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APPROVED MINUTES OF THE BOARD OF DIRECTORS’ REGULAR MEETING HELD ON I. CALL TO ORDER: At
A. Quorum= 5 Board Members B. Attendance= 7 Board Members and 11 Staff Members Present: Jim Aguilera, David Kellerman, Tom Prisco, Georgene Snyder, Mitch Winkeleer, Robert Wolff, Michael Zibrin Members Absent: Carol Comando, Bill Stratemeier Staff: Michael J. Sibio, Community Manager Dorisann Mooring, Assistant Community Manager Helen Yale, Executive Asst to the Manager Jill Thatcher, Comptroller Elaine Peney, Executive Office Manager Robert Palumbo, Asst. Director of Public Works Bill Hamby, Chief of Public Safety Kevin Nally, Systems Administrator Beth French, Director of Recreation Marian Keegan, Director of Community Conservation Mary Beth Connors, Hemlock News Coordinator Editor: Hemlock News, Laurie Stuart .01 MOTION: Aguilera/Kellerman – To go into Executive Session
for legal, real estate and personnel matters at 9:00 a.m., which if conducted
in public, would violate a lawful privilege or lead to the disclosure of
information or confidentiality protected by law. VOTE ON MOTION #.01 –
APPROVED UNANIMOUSLY: 7/0/0. **THE
BOARD WENT INTO EXECUTIVE SESSION FROM **THE
BOARD RECESSED FROM **THE
BOARD RECONVENED AT **Board
Member Aguilera left at President Snyder welcomed newly
elected Board member Larry Solotoff. I.
Approval
of Minutes of Previous Meetings A.
Regular Board Meeting of .02 MOTION:
Kellerman/Wolff - To accept the minutes of the Regular Board
Meeting of VOTE ON MOTION #.02 – APPROVED UNANIMOUSLY: 6/0/0. B. Executive Session Meeting of .03 MOTION: Kellerman/Wolff
– To accept the minutes of the Executive Session Meeting of VOTE ON MOTION #.03 – APPROVED UNANIMOUSLY: 6/0/0. A. Uncollected Dues .04 MOTION: Kellerman/Wolff
-That the Board approve the write-off of uncollectible accounts totaling
$18,853.00. VOTE ON MOTION #.04 – APPROVED UNANIMOUSLY: 6/0/0. Out of
Agenda Order – V. Committee Reports A.
Architectural
– Minutes dated No Board action required. B.
Official
Publication and Public Information – Minutes dated The OPPI Committee
recommended to the Board that in accordance with the HFCA Board recommendation
regarding the Election Committee Chairman for the upcoming year, nominations
were accepted for the position of Chairman. George Barbier was nominated. No Board action required. C.
Finance
– Minutes dated Chairperson Lee Oakes
presented the following motions: The Finance Committee
examined HFCA’s portfolio of CDs and is satisfied that they comply with the
bylaws, and recommends no action at this time. No Board action required. The Finance Committee
recommended to the Board that gypsy moth reserve funding should be included in
the 2009 budget as proposed by the Comptroller, to provide sufficient funding
for any year in which spraying is needed. .05 MOTION: Zibrin/Prisco – That gypsy moth reserve
funding should be included in the 2009 budget as proposed by the Comptroller,
to provide sufficient funding for any year in which spraying is needed. VOTE ON MOTION #.05 – APPROVED UNANIMOUSLY: 6/0/0. D.
Planning
and Land Use – Minutes dated No Board action required. E.
Public
Health, Safety and Security – Minutes dated Chairperson Buddy Gentile presented the following
motions: The Public Health,
Safety and Security Committee recommended to the Board to establish a taped
video security camera 24/7 at the The Public Health,
Safety and Security Committee recommended to the Board that the Chief of Public
Safety issue a report to the PHS&S Committee and recommend the expansion of
videos for total security purposes. President
Snyder asked that Chief Hamby and Mike Sibio look into the matter of video security, determine costs and report back to
the Board. Chairman Buddy Gentile raised other topics which
generated Board discussion including: Review of
previous Safety Reports – Chairman Gentile stated that he has not been given
access to review previous safety reports that the HFCA has on file. Mike Sibio responded that the reports will be
made available to Chairman Gentile. Steer Barn Additional Handicapped
Parking Spaces – After lengthy discussion it was resolved that due to the slope of the grade in the area
in question, the HFCA will not be adding additional handicapped spaces. Disposal of
Medication into the Septic System – Buddy Gentile explained that there is
concern about members who flush their
medication in the toilet and the consequences it may cause by contaminating
HFCA water sources. Mike Sibio asked Community
Conservation Director Marian Keegan to research this matter and write an
article to be placed in the Hemlock News. Reverse
911 System – Chief Hamby reported that he, Kathy Leary and Kevin Nally
researched the issue of the failure that occurred during the gypsy moth
notification. Chief Hamby will prepare a
report to Management. He stated that
more funding might be needed to improve the system’s performance. He added that an article will be placed in a
future issue of the Hemlock News to alert members about what they need to do so
that they may be contacted as part of the Reverse 911 System. F.
