September 14, 2005

Regular Meeting Minutes

I.          Call to Order

The meeting was called to order by Chairman Sarow at 7:35 a.m.

II.         Roll Call

Members Present:  Rob Monroe, Tom Niemann, Fred Cook and Robert Sarow

Members Excused:  Barb Dinauer

Members Absent:  None

A quorum was declared present.

Others Present:  Tom Kos, Tim Shelton, Robert Belleman, Larry Van Wert and Melody Roth

III.                Minutes

Motion by Tom Niemann to approve the July 18, 2005 regular meeting minutes.  Motion carried.

IV.               Approval of Agenda

Motion by Tom Niemann to approve the agenda.  Motion carried.

V.                 Old Business

A.     Administration of Corporation

1.      None

B.     Finance

1.      Financial Statement – August 31, 2005

         Motion by Fred Cook to approve the financial statement as of August 31, 2005.  Motion carried.

2.      WPP Bank Statement

         Motion by Fred Cook to receive the WPP bank statement for the month ending August 31, 2005.  Motion carried

3.      Bank Account

         Motion by Fred Cook to approve the Bank Account as of August 31, 2005, in the amount of $1.39.  Motion carried.

4.      Project Budget

         Motion by Fred Cook to receive the Project Budget with the allocation of expenses as of September 7, 2005.  Motion carried.

5.      Bills/Invoices

         Motion by Fred Cook to ratify the payment of the Bills/Invoices as of September 7, 2005.  Motion carried.

6.      Owners Contingency Fund and Environmental Contingency Fund

         Mr. Belleman presented an update on the Turner arbitration.  He stated for the last 90 days, WPP and Turner has been trying to finalize the outstanding issues (HVAC - - room/hallway/vending rooms/elevator, elevator).  Mr. Van Wert shared that GMB has been working on the punch list items and any other outstanding items at the hotel. 

         GMB is going to other hotels with similar HVAC/room air conditioning systems to compare to the system installed at the DoubleTree.  Mr. Van Wert also stated that some of the rooms that had a “fix” are now having decibel problems.  He indicated that sound panels could be installed (made by Trane) that could assist with decreasing the decibels and would be cost and time effective for maintenance.  He indicated that there are numerous problems with the room units - - not just sound.

         Mr. Belleman reported that Mr. Barr is trying to get dates before the arbitrator.  Currently, everything is frozen in the Owners Contingency and Environmental Contingency Funds during arbitration.  Mr. Belleman also stated that Turner never provided the appropriate close-out documents to the owner nor did they provide close out documents for the subcontractors.

         Motion by Fred Cook to receive the Owners’ Contingency Fund and Environmental Contingency Fund reports as of August 31, 2005.  Motion carried.

7.      Other

         Mr. Belleman reported the audit would be completed and presented at next month’s meeting (Oct. 19).  He also stated that Yeo & Yeo did not see a problem with changing to a calendar year from a fiscal year.  He indicated that he was waiting for approval from Rehmann Robson for the City.

C.     Project Development and Construction

1.      June 8, 2005 correspondence from HIS regarding International Association of Conference Centers (IACC)

Mr. Belleman indicated there is a legal obligation to meet the requirements for IACC.  The WPP board will need to request an amendment to the agreement changing the requirement.  Mr. Kos indicated that this had no bearing on conference bookings.

Tom Niemann made a motion that WPP submit a letter to the City Commission and the Bay County Board of Commissioners to amend and/or waive the IACC certification requirement in the Memorandum of Agreement and any other documentation that contains the requirement.  Motion carried.

2.      Other

         Mr. Van Wert reported that Jim from GMB (a licensed mechanical engineer) has been looking into the boiler issues and the sound readings for Trane versus Carrier room air units (originally approved for this hotel).  He stated that the costs for WPP and the hotel are going up and will be charged back to Turner as the hotel remedies the punch list items.  GMB’s report should be ready within the next few weeks.

         Mr. Sarow asked about the status of the arbitration.  Mr. Belleman indicated that Mr. Barr is trying to set up a phone conference to schedule a meeting with the arbitrator.  Mr. Van Wert has finalized the value of the punch list items and has forwarded that on to Mr. Barr to use in negotiations.

D.     Hotel Investment Services

1.      Update

Mr. Kos reported that Naples improved in their scoring and that they have moved back to the number 1 position.  Bay City is in 3^rd place behind Atlanta, Georgia.  Points were lost in return guest recognition; specifically, in line back-up at check-in.  Mr. Shelton stated that the leisure market has increased over the business travel market.  He also reported that the hotel is very busy with upcoming conferences.

2.      Notification to Downtown Management Board/Downtown Development Authority/Convention and Visitors Bureau about conferences/events

         The WPP board would like HIS to contact Candace Bales and Shirley Roberts regarding upcoming large conferences/conventions to give downtown business the chance to change staffing levels to stay open later during that time.

         Mr. Shelton reported that CVB has packets that are presented to conference attendees and he shares information about the downtown area.  He reported that conference bookings were down for July but are back up for August.

         Mr. Kos indicated that there has been no contact with the new owner of the Plaza.  He also stated that the marquee directional signage is in the 2006 budget.  He also reported that the NOI was behind budget and a good portion of that was for attorney fees.

E.     Other

1.      Mr. Cook stated that he has been receiving calls from area business people regarding the room names.  Mr. Belleman indicated that the room names reflected the area shipping industry and not any person.

VI.    New Business 

A.     Board of Director 2006 Meeting Dates

         After discussion, it was decided that until the Turner matter is settled, the board will return to monthly meetings beginning with October.  

         Tom Niemann made a motion that the board meeting for October be moved to October 19 at 7:30 a.m. in the boardroom (if available).  Motion carried.

         Tom Niemann made a motion to return to monthly meetings beginning October 19, 2005 through and including December, 2006.  The motion carried.

B.     Motion to ratify purchase of Window Film/Tint for Restaurant and Lounge

         Motion by Rob Monroe to ratify the purchase of window film/tint for the restaurant and lounge.  Motion carried.

VII.             Call to Public

No one came forward.

VIII.           Adjournment

Motion by Tom Niemann to adjourn the meeting at 9:20 a.m.  Motion carried.

Respectfully submitted,

______________________________

Melody A. Roth

Assistant Secretary