Board Meeting Minutes
March 19, 2007
8:00PM
Phil Anthony
Randy Denley
Victoria Brian
Eric Rodolfo
Gisi
Jorge
Dominique
Called to Order: 8:08 PM
I. General Business
a. 3-5-07 Board minutes
Phil moves to approve minutes
Brian seconds
Passes 5-0-1
b. 3-7-07 House minutes
Phil moves to approve minutes
Gisi seconds
Passes 6-0-0
II. Members Issues
Brian will address in his evaluation
III. Officer Reports/Evaluations
a. President- attached
b. Evaluation- attached
Rodolfo moves to compensate Phil $285 for the month of March
Jorge seconds
Phil says Ang should be on top of his own fine meetings being he is the Fine Committee chair, and Ang was reminded twice by two officers. Ang will not be baby sat during his job. Rodolfo says that the managers have not been doing a satisfactory job. Phil has already spoken to them according to last meeting’s minutes. Fine meeting minutes have not been seen by Phil, making it unaware to him that they had problems with the common crew managers. Phil says that he has already removed the managers from their duties. Jorge asks Phil why there have been problems since January, and Randy responds that this issue was not brought up until last meeting. Rodolfo asks Phil what he will do in the future to make sure this problem does not happen again. Phil says that he talks to the managers to make sure they know their duties, and if this problem continues they are removed.
Denley makes friendly amendment to compensate Phil for $300
Rodolfo approves
Phil calls for a vote
Passes 5-2-0
c. Vice President- attached:
Denley asks what is going on with the floor. The flooring people came out and replaced some tiles that were peeling up, and are coming back out to clean the floor.
Board suggests that Armando talk with Shea’s Glass to get a better bid on door glass window
Armando needs to get the remainder of the rooms ready for show by the next work weekend
d. Evaluation- attached
Denley asks if a board member has accompanied Armando on the fire inspections. No one says they have been with him.
Brian moves to fully compensate Armando for the month of March
Anthony seconds
Jorge asks everyone to make sure Armando does a good job on his tasks, and not always as speedy. Denley wants to see a VP assistant.
Motion passes 4-0-3
e. Secretary- attached
f. Evaluation- attached
Dominique moves to fully compensate Randy for the month of March
Gisi seconds
Dominique states that she feels uncomfortable about fully compensating since the newsletter was a week late and Denley has been doing a lot lately. Victoria suggests that all the board members get together and make a general form to use to evaluate the officers.
Rodolfo makes a friendly amendment to compensate Randy for $295
Motion fails 0-3-4
Denley moves to compensate Randy $300 for March
Jorge seconds
Motion passes 5-0-2
g. Treasurer- attached
h. Evaluation- not attached
Compensation will be addressed at the next meeting
i. Public Relations- attached
j. Evaluation- attached
Jorge moves to fully compensate Victoria for the month of March
Gisi seconds
Motion passes 7-0-0
k. Kitchen Manager- attached
l. Evaluation- attached
Denley moves to fully compensate Leo for the month of March
Rodolfo seconds
Rodolfo wants to see a new wire brush in the kitchen
Motion passes 7-0-0
m. State of CLO- attached
n. Cook evaluation - attached
IV. New Business
a. $80 in misplaced fines
Phil moves to split the $80 in fines between [names deleted]
Rodolfo seconds
Motion passes
6-0-1
b. Common crew manager appointments
Phil moves to remove [names deleted] from common crew manager
Jorge seconds
Motion passes 7-0-0
Phil moves to appoint Ryan George and Maria as new common crew managers
Armando seconds
Passes 7-0-0
5 minute bathroom break
c. Approval of new residents [section deleted]
d. Changing Bylaws
Article II Section B 1
Victoria moves that Article II Section B-1 read as follows:
“A Spring election shall be held the first or second week in April to elect members to the Board, a President, Secretary, and Kitchen Manager. A fall election shall be held the first week in December to elect members to the Board, a Treasurer, a Vice President, and Public Relations Director. One half of the Board of Directors is to be elected in each election, with a majority of Board Members to be elected in April.”
