CHCA EXECUTIVE COMMITTEE MEETING
Dixon House, St. Paul’s Episcopal Church
Thursday, July 10, 2008

MINUTES

Executive Committee Members Present: Ed Berg (At-Large), Mark Keintz (Treasurer), Anne McNally
(At-Large), Ned Mitinger (VP Physical Division), Patrick Moran (At-Large), Jane Piotrowski (VP Social Division), Ron Recko (Immediate Past President), Robert Rossman (At-Large), Kristina Sullivan (Secretary), and Tolis Vardakis (President)

Executive Committee Members Excused: Tom Fleming (At-Large) and Dina Hitchcock (VP
Operations)

Board Members Present: Tony Crist, Pam Learned, Meredith Sonderskov, and Ann Ward Spaeth
                 
Others Present: Ed Feldman, Philip LeCalsey (Community Manager), Pete Mazzaccaro (CH Local
Editor), and Noreen Spota (Administrative Coordinator)

Tolis Vardakis called the meeting to order at 7:35 PM. Noreen Spota conducted the roll call.

Approval of Minutes. On page 3 of the Executive Committee meeting minutes from June 12, 2008, in the section regarding the CHCA election, Tolis suggested that it be indicated that Caroline Haussermann’s written statement is an attachment to the minutes. There was a motion to approve the Executive Committee meeting minutes from June 12, 2008 as amended; this motion was seconded and passed with one abstention (Ron Recko).

Report from Treasurer. Mark Keintz noted that the financial statements for the Local for the fiscal year ending 3/31/08 are not yet completed but will be ready for review by the Board at its meeting on July 31. He said that the delay in producing financial statements was due to bookkeeper Sue Kowert’s 3-month medical leave. Since returning to the office in March, Sue has been gradually increasing her hours and has spent a substantial amount of time correcting the work of the temporary bookkeeper and dealing with the auditors. Mark recommended that more than one person should be familiar with the bookkeeping function. Philip LeCalsey will prepare a proposal including the resources needed for this. Ed Feldman asked whether the second person performing the bookkeeping function should be the CHCA Treasurer. Mark responded that this person should be someone regularly in the office, and Rob Rossman pointed out that it is bad practice to have the Treasurer serve as bookkeeper because this would weaken the necessary system of checks and balances.

There was a brief exchange about the $20,000 net income produced by the Association in fiscal year ending 3/31/08; this money will be needed by the CHCA because the Black and White Gala fundraiser will not be held this year. The Local should not have a deficit this year if it remains within its budget and therefore should not need money from the Association.

A discussion ensued about the lack of financial statements from the Fund. Mark stated that the reason the Fund reports are not ready yet is because the Trustees are deciding about how to report the commissions and service charges levied by Merrill Lynch. Ron Recko inquired about whether the investment/interest income from the sale of 8431 Germantown Avenue could be allocated to the CHCA, Ned Mitinger asked whether Board members could see the quarterly investment reports from Merrill Lynch until the monthly financial statements become available, and Pam Learned asked whether Board members could be sent a printed copy of Jean Hemphill’s report delivered at the annual meeting in April. Mark responded that he would ask the Fund Trustees these questions.

Report from Vice President, Social Division. Jane Piotrowski circulated and reviewed a flow chart illustrating plans for the picnic honoring police, firefighters, and postal workers to be held on July 30. Several Executive Committee and Board members volunteered for various tasks; Jane will e-mail the Board to solicit additional volunteers for the picnic. A flier about the picnic was also distributed.

Report from Vice President, Physical Division. Ned Mitinger reported on the following issues: 1) The Tree Walk [I’ll get the correct name of the project] at the Morris Arboretum is being reviewed once again this month by the Development Review Committee. The Land Use Planning and Zoning Committee has recommended approval of the project, which required a zoning variance for a “use permit” because the land occupied by the Morris Arboretum is zoned for residential use. The Tree Walk is expected to be in operation by next spring. 2) The Traffic, Transportation, and Parking Committee is considering an application submitted by Bob Previdi and his neighbors on the 8000 block of Winston Road to set aside two parking spaces for PhillyCarShare vehicles. The residents wish to be able to rent the vehicles in order to avoid the need to own two or more cars per family that would result in a shortage of parking spaces on the street. TTP Chairperson Patrick Moran pointed out that the neighbors are supportive of this plan, and the Board will be asked to approve a 6-month trial of the program.

