Llc Operational Meeting Minutes - PDF

							Board of Managers’ Meeting
Tuesday, June 22, 2010, 5-6pm
Community Room, CSF Management, LLC, Santa Fe, NM 87501

Attending: Managers: Jean Berinati, Ellen Bradbury, Stephen Easley (co-Chair), Ouida MacGregor,
Donald Meyer (co-Chair), Al Romero, Devon Ross, Lleta Scoggins, and Dave Vlaming

Also Attending: CSF Management, LLC (CSFM, LLC) Staff: Richard Czoski (General Manager)
Karen Keeling (Property Manager and Accountant), Sean Moody (Construction Manager), and Scott
Harrison (Office Manager – taking minutes)

Public: Joe Gonzales, Mickey Gallagher-Gonzales

Call to Order: The meeting was called to order at approximately 5:03pm by Donald Meyer

Approval of Agenda: An amendment to the Agenda to add approval of the 2010/2011 Budget to the
Financial Report was unanimously approved, motion by Dave Vlaming, 2nd by Lleta Scoggins. The
amended Agenda was unanimously approved, motion by Dave Vlaming, 2nd by Lleta Scoggins.

Approval of Meeting Minutes: The meeting minutes of May 11, 2010 were unanimously approved,
motion by Dave Vlaming, 2nd by Ellen Bradbury.

Financial Report:
    Richard Czoski presented the April, 2010 Financials.
          o Repayment of the $35K equity borrowed from SFRCC via capital contribution will
             likely begin in July.
          o There will likely be a modest operating cost surplus at the end of the fiscal year of
             under $10K.
    Invoicing Status
          o $106K has been invoiced to the City to date. CSFM’s PSA with the City lists a $150K
             threshold, after which the City will evaluate the status of the PSA before proceeding
             further. CSFM will likely reach $150K invoiced in August or September, at which time
             CSFM will meet with the City and determine how to proceed.
The April, 2010 financials were unanimously approved, motion by Lleta Scoggins, 2nd by Dave
Vlaming.
    Richard discussed the status of payment of GRT by Board members
          o Managers will be required to pay GRT on Board compensation.
          o The equivalent of the GRT will be paid by CSFM to the Board as additional
             compensation.
          o Eun Hong will prepare the appropriate paperwork.
          o Each Board member will require a CRS number.
          o Each Board member will also be issued a 1099 to report income which will be offset by
             tax paid.
          o The GRT will be reported quarterly or 6 every months.
    Richard presented the proposed 2010/2011 budget.
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          o Labor man-hours are down substantially versus the 2009/10 budget. The 2010/2011
             budget was revised to reflect actual labor hours expended since January 1, 2010.
          o Projected expenses have also been revised for 2010/2011 to reflect actual expenses.
          o Sean Moody (Construction Manager) is included through end of September.
The 2010/2011 budget was unanimously approved, motion by Lleta Scoggins, 2nd by Dave Vlaming.

New Business:
   Public comment
         o There were no comments from the public.

General Manager’s Report
   The Construction Update was presented by Sean Moody
         o Deferred Maintenance
                   There are 8 change orders on the open contracts which have been executed but
                     City approval is pending.
                   The current Pay Application has been adjusted by the City. The City is
                     declining to pay simple repairs under Deferred Maintenance.
         o Asbestos Abatement
                   The asbestos abatement on the dorms is complete. No further abatement is
                     taking place at this time.
         o Electrical Repair Fund
                   COSF will comply with State labor laws regarding Wage Rate Decisions.
         o Insurance
                   The insurance provided by COSF is acceptable to the City.
         o Schedule
                   The dorms are targeted for completion by August 15, 2010 and the cafeteria by
                     September 15.
         o Inspections
                   Sean proposed an inspection schedule which was approved by the City. A
                     formal request letter to COSF will not be required. The inspections will occur
                     every two weeks.
                   Sean and Richard inspected the barracks this morning as well as the printmaking
                     shop. Per Richard, work on the dorms and cafeteria seems to be proceeding
                     well.
   Per Richard the meeting between CSFM and the City to review the Scope of Work has not been
      scheduled. The meeting will likely take place when CSFM reaches the $150K PSA threshold
      and enters into discussions with the City on how to proceed.
   The Property Management Update was presented by Karen Keeling
         o Santa Fe Art Institute
                   An RFP is in progress for building evaluation for long term capital and R&M
                     needs.
                   A lighting survey is in progress for the parcel surrounding the Institute.
         o Barracks
                   Removal of items from the barracks is in progress; however, removal of items
                     from the Brothers’ residences is currently on hold.
                   The lease on the barracks will be extended through August 31st.


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                    Two semi-trailers (20’ and 40’), a boom truck, and dump truck successfully
                      removed items off of Parcel D (area around maintenance shop) to prepare this
                      area for sale to the state
                    The maintenance shop will be usable to the college through August 31, to allow
                      more time for cleanup and removal of items.
                    There are bids in progress for grounds clearing (weed control) around the
                      barracks to abate pests in areas expected to see foot traffic from students.
           o Inventory LL assets
                    Karen is proposing that COSF purchase a laptop with an additional license of
                      the City’s database software ($725) for input, verification and photographing
                      onsite. The only issue is that various media were inventoried and appraised by a
                      separate professional in dissimilar software and layouts. Therefore, the software
                      vendor for the system must migrate the data before Karen can update and verify
                      the contents.
                    Karen has recommended that the City use the Library system to take over the
                      rare editions, but informed by Lee DePietro and Kelley Brennan (City Attorney)
                      that this probably will not be possible due to funding cut for library staff,
                      equipment and operational hours.
       Lease Administration
           o Per SHPO, the barracks are historic
                   o SHPO may require additional documentation and a small remnant/landmark of
                      the buildings to remain if they are approved for demolition.
           o The COSF lease of the barracks will likely be extended until 8/31/10
           o ARRA funding is still on hold
           o The prairie dog advocates have come to an agreement with COSF with respect to
               feeding and relocation. The prairie dogs should be fully relocated by the end of June.
           o A conceptual lighting/landscaping plan for the college is being developed by Faith
               Okuma

Executive Session
The Board of Managers did not meet in closed Executive Session.

Next Board Meeting: Tuesday, July 20, 2010 from 5:00-7:00. Location: CSFM Office, 332 Read St.

Being no further requests for business, Devon Ross motioned to adjourn, 2nd by Dave Vlaming and the
meeting was adjourned at 5:54pm.

Respectfully submitted,
Scott Harrison, Office Manager




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