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Minutes
Long Range Planning/Finance Committee Draft Minutes of Meeting - September 13, 2008
ATTENDEES: Larry Holmes (chairman), Mike Seiden (Co-chair), Connie McGee, Barbara White, Robert Killian, Bob Dehl, Bob Taggart, Virginia Sabia, Joyce Lagrosa,
POA Board Liaison: John Barcarola
Guests: Tim Jeffers, Al Kramer, Mike Falabella, Charlie Durkin. Members excused: Christine Clancy, J. Fleming, Walt Buda, Wayne Wessel, Lee Dahm,
1. Minutes of the previous meeting of LRP/F on August 23, 2008 were approved.
2. Larry Holmes responded on behalf of LRP/F to the inquiry from the Board of Directors (BOD) regarding limiting the terms for members on board appointed committees. His analysis of membership trends and patterns on LRP/F and discussion of the idea of term limits within the committee concluded that within LRP/F normal turnover is sufficient to give interested parties access to joining the committee.
3. Connie McGee presented the conclusions of the LRP/F subcommittee tasked to evaluate the Lakes Committee request to include funding in the Roadmap to the Future for scraping of Brooke and Deerfield Lakes and also funding for the creation of forebays at these lakes to capture phosphates and nitrates before they reach our waters. Connie reported that the Subcommittee believes the condition of our lakes is serious and needs to be addressed on an emergency basis and that the first step is to retain an expert lakes management consultant to analyze current conditions and create a cohesive lakes management plan. This plan would deal with the main cause of our problems which is the high levels of phosphates and nitrates entering our waters from outside of our community as well as with actions to restore our lakes to their former conditions. Since it was learned that there is not currently a Lakes Committee recommendation to the BOD to hire such an expert consultant it was suggested to Lakes Committee representatives present that their committee pass one and LRP/F would be very receptive to passing a motion in support of their motion and that this could be done before the next scheduled BOD meeting.
4. Larry Holmes provided an update on the current design options being considered for the new ISC. Due to budget constraints, several options to reduce costs are being evaluated. These include building the new ISC to abut the existing tennis building on to the parking lot side, evaluating modular designs for the new ISC in front of the existing tennis building and making the existing tennis building a pavilion and adding a new combined modular ISC and tennis building. There was also considerable discussion of improving the design of the currently proposed ISC floorplan to include more multiuse space if the BOD decides to choose an alternative to the current steel building plan. A motion was presented, seconded and unanimously passed to end further discussion of the floor plan and other ISC issues at this time.
5. Robert Killian discussed the results of the LRP/F subcommittee investigation of software that could be used as a tool to create a more effective Hideout reserve plan. This project would include an initial inventory and evaluation of assets and also an approach to periodically update information on this list of assets. Robert Killian presented this information at the BOD workshop for their consideration. It was well accepted.
6. Bob Dehl suggested that LRP/F consider creating a subcommittee to investigate various “green” activities that the Hideout could consider. Windmills and small-scale hydro were specifically discussed. The suggestion was tabled.
Meeting adjourned at 12:20. Next LRP meeting will be on Saturday, October 18, 2008. 10AM in POA Building.
Long Range Planning and Finance Committee Draft Minutes of Meeting - August 23, 2008
ATTENDEES: Larry Holmes (chairman), Mike Seiden (co-chair), Connie McGee,
Walt Buda, Barbara White, Lee Dahm, Robert Killian, Christine Clancy (secretary), Wayne Wessel, Bob Dehl, Bob Taggart
POA Board Liaison: John Barcarola
Guests: Tim Jeffers, Al Kramer, Mike Falabella. Members excused: Virginia Sabia, Joyce Lagrosa
Announcements: Larry Holmes announced that Dave Dimmick has resigned from Long Range Planning; Dave’s contributions were significant and he will be missed.
1. Christine Clancy has agreed to serve as committee secretary; the committee expressed its appreciation to Walt Buda for filling in as secretary.
2. Minutes of the previous meeting were approved.
3. The following motion to the POA Board was approved by a 10 - 1 margin: “Resolved that the number of months required to advertise an opening in a BOD appointed committee be reduced from 2 months to 1 month to limit the negative effect the manpower shortage has on the committee.” The opening on LRP is already being advertised on Channel 20 and will be posted in next month’s Hideabout.
4. Tim Jeffers, chairman of the Lakes Committee, made a presentation to LRP. His goal was to inform members of LRP about the current condition of our lakes (Brooke, Deerfield, and Roamingwood) and to request inclusion of funding for remediation of conditions in Brooke and Deerfield in LRP’s Roadmap to the Future. Roamingwood remediation is currently part of the Roadmap and work on the lake is proposed to be concurrent with the dam repair in 2010/11.
Key points raised during the discussion:
• The lakes are key amenities for all Hideout residents and healthy lakes will have a positive impact on our property values.
• We are being negatively impacted by conditions in the watershed that feeds our lake system. There is significant negative impact from agricultural fertilizers especially during heavy rainstorms.
• The POA has purchased 8 properties that may be used as “fore-bays” to establish a filtration area for the lakes.
• Lakes committee is recommending a 3-prong approach to drive to a solution: legal, financial, and political.
• Bathometric studies should be completed for all of our lakes.
• To date, we have been treating the symptoms and not the cause of problems with the lake system.
Question: Should we wait for the proposed “environmental manager” to be hired? No formal vote was taken, but the general consensus was that the inclusion of this position in the 2009 budget is not a certainty and if the Lakes proposal is to be added to the Roadmap concurrent with the Roamingwood scraping, a full cost analysis should be raised ASAP.
Question: Should LRP table the motion from the Lakes Committee pending input from Jeff Sias and ECC? After discussion of the issue, a vote was taken: 1 in favor,
10 opposed.
Motion: “LRP to form a sub-committee to collaborate with Lakes Committee to
develop a revised motion for discussion at the 9/13/08 LRP meeting.” 11 in favor,
0 opposed.
Subcommittee members: Connie McGee, chair; Walt Buda, Bob Taggart, Larry Holmes, Bob Dehl (also a member of Lakes).
