CHCA EXECUTIVE COMMITTEE MEETING

Christ Ascension Lutheran Church
Thursday, June 14, 2007

MINUTES

Executive Committee Members Present: Jane Becker (At-Large), Ed Berg (At-Large), Morris Disston (Treasurer), Tom Fleming (At-Large), Jeremy Heep (VP Physical Division), Dina Hitchcock (VP Operations), Nancy Hutter (Secretary), Anne McNally (At-Large), Jane Piotrowski (VP Social Division), Ron Recko (Immediate Past President), and Tolis Vardakis (President)

Executive Committee Member Excused: Lou Aiello (At-Large)

CHCA Board Members Present: Tia Burke, Jim Foster, Howard Lesnick, and John Levitties

Others Present: Steve Fillebrown, Harry Johnston, and Judy Morgan (Budget and Finance Committee Members), Kristin Pazulski (CH Local Staff Writer), Martha Sharkey (Community Manager), and Noreen Spota (Administrative Coordinator) Tolis Vardakis called the meeting to order at 7:30 PM. Noreen Spota conducted the roll call.

Approval of Minutes. The Executive Committee meeting minutes from May 10, 2007 were approved as submitted.

Report from Treasurer. Financial statements as of 5/31/07 for the CHCA, Fund, and Local were distributed and reviewed. Discussion ensued about the audit for the CHCA/Local for the year ending 3/31/06. Nancy Hutter and Ron Recko both pointed out that the Board agreed on the necessity for an independent, unqualified audit for 2006 and that the money in the budget is for this audit. In addition, Ron posited that given the substantial proceeds from the sale of 8431 Germantown Avenue, the Fund should help pay for the audit. Jim Foster noted that the CHCA/Local 2006 tax return has not yet been filed and that an estimate for the Board approved 2006 unqualified audit was obtained from another accountant, Chuck Ward. Moss Disston questioned whether there is enough money in this year’s budget to “re-audit” 2006. Dina Hitchcock stated that since accountant Charlie Jebran has prepared a preliminary audit report (sent to Ed Budnick on 3/12/07), we should request that Jebran finish the job. Jim Foster and Judy Morgan both expressed the view that a new person should be hired. Jim pointed out that the preliminary report was inaccurate (payables were understated by $30,000 to $40,000 because they were never ledgered), and in his opinion Jebran accepted the information provided by CHCA management without performing the necessary verifications and proofs, and therefore this was not an “unqualified audit.” Tom Fleming offered a motion to recommend to the Board that Charlie Jebran complete the audit for 2006, performing an unqualified audit as best as he can, and that we move ahead immediately with the 2007 audit after obtaining the necessary three bids. This motion was seconded by Dina and, after further discussion, passed unanimously. Jim recommended that any new auditor specialize in non-profits and be able to complete the 2007 audit by this September. (It was pointed out that the deadline for filing an extension for the 2007 tax return is Friday, June 15, 2007. Tolis reported that Jebran is filing for the extension by this deadline.) Ron stated that bids were obtained from Jebran and Ward, and that a third bid was sought but not received. Moss offered to obtain the third bid. Jim clarified that Ward has agreed to set aside the already signed engagement letters. Ed Berg recommended that in the future, we should have a written record of all requests for bids, audit completions, etc.

New LUPZ Committee Co-Chair. Jeremy Heep reported that John Haak, Co-Chair of the Land Use, Planning, and Zoning Committee (LUPZC), has stepped down but will remain on the committee. The LUPZC has nominated Joyce Lenhardt to take his place. Jeremy offered a motion to recommend to the Board the appointment of Joyce Lenhardt as the new Co-Chair of LUPZC. This motion was seconded by Tom Fleming and passed unanimously.

Chestnut Hill Health System (CHHS) Advisory Committee Appointment. Jeremy reported that the LUPZC wishes to have one of its members appointed to the CHHS New Master Plan Advisory Committee. He offered a motion to recommend that the Board approve such an appointment. Ron stated that this past year, Jonathan Nalli, Chief Operating Officer of the CHHS, requested four people from the CHCA to serve on this committee (the person from LUPZ would be the fifth). Ron expressed his opinion that the CHHS Committee is an independent group that would have to come before the LUPZC eventually, and that having an LUPZC member on the CHHS Committee could be a potential conflict. Jeremy stated the opinion of the LUPZC, that this is a matter of efficiency to provide LUPZ input early in the process and prevent problems. In any case, the hospital would have to agree to accept the additional person; Tom Fleming offered to contact them about this. Jeremy’s motion was seconded by Dina and passed with one abstention (Ron Recko).

Report from Vice President of Social Division. Jane Piotrowski reported that over $10,000 has been received in sponsorships for the Black & White Gala, but that we need to raise more money. She also reported that this month’s ComeUnity yoga class will be held on Sunday, June 24 at the Presbyterian Church and that additional volunteers are needed to help with weeding in Buckley Park.

Report from Vice President of Physical Division. Jeremy Heep reported that Jane Piotrowski and two other volunteers had spent the day gardening at the Chestnut Hill East train station. He also reported that the Development Review Committee and the LUPZC are both working with representatives of Citibank on their plans for the facades, color scheme, and overall outside appearance for their new branch at the corner of Germantown and Highland. 

