CHCA EXECUTIVE COMMITTEE MEETING
Christ Ascension Lutheran Church
Thursday, August 9, 2007

MINUTES

Executive Committee Members Present:

Lou Aiello (At-Large), Jane Becker (At-Large), 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: Moss Disston (Treasurer)

Executive Committee Member Absent: Ed Berg (At-Large)

Board Members Present: Richard Becker, Stewart Graham, and Jonathan Sternberg

Others Present: Ed Feldman, Pete Mazzaccaro (CH Local Editor), and Noreen Spota
(Administrative Coordinator)

Tolis Vardakis called the meeting to order at 7:32 PM. Noreen Spota conducted the roll call.

Approval of Minutes. The Executive Committee meeting minutes from July 12, 2007 were approved as submitted, with four abstentions (Nancy Hutter, Anne McNally, Jane Piotrowski, and Ron Recko).

Report from Treasurer. In Moss Disston’s absence, Stewart Graham stated that the financial reports as of July 31, 2007 for the CHCA, Local, and Fund were not yet prepared.

Report from Vice President of Social Division. Jane Piotrowski reported that the invitations for the Black and White Gala, which will be held on Saturday, September 15, 2007, are ready to be mailed and the advertisement is ready for the CHCA website. As in the past, the postage has been donated; Jane asked that Board members receiving extra invitations should share them with friends. Various Chestnut Hill restaurants are donating the food and “Movie Buffs” are being sought to sponsor the auction packages. There is one more concert remaining in the Pastorius Park concert series, and Jane urged all Executive Committee members to attend. It was announced that Tia Burke has decided not to coordinate the concert series next year; Jane will give Tia a gift in appreciation for her hard work over the years. Several ideas were discussed about arranging for volunteers at the concerts (CHCA Board members, Teens Inc.). Jane also announced that CHCA will partner with Lutheran Settlement House during the month of October in the fight against domestic violence.

Report from Vice President of Operations. Dina Hitchcock reported that work on the CHCA/CHCF fundraising database will begin on August 21; no CHCA funds will be spent since money for the computer and software has been allocated from the Fund by the Trustees. Plans are underway for the Holiday House Tour, which will be held on Saturday, December 8, 2007. Two of the five houses have been committed, and there are plans to have a pre-tour party Friday evening at the Hill at Whitemarsh. Regarding financial matters, Dina stated that four bids are being obtained for the 2007 CHCA/Local and Fund audits and that a detailed 6-month interim report for the current fiscal year (as of September 30, 2007) will be presented as soon as it is ready. At its meeting on August 9, the Budget and Finance Committee reviewed the Local’s budget for the current fiscal year, and in the absence of an ad hoc committee or business manager to assist Pete Mazzaccaro with business matters, the Budget and Finance Committee will provide assistance.

Report from Vice President of Physical Division. Jeremy Heep reported that the Chestnut Hill Academy science building project was approved by the Land Use, Planning, and Zoning Committee on August 2. There will be a 20-foot buffer between the parking lot and Willow Grove Avenue; Morris Arboretum worked with the planners on greenery. Also at the LUPZ meeting, the request for a variance from the proposed art gallery on St. Martins Lane was rejected in its present form; a number of near neighbors came to express their opinions on the proposal. The proposal for the “play café” in the space formerly occupied by Color Me Mine was removed from the LUPZ agenda because of major revisions in the project (addition of a fourth story, possible liquor license); the Development Review Committee will require submission of a new application. Jeremy stated that he will provide the Board with updates on these proposals. Nancy Hutter added that coverage of proposal submissions in the Local alerts the larger Chestnut Hill community and provides notice for their input into the process.

Report from Community Manager. Martha Sharkey’s written report was distributed in her absence. It covered the following topics: 1) the “meet and greet” at the Jenks School with the new principal, to be held on Wednesday, September 5 from 5:00 to 7:00 PM; 2) replacing the office telephone system; 3) various property management issues; 4) CHCA page in the Local; 5) membership; 6) Holiday House Tour; 7) Black and White Gala; and 8) community relations. Nancy Hutter commended Martha’s written reports as a model for CHCA officers and committees to emulate.

