Board Meeting Minutes

April 3^rd, 2007

8:00pm

Board members present: Gisi, Dominique, Anthony, Jorge, Rodolfo, Brian

Officers present: Phil, Leo, Eric, Victoria

Meeting called to order at 8:07 pm.

I. General Business

a. 3-19-07 Minutes

Phil moves to approve the March 19^th minutes

Jorge seconds

Motion passes

5-0-1

b. Phone line/Fire hassle resolved

Phil: Issue was resolved. It started about two weeks ago. BellSouth and W.W. Gay blamed each other. We got a new fire panel for free out of it. Now I'm looking at switching to Cox for our phone lines.

c. House Meeting Wednesday

Board members who aren't running again; quorum for voting members.

II. Members Issues

a. [name deleted]

Jorge and Anthony ask about [name deleted] guest who has visited for a month without him asking first. Issue tabled until next board meeting.

III. Officer Reports

a. President- attached

Alumni of the Year?

b. Vice President- attached

Fire inspection probably should be done before finals. A date needs to be set for getting the furniture into the rooms that are lacking it – either purchasing them or looking to get them from UF's excess supply. A request was also made to look at the shower caddies, since some of them are rusting. Armando made mention in his report of thanking David Cross for all of his help. Anthony mentioned that the city should look at our parking lot light because it is not doing its job of lighting up the parking lot and keeping it safe.

Secretary- attached

Discussion of the barbeque involved the fact that the Orange and Blue game was going to be at 1:00 pm. Suggestion was made to have the lunch before the game.

Treasurer- attached

c. Evaluation – attached

Anthony moves to fully compensate Eric for the month of March

Rodolfo seconds

Motion passes

6-0-0

Public Relations- attached

Kitchen Manager- attached

IV. New Business

Victoria moves that [name deleted] be removed as bathroom manager

Jorge seconds

Victoria says that during a tour, she showed his bathroom, and it had not been cleaned since Spring Break. The calendar said “fined” by a number of names, but there were no fines in the box for any of them. It's terribly embarassing to show a really dirty area of CLO.

Motion tabled until the next board meeting

Phil moves to adjourn the meeting.

Gisi seconds

Motion passes

6-0-0

President’s Report

4/2/07

• Done
• Application is up
• Within a few hours we received an application. It took a while for all the bugs to be worked out, but it’s up and working now.
• Handled phone line issue
• Here’s the short end: W. W. Gay and Bellsouth both said it wasn’t their problem, so I called W. W. Gay and told them I would like that in writing. They didn’t call me back and so I finally just had Vince call, since he had been contacted by Richard Graves about the whole thing. In the end, there was a block part of inspectors and technicians hanging out at CLO fixing the alarm panel which was the root of the problem (thus W. W. Gay’s fault).
• It’s all fixed now, and they wanted us to put in an extra line. For the cost it would be to put in a commercial line for this building, I don’t think it’s worth it and after sharing my concerns with Vince, he agrees.
• Stamped and Mailed brochures
• There was a bunch, I did about 200.
• Posted Commons Crew
• Sent out Agendas
• Board Agenda went out on Friday and House went out on Monday.
• Performed ritual/signing and helped out at formal
• Helped set up along with a few other board members/officers; helped serve dinner and dessert. Worked with Denley on bringing back CLO’s induction ceremony. Is now typed out and included with the President’s Manual, as well as the CLO signing book.
• Signed contracts
• Victoria should have that list available. I want to note that many people said they wanted contracts, but as for actual signing only a few have.
• Held office hours

• Future
• I have thought of several ideas for better preparing incoming officers and board members for their jobs by hosting a sort of “workshop” or seminar on what that position does. Whether or not I’m elected as continuing President, I will forward these ideas to the next.
• Getting the President’s Manual in working order
• Running the house meeting
• Playing assassin
• Try to host the pool tournament

VP Biweekly Report 3/2/07

First of all I would like to use this occasion to express my gratitude towards David Cross. He has been helping a lot around CLO since the beginning of the semester despite the fact that he is not obliged to. If you have the chance please thank him. I would also like to propose to the board to give him some sort of recognition because of this.

