HeatherRidge
Umbrella Board Meeting Minutes
August 2006
|
|
|
BOARD OF DIRECTORS MEETING, HeatherRidge Umbrella Association (HUA), August 22, 2006
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 Patrick Perry called the meeting to order at 7:00 pm.
Present: Todd Campbell, Owen Hill, Gordon Lind, Carol Marker, Patrick Perry, and Elroy Wilke.
Absent: Sharlene Hink, Paul Kelly and Jack Nowry.
JULY 25, 2006 MINUTES: Owen Hill made a motion to approve the July 25, 2006 minutes, seconded by Todd Campbell; all aye, motion carried.
PRESIDENT’S REMARKS: Patrick Perry noted that Ted Holub, a long-time HeatherRidge resident and former member of the Board of Directors died over the weekend after a valiant fight against leukemia. He had served as Vice President and Treasurer, and also on the Audit Committee. Ted was considered by many to be a trusted advisor and a Board “Statesman.” Sympathy is extended to his wife Theresa and their family and friends, he will be missed. Patrick Perry announced that Sharlene Hink resigned from the HUA Board, she had been Chair of the Recreational Activities Committee and an active Director. Lynn Feichtner has resigned as our Social Director and Marketing Manager as of September 1, 2006. Erna Colum also resigned from her position as assistant to Lynn. The HUA Board will make every effort to keep the social activities program ongoing for residents.
TREASURER’S REMARKS: Owen Hill reviewed the Treasurer’s Report and reviewed the financial figures as part of keeping track of expenses and income. The positive balances of monies are being invested in local financial institutions. Todd Campbell moved to accept the Treasurer’s Report, Carol Marker seconded. At vote, all aye, motion carried.
Totals Totals as of Change from
CASH POSITION 6/30/2006 Operating Reserves 7/31/2006 Previous Month
Umbrella $288,951.27 $ 80,765.41 $252,400.07 $333,165.48 $ 44,214.21
CRF $ 64,973.40 $ 23,310.93 $ 44,171.13 $ 67,482.06 $ 2,508.66
CRF - Clubhouse $ 26,874.53 $ 10,902.60 $ 21,140.80 $ 32,043.40 $ 5,168.87
Golf $145,085.31 $136,682.49 $ 35,477.87 $172,160.36 $ 27,075.05
CBRC $ 51,028.05 $ 18,476.29 $ 32,595.96 $ 51,072.25 $ 44.20
HHRC $ 25,493.74 $ 8,801.70 $ 16,897.50 $ 25,699.20 $ 205.46
SBCRC $ 59,580.08 $ 20,324.66 $ 40,749.93 $ 61,074.59 $ 1,494.51
TOTALS $661,986.38 $299,264.08 $443,433.26 $742,697.34 $ 80,710.96
HUA OPERATING INCOME & EXPENSES Current Month Year-to-Date
Actual Budget Difference Actual YTD Budget YTD Difference YTD
INCOME $112,689.46 $112,247.06 $ 442.40 $ 788,176.27 $ 785,729.42 $ 2,446.85
Landscape $ 45,932.73 $ 51,021.63 $ 5,088.90 $ 325,433.14 $ 357,571.16 $ 32,138.02
Security $ 16,790.55 $ 22,327.75 $ 5,537.20 $ 136,996.65 $ 157,825.70 $ 20,829.05
Administration $ 23,904.15 $ 20,727.90 ($ 3,176.25) $ 151,013.63 $ 147,217.57 ($ 3,796.06)
Maintenance $ 20,525.37 $ 20,281.47 ($ 243.90) $ 100,494.68 $ 128,389.82 $ 27,895.14
INCOME (LOSS) $ 5,536.66 ($ 2,111.69) $ 7,648.35 $ 74,238.17 ($ 5,274.83) $ 79,513.00
CRF OPERATING INCOME & EXPENSES Current Month Year-to-Date
Actual Budget Difference Actual YTD Budget YTD Difference YTD
INCOME $ 21,359.37 $ 14,951.09 $ 6,408.28 $ 120,006.63 $ 106,657.63 $ 13,349.00
