ANNUAL BOARD OF DIRECTORS MEETING

HeatherRidge Umbrella Association (HUA), April 26, 2011

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 Todd Campbell called the meeting to order at 7:00 pm.  Present:  Todd Campbell, Sam Dent, Mark Hutchison, Paul Kelly, Linda Kirby, Cris Mekuly, and Carole Stern.  Absent:  Owen Hill and Terry Potash.      

MARCH 29, 2011 MINUTES:  Carole Stern made a motion to accept and approve the March 29, 2011 minutes, seconded by Sam Dent.  At vote, all aye, motion carried.

PRESIDENT’S REMARKS:  Todd Campbell noted there will be a brief Executive Session following the regular meeting.  All HUA Departments are busy preparing the property and buildings for spring.

VICE-PRESIDENT’S REMARKS:  Owen Hill could not attend the meeting.

TREASURER’S REMARKS:  Paul Kelly gave the Treasurer’s Report and detail.  Linda Kirby made a motion, seconded by Carole Stern, to receive and accept the Treasurer’s Report for March 2011.  At vote, all aye, motion carried.

 

Treasurer's Report for March 31, 2011
UMBRELLA CASH POSITION	Operating 2/28/11	Operating 3/31/11	Net Change Operations	Reserves 2/28/2011	Reserves 3/31/2011	Net Change Reserves
	$84,398.95	$21,941.21	($62,457.74)	$554,520.05	$560,020.29	$5,500.24
UMBRELLA OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$125,155.85	$125,079.59	$76.26	$375,703.15	$375,238.77	$464.38
Landscape	$51,584.40	$78,627.21	$27,042.81	$139,914.62	$180,410.83	$40,496.21
Security	$31,020.05	$30,560.62	($459.43)	$66,580.43	$73,668.42	$7,087.99
Administration	$22,851.74	$23,101.18	$249.44	$54,126.19	$61,742.20	$7,616.01
Maintenance	$20,660.54	$22,944.07	$2,283.53	$71,214.22	$78,961.87	$7,747.65
Total Expenses	$126,116.73	$155,233.08	$29,116.35	$331,835.46	$394,783.32	$62,947.86
INCOME (LOSS)	($960.88)	($30,153.49)	$29,192.61	$43,867.69	($19,544.55)	$63,412.24
CRF CASH POSITION	Operating 2/28/11	Operating 3/31/11	Net Change Operations	Reserves 2/28/2011	Reserves 3/31/2011	Net Change Reserves
CRF	$3,145.70	$8,885.96	$5,740.26	$69,428.01	$71,345.94	$1,917.93
CRF-Clubhouse	$8,342.53	$11,799.10	$3,456.57	$0.00	$0.00	$0.00
Golf	$26,506.37	$9,636.35	($16,870.02)	$59,666.66	$59,671.73	$5.07
TOTALS	$37,994.60	$30,321.41	($7,673.19)	$129,094.67	$131,017.67	$1,923.00
CRF & CLUBHOUSE OPER INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$12,830.01	$12,125.67	$704.34	$35,835.79	$36,377.01	($541.22)
EXPENSES	$9,418.01	$7,666.54	($1,751.47)	$36,788.81	$35,262.12	($1,526.69)
INCOME (LOSS)	$3,412.00	$4,459.13	($1,047.13)	($953.02)	$1,114.89	($2,067.91)
CBRC CASH POSITION	Operating 2/28/11	Operating 3/31/11	Net Change Operations	Reserves 2/28/2011	Reserves 3/31/2011	Net Change Reserves
	$8,802.74	$10,253.92	$1,451.18	$43,914.93	$44,674.66	$759.73
CBRC  OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$2,625.45	$2,569.68	$55.77	$7,818.49	$7,709.04	$109.45
EXPENSES	$1,809.88	$2,461.54	$651.66	$6,058.20	$8,183.37	$2,125.17
INCOME (LOSS)	$815.57	$108.14	$707.43	$1,760.29	($474.33)	$2,234.62
HHRC CASH POSITION	Operating 2/28/11	Operating 3/31/11	Net Change Operations	Reserves 2/28/2011	Reserves 3/31/2011	Net Change Reserves
	$12,106.80	$1,698.40	$4,861.60	$54,519.98	$56,441.65	$1,921.67
HHRC  OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$4,443.92	$4,417.83	$26.09	$13,228.20	$13,378.49	($150.29)
EXPENSES	$2,035.04	$3,948.29	$1,913.25	$6,549.84	$12,244.87	$5,695.03
INCOME (LOSS)	$2,408.88	$469.54	$1,939.34	$6,678.36	$1,133.62	$5,544.74
SBCRC CASH POSITION	Operating 2/28/11	Operating 3/31/11	Net Change Operations	Reserves 2/28/2011	Reserves 3/31/2011	Net Change Reserves
	$14,083.39	$15,061.00	$977.61	$49,564.89	$50,769.72	$1,204.83
SBCRC  OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$2,040.66	$2,049.48	($8.82)	$6,077.58	$6,148.44	($70.86)
EXPENSES	$1,355.16	$1,734.00	$378.84	$3,628.77	$5,217.00	$1,588.23
INCOME (LOSS)	$685.50	$315.48	$370.02	$2,448.81	$931.44	$1,517.37