4. On 7/26, LRP approved a motion to the POA Board supporting the construction of the ISC as presented by to the committee by Jeff Sias and Ralph Graf. This motion has not yet been presented to the Board.
John Barcarola, POA Board liaison, updated the committee on the current status of the ISC project:
• With increasing construction costs, the architect has been asked to review the design to make it more cost effective.
• It was not deemed cost effective to refurbish the existing indoor tennis facility.
• The board and architect have discussed the current plan vs. the proposal made by Larry Holmes.
After considerable discussion and the recognition that there were issues with the ISC plan as presented, it was decided by a vote of 10 in favor with one abstention, to not present the 7/26 motion to the Board. The LRP recognizes that lack of a motion of support will not impact the POA board’s decision to demolish the existing ISC and to proceed with seeking a construction contract for the new facility.
5. Bob Killian discussed the need for an effective reserve plan that would include a full inventory of our resources and a systematic approach to updating this information annually. Several software packages are available to facilitate the data collection and presentation. A subcommittee of LRP members will review the packages and recommend 3 to the POA Board for their review. Members of the sub-committee are Bob Killian (chairman), Christine Clancy, Joyce Lagrosa and Larry Holmes.
Meeting adjourned at 12:20.
Next LRP meeting will be on Saturday, September 13, 2008. 10AM in POA Building.
+++++++++++++++++++
Additional message from Larry Holmes:
In your agenda packet were two items I forgot to comment upon at the meeting. The first was an independent opinion found by Bob Killian during his reserve study research [great work Bob] that supports the HO lawyer's opinion that the BOD was within their right's using all reserve capital on an enlarged ISC replacement building. The second was FYI and listed the proposed capital projects being considered for the 2009 budget. Notice one item the Budget Committee did not approve was replacement of the OSC bathrooms which is a project we discussed last year in conjunction with the ISC project......Thanks....Larry
Long Range Planning Committee Draft Minutes of Meeting - 6/21/08
Members Present: Bob Dehl, Jim Fleming, Larry Holmes, Lee Dahm, Barbara White, Bob Taggart, Virginia Sabia, Robert Killian, Walt Buda. Members Excused: Connie McGee, Christine Clancy, Dave Dimmick, Mike Seiden, Joyce LaGrossa, Wayne Wessel. Guest: Mike Falabella. Board Members or Management present: none.
Bob Dehl opened the meeting at 10:10 A.M. A motion to accept the minutes from the last meeting was made and unanimously approved. Bob then informed the committee that he was resigning as chairman of the committee due to other commitments but would remain as a member of the committee. He then requested nominations for a new chairperson from the floor. Larry Holmes was nominated as chairman and was elected by a majority vote with one member abstaining. Larry then took over as chairperson and presided over the meeting.
Bob Killian began a sub-committee report of the Hideout Reserve Plan budget. He focused his comments on the percentages used in the various columns and questioned their origin. Bob Dehl read a communication from Dave Dimmick which offered some explanation of the Reserve Plan's statistics. The difficulty in forecasting future costs for facility replacements was acknowledged by several
committee members, citing the period of rising prices and costs which we are currently experiencing.
The Road Map and the present budget
situation's impact upon it was commented upon by Larry Holmes, Bob Dehl, and other committee members. It was suggested that management needs to take the lead role developing the reserve plan by getting considerable input from accounting professionals. The committee felt that professional accounting help in developing this was absolutely essential. It was decided that the committee would continue the study of the Reserve Plan and its impact on Roadmap. Bob Killian cited the need for using a software program to assist with this and felt this was an important priority.
A letter from attorney Chris Farrell was distributed to all the members dealing with the question of funding for the ISC. The letter stated that all ISC funding should come solely from the Capital Reserve Fund and not from the New Capital Reserve Fund and gave the reasons for this legal opinion. The plans for the new ISC were then distributed to the members. The plans were examined and discussed by the committee. Following the
examination of the plans, Larry Holmes introduced a motion that stated that energy saving construction methods and "green" methods for heating and cooling the building should be explored and, where feasible, incorporated
into the new ISC. A discussion of the importance of environmental considerations followed. The motion was seconded and passed unanimously by the committee.
Larry Holmes then introduced a resolution, which was seconded, stating that forethought should be given to constructing the new ISC in such a way that it can be easily expanded to utilize any unused space in the future. Considerate discussion followed. Many members felt that this could be construed as a way to deviate from the current plans and that they did not feel they wanted to go in this direction. The motion was defeated 6 to 1 with 2 abstentions.
Gas Rush discussion: Larry Holmes noted that we are located directly above the Marcellus shale field which is being considered for natural gas exploration and production in the future. This field extends over a large portion of northeastern Pa. and mineral rights leases have already been completed in a number of areas. He cited the possibility for extracting natural gas from the earth thousands of feet beneath the Hideout without any actual drilling, and its accompanying problems, taking place on Hideout property. New drilling techniques make it possible to drill horizontally into the field from an adjacent area. Pipeline capacities, mineral rights leases, and royalties from gas produced were also discussed. The committee will continue to monitor developments in the shale field and consider how they could impact the Hideout. Bob Dehl noted that whenever he has been in the area of the dog park and campground he has noticed a persistent and prevailing wind and cited the possibility of wind energy being derived here. Other possibilities for the campground area were discussed including a boat/RV storage area and the survey currently being undertaken for a storage area there was also noted.
Chairman Holmes scheduled the next meeting for the committee for July 26 at 10 A.M. in the POA. Motion to adjourn seconded and passed at 11:35am.
Respectfully submitted: Walt Buda, acting as secretary
Long Range Planning Committee Draft Minutes - May 17, 2008
Attendees: L. Holmes, D. Dimmick,
W. Wessel, B. Taggart, L. Dahm, B. Killian,
V. Sabia, B. White, C. Clancy, C. McGee,
Excused: B. Dehl, M. Seiden, J. Lagrosa
Guests: J. Barcarola, J. Sias, M. Falabella
Meeting called to order at 10:00am, by
L. Holmes presiding.
Ski Hill: J. Barcarola, Board Liaison, updated the committee on the latest status. The
Board is evaluating plans to refurbish the Lift. The contract from the contractor is under attorney review. Budget impact is also a consideration. Cost to refurbish the lift is $550, 000. Cost to setup operations in December versus the revenue to be generated in December would be a negative impact on the budget. The alternative method of a Magic Carpet has been dropped. The Hideout hill would require two lengths of carpet and would be more costly than refurbishment. It would also require more maintenance, adding more cost.