Public
Works and Physical Properties – Minutes dated Chairperson Gus Howing presented the following
motion. The Public Works and
Physical Properties Committee recommended to the Board that they request
Management provide the Public Works Committee at their October meeting with a
proposal for HFCA to do door-to-door garbage pickup beginning at the conclusion
of the current contract. Further, that
the Public Works Committee make a proposal to the Board at their December 2008
meeting. After a lengthy
discussion, the Board made the following motion: .06 MOTION: Zibrin/Wolff – That the Board request
Management to provide the Public Works Committee at their October meeting with
a proposal for HFCA to do door-to-door garbage pickup beginning at the
conclusion of the current contract.
Further, that the Public Works Committee make a proposal to the Board at
their December 2008 meeting. Mike Sibio
said he can provide the necessary information to the Board. He said that if the HFCA is going to do house
to house refuse collection they would have to do it in a way that would allow
HFCA to take the refuse from the curb to a landfill. He said that would require transportation in
the trash truck to and from the landfill.
He said the cost goes up considerably as you must have the appropriate
equipment to do so. Mike explained that
there is also the issue of Worker’s Compensation Insurance. He said that the reason the trash contract
went up so much in the past is because of the increase in Workers Compensation
claims due to the fact that refuse collecting is one of the most dangerous
professions. President Snyder asked that the discussion be tabled until
after Members Time. **MEMBERS TIME BEGAN AT Mike Sibio presented three service plaques and a
certificate of appreciation. The first
plaque for fifteen years of service was presented to Kathy Leary, Access and
Communications Administrator for Public Safety. Kathy has come up in the ranks
over years. She began as a gate officer
and part time dispatcher and over time was promoted to lead dispatcher. She has received all kinds of training and as
gained a great deal of knowledge. Among
other duties, Kathy handles the appeal process and makes sure that the
correspondence gets to all those involved in a timely manner. Kathy is also the first employee who received
a certificate for Emergency Priority Dispatch.
Mike said that the HFCA appreciates Kathy’s hard work and dedication. The second plaque for ten years of service was
presented to Gate Officer Ed Spangler.
Ed almost exclusively works at the 402 gate. Mike said that Ed is a team player who is always
willing to fill in at a moment’s notice.
He said that Ed works on holidays and is always ready to fill in the
difficult shifts. He stated that Ed is
an asset to the Public Safety Department. Mike Sibio said for the past three years the
HFCA has been operating a forest management program in Hemlock Farms with the
main focus being the deer cull. Mike
stated that the USDA was contracted to do the work but that staff members were
also assigned. The USDA wished to
recognize Robert “Diesel” Palumbo as he was the key staff person. Mike presented to Diesel a certificate of
appreciation from the USDA for his expert help in making their operation a
smooth and safe one. Mike Sibio then presented a thirty-year plaque
to the HFCA’s longest serving employee, Human Resource Administrator/Payroll Administrator
Kay Kemery. Mike stated that Kay is
currently charged with a wide range of responsibilities associated with
payroll, bank deposits, workers compensation, disability claims, pension
contributions and health and dental insurance issues. Kay also receives ongoing training as backup
to Comptroller Jill Thatcher. Mike said
that Kay is an invaluable employee and an important member of the HFCA team. President Snyder, on behalf of the Board,
congratulated the above-mentioned employees on their years of service and their
dedication to the HFCA. President Snyder took this opportunity to inform
the members in attendance that Norman Welton has been part of Hemlock Farms for
40 years and she would like to declare him as the Official Historian of Hemlock
Farms Community Association. By
acclamation the Board agreed to this declaration. President Snyder said that Norman Welton is
full of invaluable information about the community and is always called upon
for his knowledge of Hemlock Farms. Diane
Gentile Informed
the Board and members of the community that she received a scam Lee Oakes Stated that there is an
article in the River Reporter about how Sheriff’s Sales Larry Solotoff Stated that the Men’s
Association of the Lords Valley Country Club issued a 114 Falling Brook $1,000 check to a
student who lives in Hemlock Farms as a scholarship fund. He said that the Men’s Association would be
