HeatherRidge Umbrella Board Meeting Minutes July 2005

President Todd Campbell called the meeting to order at 7:00 pm. Present: Todd Campbell, Sam Dent, Owen Hill, Paul Kelly, Linda Kirby, and Jim Servis. Absent: Jim Petkus, Terry Potash, and Carole Stern.

JULY 27, 2010 MINUTES: Sam Dent made a motion to approve the July 27, 2010 minutes, seconded by Jim Servis, at vote, all aye, motion carried.

PRESIDENT’S REMARKS: Todd Campbell explained the shooting occurrence on Campbell Drive and the victim is recovering. He stressed that residents call Security or the Gurnee Police Department (GPD) (or 911) if they hear or see something dangerous. Material items can be replaced, lives cannot. Todd Campbell also noted the fire in the 920 Vose condo building (5^th floor), there was property damage, but no injury or complete devastation. For both instances, incredibly in the same week and highly unusual occurrences, our Security Department responded with outstanding professionalism and immediate assistance. The Security Officer on duty (Mike Bowles) risked his own safety to safety to evacuate residents on the 5^th floor as well as the floors immediately above and below the fire area, then on to the lower floors. Officer Mike Bowles is commended for his valor at the risk of his own life. The Security Chief arrived quickly, as did other off-duty officers, and all were able to assist the Fire Department as well as secure and protect all condo units. Our Security Department is to be commended on their professionalism in handling both unusual incidents. President Campbell also noted that neighbors in the townhomes and condos made sure the residents of 920 Vose had shelter and comfort while their building was made habitable.

President Campbell announced that on July 29, 2010, the State Legislature enacted the Common Interest Community Association Act, which has separate laws governing homeowner and townhome associations. Formerly the individual association governing documents (like HUA or Homeowner Declarations and Covenants, having little standardization with other associations) provided the governing statutes. The major change affecting HUA is that the House of Delegates will no longer hold the elections of Board Directors, but the election will be “at-large” with the entire ownership participating in the election each year. This further directs the eight neighborhood homeowner associations to comply with the new Act. The TLLCISI Committee will coordinate with the Community Manager to comply with the Act and to make necessary changes to the existing governing documents of HUA.

VICE-PRESIDENT’S REMARKS: Owen Hill endorsed the President’s comments and commendations of our Security Department as well as the efforts by the Gurnee Police and Fire Departments.

TREASURER’S REMARKS: Treasurer Paul Kelly is also a resident of the Covered Bridge condos and gave some further details of the fire that occurred August 20^th. He asks all residents to attend a meeting now scheduled for September 7, 2010, at 7 pm at the CRF and presented by the Gurnee Fire Department. The intent is to review what happened at the fire scene, how to improve evacuation and safety process, and review the smoke and water damage that occurred. Residents are encouraged to attend the meeting. (See the notice in the HeatherRidge Happenings, page 7.)

Paul Kelly gave the Treasurer’s Report and detail. The Treasurer has reviewed the checks issued for the past month and they are appropriate. Owen Hill and Sam made a motion, seconded by Sam Dent, to receive and accept the Treasurer’s Report and the expenditures for July 2010. At vote, all aye, motion carried.

Treasurer's Report for July 31, 2010
UMBRELLA CASH POSITION	Totals 6/30/10	Operating 7/31/10	Reserves 7/31/10	Totals 7/31/2010	Change from Prev. Month
	$827,598.51	$46,751.46	$791,667.64	$838,419.10	$10,820.59

UMBRELLA OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$123,632.49	$123,614.10	$18.39	$866,366.12	$865,298.70	$1,067.42
Landscape	$56,360.88	$52,908.49	($3,452.39)	$362,987.55	$411,859.68	$48,872.13
Security	$20,147.11	$21,332.57	$1,185.46	$128,731.83	$159,821.48	$31,089.65
Administration	$28,435.36	$19,198.37	($9,236.99)	$135,589.03	$136,938.51	$1,349.48
Maintenance	$18,864.12	$20,546.32	$1,682.20	$145,817.20	$158,735.17	$12,917.97
Total Expenses	$123,807.47	$113,985.75	($9,821.72)	$773,125.61	$867,354.84	$94,229.23
INCOME (LOSS)	($174.98)	$9,628.35	($9,803.33)	$93,240.51	($2,056.14)	$95,296.65

CRF CASH POSITION	Totals 6/30/10	Operating 7/31/10	Reserves 7/31/10	Totals 7/31/2010	Change from Prev. Month
CRF	$65,731.03	$13,430.00	$51,832.25	$65,262.25	($468.78)
CRF-Clubhouse	$7,762.82	$13,018.28	$0.00	$13,018.28	$5,255.46
Golf	$123,446.66	$102,807.55	$32,705.67	$135,513.22	$12,066.56
TOTALS	$196,940.51	$129,255.83	$84,537.92	$213,793.75	$16,853.24

