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Long Range Planning & Finance Final Minutes of Meeting - 8/20/11
CALL TO ORDER
• Meeting called to order @ 10:05 AM
ATTENDANCE
Present: Mike Falabella, Virginia Sabia, Barbara White, Connie McGee, Mike Seiden, Walt Buda, Bob Taggart, Larry Holmes, Fred Sakacs, John Barcarola
Excused: Fran Olick. Absent: n/a
Additional Attendees/Guests: John Gigliotti, Donna Kiely.
MINUTES OF PRIOR MEETING
• Minutes of 7/16/11 meeting reviewed; motion to accept made by Larry Holmes; seconded by Virginia Sabia; minutes approved.
• ‘MANAGEMENT UPDATE’ – (Ralph Graf was unable to attend, however, he provided updates on the meeting’s agenda items prrior to the meeting which John Gigliotti expanded on) John Gigliotti provided updates on the status of various items, including: Roamingwood/Getaway Parks - Kiley & Company completed adjustments to conceptual plan for Roamingwood Park as previously recommended by the committee; additionally, preliminary recommended design for Getaway Park has been delivered; both designs were available for review; management’s intention is to propose minimal funding in the 2012 budget for partial improvements to Roamingwood Park to evidence progress; thought is to provide for additional picnic tables, barbeque grills, possibly a Gazebo, etc., all subject to further input/suggestions; funding will obviously be the driving force for further development, which was always envisioned as a multi-phase/ multi-year project; Adjacent Property – It is management’s understanding that property adjacent to Roamingwood Park may be more attainable than previously believed and that contact will be made with the owner to discuss acquisition possibilities (see later comments); Reserve Plan Funding- we received a road study performed by Kiley & Associates which is being incorporated into the Reserve Study; Donna Kiely has additional information relative to the Reserve Study (see later comments); Laurel Park Development/ General Store Proposal – relating to a proposal submitted to LRP&F at a prior meeting, based on discussions several years ago about another ‘commercial venture’, it was suggested the BOD may want counsel to weigh in on possible restrictions before pursuing further discussions; Expanded Use of Ski Hill Area - among other possibilities, our Recreation Manager is investigating feasibility of a ‘Zip-Line’ at the Ski Hill, as one component geared toward making this area a multi-season venue; survey will be included in the September Hideabout to ascertain member interest; a ‘Skate Board Park’ is another item proposed for 2012 budget consideration; this would involve concreting the existing ‘Ice Skating Rink’, enabling it to be used as a ‘Skate Board Park’ during the non-skating season; possible expansion of the existing ‘Tubing Run’ at the Ski Hill is being contemplated which would add an additional 100’ at the top of the hill; the expansion will make the run more member friendly and should increase usage; required work would be accomplished in-house with our ‘Ski Hill’ staff and a maintenance equipment operator; management will seek BOD approval to undertake this modification in October 2011.
• ‘ROAMINGWOOD PARK / ADJACENT PROPERTY’ – continued discussions re: available adjacent property led to a restatement of the committee’s prior recommendation to the BOD to monitor the situation with a renewed ‘sense of urgency’; motion made by Fred Sakacs; seconded by Larry Holmes; motion passed unanimously.
• ‘RESERVE PLAN / RESERVE PLAN FUNDING’ – substantial discussion about our Reserve Plan (which the committee was reviewing for the first time) primarily focused on supporting methodology, inputs and adjustments; Donna Kiely provided input on the status of the Reserve Plan, which is still being finalized, and how the Kiley Road survey is being incorporated into it; given the discussion on ‘line items’, etc. in the Reserve Plan, the Reserve Plan Funding objective needs to be further discussed at our next meeting.
• ‘PROPOSED AMENDMENT TO ARTICLE IX’ – substantial discussion about the proposed changes to Article IX of our By-Laws recommended by the Governing Documents Committee, which if the BOD approves, would be submitted to the membership for approval; clarity of the proposed changes was questioned, as were certain specific recommendations within the changes; a motion from the committee will be forthcoming reflecting LRP&F’s general support for the proposed changes along with suggested modifications.
