Board of Directors Draft Minutes of Meeting - June 14, 2008

Board Members Present:  Paul Como, President, Arnie Milidantri, Chairman, Bill Brenner, Vice President, Chuck Myskowski, Treasurer, Nick Sambuco, Director, John Barcarola, Director, Jim Locantro, Director
  The meeting was called to order at 10am by Chairman, Arnie Milidantri.  The membership was asked to rise for the Pledge of Allegiance.
Minute Approval:  MOTION RESOLVED  THAT the minutes of the workshop meeting of April 11, 2008 be approved as submitted.  Motion made by Nick Sambuco, seconded by Jim Locantro and passed 7-0.
MOTION RESOLVED THAT the minutes of the regular meeting of April 19, 2008 be approved as submitted.  Motion made by Chuck Myskowski, seconded by Jim Locantro and passed 7-0.
Management Reports:  Ralph Graf gave the Community Manager’s report.  Some highlighted points from Ralph’s report are as follows:
•  Contractors will be working on the installation of the North Pool liner
•  ISC contract with Highland Associates  is being reviewed by counsel
•  Main Pool and Kiddy Pool work will start after Labor Day as planned
•  Replacement of 720 feet of electric feeds into the campgrounds will be repaired next week to accommodate the campers.
•  Contract with Partek for the refurbished ski lift is being reviewed by counsel.
•  The 2008 road paving project is near completion.  Jeff was able to negotiate the price increase of only $2 more per ton than last year’s price.
  Joe Kozuch gave the Security Director’s report.
•  Disaster Recovery Plan – Joe stated that he was working with all the departments to develop a plan that identifies in detail all of our community assets, inventories of all equipment, software, etc. 
•  The goal is to have an in-house plan that will quickly restore our community’s essential services as quickly as possible in the event of a disaster.  Joe gave a target of year end for this plan. 
  Larry Catanzaro gave the Controller’s report.  Some highlighted points from his report are as follows:
•  3,690 lots have zero balances as of 5/31/08 which represents 90.42% collection rate.
•  2nd & 3rd collection letters have been mailed.
•  Financial Summary handout was distributed which outlines the Hideout as financially strong community with $7,347,717 in various bank balances.
Old Business:  Bill Brenner gave a breakdown of our surplus/deficit from 2000 -2007.  He noted that the numbers have been updated to reflect the now completed audit.  The audit will be published in the next issue of the Hideabout. 
House Bill 1355 - Provides for low interest loans to be paid back over a twenty year period by the owners of privately owned dams.  A letter writing campaign is underway in support of this bill.  If you have not signed the letters, please stop by the POA and do so.  Our goal is to deliver at least 500 letters to our state representatives this summer.
North gate access expansion – Jeff stated that he has met with Bogart Associates, who designed the Blinking Light. Bogart will be making recommendations regarding traffic flow and a rejection lane at the North Gate Access.  This project will be reviewed in our 2009 budget process.
New Business:  MOTION RESOLVED TO approve the movie night proposal from the Recreation Director and the Recreation Committee as outlined in the memorandum dated June 12, 2008.  Motion made by John Barcarola, seconded by Jim Locantro and passed 7-0.
2008 YTD Financial Report as of 5-31-08:
1) 2008 Forecast will be monitored and revised on a monthly basis as new information becomes available.
2) Current 2008 deficit projection ($153K) primarily attributable to Ski Hill/ISC closure,  reduced amenity/non-amenity revenue expectations and higher fuel costs partially offset by management cost reduction initiatives.
3) 2008 Forecast summary will be published in the Hideabout.
  Emergency medical response was addressed by Ralph.  He explained that not all of the ambulance companies have the same expertise, i.e. BLS, ALS capabilities.  It is possible to have two teams each arrive and both companies will bill for service.  In prior years, the local EMS services had a billing agreement with one another.
MOTION     RESOLVED TO appoint Board candidates Paul Como, Joel Goldstein, and Andrew Miller to the 2009 Budget Committee.  Motion made by Bill Brenner, seconded by Jim Locantro and passed 5-0-1.  Paul Como abstained, John Barcarola was not present for vote.
Committee Recommendations: 
Lakes Committee –  The focus of the Lakes Committee is limited by the current mission statement.  Due to the nature of environmental confluence of effects upon the lakes in the Hideout, we recommend the expansion of the Lakes Committee Mission statement as follows:
•  To educate the community on matters impacting the integrity, enjoyment and safety of our water assets.
•  Identify and recommend solutions to concerns, issues and problems.  This includes internal support for necessary activities.
•  Support proactive monitoring of our water assets to ensure we are meeting our Community’s goals for quality, safety and integrity.
MOTION     RESOLVED TO accept the mission statement of the Lakes Committee as submitted by the Chairman.  Motion made by Bill Brenner, seconded by Chuck Myskowski and passed 7-0.
Long Range Planning:  Recommends that the mission statement be revised to:
  To explore and develop plans wither through their own initiative or by referral from the POA Board or other committees that will ensure the continued growth and development and maintenance of the Hideout.  A financial plan of costs and benefits will accompany each project proposal and will reflect the impact on long term financial needs.
MOTION RESOLVED TO accept the mission statement of the Long Range Planning Committee as submitted by the Chairman.  Motion made by Nick Sambuco, seconded by Paul Como and passed 7-0.
ECC Committee:  Recommends a change to Article 6 section 1606 of the Hideout building Code to allow the color white under certain conditions. 
  This recommendation was tabled and will be returned to the committee for clarification on a few items raised by some of the directors.
  The appointment of a new member to the committee was also tabled so that the Board can fully review all the applications.
  There being no further business, the meeting was adjourned at 1:10 pm
Respectfully submitted: 
Jeannine Barnett, Executive Assistant

