BOARD OF DIRECTORS MEETING, HeatherRidge Umbrella Association (HUA), August 25, 2009

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, Owen Hill, Paul Kelly, Linda Kirby, Jim Petkus, and Terry Potash.  Absent, Rick Francisco and Jim Servis. 

JULY 28, 2009 MINUTES:  Sam Dent made a motion to approve the July 28, 2009 minutes, seconded by Jim Petkus.  At vote, all aye, motion carried.

PRESIDENT’S REMARKS:  Todd Campbell noted that most of the budget process is completed and work starts on the Six-Year Plan.  Todd Campbell noted that there have been multiple instances of residents placing large appliances or construction debris in residential dumpsters.  Waste pickup services will NOT pick up that type of item, dumpsters are for household garbage only.  There is a large dumpster residents may take large items to at the Maintenance lot. 

VICE-PRESIDENT’S REMARKS:  Jim Petkus concurred with the memo sent out on August 20 that reinforces that all directions or requests for HUA employees go through the Community Manager. 

TREASURER’S REMARKS:  Paul Kelly gave the Treasurer’s Report and detail.  Owen Hill made a motion, seconded by Sam Dent, to receive and accept the Treasurer’s Report.  At vote, all aye, motion carried.

Treasurer's Report for July 31, 2009
UMBRELLA CASH POSITION	Totals 6/30/09	Operating 7/31/09	Reserves 7/31/09	Totals 7/31/2009	Change from Prev. Month
	$437,160.66	$97,233.19	$405,996.04	$503,229.23	$66,068.57
UMBRELLA OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$123,485.27	$123,663.59	($178.32)	$864,435.64	$865,645.13	($1,209.49)
Landscape	$55,191.63	$56,111.27	$919.64	$369,975.01	$397,267.50	$27,292.49
Security	$23,442.75	$21,892.62	($1,550.13)	$158,523.21	$162,069.10	$3,545.89
Administration	$17,625.29	$18,639.86	$1,014.57	$126,180.69	$133,767.12	$7,586.43
Maintenance	$20,362.00	$20,448.21	$86.21	$164,240.20	$163,765.55	($474.65)
Total Expenses	$116,621.67	$117,091.96	$470.29	$818,919.11	$856,869.27	$37,950.16
INCOME (LOSS)	$6,863.60	$6,571.63	$291.97	$45,516.53	$8,775.86	$36,740.67
CRF CASH POSITION	Totals 6/30/09	Operating 7/31/09	Reserves 7/31/09	Totals 7/31/2009	Change from Prev. Month
CRF	$26,727.43	$9,434.20	$21,814.45	$31,248.65	$4,521.22
CRF-Clubhouse	$13,980.20	$21,049.21	$0.00	$21,049.21	$7,069.01
Golf	$79,841.36	$121,990.32	$6,794.22	$128,784.54	$48,943.18
TOTALS	$120,548.99	$152,473.73	$28,608.67	$181,082.40	$60,533.41
CRF & CLUBHOUSE OPER INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$16,704.36	$12,602.99	$4,101.37	$88,936.77	$89,270.93	($334.16)
EXPENSES	$9,974.59	$11,614.56	$1,639.97	$75,910.23	$80,226.73	$4,316.50
INCOME (LOSS)	$6,729.77	$988.43	$5,741.34	$13,026.54	$9,044.20	$3,982.34
CBRC CASH POSITION	Totals 6/30/09	Operating 7/31/09	Reserves 7/31/09	Totals 7/31/2009	Change from Prev. Month
	$48,983.56	$14,514.68	$33,205.14	$47,719.82	($1,263.74)
CBRC  OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$2,624.86	$2,569.68	$55.18	$18,202.44	$17,987.76	$214.68
EXPENSES	$7,345.87	$2,472.45	($4,873.42)	$24,992.87	$17,797.15	($7,195.72)
INCOME (LOSS)	($4,721.01)	$97.23	($4,818.24)	($6,790.43)	$190.61	($6,981.04)
HHRC CASH POSITION	Totals 6/30/09	Operating 7/31/09	Reserves 7/31/09	Totals 7/31/2009	Change from Prev. Month
	$33,492.99	$4,614.89	$29,662.94	$34,277.83	$784.84
HHRC  OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$3,795.24	$3,800.33	($5.09)	$26,690.15	$26,857.31	($167.16)
EXPENSES	$6,882.66	$5,029.14	($1,853.52)	$28,140.69	$25,971.48	($2,169.21)
INCOME (LOSS)	($3,087.42)	($1,228.81)	($1,858.61)	($1,450.54)	$885.83	($2,336.37)
SBCRC CASH POSITION	Totals 6/30/09	Operating 7/31/09	Reserves 7/31/09	Totals 7/31/2009	Change from Prev. Month
	$42,974.07	$16,372.89	$27,024.41	$43,397.30	$423.23
SBCRC  OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$1,950.45	$1,919.22	$31.23	$13,637.72	$13,434.54	$203.18
EXPENSES	$3,947.60	$2,414.00	($1,533.60)	$12,655.79	$13,202.00	$546.21
INCOME (LOSS)	($1,997.15)	($494.78)	($1,502.37)	$981.93	$232.54	$749.39

