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CLUB DONATELLO OWNERS
ASSOCIATION
BOARD OF DIRECTORS
MEETING
February 20, 2008
I.
The meeting was called
to order at 8:30 by President Don Thomas. Board Members present were Lexis
Allen, Daryl Clark, Robert Egan, Wayne Jervis, Larry Stephens, Don R. Thomas
and Les Yeffa. Also present were Committee Chairs Nadya Andrews, Julie
Jervis, Dennis Myers, EJ Lorenzi and Herm Harrow. Other Owners present were
Harry Aho, Hal Alpert, Mike and Sherry Burwen, Lawrence Chazen, Jan Clark,
Earl Corin, Bruce Dunn, LeRoy Gilsdorf, Hanna Goody, Kathy Myers, Ken and
Loretta Reaves, Howard Seto, Marcia Silver, Ruth Swart, Charmaine Thomas and
Nancy Yeffa. Team Management Members present were Marie Vergara, Mandy
Vergara and Rodolfo Pelaez.
II.
Following roll call, we
had the Pledge of Allegiance to our flag.
III.
The Agenda was approved
as presented.
IV. The Board confirmed the Electronic Approval of the Board Minutes and
Executive Session
minutes of the
October 24, 2007, and all Actions Without a Meeting transactions since
October 24, 2007.
V. OPEN FORUM
1.
Daryl Clark recommended that the Board should write a letter of
thanks to the Parking
Valets
thanking them for their friendliness, courtesy and great service. It was
added that
the Bellmen and
Front Desk should also be thanked.
2.
Wayne Jervis said it
would be appropriate to add an extra thank you to the Hotel and Club
Team Members that
are always so helpful.
3.
There was some
discussion regarding the old weight scales in the bathroom. Mandy
Vergara said the
new ones are going to be digital.
4.
Sherry Burwen suggested
that we get both baseball caps and T-shirts with the Club Logo
for the
Spring/Summer season to promote the Club.
5.
Larry Chazen commented
that the wireless internet connection was not working well in
his room last
night. Also, he did not believe that upscale hotels have scales. He felt we
should just get rid of
them.
Larry also questioned the cleaning of glasses in our rooms after the stories
that have been in the news. Don Thomas assured him that all the used cups
and glasses are cleaned daily in the Club dishwasher. Larry also commented
that he was not able to get the TV channel that carries the Warriors and
that should be added to our channels.
6.
Hal Alpert commented that other hotels have cheaper rates during
mid-week. Don
Thomas discussed
this competitive issue in the SF market and talked about the
differences we
need to work with for our Owners Use priority for Club Rooms vs. Hotel
Rooms and the cost
to just open a room. Don also said that the parking at the Donatello
Garage was still
the lowest of any hotel in the area, so we still offer a very
competitive . package for overnight stays.
7.
Jan Clark questioned why
we had little coffee cups in the Club rooms rather than the
mugs with the Club
Logo. Mandy Vergara said it was an interim measure as the gold was
wearing off
the older mugs and new mugs are on order.
VI. BOARD COMMITTEE
REPORTS
A. *MARKETING AND BUSINESS DEVELOPMENT Chairperson Nadya
Andrews reported that we achieved 87% occupancy for 2007.
The FMC/IC and their
committee has set the occupancy/budgetary goal at 85% for 2008. The
Corporate
Rewards
and Family & Friends are still the best programs. She said the committee
discussed idea of putting some of their Club nights on E Bay. She and Mike
Burwen
are
working on selling 2 of their own nights to see what happens.
B. *FINANCIAL MANAGEMENT: Chairperson Julie Jervis
reported that due to ongoing
ill health, Cleland
Noret had sold his unit and was no longer an Owner. Board Liaison
Les Yeffa had informed
the committee yesterday that she was selected as the new
Chair for this
committee, pending Board approval. She said that the committee was
recommending to the
Board that Cleland be given Emeritus status and his expertise
continue to be
available for the committee. He would not have a vote on the
committee. Julie said
that in reviewing the financial statements, they are
recommending
transferring $136,972 from the Reserves to reimburse the Operating
Funds for the fourth
quarter of 2007. She also said that the monthly financial
statements must have footnotes for items where
there is a 10% or greater
variance between actual and budget.
There was a discussion to change the date of the budget
planning meeting from
September 16th. It was decided to leave the date as is based
on availability of a
majority of the committee members.
Larry Stephens, CFO, moved to confirm Julie Jervis as
Chairman of the Financial
Management Committee. Motion seconded by Lexis Allen and
passed unanimously.
Les Yeffa moved that Cleland Noret be given Emeritus Status
even though he
is not an Owner and continue to serve on the Financial
Management
Committee without a vote. Motion seconded by Lexis Allen and
passed
unanimously. Don Thomas will write Cleland a letter
informing him of this
and telling him how much he is appreciated.
Daryl Clark moved the Board approve the transfer of
$136,972 from the
Reserves to reimburse the Operating Account for Q-4 – 2007,
as recommended by the
FMC. Motion seconded by Wayne Jervis and
passed unanimously.
C.
*EDUCATIONAL/SOCIAL EVENTS:
In the absence of the Committee Chair, Marcia
Silver reported that the
2007 Christmas Holiday party made a very small profit. The committee is
looking at having the Alexandra Room at the Westin St. Francis Hotel again
this year. She discussed several events that the committee is looking into
for this year.