Ron Recko and Ann Spaeth expressed concern about the deck at the back of the Cuba restaurant. Ron stated that it appears that the deck was not included in the plans originally approved by the DRC and LUPZ but that according to Larry McEwen, DRC Co-Chair, no zoning variance was necessary for the deck. Ned stated that we are waiting to hear from Licenses and Inspections to see if they will take action. Anne McNally suggested that this issue be considered by LUPZ and if the owner of the restaurant needed a permit but did not obtain it, L&I will shut them down. Ron noted that amplified music is being played. Noreen will check the meeting minutes to determine exactly which conditions were approved by the Board. According to Pam Learned, the owner of the restaurant, Miguel Castaneda, did obtain letters from his neighbors in support of a certain level of noise audible from the outside.

Report from Vice President of Operations. Due to the absence of Dina Hitchcock, there was no report.

Report from Community Manager. Philip LeCalsey distributed and reviewed his report, which covered the following topics: 1) availability of the library for the re-scheduled Board meetings in July, November, and December; 2) maintenance issues for the ponds at Pastorius Park; 3) letters for the Holiday House Tour; 4) his meeting with the director of West Mount Airy Neighbors; 5) the payroll company conversion; and 6) the effort to secure a tenant for the 8436 Germantown Avenue (Town Hall) commercial space. Tolis stated that it would be preferable to find a reliable tenant paying a somewhat lower rent than to have an empty property, since we have already lost 9 months rent. Anne McNally emphasized the importance of having a retail business rather than a professional office (e.g. attorney) in the space; Phil offered to speak to the Fund Trustees about this issue.

Regarding plans for the Holiday House Tour, Jane Piotrowski pointed out that it is critical that there be co-chairs (rather than one person) responsible for organizing this complex event. She suggested that an advertisement be placed in the Local soliciting co-chairs and volunteers for the event. There was a brief discussion about the finances from last year’s Holiday House Tour. According to the CHCA financial report from fiscal year ending 3/31/08, there was approximately $32,000 in income and $6,000 in expenses from the 2007 Holiday House Tour, for net income of almost $26,000. The conservative budget for the 2008 Tour is expected to generate $28,000 income and $7,500 expenses, for net income of $20,500.

Considering that the Board meeting dates were changed for July, November, and December, Ann Spaeth asked whether Board members who are unable to attend those meetings could automatically be considered excused. The Executive Committee agreed that this was a good idea. In addition, Ann pointed out that the correct name for this group is the “Executive Committee,” not the “Executive Board.”

There was no Old Business.

New Business. Pam Learned distributed and reviewed a detailed flow chart containing many suggested improvements for CHCA processes and procedures along with a sample Executive Committee meeting agenda with suggested improvements. In the ensuing discussion, points that were raised included:

* instead of a “Strategic Plan Committee,” there should be a “Long Range Planning Committee”
* members of the community should be able to contact Board members directly via e-mail
* division Vice Presidents should prepare concise written reports, reviewed in advance of the meetings
* Vice Presidents should not be required to report ongoing activities at the Executive Committee meetings, so that more time is available for discussion of planning issues
* background information regarding action items should be shared with the Board in advance
* agendas published in the Local should be as detailed as possible
* editorial policies should be reviewed, e.g. to prevent readers from mistaking frequent opinion writers for reporters
* there should be ample time at the meetings for members of the community to express their concerns
* the importance of integrating committee work with larger goals of the CHCA, with annual reports from each committee
* the Community Manager should have a seat at the table to reflect his leadership position and integral role in the organization
* there should be “social time” for members of the Board to meet at 7 PM prior to Board meetings
* recommendations from the La Salle Nonprofit Center, issued in October 2006, should be considered and implemented
* the CHCA needs an operations plan for more than just the bookkeeping function
* all unresolved committee business should be listed under “Old Business” at Board meetings
* it would be worthwhile to prioritize Pam’s recommendations and establish a timetable

The Executive Committee agreed that the Community Manager should sit with the Board (and Executive Committee) at the meetings and that there will be social time (including cobbler!) at 7 PM prior to Board meetings. It was also suggested that the Executive Committee will discuss the recommendations from the La Salle Nonprofit Center at its meeting in August.

There being no further business, the meeting was adjourned at 9:25 PM.

Minutes prepared by Noreen Spota, CHCA Administrative Coordinator, on 7/14/08.

Respectfully submitted on 7/24/08 by:

Kristina Sullivan
CHCA Secretary

Approved by the Executive Committee as amended on 8/14/08.