APPROVED

MINUTES OF THE BOARD OF DIRECTORS’ REGULAR MEETING HELD ON SATURDAY, FEBRUARY 23, 2008 AT THE CONFERENCE CENTER.

 

I.          CALL TO ORDER:                 At 9:00 a.m. by President Georgene Snyder.

 

            A.        Quorum=                     5 Board Members

 

            B.         Attendance=                 8 Board Members and 10 Staff

 

                        Members Present:         James Aguilera, Carol Comando, David Kellerman, Tom Prisco,                                                                       Georgene Snyder, Bill Stratemeier, Mitch Winkeleer, Michael Zibrin

 

                        Members Absent:         Robert Wolff

 

                        Staff:                            Michael J. Sibio, Community Manager

                                                            Dorisann Mooring, Assistant Community Manager

                                                            Jill Thatcher, Comptroller

                                                            Robert Vandercar, Director of Public Works

                                                            Bill Hamby, Director of Public Safety

                                                            Kevin Nally, Systems Administrator

                                                            Beth French, Director of Recreation

                                                            Marian Keegan, Director of Community Conservation

                                                            Elaine Peney, Executive Office Manager

                                                            Mary Beth Connors, Hemlock News Coordinator

 

            Hemlock News Editor: Laurie Stuart

 

            Agenda:

The agenda dated February 23, 2008 was used for this meeting and is filed as reference “a”.  Any changes in the agenda are reflected in the body of the minutes.

 

 

.01       MOTION:  Stratemeier/Aguilera - To go into Executive Session for legal, real estate and personnel matters at 9:00 a.m.

 

VOTE ON MOTION #.01 – APPROVED UNANIMOUSLY: 8/0/0.

 

**THE BOARD WENT INTO EXECUTIVE SESSION FROM

9:00 A.M. TO 9:59 A.M.**

**THE BOARD RECESSED FROM 9:59 A.M. TO 10:10 A.M.**

**THE BOARD RECONVENED WITH THE REGULAR SESSION AT 10:10 A.M.**

 

            Approval of Minutes of Previous Meetings

 

A.                 Regular Board Meeting of January 19, 2008:

 

.02       MOTION:  Aguilera/Winkeleer - To accept the minutes of the Regular Board Meeting of January 19, 2008 as submitted.

 

VOTE ON MOTION #.02 – APPROVED UNANIMOUSLY:  7/0/1.

Abstained:  Stratemeier

 

            B.         A.M. Executive Session Meeting of January 19, 2008:

 

.03       MOTION:  Winkeleer/Kellerman - To accept the minutes of the A.M. Executive Session Meeting of January 19, 2008, as submitted.

 

VOTE ON MOTION #.03 – APPROVED UNANIMOUSLY:  7/0/1.

Abstained:  Stratemeier

 

C.        P.M. Executive Session Meeting of January 19, 2008:

 

.04       MOTION:  Winkeleer/Aguilera - To accept the minutes of the P.M. Executive Session Meeting of January 19, 2008, as submitted.

 

VOTE ON MOTION #.04 – APPROVED UNANIMOUSLY:  6/0/2.

Abstained:  Kellerman, Stratemeier

 

OUT OF AGENDA ORDER –

 

V.        Committee Reports

 

A.        Architectural – Minutes dated February 2, 2008, 1p.

 

No Board action required.

 

B.        Official Publication and Public Information – Minutes dated February 2, 2008, 1p.

 

No Board action required.

 

        Minutes dated February 16, 2008, 1p.

 

                    Vice Chairperson Norm Welton presented the following motion:

 

The Official Publication and Public Information Committee recommended to the Board that they award the contract for the 2008 Handbook and Annual Report to Courier Printing.

 

                    To be handled later under “Awarding of Contracts.”

 

C.        Finance – Minutes dated February 16, 2008, 2pp.

 

The Finance Committee recommended to the Board that Management attempt to improve the collection of ALS reimbursement, in particular if the Fire Company could assign overdue accounts to HFCA for collection.

 

President Snyder said that Helen Yale has a chart of the ALS calls and billing and asked the Board to be provided a copy.

 

                    No Board action required.

 

D.        Planning and Land Use – Minutes dated February 3, 2008, 6pp.

 

Chairperson Eileen Klempner presented the following motions:

 

If the Board’s intention is to continue to use the facility for the foreseeable future, the Planning and Land Use Committee recommended to the Board the following renovations to the Teen Center:

 

1.                  Bathrooms should be brought up to code.

2.                  Screened porch needs fresh paint and additional seating. 

Consideration should be given to turn the porch into a four-season room.