ISC: J. Sias updated the committee on the latest status of the ISC replacement. The floor plans are being finalized, with the help of an architect. The new tennis courts will be in compliance with national standards. Request for construction bids should go out early summer. Demolition expected to start in the fall. A late winter could help in getting the exterior up so work could be done on the interior during the winter. The budget for construction is being held at $2.6 million. There is some concern among committee members that the delays in the construction and the rising cost of materials will have a negative impact on what can be built.
Committee Membership: A member who has been absent for several months will be advised he is being removed from the committee. (Note: Since the meeting there has been changed, the member has been contacted and has committed to be more active.)
Hideabout Survey: In the latest edition of the Hideout newspaper, there was a survey asking members if there was interest in building Storage Sheds at Laurel Park. There was no one identified who initiated the survey. Was it a company or a member?? This is a project that could fall under the LRPC. After a brief discussion about the surrounding availability of storage sheds, the required fencing and security, the committee approved a motion that it did not support such a project. B.White will discuss the survey with the Communication Department.
Natural Gas: The current growth in natural gas exploration in the area raises concern over the impact on the water quality in the Hideout and surrounding area. What precautions can be taken for the long term? Is this a RS&W issue?
Community Garden: Committee members have received inquiries into developing a community garden at Laurel Park. How much interest is there? The subject was referred to the Recreation Dept.
Reserve Plan: The sub-committee will be meeting after the LRPC committee to review the latest Reserve Plan and establish a game plan. (Note: the sub-committee did meet and established a $50,000 level for items to be considered for inclusion on the Roadmap. Each member will review the Reserve Plan and make their recommendations.)
Hamlin Ambulance Service: It was noted that the Hamlin A.S. is having difficulty filling positions on its night shift and allegedly will be cutting back. Will this create a need for the Hideout to assess its options – become self supporting with an ambulance, more reliance on the Honesdale ambulance service? Will there be a need to strengthen our First Responders? Acquiring our own ambulance and supporting equipment would be a costly option. There would also be liability insurance to consider. W. Wessel will visit with the Security Committee to discuss this alleged cut back and its impact on the Hideout.
Next meeting: June 21, 10:00am
Meeting adjourned at 11:30am
Respectfully submitted,
David E. Dimmick
Long Range Planning/Finance Committee Draft Minutes of Meeting - January 19, 2008
Please Note: The next meeting will be February 23, 2008 @ P.O.A. @ 9:00 A.M. not 10:00 A.M.
The meeting was called to order at 10:03, by B. Dehl, chairperson. Excused: D. Dimmick,
W. Buda, B. White, L.Dahm.Visitor: R. Topp Lot # 1541 Attending: R. Killian, C. Mc Gee,
J. Lagrosa, J. Fleming, W. Wessel, V. Sabia, B. Dehl, L. Holmes, B. Taggart, C. Clancy, R. Graf, Community Manager
Since the I.S.C. and Dam have been our focus for the past few years, Bob brought copies of the 2007 Hideout Reserve Plan, which he thinks should be our responsibility. A long discussion ensued and therefore our Mission Statement was supplied. Some of the members felt it was too wordy. Christine volunteered to rewrite it and bring it back to us for approval. Our group felt that the Reserve Plan should be updated by the Public Works Committee, Maintenance, and accounting. L.R.F.C. gets involved in new and future amenities such as, the I.S.C. The committee feels that there has been a lack of communication between them the Board, and Jeff. We were supposed to be kept in the loop about the I.S.C. Bob will try to set up a meeting with the Board, Jeff Sias, and Ralph Graf, or at least have someone attend our next meeting.
Ralph said the P.O.A. is trying to buy some land to create new access to front and back roads, and Campgrounds, where feasible. He also said that Highland Assoc. are in Phase I of the new plan for replacement or renovation of the I.S.C. at a cost of $24,750 to be applied towards construction.
B. Killian REMINDED ALL THAT OUR MEETINGS ARE ALWAYS OPEN TO ALL MEMBERS IN GOOD STANDING. THE NEXT MEETING WILL BE FEBRUARY 23, 2008 AT 9:00 OCLOCK AT THE P.O.A.
Respectfully Submitted,
Virginia Sabia
Minutes of Long Range Planning/Finance Committee Draft Minutes - November 17, 2007
Attendees: D. Dimmick, B. White, J. Lagrosa, C. McGee, R. Killian, L. Holmes, L. Dahm,
W. Wessel, B. Taggart, M. Seiden, V. Sabia
Excused: B. Diehl
Guests: C. Clancy (proposed new committee member) J. Barcarola (Budget committee member)
Meeting was called to order at 10:00am. Minutes of the October 22nd meeting were reviewed and approved,
Status of the ISC Project: More of the same - still waiting for final bids and plans. Committee members expressed concern that an architect has not been involved in revised plans. Discussions lead to additional concerns regarding communication between the Board and the Long Range Planning Comm. The committee continues to work on the Roadmap to the Future, but when an item becomes a current project, i.e. the Ice Skating Park, the committee is not kept in the "loop." Work is being done on the Park, yet it also remains on the Roadmap. Committee members feel there is a need to have the Board re-clarify how much detail and follow-up will be required from the committee on future projects or when items are removed from future agendas.
Roadmap to the Future: The committee's review of current items indicated several items are what could be considered "normal" short term - should these items remain on the Roadmap. What is the "role" of the Roadmap? Use for projections of future "new" projects or for the Board and Treasurer to project capital reserve needs?? Long range planning normally is three to five years
New Officers: The committee voted to have B. Diehl return to the Chairmanship, which he held prior to a medical leave, subject to Bob's acceptance. M. Seiden was again voted co-chairman, and D. Dimmick, secretary.
