CHCA EXECUTIVE COMMITTEE MEETING
Parish Hall, St. Paul’s Episcopal Church
Thursday, November 13, 2008

MINUTES

Executive Committee Members Present: Dina Hitchcock (VP Operations), Mark Keintz (Treasurer),
Anne McNally (At-Large), Ned Mitinger (VP Physical Division), Jane Piotrowski (VP Social Division), Ron Recko (Immediate Past President), Rob Remus (At-Large), Kristina Sullivan (Secretary), and Tolis Vardakis (President)

Executive Committee Member Excused: Marilyn Paucker (At-Large)

Executive Committee Members Absent: Patrick Moran (At-Large) and Robert Rossman (At-Large)

Board Member Present: Pamela Learned

Others Present: Joel Hoffmann (CH Local Staff Writer), Philip LeCalsey (Community Manager), and
Noreen Spota (Administrative Coordinator)

Tolis Vardakis called the meeting to order at 7:35 PM and asked for a moment of silence dedicated to Tom Fleming. Noreen Spota conducted the roll call.

Approval of Minutes. There was a motion to approve the Executive Committee meeting minutes from October 9, 2008 as submitted; this motion was seconded and passed unanimously.

Report from Treasurer. Mark Keintz reported that there are no new financial statements to review since the October Board meeting; the accountants have been in the office gathering information for the FY 2008 audit. There has been no substantial change in liabilities since 8/31/08 (the last financial statements for the Local) and according to Mark there are no concerns regarding cash flow at this moment. Advertising Sales Manager Sonia Leounes has made a comparison of sales between 9/1/07-11/7/07 and the same period in 2008 to see if current economic conditions have impacted ad revenues. This comparison showed that 2008 sales were $30,000 more than 2007 sales. Although there is no evidence of impending decline in ad revenue, there may be decreases in January and February. Financial statements for the months of September and October may be available for review at the December Board meeting. The Fund’s FY 2008 audit may be available at this month’s Board meeting, but Tolis reminded those present that the Fund Trustees review the Fund’s financial statements before they are made available to CHCA Board members. As the result of a question from Pam Learned, a discussion ensued about documentation of bookkeeping procedures and options for others to perform bookkeeping functions if the need arises. Mark stated that it will cost about $350 to set up Peachtree accounting software online. He is hesitant to make the transition before bookkeeper Sue Kowert is completely caught up with preparing the monthly financial statements, but a demo may be tried before then. The issue of who would perform bookkeeping functions in the absence of the regular bookkeeper is one for the Community Manager to resolve; there must be a fallback plan, a detailed chart of accounts, and written documentation of the process. The challenging part is adjusting for each month’s shared operating expenses. Rob Remus suggested that someone on the staff, possibly a reporter for the Local, can ask the bookkeeper about exactly what she does on a daily basis and write down all the different tasks. Mark offered to prepare a “needs statement” for the bookkeeping process, and Pam Learned offered to provide documentation of bookkeeping procedures from her own business.

Report from Vice President, Social Division. Jane Piotrowski reported that the first CHCA Health Forum was held last night at the Chestnut Hill Library and was attended by 17 people. The next lecture will be given by Dr. George Spaeth on Wednesday, December 10 about glaucoma. Tolis will provide the staff with information about the various lectures in the series so that they can be properly advertised starting immediately. Jane also reminded those present about the following upcoming events: 1) the Zoo2 auction, to be held this Saturday, November 15 at 7:30 PM; 2) “A Taste of Chestnut Hill,” a fundraiser for Teenagers, Inc. to be held this Sunday, November 16 at 5:30 PM; 3) holiday tree lighting on the Avenue, to be held on Friday, November 21 at 5 PM; 4) the Holiday House Tour, to be held on Saturday, December 6 from 10 AM to 4 PM; 5) the “Circle of Trees” tree lighting, to be held after the House Tour at 6 PM; and 6) “Preservation Potpourri,” a fundraiser for the Historical Society, to be held on Saturday, December 6 from 7-11 PM. Tolis distributed CHCA membership brochures and asked each Executive Committee member to bring in three new members.

Report from Vice President, Physical Division. Ned Mitinger reported that the Traffic, Transportation, and Parking Committee held a meeting on November 10 to discuss the “bump out” at the intersection of Germantown Avenue and Bethlehem Pike. The curb cut will reach 20 feet into Bethlehem Pike and the project will be performed next year. Ned also stated that PennDOT construction on Germantown Avenue (between Mermaid Lane and Allens Lane) is expected to be complete by Thanksgiving. There was some discussion about the pedestrian crossing sign at the intersection of Germantown and Rex Avenues being moved every day and Kristina Sullivan expressed concern about the lack of a wheelchair ramp on the street in front of Borders. Anne McNally then mentioned a Letter to the Editor in a recent issue of the Local regarding the Sugarloaf renovation project that was approved by the CHCA Board in September. The plan was to add 1,200 square feet to the Sugarloaf dining area. The letter writer expressed concern from near neighbors about noise resulting from the events taking place there and accused the CHCA Board of approving the renovations in spite of these concerns. It was reiterated that the Board did not approve the holding of events on the Sugarloaf campus as part of its vote in September. Ned Mitinger will write a letter to the Local clarifying exactly what the Board voted to approve. 

Report from Vice President of Operations. Dina Hitchcock reported that the Fund Drive kickoff party was held last Friday. With respect to the passing of Tom Fleming, the Honorary Chairs of the Fund Drive will remain as is. There was a brief discussion about distribution of the new Holiday House Tour brochures.

Report from Community Manager. Philip LeCalsey provided an update about plans for the Holiday House Tour including advertising and promotional materials, the Tour guidebook, and sponsorships. It was suggested that a mention be placed in the Philadelphia Inquirer weekend section. Regarding the CHCA annual meeting to be held in April 2009, Noreen will follow up with the Presbyterian Church to determine whether they have the necessary space on Thursday, April 23. If not, then Tuesday, April 21 would be acceptable. Philip also mentioned that health insurance premiums will increase sharply in January; he will obtain quotes from various sources.

New Business: None.

Old Business.

CHCA 501(c) Status. Ron Recko inquired about the 501(c) status of the CHCA. Tolis stated that the ad hoc committee focusing on this issue already reported on its decision that the CHCA cannot be considered a 501(c)(3) organization. Tolis also mentioned that he asked the IRS to search its records to determine whether the CHCA was ever officially a 501(c)(3) organization; no such records were found. It appears that mention of the 501(c)(3) purpose of the CHCA in the original Articles of Incorporation was deleted after formation of the Chestnut Hill Community Fund in 1972.

Ad Hoc Committee to Address Cash Flow Issues at the Local. Mark Keintz offered a motion to go into executive session so that the findings of this committee could be discussed. This motion was seconded and passed. All those present who are not members of the Executive Committee were asked to leave the meeting at 8:40 PM.

Minutes prepared by Noreen Spota, CHCA Administrative Coordinator, on 11/14/08.

Respectfully submitted on 11/18/08 by:

Kristina Sullivan
CHCA Secretary

Approved by the Executive Committee without amendment on 12/11/08.