Denley seconds
Motion passes 7-0-0
Phil suggests to board members to meet and revise their standards for updating evaluations
Randy moves to adjourn at 10:48 PM
Denley seconds
Motion passes 7-0-0
President’s Report
· Printed out Addendums and updated prices/dates.
· The original form was from 2005 and is now correctly updated. I just need to find those people with singles (which is only a couple) and get them to sign them.
· Ran the House meeting
· It went well, but one error that occurred was that I was corrected in the house meeting because it was thought I was wrong about what officers were up for election. After examining our bylaws I found that the Public Relations officer is indeed up for election this period (Article II, Section B, 1) as I had originally said.
· Spoke to Vince over break about fire inspection and various other miscellaneous issues.
· One important one being the quotes for doors/locks. I plan on helping Armando get this ready for the summer term.
· The website database and coding is complete
· The application should be live on Wednesday, with those applications being e-mailed to the grove account.
· Held office hours
· Spoke to Commons Crew managers
· I informed them that because of miscellaneous issues last month, I would have to replace them and move them onto the commons crew sheet. I have put Ryan and Maria up as my nominations to replace them.
· Called and spoke with W. W. Gay
· I received an e-mail on Friday about some fire code errors, after getting back and seeing it was still a problem, I called W. W. Gay myself and they had me reset the box. After speaking with Armando about the problem, it is a known issue and he has called the company today to get it taken care of.
· 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.
Board Evaluation of the President
Submitted by Rodolfo Penaloza
The duties of the President as described within the House Manual are the following:
To act as Chief Executive of CLO, and act as chairman of the Board of Directors
To preside at all business meetings of CLO, at meetings of the Board, and at all General House Meetings.
To countersign checks drawn by CLO. The President may draft checks in emergencies.
To see that all directions of the Board are carried out promptly and to advise the Board if this is not done or cannot be done.
To appoint and oversee such managers and/or committees necessary, in his/her opinion, to the proper functioning of CLO, subject at all times to the approval of or removal by the Board. The above appointments shall be responsible to the President.
To employ and discharge all employees of the Corporation with Board approval.
To propose such House Rules and Regulations to the Voting Members that he/she judges necessary for the proper functioning of CLO.
To approve room assignments and make parking lot assignments at the beginning of each semester.
To resolve roommate conflicts.
To post an agenda before each House and/or Board meeting of action(s) to be taken at that meeting. This is to be posted at least three days before each meeting. The business posted will be conducted first after old business and before new business.
To ensure that all Officers post monthly budgets on the CLO community bulletin board.
To set the work detail compensation for each semester. This list shall be submitted to the Board for approval.
To decide whose contracts will and will not be renewed at the end of every semester.
To maintain communication with and between the CLO Officers.
At the current time our President, Phil Gilbo, has performed most of his duties to the best of his abilities. There have currently not been any roommate conflicts. He approved the room assignments in December. He posted the last Board meeting agendas on time; however, he did not post the House Meeting agenda at all. The commons crew detail sheets have not been posted past this upcoming week.
Phil has expressed some of his concerns, such as the fact that some officers don't communicate with him enough, which doesn't allow him to fulfill his job in maintaining communication with his officers. Phil has been handing out parking passes throughout the semester, and has appointed managers for the bathrooms and commons crew. However concern was raised at the previous board meeting regarding the commons crew managers, and whether or not they have been performing their job properly. Phil responded at the board meeting that he had talked to the managers; he would take further action if other problems arose. At the Fine Meeting, problems had occurred with the managers: they had not completed fine/bonus slips for residents who missed details and some slips had been filled out incorrectly. Due to these mistakes, they have cost CLO $80 and frustrated the Fine Committee.
Fine Committee was one week late and had to be reminded by another officer, of when they have to meet.
Overall, the main concern among some of the residents would be the poor job by the commons crew managers, because some areas look like they haven't been properly maintained. Most residents comment that the president is slightly more visible and is a pretty good guy, just that they don't know exactly what he does. His performance by the residents is based on what they perceive him to do which is ensure that CLO runs efficiently, and thus his rating based on a small poll of 9 residents was about a 4.2 on a scale of 1-5.
Based on these findings, I move that Phil is compensated $275 for the month of March.
Further, I move that Chip Gustavson and Anthony Klemm be removed as commons crew managers.
