Chestnut Hill Library
Thursday, April 26, 2007

MINUTES

Board Members Present: Elaine Aiello, Lou Aiello, Bob Bacino, Ed Berg, Tia Burke, Carol Cope, Mary Anna Ross Cowper, Maxine Dornemann, Janine Dwyer, Marianne Dwyer, Ed Feldman, Tom Fleming, Jim Foster, Stewart Graham, Jeremy Heep, Tom Hemphill, Dina Hitchcock, Nancy Hutter, Bright Judson, Howard Lesnick, John Levitties, Virginia Mallery, Anne McNally, Ned Mitinger, Joseph Pizzano, Susan Pizzano, Ron Recko, Gina Sannicandro, Meredith Sonderskov, Ann Spaeth, and Kristina Sullivan

Board Members Excused: Jane Becker, Richard Becker, Joanne Dhody, Kathy Jones, Marie Lachat, Sarah Maneely, Janice Manzi, John O’Connell, Christopher Padova, Jane Piotrowski, Walter Sullivan, and Sister Carol Jean Vale

Board Members Absent: Matthew Engebrethson, James Gleason, Kip Powell, George Roitzsch, Frank Steel, Jonathan Sternberg, and Lisa Sullivan-Mancuso

Others Present: W.W. Keen Butcher (Fund Trustee), Dick Doyle (Ad Hoc Committee Chair), Jean Hemphill (Fund Trustee), Richard Maloumian, Pete Mazzaccaro (CH Local Editor), Stan Moat (Fund Trustee), Judy Morgan (Budget and Finance Committee Member), Ned Putnam (Fund Trustee), Dottie Sheffield (Ad Hoc Committee Member), Edwin Sheffield, Noreen Spota (Administrative Coordinator), and Tolis Vardakis

President Ron Recko called the meeting to order at 7:30 PM and requested a moment of silence to acknowledge the passing of Carole Boynton, a former Editor of the Local. After the moment of silence, Secretary Ann Spaeth conducted the roll call.

Approval of Agenda. Dina Hitchcock offered a motion that this meeting be devoted to discussion about the 2007-2008 budgets, approval of proposed variances, and approval of the CHCA Judges of Election, and that all other agenda items be tabled. This motion passed.

Approval of 2007-2008 Budgets. Draft #5 of the proposed budgets for the CHCA and CHCF were distributed along with a proposed budget for the Local. Financial statements as of 3/31/07 for the CHCA, Fund, and Local were also distributed. Treasurer Ned Mitinger thanked the members of the Budget and Finance Committee (Stan Moat, Judy Morgan, Christopher Padova, and Ann Spaeth) for their hard work over the past four months. Jean Hemphill, President of the Fund Trustees, noted that it is the Trustees who approve the Fund budget. Ned pointed out that all Board members should participate in fundraising activities of the CHCA including membership, the Black & White Gala, the Holiday House Tour, and the annual meeting. He explained that the Black & White Gala income will be split this year between the Fund (sponsorships) and the Association (ticket sales).

Jim Foster proposed an additional one-time expense for an audit conducted by a new, independent accountant with expertise in non-profits. He stated that Chuck Ward met with CHCA bookkeeper Sue Kowert today and will provide an estimate within the next few days. According to Jim, an updated estimate from our former accountant, Charlie Jebran, to audit the year ending 3/31/06 amounts to $11,700. The last audit for the CHCA was for the year ending 3/31/04. Tom Fleming stated that we need audited statements every year, and they should be published in the Local. We have not yet filed our tax return for 3/31/06 for the CHCA/Local; Form 990 for the Fund has been filed.

Jean Hemphill stated that the Fund cannot finance a major audit for the CHCA/Local, especially since there has been no evidence of theft/embezzlement but instead largely problems in record keeping. Judy Morgan explained the process of compilation, review, and audit of financial records and the difference between a “qualified” and an “unqualified” audit. (The latter states that everything is acceptable based on examination of accurate source information.)

Bob Bacino offered a motion to accept the Fund budget; this motion was seconded by Jeremy Heep. Discussion ensued about the various line items in the Fund budget. Tia Burke offered a motion to call the question; this motion passed. The original motion to accept the Fund budget passed. Stan Moat reminded the Board that it is the Fund Trustees who ultimately approve this budget.

Ned Mitinger explained the various parts of the Association budget. Several Board members questioned where the money for the audit (estimated to be $11,700) would come from. It was determined that an additional $5,000 would need to be budgeted; ultimately it was decided that the CHCA would pay an additional $1,323 and the Local would pay an additional $3,677 for the audit.

Various Board members requested that the CHCA budget clearly indicate the full compensation for the Community Manager, Administrative Coordinator, and Bookkeeper, and that it also break down the “shared operating expenses” allocation of $42,000 from the Fund. The motion to approve the CHCA budget, with these revisions, passed unanimously.

Editor Pete Mazzaccaro reviewed the proposed budget for the Local in detail. After some discussion, the motion to approve this budget passed.

Approval of Variance. Susan Pizzano, Vice President of the Physical Division, reported that Amy and Conor Smith, owners of the home at 7734 Ardleigh Street, have obtained approval from the CHCA Development Review Committee for a variance to build a driveway. This variance was approved by the Board, and a letter of support will be sent to the Zoning Board of Adjustment. It was determined that the Morris Arboretum will not need a variance to rehabilitate the housing unit for its three interns.

Approval of Judges of Election. Lou Aiello, Vice President for Operations, proposed that Judge Armand Dellaporta, Kathlyn Egan, Brian Rudnick, Pastor John Saraka, Carl Shaifer, Fran Accetta, Mary Cunningham, Morris (Moss) Disston, Jim Hill, and Katie Worrall be approved to serve as Judges in the current CHCA election. The motion to approve these 10 people passed unanimously. Ned Mitinger requested a clarification that more than one ballot per envelope from the same household is permissible. This was approved.

Having run out of time, the meeting was adjourned at 10:06 PM.

Respectfully submitted,
Ann Ward Spaeth
CHCA Secretary

Minutes prepared by Noreen Spota, CHCA Administrative Coordinator, and approved by the Board of Directors on 5/24/07.