BOARD OF DIRECTORS MEETING, HeatherRidge Umbrella Association (HUA), April 27, 2007

These minutes have not yet been approved by the HUA Board.  Any corrections, additions, or deletions  will be made at the next regular HUA Board meeting prior to official approval.

President Carol Marker called the meeting to order at 7:00 pm.  Present:  Todd Campbell, Sam Dent, Rick Francisco, Paul Kelly, Gordon Lind, Carol Marker, Patrick Perry, and Elroy Wilke.

MARCH 27, 2007 MINUTES:  Sam Dent made a motion to approve the March 27, 2007 minutes, seconded by Gordon Lind.  At vote, all aye, motion carried.

PRESIDENT’S REMARKS:  Carol Marker introduced Samantha Tillinghast, filling in from Summit Management.  Bob Marcus is out of the office and expected back on Tuesday, May 1, 2007.

VICE PRESIDENT’S REMARKS:  Todd Campbell had no remarks at this time.

TREASURER’S REMARKS:  Todd Campbell gave the Treasurer’s Report.  The Treasurer’s Report was previously distributed to the HUA Board and was available to the audience.  Patrick Perry made a motion to approve the Treasurer’s Report, seconded by Sam Dent.  Patrick Perry and Paul Kelly explained why the Maintenance Department is over budget.  At vote, all aye, motion carried.

MANAGEMENT REPORT:  A Management Report was submitted in writing and was available to the audience.  Samantha reported for Bob Marcus.  Patrick Perry asked that Bob investigate all agencies that might provide financial assistance for the spillway project.  Patrick Perry made a motion to accept the Management Report, seconded by Todd Campbell.  At vote, all aye, motion carried.  The Management Report follows these minutes in the HeatherRidge Happenings.

STANDING COMMITTEE REPORTS:

Architecture and Maintenance Committee.   A committee if being established and a meeting schedule drafted.  The committee will be working with our Maintenance Department on items distributed on the report Jason Shamrock has submitted.  No written report.

Audit Committee:  HUA is in receipt of the proposal by the auditors, Carol Marker is willing to work with the Audit Committee.  Auditors generally come onsite during the month of May or June to perform the audit.  A Preliminary Report is then submitted to the Audit Committee for review and later to the HUA Board.

Finance Committee:  The Finance Committee Report was presented to the HUA Board.  Paul Kelly would like the committee responsibilities defined in the Committee Charter, particularly the responsibilities that allow the Finance Committee to act on their recommendations in cases where it is not necessary to present to the HUA Board.  One recommendation is a one-time charge of $10 for the new key cards for the recreation centers.  Patrick Perry made a motion to charge a fee of $10 for each original new key card issued to residents, seconded by Todd Campbell.  At vote, all aye, motion carried.  Paul Kelly made a motion to accept the Finance Committee Report, seconded by Todd Campbell.  At vote, all aye, motion carried.

Golf and Tennis Committee:  Rick Francisco reported on a meeting held April 10, 2007.  There was discussion about whether guests of residents should be charged to play, particularly since tennis is not a sport a person can play alone.  The options of charging $1 per guest or limiting free guest play on the upper two courts were considered.  Rick Francisco made a motion that HeatherRidge residents can bring one guest for tennis without charge for the non-resident, seconded by Sam Dent.  At vote, 6 aye, 2 nay, motion carried.  Todd Campbell made a motion to approve the Golf and Tennis Report, seconded by Sam Dent.  At vote, all aye, motion carried.

Landscape Committee:  The next Landscape Committee meeting will be held Monday, May 7, 2007 at 4:30 at the HUA Office.  Homeland Security requirements and the fact that documented workers can make considerably more money and work more hours with private landscape companies has dramatically impacted the availability of seasonal workers.  The severe snow storms of the 2006/2007 winter and early spring devastated many of our more mature trees or groupings of arbor vitae plantings (requiring multiple plant removals).  The Landscape Department will do the best they can with the staff and budgeting restrictions to create replacement designs with new plantings.  The trunks and root-balls will be dug out as time permits around the grass-cutting schedule we face during the next months.  Using a Temporary Service (this is not a “day-worker” service) is a viable option that will be tried.  These critical issues will be addressed in the near future with the budgeting process.  Todd Campbell made a motion to accept the Landscape Committee Report, seconded by Sam Dent.  At vote, all aye, motion carried.

Ponds Committee:  Ponds 14, 15, 16 in the Covered Bridge neighborhood are scheduled to be cleaned this year, work anticipated to start around June 25, 2007.  The cost is anticipated to be between $16,800 and $17,500, dependent on the number of retention bags required.  Placement of the bags is being determined by the contractor and HUA.  The ponds originally scheduled to be cleaned (near HighPointe and Campbell Drive) have “shared” boundaries and responsibility has not been determined.  Carol will ask Bob Marcus to meet with Fairway Ridge for resolution, and also about the Sublot A (Pond 11) behind Dunham Road, near Gages Lake Road.  Todd Campbell moved to accept the proposal for the cleaning of ponds 14, 15, and 16, not to exceed $17,500, second by Patrick Perry.  At vote, all aye, motion carried.  Carol Marker made a motion to accept the Ponds Report, seconded by Todd Campbell.  At vote, all aye, motion carried.

Recreational Activities Committee (RAC):  A RAC meeting was held on April 11, 2007.  There was an inspection by the State Liquor Commission, no issues were cited.  BASSET training and documentation are being completed by personnel.  No formal report.