Next meeting - To be determined
(Note: Next meeting has been scheduled for Jan. 19, 2008.
Respectfully submitted,
David E. Dimmick
Minutes of Long Range Planning/Finance Committee Draft Minutes - October 22, 2007
Attendees: D. Dimmick, W. Wessel, B. White, C. McGee, V. Sabia,
B. Taggart, Larry Holmes, J. Lagrosa, B. Killian, M. Seiden,
Excused: B. Diehl, L. Dahm
Meeting was called to order at 10:00am.
Minutes of the August 25th meeting were reviewed and approved.
Status of the ISC: C. McGee reported that the Public Works Director was waiting for revised plans from C. Butler & Co. (A metal buildings contractor).
Roadmap to the Future: C. McGee distributed an updated Roadmap. A discussion followed on what type of projects should be considered as future Roadmap projects -identify maintenance of existing structures, consider new future projects, i.e. Roamingwood Park expansion, a new skating park near the current outdoor sports area (Sky Hill). Estimated costs of these projects should be included. Recognizing that the current identified large projects of the "Dam" and "TSC" will require significant funding, any further "new" projects will have to be slated for years out. Maintenance of existing structures when needed will have to be funded.
New members: J. Fleming, Christine Clancey, and Walter Buda were approved by the committee and will be recommended to the POA board for final approval.
New Officers: At the next committee meeting, there will be a vote for new officers for the coming year.
Next meeting: November 17th, 10:00 at the POA.
Long Range Planning - July 21, 2007
Attendees: L. Dahm, L. Holmes, J. Lagrosa, C. McGee, V. Sabia, D. Dimmick, W. Wessel, B. White, B. Taggart, M. Seiden. Excused: B. Diehl, B. Killian. Guest: S. Schaefer, N. Sambuco, J. Locantro, A. Milidantri (Lake Comm.) J. Sias, R. Graf. Meeting was called to order at 10:00am. Minutes of June 16 meeting were reviewed and approved with minor corrections.
Arnie Milidantri, from the Lake’s Committee, discussed actions recommended be taken when Roamingwood Lake is lowered in 2010 for the Dam’s storm spillway improve-ments. The lowering presents an opportunity to remove over 30 years of excess growth (silt) from the exposed bottom of the lake and bring it back to its original bottom level. The cost of the scrapping and removal of the silt is estimated to be $350,000 -$450,000. The Long Range Planning Committee agreed with the recommendation and will add it to the “Roadmap to the Future”. A second action discussed was repairing a leaking main valve used to control the normal water level throughout the year. It was noted that this item was already on the “Roadmap to the Future”.
The above suggestion followed with a discussion regarding the area near the Dam currently used for boat storage. During the improvements to the Dam, the boat storage area will be used as a construction site and all boats will have to be removed. Is that an opportunity to develop boat storage elsewhere? No action or recommendation made at this time.
Connie McGee reviewed her meeting with the Budget Committee. She emphasized the need for the Budget Committee to consider the “Roadmap” items in its annual funding plans. Both committees need to better communicate, i.e. Budget has items being planned that should be reviewed with the Long Range Planning and vice versa.
The status of the ISC renovation was discussed with POA Board members present. The committee’s proposed plan costing $3.6 million is still under consideration. An alternative proposal by J. Sias in the range of $2.6-$2.8 million is also being considered. The Board’s direction to the Budget Committee was to budget $2.8 million in capital for 2008.
M. Nestor has resigned from the committee has he is unable to meet the committee’s attendance requirements due to being out of state for more than four months a year.
His past service to the committee was appreciated. Next meeting is August 24th, at 10:00, at the POA.
Long Range Planning/Finance Committee Draft Minutes - May 19, 2007
C. McGee, B. White, L. Dahm, J. Lagrosa,
R. Taggert, D. Dimmick
Guest: S. Schaefer
Minutes of the April meeting were reviewed and approved.
A motion was made and approved to acknowledge that when committee members are away for the winter, they will be considered “inactive” for four months. A new quorum for voting on a motion will be used of two-thirds of available members.
It was noted that some unexcused members have not attended several meetings. To maintain quorums, attendance will be tracked and those not attending regularly or excused, will be contacted.
Amenity hours – As we discuss new amenities, a suggestion was made that at a future meeting the committee discuss “amenity management”. What hours are the amenities available, etc. The change in demographics – more working families – has identified the need to review hours of operations, i.e. making amenities available after work hours. Any recommendations would be forwarded to Community Management and the Budget Committee.
Meeting adjourned at 11:30am.
Respectfully submitted,
David E. Dimmick
J. Lagrosa, B. Killian, D. Dimmick, R. Taggert,
B. White, M. Seiden, L. Dahm, V. Voss
Excused: B. Dehl , V. Sabia, D. Vradenburgh,
Visitors: S. Schaefer, B. Brenner, J. Sias,
R. Graf
Meeting was called to order at 10:00am.
Minutes of the March meeting were not available.
C. McGee reported to the committee that B. Brenner has resigned from the LRPC and a replacement should be added. After a brief discussion, it was agreed that Wayne Wessel, a previous candidate for the committee, be
recommended to the POA Board as a replacement.
A listing of “prioritized future projects,” previously distributed, was passed out to members not present at the last meeting. Members were asked to review the listing of possible future projects and rank them in order of priority. It will be discussed at the next meeting.
The committee next reviewed three alternatives developed by the sub-committee, for replacing the ISC building.
Alternative #1 – Build a new tennis building on the existing mini-golf grounds and renovate the old tennis building. Half would be a multi-purpose area for indoor sport and social activities and the other half would be constructed with two floors for the remaining ISC needs, all-purpose and game rooms, etc. The mini-golf would be relocated to the North Pool area. The old wooden ISC structure would be demolished and replaced with landscaping.
Cost: Estimates of $3.6 to $3.9 million
Footage: Increase existing total footage from 19,900 to 34,500
Alternative #2 – Demolish the existing ISC wooden structure and replace it with a larger footprint wooden structure to provide needed expanded Rec. Dept. space. Renovate the old tennis building.
Cost: Estimates of $3.0 to $3.4 million
Footage: Increase existing total footage from 19,900 to 25,100.