Old Business. Ron Recko expressed his disappointment about the tabling of George Spaeth’s motion at the July Board meeting regarding the 2006 audits. Ron stated that the “$300,000 line of credit” appearing in the audit prepared by Charlie Jebran does not exist and is a major flaw. Ron then expressed his disappointment with the Board’s decision to disband the Oversight Committee, stating that their work is not finished, and that members of the community do not have confidence in the CHCA because of its divided Board. Ron asked the Executive Committee to re-consider the issue of disbanding the Oversight Committee. Tolis responded that he and George Spaeth have discussed this possibility, with the necessity of clearly defining the scope of the Oversight Committee and not permitting current Board members to serve on the committee. Ron replied that it will be difficult to find the necessary volunteers to continue the work. He stated that all information already compiled by the Oversight Committee will be “turned over to Harrisburg, the IRS, and a non-profit watchdog group” and that he does not want to be complicit in any cover-ups. Jane Becker suggested the possibility of hiring a tax attorney or other professionals to provide advice on how to proceed. Nancy Hutter stated that this was why members of the Board voted to re-audit the CHCA/Local for 2006 and that money was allocated in the current fiscal year for this purpose; it was also why outside funding was obtained (a donation from Lloyd Wells). Tom Fleming countered that we are about to hire an auditor for 2007, that every auditor examines the previous two years at a minimum, and that the Association’s Treasurer, Moss Disston, is satisfied with the 2006 audit prepared by Mr. Jebran. Tom expressed his opinion that the Oversight Committee was divisive and that the most pragmatic action at this point would be to hire a “third party” (not Mr. Jebran and not Mr. Ward) to conduct the 2007 audits. Anne McNally agreed that the 2007 audit will examine the past two years and stated that she wishes to move forward to address the many other important issues facing the community.

Regarding the “$300,000 line of credit” cited by Ron Recko, Dina Hitchcock produced documentation that this was a typographical error (referring to an actual $30,000 line of credit) that appeared in an audit several years ago and was copied into the 2006 audit prepared by Mr. Jebran. Dina said that she had contacted Mr. Jebran about this number and he stated that he had confirmed the line of credit with Ed Budnick, former Community Manager. Dina also stated that Jim Foster, Oversight Committee Chair, did not obtain proper authorization from the CHCA officers prior to examining the bank records, and that the bank confirmed that no one but signers on the account are permitted to have information about it. (The banks have been apologetic regarding this alleged breach of security.)

Nancy Hutter requested that Dina ensure that the resumes of the four CPAs bidding for the 2007 audit be made available for review by the Board. Dina said the resumes will be put on the CHCA website. Nancy also requested that Tolis clarify the issue of having a panel of Board members examine whether the Association continues to need an Oversight Committee and what the scope of the committee should be. Jane Becker referred to the Board meeting minutes from November 21, 1996 in which discussion addressed issues similar to those being addressed by the current Board. She reiterated the often-expressed opinion that the CHCA must return to having annual audits. Dina Hitchcock offered to make sure that Board members receive a copy of the November 1996 minutes.

New Business.

Board Voting Privileges. Ron Recko stated his concern that CHCA representatives serving on other Boards (for example, the Business Improvement District, the Historical Society, the Business Association, and the Parking Foundation) are not permitted to vote but that representatives from these organizations serving on the CHCA Board are permitted to vote. No action was taken by the Executive Committee on this issue.

Written Motions and Reports. Nancy Hutter submitted the following written proposal to recommend to the full Board: “All formal motions submitted to the Board shall be in writing and copies circulated to members prior to the meeting. Reports to the Board from Committees and Officers shall be in writing and copies circulated prior to the meeting. It shall be the responsibility of those members who propose ad hoc motions during the meeting or who propose amendments to motions to make sure that a written copy of such motions or amendments are submitted to the Board Secretary or Administrative Assistant at the end of the meeting.” After a brief discussion in which Jeremy Heep suggested that written motions and reports should be recommended but not mandatory, Nancy’s original proposal was approved, with seven votes in favor and two votes opposed (Tom Fleming and Jeremy Heep). Nancy will submit a written motion to the Board at their August meeting.

Surveillance Cameras, Police, and Public Safety Issues. Ed Feldman reported that the ACLU is investigating the issue of having surveillance cameras located on public property in Chestnut Hill. Anne McNally expressed her feeling about the need to prevent nuisance problems with a police presence in Chestnut Hill and that the Community Association and the Business Association should work together on contacting the 14th Police District about this issue. Ron Recko noted the current absence of bike police and Tom Fleming asked whether our associations should pay for private police protection. Jane Piotrowski emphasized the need for greater volunteer participation in the Chestnut Hill Town Watch program. No action was taken by the Executive Committee on this issue.

The meeting was adjourned at 9:05 PM.

Respectfully submitted,

Nancy Hutter
CHCA Secretary

Minutes prepared by Noreen Spota, CHCA Administrative Coordinator, and approved by the Executive Committee on 9/13/07.