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CLUB DONATELLO OWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING
July 25, 2007
I. The
meeting was called to order at 8:30 a.m. by President Don Thomas.
Board Members present were Lexis Allen, Daryl Clark, Robert Egan, Wayne
Jerves,
Larry Stephens, Don Thomas and Les Yeffa. Also present were Committee
Chairs -
Nadya Andrews, Herman Harrow, Suella Martin and Dennis Myers. Other Owners
present were Harry Aho, David Allen, Mike and Sherry Burwen, Jan Clark, Earl
Corin,
LeRoy Gilsdorf, Hannah Goody, Noreen Harrow, Julie Jerves, Jerry Martin,
Bonnie
Mich, Howard Seto, Marcia Silver and Charmaine Thomas. In addition, Team
Management Members present were Marie Vergara and Mandy Vergara.
II.
Following roll call, the Pledge of Allegiance
was lead by Daryl Clark
III. The
Agenda was approved as presented.
IV. The
Board confirmed the Electronic Approval of the Board Minutes and Executive
Session minutes of the May 11, 2007, the Minutes of the
Annual Meeting of
May 12, 2007, the Organizational
Teleconference Meeting of May 14, 2007 and all
Actions Without a Meeting transactions
since May 12, 2007.
V. OPEN FORUM:
A.
Jan Clark commented that the extra pillows in
the closet were down-filled, and thanked Mandy for that upgrading.
B.
Howard Seto said that he would look into
privacy software that can be used on the CDOA website.
C.
Don Thomas discussed the Movie Tour
Educational/Social Event which had taken place the night before, and said
that it was an excellent experience for Owners to enjoy and that the CDOA
would be negotiating for Owner discounts with the company.
D.
Shirley Burwen said the Palio Deli (owned by
her son) in the Financial District on Sacramento St. also gave cooking
classes. This might be a place for another enjoyable Educational/Social
event.
VI. BOARD COMMITTEE REPORTS
A.
*MARKETING AND BUSINESS DEVELOPMENT:
Chair Nadya Andrews reported that our occupancy rate was not quite as good
the second quarter as for the first quarter, but it was still above budget.
The Friends and Family Discount Program is still the best one that we have
for occupancy and revenue results She also said that the newest
Owner-Value-Added benefit was the Corporate Discount with Budget Rent A Car
and the details and our corporate number was now on our Website.
A
representative of Guardian Life Long Term Care Insurance presented an offer
to Club
Owners of a discounted rate for Long Term Care
insurance. The Committee did not feel it was
appropriate to accept the offer at this time.
B.
*FINANCIAL/INVESTMENTS MANAGEMENT:
In the absence of Chairman Cleland
Noret who was ill, Vice Chairman Earl Corin reported that the committee had
reviewed all the financial statements. He said the committee recommended
the
transfer of $57,576 from the Reserve Account to the Operating Account
for the
reimbursement of funds for the second quarter. Daryl Clark moved the Board
authorize
the transfer of funds. Motion seconded by Bob Egan and passed
unanimously. Earl also had a cash comparison for June 2007 against June 2006
and we have more cash this year than last year at the end of the second
quarter.
C.
*EDUCATION/SOCIAL EVENTS:
Chairperson Suella Martin reported that Marie
Vergara had organized an Operating Manual for all the committee members.
Lexis
Allen will put together a standard letter requesting donations toward our
Christmas
Holiday Party. There was a detailed discussion regarding the Christmas
Holiday
Party and everything is coming together nicely. It was suggested that
rather than
have the lengthy raffle, it might be better to draw the numbers and post
them on a
big board next to the prize. Then everyone can check their own tickets.
Suella
also said that it has been suggested to ask the Nikko and Marriot Hotels for
extra
rooms to accommodate more of the guests at our party.
D.
*CBR/NOMINATING:
Chairman Dennis Myers reported the
committee was working
on recommendations for election procedures. This year was a learning
experience
under the new CA State guidelines. He said under the new rules and
regulations
that Proxy voting may be used for some things other than the election of
Board of
Directors. The committee will pass the changes by our Legal Counsel before
presenting them to the Board. It was moved by Lexis Allen and seconded by
Larry
Stephens to remove the word “not” in Section B, Page 12 of the Rules and
Regulations to conform to the Bylaws. Motion passed unanimously. After an
additional review of the section, it was felt that the sentence read better
with the
word “not” in it and the motion was rescinded. Dennis also said that under
the new
rules and regulations we could set the voting time the day before the Annual
Meeting, as long as we notified the Owners in advance. Daryl Clark moved
that the
vote be closed on Wednesday, June 11, 2008 at 5:00 p.m. and the counting of
the
ballots to begin on Friday, June 12, 2008 at 1:00 p.m. Motion was seconded
by
Wayne Jerves. Under discussion, it was stated that this would allow all the
ballots
to be counted before the Annual Meeting and we would be able to announce the
results at the Meeting. Motion passed unanimously. The committee also
recommended that the rule regarding only one Friday and one Saturday per PIU
be
included with the annual billing package.
Don Thomas said that by 2008, assuming the CC&Rs have been updated, we could
be looking at a totally new Owner’s Manual. We would print a few and they
can be
available to any Owner on request, as they are expensive to print. Les
Yeffa
suggested that we burn the new manual onto a CD to give to Owners, as it
would be
a lot less expensive, and more Owners are storing such items on their
computers for
ease of reference.