MANAGEMENT REPORT:  A Management Report was submitted in writing and was available to the audience. 

An information technology (IT) evaluation by vendors is ongoing for the HUA office and includes all departmental needs.  Proposals are being received.  The multiple telephone systems and billing have been reviewed and will be discussed later in the meeting.  The property walk-through will be done as the weather improves.  The HUA building exterior inspections have been completed, the outstanding issue is the Covered Bridge Rec Center roof.  The Heather Ridge Drive main entrance roadway will be repaved by the Village of Gurnee within the next several months, as HUA receives notice it will be published.  Bids to repair the drainage issues in Hidden Hills townhome areas have been received and will be presented for the May Board meeting.  (Cris Mekuly will be notified on specifics).  Al Villasenor noted that the contract schedule is up-to-date (pest-control contract to be addressed), and the IT/computer replacements will be done within the purchasing policy guidelines.  Carole Stern made a motion to approve the Community Manager’s Report, seconded by Linda Kirby.  At vote, all aye, motion carried.

STANDING COMMITTEE REPORTS:

Architecture and Maintenance Committee.    No formal report or motion required.  

Audit Committee:  No formal report, HUA is providing the auditors with all initial information requested.   

Finance Committee:  Paul Kelly met on April 25, 2011.  The committee is waiting for the Profit Improvement Plan for the HUA Clubhouse.  A meeting to discuss past-due assessment and security deposit collections will be held for Residential Homeowner Association and their Board representatives.  The Committee is in favor of the telephone system proposal, the tennis court resurfacing, and the management contracts.  All items will be discussed in other portions of the meeting.  The Treasurer has reviewed the checks issued for the past month and they are appropriate.  Linda Kirby made a motion to receive and accept the Finance Report and the expenditures for March 2011.  At vote, all aye, motion carried.

General Election Oversight Committee:  No formal report or motion required.

Golf and Tennis Committee:   An April 2011 committee meeting was held.  April has been the worst on record for rain and inclement weather, as reflected by the financials.  All leagues are back in play and the lessons are filling in.  WI-FI connection for the Cabana and Clubhouse area has been established to provide service for patrons and the cost will be minimal or free.  The new mower is in use.  The box blade purchase was delayed, but Paul Kelly noted that it is a capital expenditure and should be made without depending on the lower revenues due to unseasonable weather.   It was asked if weekend rates are discounted for residents and about the $15 charge for using the “handicap system,” Sam Dent will make inquiries.  Carole Stern made a motion to approve the Golf Committee Report and the GV Financial Reports, seconded by Cris Mekuly.  At vote, all aye, motion carried.  

Landscape Committee:  No formal report or motion required.  Cris Mekuly will be appointed as Co-Chairperson.   

Ponds Committee:  No formal report or motion required.  Combining the Ponds and Landscape Committees may be considered.

Recreational Activities Committee (RAC):  An April 12, 2011 committee meeting was held.  The new awning will be installed on May 1.  Both chimneys were cleaned for $250, recognizing a savings of $50.  Mark Hutchison noted that the Cabana Bar awning has holes and has already been repaired previously.  The ATM approved in March will be installed and a security camera will be installed ($200).  Mark Hutchison made a motion to approve the RAC Report, seconded by Sam Dent.  At vote, all aye, motion carried.

Security Committee:  No formal report or motion required. 

Tax, Legislation, Law, Contracts, Insurance and Special Issues (TLLCISI):   A meeting was held April 18, 2011 and the minutes distributed to the HUA Board.  Owen Hill could not attend the meeting.  Cris Mekuly asked if HUA (or Neighborhood Committees) carry insurance for people using exercise equipment within the rec center.  HHRC has been offered donated equipment.  The Neighborhood Committee can be consulted for recommendation.  HUA carries all required “common area” insurance.  Often donated equipment is not in good mechanical condition and maintenance is beyond what HUA staff can be responsible for.  It may be that posting “use at your own risk” signage may be protection from law suits, but must be investigated.  Linda Kirby made a motion to approve the TLLCISI Committee Report, seconded by Paul Kelly.  At vote, all aye, motion carried.