MANAGEMENT REPORT:  A Management Report was submitted in writing and was available to the audience.  Bob Marcus noted that the erroneous open-space tax bill was rectified.  Pool access security is being improved so that release buttons are inaccessible by hand from outside the gates.  The underwriting process of the loan with Harris Bank for paving and drainage for HUA streets is proceeding.  HUA Security has been working with the Gurnee Police Department to increase safety and prevent vandalism in the community.  Jim Petkus requested that Bob Marcus give HUA Board Directors security updates or use Executive Session for any necessary briefings.  Linda Kirby made a motion to receive and accept the Management Report, seconded by Sam Dent.  At vote, all aye, motion carried.  The Management Report follows these minutes in the HeatherRidge Happenings.

STANDING COMMITTEE REPORTS:

Architecture and Maintenance Committee.  No formal report or motion required.  Jim Petkus noted that Jason Shamrock has submitted a listing of drainage problems throughout the property and Bob Marcus will facilitate the prioritization and scheduling of the work.  This is particularly important in determining needs prior to the paving and drainage work that will be done in the near future.  Portions of the Covered Bridge and HighPointe areas have very little drainage at all as discovered in the community walk-through.  Bob Marcus will get estimates of improving or adding drainage in those areas and present to the Finance Committee.

Audit Committee:   A Preliminary Audit Report will be submitted soon and an October meeting will be planned.

Finance Committee:  No formal report or motion required.  The meetings have been focused on the 2010 Budget and the Six-Year Plan.       

Golf and Tennis Committee:   An August meeting was held.  The Committee will make a recommendation to the HUA Board in New Business to cut down three trees along the second fairway (out of a clump of seven trees).  The Committee will replace the trees with 8-foot Oak trees to be placed along Clark drive (parallel to the second fairway).  Paul Kelly noted once again that at the last HUA Board meeting Golf Visions was to provide a tree removal/replacement plan for this fall, he would like the Board to see it.  Sam said that Golf Visions does have an on-going program for memorial trees and to replace trees that are dying.  Bids are being evaluated for the resurfacing and striping of the CRF roadways and parking areas.     Linda Kirby made a motion to approve the Golf Committee Report and the GV Financial Reports, seconded by Paul Kelly.  At vote, all aye, motion carried.

Landscape Committee:  No formal report or motion required.

Ponds Committee:  No formal report or motion required.

Recreational Activities Committee (RAC):  No formal report or motion required. 

Security Committee:  Linda Kirby summarized her Security Committee Report.  The vandalism problems in the Hidden Hills townhome neighborhood have been significantly reduced.  Security Chief Akers will be discussing the possible use of surveillance cameras within HUA and where they would be most useful.  Linda Kirby noted a resolution which will be brought up in New Business prohibiting the consumption of liquor in the recreation centers or picnic grove without the liquor liability insurance available.  Once again, residents are highly encouraged to remove the exterior access buttons to the common garage spaces, they are easily replaced with a keypad system.  Sam Dent made a motion to approve the Security Committee Report, seconded by Paul Kelly.  At vote, all aye, motion carried. 

