Communications
Meeting Minutes

Communications Committee Draft Minutes of Meeting-December 9, 2008
Attending:  Debbie McGowan,  Melissa Patterson, Barbara White, Sue Dimmick,  Ralph Graf,  Lisa Green, Jane Krasny, Enid Miller.
Excused:  Dolores Carney, Carole Maguire
Corrections to the minutes:  Carole Maguire attended the October meeting.  Her name was left off in error.
  A Motion by Barbara White to approve the minutes as corrected. There were no objections.
Nominations:  Jane Krasny made a motion to nominate Barbara White as Chairperson.  It was seconded by Enid Miller.  There were no objections.  Enid Miller made a motion to nominate Sue Dimmick as Co-Chairperson.  It was seconded by Jane Krasny.  There were no objections.
New Liason:  Joel Goldstein will now be the BOD liaison to the Communications Committee.
Guidelines:  The Guidelines established for the Hideabout, Extra, TV Station and Web site, are being re-worked.  Jim Locantro will assume this task and resubmit them to the BOD for approval at the January meeting.
Signboard at the North Gate Entrance:  A motion was made by Barbara White to request to the Board that the Sign Board at the North Gate Entrance be removed.  Recreation and Public Works both support this request.  Debbie McGowan seconded the motion.  There were no objections.  Barbara will submit the necessary request form to the Board of Directors.
Chairperson’s Articles:  A suggestion was made at the Chairpersons Meeting that all of the Committee Chairpersons write articles regarding events and programs related to their committees for the Hideabout.  Debbie will notify the chairs of this request.
Website: The Hideabout is now on the Website and is being well received.
Hideabout:  Color variations obvious in the December copies.  This is a publishing issue.  Lisa pointed out that Page 2 has been added to the premium page list on the rate page.
  Next Meeting April 14, 2009, 10:am at the POA.

Communications Committee Draft Minutes of Meeting-October 21, 2008

Attending:  Debra McGowan,  Melissa Patterson, Barbara White, Sue Dimmick,  Ralph Graf,  Lisa Green, Bill Brenner, Ralph Graf. 
Excused:  Jane Krasny
  A Motion by Melissa Patterson approved the minutes as read, seconded by Deb McGowan. There were no objections.
Web Site: The Web Site is running well.  Deb is updating the photos of the Hideout and she is now concentrating on photos of recent Hideout Events.
  Lisa would like to add a link that would take people to advertising page.  This page would list the advertising options that are available.  This page would not list any advertising.
Hideabout:  Another great issue.  Deb is working on putting paper on the web site. 
Extra:  Copies are still being printed every two weeks.  Advertising continues on and off per issue.  It has been reported that flyers other than Extra related are being placed in the Birdhouses at the gates.  This should not be happening and an effort will be made to ask the responsible persons to stop.
Channel 20:  Melissa has updated the slides to make them more current
Legal Address:  Bill Brenner has been to Honesdale three times, speaking to the appropriate officials about our legal address issue.  He will provide a complete listing of our emergency numbers to the County Commissioners and they will incorporate the new information into their database.  He also provided the following information from the Planned Community Act:
PLANNED COMMUNITY ACT
Section 5103 –Definitions - "Declaration" - Any instrument, however denominated, that creates a planned community and any amendment to that instrument.
"Identifying Number" -  A symbol or address that identifies only one unit in a planned community.
"Unit" - A physical portion of the planned community designated for separate ownership.
Section 5204 - Description of Units
"Description of Units" -  The identifying number of the unit is sufficient legal description of the unit.
Section 5219 – Amendment to Declaration
"Amendment of Declaration" - Declaration, including plats, can be amended only by vote or agreement of 67% of unit owners.
"Technical Corrections" - Executive Board can make technical corrections to comply with any statute, regulation, code or ordinance.
  Based on this, our legal address is our lot number plus our street, as this is the identifying number as given in the planned community.
 