3.                  Outdoor sports equipment should be updated as quickly as possible.

Consider setting up an outdoor basketball court.

4.                  The second floor represents an opportunity for expanded and improved activity.

5.                  Using a design process that would include the first and second floors would offer the possibility of space for dancing, a teen wet bar, conversation spaces, computer stations, etc.  The upstairs might also be used by adults for private parties, live entertainment, as a sports bar, etc.

6.                  The entire building, including the second floor needs to be updated including better lighting, improved entrance and exits, handicapped accessibility, etc.

7.                  The Teen Center should be exclusively used by teens, where films could be shown, card and board games played and other activities.  Computer access could be considered.

8.                  Considering implementing the Director of Public Works’ 2005 suggestions to replace the roof in five years, doors, plumbing fixtures, heating systems, interior and exterior painting within one year.

 

President Snyder asked Mike Sibio what suggestions could be implemented.  Mike Sibio said these recommendations would be discussed with Assistant Public Works Director Robert Palumbo.

 

President Snyder asked Mike Sibio to report back to the Board after he has reviewed the recommendations.

 

No Board action at this time.

 

The Planning and Land Use Committee recommended to the Board that if the Board intends to expand the Administration Building to include the Teen Center, the committee suggested that the Cow Barn and Fawn Hill Day Camp be looked at and the staff be permitted to assist with this.

 

Mike Sibio stated that there are no immediate plans to expand the Administration Building but it is something that will be addressed in the future and space is becoming very limited in some departments.

 

No Board action at this time.

 

The Planning and Land Use Committee recommended to the Board that an RFP be prepared for a bid to seek the services of an architect for further development of the Conference Center.

 

The Planning and Land Use Committee recommended to the Board that Ms. Amy Malinov Colwell be asked to serve as an unpaid community volunteer to assist the sub-committee in working through the process, beginning with preparing the RFP.

 

By consensus, the Board approved that an RFP be prepared for a bid to seek the services of an architect for further development of the Conference Center and agreed that Ms. Amy Malinov Colwell be asked to serve as an unpaid community volunteer to assist the sub-committee in working through the process, beginning with preparing the RFP.

 

E.         Public Health, Safety and Security – Minutes dated January 26, 2008, 2pp.

 

Chairperson Buddy Gentile presented the following motion:

 

The Public Health, Safety and Security Committee recommended to the Board that the Board seek to hire or assign gate guards or dispatcher personnel at the school bus stops, where needed, to cover absence of security personnel for the balance of this school year and ongoing and includes in this recommendation that the assigned time of such security personnel at the 402 gate bus stop be extended to accommodate buses coming from the East Stroudsburg Area School District.

 

.05       MOTION:  Zibrin/Winkeleer – That the Board approve that $1,200 be taken from contingency to provide staff to man the 402 bus stop on Tuesdays, Wednesdays and Thursdays.

 

VOTE ON MOTION #.05 – APPROVED UNANIMOUSLY:  8/0/0.

 

                        Chief Hamby stated that there would be a meeting with the Elm Beach bus stop parents on March 6^th at 7 p.m. at the Public Safety Building to get their input and suggestions regarding the situation at the Elm Beach bus stop.

 

                    Chairperson Buddy Gentile asked about the permanent lighting issue at the Forest Drive gate.  Mike Sibio said that he has been in discussion with the Landscape Club regarding this issue and that they are looking into white lights for the gatehouse itself.  He said that this will happen sometime in the Spring.

 

Minutes dated February 9, 2008, 1p.

 

                    No Board action required.                    

 

F.         Public Works and Physical Properties – Minutes dated January 5, 2008, 3pp.

 

Chairperson Gus Howing presented the following motions:

 

The Public Works and Physical Properties Committee recommended that the Board accept the contract extension from Edwards Sand and Stone for antiskid at $13.20 until 3/31/2010.

 

The Board acted upon this motion last month.

 

The Public Works, Physical Properties Committee recommended that the Board clarify with knowledgeable parties to determine a minimal total cost of the Refuse Project and clarify the legality of awarding the construction bid.

 

The Board acted upon this motion last month.

 

Minutes dated February 2, 2008, 2pp.

 

No Board action required.