Tax, Legislation, Law, Contracts, Insurance and Special Issues (TLLCISI):  Owen Hill presented the TLLCISI Report from the August 20, 2009 meeting.  There are two main issues:  open house signage and snow removal, both of which will be fully addressed in Old Business.  The Committee is recommending suspension of the official signage rules and allowing for a weekend (two-day) community open house.  HUA would allow the two main HUA signs (at Gages Lake Road and HeatherRidge Drive) to be used to announce the open house (a HR Happenings notice also) and residents would be allowed to place directional signs on HUA roadways and in yards.  Village code for signage would be enforced.  Snow removal, Landscape Department Head Brad Banwart has submitted a program recommendation for hand shoveling, it is agreed that snow blowers simply cannot be used with HUA physical terrain and residential layouts.  TLLCISI will review the program recommendation from Brad Banwart.  Bob Marcus will provide the Summit Management time and monetary options for renewal of the existing management contract, the information will be presented at the September HUA Board meeting.  Terry Potash noted that allowing community open house signage once a year is of little benefit to residents attempting to sell their home and asked the HUA Board to consider allowing it twice yearly, in spring and fall.  Paul Kelly made a motion to approve the TLLCISI Report, seconded by Sam Dent.  At vote, all aye, motion carried.

Welcoming Committee:  The August 11, 2009 meeting welcomed seventeen new residents.  The next regular meeting will be held September 8, 2009.

OLD BUSINESS: 

Engineering Proposal Reviews for the Hidden Hills Recreation Center Structural Issues (no enclosure received).  There is a cracked beam that should be repaired before snowfalls occur.  The engineering bid received only noted the current condition, did not make a recommendation of a viable method to repair and shore up the structure.  Proposals and bids must be received to determine whether to pursue a temporary fix before winter, or a permanent solution.

Open House Sign Recommendations from TLLCISI Committee (first explained in Committee Reports).  Owen Hill submitted the TLLCISI Committee recommendations and suggested a motion be made to suspend the official HUA Resident Rules and Regulations that prohibit open house signage for an annual open house within HUA.  Linda Kirby made that specific motion to allow open house signage in accordance with the TLLCISI proposal (amended to add September 12-13, 2009), second by Terry Potash.  At vote, six aye, one nay, motion carried.  Owen Hill noted previous Board policies that stated that sale and open house signage are tacky and jeopardized the beauty of the HUA community.  The differences in types of housing either detract or aid (condo vice single family) the effectiveness of allowing access or signage.  Linda Kirby further amended the motion to include two yearly open house events, April and September, dates to be determined by HUA, probably second week of the month, seconded by Terry Potash.  At vote, all aye, motion carried.  Paul Kelly stated that the evaluation of the September open-house suspension of signage rules will allow the HUA Board to determine the success and if it will be continued in the future.  The TLLCISI recommendations will be published in the HR Happenings, available on Friday, September 4, 2009.  Residents interested in participating must comply with the recommendations.

Installation of HeatherRidge Happenings Newsletter Distribution Boxes in Hidden Hills and Covered Bridge Townhome Neighborhoods (enclosure).  Owen Hill made a motion to install distribution boxes for the HR Happenings newsletter, purchasing and installing 60 heavy duty distribution boxes at the cost of $1,617 (plus shipping), seconded by Linda Kirby.  At vote, all aye, motion carried.  The boxes have been used for six months in the StoneyBrook and HighPointe neighborhoods very successfully.  A purchase order will be issued.

Decision on Snow Shoveling Proposals from the Landscape Department (first explained in Committee Reports). Owen Hill noted that Brad Banwart has done years of research and trial implementations of snow shoveling procedures, as documented in reports to the TLLCISI Committee, to best serve the unique nature and landscape of HUA.  Experience over the past few years led to a possible agreement and contract for hand snow shoveling administration.  It should be noted that the previous contract with Mackey was still heavily dependent upon logistics and supervision by our own Landscape Department and the price of this type of service contract is very high.  The proposal would provide the overhead, legal and insurance coverage necessary at more of a fixed price.  Each snow event would obviously be different, but prices should be considerably lower than the existing plans with the same involvement of our own staff.  Paul Kelly made a motion to accept the concept of a potential administration contract for snow shoveling, and sign a contract at the appropriate time when the company and contract are formed, seconded by Sam Dent.  At vote, all aye, motion carried.  Bob Marcus will work with Brad Banwart to finalize the legal issues and create a contract for presentation to the TLLCISI Committee.

Installation of Permanent Basketball Hoop at StoneyBrook/Cambridge Recreation Center (enclosure).  Various basketball hoop proposals have been presented over the years, but voted down.  Marty Padilla has presented a proposal for installation of a permanent basketball hoop.  Terry Potash made a motion to install the recommended basketball hoop at the SBCRC at a price not to exceed $950, seconded by Owen Hill.  At vote, one aye, six nay, motion failed.  Further discussion included:  the previous hoop was removed after many complaints and the problems it created; there are maintenance requirements and costs for the upkeep of a permanent hoop in the parking lot area; it is a parking area for events and patrons of the SBCRC;  StoneyBrook previously allowed portable basketball hoops in the residential and SBCRC area, but too many problems were created in yards, streets, and play areas.  Bob Marcus to investigate other potential areas, perhaps the upper tennis courts, the Village-owned property near the water tower.  Suggestions to be presented at the September meeting.