Alternative #3 – Construct an additional metal building next to the existing tennis building. The structure would be divided into multi-purpose area and all purpose/games rooms area that would serve Rec. Dept. needs. Demolish the existing wooden ISC structure. Renovate tennis courts that are located currently behind the wooden ISC that would be impacted by the new metal structure.
Cost: Estimates of $3.0 to $3.6 million
Footage: Increase existing total footage from 19,900 to 31,500.
Each alternative was discussed looking at the cost factors, footage added, and general pros and cons. The committee supported the idea of moving the mini-golf to the North Pool area regardless of alternative because of possibility of greater play. After much discussion, the committee voted to recommend to the POA Board alternative #3. It did not require a new dedicated tennis building, it provided much needed new space and the cost estimates were deemed manageable. A narrative of the process used to arrive at the committee’s decision will accompany the recommendation.
Next meeting May 19th, at the Conference Room. Bring the prioritized list of projects.
Respectfully submitted,
David E. Dimmick
Long Range Planning/Financial Draft Minutes - November 11, 2006
Attendees: B. Dehl, L. Holmes, C. McGee,
V. Sabia, D.Vradenburgh, B. White, L. Dahm,
V. Voss, J. Lagrosa, and M. Seiden.
Excused: Mike Nestor, B. Brenner, B. Killian
Visitors: Nubia Malkin
Minutes of the October 21, 2006 meeting were reviewed and approved.
ISC Renovation - The LRP/F Committee received written notice from the POA Board that the ISC building renovation project was being returned to the LRP/F Committee for further consideration and study. In addition, some specific questions and recommendations were included for review by the Committee. The Board requested LRP/F Committee prepare a proposal regarding the renovation of the ISC. This proposal needs to be developed in conjunction with the appropriate parties, Jeff Sias, Nubia Malkin and others as required.
ISC Sub-committee member volunteers (C. McGee, L. Holmes, V. Sabia, D. Vradenburgh, and L. Dahm.) presented a listing of existing and proposed uses with current square footage requirements and possible new square footage requirements. The group discussed other possible uses to create the best possible amenity and agreed to review a final drawing at the next meeting.
Hideout Reserve Plan review – tabled pending full review by the committee as well as the possibility that the Plan requires professional update as mandated by the POA Board.
Hideout Roadmap Review - the review of the updated map was tabled pending the outcome of amenities and costs that are ultimately associated with the ISC Project are determined and approved by the Board.
Additional Requirements/Open Discussion - Bob Dehl indicated that items suggested by members to date as well as new items will be routinely included as a separate list with future minutes so that pending projects can be tracked prior to their addition to the Roadmap.
Next meeting: December 16, 10:00am at ISC. Meeting adjourned 12:15pm.
Respectfully submitted – Bob Dehl
Long Range Planning and Finance Committee Draft Minutes - February 25, 2006
1. Meeting called to order. Stan Schaefer presided as Chairman in the absence of M. Roselli and M. Seiden. The minutes of the previous meeting were accepted.
2. The request to the Board for two new members was discussed. Stan Schaefer reported that the Board of Directors agreed with the Committee that fifteen members was the optimal maximum number of members to the Committee. The Board has decided not to consider new members until the present number of members on the Committee falls below fifteen. With the aim of reducing the members of the Committee,
Board members Paul Como and Stan Schaefer tendered their resignations from the Committee.
3. The matter of a new secretary to replace Barbara White was raised. There were no volunteers and no agreement as to whether this responsibility should be rotated among Committee members. It was agreed the issue of how minutes would be taken would be deferred until the next meeting when the Committee Chairman would be present.
4. A suggestion was made and agreed to by all present that contact information for all Committee members should be made available to all other Committee members. The Chairman has been asked to prepare a
contact list for distribution at the next meeting.
5. The Committee was informed that the Board has not approved the new Mission
Statement as it has not as yet been formally submitted to the Board for its approval. The Committee requests the Chairman take the necessary action to place the new Statement on the next Board meeting agenda.
6. Stan Schaefer reported that the Board has accepted the Committee's Dog Park proposal.
7. Scott Hall reported on the proposal for a walkway for Lakeview Drive. Scott explained the cost would be approximately $1 million. The Committee agreed that given the near-term capital spending requirements from the Roamingwood Dam and ISC renovations, the proposal should be deferred without further study. It was suggested that when the proposal is raised again, as a cost-effective alternative, we should consider limiting the expansion of Lakeview Drive road shoulders where driver visibility is constrained.
8. Bill Brenner reviewed the latest version of the Capital Reserve Study/Roadmap to the Future.
9. Robert Killian requested that the Committee consider the renovation of the North Section “walking trail". Bob notes it is in disrepair and if improved might be an attractive alternative to Lakeview Drive as a
walking route. The Committee agreed that this suggestion was worthy of further review and to that end formed a subcommittee chaired by Bob and including Joyce LaGrossa, Larry Holmes and Dave Dimmick has been formed.
10. Due to some confusion on the suggested date of the next meeting, the Committee asks the Chairman to notify it of her selection of a date and time.
11. Meeting adjourned. Next meeting is May 6, 9:30am at the POA Board Room.
ATTENDING: Bill Brenner, Paul Como, Lee Dahm, Bob Dehl, Dave Dimmick, Larry Holmes, Robert Killian, Connie McGee, Millie Roselli, Virginia Sabia, Nick Sambuca, Stan Schaefer, Michael Seiden, Vicki Voss
Excused Absence: Dale Vradenburgh, Barbara White
Unexcused Absence: (Mike Nestor?), Mark Wilen
Guests: Ralph Graf, Scott Hall, Frank Haass, Al Kramer, BJ Kramer
LONG RANGE PLANNING FINANCE COMMITTEE MEETING - JANUARY 21, 2006APPROVAL OF MINUTES: Correct December minutes to read that Nick Sambuca was present. Motion to approve made by Larry Holmes, second by Bob Dehl. Minutes were unanimously approved.
