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APPROVED MINUTES OF THE BOARD OF DIRECTORS’ REGULAR MEETING HELD ON SATURDAY, JUNE 21, 2008 AT THE I. CALL TO ORDER: At
A. Quorum= 5 Board Members B. Attendance= 9 Board Members and 11 Staff Members Present: Jim Aguilera, Carol Comando, David Kellerman, Tom Prisco, Georgene Snyder, Bill Stratemeier, Mitch Winkeleer, Robert Wolff, Michael Zibrin 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 Vandercar, 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: Prisco/Wolff – 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: 9/0/0. **THE
BOARD WENT INTO EXECUTIVE SESSION FROM **THE
BOARD RECESSED FROM **THE
BOARD RECONVENED AT I.
Approval
of Minutes of Previous Meetings A.
Regular Board Meeting of .02 MOTION: Zibrin/Aguilera - To accept the minutes of
the Regular Board Meeting of VOTE ON MOTION #.02 –
APPROVED UNANIMOUSLY: 8/0/1. Abstained: Winkeleer B. Executive
Session Meeting of .03 MOTION: Stratemeier/Wolff - To accept the minutes of
the Executive Session Meeting of VOTE ON MOTION #.03 –
APPROVED UNANIMOUSLY: 8/0/1. Abstained:
Winkeleer A. Uncollected Dues: None. IV.
Manager’s
Report – Mike Sibio highlighted his 5 pp. Manager’s Report, as follows: Gypsy Moth Situation – The 402 area
experienced a widespread outbreak that could impact Hemlock Farms if blow-ins
occur again. When the assessment was
done last fall there were minimal egg mass counts. Hemlock Farms experienced a blow-in population
that exceeded Management’s expectation.
An aerial spray could not be done at that time due to the wet and windy weather conditions in early May. Mike said that the HFCA should consider
budgeting for an aerial spray in 2009.
Management made a decision two weeks ago to ground spray HFCA common
areas, which is limited in its application.
At the same time, members asked about spraying their properties so the
HFCA extended the opportunity to members to have their property sprayed at a
cost of $240 per ˝ acre. The expense for
the common area spray was charged to the Capital Replacement Reserve Fund as
all members benefit from the common areas.
The HFCA cannot pay for ground spray on individual members lots. The Reverse 911 System was used to notify
members in Hemlock Farms about the spray and it served as a test program. Vandalism at the 402 Bus
Stop –
Nine vehicles belonging to members who were on the Meet the Candidates – Meet the Candidates
will be held this evening at Elections – The Annual Membership
Meeting will be held on July 12th at the Steer Barn with voting to
follow. The second voting day will be
held on July 20th. 2008 Fuel Prices – The HFCA solicits bids
each year for fuel. Last year the HFCA
received a flat rate for diesel fuel. In
the future, there will be a fluctuating rate going forward with State Petroleum,
as they lost a great deal of money with the flat rate program. State Petroleum is offering the best price at
$.05 per gallon over rack. The HFCA has
also locked in per gallon rate for propane from Amerigas at $2.29 per gallon. Request for
Authorization –
Mike Sibio explained that a Board action is needed for Public Safety Officer
Shirley Hoke to be sworn in as a Private Police Officer. .04 MOTION: Aguilera/Winkeleer – That the Board approve
that Shirley Hoke be sworn in as a Private Police Officer. VOTE ON
MOTION #.04 – APPROVED UNANIMOUSLY:
9/0/0. Disposition of Property
Request
– Management sought authorization to dispose of the following items: 2003 Chevy Impala; John Deere F932 Front
Mount Mower w/60” Cutting Deck; 2 Dell Latitude C640 Notebook Computers, 250MB
Ram and 2 Dell Latitude C640 Notebook Computers, 512 GB Ram. .05 MOTION: Zibrin/Winkeleer – That the Board authorize
Management to dispose of the aforementioned items. VOTE ON
MOTION #.05 – APPROVED UNANIMOUSLY:
9/0/0. V. Committee
Reports A.
