CHCA EXECUTIVE COMMITTEE MEETING
2nd Floor Conference Room, St. Paul’s Episcopal Church
Thursday, February 12, 2009

MINUTES

Executive Committee Members Present: Dina Hitchcock (VP Operations), Mark Keintz (Treasurer),
Marilyn Paucker (At-Large), Ron Recko (Immediate Past President), Robert Rossman (At-Large), Kristina Sullivan (Secretary), and Tolis Vardakis (President)

Executive Committee Members Excused: Anne McNally (At-Large), Ned Mitinger (VP Physical
Division), Patrick Moran (At-Large), Jane Piotrowski (VP Social Division), and Rob Remus (At-Large)

Board Members Present: Joseph Pizzano and Jonathan Sternberg

Others Present: Philip LeCalsey (Community Manager), Ann Ward Spaeth, and Noreen Spota
(Administrative Coordinator)

Tolis Vardakis called the meeting to order at 7:40 PM. Noreen Spota conducted the roll call.

Approval of Minutes. There was a motion to approve the Executive Committee meeting minutes from January 8, 2009 as submitted; this motion was seconded and passed with one abstention (Tolis Vardakis).

Report from Treasurer. Mark Keintz stated that he sent a letter to the auditors regarding corrective actions taken by the Board to ensure that the CHCA/Local remains an “ongoing concern.” The auditors have not yet replied. Copies of the Local’s balance sheet and income statement as of 1/31/09 were distributed and reviewed. Cash on hand was approximately $9,500 compared to $60,000 a year ago, and there was a net loss of $22,557 during the month. Due to a problem with cash flow, Mark was unsure about whether the Local would be able to meet its payroll this week without borrowing from the Association; he will check with the Bookkeeper to verify this. It was pointed out that commissions paid during the month of January were based on December’s advertising sales. Mark reported that a proposed Association budget for fiscal year ending 3/31/10 will be ready for the Board’s review at its meeting on February 26. The proportion of the Community Manager’s and Bookkeeper’s salaries paid by the Association, Local, and Fund is being re-assessed.

Tolis mentioned that a prospective source of income for the Association will be rental of a villa in Italy; complete details will be provided to the Board later this month. It was pointed out that a chairperson for this year’s Black and White Gala has not yet been found. Tolis recommended that the income produced by this event should be set aside to pay for the Administrative Coordinator’s salary in the future, since in two years it is uncertain whether financial support will be available. Tolis asked all of those in attendance to be thinking about possible fundraising ideas for the Association.

Report from Vice President, Social Division. In Jane Piotrowski’s absence, Noreen Spota reported on plans for the CHCA/Red Cross Blood Drive, which will be held on Monday, February 23. Noreen also reported on plans for the upcoming Health Forum presentations: 1) on Thursday, February 19 from 7-9 PM at the Presbyterian Church, two cardiologists from Chestnut Hill Hospital will discuss alternative treatments for people with heart disease, including their “Change of Heart” program; and 2) on Wednesday, March 18 at 6:30 PM at Chestnut Hill Hospital, the medical director of their Women’s Center will discuss the most recent news on breast health, screenings, and diagnostic tools.

Report from Vice President, Physical Division. Due to the absence of Ned Mitinger, there was no report from this division.

Report from Vice President of Operations. Dina Hitchcock reported that she is in the process of obtaining bids from caterers for the CHCA Annual Meeting, which will be held on Wednesday, April 22. It was noted that a Board meeting will be held on Thursday, April 23.

Report from Community Manager. Philip LeCalsey provided updates on the following issues: 1) status of the commercial insurance policy package; 2) publication of CHCA election and awards materials in the Local; 3) preparation of the Association’s 2009-10 budget; 4) plans for the Pastorius Park concert series; and 5) status of the Fund Drive. Phil reported that as of today, the Fund Drive has raised $55,313 from 467 donors, which is $3,000 ahead of a year ago.

Old Business.

Search Committee Report. Bob Rossman, chairperson of the Search Committee for the Local’s Associate Publisher, stated that resumes have been received, the interviewing process will begin on Monday, February 16, and a candidate will be presented to the Board at its meeting on March 26. Such issues as where the new employee will work (desk, telephone, computer, etc.) still need to be addressed.

Memorandum to the Editor. The issue of the February 5 Memorandum to the Editor was brought up. The question first suggested was that the Executive Committee members should sign it in order to make it complete since the approval of all except one member was not done at a formal meeting. It was agreed that that was unnecessary now that the Executive Committee was meeting and could again consider the matter. The facts leading up to the Memorandum were brought out. Those facts include the following. The Executive Committee had reviewed the performance of the Editor and in June of 2008 developed an Action Plan for him, of which the Board had been notified at that time and again advised at the January 2009 Board meeting. (A copy of that 2-page Action Plan is attached to these minutes.) The Executive Committee met with the Editor in early December to re-review his progress on the Action Plan. Before the Executive Committee could give its formal re-assessment to the Editor (i.e., some progress, some areas still needing work), another serious employee matter associated with the termination of an employee and with the conduct of that individual witnessed by the Editor and associated with the Editor occurred and it was thought best to bring the matter of the Editor’s progress to the Board at its January meeting. At the end of that Board meeting, Cathy Pimpinella volunteered to review the June 2008 evaluation and Action Plan and to draft a Corrective Action Plan, and the Board agreed. She reviewed those materials and drafted this Memorandum. Our counsel then reviewed that Memorandum and suggested certain revisions which were incorporated into the Memorandum which the Executive Committee issued February 5 to the Editor. That Memorandum to him was denoted, “Personal and Confidential.” The Memorandum was part of the ongoing process in accordance with the Bylaws VI 1 a (“The Executive Committee … reviews the job performance of the Association’s employees at least once each year.”) It was questioned why more than one review is necessary and the point was brought out that an “employee at risk” should be reviewed more often to support that employee in the execution of their Action Plan. At this point after a discussion pro and con, Mark Keintz made the following Motion, seconded by Dina Hitchcock: “The Executive Committee hereby re-issues the Memorandum directed to the Editor issued February 5.” After further discussion Dina Hitchcock moved to call the question which motion was duly seconded. The motion to call the question carried by a vote of 4 in favor, 0 against, and 2 abstaining (the President only yes or no votes in the event of a tie). The main Motion was then adopted by a vote of 4 yes, 1 no, and 1 abstention (the President again abstaining because there was not a tie).

Fund Drive. Tolis urged those present to donate to the Fund Drive if they have not already done so. He also repeated his request for ways to raise the funds that will be needed in two years for the Administrative Coordinator’s salary.

There being no further business, the meeting was adjourned at 8:50 PM.

Respectfully submitted on 2/23/09 by:

Kristina Sullivan
CHCA Secretary

Approved by the Executive Committee without amendment on 4/9/09.