Respectfully Submitted
Rodolfo Penaloza
Monthly Report 3/18/07
Armando Giordano
Since the last board meeting, many things regarding plans and CLO’s security happened.
· The official fire inspection took place: We had a decent score. Thanks a lot to everybody for collaborating and lowering the violations, especially in the rooms. (I am going to be working this week with the few violations we had and as soon as they are all fixed, I will send the report to Vince and Richard Graves.)
· I called a plumber (to ask for a second estimate regarding Lori’s bathroom). He is going to call us back this week and according to that we are going to decide one and fix and remodel the bathroom.
· I called a locksmith to ask for a bid to replace all the outside locks and in the future to install new locks in the new room doors. The bid was $910 for the outside doors (including 90 copies of the key) and around $4400 for the inside doors (40 doors with a master key).
· Two of the south AC units were replaced. Please if you have a chance, thank the Alumni Foundation for the effort. Hopefully south residents are going to be able to sleep now.
· The flooring people came to replace some tiles in the dinning room. They left instruction on how to clean it (Leo tell the people doing the kitchen detail not to use bleach)
· I called a glasser to ask for a bid to replace the broken glass in the south hall he is going to call us back this week. The estimate was around $250
· The alarm was acting funny this week. I contacted W. W. Gay. Today (Monday) they are going to come and fix it. The problem is in the primary phone line (in the girls lobby)
These things were done in the previous weeks for this month.
· 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 dinning 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)
· Ian and Chance were not able to help during the weekend; their task now is to fix the fence that was vandalized.
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
VP Evaluation - March 19, 2007
Please refer to the VP's report for his account of what he's done. To summarize, he has performed a fire inspection in the past month, inspected the AC/Heating systems, performed some CLO maintenance, and looked into ways to make CLO more secure. The work weekends went well.
Residents feel that he's doing an "alright job" and that CLO is being maintained. I move to compensate Armando fully for the past month.
Brian Timmons
Note 1: To Armando and anyone else that guide the fire inspector around, do room inspections, and/or go into someone's room when they aren't there, please make sure you lock the door back if you found it locked. Also, if it's not announced/well known (aka not a scheduled fire inspection), please leave a note on the door or in the room so the resident knows who entered the room and for what reason.
Note 2: Before the semester is over (aka for the next evaluation), he needs to ensure that he has given his maintenance crew enough work hours, do another fire inspection, and conduct a room survey.
Secretary Report
THINGS DONE:
· Finished Newsletter- Thanks Denley
· Sent out to CLO and Alumni
· Forwarded mail
· Started looking into things for BBQ- Budget?
· Posted Minutes
· Updated Office Hours
· Received some old minutes from Brian
· Posted Alumni BBQ signup in office
THINGS TO DO:
· Work on BBQ
· Finish minute folders
· Update resident folders
· Get RSVPs from Alumni
February and March 2007
SUBMITTED BY: Dominique Ardura
For the past couple of weeks, Randy Conyers, the present Secretary has been out of town. Despite his absence Randy has done an excellent job delegating certain responsibilities; such as the mail, the newsletter and the Board Meeting Minutes to other members of CLO.
While Randy was out of town Denley handled the Board Meeting Minutes, although they were sent in a couple of weeks late, they were completed without any major mistakes. Eric Bravo handled the mail, but then for some reason or another, discontinued his task. Because of this the post-office stopped sending our mail and not until Chip called the post-office did we begin to get our mail again. At this time Jorge is handling the mail and is doing a wonderful job. Also while Randy was out of town, Denley was able to get a head start on the newsletter: collecting articles and creating a new format for the newsletter which should be very nice.
Since Randy has returned to CLO he has been, among other things catching up on school work and catching up at CLO. Randy has begun to plan the Alumni Barbeque and it has been scheduled for the day of the O&B game—April 14, 2007. He has also been working on the newsletter with Denley, which will be completed on Monday, March 12, 2007. Randy’s ongoing tasks are forwarding the mail, to continue organizing minutes and the folders for residents, as well as to keep record of, complete, and attend all House and Board Meetings which he has done since his return to CLO. Randy completed both House and Board Meeting Minutes within two days of the meetings, and also announced to the house a call for a few more articles in the newsletter.