  Next Meeting – Tuesday, November 18, 2008,10am at the POA.  Excused Sue Dimmick

Communications Committee Draft Minutes of Meeting - September 16, 2008

Attending:  Debbie McGowan, Melissa Patterson, Barbara White, Sue Dimmick,  Ralph Graf, Enid Miller, Dolores Carney, Jane Krasny.
  A Motion by Debbie McGowan approved the minutes as read, seconded by Melissa Patterson. There were no objections.
Web Site: 
The committee reviewed the web site guidelines. Debbie will add the additions recommended by the board and send out copies to the committee.
  There was a discussion regarding putting the Hideabout on the Web Site.  It was decided that Debbie would issue a notice that effective January 2009, the Hideabout will be on the web site in its entirety.
Hideabout: 
Advertising has remained the same with very good ads.  It was another good issue.  As of January it will be on the web site.
Extra: 
Copies are still being printed every two weeks.  Advertising continues.
Channel 20:
Some of the slides have too many words.  Melissa will try to condense or remove the redundant information.
Legal Address: 
Bill Brenner was not in attendance so there were no reports regarding the Legal Address issue.  This has been tabled until the next meeting.
  Next Meeting – Tuesday, October 21, 2008. at 10:00 at the POA

Communications Committee Draft Minutes of Meeting – July 15, 2008
Attending:  Deb McGowan, Lisa Green, Melissa Patterson, Barbara White, Sue Dimmick, Carole Maguire, Delores Carney
Excused:  Enid Miller
Corrections to the minutes of June 3, 2008:  Bill Brenner was in attendance.
Extra Wording – Advertising revenue helps pay for the Extra so the whole cost does not come out of the Community Relations budget.
  A motion by Carole Maguire to approve the minutes as corrected.  There were no objections.
Web Site:  Existing Web Site is currently being updated.  Archiventure is not responsible for any training so staff is being self-taught
  Bill Brenner provided information on an internet site (“go to meeting”).  This site will allow the community to listen to the Board Meetings.  It was suggested that a “Visual” program would be better.  The committee members believe that the membership would rather have a visual program rather than an audio program and that to move forward we should have “streaming video” to make any investment worthwhile.
Hideabout:  Advertising has picked up for another month.  There were no new responses to the storage survey.  It has been removed.
Extra:  Copies are still being printed every two weeks.  Advertising continues.
Channel 20:   Everything is going well with Channel 20.
Legal Address:  The committee received a response from the Board of Directors that reads as follows: 
  The Communications Committee requests that the Emergency Numbers be adopted as our legal street address. The Board did not accept this recommendation due to the fact that the Wayne County 911 Coordinator stated that these numbers do not correspond with the Emergency Management plan and the 911 numbering system.
  The matter has been tabled until the next meeting.
  Next Meeting – Tuesday, August 12, 2008 at 10:00 at the POA.

Communications Committee Draft Minutes of Meeting – August 12, 2008
Attending:  Deb McGowan, Lisa Green, Melissa Patterson, Barbara White, Sue Dimmick, Carole Maguire, Ralph Graf, Bill Brenner
Corrections to the minutes of July 15, 2008:  Deb McGowan’s name was misspelled.    A motion by Melissa Patterson to approve the minutes as corrected.  It was seconded by Deb McGowan.  There were no objections.
Website:   The “Forum” has a new look.  The administrator has implemented a new program for the “message board.”  With this new program it was decided that new Guidelines should be set regarding the use of the Forum.  The committee and the administrator will develop a draft to be presented to the Hideout Attorney and the BOD before the 9/20/08 Board meeting.  This was decided after a discussion regarding the removal of one Forum Member because of unacceptable conduct.
  A discussion came up regarding a program called “Photobucket.”  The members would be able to use a link and view the many pictures taken by our Forum Members, rather than have them displayed in the “Hideout Photo Album” thread.  We are not able to use this program because we do not have a link to it.  It was discussed that maybe our Administrator could put the pictures on the website, but this does not seem feasible. 
Hideabout:  Advertising has remained the same with very good ads.  It was another good issue.
Extra:  Copies are still being printed every two weeks.  Advertising continues.
Channel 20:   Everything is going well with Channel 20.
Legal Address:  After last month’s discussion we found that the Hideout Committee and the 911 Coordinator did work together to add our emergency numbers as our street addresses.   Bill stated that when a 911 call is placed the system looks to the phone records to see that the address is correct.  Barbara noted that the correct program is in place in Lake Ariel.  Bill will go back to the 911 offices to try and determine how we can get our lot numbers changed to street numbers.
Next Meeting – Tuesday, Sept. 16, 2008 at 10:00 at the POA