doing more of this in the future. He
also announced that the club contributed $14,500 to the HFVF&R Company following
last week’s event and fundraiser and that they raised over $13,000 for the Arnold Palmer Prostate Cancer
Fund. **MEMBERS TIME ENDED AT F. Public Works and
Physical Properties – (continued) David Kellerman asked if
Waste Management is no longer interested in the refuse business. Chairman Gus Howing responded that he has
heard that and the committee wants to have a plan in place in case they do not
wish to renew their contract. Mike Sibio said he has
no problem conducting a study but that it will take time and staff is now in
budget season. He said that this project
will fall on Bob Vandercar and Diesel Palumbo to research costs for staff and
equipment. Mike stated that he has not
personally heard from Waste Management as to their decision to get out of the
refuse collection business. He said that
Waste Management has said in the past that house-to-house refuse collection is
the most expensive and least profitable area of their business but that Waste
Management continues to grow nationally and house-to-house refuse pickup is a
big part of that. Mike said a plan could be proposed but asked if it could be
submitted to the Board later in the fall. VOTE ON
MOTION #.06 – APPROVED: Against: Kellerman
G. Recreation – Minutes
dated The Recreation Committee
recommended to the Board that the issue of gas motors on any boat in our lakes
be addressed by the Environmental Committee as it is not a recreation issue. Mike said the Fishing
and Boating Club suggest that gas motors, whether they are utilized in the
water or not,would be a potential source of pollution to the lakes. Michael Zibrin suggested
that there should also be discussion about cleaning the bottom of boats coming
in from outside of Hemlock Farms before they are put in Hemlock waters. President Snyder said
she feels that before taking away any privilege from a member she would like to
know if there is a potential problem.
She said she has not heard that there has been any problem with a
member’s gas boat motor as long as it was lifted. .07 MOTION: Winkeleer/Kellerman – That the Board refer
the issue of gas motors to the Environmental Committee for their review and
recommendation to the Board. VOTE ON
MOTION #.07 – APPROVED: Against: Snyder H. Elections – No Report. Chairperson Diane
Gentile took this opportunity to recognize the Elections Committee members and
HFCA staff for their hard work during election time. I.
Appeals
- Memo from K. Leary dated Citation #6652, Citation
#16917, Citation # 16918, Citation # 16919, Citation #16920, Citation #16921 and Citation
# 16922 – .08 MOTION: Wolff/Winkeleer – That the Board deny the
appeal of the aforementioned citation numbers in their entirety. VOTE ON
MOTION #.08 – APPROVED UNANIMOUSLY:
6/0/0. Citation
#0202 – .09 MOTION: Zibrin/Prisco – That the Board uphold the
decision of the Appeals Committee regarding Citation #0202. VOTE ON MOTION #.09 –
APPROVED UNANIMOUSLY: 6/0/0. Citation
#17026, Citation #17028, Citation #16724, Citation #15017, Citation #14513, Citation
#6865 – By consensus, the Board
upheld the Appeals Committee recommendations regarding Citation #17026, #17028,
#16724, #15017, #14513 and #6865. .10 MOTION: Zibrin/Winkeleer - That the Board direct that
the Appeals Committee devotes time to review the codes that they are supposed
to enforce and that this be conducted by a member of Management at the Appeals
Committee’s first meeting. VOTE ON MOTION #.10 – APPROVED UNANIMOUSLY: 6/0/0. Minutes dated No Board
action required. J.
Environmental
– Minutes dated No Board action
required. K. Ad hoc and Subcommittees
of the Board: 1. Real Estate – No report. 2. Audit Oversight – President
Snyder asked that this committee be removed from the agenda as it is not
timely. 3. Finance Project Funding – Not working at
this time. 4. Cellular Service Agreement – No report. 5.
Source
Water Protection Steering – Minutes dated Chairperson John Chapman
presented the following motion. The Source Water Protection Steering
Committee recommended to the Board that Spotts, Stevens and McCoy include drilling concerns
in the Management options. No Board action
required. 6. Aquatics Bathhouse Facility – Projects are
on hold at this time. 7.
Future
and Function of the Architectural Committee
- President Snyder
reported that more members have signed up for the Architectural Committee and
once the committees reorganize the discussion will continue regarding the
future and function of that committee. Out of Agenda Order - VI. Payment of Bills: .11 MOTION: Prisco/Winkeleer - To approve payment of
bills as listed in the report “Bills For Approval” at the Board Meeting of VOTE ON MOTION #.11 – APPROVED UNANIMOUSLY: 6/0/0. 8.