Architectural
– No report. B.
Official
Publication and Public Information – Minutes dated No Board action
required. C.
Finance
– Minutes dated The Finance Committee
recommended to the Board that the HFCA assume the cost of maintaining all
stormwater ditches and culverts with the vacuum truck, and members continue to
be charged for materials if the culvert needs to be replaced. No Board action required. D.
Planning
and Land Use – Minutes dated The Planning and Land
Use Committee recommended to the Board to instruct the Community Manager to
include money necessary for the conceptual design of the No Board action at this
time. E.
Public
Health, Safety and Security – Minutes dated Chairperson Buddy
Gentile asked the status of the following items: Fee Schedule for PA
Crimes Code for drug related incidents: Mike Sibio explained
that he received legal counsel’s reply yesterday. He said that Chief Hamby has prepared a code
change that would identify the PA Crimes Code as the source of the fine
schedule for such crimes and a secondary proposal whereby the fines are based
on the degree of the crime. Mike said
that legal counsel cautioned the HFCA in relying on the Crimes Code as a source
of determining the fines imposed. Mike
said the state actor issue comes into play and whether or not the fine is
reasonable. He said that it is necessary
for the HFCA to set a reasonable schedule and present it to the attorney after
the Public Health, Safety and Security Committee has reviewed it. Lighting at the Mike Sibio explained
that Assistant Public Works Director Robert Palumbo is still working on this
issue and the Public Works Director Bob Vandercar will follow up the matter and
report back to Management. Handicapped Parking at
the Steer Barn: Mike Sibio said that he
has not had an opportunity to review this situation with Bob Vandercar but that
there is a water line in that area. He
said that further research is needed to resolve this issue. F.
Public
Works and Physical Properties – Minutes dated Chairperson Gus Howing
presented the following motions: The Public Works and
Physical Properties Committee recommended to the Board to award the bid to
replace the roof at the To be handled later
under “Awarding of Contracts.” The Public Works and
Physical Properties Committee recommended to the Board to award a one-year fuel
contract ending To be handled later
under “Awarding of Contracts.” G.
Recreation
– Minutes dated The Recreation Committee
thanked Beth French and staff for getting the pool and beach facilities open in
time for the holiday weekend. Kudos to
staff for the cleanliness of all facilities. No Board action
required. H.
Elections
– Opening of Board Candidate Petitions dated Minutes dated I.
Appeals - Memo from K. Leary dated Citation #16584 and
Citation #15237 – .06 MOTION: Aguilera/Winkeleer – That
the Board accept the Appeals Committee recommendation regarding Citation #16584 and #15237. VOTE
ON MOTION #.06 – APPROVED UNANIMOUSLY:
9/0/0. Citation # 16656 – .07 MOTION: Winkeleer/Kellerman – That the Board accept
the Appeals Committee recommendation regarding Citation #16656. VOTE
ON MOTION #.07 – APPROVED UNANIMOUSLY:
9/0/0. Citation #7108 – .08 MOTION: Zibrin/Kellerman – That the Board deny the
appeal and not accept the recommendation of the Appeals Committee regarding
Citation #7108. VOTE
ON MOTION #.08– APPROVED UNANIMOUSLY:
9/0/0. Citation #’s 7110,
16474, 7076, and 16472 – .09 MOTION: Zibrin/Prisco – That the Board accept the
Appeals Committee recommendation regarding Citation #’s 7110, 16474, 7076 and
16472. VOTE
ON MOTION #.09 – Against: Snyder, Stratemeier Citation #14955 and
#16516 – By consensus, the Board
accepted the Appeals Committee recommendation regarding Citation #14955 and
#16516. Citation #15117 – By consensus, the Board
accepted the Appeals Committee recommendation regarding Citation #15117. Citation #15081,
Citation #6973, Citation #7332, Citation #6065, Citation #6952, Citation #6969,
Citation #15165, Citation #16485, Citation #16486, Citation #16487 and Citation
#16488 – By consensus, the Board
accepted the Appeals Committee recommendation regarding Citation #15081,
Citation #6973, Citation #7332, Citation #6065, Citation #6952, Citation #6969,
Citation #15165, Citation #16485, Citation #16486, Citation #16487 and Citation
#16488. Memo from K. Leary dated
Citation #7070 – By consensus, the Board