Communications Committee Draft Minutes of Meeting – June 3, 2008

Attending: Enid Miller, Jane Krasny, Carole Maguire, Sue Dimmick, Melissa Patterson, Debbie McGowan, Barbara White and Bill Brenner (Board Liason). Excused: Lisa Green and Dolores Carney.
A motion by Enid Miller and a second by Jane Krasny approved the minutes of the last meeting.
Web Site: (hideoutassoc.com) New web site selected won’t work. In the process of updating the original web site, but this will take time as it is dependent on Archiventure and the learning process.
Hideabout: Questionnaire? Survey? Two responses to the first survey were received. Questionnaire was presented by Paul Como and it was asked to be re-run again. Summer advertising has picked up.
Extra: Advertising brings in revenue. Revenue helps pay for the Extra so it doesn’t come out of the Community Relations budget. Revenue is priority.
TV Channel 20: Screens are still too long for people to read them. This is a problem with certain committees. There will be no advertising on the TV as this would severely lengthen the time to watch.
Legal Address: Reviewed at the November Board meeting and minutes were published in the January Hideabout.
Handbook: Rough draft of By-Laws done.
Next meeting – Tuesday, July 15, 2008 at
10 am at the POA.

Communication Committee Draft Minutes - April 15, 2008

Attending: Enid Miller, Jane Krasny, Debbie McGowan, Melissa Patterson, Barbara White, and Lisa Green. Excused: Dolores Carney
A motion by Jane Krasny and a second by Deb McGowan approved the minutes of the December meeting.

Web Site: (hideoutassoc.com) It was determined that the general liability of insurance will cover the web site. Exclusion will be removed and Deb will oversee.
A new web site template has been purchased and is being worked on.

Forum: Becoming like the “War of the Worlds.” All need to be reminded that everyone needs to be civil and understanding.

Hideabout: Issues have been excellent. Staying with sixty pages for now. Advertisers index will be added. Advertising will be dispersed throughout the paper with copy.
Extra: Staying on a two-week Extra through the whole year. Committees need to learn to condense the information for space purposes.

TV Channel 20: Melissa Patterson is now handling this. Participants need to be reminded that information has to be condensed in order to assure that people can read the screens.

Maps: Maps of The Hideout were published in January and are now available for distribution at the POA Office, Recreation, Clubhouse and Golf. 10,000 were printed.

Legal Address: We have not had a reply to our recommendation of November 2007. It should be noted that the POA offices adopted the 911 emergency address.

Next meeting: June 3, 2008 at 10 am.

Communications Committee Draft Minutes – December 4, 2007

Attending: Sue Dimmick, Carole Maguire, Jane Krasny, Dolores Carney, Debbie McGowan, Lisa Green, Lorraine Luft, Barbara White and Bill Brenner – Liaison.

Excused: Enid Miller

A motion by Dolores Carney and a second by Sue Dimmick approved the minutes of the November meeting.

Web Site: www.hideoutassoc. Waiting for FrontPage program that has been ordered. Budget has been posted to the web site.

Hideabout: Christian rituals not included in December issue. Will watch for this next year.

Extra: Status quo. HASG has to revise their guidelines as to what is to be included in the Extra. We can’t be listing rolls and butter as part of the menu.
TV Channel 20: FCC made an announcement that may or may not affect Channel 20. Bill Brenner is pursuing this with Adams Cable.