Welcoming Committee:  Two residents attended the April Welcoming Committee meeting.  The next regular meeting will be Tuesday, May 10, 2011.

OLD BUSINESS:

Final Approval of the HUA Resident Rules and Regulations Document (revised March 2011) (enclosure).  The Security Department has submitted relevant changes and recommendations.  Linda Kirby made a motion to refer the recommendations back to the TLLCISI Committee, seconded by Carole Stern.  At vote, all aye, motion carried.  Paul Kelly made a motion to table the adoption of the revised Rules and Regulations until further reviewed by the TLLCISI Committee, seconded by Sam Dent.  At vote, all aye, motion carried.

NEW BUSINESS:

HUA Phone System (enclosure).  The Community Manager has been looking at all aspects of IT within HUA.  The first major concern is the telephone system and the current separate contracts have been evaluated by multiple vendors (AT&T, TDS, and Comcast).  Costs now average about $800-$1,000.  Logistically, service at the satellite locations will remain with current providers.  TDS service would be $505 per month, realizing a significant savings monthly.  There must be an original investment for the phone equipment and wiring that is anticipated at $6,300, taking approximately 18 months to recoup with significant savings in the future.  The rate will be locked in, but if the rates are reduced, our payments would also be.  Sam Dent made a motion to accept the TDS phone system proposal, and to approve the original equipment, wiring and installation costs not to exceed $6,300, seconded by Linda Kirby.  At vote, all aye, motion carried.  Al Villasenor noted there will be more capability, direct-dial among buildings, speaker phones, and other technological advantages.  A purchase order will be issued.

Refinish Upper Tennis Courts (enclosure).  Proposals have been received, the specialized work limits the number of vendors who will provide bids.  One proposal was over $54,000 and the other two between $17,650 (includes $485 value to level low spot on lower court) and $18,363.  Work to include power wash, crack fill, leveling, and painting to USTA specs.  Cris Mekuly made a motion to accept the Court & Sport proposal for $17,650 (which includes the low-spot leveling on the lower court valued at $485), seconded by Sam Dent.  There was further discussion about doing the work on both courts when one court is being used for basketball (should that court just be blacktopped for basketball?); maintenance and inspection plans for upkeep; signage to prohibit bikes, trikes, chairs; and perhaps installation of a bike rack.  Mark Hutchison asked that the issues be put to the Golf and Tennis Committee as long-term objectives.  At vote, six aye, one nay, motion carried.

Discuss Street Paving/Seal Coating Plan (enclosure with Management Plan).  Al Villasenor explained the evaluation and there was discussion of whether seal coating extended the life of the roadways or could actually make them more slick and difficult to keep safe in snowy/icy weather.  Crack filling will be part of the maintenance plan and Paul Kelly asked Al to contact neighboring villages to canvas their maintenance plans.

Mayor Kovarik has not yet responded to the invitation to speak at a future HUA Board meeting.

OPEN DISCUSSION FOR HOMEOWNERS: 

Elaine Stein of the Covered Bridge condo neighborhood asked about the quality of the phone system providers.   Al Villasenor said that references had been checked.  She is concerned that her real estate agent was not given correct information on open house signage.  The HUA office attempts to fully answer any inquiries and the specific information is printed in three issues of the HeatherRidge Happenings prior to the weekend.  Signage is allowed outside the condo buildings during the weekend.

Linda Kirby of the Cambridge neighborhood thanked Al Villasenor for the prompt attention and reconstruction of the retention wall and berm in the Cambridge neighborhood.  She was also advised that “critters” boring under her sidewalk or property are owner responsibility, HUA cannot manage the problem.

President Todd Campbell commended the Security Department for pursuing and assisting in the apprehension, collection of evidence, and prosecution of a resident who vandalized and painted graffiti on the StoneyBrook/ Cambridge Rec Center, and other HUA property.  The Maintenance Department assisted in removing the graffiti and repairing damage.  Kudos to the Security and Maintenance Departments. 

Linda Kirby made a motion to adjourn the meeting, seconded by Sam Dent; at vote, all aye, motion carried.

Adjournment at 7:52 pm.                                                         Next Meeting – Tuesday, May 24, 2011

 

________________________________                                        _________________________________

Sam Dent – HUA Board Secretary                                           Cathy McGrath – Recording Secretary

An Executive Session was held at the conclusion of the regular meeting.