• ‘GENERAL MEMBERSHIP INPUT’ – no additional input received from among the membership since our 7/16/11 meeting.
• ‘Next Meeting Date(s) – September 17th @ 10:00 AM in the POA (subsequent meetings will continue to be on 3rd Saturday of each month).
ADJOURNMENT
• Motion to Adjourn’ made by Larry Holmes; seconded by Fred Sakacs; meeting adjourned at 1:15 PM
Prepared/Submitted by Mike Falabella, Chairperson
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Long Range Planning & Finance Final Minutes of Meeting - 7/16/11
CALL TO ORDER
• Meeting called to order @ 10:05 AM
ATTENDANCE
Present: John Barcarola, Mike Falabella, Connie McGee, Virginia Sabia, Fred Sakacs, Barbara White, Walt Buda, Mike Seiden, Larry Holmes, Fran Olick, Bob Taggart
Excused: n/a
Absent: n/a
Additional Attendees/Guests: Ralph Graf
MINUTES OF PRIOR MEETING
• Minutes of 6/18/11 meeting reviewed; motion to accept made by Barbara White; seconded by Virginia Sabia; minutes approved.
• ‘MANAGEMENT UPDATE’ – Ralph Graf provided updates on the status of various items, including: Roamingwood Park, design consultant, Riley & Associates, to deliver revised design plan (incorporating suggested changes), along with cost estimate(s), before next BOD meeting; dialog continuing on park expansion opportunities (see related motion(s) under ‘Roamingwood Park’ below); Roamingwood Dam, project completed under budget; passed all required inspections; Stock Farm Road Gate, after earlier weather delays, regulatory process dragged a bit, but gate expected to open shortly; Golf Course - Hole #1, RS&W work completed; work on hole #1 underway; planned tree removal, and needed removal of additional dead trees, completed, with intent to improve aesthetics (exploring feasibility of running utilities underground); Pool(s), addressing safety issue related to ‘bottom suction’ recall; 2011 Budget Process, underway, with initial departmental operating and capital submissions substantially complete, with Budget Committee review pending; Deerfield Dam, ‘Emergency Action Plan’ developed to address ‘spillway hole’ but DEP denied permit application as situation is deemed ‘non-emergency’.
• ‘ROAMINGWOOD/GATEWAY PARKS’ - old business - current focus is on Roamingwood Park (see above under ‘Management Reports’); related motion(s) to be submitted to the BOD for budget preparation purposes seek to provide an annual $10,000 line item for ‘project studies’ (feasibility, planning & conceptual design), to facilitate future project/initiative reviews.
• ‘NORTH BEACH AREA’ - new business - preliminary discussion of current and potential opportunities for functional and utility improvement of North Beach Area; discussed various concepts; motion to be submitted to BOD for authorization to commission conceptual design plan; note that many committee members toured the area subsequent to the meeting.
• CAMP/COUNTRY STORE - new business - further discussion of potential opportunity tabled until future meeting.
• ‘RESERVE PLAN FUNDING’ – given its importance, tabled; will be at top of agenda for next meeting.
• ‘GENERAL MEMBERSHIP INPUT’ – no additional input received from among the membership since our 6/18/11 meeting.
• ‘Next Meeting Date(s) – August 20th @ 10:00 AM in the POA (subsequent meetings will continue to be on 3rd Saturday of each month).
ADJOURNMENT
• Motion to Adjourn’ made by Barbara White; seconded by Virginia Sabia; meeting adjourned at 12:10 PM
Prepared/Submitted by Mike Falabella, Chairperson
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Long Range Planning & Finance Final Minutes of Meeting - 6/25/11
Chair: Tim Jeffers
Members: Kevin Clancy, Charlie Durkin, Karen Greenfeld, Al Kramer, Arnie Milidantri, Judy Restaino
Guests: Stu Levy, George Pagan
Staff: John Gigliotti, Ralph Graf, Sari Lang
The meeting was called to order at 9:09 AM. The minutes were approved with appropriate changes to attendees with a motion by A. Kramer which was seconded by C. Durkin.