EXPENSES $ 21,309.60 $ 9,111.52 ( 3,198.08) $ 83,421.69 $ 82,582.30 ($ 839.39)
INCOME (LOSS) $ 9,049.77 $ 5,839.57 $ 3,210.20 $ 36,584.94 $ 24,075.33 $ 12,509.61
CBRC OPERATING INCOME & EXPENSES Current Month Year-to-Date
Actual Budget Difference Actual YTD Budget YTD Difference YTD
INCOME $ 2,925.99 $ 2,569.68 $ 356.31 $ 19,083.03 $ 17,987.76 $ 1,095.27
EXPENSES $ 2,537.92 $ 2,267.78 ($ 270.14) $ 14,113.79 $ 17,405.30 $ 3,291.51
INCOME (LOSS) $ 388.07 $ 301.90 $ 86.17 $ 4,969.24 $ 582.46 $ 4,386.78
HHRC OPERATING INCOME & EXPENSES Current Month Year-to-Date
Actual Budget Difference Actual YTD Budget YTD Difference YTD
INCOME $ 3,114.12 $ 3,126.00 ($ 11.88) $ 20,700.97 $ 20,607.00 $ 93.97
EXPENSES $ 3,964.90 $ 3,090.31 ( 874.59) $ 20,478.22 $ 19,460.35 ($ 1,017.87)
INCOME (LOSS) ($ 850.78) $ 35.69 ($ 886.47) $ 222.75 $ 1,146.65 ($ 923.90)
SBCRC OPERATING INCOME & EXPENSES Current Month Year-to-Date
Actual Budget Difference Actual YTD Budget YTD Difference YTD
INCOME $ 1,727.42 $ 1,679.10 $ 48.32 $ 12,048.20 $ 11,753.70 $ 294.50
EXPENSES $ 2,664.98 $ 1,621.48 ( 1,043.50) $ 10,504.72 $ 10,390.61 ($ 114.11)
INCOME (LOSS) ($ 937.56) $ 57.62 ($ 995.18) $ 1,543.48 $ 1,363.09 $ 180.39
COMMUNITY MANAGER’S REPORT: A Community Manager’s report was submitted in writing and was available to the audience. Water levels have decreased and the spillway leaks are clearly caused by large surface cracks. A structural engineer has inspected the spillway and we will receive a report of the structure integrity and the best courses of action. In discussion Todd Campbell asked about consulting with the Army Corps of Engineers as they were involved in the original construction of that area even before HeatherRidge was developed. Bob Marcus recapped his understanding of the key-card printing system problem. The first system we attempted to use was not successful, but the vendor says it was operational and that we have an obligation to purchase it. The second recommendation (presented last month) can be moved on conditionally pending resolution of the A-1 Security System problem. It will be further discussed in “Old Business.” Elroy Wilke made a motion to accept the Community Manager’s Report, seconded by Gordon Lind. At vote, all aye, motion carried.
STANDING COMMITTEE REPORTS:
Architecture and Maintenance Committee. Jack Nowry was out of town and the paving bids will be discussed under “Old Business.”
Audit Committee: The Audit Committee met on on Thursday, August 3, 2006 and minutes were distributed. Todd Campbell made a motion to accept the Audit Committee Report, Carol Marker seconded. The Audit Committee considers the Preliminary Audit Report to be a clear and clean audit with no irregularities or problems; it recommends unanimously that the report be accepted. The property tax breakdowns are still being investigated. The TLLCISI Committee and Bob Marcus will contact the Warren Township Supervisor for more information, this should lead to an adequate division of the cost. The motion on the floor was amended to include approval of the audit, At vote all aye, motion carried. The Audit Reports are always available for residents to study.