Maps: The map ads are going to the printer today. Some changes have to be made to the map and the maps themselves should be available by spring.

Handbook: The Board has asked the Governing Documents Committee to reconvene and to review the governing documents.

Legal Address: Minutes of the last Board meeting have not been done yet, so we do not have a reply to our motion.

Next meeting: Tuesday, April 15, 2008 at
10 am at the POA.

Communications Committee Draft Minutes – November 6, 2007

Attending: Carole Maguire, Sue Dimmick, Dolores Carney, Enid Miller, Debbie McGowan and Barbara White
A motion by Debbie McGowan and a second by Enid Miller approved the minutes of the October meeting.
Web Site: Template for the new web site has been purchased. Since the web site needs to be updated on a PC, one has been ordered for Debbie as hers is a Mac.
Hideabout: Another very nice issue. Debbie would like to have more membership participation.
Extra: Status quo.
TV Channel 20: Nothing additional on the FCC consideration of closing down Channel 20. New Power Point has not been ordered due to the change that there won’t be any more Channel 20.
Maps: We are within two to three weeks away from publication of the new maps.
Handbook: Bill Brenner not here to determine the status. Rules & Regulations have been updated and Debbie has this data.
Legal Address: This is an ongoing situation. If our mail was delivered to our doorsteps, the Post Office would require that we use the 911 or Emergency Numbers, as all of Lake Ariel is part of the 911-compliant addressing system. The Committee feels that this is what should be for our physical address as required on our registrations and drivers licenses. Motion being made to the Board “Resolved that the Emergency Numbers be adopted as our legal street address.”
Election of Chairpersons: The same slate was adopted – with Barbara White and Sue Dimmick serving as Co-Chairpersons.
Next meeting will be held on December 4, 2007 at 10 a.m. at the POA.

Communications Committee Draft Minutes – September 11

Attending: Enid Miller, Jane Krasny, Barbara White, Deb McGowan, Lisa Green and Bill Brenner- Board Liaison.

Excused: Dolores Carney, Sue Dimmick, Carole Maguire, and Lorraine Luft.

A motion by Jane Krasny and a second by Deb McGowan approved the minutes of the August meeting.

Web Site: Web site is presently status quo – awaiting attention of Archiventure.
Hideabout: Jam packed issue. Annual report of Committees will be dropped in lieu of the minutes being published monthly.
Extra: Being published every two weeks now and will most likely stay that way through the year.
TV Channel 20: Music contract has run out. FCC may enter into the mix by denying cable companies the right to extend a channel to communities.
Maps: Maps are status quo – awaiting payments. Advertising budgets are being cut.
Handbook: First draft of the By-Laws is done. Managers have received word about updating the Rules & Regulations.
Guidelines: The Guidelines are on the agenda for Saturday, September 15th meeting for their approval.
Legal Address: Discussed at the workshop and trying to determine the legal address of the Hideout. Emergency numbers need to be referred to as street numbers. Can this be done legally? Bill will look into.
Next meeting: Tuesday, October 9, 2007 at 10 am at the POA. Excused: Enid Miller
Addendum to minutes: Guidelines were approved with minor changes and have been published in The Hideabout.

Committee Minutes - August 14, 2007

Attending: Sue Dimmick, Carole Maguire, Barbara White, Deb McGowan, Jane Krasny, Bill Brenner and Lisa Green
A motion by Sue Dimmick and a 2nd by Carole Maguire approved the minutes of the July meeting.
Web Site: Web site is status quo. Deb spoke with Archiventure regarding a new format and is just waiting for progress. Consider for sale by owner with pictures when new web site is created.
Hideabout: Another wonderful issue. Delayed due to technical problems.
Extra: Looks good for going with publishing every two weeks for next year. No advertisements are to be included with the extra.
TV Channel 20: No problems
Maps: More maps found and are being distributed. Next target day is September 1st for going to the printer with new maps.
Advertising: Fred Sakacs and Ralph met with regard to advertising on golf carts and benches. Nothing definite at this point.
Handbook: Bylaws are being worked on. Rules and regulations need to be updated by department managers. New handbook will be in loose-leaf format.
Legality of address on Auto Registration: XXX The Hideout is not a legal address on registration or drivers license. Change of address needs to be done. We need to determine whether the emergency numbers are to be used as our street address. Bill Brenner will check into the legality of this.
Guidelines: The updated guidelines were gone over directly and changes were ok’d as listed. A motion was sent to the board to adopt these guidelines for the Community Relations Department.
Next meeting: Tuesday, September 11, 2007 at 10 a.m. at the POA.

