Directors Report- Executive Session 9.21.20.

Directors Report- Executive Session 9.21.20.

Directors Report

Executive Session

September 21 , 2020

MEETING OF THE BOARD OF DIRECTORS WEDNESDAY, SEPTEMBER 21, 2020 VIRTUAL (Video/Phone) AGENDA (Board Version) EXECUTIVE SESSION – 10 A.M. PT

Executive Sessions are provided by statute (Civil Code §4935) so Boards can address issues involving Privileged Information and matters of a Private Nature. As a result, Owners do not have a right to attend Executive Sessions. I. CALL TO ORDER A. Minutes – September 9, 2020 B. Legal C. Contracts 1. Espresso Bar Contract D. Personnel 1. West Room Use E. Member Delinquencies/Discipline F. General Manager Report on Past/Future Confidential Matters XII. ADJOURNMENT

September 21 , 2020 Minutes A. Minutes- September 9 , 2020

Executive Session of the Board of Directors Thursday September 9, 2020 Virtual (Webinar/Phone) Minutes

Present

Greg Farmer, President Don Renoe, Vice President Charlie Leahy, Treasurer

Mike Barber, Secretary John Boudin, Director Charles Hare, Director Also Present: Ed Vitrano, General Manager Jennifer Miranda, Resort Services Manager & Executive Assistant to the Board & General Manager Kristine Gonzalez- Controller Call to Order

Meeting called to order by Vice President Renoe 10:05 am PT. Minutes Approval

A. Minutes- August 13, 2020 Motion- Treasurer Hare Second- Secretary Barber Approved Unanimously

Legal None

Contracts

A. Amazon Hub/Locker The Amazon Hub lockers were suggested as an alternative solution to deal with the abundance of Amazon packages that are received by the mailroom via USPS. After additional consideration and discussion, the Board would like the Amazon Hub Lockers to be put on the Finance & Planning Committees agenda for discussion. The Committees are asked to report back to the Board, no later than the January 11, 2020 Planning meeting.

B. Real Estate Commissions 1. The Board directed Management to collect past commissions to the inception of each contract, and to hold the Real Estate Agents accountable to the terms of their current contracts. 2. The Board will create an Ad Hoc committee to investigate variances between contracts, the advantages & disadvantages of having in-house agents etc. and make recommendations to the Board.

C. Espresso Bar/ ES Kitchen Operation

1. The Board discussed termination of the Espresso Café contract with the McDougall’s. The Board will reimburse the McDougall’s 3 years rent in the amount of $900, extend an additional $600 as appreciation for 18 years of service, present the McDougall’s with a plaque and recognize their service at the Town Hall Meeting. Motion – Vice President Renoe 2. There was discussion about who would take over as the operator of the Espresso Bar. The Board would like GM Vitrano to speak to Richard Camacho, of TA Cook Enterprises, and amend his contract to include the operation of the Espresso Bar as well as the La Palma Café. 3. There was discussion as to how the ES Kitchen will be operated in the upcoming season. The Board would like the Lifestyle Department to manage the use of the ES Kitchen, working in conjunction with Richard Camacho to facilitate events, catering etc. and manage any owner requests as availability permits while encouraging owners to use the LP Kitchen as an alternative. Second – Director Boudin Approved Unanimously D. CVWD Property 1. GM Vitrano reported the latest negotiations with CVWD and presented the most recent proposal for consideration. The Board agreed to have GM Vitrano and Director Leahy continue negotiations with CVWD. Personnel A. Board Candidates Review The Board discussed the Candidates who expressed interest in filling the vacant Board position. The topic will be further discussed at the September 21, 2020 Board meeting where a decision will be made at that time. Member Delinquencies/ Discipline A. RV Covers and Lot Maintenance The Board discussed requests from Owners who would like an extension on the date required for removal of the RV covers due to COVID and their possible delays in returning to the Resort. The Board generally agreed that there will not be any extension made to the date of November 15 for the removal of the RV covers. However, this will be put on the Agenda for discussion at the September 21, 2020 Board Meeting.

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General Managers Report A. Palm Tree Update

GM Vitrano discussed palm tree removal & replacement which are urgent and his process for moving forward in a timely fashion without bid solicitation since not all trees authorized by the Board will be removed/replaced. B. Courtside Patio Update GM Vitrano discussed a situation which required a change order for the project. The retaining walls have been poured, and they are almost ready to put down the pavers.