Board of Directors Draft Minutes of Meeting - April 19, 2008

Board of Directors Present: Paul Como, Chairman, Bill Brenner, Vice President, Chuck Myskowski, Treasurer, Nick Sambuco, Director, Jim Locantro, Director, John Barcarola, Director, Arnie Milidantri, Director
Chairman Paul Como called the meeting to order at 10:00 am. All rose for the Pledge of Allegiance.
Minute Approval: MOTION RESOLVED THAT the minutes from the February 23, 2008 Workshop meeting be approved as submitted. Motion made by Nick Sambuco, seconded by Chuck Myskowski and passed 5-0-1 Milidantri abstained.
MOTION RESOLVED THAT the minutes from the March 1, 2008 Regular meeting be approved as submitted. Motion made by Chuck Myskowski, seconded by Bill Brenner and passed 5-0-1. Milidantri abstained.
MOTION RESOLVED THAT the minutes from the March 29, 2008 Special meeting be approved as submitted. Motion made by Nick Sambuco, seconded by Arnie Milidantri. There was discussion to amend the minutes to include that the Board is also reviewing the “Magic Carpet” as an alternative to the chair lift. Motion to approve amendment to minutes by Jim Locantro, seconded by Chuck Myskowski and passed 6-0.
Board Announcement: Chairman Como made the following announcements:
Shirley Trendler has tendered her resignation from the Board of Directors. Shirley was offered an employment opportunity outside the area and will be relocating. The Board thanked her for her service to the Community. John Barcarola, Co-chair of the Budget Committee was appointed by the Board to replace Director Trendler.
Paul also welcomed Arnie Milidantri to the Board. Arnie was appointed by the Board to replace Director Reinhardt who resigned his position.
Management Reports: Ralph Graf gave the Community Manager’s report. Some highlighted points from Ralph’s report are as follows:
• House Bill 1355 – Provides for low interest loans to be paid back over a twenty-year period by the owners of privately owned dams. Packets of letters to five key State officials are available for you to sign at the POA office. Our goal is to hand deliver these letters this summer. If you have any questions regarding this bill, please feel free to contact me.
• Tribute to the Troops Dinner Dance to be held on June 7th at the Main Lodge.
• Blacktopping project to continue the beginning of May. • North Pool construction continues and is progressing well.
Joe Kozuch gave the Security Director’s report. Some highlighted points from Joe’s report are as follows: • First quarter issued citations are down due to member compliance. • No reported burglaries for the month of March. • Employee Injury Accident Report Training Class for all department patrol personnel held on March 7. • Over-time was down due to two full time patrol officers returning from short-term disability.
Larry Cantanzaro gave the Controller’s report. Some highlighted points from Larry’s report are as follows: • As of 3/31/08 3,234 lots have zero balances. Last year at this time there were 3,199 lots with zero balances.
• 784 first collection letters were sent out this month. • Total funds in all Bank Accounts is $7,395,000.
Director Bill Brenner addressed the 2007 deficit. He presented the following information to the membership: Article IX Section of the Hideout Bylaws states: Prior Years Surplus/Deficit - The surplus or deficit (excluding depreciation) resulting each year from the budgeted operations including Board directed funds shall be identified. The Accounting firm performing annual audited statements shall provide a separate schedule listing by department including Board Budgeted Operations listing budgeted income/expenses versus actual producing an annual surplus or deficit. This schedule shall be separate and included as part of the final audited financial statement provided for membership distribution. The surplus or deficit identified will become a line item entry under the “Revenue Section” of the following years “Annual Fee Schedule” to return surpluses or collect deficits from the members resulting in operations actual versus budget performance.
Budget Year Surplus/Deficit Line Item Entry
2003 +117,801 2005
2004 +269,155 2006
2005 +151,845 2007
2006 -1,314 2008