NEW BUSINESS:

Resolution of HUA to Control and Regulate Consumption of Alcohol at Neighborhood Recreation Facilities and the HeatherRidge Picnic Grove (enclosure).  Security has noted that the neighborhood recreation centers and picnic grove have been used by small groups of people that are bringing in and consuming alcoholic beverages on HUA property without coverage of liquor liability insurance that protects HUA.  The Resolution was reviewed by Security Committee.  Linda Kirby made a motion to accept the Resolution, seconded by Sam Dent.  At vote, all aye, motion carried.  Notice will be in the HR Happenings and effective on September 24, 2009.

Roadwork for the Central Recreation Facility (CRF)and Golf Course Parking Lots and Roadways (enclosure).  Three bids were received for a proposal to fill all holes and cracks with rubberized crack fill, to sealcoat the roadway and parking areas, and for striping for the CRF.  Jim Petkus made a motion to accept the low bid from Nabar Sealcoating, not to exceed $6,351, seconded by Sam Dent.  Paul Kelly asked if the bids had been reviewed for compliance to specifications and warranty by the TLLCISI Committee, and they had not been.  The motion was withdrawn until it can be reviewed by the TLLCISI Committee and resubmitted for the September meeting.

Removal and Replacement of Trees on Golf Course.  Sam Dent made a motion to remove three trees on the second fairway, to be replaced by 8-foot Oak trees along Clark Drive, as recommended by the Golf Committee, seconded by Terry Potash.  Paul Kelly once again noted that Golf Visions has been asked for their plan for tree removal and replacement on the golf course and would also like to see where the trees would be planted.  At vote, two aye, four nay, one abstention, motion failed.

OPEN DISCUSSION FOR HOMEOWNERS:

ZC Crunkilton of the SBCRC neighborhood stated that she thought the pool depth measurements at the SBCRC pool are inaccurate.  Community Manager to review legal requirements and State Health Department law.

Katie Rinehart of Stout Court referred to the drainage problems she has had since the culdesac was paved several years ago.  She appreciates the time Marty Padilla and HUA have taken, but feels the “three-point plan” to relieve the problem has not been completed.  The stone wall behind her home has been knocked down and the boulders are now lying against utility boxes.  The repaving of a neighbor’s driveway and the lip installed to redirect water has helped, but the back yard has sunken and the wall needs to be fixed.  Todd Campbell asked Bob Marcus to pursue completing the three-point plan.

Alex Jarosz of Wilbur Court has property down near the stone wall area noted above.  The drainage is better but his property still has drainage problem that are affecting his ability to sell his home.  Bob Marcus will also look into the issues he has with his property as related to the stone retaining wall. 

Tom Felinczak of the Redwood Condos is concerned that the electric box and service outside in the parking, street, and garage area are being charged back to residents of Redwood.  Bob Marcus is to determine who is being charged for the electrical and if it is Redwood, to have it hooked up to an HUA service plan.

Cris Mekuly of the Hidden Hills Townhomes asked who was responsible for the flooding of garages and what drainage could be added.  They are worried that drainage needs to be installed before repaving.

Elaine Stein of the Covered Bridge Condos is adamantly opposed to allowing any open house signage.

ZC Crunkilton of Cambridge neighborhood also feels that the open house plan is totally useless.

Carol Marker of Covered Bridge Condos noted over $500,000 in reserves and asked what capital improvements from the Six-Year Plan are allocated for use of that money.  If there is so much money in the reserves, why get a line of credit?  She asked how much interest will be paid (6.75% for money being borrowed) by residents on the paving ($650,000) and drainage ($70,000) loan (or line of credit) being applied for.  Is HUA applying for a loan or an equity line of credit, and what will residents pay in interest.  (Note that the figures mentioned are “not-to-exceed” figures and may run less.)   

Joan Karkow of Hidden Hills Townhomes asked if any roads would be opened to assist drainage.  She asked if HUA can assist residents get Rowell Management to respond to adding more downspouts.  Todd Campbell asked Bob Marcus to look into that problem.

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

Adjournment at 9:10 pm.                                                                                      Next Meeting – Tuesday, September 22, 2009