Re: [sudo-discuss] Children/Security/Janitorial issues.....

---------- Forwarded message ---------- From: Laurie Cooperman Rosen <Lscoop(a)comcast.net> Date: Wed, Sep 11, 2013 at 6:03 PM Subject: RE: Children/Security/Janitorial issues..... To: Matthew Senate <mattsenate(a)gmail.com> Hi Matthew…**** I think a meeting would be best because there are so many issues. I agree that the confrontation was bad, and that George has a problem when something hurts him deeply. Hopefully those who know him understand that he has a huge heart, and repays kindness with kindness, but has a hard time handling any type of abuse relating to people, animals or the building, and he simply can’t control his emotions and what he says when a violent incident occurs that is uncalled for. Accusations were not made at a particular person but there was ranting about the lack of control in the evenings and lack of responsibility/training/accountability for those using the premises that allowed this to happen, and in that he was righteous. ** ** The problem boils down to the security in the building. Doors are being left open in the evening and are not being monitored. People not affiliated with the group having an event can enter, hide, and do what they want later (which only by INCREDIBLE luck has not been grand theft thus far). We won’t be able to continue the late hours and will have to shut the building down after a certain time in the evening UNLESS we have a direct responsible person on-site that is trustworthy, has his/her own security code, and is fully conversant with the shutting down procedures and who also knows which doors should be shut (and when) throughout the entire 2141 floor during the evening. It’s not ok for The Sudo Room (or the Public School) to leave it to the last member staying late to shut down and monitor what is happening in the building if that person is not trained and knowledgeable and does not have his/her own security code.**** Sometimes people in 2141 leave the door from the office corridor to the bathrooms open when they should not. This has never been a problem until recently, when traffic started coming in from the rear door. In the past all traffic came in from the front door. The person in charge should make sure that the rear door from the bathrooms into that corridor is always locked throughout the evening.**** We have fixed the lock on the 22nd St. entrance so there should no longer be a reason to keep that door open during non-business hours (during business hours when certain hair stylists are there it might be kept open, because the stylists can’t use your security buzz-in system….something that should be rectified and would help building security IMMENSELY. I have also noticed that even when not being buzzed in the elevator is always accessible…something that should not be the case). **** We are now getting calls up until as late as 3am on a fairly regular basis (one at 3am this past weekend—usually more like until 11:30 on weekdays and 12-12:30am on weekends), and it is almost at the point where we are throwing our hands up and saying “don’t send the police” at a time when it is possible that a robbery COULD be in process or the building could be open to theft in the middle of the night, because we don’t know who is in charge or who to call at that hour. **** For our part, we need to put in more cameras in a couple of places, although I will draw the line at having them in a restroom stall. We met the gentleman who was likely the last person there the night of the awful event, and we believe that although his group was not directly responsible, he did say that nobody checked the restrooms before leaving, which should not have been the case. For both security and for those that arrive in the morning, we are now asking that after every evening group meets that the restrooms be checked, excess trash disposed of and paper towels/toilet paper replaced as needed. We have never been responsible for cleanup after events and since what has been happening there has been way beyond normal usage, we ask that you get together with the Public School to purchase some extra toilet paper/paper towels to keep on hand and to make sure that the restrooms are clean, stocked and ready for use when folks arrive in the a.m. The person in charge for the evening (see more on that below) should be in charge of that (janitorial/security) aspect as well. We will continue to come in late afternoons to take care of trash that builds up during the daytime. In order for this to happen we will ask on every evening if your groups have people there after 9pm that we have the name/phone number of the person on the premises who will be closing up and whom we can contact in case of security issues. It is possible for you (and a couple of others from The Sudo Room & Public School as designated by us) to be able to give people temporary codes for the security system if a person is trained but will not have access to the building on a regular basis. The responsible people may give out “one time” security codes as needed, with the ability to call those codes in directly to Sonitrol (you would use your own passcode when calling them, and then give them the name of the temporary person and temporary passcode) as the responsible person allowed to give out additional temporary codes. **** Also, George had me take care of the recycling on Saturday while he was dealing with the restroom incident. We should not have to be doing that. It took at least an hour to sort through the massive amount of glass to make sure that the insides of the bottles were cleaned out and that the plastic and glass (recyclable) was separated from the cans (which are returned for deposit). In that mess was also a modicum of some gross garbage that found its way into the recycling. We ask that this be done for us (glass-plastic separated, washed, into one set of plastic bags, and clean rinsed aluminum cans into another) and we will be happy to continue to haul them away, unless you prefer to haul them away yourselves—at this time the aluminum cans bring in a small amount of money after amassed for a month or two but the rest goes in our recycle can at home. When unwashed they attract all kinds of bugs and animals which is why they need to be cleaned out if we are to take them.**** I think that this and the other message covers all of the main issues. There is more to discuss if a related but separate group wants to be holding some child care sessions on the premises, but I think that should be via a conversation with all parties present to address issues of permits, security, insurance and likely additional rent.