Finance Committee: Owen Hill reported on the meetings that have been held for Six-Year Plan (Reserve Study). The process is nearly complete and the next step is working on the Operations budget (next meeting Monday, August 28, 2006) A draft Operational Budget and the Six-Year Plan will be presented at the September 26, 2006 HUA Board meeting. There was no written report, likewise, no vote required.
Golf and Tennis Committee: Elroy Wilke reported on the tennis court inspection held with the contractor Munson. The cracks are actually located in the relief (expansion and contraction) zones and will be touched up in the fall, they are not a major concern. The golf portion of his report will be reviewed in September as the August Report was not available.
Landscape Committee: No meeting or report, work is focused on the Six-Year Plan and Budget. There was no written report, likewise, no vote required. Landscape issues are introduced in “New Business.”
Ponds Committee: The ownership of the ponds must be clarified before the cleaning schedule (Six-Year Plan) can be finalized. There was no written report, likewise, no vote required.
Security Committee: Gordon Lind reported on the golf course vandalism and the investigation of using night-vision cameras on the course. It is cost-prohibitive and are not a viable option. Owen Hill moved to accept the Security Committee Report, Todd Campbell seconded, all aye, motion carried.
Welcoming Committee: There was a Welcoming Committee meeting on August 15, 2006, and one new resident attended. The next regular meeting will be on September 19, 2006 at 7 pm at the CRF. The list of new residents was available for the audience.
OLD BUSINESS:
Recreation Center Badge Makers and Readers. Bob Marcus continued the discussion of the key-card printing system. He has spoken with our Security Chief Wayde Akers and with A-1 Suburban Lock trying to determine the status of the system that was configured at the beginning of 2006. The vendor contends the system was operational, was a special order that could not be returned to the manufacturer, and has demanded payment. Our Security Chief contends that the system did not meet our specifications and that his request for a second “software/firmware” key was denied by the company. He felt the risk of damage to the sole key would render the system unusable and again would not meet our specifications. The system was boxed back up and the vendor was asked to pick it up, but they have refused. A purchase order had been issued, but no down payment or expenditure had been made because the Security Department does not feel it meets the specifications or is operational. This may become a legal issue (a $7,000 purchase order liability) and the selection of the previously discussed Zebra key-card printer system has been put on hold pending resolution. Carol Marker suggested that we request A-1 Suburban Lock to provide a demonstration that proves the system is operational and meets our specifications, other Board members agreed. Bob Marcus will set up that session.
A second issue with A-1 Suburban Lock was discussed. A-1 holds the lease from Medeco for special key blanks for several HeatherRidge buildings and condominium access doors. They are refusing to cut keys or release the blanks until the key-card system purchase is resolved. This will be further discussed during the homeowner section of the meeting.
NEW BUSINESS:
Report of House of Delegates on election of Speaker of the House. Jim Campbell (retiring Speaker of the House) introduced Jayne Jones as the new Speaker of the House of Delegates. It was also announced that Ed Dyrek will fill the Secretary position as Erna Colum has resigned.
Paving Bids. Jack Nowry was not able to attend the meeting, but the paving bids distributed in July were reviewed again. There are bids from three vendors and we need to make a selection and schedule the work before the winter sets in. Carol Marker made a motion that the bid from DuBois Paving be accepted for Dixon Court and Dunham Road, seconded by Todd Campbell. The dollar amount of the bid is slightly higher than the second bid. The lowest bidder did not present a 2-inch maul layer (considered essential for longevity) and is non-responsive. We have a very outstanding work history with DuBois Paving, more than justifying their selection for the work. The motion was amended to state the contract will not exceed $87,600 total expenditure. At vote, all aye, motion carried. A purchase order will be issued. It is noted that DuBois has also served owners with residential contracts that are reduced as the equipment required and the scheduling coincides with the work done at HeatherRidge; beneficial for all parties.