Communications Committee - July 10, 2007

Attending: Sue Dimmick, Enid Miller, Carole Maguire, Deb McGowan, Barbara White, Lorraine Luft
Excused: Jane Krasny
A motion by Lorraine Luft and a second by Enid Miller approved the minutes of the June meeting.
Web Site: www.hideoutassoc.com: Web site is status quo.
Hideabout: Another superb issue. Ads have been pulled for non-payment. Need to make sure to send Hideabout to one-time advertisers.
Extra: All OK –distribution a problem at times.
TV Channel 20: Doing well – should have programs compatible with recreation.
Maps: Same status.
Handbook: Status quo. Campground regulations are being worked on.
Guidelines: Will be submitted through attorney to determine acceptability.
Next meeting: Tuesday, August 14, 2007 – 10 a.m. at the POA
Addendum: A copy of the Guidelines with changes by attorney and Board at attached. These will be gone over at the next meeting.

Communications Minutes - June 12, 2007

Attending: Debbie McGowan, Sue Dimmick, Enid Miller, Carole Maguire, Jane Krasny, Dolores Carney, Barbara White, Lorraine Luft and Lisa Green.
A motion by Sue Dimmick and a second by Carole Maguire approved the minutes of the May meeting.

Web Site: Debbie researched web sites for appropriate templates. Crystal Graphics has templates that would work and only cost $89. The committee viewed and approved a template.

Hideabout: Another outstanding issue. Over $19,000 worth of ads in the May issue due to political advertising. Possibility of getting listing of those running for office and listing in the paper for member’s info.

Extra: Once a week now. Perhaps next year stay with publishing every two weeks. This would free up some time.

TV Channel 20: Still running smoothly. Power Point upgrade is in the budget for next year.

Maps: 2/3 of the ads are sold. Shooting to get caught up so the maps have been pushed to the back burner for now.

Guidelines: The Guidelines as listed by the Community Relations Department were discussed at length and based on Debbie and Lisa’s input, were changed as attached.

Next meeting: Tuesday, July 10th at 10 a.m. at the POA.

Communications Draft Minutes - May 15, 2007

Attending: Sue Dimmick, Carole Maguire, Debbie McGowan, Lorraine Luft, Enid Miller, Barbara White, Bill Brenner – Board Liaison, Bob Dehl

A motion by Lorraine Luft and a second by Sue Dimmick approved the minutes of the April meeting.

Web Site - www.hideoutassoc.com: Bill Brenner explained that the web site is hosted in Canada. PDF files could be put on the existing web site. Archiventure does hosting of web sites. Since we now have
servers, we could host the web site. Message board blog software would be required. Software to use is probably Front Page. Check with CAI to determine what template to use as opposed to having a template designed. This would be more cost effective. Possibility of getting a Boy Scout to do some of the design as a project.

Hideabout: Pictures were much better this issue. 5200 printed. Printer is Towanda Press. As to Letters to the Editor, we are a controlled publication and as such can dictate what is printed.

Extra: Will be weekly starting Memorial Day.

TV Channel 20: Running smoothly. Runs about 15 to 20 minutes. Looking to update 2003 Power Point.

Map: Not ready to go to the printer yet.

Guidelines: Distributed for discussion on the next meeting.