MEMBERSHIP: there are 19 members on the LRPF Committee... 2 more people are joining... Jean and Ben Long... Millie Roselli, Chairman, asked that they be approved since Jean has agreed to be recording secretary. This was discussed with Barbara White and she agreed. After some discussion it was decided that this committee shoud have only 15 members. None will be dropped from the Committee at this time. However if a member resigns or is dropped due to lack of attendance no new members will be added unless and until the number goes below 15. A motion was presented by Bob Dehl and seconded by Larry Holmes to follow this procedure. This was unanimously approved.
NEW MISSION STATEMENT: After unanimous approval by the LRPF Committee the mission statement was to be sent to the Board of Directors for their approval at the next Board meeting on February 18.
DOG PARK: A presentation was made by Bob Dehl and guest, BJ Kramer as to location, design, costs etc- Members were given the descriptive proposal in addition to the most frequently asked questions. Potential costs of original structure and possible annual costs and fees were discussed. Motion was made by Bob Dehl to present this proposal to the Board of Directors at the next meeting. It was seconded by Michael Seiden. There was a unanimous vote of approval (Please read attached motion, as sent to the Board)
WALKWAY ON HIDEOUT ROADS:It was suggested that the Proposal made by LRPF Committee Chairman on-this topic be removed from-the Board agenda at this time since there was not sufficient information for the Board to make any decisions. Scott Hall Public Works Director/Manager made a presentation in this regard. Attached to the minutes is this presentation. There was no more time for discussion since there was an ISC meeting ready to be started. Discussion of this and any alternatives will be discussed at the next meeting.
ROADMAP TO THE FUTURE: Bill Brenner will lead this discussion at the next meeting.
MEETING ADJOURNED... MOTION BY LARRY HOLMES AND SECONDED BY BOB DEHL.
NEXT MEETING: SATURDAY, FEBRUARY 25, 2006, 9:30 AT THE POA
Long Range Planning/Finance Committee Draft Minutes – December 10, 2005
ATTENDING: Bill Brenner, Paul Como, Robert Dehl, David Dimmick, Larry Holmes,
Joyce LaGrossa, Connie McGee, Millie Roselli, Virginia Sabia, Dale Vradenburgh
Guests: Ralph Graf, Scott Hall, Jack Schumacher
Excused: Michael Seiden
Chairman, Millie Roselli, opened the meeting at 10:03AM. The minutes of the November meeting were read. A motion to accept was made by Dave Dimmick and seconded by Joyce LaGrossa. The minutes were unanimously accepted.
NEW MEMBERS: We welcome Larry Holmes.
NEW MISSION STATEMENT: David Dimmick wrote the new mission statement.
Bill Brenner suggested that one more phrase be inserted: “Impact on long term financial
needs'". The Statement is as follows:
Develop and maintain a systematic long-range plan that will insure the continued growth
and vitality of The Hideout Community. The plan will reflect the goals and desires of the
Association's membership. The Committee will seek out and investigate opportunities
that will support the plan. Project proposals will incorporate input from the Association's
Board, Community Manager, committees and membership. A financial plan of costs and
benefits will accompany each project proposal and will reflect the impact on long term
financial needs. All Committee members will actively participate, in a non partisan way,
in the development and maintenance of the plan.
The motion was made to approve by Joyce LaGrossa and seconded by Bob Dehl. After a
discussion the motion was unanimously approved by the Committee. It will now be sent to the Board for their approval.
COMMENT ON BOARD OF DIRECTORS AND COMMUNITY MANAGER:
Chairman, Millie Roselli, remarked for the record that in her 11 years living in the
Hideout, this is the most Community minded Board and Community Manager and the
most professional she has observed.
DOG RUN: Bob Dehl reported on the Dog Run. He is working on the legitimate
concerns that are being brought to his attention and is putting together a proposal. He
will be getting 3 estimates for fencing, grading and surfacing. He believes the approximate cost will be $15,000.00. The proposal will be ready to be submitted to the Board February 18. Bob and Dog Park Committee member, B.J.Kramer, will bring the proposal to the Long Range P/F Committee at the next meeting for review first.
NEW ISC PROPOSAL: Paul Como reported that the Board has selected an architect and has formed a special Committee which will discuss this project. The members will be made up of various chairmen of POA Board committees and some other Community members who volunteer. Millie Roselli will represent the LRP/F C. The first meeting will be held on January 14, 2006, 10AM at the POA. The goal is to have a clearly defined plan and objective proposal to present to the Community members.
COMMUNITY ASSOCIATIONS INSTITUTE: Paul Como announced that Bob Wiegand was honored as the Volunteer of the Year for his work on the Hideout's 9/11 Memorial and Nubia Malkin was honored as the Recreation Director of the Year.
WALKWAY ON HIDEOUT ROADS: Dave Dimmick reminded us that we had
discussed the possibility of extending the roads of the Hideout to accommodate the many walkers and children. The proposal will be sent to the Board as written by him.
ROADMAP TO THE FUTURE: Bill Brenner was going to discuss the various points on his roadmap but time ran out. We are hoping to get this done in the next one or two meetings. We should be looking at the campgrounds. Aspen Point, maintenance
relocation, a skateboard park, sprinklers, etc. Please come to the next meeting with your
ideas and opinions to be discussed.
The meeting was closed with a unanimous vote.
2. The request to the Board for two new members was discussed. Stan Schaefer reported that the Board of Directors agreed with the Committee that fifteen members was the optimal maximum number of members to the Committee. The Board has decided not to consider new members until the present number of members on the Committee falls below fifteen. With the aim of reducing the members of the Committee,
Board members Paul Como and Stan Schaefer tendered their resignations from the Committee.
3. The matter of a new secretary to replace Barbara White was raised. There were no volunteers and no agreement as to whether this responsibility should be rotated among Committee members. It was agreed the issue of how minutes would be taken would be deferred until the next meeting when the Committee Chairman would be present.
4. A suggestion was made and agreed to by all present that contact information for all Committee members should be made available to all other Committee members. The Chairman has been asked to prepare a
contact list for distribution at the next meeting.
5. The Committee was informed that the Board has not approved the new Mission
Statement as it has not as yet been formally submitted to the Board for its approval. The Committee requests the Chairman take the necessary action to place the new Statement on the next Board meeting agenda.