Since the last meeting, the things that were accomplished are:

• I contacted the hood cleaning people, they came and the once a semester maintenance is done. (this was a fire violation)
• The alarm panel was replaced; the old one was not functioning properly
• The phone lines were down for a couple of days, this happened together with the alarm. After many calls to both W.W.Gay and Bellsouth there are working fine now. Future business: We have to look into getting two new lines, perhaps switching to Cox to get a bundle for the cable and all the CLO lines. (Thanks Phil for all the help with this)
• I called comfort temp to fix an AC unit that was not working properly. (The one in the south building second floor parking lot side). They came and it is working perfectly now. (Thanks David Cross)
• Another work weekend took place, there was not a huge turnout since some people were not able to attend, still the things that were done are:
• The holes in one of the newly converted rooms were patched. This was a board request. After that we repainted it, it looks really good now. (Marious and Brian worked there)
• Final touches were made to room S201. This includes: installing covers and vents, re-gluing the base tape to the wall and scrubbing and mopping the floor. It also looks really good now. (Ian, David and Chance worked there)
• The roof for rooms S206 and S207 were re-primed. I believe this was also a board request. (Tekoya worked there).
• Since the day before was formal, as part of the work weekend some people helped in cleaning the Dining Room and the Kitchen.(Jorge, Victoria, Leo and Brian worked there). Thanks to all the formal committee, the night was great and the place looked really nice.
• Yard work was performed: The lawn was mowed, the borders were edged and new grass seeds were planted and covered with soil. Also during the week more flowers and herbs were planted. (Dominique, Kristen and Napoleon worked there). If it rains a little the next couple of weeks the garden is going to look really nice, Thanks Dominique and Kristen.
• Together with David Cross we walked and fixed the fire inspection violations. I am going to be submitting the official report to Richard Graves this week.

Please if there is any comment or suggestion let me know,

Armando Giordano CLO VP

SECRETARY REPORT

Things Done:

ü Been in contact with alumni about the BBQ

ü Orange and Blue game time still has not been released

ü Joe volunteered to cook/smoke the meat over night

ü Today was the last day to RSVP- 14 alumni responded

ü (crowd will be too small to need a tent for outside, will be conducted in Kitchen)

ü Asked Vince to say a few words at the BBQ- he agreed

ü Talked with Lori about a menu

ü Helped with Formal

ü Gave tour for a potential resident for Summer B and Fall/Spring (should be emailing Victoria to set up time for interview)

ü Sent out minutes

Things to Do:

· Talk with Lori about finalizing the menu with # of people coming to BBQ

· Receive evals from board members NLT Thursday

PR Report

Victoria Davis

April 3, 2007

• Had Formal: Good turnout and the dining room looked awesome. We remained under budget (budget was ~$900, and I spent around $700-ish). Most people didn’t enjoy the lamb, so we won’t be having that ever again and I will make sure that I recommend that future PRs stay away from the lamb and just get steaks. Most of the people I talked to said that they enjoyed formal (despite the conflict with the basketball game), and a couple of people told me that this was one of their favorite formals because they liked the seating arrangement. Thanks to everyone who spent literally hours helping set up beforehand (Brian, Jorge, Showalter, Phil, Domonique, and possibly someone else…I think I’ve forgotten someone).
• Had several interviews/second interviews. Most of these people have turned in applications; some have not.
• Mailed out 2000 brochures with the help of Lily, David C., Jorge, Rodolfo, Eric, and Michou. (We spent around 3-4 hours working on stamping and putting labels on.)
• Mailed out 5 contracts. Two have been returned so far.
• Purchased a storage cabinet and organized the bathroom supplies in the Rec Room. I did this so the supply closet can be used to store PR supplies for socials so that we don’t keep throwing out old supplies or repurchasing supplies that we already have because we can’t find them. I also purchased some containers to organize the social supplies better (like by theme).
• Made the fine committee sheets for the fine meeting. Gave Showalter the sheet at the end of the fine meeting so he could add it to the April rent statements.
• Bought Lori oven mitts, a new silverware holder, test strips (because the health department requires them), and more wooden bowls (for Fall when we should have 80 residents).
• Have not heard back from
• [name deleted]: Want to offer her a contract for Summer B. I am waiting on her letter of recommendation. I will email her again.
• I’ll have contracts available at the House meeting for summer and fall/spring.