When I spoke to residents on the performance of their Secretary, everyone had good things to say, but it was noted the problems with the mail and Randy’s extensive absence. These things understandably are school related, and as for the mail, was an issue with the person to whom the responsibility was delegated, which as of right now has been fixed.
As long as Randy makes timely progress with the planning of the Alumni Barbeque, and as he has stated—finished the newsletter by March 12, 2007—unless there is a dire need for an extension, I recommend Randy Conyers for full compensation for this term.
Sincerely,
Dominique Ardura
Treasurer’s Report
March 19, 2007
Old & Current Business:
· Current due list:
o [name deleted]: $187.76 (Paid on time, but forgot to sign his check.)
o [name deleted]: $395.00
o [name deleted]: $43.00
o [name deleted]: $178.00 (Has paid non-fine rent on time.)
o [name deleted]: $358.00 (Paid non-fine rent on time, but bank returned check for fines.)
o [name deleted]: $45.00
o [name deleted]: $203.00 (Paid rent late, and had $150.00 in fines at the March 8 fine meeting.)
· Assessed charges to residents’ accounts – March 8 fine meeting, lost visitor parking passes, and damaged CLO property.
· Collected and deposited rent.
· Paid Comfort Temp first installation on contract and on new A/C units
· Received and deposited donations from CLOAF for A/C units and fryer.
· Drafted letter to residents who have not paid off their open accounts and am preparing to send them out once this week slows down
· Started making a list of all of the activities I’ve been responsible for so I can make changes and/or additions to the Treasurer’s manual.
· Talked with Erick Bravo a bit about becoming the new Treasurer
· Talked with Greg Cox from Wachovia again:
o I expecting to receive the last few bank statements shortly (he wasn’t clear on which account we wanted the statements from).
o Provided him with a copy of our bylaws, a copy of our corporate filing for 2006 in September, and the house meeting minutes for the meeting in which Armando was elected. (Now Phil, Armando, and I have to find a common time to go in to update the signature card – This should also be done at the beginning of the next officer cycle, and every one thereafter.)
· Met with Ann:
o Delivered newest version of the QuickBooks company file and discussed the possibilities for doing payroll in QuickBooks without paying the $200 for the payroll service (for only one employee).
o Remark: She has provided inexpensive service thus far.
· Project End-of-April balance: approx. $8,600. (W/ $2,000 left on legal bill and ~$5,000 left due to the IRS). (See attachment).
Future Business: (in order of priority)
· Update the Treasurer’s manual with instructions from my experiences (one hour a day during Spring Break).
· Train a replacement for fall: even if I am here, I am going to be too busy to keep it up.
· Summarize debit card purchases by month and reconcile debit card accounts (VP Card only).
Money Market security account: $27,174.29
General Fund Checking: $13,932.71
Checking KM/Sec Card: $390.77
Checking VP Card: $129.41
Public Relation’s Evaluation - 3/18/07
What she has done:
· Offered contracts to two new residents, [names deleted]
· She has kept up communication with prospective residents
· She has interviewed (either herself or the recruitment committee) four prospective residents
o Three of these prospects are not Pell eligible and she has scheduled a secondary interview to better assess their financial situation and overall need
§Based off of these interviews, she will be sending a letter to the alumni to recommending certain prospects a contract
o There will be two additional interviews this week
· She has set up a formal committee to handle various task to set up formal, which is this Friday at 8pm
o She has not been able to keep up with everyone since Spring Break drove everyone out for a week. She plans on checking on her committee to make sure that everyone is contributing some elbow grease
· Despite the break, Victoria has managed to make invitations, purchased various materials to set up formal (many of which are re-usable), door prizes, created a menu, etc.