**** I think this is a fairly thorough response to most of the items, except the one (child care) that will require more discussion, because we don’t want to see anybody spend money for permitting or separate child care insurance until a more full understanding and agreement is made between all participating parties. Obviously, at this point in a lot of ways it would be much easier if the Sudo Room and related parties were to expand into some additional space so that more of our costs for that space are covered and so that we can put some better security features in place and have less worry about constantly having to clear out excess furnishings, objects and garbage that do not belong in the large common space, as well as our complete inability to rent out space to unrelated parties on any regular basis with the way the space is being used. At this point the headaches, stress, lack of sleep (for us) and stress on the building contents (i.e. walls, carpeting) and vulnerability of the building and its tenants are not aligned with the amount of rent received from your groups. That is not in any way to say that we don’t support and love what your groups are doing……just that we very much would like to have it work and be a win-win for all of us, without putting our other tenants at risk.**** Your thoughts would be much appreciated.**** Laurie**** ** ** ** ** ** ** *From:* Matthew Senate [mailto:mattsenate@gmail.com] *Sent:* Wednesday, September 11, 2013 4:48 PM *To:* Laurie Cooperman Rosen *Subject:* Re: Children**** ** ** Laurie,**** ** ** Thanks for replying briefly, when do you expect you will be able to send a full response? We also need to address the incident on this past Saturday, which was another unacceptable confrontation and accusation.**** ** ** Thanks, Matt**** ** ** On Fri, Sep 6, 2013 at 4:02 PM, Laurie Cooperman Rosen <Lscoop(a)comcast.net> wrote:**** Hi Matt-**** I received your note and drafted a response that night, but didn’t mail it out because I wanted to make sure George has nothing to add first. You will have it this weekend. The number one concern (before even anything else) is that WE are not insured for this and have received no evidence of coverage from your group either. At this point everybody who has any visitors on a regular basis MUST have insurance coverage with us as named insureds, and we at this point need to enforce that. Next on the list are permitting related issues from the City of Oakland for children to be allowed in any kind of day care setting, and also arrangements that will need to be made by your group (and the School too) to take care of janitorial during and immediately after any group activities being held there. This is not necessarily inclusive, but a start. We can discuss the possibility of this happening (allowing children in eventually), but not until these and other issues are fully addressed. I apologize for the miscommunications on both sides that caused George to get upset about this and perhaps act too heated, but it was not without reason (given that he assumed that the communications had been disbursed), and for the time being we need to start with the insurance issue because it looks like that will be required because of all of the traffic whether children are able to use the space eventually or not.**** Sorry, I worked on the email and saved it and was waiting for George to have time to look at it. The first month always keeps us both hopping and we only pass like ships in the night!**** Laurie**** **** **** *From:* Matthew Senate [mailto:mattsenate@gmail.com] *Sent:* Friday, September 06, 2013 1:38 PM *To:* Laurie Cooperman Rosen *Subject:* Re: Children**** **** Laurie,**** **** Please let me know when you have a chance to read our note, even if you are unable to respond immediately.**** **** Thanks, Matt**** **** On Wed, Sep 4, 2013 at 11:23 PM, Matthew Senate <mattsenate(a)gmail.com> wrote:**** Hi Laurie, **** This week George addressed a group of folks in the common area outside of Sudo Room and the Public School regarding the presence of minors in the building. His behavior was confrontational, hostile, loud, and very upsetting to many of those who were present, including some parentally-accompanied minors. There has unfortunately been a series of miscommunications about this issue, and we are dedicated foremost to resolving it amicably. **** First, thank you for communicating the building's policies on minors via email. Unfortunately, due to a lapse in our own internal communication, the contents of your email were not conveyed sufficiently to the relevant sudo room members before Wednesday of this week. Please understand this was a lapse in communication that has been rectified. **** Secondly, since early June, every Tuesday evening parent-supervised minors have attended sudo room. We provide no supervision services for minors. In fact, we provide no services to customers (we don't have customers) as we are a membership association. It was unclear that this event was specifically of any concern since it followed the requirement of supervision by parents. We are willing to meet the necessary requirements to ensure that you and George are provided with the appropriate advanced notification of any planned future sudo room events involving supervised minors and their parents. It is relevant to note that in the past we have allowed accompanied minors to be in the "Art Room" and not use common space, but in recent instances the common room has been used as well. Further, since we are interested in being as accessible as possible to different communities and demographics, we would like to clarify what opportunities there might be (through city services, insurance, waivers, etc.) for minors to be in the building in ways other than those outlined in your email. **** Thirdly, regarding the damage to the bathroom you discuss in your email, we understand your concerns and are sorry that it happened. We have raised awareness in hopes of preventing instances like this from happening in the future. While we are happy to take shared responsibility for ensuring the bathrooms are clean and usable, we want to communicate that we are not aware of any evidence that the minors who have been at sudo room were responsible for the damage. We fully support your desire to keep all parts of the space (including the bathrooms) vandalism-free, clean, and usable, so we have made all sudo room members aware of this incident, reinforced the expectations surrounding bathroom cleanliness, and reiterated the policy that children should not use bathrooms unaccompanied. Please let us know if you encounter any problems with the bathrooms in the future so that we can take appropriate action. However, we also ask for understanding that if there are problems with a shared space in the building, that absent specific evidence, sudo room may not have been the source of a particular problem. **** Finally, we would like to share with you a few of our expectations as lessees that we hope will help us continue to stay in this building that we have been very happy to rent for the last 9 months: **** Our Expectations: **** * That issues with our use of common space or our use of our rented "Art Room" be conveyed in writing, with disrespectful confrontations being completely unacceptable, in any circumstances. **** * Consistent with Sudo Room standards, that minors continue to be able to participate at Sudo Room, provided they are accompanied by parents or a legal guardian. **** * To work together with you as we grow, which requires we be accessible to more communities and demographics. **** * To consider options for mitigating liability through additional insurance, waivers, etc.**** Thanks, Matt**** **** **** ** **