 

G.        Recreation – Minutes dated January 6, 2008, 2pp.

 

The Recreation Committee recommended to the Board that they investigate which other charitable organizations within Hemlock Farms could receive the proceeds from Hemlock Farms Day.

 

Carol Comando presented the aforementioned motion.  She asked if only one organization could benefit from the proceeds from Hemlock Farms Day?

 

Mike Sibio explained that going back to the late 80’s when Hemlock Farms Day was established it was thought that the event be held to support the Hemlock Farms Volunteer Fire & Rescue Company in an effort to help in their fund raising efforts.  He said that Management recommends that the event continue be held to support the Fire & Rescue Company. 

 

By consensus, the Board agreed that Hemlock Farms Day has always been a fundraiser for the HFVF&R Company and will continue the tradition in an effort for the community to show their appreciation to the HFVF&R Company.

 

Minutes dated February 3, 2008, 2pp.

 

The Recreation Committee recommended to the Board to add an additional Welcome Neighbor Night to the 2009 calendar.

 

By consensus, the Board agreed to add an additional Welcome Neighbor Night to the 2009 calendar.

 

H.        Elections – No report.

 

I.           Appeals - Minutes dated November 10, 2007, 2pp.

 

The Appeals Committee recommended to the Board that any existing member of the Appeals Committee who does not attend either (I) a single meeting of the Appeals Committee or (II) a single appeals hearing during the term of his or her membership on the Appeals Committee shall be excluded from being a member of the Appeals Committee for the following year.

 

The Appeals Committee recommended to the Board that members of the Appeals Committee in          good standing should select a Chairperson for the following term at the last meeting of the Appeals         Committee.

 

Board Secretary Carol Comando stated that she would incorporate the suggestion of the Appeals Committee in the report that she has prepared for the Board regarding Committee Structure.

 

No Board action required.

 

Mike Sibio said that the member who had requested an appeal to the Board last month and was denied had requested a copy of the Appeal Committee Record Report.  He asked the Board if the member should be provided with the copy or if he should speak with the Appeals Committee chairperson.

 

By consensus, the Board agreed that Mike Sibio should seek approval from the Appeals Committee chairperson regarding the release of a copy of the Appeals Committee Record Report to the member in question.

 

J.          Environmental – Minutes dated January 5, 2008, 2pp.

 

Dan Potter presented the following motions from the Firewise Board:

 

The Firewise Board recommended that staff be directed to submit the Application for Mitigation within the Pennsylvania Firewise Community Program through Northeast Area Hazard Mitigation Federal Assistance Funding to reimburse 2007 hazard mitigation expenses incurred by HFCA and Hemlock Farms Volunteer Fire and Rescue Company, to reduce HFCA’s risk from wildfires.  The grant is submitted to the PA Department of Conservation and Natural Resources Bureau of Forestry Division of Forest Fire Protection and supports HFCA’s Firewise Program.

 

The Firewise Board recommended that the HFCA Board of Directors approve the grant application for mitigation within the Pennsylvania Firewise Community Program through Northeast Area Hazard Mitigation Federal Assistance Funding to support HFCA’s 2008 Firewise projects to include educational events, implementation of Firewise practices, and installation of dry hydrants.

 

.06               MOTION:  Winkeleer/Aguilera – That staff be directed to submit the Application for Mitigation Within the Pennsylvania Firewise Community Program through Northeast Area Hazard Mitigation Federal Assistance Funding to reimburse 2007 hazard mitigation expenses incurred by HFCA and Hemlock Farms Volunteer Fire and Rescue Company, to reduce HFCA’s risk from wildfires.  The grant is submitted to the PA Department of Conservation and Natural Resources Bureau of Forestry Division of Forest Fire Protection and supports HFCA’s Firewise Program. 

Also, that the Board approve the grant application for mitigation within the Pennsylvania Firewise Community Program through Northeast Area Hazard Mitigation Federal Assistance Funding to support HFCA’s 2008 Firewise projects to include educational events, implementation of Firewise practices, and installation of dry hydrants.

 

VOTE ON MOTION #.06 – APPROVED UNANIMOUSLY:  8/0/0.

 

Minutes dated February 2, 2008, 2pp.

 

The Environmental Committee recommended to the Board that an ad hoc committee be established consisting of members of the Environmental and Architectural Committees and local building associations to maximize protection of trees while taking into consideration the impacts to builders.  The Committee requests that HFCA staff and/or Management be available as needed depending on the information or input required by the committee.