Adjournment Meeting adjourned at 12:56 pm PT

Respectfully Submitted: ______________________________

___________

Mike Barber, Secretary

Date

Page 3

September 21, 2020

Legal

None

September 21 , 2020 Contracts A. Espresso Bar Contract

OUTDOOR RESORT - PALM SPRINGS OWNER’S ASSOCIATION BOARD OF DIRECTORS STAFF REPORT

Board Meeting Date:

September 21, 2020

New Unfinished

Discussion

Consent Agenda

Executive Session X

Agenda Item: Description:

Espresso Bar

Further Interaction with the McDougalls

Submitted By:

Ed Vitrano, General Manager

Date: September 17, 2020

Background: Further contact was made with the Marge McDougall regarding the direction the Board wanted to go as to offering them $1,500 in rent reimbursement and service recognition. Her reaction to me was of keen disappointment on anything less than $2,500 and the elimination of “Hot Dog Night.” Furthermore, she indicated that the freezer in the space was theirs as they’d bought it from the prior concessionaire. I asked if she had any documentation regarding such ownership and she indicated she might . . . and subsequently submitted attached. When I asked for Exhibit A, which was missing in the documents, she could not find it and admitted that it probably listed boxes, cups, supplies, etc. . . . but might not include the freezer. I told her I would bring it up to the Board but you might suggest they move the freezer and ORPS would buy a new one since it was more than 18 years old. As a note, the freezer is not listed in the Reserve Study but neither is the refrigerator . . . or other items with a value of $1,000 or so . . . like the Cappuccino machine. Late this afternoon, Marge provided a “list” in an email to Greg and me. It accompanies this Staff Report. Alex also got on the phone to discuss having one concessionaire for the ORPS F&B operation and flatly told me it would be a disaster . . . based on past ORPS experience. I thanked him for his input and we ended the conversation amicably . . . at least I think so. I had advised Marge that she may not have much in the way of a bargaining chip, in the light of the contract status, but offered that she might talk with Greg. She indicated that she would want that. Greg followed up with a phone call to her, which went as well as expected, and he will report on their conversation at the meeting. No changes in the Board stand was offered by Greg. By-the-way . . . Richard will be back fromMexico on September 22 and I will energize contract/operations talk with him upon his return. He indicated in short phone conversation that his wife’s surgery was successful and they were looking forward to the challenge . . . with an “opening date” of November 1. For Consideration: Continued discussion regarding F&B Operations . . . Alyssa Torres, Lifestyle Director, invited for discussion. Designated Funding: N/A

Board Action:

From:

Marjorie Mc Dougall

To:

Edwin Vitrano; Greg Farmer

Subject:

Marge’s Espresso Bar

Date:

Thursday, September 17, 2020 3:35:30 PM

2 portable ice chests Cash register Microwave/convection oven Bakery display shelf Medium size chest freezer Large steel rack w/ 4 shelves Lg. Commercial coffee grinder 2-12 cup coffee makers Boxes of various kinds of sugar Coffee cup wraps Hot dog trays 30 cup coffee maker Large box of half and half pods Folding chair Several extension cords Various espresso machine accessories Lids for cold drinks Coffee cups and lids Tall drawer container chest Instruction booklets 3 large buckets Wall clock Miscellaneous items

This has the many items listed to the best of our knowledge that were still in Marge’s Espresso Bar as we left it for the last time this morning. As we wrapped it all up, there were many more things that we had overlooked which certainly would have accounted for our original sale price of $5000. Ed, you were reasonable to ask for exhibit A however it must have gotten tossed out at some point as it’s no longer in our EB file. I can only surmise it must have listed the inventory of the food supplies that Susan Lucas was leaving us to start up our business.

Sent from my iPhone

September 21 , 2020 Personnel

A. West Room Use

OUTDOOR RESORT - PALM SPRINGS OWNER’S ASSOCIATION BOARD OF DIRECTORS STAFF REPORT

Board Meeting Date:

September 21, 2020

New Unfinished

Discussion

Consent Agenda

Executive Session X

Agenda Item: Description:

West Room (ES Clubhouse) Use as a Multi-purpose Room

Submitted By:

Ed Vitrano, General Manager

Date: September 17, 2020

Background: Alyssa Torres, Lifestyle Director, asked for direction in that Jamie Davis, representing the Quilting Group, has asked for the West Room to be reserved from 8 a.m-5 p.m. Monday through Saturday for their activities and has asked the room be locked to any others other than a key to the room to her and other leaders of the group. Alyssa advised me that the use of the room has become more and more exclusive over the past few years. The group also asks for Sunday use from time-to-time. The request, if granted, severely limits use of the Common Area, both the room itself and adjacent storage, to other special-interest groups who may need space to use. I told Alyssa I would bring it to the Board and invited her to attend the Exec Session discussion so that you could get her perspective and question her regarding use of Common Area. For Consideration: Use and scheduling of the West Room. Designated Funding: N/A

Board Action:

September 21 , 2020 Member Delinquencies/ Discipline None

September 21 , 2020 General Manager Report on Past/Future Confidential Matters