accepted the Appeals Committee recommendation regarding Citation #7070. Citation #16793 – By consensus, the Board
accepted the Appeals Committee recommendation regarding Citation #16793. Citation #16907 – .10 MOTION: Aguilera/Stratemeier – That the fine stand at
$300.00 and that there be no reduction as recommended by the Appeals Committee. VOTE ON
MOTION #.10 – APPROVED UNANIMOUSLY:
9/0/0. Citation #’s 7100 and
7079 – By consensus, the Board
accepted the Appeals Committee recommendation regarding Citation #7100 and
Citation #7079. Citation #6990 and
Citation #7029 – .11 MOTION: Zibrin/Agiulera – That the Board accept the
Appeals Committee recommendation regarding Citation #6990 and Citation #7029. VOTE ON
MOTION #.11 – APPROVED UNANIMOUSLY:
9/0/0. J.
Environmental
– Minutes dated Chairperson Dennis
Fleming presented the following motion: The Environmental
Committee recommended to the Board to approve the bid from Ecological Solutions
(Joe Gallager) to implement an invasive species program for the current year,
specifically targeting barberry and stilt grass. Contract not to exceed $7,500.00. To be handled later under “Awarding of
Contracts.” K.
Ad
hoc and Subcommittees of the Board: 1. Real Estate – President
Snyder explained that the Board has been studying the .12 MOTION: Comando/Stratemeier – That Falcone/Wertman be
notified that the Board is not interested in acquiring VOTE ON
MOTION #.12 – APPROVED UNANIMOUSLY:
9/0/0. **MEMBERS
TIME BEGAN AT Mike Sibio presented a
five-year employment plaque to seasonal employee Joan French. Joan began as a badge checker in 2003. She then became a lifeguard and last year was
Swim Team Coach. Joan is currently the
Assistant Aquatics Coordinator and WSI.
She ensures the pools are clean and that staff is in place. She has also recently completed the Pesticide
Applicator Course. Joan helps out where
needed and always makes herself available.
She is an excellent addition to the Recreation Department. Mike Sibio then
presented a ten-year employment plaque to Director of Recreation, Beth
French. He said that Beth started as
Clubhouse Manager and was hired as Recreation Director in 2007. He said that Beth is an exemplary employee
who leaves nothing undone. He said she
is demanding of her staff but she is very fair.
He explained that while running the Clubhouse Beth assisted Ed Edwards
with special events, operated the pools and did and anything else that needed
to be done. She has received her
certification for Pesticide Applicator and Certified Pool Operator. Mike expressed that Beth is an extremely
dedicated employee and that the HFCA is very fortunate to have her on staff. President Snyder, on
behalf of the Board, thanked Joan and Beth for their years of service. She then stated that legal, personnel and
real estate matters were discussed during Executive Session. President Snyder took
this opportunity to announce that this would be Board Secretary Carol Comando’s
last Board meeting as her Board term expires this year. She said that Carol has served six years on
the Board and that she is “the best.” Ray
Holderman Thanked the departing
Board member and the present members for their time and dedication to the
community. Recycling
– He stated that the HFCA does not get any money for scrap metal waste and
asked that when Management renegotiates the contract with Waste Management that
the HFCA should seek some benefit from this other than providing the compactor
for free. He stated that there is a
junk dealer who would give HFCA a free compactor and .05-.08 cents a pound for
scrap metal. He suggested that aluminum
cans be recycled separately as the HFCA could get .07 per pound for these
items. He also stated that HFCA should
do further recycling of their own waste. Frank
Cirri Gypsy Moths
– He said that this year he spent $350 to spray his property because of 104 Roan
Drive the infestation before
receiving notification on the spray program offered by the HFCA. He asked why Management did not address this
situation sooner. He stated that he is
out $1,500 between last year and this year due to this issue. He commented that he notified the community
weeks ago about his situation and asked what took so long to make the decision
to ground spray. Mike Sibio Responded that the egg masses
are monitored in the Fall and that the HFCA monitors random sites within the
community, one of which is Frank’s property.
