Board Meeting Minutes

March 5^th, 2007
8:00 p.m.

Present

Phil Denley

Randy Brian

Victoria Rodolfo

Leo (left early) Anthony

Eric Jorge

Dominique

Called to Order: 8:05 PM

1. Approval of Minutes
1. 2-19-07 Board Meeting Minutes

2. Member Issues

Jorge brings up the issue of Commons Crew Managers not doing there job correctly. Phil said he already talked to them today about it. Jorge also says that the bathroom managers need to be talked to about checking off details. Rodolfo says that S206 needs holes in the wall cleared up. Rodolfo asks when the exception letters will be brought before the board for approval for Fall. Phil says it will be done before May. Victoria wants the bikes out of the halls and bedrooms. She also wants everyone to keep the Rec room clean.

3. General Business
1. Board Evaluations

Reminder Monday after spring break board evaluations need to be done. Board members need to have their evaluations in by this Friday.

2. Office Duties

Delete old messages once listened to. Post messages for officers on the board in the office. Stamps are in the office for the brochures. If you use the fax machine, plug the phone in afterwards. Dominique says that someone wants to have a tour on Wed; Victoria takes it. If you set up a tour for a time, let the person know who office hours for that time know so they make sure that they can be there on time.

4. Officer Reports
1. President- attached

Questions: Brian asks who will be here over spring break. No break charges! Victoria says that residents should knock out at least two commons crew if they are staying. Phil will bring it up at the House meeting.

2. Vice-President- attached

Further board examination- Phil takes general consensus that he completed the tasks that were assigned to him and should be compensated fully for February

Passes

6-0-0

2. Public Relations- attached

Anthony moves to fully compensate Victoria for February

Denley seconds

Motion passes

6-0-0

4. Secretary- attached
1. Further board examination

Phil takes a consensus that a sufficient amount of the newsletter was completed and should be compensated fully for February

Passes

5-0-1

5. Treasurer- attached

Denley moves to fully compensate Eric for February

Brian seconds

Motion passes

6-0-0

6. Kitchen Manager- attached
7. Cook- Rodolfo can’t find report, tabled until next board meeting

5. New Business
1. Monthly budget for all officers: Officers need to post monthly budget

Randy moves to adjourn at 9:42 PM

Denley seconds

Motion passes

6-0-0

President’s Report

• Worked on website
• Victoria, several others, and I went through an e-mail war checking and editing the online application. At this point it seems to be finished and Andy Thompson is now putting it up on the web for use. I will have an update on Wednesday and hopefully begin testing then so that it will be fully functional for the public on Friday.

• Fixed Commons Crew
• Oops? Thank you to those that caught it ahead of time and told me. It ended up being as simple as changing the dates. I posted signs and e-mails everywhere to make sure everyone knows.

• Parking/Visitor passes
• As people purchase new vehicles and suddenly decide to have friends over, I in turn sign out passes.

• Gave two tours and ran an interview, as well as checked messages etc.
• One disappointment is that the brochures that I finished last Friday never got stamps because we seem to be at a loss for who is in possession of the debit cards. This is simply unacceptable, those in charge of cards either need to keep better track of who they give them to for purchases or not hand them out at all and let the resident who wants to buy things apply for reimbursement.

• Received money from Vince Assini for the new fryer.

• Gave Randy my article

• Met goals I set for myself in the past two weeks.

• What I plan on doing:

• Signing off addendums to single contracts this Friday during office hours.

• Mostly plan on being here during office hours and making myself available for interviews as well as dealing with miscellaneous problems

Vice-President’s Report 3/5/07

Armando Giordano

Since the last board meeting I have been working together with Vince and Joe in many future projects, these include:

• Replacing the doors: (Vince called to ask for some bids to evaluate the situation)
• Fixing Loris bathroom: (this week we are calling to ask for bids, the budget is already cleared to do this.)
• Replacing the AC units: Bad News. Unfortunately, three of the south hall units are not working properly. Two of them are dead and the other one is about to die. We called Comfort Temp to see if they could be fixed but they couldn’t. We are now evaluating other possibilities like replacing the units. My apologies to the people of the south hall, the only thing I can offer until we replace the units is that I am going to open the empty rooms in the north side, so if you cannot sleep at night take a blanket and go to those rooms. It is not great but beats sleeping in a pond of sweat! I promise this is going to be fixed soon.