E.
RISK MANAGEMENT:
In the absence of the Chairman, Mandy Vergara gave the
committee report. He said that Monroe Johnson had reported there was no
earthquake insurance available for our Club Room contents at this time, even
though
we are receiving earthquake insurance on the Donatello building and its
common
areas, which are the major structural components. The committee is
currently
updating the Risk Management Manual. The 3rd floor back office
has been
reorganized and the office supplies are now in a secure cabinet. Mandy said
the
committee is recommending putting $30,000
a year into a new Disaster Reserves
account to be managed separately from the General Reserves. This
recommendation will be given to the FMC for consideration when they are
preparing
the new budget in September.
A draft copy of recommendations for use of CDOA property and cell phones was
presented to the Board. After reviewing the recommendations, Daryl Clark
moved the
Board adopt them. Motion seconded by Bob Egan and passed unanimously.
G.
LEGAL:
There was no report.
H.
*CHIEF TECHNOLOGY OFFICER/COMMUNIQUÉ
EDITOR: Wayne Jerves
reported
that the CDOA doesn’t have the capability to send bulk e-mail to the Owners
yet. He
mentioned the corporate discount at Budget and said that Zingari’s
Restaurant had a
special Club Donatello Prix Fixe meal now for $49. He said that it was to
our benefit
as Owners to use the Reservations form on the website. Charmaine Thomas
suggested that a phone message by provided recommending that Owners use the
website be played before the phone is answered and Owners/Guests are put on
hold.
Wayne thought that was a good idea and will look into it. He said there was
a new
product on the market – Guest Link that might be able to be used in our Club
Room
units to make it easier for Owners/Guests to plug in electronic components
and
minimize moving of furniture or trying to connect/disconnect existing
electronic
components.
I.
*CLUB MANAGEMENT TEAM:
A.
Marie Vergara reported that two PIUs are being
deeded back to the CDOA in lieu of foreclosure. There was discussion
regarding how we should dispose of them. Daryl Clark moved that a Task Force
consisting of Lexis Allen, Dennis Meyers, Don Thomas and Les Yeffa formulate
a policy for selling the units. Motion seconded by Bob Egan and passed
unanimously.
B.
Supervisor Rodolfo Pelaez reported that there
would be new products in the mini bar by mid August. There are six more
rooms scheduled to have the carpeting replaced this year. That will leave
four rooms for next year and the carpet replacement will be complete. The
new larger flat screen HD TVs have been ordered and all the rooms should
have them by September 2007.
VII. HOTEL REPORT: Hotel General
Manager Trond Aakre reported that the PPCA is
Upgrading
furnishings in Club 1500 and the Hotel is redoing the Hotel lobby.
The sofa in Club
1500 will be the first thing to be done, as it is in bad condition. The
Business Center in
the Lobby is almost ready to open. The computers are here and they
are just waiting
for the printer. The use of the Center will be free to all guests. The
terrace outside
Club 1500 is also being redone with new furniture. Only one area on the
Post Street side
back from the side entrance will be designated as a smoking area. The
comment was made
that that ladies bathroom and locker room in Club 1500 needed
more sitting
components and places to put pocketbooks/jackets and a more feminine
appearance. Trond
said that he would take care of those requests.
VIII. OLD BUSINESS
All the old business was
discussed under the various committee reports. There was
no other old business for discussion.
A. Updated
Committees Structure/Policies and Procedures.
Daryl Clark commented that the HRM committee really needed to meet a half
hour earlier. They need the extra time to cover all of the issues that they
are
working on for the coming year. After further discussion regarding the
committees, and the operating policies and procedures for their ongoing
actions, Daryl Clark moved the Board retain all of them in place as they are
currently operating. Motion was seconded by Bob Egan and passed
unanimously.
B. RDP Software. There was a discussion regarding the
former RDP system and the CDOA buying it. We have used it before and it was
tied in with the Hotel’s primary operating system. The Hotel is now on a new
OPERA system and while we will still have to use it, the use of RDP will
give us better control and privacy of our records. We would achieve having
a CDOA-Owner based system and possible improved Internet access by the
Owners for their individual accounts.
Bob Egan
moved to complete the exploration of this system acquisition, and come back
with answers to some questions for the Board to make the final decision.
Costs for the RDP system are not to exceed $18,000, which is
actual cost and trade. (Comp rooms). Motion seconded by Daryl Clark. Under
discussion, Daryl asked where would the funds come from and was told this
would be a capital expense, and therefore come out of the Capital Assets
Reserve. Wayne Jerves said the offer at this price was good only until July
30th but he thought it could be extended. Motion passed
unanimously.
The Board moved
into Executive Session at 11:20 a.m. HRM matters, legal
matters and confidential Owner disciplinary matters were discussed.
No further business appearing, it was moved, seconded and passed the meeting
be adjourned. Meeting adjourned at 1:30 p.m.
Respectfully submitted,
//ss// Leslie A.
Yeffa
Leslie A. Yeffa, Secretary
//ss// Don R. Thomas
Don R. Thomas, President & CEO
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