· She has resumed in making her weekly updates, which by the way, are not required from her in the house manual
· She has mailed out brochures to Seminole Community College and some chick who asked for more information
· Kicked butt over the break
What the residents think about Victoria:
· From the residents that I interview before the break, she received plenty of good comments
· Half of those that I interviewed wanted to know why the weekly updates weren’t being posted; they missed their reading materials
· Everyone that I interviewed didn’t care too much about the socials since many of the residents are “too busy” to attend any of them
· 4/5 of the resident thought she was doing her job while the rest didn’t care enough
My impression after interviewing Victoria:
Just as an officer should, Victoria has been doing her job that is outlined in the house manual. Despite her internship where she teaches high school students from 7:30am until 3pm, Monday through Friday, and has been grading a ton of papers, Victoria has done an excellent job in making sure that not one of her responsibilities goes neglected. Victoria has her recruitment committee and social committee, which are a big help in making sure that people are being processed and that social events are going on where everyone that attends is happy. When I asked about her concerns, she seems a bit stressed from the workload from both her internship and setting up formal, since the break dispelled her formal committee. Overall, I move that Victoria should be compensated fully.
(By Leonard Osma)
03/19/07
· Progress report:
- Posted new Kitchen usage sheet.
- Met with Phil to discuss fryer replacement prices and general business
- During spring break I tried to contact the local appliance people to go pick up the fryer, but they weren’t available, but today I called them , and we have to prepare a check for them to go pick it up in Ocala.
- Gave Jorge the kitchen keys to be in charge of it during the break.
- Helped yesterdays Kitchen detail people to rearrange kitchen to have it descent for Lori this week.
- Talked to Armando about the kitchen floor, and he inform me about the tile replacement, and somebody will come Tuesday at noon, to explain some of the proper floor care that we need to establish for the floor, and that it will be modified in the details.
- Been looking for the KM Manuel all over the office, and haven’t been able to locate it, if anyone knows were it could be let me know.
· Issues to Discuss:
- Lori’s summer employment (Do we have some of the numbers to establish if we will need Lori over the summer term).
Evaluation of the Kitchen Manager Leo Osma
By Denley Messerly
The duties of the Kitchen Manager as outlined in the House Manual are
· To avoid all problems with kitchen supplies
· To keep the kitchen staffed
· To maintain accurate records of funds spent
· To keep track of details, guest fees and late plates
· To maintain kitchen security
· To present a written evaluation of the cook at the end of each semester (Should we strike this as board members now do this?)
I interviewed six residents on how they feel Leo is performing at his duties. On a scale of 1-5 5 being the highest, he scored an average of 5. I didn't receive any negative comments about Leo.
· Leo is a good guy
· He is a gentleman and a scholar; I think he is doing his job well.
· Leo does his job, that's what's important.
I received one question regarding the state of the kitchen floors and the new patch job. Leo said he wasn't involved with the tiles, which they fall under Armando. His opinion is that it would now be best to replace the whole floor rather than have the shabby looking patches.
Talking with Leo he feels he has performed well at his job. His biggest drawback was his communications with the fryer people, though they came today to take the old fryer, and he has plans on where we can buy the new one. There is not much to talk about regarding Leo's job because of the break, but he has fulfilled all his duties. The one problem he faces right now is that he can not find any Kitchen Manager Manual. Hopefully one will soon be found.
I am pleased with the job Leo has done and recommend that he receive full compensation.
Respectfully submitted,
Denley Messerly
Board Evaluation of the Cook
Submitted by Rodolfo Penaloza
Lori gets along with most residents, and provides us with good food. I have spoken to residents in regards to the food Lori serves, some would like the food to have more variety, while others are quite satisfied stating that the alternative could be starvation, something they don't want. Lori has had few complaints in regards to Leo's performance as a Kitchen Manager, and she is able to count on Leo for anything Kitchen related. Currently her annoyances are related to the status of the fryer, and she says that she wishes she had more time to prepare meals. She has been annoyed by people taking extra servings for lunch before 1pm, because it makes it seem that she is not serving enough for everyone, and would thus not be fulfilling her job. She runs the Kitchen smoothly and efficiently and does not post a weekly menu due to suppliers not being punctual which has been one of her biggest concerns overall. Lori has prepared other foods varying from the norm so as to appease peoples wish in variety, such as increased amounts of tofu, fish etc. Lori is an excellent cook and is more than willing to help us, i.e. informal, devils run, etc, but does not know her plans for the summer. I personally believe that Lori is fulfilling her obligations as our cook, and most residents on a scale of one-five gave Lori around a 4 bordering a three.
Respectfully Submitted
Rodolfo Penaloza