OLD BUSINESS:
1. Recreation: Sari Lang, the Hideout’s new Recreation Manager, introduced herself and discussed some of the summer activities. T. Jeffers asked about July 4th, and she responded that they had judges for the boat regatta.
S. Levy informed the committee that they had a fishing tournament with eight participants. B. Kravetz and he are trying to plan another tournament. A permit is needed from PA Boat and Fish if there are at least ten participants. They would like to obtain a blanket permit and would like to see more advertisement.
K. Greenfeld questioned whether or not the lake was open for boating as the heavy rains (we received 4-8 inches of rain in 24 hours) have raised the lake level several feet. Are there guidelines? R. Graf responded that today wakes will be restricted, and, if necessary, the lake will be closed to boating. The beach was closed. S. Levy said that security hours should be staggered because as soon as security is off the lake, boats come out. T. Jeffers commented that we had talked about storm events a year ago and how do we prepare for them. J. Gigliotti responded that this storm was not predicted. A. Milidantri suggested that if a major event is predicted, we can inform those on the lake so that they can secure their boats, etc. It was suggested that J. Gigliotti put an article in The Hideabout asking for email addresses of lakefront owners. A discussion ensued about opening the valve to control the water level of the lake. R. Graf stated that we have to monitor downstream. Paul Pogozelski, the Facilities Manager, is in charge of maintaining water levels. A. Milidantri stated that the Board is looking into an electronic automatic control to control water levels. J. Gigliotti added that our liability for downstream is great.
2. Environmental: J. Gigliotti stated that he contacted a company who came yesterday to get water samples from N. Beach, the main beach and the marina, and results of water quality should be received today.
Deerfield Dam: After the heavy rain, an 8 inch hole in Deerfield Dam was discovered. Charles Givler from PA Dam Safety came up to look at it and said that it is not an imminent emergency but there must be a temporary fix until a permanent one can be done. They want to build a coffer dam. C. Durkin stated that the structure from wall to wall needs to be replaced. The present dam could be the coffer dam. K. Greenfeld asked whether those downstream should be notified and was told that everyone was.
Lake Issues: J. Gigliotti is working with Fred Lubnow. The fish survey was done, and we should get the results soon. The chemical treatment scheduled for Friday was postponed due to the rain. There is a preliminary budget number for enhanced netting for the islands. Princeton Hydro is working with Lakesavers to upgrade the design of the Clean Flo system as it is believed that it has not been maintained well so all of the aerators have been scoured.
A. Milidantri thanked R. Graf and his team for their great response to the emergency rain. S. Levy asked how long it will take for the lake levels to return to normal and was told that it normally takes about 3 days.
S. Levy said that Gary and Joe from Security were a super help at the fish tournament. S. Levy stated that after the tournament, the guys were talking and had stated that the rock bass are overwhelming in the lake and suggest stocking with more largemouth bass. There could also be a pan fish day. T. Jeffers said that we have to wait until the survey results are in before recommendations are made.
A. Kramer brought up the issue of the hot pipe for the aerating system at Deerfield. There is no cage around it, and kids play there.
There was a discussion about the condition of Deerfield Lake, and all recommended that money be allocated at one time to fix it as a complete project. C. Durkin said that he will gladly meet with J. Gigliotti, C. Givler, and F. Lubnow to move this along and plan the whole project. Everyone should know that unless Deerfield is cleaned up, Roamingwood will be affected.
3. Public Works:
Getaway and Holiday Parks: Getaway still does not have a boat ramp, and no more parking spaces were added at Holiday. A. Milidantri stated that a quick fix at Holiday is to put in gravel.
Roamingwood Park: T. Jeffers asked A. Milidantri if there are any plans yet for Roamingwood Park. A. Milidantri said that there are monies in the budget for a preliminary design. Bocce ball courts, a third beach, and a fishing pier have been discussed. They need to come back with a cost estimate. It would be done in stages. G. Pagan is concerned to see how it impacts him as he lives near the park.