Old Business: The Ski Hill will be addressed under committee recommendations. Color white on building structures was tabled for the next board meeting.
Insurance coverage for the Hideout Website Message Forum was addressed. Our insurance broker informed us that the underwriter has removed the exclusion – Personal & Advertising Injury to grant coverage under the general liability portion of the policy.
North Gate Access expansion continues to be explored. We have acquired a lot near the north gate, which would benefit us should this project move forward.
New Business:
The Board addressed Main Lodge request from property owners. The first request was approved as it had no direct conflict with the Tiki bar hours of operation.
MOTION RESOLVED THAT The Wizard of OZ Family/Children’s Theater to be held on Saturday, July 19, 2008 at 2pm be approved. Tiki bar to remain open Motion made by Jim Locantro, seconded by Chuck Myskowski and passed 6-0-1 Barcarola abstained.
MOTION RESOLVED THAT The Guys & Dolls Cabaret Theater Musical Review to be held on Saturday July 26th at 6pm be approved. Tiki bar to remain open. Motion made by Chuck Myskowski, seconded by Bill Brenner and passed 6-0-1 Barcarola abstained.
The Hideout is part of the Wayne County Disaster Recovery Plan. Director Bill Brenner requested that the Security Director update our current Emergency Recovery Disaster Plan with tabs to include an emergency contact list of those whom we do business with and a back-up plan to safeguard our computer system. Multiple copies of the Plan should be located in identified locations. He is requesting that the Security Director present the updates at the June Board meeting.
The Hideout has established our own internal e-mail system for the employees and will be disconnecting the echoes addresses from Adams Cable. Email addresses will be set up for board members as well as for individual departments.
Revision of the Committee Board Liaison List was announced. A copy of this list will be published in the Hideabout newspaper.
Chuck Myskowski was appointed to the 2008 Nominating Committee to fill the vacancy created by the resignation of Director Reinhardt.
Chuck Myskowski addressed the high fees charged by credit card processing companies.
MOTION THAT credit cards not be permitted for dues payments. Motion made by Chuck Myskowski, seconded by Jim Locantro and FAILED 1–5-1. Myskowski voted yes. Como, Sambuco, Brenner, Barcarola, Milidantri voted no. Locantro abstained.
**Chairman Como announced that there is a date change for the next board meeting. The new date for the Workshop meeting will be June 6th at 7 pm and the Regular meeting will be June 14th at 10 am.