CRF & CLUBHOUSE OPER INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$13,082.12	$11,308.85	$1,773.27	$76,310.29	$79,911.95	($3,601.66)
EXPENSES	$12,532.60	$10,932.11	($1,600.49)	$76,020.19	$75,829.02	($191.17)
INCOME (LOSS)	$549.52	$376.74	$172.78	$290.10	$4,082.93	($3,792.83)

CBRC CASH POSITION	Totals 6/30/10	Operating 7/31/10	Reserves 7/31/10	Totals 7/31/2010	Change from Prev. Month
	$45,868.40	$2,643.20	$42,580.95	$45,224.15	($644.25)
CBRC OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$2,597.17	$2,569.68	$27.49	$16,524.61	$17,987.76	($1,463.15)
EXPENSES	($2,456.58)	$2,267.78	$4,724.36	$18,950.37	$17,684.46	($1,265.91)
INCOME (LOSS)	$5,053.75	$301.90	$4,751.85	($2,425.76)	$303.30	($2,729.06)

HHRC CASH POSITION	Totals 6/30/10	Operating 7/31/10	Reserves 7/31/10	Totals 7/31/2010	Change from Prev. Month
	$56,665.50	$9,502.90	$47,402.23	$56,905.13	$239.63
HHRC OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$4,602.53	$4,469.50	$133.03	$31,312.84	$31,436.50	($123.66)
EXPENSES	$4,397.11	$5,317.05	$919.94	$24,670.83	$31,093.26	$6,422.43
INCOME (LOSS)	$205.42	($847.55)	$1,052.97	$6,642.01	$343.24	$6,298.77

SBCRC CASH POSITION	Totals 6/30/10	Operating 7/31/10	Reserves 7/31/10	Totals 7/31/2010	Change from Prev. Month
	$56,281.78	$14,078.31	$39,841.66	$53,919.97	($2,361.81)
SBCRC OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$1,904.34	$1,962.72	($58.38)	$13,979.28	$13,739.04	$240.24
EXPENSES	$3,134.47	$2,310.33	($824.14)	$15,226.17	$13,434.31	($1,791.86)
INCOME (LOSS)	($1,230.13)	($347.61)	($882.52)	($1,246.89)	$304.73	($1,551.62)

MANAGEMENT REPORT: A Management Report was submitted in writing and was available to the audience. Al Villasenor could not attend the meeting, Bob Marcus made the report for him. Of note, the loan agreement with Barrington Bank and Trust and has been reviewed by the attorneys and ready for vote tonight. The HUA Resident Rules and Regulations are being reviewed and revised by the TLLCISI Committee. The 2009 Audit is in progress as well as re-working the 2011 Budget and Six-Year Plan. Bob Marcus further applauded the HUA Security Department and Officers, also stressing that residents should not get personally involved in police business, but should call Security or the GPD for help immediately. Jim Servis made a motion to approve the Management Report, seconded by Sam Dent. At vote, all aye, motion carried.

STANDING COMMITTEE REPORTS:

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

Audit Committee: Paul Kelly noted that the 2009 Audit is in progress.

Finance Committee: Paul Kelly confirmed that the Finance Committee has been working on the 2011 Budget and Six-Year Plan. The first phase work is completed, is in review, and will be completed for review by the House of Delegates at the September 28, 2010 meeting. The Finance Committee met with Golf Visions to coordinate the budgeting process and defining capital expenditure procedures. No formal report or motion required.

Golf and Tennis Committee: An August 10, 2010 committee meeting was held. Items of note included: The hot and muggy weather drops rounds by 30%-40%, affecting finances. There are still problems with the Pro-Shop air conditioning, particularly with the hot weather this summer. The split-rail fence will be finished to maintain the color and protect it. More trees will be planted along the new fence line and other areas of the golf course. New patio furniture has been placed and there may be an opportunity to sell the previous (not-commercial-strength) sets that are still usable. The older walkie-talkie units will be replaced as they are very important to the shop and golf crew. Updated video surveillance is being considered. Paul Kelly made a motion to approve the Golf Committee Report and the GV Financial Reports, seconded by Linda Kirby. At vote, all aye, motion carried.

Landscape Committee: No formal report or motion required.

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

Ponds Committee: Jim Servis has received calls from residents in the White and Chip Court areas as there have been a number of dead ducks in that particular pond. No other ponds seem to have a problem. (See the notice in the HeatherRidge Happenings, page 7.) The Community Manager will get further update. No formal report or motion required.

Security Committee: Linda Kirby provided the Board with an outline of issues she has dealt with this past month. She is coordinating with the Security Department, the Community Manager, and the TLLCISI Committee on resolving issues of parking tickets; fines; notifications; and pool pass rules, regulations, and keycard de-activation. There are additional complications as the Village of Gurnee owns and maintains a number of roadways and HUA has many private roads and parking areas too. No formal report or motion required.

Tax, Legislation, Law, Contracts, Insurance and Special Issues (TLLCISI): A meeting was held August 19, 2010 and the minutes distributed to the HUA Board. The committee is reviewing and revising the HUA Resident Rules and Regulations. Paul Kelly made a motion to approve the TLLCISI Committee Report, seconded by Jim Servis. At vote, all aye, motion carried.