 

.07               MOTION:  Kellerman/Zibrin – That the Board approve that an ad hoc committee be established consisting of three members of the Environmental Committee, three members of the Architectural Committees and local building associations to maximize protection of trees while taking into consideration the impacts to builders.  And that HFCA Staff and/or Management be available as needed depending on the information or input required by the committee.

 

VOTE ON MOTION #.07 – APPROVED UNANIMOUSLY:  8/0/0.

 

The Environmental Committee recommended to the Board that the proposed Code Enforcement Report include land disturbance, septic malfunction, blacktop driveways, tree removal, tree removal in setbacks, 20% footprint, 50 foot riparian buffer of wetlands, tree code violations, lakefront altering, drainage, and feeding wildlife in both inspection and code enforcement.  

 

President Snyder stated that the proposed Code Enforcement Report was not included in the packet and asked that it be brought back to the Board at next month’s meeting.

 

No Board action at this time.

 

**MEMBERS TIME BEGAN AT 11:04 A.M.**

 

President Snyder announced that the Board discussed legal, real estate and personnel issues during Executive Session.

 

Steve Natt                  Stated he reviewed Board meeting and budget minutes that he had requested to see.

804 Whippletree Ct.   He said he wrote a letter to the Editor and an Editor’s Note was added.  He said the Editor’s Note was not correct.  He said he had hoped to speak with Jill Thatcher but that she was not present today but that he did have an opportunity to speak to Editor Laurie Stuart.  He asked President Snyder who makes the decision as to how an Editor’s Note is made.  He stated that the only reason for an Editor’s Note is if there is misinformation in a letter.  He said that his letter was accurate as the information he stated was provided from the Association and that placing the Editor’s Note after his letter negated his letter.  He stated that Jill Thatcher’s information is wrong about the community earning an average of 4.5% interest on the money.  He said that members are being charged $10,200 per year in interest.  He explained that if the money was left at 4.5%, it would earn over $17,000 per year and extrapolated over ten years there would be a $72,000 difference.  He said that in the storm water budget in the Hemlock News the last line says annual repayment over 10 years, interest at 4.5%.  He said the HFCA is earning 2.638% and asked          how it could be stated as 4.5%.

 

President Snyder        Stated that Jill Thatcher is not here today to answer his questions.  She said she assumed that an Editor’s Note was needed because there was an error in his letter.  She explained that his problem could not be addressed today as it will have to be discussed with Mike Sibio and Jill Thatcher.  She said she cannot resolve his problem today.

 

Mike Sibio                  Said he will ask Jill Thatcher to contact Mr. Natt.

 

Steve Natt                  He said every time a member has a question, they should not go through this.

804 Whippletree Ct.  

 

President Snyder        Said that Management will make Jill Thatcher available to him.  She asked that he speak with Jill and report his findings back to the Board.  She said this will give him an opportunity to review the information with the individual who provided it.

 

Steve Natt                  Asked again what is the process that is used to determine if an Editor’s Note is needed

804 Whippletree Ct.   and asked who made the decision to put one in.

 

President Snyder        Said that her thought is that the Controller saw the information and felt it was not accurate.  She told Mr. Natt that he had every opportunity to present his concerns during Finance Meetings, Board Meetings, Budget Hearings and Budget Adoption.

 

Eileen Klempner        Said that she heard there was a problem with email from Yahoo getting to the

806 Pinto Ct.               Administration Office.  She said that this month Linda Polizzi did not get the PLU agenda so it appears the problem still exists.

 

Kevin Nally                 Explained that because of so much spam and viruses, internet service providers are blocking emails at the server.  Email is no longer a reliable business method of communication.  Staff needs to follow up with people to confirm if emails are received or to follow up with a hard copy.

 

Carol Comando           Said about 90% of the emails she receives through the HFCA website are spam emails.

 

Kevin Nally                 Responded that the solution to the spam mail coming from the HFCA website is that the Board members remove their addresses from the website.

 

Eileen Klempner        Asked that committee chairs be advised of the problem with Yahoo emails being sent

806 Pinto Ct.               to the HFCA office.

 

Buddy Gentile            New Club Rules – He said that members feel that their constitutional rights are being taken away.

 

President Snyder        Responded that there is a sub-committee working with the clubs right now and that there are no rules at this time.

 

Buddy Gentile            Said that members’ constitutional rights should not be given up.