Committee Recommendations:
Lakes Committee put forth the following recommendations:
MOTION RESOLVED THAT The use of all fertilizes and laundry detergents that contain phosphorus is banned in the Hideout. This would be the property owners responsibility to ensure self-compliance as well as for their guests, renters and any hired lawn maintenance contractor. Motion made by Arnie Milidantri, seconded by Jim Locantro and passed 7-0.
MOTION RESOLVED THAT The raking or blowing of leaves, grass clippings, twigs or any debris into our lakes, streams or culverts is banned. This would be the property owner’s responsibility to ensure self-compliance as well as for their guests, renters and any hired lawn maintenance contractor. Motion made by Arnie Milidantri, seconded by Jim Locantro and passed 7-0.
MOTION The use of protective barriers for the containment of soil and debris during any construction activity taking place on a member owned property is the property owner’s responsibility whether the work is being performed by themselves, a guest, and their renter or a hired contractor. This rule also applies to any work activities being performed on our common areas, roads or any amenity whether performed by our (maintenance and RS&W) personnel, or outside contractors. Motion made by Arnie Milidantri, seconded by Bill Brenner and passed 7-0
Budget Committee put forth the following recommendations: 1. The Budget Committee requests that The Board of Directors inform the Budget Committee, as well as the Community, of specific actions being taken to reduce expenditures and limit spending to avoid a 2008 Deficit similar to the one in 2007.” The Board agreed with this recommendation and stated that this is already being addressed.
2. Avoid the severe time constraints imposed by the current set of alternatives (including the very recent Magic Carpet proposal). For the 08/09 seasons, open the Bunny Hill and the tubing run and defer full opening until the 09/10 season so all alternatives can be thoroughly evaluated.
The Board discussed the application of the Magic Carpet and the associated expense for installation. The cost of the carpet would be approximately $350,000 for installation as a turnkey operation. There will be additional excavating work that will need to be identified by the Director of Public Works to accommodate the carpet. The concerns with the carpet is that the actual length needed is approximately 950 feet and most carpets in the area range from 400 to 500 feet in length. Additionally, should the carpet be installed it would eliminate the Easy Rider trail. A partial opening of the hill was discussed and the Board deferred this subject pending associated costs that would be incurred in a partial opening. The Community Manager suggested that the Board consider securing a design concept for the hill that would address a multi-seasonal use of the facility and address all installation options for the winter sport season.
3. Approve $60,000 expenditure for installation of new underground water system delivery and pumps for snowmaking. The Board approved this motion at the March 29, 2008 special meeting. The cost of the pumps is $30,000 and the cost of the water transportation system is $30,000 for a total cost of $60,000. The Board of Directors will continue the dialogue regarding the ski hill and the best approach that will provide the most benefit for the membership.
MOTION RESOLVED TO rescind the motion passed at the March 29, 2008 Special Meeting which states to replace the Ski Lift with a refurbished lift at a cost of $550,000.00, pending review by budget committee for capital financing. Motion to rescind made by Nick Sambuco, seconded by Chuck Myskowski and passed 5-1-1. Myskowsi, Brenner, Sambuco, Barcarola, Locantro voted Yes. Como voted No. Milidantri abstained.
After the open member comment session, the meeting was adjourned at 2:15 pm.
Respectfully submitted: Jeannine M Barnett, Executive Assistant

Board of Directors Draft Minutes of Meeting - March 1, 2008

Board Members Present
Shirley Trendler, President, Paul Como, Chairman, Bill Brenner, Vice President,
Chuck Myskowski, Treasurer, Jim Locantro, Director, Nick Sambuco, Director,
Bill Reinhardt, Director.
 Chairman Paul Como called the meeting to order at 10:00 am. All rose for the Pledge of Allegiance.