He said the HFCA suffered from blow-ins and when it occurred it was too
late to do an aerial spray. Mike stated
the whole county was caught by surprise.
He then explained that the HFCA had to rely on a ground spray and that a
consultant was contacted and the decision was made. Frank
Cirri Asked what will
happen next year? Will the Association
be responsible? Mike Sibio Responded that there are
funds in the Reserves for an aerial spray in anticipation of these peaks. He said that the assessment will be done in
late summer/early fall and a recommendation will be made to the Board for
consideration during the budget process. Pat
Hobelman Expressed her
disappointment that she could not join the Elections Committee this year in
conjunction with the two other committees she has asked to rejoin. She asked that the Board keep her in mind if
there is a need for more members on the Elections Committee this coming year. Charlie
Denniston Ditto’d Frank Cirri’s
comments about the Gypsy Moth Spray. He
said he President
Snyder Said that the gypsy moth
situation was completely unexpected by the HFCA as well as the county. Carol
Comando Dwarfskill Creek and
Watershed Petition – She explained that she provided copies of the petition to
the Board members and asked if Hemlock Farms can participate as a community in
helping out those other communities that are downstream and more affected by
this project. She asked that in addition
to having copies available in locations in the community that it be placed on
the HFCA website. Mike Sibio Stated that there will be no
problem presenting the petition to the community. .13 MOTION: Zibrin/Prisco – That the Board endorses the
Dwarfskill Creek and Watershed Petition and approve that it be made available
to members in the community. VOTE ON
MOTION #.13 – APPROVED UNANIMOUSLY:
9/0/0. **MEMBERS TIME ENDED AT V. Committee
Reports (continued) - 2. Audit Oversight – Not
timely. 3. Finance Project Funding
– Not meeting at this time. 4. Cellular Service
Agreement – No report. 5. Source Water Protection Steering – No
report. 6. Aquatics Bathhouse Facility – Committee is
dormant right now. 7. Future and Function of the Architectural
Committee – No report. 8. Tree Protection – Minutes dated No Board action required. VI. Payment
of Bills: .13 MOTION: Prisco/Winkeleer - To approve payment of
bills as listed in the report “Bills for approval” at the Board Meeting of VOTE
ON MOTION #.13 – APPROVED UNANIMOUSLY:
9/0/0. A. Invasive Species Control .14 MOTION: Zibrin/Stratemeier - That the Board award the
contract for Invasive Species Control to Ecological Solutions at a cost of –
Japanese Stillgrass - $450 per acre mowing; $185 per acre spraying; Japanese
Barberry - $895 per acre pulling; $225 per acre spraying. Bid not to exceed $7,500.00. VOTE
ON MOTION #.14 – APPROVED UNANIMOUSLY:
9/0/0. B. .15 MOTION: Zibrin/Stratemeier
- That the Board award the contract for the Administration Building Roof
Replacement to Grimm Construction at a cost of $21,985.00 plus the cost of
possibly replacing the copper flashing at an addition fee up to $1,000.00. VOTE
ON MOTION #.15 – APPROVED UNANIMOUSLY:
9/0/0. **THE
BOARD RECESSED FROM **THE
BOARD RECONVENED AT VIII. Second
IX. Unfinished Business: A. President Snyder stated that X. New Business: Architectural Committee – Bill Stratemeier explained that at the last Architectural meeting the committee discussed how they were utilized and how they perceive themselves. He said they feel they should be consulted on any new or existing HFCA buildings that are being modified or changed in any way. He said they discussed the Recycling Center Project and the fact that they were never asked to give their input in that matter. He said that David Kellerman had a motion that he would like to present to the Board. David Kellerman explained that the responsibilities of the committee have diminished due to the codes implemented by Blooming Grove. He gave his recommendation as follows. “In addition to its other listed responsibilities the Architectural Committee shall be charged with reviewing and making recommendations to the Board of Directors for all landscape, building and structural designs for use on HFCA properties and common areas. Furthermore, the committee’s responsibility shall include a broader area of landscape architecture as it relates to the Board’s