Security Committee:  No report.  It was noted that there is inconsistency between the recreation center pool locking systems and the legal recommendation is that locks should be on all pools or none.  The HUA Board will be notified of the legal opinion by e-mail.

Tax, Legislation, Law, Contracts, Insurance and Special Issues (TLLCISI):  The TLLCISI Committee met April 5, 2007.  The HeatherRidge Code of Conduct that has been distributed in their meeting minutes will be considered at the May HUA Board meeting.  Todd Campbell made a motion to accept the TLLCISI Report, seconded by Gordon Lind.  At vote, all aye, motion carried.

Welcoming Committee:  There was a Welcoming Committee meeting on April 10, 2007 and one new resident attended.  The next regular meeting will be May 8, 2007 at 7 pm at the CRF.  The list of new residents was available for the audience.

OLD BUSINESS: 

At the July 2006 HUA Board meeting, the Architecture and Maintenance Committee proposed repaving the east lot (which has been done) and building bins and storage (for sand, salt, dirt, and stone) to improve efficiency and appearance.  Since July 2006, the quote (good for only 30 days in 2006) has been updated and has a price difference of $1,329 due to increased product cost, delivery, and tax.  The Community Manager recommended approving the increase.  Paul Kelly wondered about using these funds for the spillway project or simply deferring it to a future year, including it in the Six-Year Plan.  Todd Campbell moved to increase the funding allowance by $1,329 to include the blocks, delivery, and tax.  At vote, 2 aye, 6 nay, motion failed.

Purchasing Policy.  The original purchasing policies were provided to the HUA Board for review.  Paul Kelly noted that there is a more current version and it will be distributed to the HUA Board for future consideration.

NEW BUSINESS:

Election of Treasurer.  Carol Marker opened nominations for the office of Treasurer.  Carol waived her right to vote to assure selection that evening.  Patrick Perry was nominated by Gordon Lind, but declined the position.  Todd Campbell nominated Paul Kelly for Treasurer.  No further nominations.  At vote, all aye, Paul Kelly was elected.  New signature cards and appropriate paperwork will be arranged for by the Staff Accountant.

Aquatic Weed Control.  The Landscape Department Head provided an Aquatic Weed Control packet for the HUA Board which included all specifications, terms and contract conditions.  Paul Kelly moved to accept the McCloud proposal, seconded by Patrick Perry.  At vote, all aye, motion carried.  The contract with McCloud will be signed.

Rules and Regulations.  President Carol Marker asked for two volunteers from the HUA Board to work on the revised HeatherRidge Rules and Regulations (October 2004).  Some preliminary work has been done, but other departments have additional input that needs to be considered.  The volunteers will compile the existing rules and regulations, incorporate appropriate recommendations, and prepare the document for homeowner review (30 days).  Carol would like to have the HUA Board review period start in May; presentation to the HUA residents after the May 22, 2007 HUA Board meeting; finalization and presentation by the HUA Board on July 24, 2007.  Carol recognized and appreciates Sam Dent and Paul Kelly for volunteering.

Patrick Perry commented on the Reserve Study enclosures and asks the HUA Board members to consider having a professional Reserve Study done for HeatherRidge.  Bob Marcus will be asked to set up an informational meeting for HUA Board members with one of the vendors as all were interested in a presentation.

OPEN DISCUSSION FOR HOMEOWNERS:

* Anne Temby of the Hidden Hills Townhome neighborhood is hopeful that Pond 7 will be considered for cleaning this year.  Ponds have already been selected and three were done in Hidden Hills area in 2006.  Ms. Temby also wanted to know, if when officers are elected, qualifications are taken into account.  Mr. Kelly responded with a summary of his business skills and experience.  She wanted to know why Owen Hill had resigned as Treasurer and Board Member.  Carol noted that Owen was a dedicated HUA Board Member and Treasurer, a hard worker, and he will be sorely missed.

* Jim Petkus of the Covered Bridge Condo neighborhood is concerned that the yard blocks were not funded as recommended last July.  He is also concerned about the pond drainage bag placement by his condo, but all neighborhoods will eventually have to be exposed to them in the process of cleaning all the ponds. 

* Elaine Stein of the Covered Bridge Condo neighborhood asked if the new keycard fee is a “one-time” fee.  It is.

* Stuart Cronkhite of the Hidden Hills Townhome neighborhood noted his neighborhood still has a pond bag because of the exceptionally wet conditions.  He noted that tennis must be played by two, not singly, and that a guest should be allowed with a resident.

* Bob Adelman of the HighPointe noted that a Reserve Study had been done and that we should review how accurate the 1995 study projections were and what recommendations the HUA had acted on.  He also  feels that ponds carry a liability, there is no percentage of owning “half” a pond, and that by purchasing the ponds from Fairway Ridge we would be unwisely accept and buy huge inherent liability.

* Dan Walsh of the Covered Bridge Townhome neighborhood is very upset that the removal of damaged trees near his property eliminated privacy for his unit.  He requested a replacement plan and that his area be given priority.  The Landscape Department staffing, budget, and replacement strategies were explained once again.

* Meghan DeThorne of the Covered Bridge Townhome neighborhood raised the same issue as her townhome is just east of the one mentioned above.   President Marker restated that hundreds of trees and dozens of residents were affected by this problem.  We can offer no assurance of product replacement or a specific timeline.

Todd Campbell made a motion to adjourn the meeting, seconded by Gordon Lind.  All aye, motion carried.

Adjournment at 8:30 pm.                                                                                                    Next Meeting – Tuesday, May 22, 2007