----- Fort Western Unit 183 Special Board Meeting Minutes October 20, 2008 Present: Steve Shirey, Katye Kowierschke, Kay Jones, Max Jackson, Tom Nute, Tom Hughes, Mary Hoger, Margot Hirsch, Guests: Diane Washabaugh, Dick Simon, Carolyn Pinto, Ken Quinton, Byron Taylor Katye Kowierschke called the meeting to order at 5:30 p.m. Regular business was suspended. Diane Washabaugh, the Relocation Chair, related the recent history of interactions with Doug Woodson, John Grace, and herself. In summary, the contract is offered again using the original numbers. In addition, the owner gave permission to park the trailer. However, a city permit may be required. Other points of discussion included that a ramp will be installed in back. The studio will have approximately twenty (20) more parking spaces. Diane will request that the spaces be designated with paint. The kitchen, bathrooms, and food service counter will have tile flooring. Dedicated outlets will be installed as requested. The studio will pay for all utilities. The water bill will be prorated among all of the tenants. The studio must arrange for its own dumpster and waste management services. The dumpster and services may be shared with a neighbor. Also, the studio will provide its own janitorial services. In addition, we will carry public liability insurance. This coverage provides for only players and others, not board or game directors. The cabinets in the present location will be moved and reinstalled at the new one. Dick Simon reported that he had reviewed the lease. He concluded that it appeared to be pretty standard. He recommended the purchase of liability insurance. Ken Quinton also reported that the lease looked like a standard one. The board thanked them for their service. Leasing the new location will increase the studio's current expenses approximately $3,417.00 per month. The table count will have to equal approximately 457 tables per month to cover the increase. The number of tables is based on $15.00 rent per table. The board voted to approve the lease for five (5) years. The monthly rent will be $3, 250.00 for approximately 3,480 square feet. The Fort Worth Studio will move to its new location in Wellington Square at 6715 Camp Bowie Boulevard around the beginning of 2009. The exact date will be announced once the finish out is close to completion. The board is grateful to Diane Washabaugh, her committee, and everyone who gave time and input in to the process of finding a new location. The process was challenging based on the studio's requirements and budget constraints. The work to finalize the move will continue for the next couple of months. Many tasks will take place. In advance of the move, the board expresses appreciation to all those who will continue to contribute to a smooth, successful move. Some beginning committee assignments include: Move Coordinator: Max Jackson will work with Katye Kowierschke. Katye Kowierschke will notify the present landlord about plans to vacate. Katye will talk to Andy Collins about the cabinets. Mary Hoger will gather insurance information and bids. Mary will contact the Secretary of State in Texas, and the Tarrant County Tax Assessor Collector. Utilities, Telephone and Computer, Waste Management, and Janitorial: Margot Hirsch, Tom Nute, Carolyn Pinto Switchback for ramp: Max Jackson Coca Cola Machine: Katye will ask Mel Bason to help. Signage: Kay Jones will ask JoAnne Woodle to help her design a logo and sign for the landlord's approval. Diane Washabaugh will obtain the floor plan for the lighting and outlets. Katye, on behalf of the board, thanked everyone once more for their help, especially Diane. The meeting was adjourned at 6:40 p.m. Respectfully submitted, Margot Hirsch