6. Stan Schaefer reported that the Board has accepted the Committee's Dog Park proposal.
7. Scott Hall reported on the proposal for a walkway for Lakeview Drive. Scott explained the cost would be approximately $1 million. The Committee agreed that given the near-term capital spending requirements from the Roamingwood Dam and ISC renovations, the proposal should be deferred without further study. It was suggested that when the proposal is raised again, as a cost-effective alternative, we should consider limiting the expansion of Lakeview Drive road shoulders where driver visibility is constrained.
8. Bill Brenner reviewed the latest version of the Capital Reserve Study/Roadmap to the Future.
9. Robert Killian requested that the Committee consider the renovation of the North Section “walking trail". Bob notes it is in disrepair and if improved might be an attractive alternative to Lakeview Drive as a
walking route. The Committee agreed that this suggestion was worthy of further review and to that end formed a subcommittee chaired by Bob and including Joyce LaGrossa, Larry Holmes and Dave Dimmick has been formed.
10. Due to some confusion on the suggested date of the next meeting, the Committee asks the Chairman to notify it of her selection of a date and time.
11. Meeting adjourned. Next meeting is May 6, 9:30am at the POA Board Room.
Joyce LaGrossa, Connie McGee, Millie Roselli, Virginia Sabia, Dale Vradenburgh
Guests: Ralph Graf, Scott Hall, Jack Schumacher
Excused: Michael Seiden
Chairman, Millie Roselli, opened the meeting at 10:03AM. The minutes of the November meeting were read. A motion to accept was made by Dave Dimmick and seconded by Joyce LaGrossa. The minutes were unanimously accepted.
NEW MEMBERS: We welcome Larry Holmes.
NEW MISSION STATEMENT: David Dimmick wrote the new mission statement.
Bill Brenner suggested that one more phrase be inserted: “Impact on long term financial
needs'". The Statement is as follows:
Develop and maintain a systematic long-range plan that will insure the continued growth
and vitality of The Hideout Community. The plan will reflect the goals and desires of the
Association's membership. The Committee will seek out and investigate opportunities
that will support the plan. Project proposals will incorporate input from the Association's
Board, Community Manager, committees and membership. A financial plan of costs and
benefits will accompany each project proposal and will reflect the impact on long term
financial needs. All Committee members will actively participate, in a non partisan way,
in the development and maintenance of the plan.
The motion was made to approve by Joyce LaGrossa and seconded by Bob Dehl. After a
discussion the motion was unanimously approved by the Committee. It will now be sent to the Board for their approval.
COMMENT ON BOARD OF DIRECTORS AND COMMUNITY MANAGER:
Chairman, Millie Roselli, remarked for the record that in her 11 years living in the
Hideout, this is the most Community minded Board and Community Manager and the
most professional she has observed.
DOG RUN: Bob Dehl reported on the Dog Run. He is working on the legitimate
concerns that are being brought to his attention and is putting together a proposal. He
will be getting 3 estimates for fencing, grading and surfacing. He believes the approximate cost will be $15,000.00. The proposal will be ready to be submitted to the Board February 18. Bob and Dog Park Committee member, B.J.Kramer, will bring the proposal to the Long Range P/F Committee at the next meeting for review first.
NEW ISC PROPOSAL: Paul Como reported that the Board has selected an architect and has formed a special Committee which will discuss this project. The members will be made up of various chairmen of POA Board committees and some other Community members who volunteer. Millie Roselli will represent the LRP/F C. The first meeting will be held on January 14, 2006, 10AM at the POA. The goal is to have a clearly defined plan and objective proposal to present to the Community members.
COMMUNITY ASSOCIATIONS INSTITUTE: Paul Como announced that Bob Wiegand was honored as the Volunteer of the Year for his work on the Hideout's 9/11 Memorial and Nubia Malkin was honored as the Recreation Director of the Year.
WALKWAY ON HIDEOUT ROADS: Dave Dimmick reminded us that we had
discussed the possibility of extending the roads of the Hideout to accommodate the many walkers and children. The proposal will be sent to the Board as written by him.
ROADMAP TO THE FUTURE: Bill Brenner was going to discuss the various points on his roadmap but time ran out. We are hoping to get this done in the next one or two meetings. We should be looking at the campgrounds. Aspen Point, maintenance
relocation, a skateboard park, sprinklers, etc. Please come to the next meeting with your
ideas and opinions to be discussed.
The meeting was closed with a unanimous vote.
NEXT MEETING: SATURDAY, JANUARY 21, 9:30AM, AT THE POA
Long Range Planning/Finance Committee Draft Minutes – Saturday, November 5, 2005
Attending: Virginia Sabia, Michael Seiden, Barbara White, Mike Nestor, Stan Schaefer, Lee Dahm, Connie McGee, Robert Dehl, Bill Brenner, Millie Roselli, David Dimmick, Robert Killian, Vicki Voss and Dale Vradenburgh.
Guests: Larry Holmes, Jim and Pat Black, Ralph Graf, Scott Hall, Nubia Malkin and Nick Sambuco.
A motion by Virginia Sabia and a second by Dave Dimmick approved the minutes of the October 1, 2005 meeting.
Long Range Mission Statement: Dave Dimmick suggested that the mission statement be revised. He will revise the mission statement and present it at the next meeting.
New Member: A motion by Bob Dehl and a second by Dale Vradenburgh to submit Larry Holmes name for addition to the membership of this committee.
Dog Park: Bob Dehl presented minutes of the Dog Park Committee that met on October 29. Making recommendation that the Dog Park be placed at Laurel Park in front of the wetlands area. Their next meeting will be on November 12 at 9 a.m. at the POA.
Capital Projects: There was discussion relative to obtaining a report of the status of capital projects from Larry and then possibly on a quarterly basis.
Focus on ISC: The Board already has focus on the ISC. Perhaps a Board sub-committee should be formed. Board needs to also come back to this committee with direction. Lake Naomi package passed by 65% based on a separate committee handling the details. Matter rests with having the Board get back to this committee. Question to the Board whether LRP will take the lead in the ISC/Pool planning or whether another appointed group should be created to take the lead. Motion by Bob Dehl and second by Bob Killian – The LRPFC moves to request that the Board decide what actions will be taken to expedite the ISC planning and presentation to the community.