4. Committee Items:
Water Quality: Two sets of samples were done by A. Kramer and C. Durkin before this last heavy rain. The phosphate reading was high. C. Durkin said that there was a lot of filamentous algae in Deerfield in the central part of the lake. There’s too much sediment which should be removed.
The next meeting will be on July 30, 2011.
The meeting was adjourned at 11:50 AM with a motion by K. Clancy, seconded by
C. Durkin and approved by all.
Respectfully submitted,
Judy Restaino
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Long Range Planning & Finance Final Minutes of 6/18/11 Meeting
ATTENDING: L. Holmes, V. Sabia, B. White, S. Lang, J. Gigliotti, B. Taggart,
C. Mcgee, F. Olick, W. Buda, F. Sakacs.
Minutes accepted as read.
Update of happenings by John:
Spraying was done June 1 this was the third time in the last five years. Paving of Roamingwood is underway. Stockfarm entrance expected to open by July 1st.
Dominion electric was chosen as the Hideout’s provider. Residents will be able to apply by 8/24/11.
Permits have been obtained for hole number one. Work will start soon.
3. Plans for Roamingwood park were reviewed. Recommendations are:
Increase parking. Suggestions were to add parking where the current park is located. Also parking across street. If property across from park was purchased parking could be located in this area.
Vending machines should be added.
Extend walking path, path can be extended to go around future beach site.
Bathhouse should be a higher priority.
A water fountain needs to be added.
Sports amenities should be done after study on projected usages of current areas, i. e bocce, shuffle board.
Cost of park can not be projected until it is determined what work can be done in house.
Report on Getaway was not received.
Urgent care was discussed. We would need to provide space. Item placed on project list
General discussions:
Project list (wish list) was reviewed. Members were given lists.
Connie reminded members as we choose projects we do have a budget ($9,000) to work with.
Avoy Road entrance and its hazards was discussed. Penn Dot has looked at this and no resolution was found.
It was recommended that rescue squads should not be soliciting at main entrances. This not only causes congestion but is a safety factor. The Security committee needs to be alerted to problem.
Project list was consolidated, members were given copies. Fred suggested that members number items according to their preference and sent to Mike before the next meeting.’ Members are to think about what would be our next project. Members are to add zip line and alpine slide to their list.
There is concern about communications among members. Is the group e-mail list current and available to all members.
Bob is going to research pool covers and will provide info at our next meeting. Next meeting will be July 16 at 10 am.
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Long Range Planning & Finance Final Minutes of 5/21/11 Meeting
CALL TO ORDER Meeting called to order @ 10:05 AM.
ATTENDANCE Present: John Barcarola, Mike Falabella, Connie McGee, Virginia Sabia, Fred Sakacs, Barbara White,
Excused: Walt Budda, Mike Seiden
Absent: Larry Holmes, Fran Olick, Bob Taggart. Additional Attendees/Guests: Ralph Graf.
MINUTES OF PRIOR MEETING: Minutes of 4/30/11 meeting distributed for review; approval of minutes postponed until after the meeting.
• ‘MANAGEMENT UPDATE’ – Ralph Graf provided updates on the status of various projects including: postponement of caterpillar spraying (necessitated by weather conditions); pre-construction meeting for work on Golf Course hole #1; rebidding of 2011 paving contracts (anticipated to result in savings between actual bids and estimated costs); the ‘Lakeview walking trail’; the New (‘Stock Farm Road’) North Gate (paving, addition of guardrails, etc.); Roamingwood Dam (complete save for a few punch list items); improvements to the Main Lodge Life Guard Building are being completed; preparations and ‘make ready’ for Memorial Day Weekend and the Summer Season is almost complete, time-line for 2012 Budget Preparation/Approval Process which commences shortly, as well as the Roamingwood/Gateway Parks initiatives (see below). We also reviewed and clarified LRP&F’s understanding of the expectations for interactions between/among various committees, management, staff and the BOD, and, in particular, LRP&F’s role (as outlined at our 4/30/11 meeting).