Also another work weekend took place, we accomplished:

· The dining room was primed and painted. It looks really nice but I miss the map as well, that wall seems huge now. I know Victoria is looking to buy a new one. For this task Brian, Michou, Michaelia, Napoleon, David R., Marius, Eric S, Lily, Pompillo and Leo helped.

· The room where the bikes were was cleaned. (Lily)

· The air fresheners were replaced (Victoria)

· The fence was fixed and repainted, it was vandalized last week (Ian and Chance)

I also conducted February’s fire inspection, in general terms everything looks good, still some minor violations in some room. I already notified the residents to correct those.

Note: The official fire inspection was moved to March 12.

• Thanks and let me know if there is anything else……..Armando

SECRETARY REPORT

• I have had a lot of stuff going on in the last couple of weeks (tests, papers, drill, FTX, studying, and then making up homework assignments, etc.)

Things that have been done:

• Had Denley take minutes (just received them from her, will be out after this meeting as well as these minutes)
• Denley has received most of the newsletter articles and started working on it
• Had Eric Bravo do mail while I was absent, some complications, Jorge is now doing mail
• Chip called post office and worked out issues

Things to do:

· Finish newsletter (out by Friday)

· Work on setting up BBQ

· Finish forwarding mail from absence

· Keep organizing minutes and residence folders

PR Report

March 5, 2007

Victoria Davis

• Updated the contracts for summer and fall/spring to reflect “full-time” as Vince suggested.
• I am emailing constantly. I average about 3-4 emails per day from interested people. Some people never respond again once they find out dorm-style, or that rent has been increased to $350 for the Fall (because they have the old flyers that state $315).
• Informal was fun. We had the bike auction and people auction and made about $45 and $75 respectively. Total cost of the Informal was about $100, well under budget. (Yea!)
• [name deleted] signed for both Summer A and Fall/Spring.
• [name deleted] signed a contract for Spring only, as the Board suggested. I will give her the summer contract at the end of March, unless there are objections.
• Interviewed [name deleted] along with Jorge and Rodolfo. WE REALLY LIKE HIM A LOT. He’s not sure if he’s Pell Grant eligible (he applied for FAFSA and is waiting to hear back), but he is awesome.
• Made a binder with applications in it, organized alphabetically. The binder is in my room because that’s where I do a majority of my work. If we get new applications/interview sheets, please put them in the folder on my door so I can file them. Each person’s section has a card on it describing whether or not they’ve been interviewed, phone calls made, if they’re Pell Grant eligible, whether we’d like to offer them a contract, if they’ve signed a contract, etc.
• Bought office supplies (such as PAPER) because we were 10 sheets from being out. I also purchased a presentation board to redo the Preview materials.
• Helped finalize the application for the website.

Still need to know:

• Who’s living here in the Fall? We need to offer contracts to current residents NOW so I know exactly how many spots to offer. I am expecting that the next couple of months are going to be hectic with interviews and phone calls. I don’t want to be unprepared with the wrong numbers.
• Who will be here in the Summer? I want to get started on planning the room assignments soon.
• Wondering: When you put a message on my door, will you please leave your name and the date on it? Sometimes I get busy and don’t notice new messages immediately. Also, if I have a question about the message, it’s good if I know who I need to talk to about the message. One last thing: Please don’t add to current messages up on my door. I will probably miss the addition.

Plan on:

• Beginning to plan Formal (March 23).
• Planning something small for Easter.
• Showing Ang how to make up the charts for the fine meeting (this week).
• Revising the letterhead once Dennis returns from New York.
• Sending out donation letters for prizes for Formal once the letterhead has been finalized.
• Continuing to respond to potential residents via email and phone.
• People from the recruitment committee flyering the dorm area.
• Three weeks until my internship is over and I’ll be here constantly.
• Purchasing a storage closet to hold party supplies, etc. and organize them sufficiently where future PRs don’t repurchase items if we have them.

Kitchen Manager Report

(By Leonard Osma)

03/05/07

• Progress report:

- Exchanged the water hoses for the sinks because one of them was leaking

- Posted March completed kitchen details, and April’s tentative schedule with makeup’s and the rest of the people that need it to sign up.

- Did yesterdays detail (March 4, 2007) for the people that miss their detail to add more possible details for the month of April.

- Called fryer Repair Company, and they came to give a diagnostics for free. They recommended a place in Ocala to buy low price commercial deep fryers.

- Called the fryer company to obtain a price range for a new fryer.

- Gave respective fines for last week’s missing details.

- Recorded Guest meals for this month’s period and sent them to Eric.

• Issues to Discuss:

- Lori’s Summer employment

- Fryer Replacement