Minute Approval
MOTION RESOLVED THAT the workshop minutes of January 4, 2008 be approved as submitted. Motion made by Nick Sambuco, seconded by Shirley Trendler and passed 6-0-1. Bill Reinhardt abstained.
MOTION RESOLVED THAT the minutes of the regular meeting of January 12, 2008 be approved with one minor correction. Motion made by Bill Brenner, seconded by Chuck Myskowski and passed 7-0.
Management Reports
Ralph Graf gave the Community Manager's Report. Some highlighted points from Ralph's report are as follows: Passing of employee Lorraine Luft. Dues are due 3/1/08 and will be considered delinquent after 3/31/08 Camp Cadet program North Pool renovations North Beach Bath house renovations Ski Hill update.
Joe Kozuch gave the Security Director's Report. Some highlighted points from Joe's report are as follows: Traffic enforcement Emergency Response Team Fundraiser 3/16/08 Pancake Breakfast at Lodge
Structural Fire at 602 Lakeview deemed arson.
 Larry Catanzaro gave the Controller's Report. Some highlighted points from Larry's report are as follows: $293,870 deficit was addressed. Main factors are as follows: Ski Hill revenues were $102,401 less than budgeted as a result of a late opening in the beginning of 2007 and not opening at all in December 2007. Tab Master income at the Clubhouse was budgeted based on 2006 actual revenues. Revenues were budgeted at $179,651 (2006 actual was $170,210) Actual revenues came in at $62,764 which produced an unfavorable variance of $116,887.
Community Relations revenues were down by $18,151. This is the result of advertisers cutting size of ad, cutting frequency of ad, not advertising at all. Investment income was budgeted too high. Actual interest charged to our investment account was $92,280.26 however this number is offset by accrued interest; amortization of premiums or discounts.
Old Business
Nick Sambuco addressed a motion passed in 2003 regarding the guidelines for the formation of an audit committee. It will be advertised to solicit members to become part of this committee.
New Business
MOTION RESOLVED TO solicit Request for Proposal for an independent audit of the accounting procedures utilized by the Hideout Accounting Department. The Audit is to include but not be limited to the procedures utilized to post entries into the accounting software system, a review of the potential questionable postings in the 2007 year end financial package, reports utilized by the Hideout to control the ongoing finances, review of deviations of existing procedures associated with the 2007 budget and recommendations as to improvements which could be made to enhance the existing procedures. Funds will be allocated from the contingency fund. Motion made by Chuck Myskowski, seconded by Jim Locantro and passed 7-0.
MOTION RESOLVED TO revise the rules (excluding revision of rule #1B) for the Laurel Park Campground area as requested by management in the Registration Department's memo dated 2/23/08. Motion made by Bill Brenner, seconded by Paul Como and passed 7-0.
MOTION RESOLVED TO revise Laurel Park Campground rule 1B to read as follows - The Hideout Campground contains camping sites, storage sites and tent sites. A member may secure more than one site at the same time only if they register a different camping vehicle (as described in rule #2) for each site. If the demand for sites exceeds the number of sites available, members who have multiple sites may be required to give up their additional sites to allow those members being denied a single site the ability to obtain a single site. In addition, the amenity fee guide will be changed to reflect the three types of sites currently available as shown: Camping Site Tent or Storage Site Tent or Storage site week Camping Site yearly Storage Site Yearly.  Late Fee for yearly sites paid after April 30. Motion made by Bill Brenner, seconded by Jim Locantro and passed 7-0.
Director Bill Reinhardt put a motion forth stating that a Board Member may not serve more than two consecutive terms. There was no second to this motion, therefore it was not addressed.
Public Works Director Jeff Sias spoke about the conditions at the Laurel Park Convenience Building. Allocating additional funds necessary to properly complete the renovations could range between $5,000 - $10,000. Another option is to allocate an additional $25,000 - $30,000 to completely replace the building. The Board asked Jeff to get firmer prices and this item will be placed on the Agenda for the April Meeting.
There being no further business the meeting was adjourned at 12:30 pm.