Handbook: Updating of governing documents is in the process according to Bill Brenner. Handbook needs to be updated, possibility of using loose-leaf format with tabs.

Email addresses: New addresses are being assigned through our servers. Also phone number for the Hideout is changed to 698-4100. This will be noted in the next Hideabout and Extra.

Next meeting: Tuesday, June 12th at 10 am

Attending: Lorraine Luft, Deb McGowan, Lisa Green, Dolores Carney, Barbara White, Jane Krasny, Carole Maguire, Sue Dimmick and Bill Brenner – board liaison.
A motion by Jane Krasny and a second by Lorraine Luft approved the minutes of the November meeting.

Web Site: (hideoutassoc.com) Archiventure has no one to design web sites – they would have to bring someone in to do this. Information was relayed back in August 05 but nothing has yet happened. Bill will check on the status. Perhaps it is just necessary for Deb to learn how to create web pages. Arkadventure comes in every two weeks to review projects. Need to look into possibility of adding the Hideabout to the web site in pdf format.

Hideabout: It’s a pleasure to read it each month. Three sections will continue throughout the summer.

Extra: Still produced every two weeks until Memorial Day. Inserting the reference to a page of the Hideabout works well in keeping info short.

TV Channel 20: No problems. Running smoothly. Reminder - that it can be accessed through the web site.

Map: Should go within the month to the printer. Maps will be distributed at amenities this year. Will be dated “Summer 2007”.

Phone List: Will look into producing and handing out at registration.

Handbook: Turned over to Governing Documents Committee in October 2005. Discs were turned over to Paul Como shortly thereafter. The project is totally out of our committee.

Next meeting: Tuesday, May 15, 2007 at 10am. Excused Jane Krasny

Attending: Dolores Carney, Lorraine Luft, Debbie McGowan, Carole Maguire, Jane Krasny, Barbara White, Lisa Green and Ralph Graf.
A motion by Dolores Carney and a second by Carole Maguire approved the minutes of the October meeting.
Web Site: (hideoutassoc.com) Redesign of the web site may start in January or February. Problems will be addressed at that time. Updates by Community Manager on the forum will be tried. Not a question and answer program though.
TV Channel 20: No problems
Hideabout: Misalignment of the November issue caused fuzzy pictures. A refund was received from the publisher. Paper was run at different times that caused the problems. 200 additional copies being run for realtors.
Letters to the Editor: Debbie will change the basis for the letters to the editor.
Extra: No changes.
Message Boards at Gates: New set up at front gate looks great. Lighting will be added to highlight it at night. Mailbox area at front gate will be redesigned.
Maps: Being worked on.
Next meeting: Tuesday, April 17, 2007.

Communication Committee Draft Minutes – October 10, 2006
Attending: Sue Dimmick, Dolores Carney, Vicky Voss, Carole Maguire, Lorraine Luft, Jane Krasny, Barbara White, Lisa Green. Excused: Debbie McGowan
Guests: Ralph Graf, Nick Sambuco
A motion by Dolores Carney and a second by Sue Dimmick approved the minutes of the September meeting.
Web Site: Next on the agenda to be worked on by computer specialists.
TV Channel 20: No problems. Recreation slides have been corrected.
Hideabout: Overall, ads are decreasing for fall, but new advertisers are coming on board. Realtors are using the paper as a selling tool. Will print another 200 or so copies to accommodate this.
Mac is still a minor problem – dealing with it.
Letters to the Editor: Editor to bring questionable letters through this committee. This will be discussed further at the next meeting.
Extra: No changes.
Message Boards at Gates: Design has to be approved by the Board for the main gate. $10,000 or so to replace with an attractive planting.
Maps: New issue will be put at amenities. Walking trail needs to be put on the map.
Election of Chairpersons: Barbara White and Sue Dimmick were elected as Co-chairpersons.
The Weather Channel featured The Hideout in their fall color presentation during October.
Next meeting: Tuesday, November 14, 2006 at
10 am at the POA.
Excused: Sue Dimmick