D.
*CBR/NOMINATING:
Committee Chair Dennis Myers said the committee discussed the need for
ongoing education of our Owners regarding the use of Owners Time,
Anniversary Years and weekends. He also reported that there had been a
serious violation of the rules by an Owner. The committee recommended that
the Board immediately send a letter to the Owner for a disciplinary hearing
with members of the committee. This will be discussed in the Board's
Executive Session.
Dennis also had a new list of fines and charges for Rules violations. This
will be circulated to the Board and an action will be taken electronically.
The Owners must be notified of the proposed changes for at least 30-days
before the fines and charges can be put into effect by separate Board
action.
Dennis also recommended that the specific times be taken off the agenda, as
it might be a violation of the Brown Act if we were to discuss something on
the agenda at a time other than when it is shown to be discussed. Don said
the time was shown only as a working guideline so we could keep the meeting
on schedule. For the future agendas, we will simply show the amount of time
allocated for each particular subject and see how that works.
Don Thomas also added that there is a large time-share management company
(VRI) that has stated that they have a legal opinion stating that the
confidential two envelope ballot we used last year may not be necessary and
that proxies can be used for electing Directors. Lexis Allen, Dennis Myers
and Mike Milnes will communicate with the attorneys for the company and see
if we can go back to the proxy form we had used in the past, as it could be
a significant time and money saving process for our Association.
E.
RISK MANAGEMENT:
There was no report as the committee did not meet this quarter.
F.
*HRM:
Committee Chair Herman Harrow reported that they will finish the review and
updating of the HRM Policy & Employees Manual by the April 2008 meeting.
The committee will be reviewing the descriptions for the five
Managers/Supervisors positions to be sure they meet the required criteria
for exempt and non-exempt classifications.
G.
LEGAL:
The legal matters will be discussed in Executive Session.
H.
*CHIEF TECHNOLOGY
OFFICER:
Wayne Jervis reported that the new RDP data storage system has been
installed. There was another virus attack in December and he will be
upgrading the virus protection on all Club computers. The updated Club and
Board calendar has been placed on the website. Sherry Burwen suggested that
more holidays be put on to the calendar. Marie Vergara said that the
printed CDOA calendar only includes those holidays that specifically effect
the work schedule of the Team Members
I.
*CLUB
MANAGEMENT TEAM PRESENTATION:
A.
Mandy Vergara reported
that we purchased 10 new sofa sleepers. This year he will getting new
floor, table and wall lamps for all 45 Club rooms to improve on our lighting
and the appearance of some of the very old lamps that have been in our rooms
for over 20 years.
B.
Rodolfo Pelaez reported
that all the rooms have been caulked where needed and the carpets in Club
rooms are being regularly shampooed. Four of the rooms are scheduled for
carpet/pad replacement this year.
C.
Marie Vergara reported
that in 2006 it had been necessary to use over $200,000 of 2007 dues to
cover our cash-flow needs without borrowing money from the bank. However,
for 2007, it was not necessary to use any of the 2008 dues for meeting all
of our 2007 cash-flow needs. It has taken a number of years to finally get
to this position and it is about 3 years earlier than the Long-Term
Financial Plan projections previously approved by the Board in 2005.
VII.
OLD BUSINESS
A. Daryl Clark moved to confirm transferring $321,300 from the Dues
Account into the
2008
Reserves. The transfer was approved in January by Electronic Approval of
the
Board
through the documented Action Without A Meeting policy and procedure.
Motion was seconded
by Lexis Allen and approved unanimously.
B.
Don Thomas reminded
everyone that if a committee member misses a couple of
meetings without
good and sufficient reason, that member can be removed from the
committee by the
Board Liaison and Committee Chair. It does not require Board
review and approval.
The Board Liaison and the Committee Chair may also approve the
appointment of a
new committee
member. Several committee lists need to be updated, as we have
several Owners
volunteering to serve on our Board-appointed committees.
VIII.
NEW BUSINESS
A.
Don Thomas said the updated list of fines and violations will be sent to the
Board
Members and then to all Owners during the month of March.
IX. HOTEL MANAGEMENT
Don Thomas said that Trond Aakre was away on business. In his
stead, Don
reported that the new awning to replace the damaged one on
Mason St. would be
replaced
in March. It was requested that digital pictures of this new design be
available
for
placement on our WEB page as soon as they are available.
X. PPCA
Don Thomas reported that the new Club 1500 spa replacement
project would be put in
place in
April. All of the City permits have been approved. He also reported that
the
restricted
smoking area outside on the Club 1500 Terrace area has been designated and
will
be the only
place that smoking is allowed on the 15th floor. Don said the PPCA is
working on getting updated financial statements, as the financial statement
being generated from the SVC Corporate Office have not been timely or
accurate. We are assisting by providing copies of all of the historical PPCA
Minutes and Financial Statements that were generated before the local
accounting function was transferred to the SVC Corporate Office
XI.
EXECUTIVE SESSION
The Board moved into Executive Session at 11:15 a.m. HRM matters,
matters, confidential Owner disciplinary were discussed.
No further business
appearing, it was moved, seconded and passed the meeting be adjourned.
Meeting adjourned at 12:12 p.m.
Respectfully submitted,
.
Leslie A. Yeffa, Secretary
.
Don R. Thomas, President & CEO
*Complete copies of
Committee Reports are on file in the Administrative Office
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