CHCA EXECUTIVE COMMITTEE MEETING
Dixon House, St. Paul’s Episcopal Church
Thursday, September 11, 2008

MINUTES

Executive Committee Members Present: Dina Hitchcock (VP Operations), 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), Rob Remus (At-Large), and Kristina Sullivan (Secretary)

Executive Committee Member Excused: Tolis Vardakis (President)

Executive Committee Member Absent: Robert Rossman (At-Large)

Board Members Present: Christopher Padova, Marilyn Paucker, and Meredith Sonderskov

Others Present: Philip LeCalsey (Community Manager) and Noreen Spota (Administrative Coordinator)

Ned Mitinger called the meeting to order at 7:40 PM. Noreen Spota conducted the roll call. Dina Hitchcock then chaired the meeting in the absence of Tolis Vardakis.

Approval of Minutes. There was a motion to approve the Executive Committee meeting minutes from August 14, 2008 as submitted; this motion was seconded and passed with two abstentions (Anne McNally and Patrick Moran).

Report from Treasurer. Mark Keintz circulated and reviewed the income statement for the Local for the month ending 6/30/08. He pointed out that the month-by-month budget still has to be prepared and then inserted into columns 3 and 4 on the income statement. The following concerns were mentioned:

• The Local’s checking account may not have enough money to cover the payroll of September 26, possibly requiring a temporary transfer from the Association’s account.
• Today a problem was discovered with the Baseview software used to generate the invoices and aging reports for display and classified ads. The invoices and aging reports were incorrect, and this affects cash flow because companies will not pay unless they have a correct invoice.

In the ensuing discussion, the following points were raised and questions were asked:

• Who is responsible for collecting accounts receivable (80 percent of which is from display ads)?
• When are commissions paid to the salespeople (when the ad is placed vs. when the ad is paid for)?
• Cash flow and meeting payroll have been problems since 2001.

After it was established that commissions are paid when ads are placed, with a possible impact on cash flow, Ron Recko offered a motion that salespeople not be paid their commissions for a particular ad until the invoice for that ad is paid in full. Mark Keintz felt that this decision should not be rushed, that the actual impact on cash flow should be analyzed, and that ideally a business manager should make this decision (a position that the Local cannot afford to pay for currently). He stated that Philip LeCalsey could work with bookkeeper Sue Kowert and Lois Thomson, who keeps track of accounts receivable, to study the cash flow impact of this practice. Concern was expressed that recurring real estate ads are not considered house accounts and that the 17.5 percent commission rate is being paid on regular, existing accounts. Ron Recko’s motion was withdrawn, and Dina Hitchcock offered a motion to recommend to the Board that an ad hoc committee be formed to address issues related to the payment of display advertising commissions. The committee will be chaired by Rob Remus; other committee members will be Mark Keintz, Patrick Moran, Jane Piotrowski, and Ron Recko (Dina Hitchcock will be ex-officio). This motion was seconded and passed unanimously. The committee will present its recommendations at the next Executive Committee meeting. In the meantime, salespeople and staff will make every effort to collect outstanding balances to ensure that the September 26 payroll can be met.

Report from Vice President, Social Division. Jane Piotrowski reviewed plans for the upcoming Fall for the Arts Festival, the CHCA blood drive and possible health fair in February, and this Sunday’s Zoo2 unveiling.

Report from Vice President, Physical Division. Ned Mitinger stated that the Business Improvement District is proceeding with plans for the “bumpout” at Germantown Avenue and Bethlehem Pike. There is an outline on the street to indicate where the bumpout will be, and Ned asked those present to follow the outline while driving and think about whether this will facilitate traffic flow and help pedestrians crossing at the intersection. Patrick Moran reported on various issues being addressed by the Traffic, Transportation, and Parking Committee including the bumpout, a survey of crosswalks/lane dividers that need repainting, and stop signs. He also stated that Tom Hemphill has agreed to serve as the new chair of this committee.

Report from Vice President of Operations. Dina Hitchcock reported that the CHCA/Local employee manual is being updated. Revisions include additional paid holidays and a description of the new 401(k) policy. The current draft will be reviewed by Philip LeCalsey and Noreen Spota, and then by Pete Mazzaccaro.

Report from Community Manager. Philip LeCalsey distributed and reviewed his report, which provided updates on the following topics: 1) maintenance of Town Hall; 2) collaboration with Springfield Residences; 3) the Fund Drive thank you party; 4) the Holiday House Tour; 5) rental of 8436 Germantown Avenue to the fabric store; 6) compilation of Treehouse Play Café proposal materials; and 7) a community forum with the 14th Police District to be held on Wednesday, October 1. The next Holiday House Tour Committee meeting will be held on Monday, September 15 and Dina Hitchcock is chairing the event. There was some discussion about how to reinvigorate the Chestnut Hill Town Watch. There was also some discussion about the Treehouse Play Café proposal and developer Sanjiv Jain. Kristina Sullivan urged that the Board’s decision about whether to approve the variances should be based on the facts only and not personal considerations. Anne McNally said that the granting of liquor licenses has a significant impact on the community. Jane Piotrowski expressed her concern about the future ramifications of such projects. Patrick Moran felt that the planned renovations would change the appearance of the 8500 block of Germantown Avenue to be unlike the rest of Chestnut Hill. Ron Recko inquired about what would happen if the six conditions put forth by the Development Review Committee are not met. Ned Mitinger offered to answer some of the basic questions posed by Board members about the project prior to the next Board meeting.

Old Business.

Employee 401(k) Plan Update. Mark Keintz reported that a payment of more than $23,000 is due in December to cover the employer’s share of the 401(k) covering the period April 1 through November 30, 2007. The business has not made enough profit to pay this. Mark also clarified that there will be no audit report from the Fund in October unless the bookkeeper is asked to divert her efforts away from catching up with preparing the monthly financial reports for the Association and Local.

Report from Chestnut Hill Adult Activities Center. Meredith Sonderskov provided an update on the move from Chestnut Hill Village to the Presbyterian Church originally targeted for this November. Renovations still have to be done on the church to accommodate the new Life and Learning Center, so it is now projected that the move will occur in February or March 2009. Since the current lease expires in November, they will ask for a month-to-month lease at Chestnut Hill Village until the move is finalized.

New Business.

Appointment of New Executive Committee Member. Dina Hitchcock, noting Tom Fleming’s recent resignation from the Board, offered a motion to recommend to the Board the appointment of Marilyn Paucker to serve on the Executive Committee. This motion was seconded and passed unanimously.

There being no further business, the meeting was adjourned at 9:10 PM.

Minutes prepared by Noreen Spota, CHCA Administrative Coordinator, on 9/14/08.

Respectfully submitted on 9/23/08 by:

Kristina Sullivan
CHCA Secretary

Approved by the Executive Committee without amendment on 10/9/08.