Tree
Protection – Minutes dated Community Conservation
Director Marian Keegan presented the following motions: The Tree Root Protection
Ad-hoc Committee recommended to the Board that a “Tree-Root Envelope” ( The Tree Root Protection
Ad-hoc Committee recommended to the Board that the “ After a lengthy discussion, President Snyder asked the Board
members if they would like to make a motion to discuss this
recommendation. None of the Board
members expressed interest in doing so and therefore no Board action was taken. **THE BOARD RECESSED
FROM 12: **THE BOARD RESUMED THE
REGULAR MEETING AT IV. Manager’s
Report – Mike Sibio highlighted his 5pp. Manager’s Report, as follows: Vac Truck Disposal Site – The 4-acre site at
the 1,000,000-gallon water tank was chosen as the disposal area. HFCA has applied for the permit and approval
was obtained by the Conservation District.
The District requested a few minor changes to the plan and it will be
resubmitted. Job applications have been
received for the vac truck driver/operator positions. Michael
Zibrin suggested that neighboring members be made aware of this action. Source Water Protection – The Steering
Committee has received maps of HFCA’s watersheds and aquifers. Hemlock Farms Day – To be held on
Saturday, August 2nd at the Fawn Hill ballfield. It will focus on a country fair theme. All proceeds are donated to the HFVF&R
Company. School Bus Purchase
Authorization
- Mike Sibio explained that the Board
took action in May to use Quality Bus service but they have not come up with
any new buses. Mike said that this week
a new supplier proposed a bus. HFCA sent
a mechanic to look at the bus. The bus
is in good shape and is about half the cost, approximately $7,500. He asked that the Board make a motion to
purchase a used school bus from Marchet’s Transit. Mike stated that $17,500 was approved for
this expense. .12 MOTION: Zibrin/Winkeleer – That the Board approve a
used school bus be purchased from Marchet’s Transit at a cost of $7,500, as
proposed by Management. VOTE ON
MOTION #.12 – APPROVED UNANIMOUSLY:
6/0/0. CAI Advocacy Report – CAI is
seeking donations from community associations to further legislative matters
across the state. Mike Sibio asked the
Board members if they would like the HFCA to make a donation. President Snyder asked her fellow Board
members but no interest was expressed to donate at this time. Disposition Items – Mike
Sibio reported that the items disposed of brought in $859.00 in income. PA Game Commission – Mike
Sibio explained that there are proposed changes to the Urban Deer Management
Plan and part of the change will allow homeowner associations to apply direct
for permits instead of applying through the township. He said that Management would like the
Board’s permission to write a letter of support for the change in policy. By consensus, the Board
authorized Management to write a letter in support of the proposed changes to
the Urban Deer Management Plan. Michael Zibrin asked if
the members involved in the court order would be interested in reconsidering
their position and vacate the order. President Snyder said
that this is a legal issue so it will be put on the Executive Session agenda at
the August Board meeting. VIII. Second
IX. Unfinished Business: A.
Semi-Annual Review of Executive Session Minutes Mike Sibio presented his recommendations to the Board and the Board took the following action: .13 MOTION: Wolff/Prisco – To accept the Manager’s recommendations regarding the release of Semi-Annual Executive Session minutes. VOTE ON MOTION #.13 – APPROVED UNANIMOUSLY: 6/0/0. B.
Board Retreat Mike Sibio presented a draft RFP for Management Services for a Board Retreat. Mike said that cost estimates were obtained last fall to conduct the
retreat off-site. It would be from a
Friday evening through Saturday afternoon.
He asked the Board when they would be available. He stated that several local facilities were
contacted, i.e. Michael Zibrin suggested that the scope of work be limited to one topic – “The Making of a Five Year Master Plan.” After discussion and input from the Board, Mike Sibio stated that he would revise the RFP and send it out. He will also send an email to the Board with suggested retreat dates. X. New Business: A.
Hemlock News President Snyder invited Editor Laurie Stuart to join the Board in
Executive Session at the August Board meeting. XI. First XII. Communications A. Written Board Only – Letter from Alan Young to Falcone/Wertman expressing
that the Board was not interested in purchasing
1. Letters from Dorisann Mooring,
Assistant Community Manager, in ref: incident of Mike Sibio explained that the members involved are submitting the claims to their insurance company first and if they are not covered for any reason then HFCA would submit the claims through the Association insurance. B. Oral XIII. Miscellaneous XIV. Adjournment .14 MOTION: Zibrin/Winkeleer – To adjourn the Regular
Session Meeting at VOTE ON MOTION #.14 – APPROVED UNANIMOUSLY: 6/0/0. THE References as used for these minutes are listed
and filed in a chronological reference file in the Administration Office. Minutes prepared by Elaine Peney and Dorisann
Mooring, Assistant Secretary. Submitted by:
_____________________________________________________ Dorisann
Mooring, Assistant Secretary Approved by the Board of Directors on
_____________________ with/without corrections. Minutes herein are initialed as correct (as per
Board approval) by: __________________________________________________ |
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