• ‘ROAMINGWOOD/GATEWAY PARKS’ - seeking to expedite the review process, in order to be able to get the project into the 2012 Budget Preparation/Approval; Process, Ralph Graf had already been in contact with several firms regarding estimates for proposals for conceptual design plans; as the 2012 Budget process commences in June; subject to availability of Kiley & Associates, Wednesday, 5/25 @ 10:00 AM, was tentatively identified date for LRP&F’s sub-committee, management and staff to meet on-site with Kiley & Associates to review/clarify the HO’s thoughts on the project(s), required deliverables and timing, and to physically visit the parks; the sub-committee will coordinate the meeting with Ralph, Recreation Manager Nicole Jorgensen, Kiley & Associates, etc.; focusing primarily on Roamingwood Park, the objective remains to incorporate the adjacent former boat storage area, and to maximize and improve access to a broader range of users (including the disabled), devise a better layout (with parking and small boat storage more appropriately located), and, generally, to open up the lakefront, and in the process taking some pressure off other lakefront locations.
• STANDARD PROJECT REVIEW PROPOSAL TEMPLATE - the initial draft of the Standard Project Review Template was discussed, with the general agreement among those present being that it was too long and detailed, and could be shortened; it was suggested that possibly even the name of the document could be changed, as after discussions at our 4/30/11 meeting, it was evident that the BOD’s desire was for LRP&F be involved in more than just physical planning and projects (so maybe ‘Initiative’ was a better choice than ‘Project’ in the title); the document is intended to provide a link, or bridge, between LRP&F’s activities, the HO’s Reserve Study, the Budget Committee/Process and the Audit Committee/Process; consideration was also given to creating multiple templates for ‘small’ and ‘large’ initiatives; Mike Falabella (who created the original draft) and Fred Sakacs agreed to work on revising the template(s)..
• ‘Projects List’ – continued discussion begun at our 4/30/11 meeting on the creation of LTP&F ‘Projects List’, we discussed a variety of community needs which might warrant placement of projects (or initiatives) on the ‘Projects List’ for further vetting, future budget consideration, etc.; John Barcarola and Fred Sakacs are to compare preliminary lists created at the meeting and cerate a single list for discussion at our 6/18/11 meeting; once a ‘Projects List’ is in created, with estimated costs, projects will be prioritized, etc.
• Urgent Care’ – discussion postponed until 6/18/11 meeting when Fran Olick is expected to flesh out the concept.
• ‘General Membership Input’ – no additional input had been received from among the membership since our 4/30/meeting
• ‘Next Meeting Date(s) – July 16th @ 10:00 AM in the POA (subsequent meetings will continue to be based on the 3rd Saturday of each month)
ADJOURNMENT
• Motion to Adjourn’ made by Fred Sakacs; seconded by Virginia Sabia
Prepared/Submitted by Mike Falabella, Chairperson
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Long Range Planning & Finance Final Minutes of 4/30/11 Meeting
CALL TO ORDER • Meeting called to order @ 10:15 AM (delayed start due to partial overlap w/ Nominating Committee Meeting)
ATTENDANCE Present: Virginia Sabia, Bob Taggart, Connie McGee, Fran Olick, Barbara White, Fred Sakacs, John Barcarola, Mike Falabella. Excused: Walt Buda, Mike Seiden. Absent: Larry Holmes. Additional Attendees/Guests: Arnie Millidantri, Bill Brenner & Ralph Graf
MINUTES OF PRIOR MEETING: Minutes unavailable for review; will be reviewed at a subsequent meeting.
• ‘COMMITTEE ROSTER’ – LRP&F formally welcomed Fred Sakacs as its newest member, while also regretfully acknowledging the resignation of Bob Dehl (who resigned due to his planned move from the HO); since Bob’s resignation coincided with the BOD’s ‘Committee Refresh’ initiative there are no vacancies on LRP&F as a result of the resignation.
• ‘COMMITTEE REFRESH’ – As a result of the BOD’s ‘Committee Refresh’ initiative and related Motions approved at the 4/16/11 BOD meeting, among other changes, the committee’s size was reduced to 11 members, and service terms were established for all committee members; see attached for full details.