Numbers so far (SIGNED CONTRACTS):

Sum A – 1

Sum B – 2

Sum C – 5

Fall only/Spring only – 0

Fall/Spring (both) – 4

Kitchen Manager Report

(By Leonard Osma)

04/03/07

• Progress report:

- Got new fryer as we all noticed.

- Been dealing with scheduling trying to accommodate several individual cases to change detail dates, and to fulfill the empty dates on April.

- Ian showed interest in being trained for KM next semester. Therefore I been talking to him on what are the duties and telling him what duties he should continue to develop if he is elected.

- Ice machine was reported to malfunction by Lori. I attempted to fix it on my own,. And apparently it worked.

- Still can’t find the KM manual. Therefore I decided I’m just going to turn in a series of guidelines and protocols I been developing for the every day life of a Kitchen manager and I guess that could be the start of a new KM manual.

- Did another detail with Anthony on Sunday .

• Issues to Discuss:

- Inspection for sprinkler system in the kitchen

Treasurer’s Report

April 3, 2007

Old & Current Business:

· Assessed charges to residents’ accounts – March 8 fine meeting, lost visitor parking passes, and damaged CLO property. (Awaiting rent collection Thursday.)

· Paid bills.

· Collecting last few addresses for old residents who still owe money before sending out letters.

· Notifying three residents tomorrow that they have over $100 in fees and fines that they must pay within seven days.

· Continuing the list of all of the activities I’ve been responsible for so I can make changes and/or additions to the Treasurer’s manual. Focusing now on contacts the Treasurer should keep in touch with and things to expect on a monthly, quarterly, and yearly basis.

· Talked with Erick Bravo more about becoming the new Treasurer.

o Question for the board: Is he a possible candidate? The fact that no one else has approached me is a problem. He is a finance major and interested but cannot be a member until the end of Fall (Maybe “New Issues”?)

· Have form to fill out with Phil, Armando, and any other officer who should be a signer. When I take that to Wachovia, I will ask Greg Cox about the possibility of having separate cards (and associated accounts) for each officer who needs them (at least VP, PR, Sec, KM). [We want to avoid residents paying with their own cards.]

· Met with Ann:

o We went into the gritty part of recreating the 990s from past years. There are still quite a few issues that are very difficult to resolve. She is going to check with Scott for advice on how to proceed. The IRS wants numbers; if we get audited, we have to do more than just provide a “best-guess” based on the 2001-2002 990. One idea is to split the billing and expenses.

o It might be a good idea to create a new company file and set the accounts up in a much more tax-filing appropriate manner, and use these accounts starting with the July 2007 – June 2008 fiscal year. (After getting the accounts right, that will just involve creating all of the customers, vendors, and employees, and setting all of the accounts’ opening balances correctly as they are created.)

Future Business: (in order of priority)

· Continue to update the Treasurer’s manual with instructions from my experiences.

· Create a new company file with better account organization so that the job is much easier for the next Treasurer.

· Train a replacement for Fall: even if I’m here, I’m going to be too busy to keep it up.

· Finish remaining reconciliations.

Money Market security account: $13,943.13

General Fund Checking: $17,429.41

Checking KM/Sec Card: $53.05

Checking VP Card: $129.41

Treasurer Evaluation

Eric has continued to do an excellent job considering the mess he was handed. He does everything the house manual states he should, and due to his diligence, our finances are being accounted considerably better than previous treasures. Most residents I’ve spoken to have no problem with Eric, as they feel that he does his job properly. Rent statements are given out in a timely manner, and Eric is good about enforcing the rent being on time. He’s also meeting regularly with the accountant to insure that he’s keeping track of our financial standing properly.

Seeing as Eric continues to faithfully handle his duties, I recommend that he be compensated fully for the month of March.

Respectfully submitted,

Anthony Hunter