Carol Marker reviewed the serious situations occurring with common ground plantings. Common property actually begins at the townhome exterior foundation. Although the HUA cannot determine the documentation of the measurement of 18” that has been allowed for residents to set out annual flowers, residents will be notified that their plantings must conform to the 18” limit by April 15, 2007. The TLLCISI Committee will be asked to include these specifications in a revision of the HeatherRidge Resident Rules and Regulations. This is not a Landscape Committee issue, but one of the HUA Declarations. A formal motion was made by Carol Marker that the 18-inch area of common ground, directly adjacent to a townhome exterior foundation, may be used for planting annual flowers. Motion seconded by Elroy Wilke. The execution of this motion and the enforcement were discussed. The Community Manager, the Neighborhood Committees and the Landscape Committee will initiate and carry out the process. Residents will be notified and be allowed several months to make required changes. At vote, 5 Aye, 1 Nay, motion carried.
OPEN DISCUSSION FOR HOMEOWNERS:
Bob Adelman of the HighPoint neighborhood (and former Security Committee Chairperson) gave clarification on his interpretation of the key-card printer system problem. The system must allow for multiple data elements printed on the card. Specifically, a picture, the name AND an address. The technician attempted but failed to incorporate the address data field. The second “key” spoken of is inserted into the USB port in the front of the computer, but that position is prone to being bumped, bent, or damaged due to the location. It is not acceptable to render the entire system inoperative should the “key” be damaged and the vendor refusing to allow a second duplicate key. Additionally, the issue of key blanks is a serious legal issue. The company is with-holding uniquely keyed key blanks that are “leased” by Medeco Lock Company to A-1 Suburban Lock. Under Illinois Department of Professional Regulations it is illegal for the company to do so and in his opinion, that should be the position taken by HUA.
Jim Cimfel (co-Chair of the Cambridge Neighborhood Committee) would like to be included in the key-card benchmark session of the key-card printing system. There was no objection from the HUA Board.
Carter Mitchell, President of the Covered Bridge Townhome Association asked how the common property landscaping regulations would be applied and enforced. Carol Marker explained that common property actually begins at the townhome exterior foundation. As explained above, the measurement of 18” has been allowed for residents to set out annual flowers, residents will be notified that their plantings must conform to the 18” limit by April 15, 2007. Joan Wilts of the Hidden Hills neighborhood strongly disagrees and feels that well-tended areas that may be nominally outside the 18” limit, or within 18” of the HUA-planted shrubs/bushes should be allowed.
Erna Colum of the Hidden Hills Condominium neighborhood asked that the Board minutes note the resignation of Lynn Feichtner from the Social Activities Director position; recognize her 11 years of service; and thank her for the work she has done over the years. Elroy Wilke made that motion, seconded by Owen Hill, all aye, motion carried. Two other audience members asked about the simultaneous resignation of two HUA employees and a Director, but Patrick Perry noted that personnel issues could not be discussed at an open meeting. He suggested that they contact each individual personally as the HUA Board could not answer for them. Several audience members feel that the BLOG is directly responsible for the loss of these people, and in the words of one audience member it is, “caustic and vitriolic.”
Bob Adelman of the HighPointe neighborhood asked if we had any information on the ponds that are “shared” with Fairway Ridge. Bob Marcus said that we are having the ownership documents reviewed by the corporate attorney to determine ownership and responsibility. The documents appear to have “sold” the outlots to HeatherRidge for a $10, but the pin number and plat information show outlots and do not mention associated ponds. He hopes to have answers within the next week.
Katherine Maier of the Covered Bridge Condos thanked Bob Marcus and Patrick Perry for completing her landscape and drainage issues around her condominium.
Todd Campbell made a motion to adjourn the meeting, seconded by Carol Marker. All aye, motion carried.
Adjournment at 8:30 pm. Next Meeting – Tuesday, September 26, 2006
_______________________________ _________________________________
Jack Nowry – HUA Board Secretary Cathy McGrath – Recording Secretary
|
|
|