• MANAGEMENT UPDATE – Ralph Graf provided an update on a number of items, including: (1) new department head hires; (2) dam progress, paving & road opening schedule; (3) Roamingwood Lake dredging; (4) 2011 caterpillar spraying program; and, (5) New North Gate (Stock Farm Road Access) progress, with planned Memorial Day opening (gate will be unmanned and usable only by members and school buses).
• URGENT CARE - Fran Olick raised the possibility of further investigating an on-site urgent care facility; Fran will provide additional detail on this concept for consideration at our May meeting (in order to determine whether further investigation is appropriate).
• LRP&F ROLL & RESPONSIBILITIES – with the benefit of having 3 BOD members in attendance, there was a lively discussion, through which LRP&F’s role and responsibilities were clarified, as were its interactions & communications with other committees and the BOD, and the need to better define project proposals coming out of LRP&F, particularly estimated costs, in order to make LRP&F’s output more useful to the BOD, and to enable LRF&F to dovetail its efforts with those of the Budget Committee. The intent is to have LRP&F return to its historical position as conduit for proposed projects emanating from other committees and departments, in order to improve its effectiveness and value as a resource to the BOD. The BOD members present were able to clarify their expectations of LRP&F (and to an extent LRP&F did the same re: the BOD).
• LRP&F INTERACTION & COMMUNICATION W/ OTHER COMMITTEES - As an offshoot of the prior discussion, it was agreed that interaction and communication between LRP&F and other committees could be substantially improved; both LRP&F and the BOD agreed to work toward improving this area.
• ROAMINGWOOD/GETAWAY PARK – Substantial discussion ensued on the BOD’s responses to LRP&F’s 2009 & 2010 motion(s) re: Roamingwood Park and adjacent property. Here again, LRP&F benefitted from the presence of 3 of our BOD members, which enabled both the BOD and committee members to get to a clearer understanding of what each required from the other to advance initiatives to improve future utilization and value of these amenities. Among other things, it was agreed that it was necessary to expedite the engagement of a consultant to develop a conceptual plan for Roamingwood and Getaway Parks, incorporating and expanding on internal thoughts and ideas, as funds were available in the 2011 Budget. This would hopefully enable us to get into the 2012 budget review pipeline. The thinking is that any resulting improvements to Roamingwood or Getaway Parks would be multi-phase/multi-year projects for budget purposes. Ralph will provide LRP&F with the names of 3 proposed consultants for consideration. Fred Sakacs joined LRP&F’s Roamingwood Park (a/k/a Parks) sub-committee (replacing Joyce Lagrosa).
• Standard Project Proposal Template – The need for a Standard Project Proposal Template, as contemplated in our meeting agenda, was underscored by other discussions. The intent is to develop a standard proposal format whereby LRP&F could present project proposals in a manner which better addresses the BOD’s informational needs, operational and capital (‘Reserve Study’) impacts, and anticipated pros and cons for the membership. The LRP&F’s members present agreed to think about possible formats.
• ‘Reserve Plan/Planning Process’ – Discussed the importance, and status, of the HO’s ‘Reserve Plan/Planning Process’ (Donna Kiely is near completion of a major revision of the ‘Reserve Plan’), and the need for LRP&F to review the updated plan, recommend funding requirements, and take an active role in maintaining the ‘Reserve Plan’ going forward. All existing and/or new projects would need to be interfaced with the ‘Reserve Study’. LRP&F’s role relative to the ‘Reserve Study’ will be discussed in more detail at our May meeting. John Barcarola advised that he would ask Donna Keily to include some ‘study material’ along with the latest Reserve Study when it is distributed to the LRP&F.
• General Membership Input - LRP/F’s has received minimal input as a result of its solicitations in the Hideabout, Forum, etc., seeking ideas from the general membership, for potential projects, amenities, and community needs.
• Next Meeting Date(s): May 21st @ 10:00 AM in the POA (subsequent meetings will be on the 3rd Saturday of each month).
• Adjournment
‘Motion to Adjourn’ made by Connie McGee; seconded by Barbara White; meeting adjourned @ 12:40 PM.