stated visions and objectives.” He said this will put all structural items whether they occur on greenbelt or common properties, buildings or landscape, under the purview of the Architectural Committee. Carol Comando said she would like to see the committee form a recommendation to the Board to that effect and that perhaps it be discussed at a Committee/Chair meeting. President Snyder said the committee is small and members go away and others who have signed up do not attend. She said there is a need for this committee but in the past the Board has asked the Architectural Committee for input on some projects and they chose not to participate. She said every member of the committee should be notified that the Board would like the committee to continue and that they should develop a mission statement and consider David Kellerman’s recommendation. President Snyder also stated that members should be enticed to join that committee. Michael Zibrin said he believes the reason why some Associations limit the time for committee volunteers and officers to serve is to avoid what has happened in the Architectural Committee. He said that having the same members serve on a committee from year to year leaves no infusion for different ideas. He said the Board should do what they can to encourage that there is a change in membership of committees. President Snyder asked that something be put in the Hemlock News asking members with expertise to join the Architectural Committee. Michael Zibrin suggested that a Board Speaks column be put in the Hemlock News to seek members with experience to join the Architectural Committee. By
consensus, the Board agreed that a Board Speaks column would be prepared for
the Hemlock News. XI. First
XII. Communications Written Mike Sibio said he received an email from Jim Aguilera. Jim explained that he was present at Public Safety when a power failure occurred at the HFCA Office and the visitor entry system went down. He said that although all departments worked together to handle the matter in a very professional fashion, he suggested that the HFCA have a backup generator for these situations. Mike Sibio said that Management would research a generator and propose one in the 2009 budget. 1. Letter to Mr. D. Linden (property owner), from Director of Internal Affairs Division, re: updated direction has been distributed that roads in community are now considered traffic ways and will be enforced accordingly. Michael Zibrin suggested than an article be put in the Hemlock News thanking those individuals who were involved in getting the State Police to agree to respond to situations in Hemlock Farms. No Board
action required. 2 . Invitation from the Jewish Fellowship to the Board, re: ceremony honoring Dr. David and Phyllis Malinov and Mary Beth Connors. No
Board action required. 3. Letter to Sibio from J. Falcone, ERA Hemlock Sales Agency re: on sponsoring fireworks that they will be unable to sponsor this year due to marketing budget already done and too late of notice. Would like the Board to consider them for 2009 Kickoff. Attached correspondence from M. Sibio, Community Manager, to Falcone, re: Summer Kickoff. No
Board action required. 4 Letter to Board from J. Siptroth, 189th Legislative District, re: brochures sent on West Nile Virus and Lyme disease. No
Board action required. 5. Letter to J. Falcone and
D. Wertman from M. Sibio, re: settlement agreement entered between Falcone and
Wertman and HFCA The agreement applies
to Lot #2 and No
Board action required. A. Oral
Carol Comando said she notices more and more real estate vehicles, privately owned, advertising the agency they work for.
Mike Sibio responded that this will be looked at under the commercial vehicle code and that Management will report back to the Board. Mike Sibio took
this opportunity to advise the Board that the Public Safety Assessment will be
forthcoming to the Board by the end of June. XIII. Miscellaneous XIV. Adjournment .16 MOTION: Aguilera/Wolff – To adjourn the Regular
Session Meeting at VOTE ON MOTION #.16 – APPROVED UNANIMOUSLY: 9/0/0. 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 Carol
Comando, Secretary. Submitted by:
_____________________________________________________ Carol
Comando, 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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