, this
was a problem last semester because there were certain individuals who didn't
sign up for a detail the whole semester, hopefully Leo will stay on top of this
but his main concern is the calendar month of April since at this present time
we are not at full occupancy the whole month is currently open. It is Leo's
hope that people who miss details will sign up for April makeup dates.
Leo has told me that he is changing
the detail sheet, where it will be a cyclical having certain tasks on set dates
to be done. Leo has also said that the mopping of the kitchen floor is part of
the detail; however, the floor requires high maintenance due to its color as
well as due to the dirt that always comes in during and before lunch.
At this moment there have not been
any menu planning meetings scheduled thus far, neither were there any last
semester, will talk to Leo more about possibly restarting these meetings since
last semester some residents have wanted to have an option over the food that
we eat, however each resident should fill out comment cards in regards to the meals,
at this point I do not know if this has replaced the menu meetings but I will
ask Leo about it at the board meeting.
Leo has ensured that kitchen details
were covered the first week of class and has stayed on top of things as
previously mentioned, there have been no other concerns regarding Leo's duties,
and residents believe him to be doing a good job, though they wish him to be
more visible nothing can be done about that.
Leo has had no problems maintaining
the kitchen clean and there have yet to be any pressing issues that would
warrant a health hazard aside from the light bulb that is out of Leo's control
for the time being.
Leo has informed me that he has
talked to Joe regarding the Kitchen base molding, and Joe has told Leo that he
will get back to him regarding this issue, for at the present time there is
wood along the wall & it is unknown what will be done about said wood.
Therefore, I
recommend Leo for full compensation for the current cycle.
Respectfully Submitted
Rodolfo
Penaloza
BOARD EVALUATION: The Vice-President for the month of December 2006
SUBMITTED BY: Dominique Ardura
For the Vice-President, Jorge Cabrera, in the month of December 2006 there were many more duties that needed attending to than stated in CLO’s bylaws—most of these in response to future occupancy goals. Other general and associated tasks completed within this month include preparing CLO for full residency—total revamping of old rooms (N204, to a lesser degree N108, and N109) grounds work, furnishing, replacing of all electrical outlets and light switches, cleaning of parking lot, checking out residents, flyers during preview, conducted two fire inspections, worked on labeling and making sense of the breaker system, compiling a to do list for the upcoming VP, had Brian Timmons do a CLO key inventory, and made headway in repairing problems with the heating system. Jorge was unable to complete the task of repairing all door latches due to funds, making copies of all keys, and repairing old mailbox locks. In addition, Jorge felt that the workdays were successful and recommends strong attention to detail on following projects.
Jorge’s term ended December 15, 2006. However, he continued to follow up on CLO tasks from home such as contact with Bryan Chamberlain to fix the heater-boiler problem, which is now fully repaired, as well as work on the VP manual. On returning from break Jorge helped to check in some residents, put up curtain rods in N204, pick up CLO’s forwarded mail and help sort it, as well as toured with and interviewed [name deleted].
All residents spoken to regarding Jorge’s December term were very pleased with the job of the VP. Residents generally felt that Jorge did a good job preparing for the next semester as well as a good job training the new VP. The only thing that came up was the issue of the heater not being fixed as a general annoyance. A recommendation might be to check the AC/Heating system more frequently or thoroughly in preparation. Other than that, great was the adjective most used to describe Jorge’s performance as VP for the month of December.
Dominique
Ardura