Next meeting, Saturday, December 10, 2005, 10 a.m.
Excused: Barbara White – from December, January, February, March and April meetings.
Charlie Durkin has been dropped from the Committee for lack of attendance.
Long Range Planning/Finance Committee Draft Minutes -
Saturday, August 27, 2005
Attending: Virginia Sabia, Mike Seiden, Barbara White, Connie McGee, Stan Schaefer, Lee Dahm, Robert Dehl, David Dimmick, Vicki Voss, and Dale Vradenburgh. Guests: Scott Hall, Mort Singer, Larry Holmes, Fred Haas, Lorrie Taggart, Bob Taggart, Christine Cheffo and Lou Maldonado.
The minutes of the July 16 meeting were included in the agenda of this meeting. They are repeated here for the record:
July 16 Meeting highlights
€ Motion made and approved to request Board allocate funds to engage architect to create plans for the renovation of the Indoor Sports Complex. The Committee requests that such planning include consideration of an indoor pool. Scott Hall will defer any capital improvements to the ISC until the Board decides the scope of the renovation. € Scott Hall discussed the renovation of the North Beach building. Scott explained that work could not commence until after Labor Day. The Committee requested Scott prepare a cost estimate for the 2006 Budget. (At this time, the 2006 Capital Budget does not include this item.) € Stan Schaefer and Mark Wilen discussed their site meeting with Brian Parry at the Ski Lodge. The space constraints of the Ski Lodge were discussed as well as the concept of adding a skating rink to create a winter sports activity center. For the immediate future, it was believed that the Art Center might be used to augment the Ski Lodge. Sufficient parking is another issue that should be addressed with the development of this venue.
The requested survey of Laurel Park had not been completed.
Golf Course: The 7th hole is completed. The next hole will be #2. Money has also been allocated for a new approach to the golf course - $10,000.
North Beach Renovation: Wait or go ahead with cosmetic works? In the big picture, something has to be done. Possibly consider this for 2007. Need to master plan with Indoor Sports Complex situation.
Indoor Sports Complex: Met with two architects who reviewed our present facilities. Concerns arose regarding parking in concentrated areas. Multi-use recreational space in place of recreation building a consideration – much like a community center. Renovate the tennis structure. Two step renovation concept. Next phase would be to consider the indoor pool. Possibly use maintenance area as site for the indoor pool. Board approved funding of architect to create a master plan. This could cost $50,000. Much discussion ensued.
Winter Sports Complex: Mark Wilen and Stan met with Bryan Parry and reviewed the Ski Lodge and possible use of the Art Center for added space. A tubing run has been funded for the ski area for this winter. Awaiting an engineering survey for this work to be done shortly.
Laurel Park: Perimeters survey and wetlands delineation is to be done this week, then the further survey will be done. Can then consider where to place a dog run, walking area, teen outdoor sports area, etc.
Election of Chairpersons: At the next meeting we will need to elect chairpersons. If you are interested in serving in this capacity, please let Stan know.
Next meeting: Saturday, October 1, 2005 - 10am at the POA.
Long Range Planning/Finance Committee – Minutes
Saturday, June 11, 2005
Attending: Virginia Sabia, Mark Wilen, Stan Schaefer, Barbara White, Lee Dahm, Charlie Durkin, Robert Dehl, Millie Roselli, Dave Dimmick, Joyce Lagrosa, Robert Killian, Dale Vradenburgh, Viki Voss and Mike Nestor.
Guests: Fred Haas, Scott Hall, Bryan Parry and Ralph Graf
Stan Schaefer called the meeting to order. A motion by Stan Schaefer and a second by Joyce Lagrosa approved the minutes of the May 7th meeting.
7th Hole of Golf Course: Presently closed down, construction starting this week. Second hole approved for next year with a cost of $110,000.
ISC: Decisions need to be made before going ahead. Bid specifications are being worked on now for mechanicals.
Winter Sports Complex: Bryan Parry indicated that a tubing run is being put in this year and a terrain Park. Bryan reiterated that the building is not adequate for the number of people using the facility. Possible use of Art Center in some way. Also suggests moving the Skating Rink to the area to create a complete Winter Sports Complex. Parking expansion would also need to be looked at. Wetlands delineation needs to be done. Possibly introduce season rentals of equipment.
Indoor Pool: Three facilities visited – Lake Wallenpaupack Estates (25 years old) Fawn Lake (brand new) and Woodloch Springs. Olympic size pool would be required. Looking at a probably two million dollar cost for a new facility and $275,000 - $300,000 a year for maintenance and upkeep. With a ten-year loan this would most likely add $200 a year per lot to the annual dues for the ten years. Could charge for pool usage to bring the annual charge down. A campaign needs to get started to promote the idea of an indoor pool facility or rather a multi-faceted facility package needs to be considered. Millie Roselli made a motion, seconded by Robert Dehl that we explore the feasibility of a Pool Facility at the ISC location. Much discussion followed. Committee formed to explore what should be included in the building. This would consist of Stan Schaefer, Dave Dimmick, Millie Roselli, Dale Vradenburgh and Joyce Lagrosa. They will meet at 10 a.m. next Saturday at the ISC.
Laurel Park: Survey is still pending.
Next meeting – Saturday, July 16, 2005 at 10 a.m. at the POA
Long Range Planning/Finance Committee - Minutes
Saturday, May 7, 2005
Attending: Lee Dahm, Connie McGee, Bill Brenner, Robert Dehl, Robert Killian, Joyce Lagrosa, Barbara White, Mike Nestor, Stan Schaefer
Guests: Nick Sambuco, Scott Hall and Ralph Graf
Bill Brenner called the meeting to order in the temporary absence of Stan Schaefer.
Golf Course: Status of 7th hole - it is a work in progress. George Ley coming in next week to start. A road has been built through the right of way for access. Practice nets are to be moved to an area across from the golf course. 3,000 sq. ft. practice green being considered in the same area, possibly next year.