Respectfully submitted
Jeannine M. Barnett,
Executive Assistant

Board of Directors Draft Minutes of Meeting - January 12, 2008

Board Members Present:
Shirley Trendler, President
Paul Como, Chairman
Chuck Myskowski, Treasurer
Bill Brenner, Vice President
Nick Sambuco, Director
Paul Como, Director
Bill Reinhardt, Director
Jim Locantro, Director

Paul Como, Chairman called the meeting to order at 10:00 am All rose for the Pledge of Allegiance.

Minute Approval
MOTION RESOLVED THAT the workshop minutes of November 9, 2007 be approved as submitted. Motion made by Bill Brenner, seconded by Shirley Trendler and approved unanimously.

MOTION RESOLVED THAT the minutes of the regular meeting of November 18, 2007 be approved as submitted. Motion made by Chuck Myskowski, seconded by Shirley Trendler and passed unanimously.

MOTION RESOLVED THAT the minutes of December 29, 2007 Final Budget Approval be approved with two minor corrections. Motion made by Jim Locantro, seconded by Bill Brenner.

Chairman Paul Como presented the Employee of the Month award to Security Officer Kendra Pringle.

Management Reports
Ralph Graf gave the Community Manager�s Report. Some highlighted points from Ralph�s report are as follows:

Ski Hill
Ice Skating rink
Main Gate Mailbox near completion
ISC
North Beach convenient building to be replaced
Super Bowl party at Clubhouse on February 3, 2008.

Joe Kozuch gave the Security Administrator's Report. Some highlighted points from Joe's report are as follows:

2007 traffic citations was down 35% compared to 2006 due to member compliance
ECC citations are down due to member compliance
Two reported burglaries in 2007.

Larry Catanzaro gave the Controller's Report. Some highlighted points from Larry's report are as follows:

The end of 2007 closed out with 3791 lots with zero balances
2008 dues mailing will be sent out mid- January
Annual audit from Zavada & Associates is in progress as well as a Sales Tax Audit.

Old Business
MOTION RESOLVED TO execute the contract with Highland Associates for $24,750 for the Indoor Sports Complex construction Phase 1 pending approval from Hideout counsel. Motion made by Bill Reinhardt, seconded by Jim Locantro and passed 6-1. Bill Brenner abstained.

MOTION RESOLVED TO approve the request from the Art Committee to hold the High Tea function at the Main Lodge on July 13, 2008. The Tiki Bar will be closed during this community function. Motion made by Nick Sambuco, seconded by Chuck Myskowski and passed 7-0.

New Business
There was a discussion that prior to any new structures being built on member properties that an impact statement regarding water run-off and its effects on neighboring properties be obtained. Jim Locantro will gather more information on this subject. This item will be tabled and discussed at the March meeting.

There was a discussion regarding the Hideout website message forum and our liability exposure. Currently there is no professional advertising liability coverage for the Host site. This item will be tabled until we receive a premium from our insurance broker.

General Member Comments
Richard Passarello Lot #2580 questioned the procedures regarding dead trees on neighboring properties. He explained that a dead tree is threatening his property. Ralph explained that the homeowner is written a letter and it is their responsibility to have the tree removed. Ralph and Jeff will follow up with a visit to the property.

Tom Kane Lot #1650 asked for an explanation of Rule 12 (Harassment) in the Consolidated Rules and Regulations. Ralph cited the rule Verbal and/or physical harassment of staff and/or other clientele is prohibited. Members, Tenants and Guests are expected to conduct themselves in a courteous and polite manner at all times.

There being no further questions or comments, the meeting was adjourned at 11:25 am.

Respectfully submitted
Jeannine Barnett,
Executive Assistant