 

John Chapman           Refuse Recycling Center Project – He said that the people in Hemlock Farms voted for this project and the Board cannot change what has been decided.  He thanked those that were instrumental in the project – David Deckinger, Gus Howing and the Public Works Committee.  He gave his appreciation to Bob Vandercar, Robert Palumbo and Mike Sibio.  He said that he is happy that the Board is taking up the matter for a successful conclusion.

 

Ted Schwartz              Said he spoke with Mike Sibio two years ago when he bought his new home.  He said

143 Mapleridge Dr.    he was doing some landscaping work when CEO Jesse Sloan came by and took measurements for his permit application and that it was approved with the knowledge that Mr. Schwartz would blacktop in the future.  He said that now he is ready to pave and the contractor said the second driveway would put Mr. Schwartz 1,000 feet over what is allowable.  He said that Pt. Jervis Paving is waiting to hear from him and asked the Board to approve the 1,000 feet needed to pave his driveway.

 

President Snyder        Responded that the Board cannot make that decision and that he should follow this up with Mike Sibio and the Building Department staff.

 

Mike Sibio                  Said that he will call Mr. Schwartz and follow this up.

 

**MEMBERS TIME ENDED AT 11:28 A.M.**

**THE BOARD RECESSED FROM 11:28 A.M. TO 11:40 A.M.**

 

V.        Committee Reports – continued:

 

K.       Ad hoc and Subcommittees of the Board:

 

President Snyder reviewed the list of ad hoc and subcommittees of the Board and asked that the following be removed from the agenda as they are not active at this time:  Water Company Evaluation, Advanced Life support Evaluation and Oversight, Manager Review, Human Resources and Editor’s review.

 

By consensus, the Board agreed that the following ad hoc and subcommittees of the Board be removed from the agenda as they are not active at this time:  Water Company Evaluation, Advanced Life support Evaluation and Oversight, Manager Review, Human Resources and Editor’s review.

 

1.      Real Estate – No report.

2.      Audit Oversight – Minutes dated February 15, 2008, 2pp.

No Board action required.

Tom Prisco informed the Board that this is John J. Riley and Associates last year as auditor and that an RFP has to be developed to contract another auditing firm.  He also stated that the firm is asking for additional fees  because there is more work involved in preparing the audit due to new procedures.

 

By consensus, the Board seeks to hold John J. Riley and Associates to the existing contract and that Management is to notify them regarding the Board’s wishes.

 

3.      Water Company Evaluation – No report.

 

4.      Advanced Life Support (ALS) Evaluation and Oversight – No report.

 

5.      Finance Project Funding – No report.

 

6.      Cellular Service Agreement – No report.

 

Chairperson Hank Hudgins stated that the survey revealed that members would prefer to sign a petition rather than to write individual letters to the carrier.  He said that the committee is trying to develop a form that would satisfy the carrier’s needs.

 

7.      Source Water Protection Steering – No report.

 

8.      Manager Review – Not timely.

 

9.      Human Resource – No report.

 

10.  Editor Review – No report.

 

11.  Aquatics Bathhouse Facility – Minutes dated January 26, 2008, 2pp.

 Minutes dated February 16, 2008, 2pp.

 

                         No Board action required.

 

Carol Comando said that the committee met and learned that the HFCA does not have the proper documentation needed to go for permitting to update the bathhouses, i.e. daily usage figures.  She said that staff would begin getting daily figures so that permit application can be made next year.  She said the committee wanted to proceed with replacement of the pool liner and repairs to the deck provided that there is money in the Replacement Reserve Fund but the money is not there. 

 

12.  Rules and Regulations for Groups and Clubs – Minutes dated February 2, 2008, 1p.

 

No Board action required.

 

David Kellerman said the committee has met twice with HFCA club representatives.  He said they have identified areas of agreement but that there are a number of areas where consensus has not been reached.  He stated that the next meeting will be March 1^st and there will be a future presentation to the Board.

 

13.  Public Safety Staff Retention and Salary Scale – No report.

 

President Snyder said that two meetings were held and one more meeting is scheduled.  She stated that a recommendation would be brought to the Board in March.

 

III.       Treasurer’s Report

A.                 Uncollected Dues:  None.

 

IV.       Manager’s Report

           

            Mike Sibio highlighted his 4pp. Manager’s Report as follows:

 

            Jim Aguilera took this opportunity to compliment the Public Works Department on the great job they             did with snow plowing operations during the storm this past week.