Report from Vice President of Operations. Dina Hitchcock’s report included the following items: 1) new Community Manager Martha Sharkey has been doing a terrific job; 2) in an effort to streamline office procedures and communications, Board members should go through Martha for requests for Noreen’s and Sue’s time; 3) we are in the process of obtaining competitive bids for liability insurance; 4) we are reviewing the security system for Town Hall; 5) we are appointing (with Board approval) a new Budget and Finance Committee, including many members with financial expertise; 6) discrepancies with accounts receivable for the Local have been resolved; 7) Walter Sullivan will be forming a Personnel Committee; 8) Tom Fleming will again serve as Chair of the Fund Drive for 2007-2008 and the kickoff will be held on Friday, November 9, 2007 at the Woodmere Art Museum; and 9) new people will be appointed to the Bylaws Committee. Dina offered a motion to recommend to the Board that Richard Becker be appointed to serve the remaining year of Mark Nottingham’s term and that Walter Sullivan and Mary Anna Ross Cowper be appointed for 5-year terms. Another person, to be determined, will replace Tom Kessler. Tom Fleming seconded this motion and it passed unanimously. Regarding the Fund Drive, it was pointed out that contributions will be solicited from CHCA Board members prior to the November 9 kickoff.

Report from Community Manager. Martha Sharkey distributed her report, which covered the following topics: 1) Community Events page on the CHCA website; 2) Pastorius Park concert series; 3) new Board members orientation, to be held on Thursday, June 21 at the home of Tia Burke; 4) planning for the Black & White Gala and the Holiday House Tour; 5) membership/Welcome Wagon; 6) staff meetings and office communications; 7) items for the Chestnut Hill Local; and 8) plans for the 2007-2008 Fund Drive kickoff. Martha and Noreen are also working on updating the CHCA committee lists so that new volunteers can be sought; the current lists were distributed for review. Tolis Vardakis reported that a generous donor has agreed to renew their funding for the CHCA Administrative Coordinator position.

New Business. Events. Anne McNally announced that “Run for the Hill of It” will be held on Saturday, July 28; scholarships are available. “Faces of Chestnut Hill” will recognize Tommy Walsh, a very dedicated employee of the Business Association. The Police/Firefighters/Postal Workers Picnic will be held on Wednesday, July 25; Philadelphia public officials will be invited, as in the past. Ed Berg mentioned that beginning in September, the Historical Society and the Business Improvement District will sponsor monthly panel discussions about our “Vision for Chestnut Hill’s Main Streets” and recommended that the CHCA be involved in this community forum.

Parking Issues. Tom Fleming urged that the CHCA address the parking issues in Chestnut Hill (e.g. the closed parking lot). John Levitties responded that the Parking Foundation, the Business Association, and the Business Improvement District are all working on various parking issues, and they need to keep the CHCA Board informed about these efforts. Ron Recko pointed out that the Parking Authority is much more prevalent on the streets than the police patrols, and it does not help our neighborhood’s image when visitors are so often ticketed. Jeremy Heep mentioned that one of his goals as Vice President-Physical Division is to revitalize the Traffic, Transportation, and Parking Committee.

Pull-Out Insert for the Chestnut Hill Local. Nancy Hutter distributed the following recommendation: “The CHCA needs to provide information to its members to make them aware of the organization’s structure so that they can better understand how the CHCA works and how they can contact, participate in, and contribute to CHCA activities. Proposal: to produce a pull-out insert to be placed in the Chestnut Hill Local in the next month outlining the organizational structure of the CHCA; its current officers and staff and their responsibilities; the various committees, when they meet, their memberships, and how they may be contacted; and the names of all elected Board members as well as those representing other community organizations. The pull-out will serve as a resource to the entire CHCA membership.”

President’s Agenda for 2007-2008. Tolis Vardakis circulated a draft of his agenda for the coming year, including organizational issues, finances, reaching out to the community, and fund raising. This document was reviewed and discussed in detail. (This document is a supplement to these minutes.)

Philadelphia Orchestra Concert. Tia Burke reported that $30,000 has been raised so far toward the July 2 concert; the goal is to raise $50,000. An estimated 5,000 people will attend. The funding for the regular Pastorius Park concert series includes a $10,000 sponsorship from Chestnut Hill Health System plus program advertising, fishbowl contributions, and concession sales. Tia suggested that since no other concert has been scheduled during the week of July 2, $2,500 from the concert series budget can be used to cover various expenses (e.g. security, decorations) for the Philadelphia Orchestra concert. Since CHCA will be doing the concessions, it is estimated that net income for the evening will be $2,000. Dina Hitchcock offered a motion to recommend to the Board that $2,500 be diverted from the concert series budget to the Philadelphia Orchestra concert. This motion was seconded by several people and passed unanimously.

There being no further business, the meeting was adjourned at 9:45 PM.

Respectfully submitted,
Nancy Hutter
CHCA Secretary

Minutes prepared by Noreen Spota, CHCA Administrative Coordinator, and approved by the Executive Committee on 7/12/07.