Welcoming Committee: Eleven new residents attended the Welcoming Committee meeting on August 10, 2010. The next regular meeting will be held Tuesday, September 13, 2010, no meetings in November or December.

OLD BUSINESS:

Bank Loan Vote. Paul Kelly offered comments about the loan conditions and discussion of the loan provisions with Barrington Bank. He noted that the feelings of committee and Board members were not unanimous, some preferred to do only roads that could be paid for with reserve money available, without taking out the loan in these economic times and with delinquency rate restrictions. Other considerations: The costs of oil and asphalt will only go up and it is a detriment to the presentation and use of the community to have the roads in very bad repair. The interest rate is 6.75%, but only to be paid on the amount of money taken out during the “construction” phase, no payment or interest on un-used funds. There was considerable discussion. Owen Hill was concerned that all of the roads (and the preliminary drainage) could not even be done in this season (asphalt plants close in November) and that the most critical roads could be done now with available reserve money and the others deferred. Owen recommends renegotiation of the loan in 2011. Paul Kelly made a motion to accept the Barrington Bank loan offer, as outlined in the letter to HUA of August 10, 2010 in the amount allowed up to $550,000, Sam Dent seconded the motion. At vote, 5 aye, 1 nay, motion carried.

Vendor Selection and Vote for Asphalt Paving Proposals (enclosure). The restrictive EPA requirements for disposal of petromat (removed from old street pavement) has caused the costs of paving to escalate significantly. Bob Marcus reviewed the updated quotes and the history HUA has with the vendors. Rabine has the least expensive overall bid and has good history with previous paving projects. Paul Kelly made a motion to accept the Rabine paving bid as outlined for $704,358.75, and amended it to be an amount not-to-exceed $705,000, seconded by Linda Kirby. At vote, all aye, motion carried. Purchase order to be issued by the end of the week. Community Manager to see if the streets without drainage work can be scheduled first, while arranging for drainage work with Rinehardt as soon as possible. Additionally, roadways will be prioritized to accommodate what work can be done this year, or postponed until 2011.

Vendor Selection and Vote for Infrastructure Drainage Proposals (enclosure). Two bids were received for the drainage work prior to road paving. It is noted that Neil Reinhardt has done work in HUA for many years, he knows the property, and the proposal is the best price. The proposal includes all drainage work and the boring that may be required at the cost of $24,827.40. This cost is relayed into the approved paving loan as a provision. Linda Kirby made a motion to accept the proposal of Neil Reinhardt for the drainage infrastructure and possible boring work not-to-exceed $25,000, seconded by Sam Dent. At vote, all aye, motion carried.

Paver and Concrete Grading Work by Cabana Bar and Pro Shop – Proposals (enclosure). Two proposals for removal, leveling and replacing pavers by Cabana Bar and Pro Shop were received. One bid would completely remove and replace pavers in the affected areas, the other would remove 16 damaged pavers (no power washing). Paul Kelly made a motion to accept the proposal from Alvarez Hardscaping to replace the 16 damaged pavers, sand sweep and compact the area for a price not to exceed $1,600, (no power washing included). At discussion, Owen Hill asked why not have the sweeping and power washing done for the entire area. The bids do not appear to be equivalent for the work. For the record, it was asked if our own Maintenance Department could do the replacement work as Alvarez proposed. At vote, all nay, motion failed, project to be tabled to September after further evaluation.

Concrete Dumpster pads for Hidden Hills Area – Proposal (enclosure). Owen Hill made a motion to accept the bid from I & D Concrete to install 10 pads for garbage dumpsters. Blacktop will be broken up and removed, with concrete laid on wire mesh, seal coating (approximately 600 sf). Price not to exceed $3,200. Second by Sam Dent, at vote, all aye, motion carried.

NEW BUSINESS:

Pressure Washer Purchase Proposal for Golf Visions (enclosure). Sam Dent reviewed both quotes. The CETA Equipment Specialists quote includes a trade-in of $1,000 for the pressure washer, the other quote does not consider a trade-in. Sam Dent made a motion to accept the CETA Equipment Specialists bid, not to exceed $2,900 for the pressure washer, including the trade-in, Jim Servis seconded. At discussion, it was noted that CETA did not document the warranty and freight charges. At vote, all nay, motion failed, the issue is tabled until the September meeting when more information is received.

Additional Plant Management Treatments. The Landscape Department Head provided a Plant Management Plan. It will be applied with the oversight of the Community Manager. Owen Hill also asked about the pine and evergreen trees that are older and many are dying off. The plan also accommodates tree removal, replacement, and all aspects of plant management throughout HUA.

Tuckpointing and Restoration of Brick Masonry for the Central Recreation Facility. Tabled to September 2010 for further quotes and evaluation.

OPEN DISCUSSION FOR HOMEOWNERS:

* Mimi Biscus, Covered Bridge Townhome on Bidwell. The older, large mailbox has had maintenance problems, has had the back slider door repaired, but mail and magazines get wet. Resident would like box replaced. Note that that size/number is not manufactured any more, replacement and/or maintenance/repair will be pursued.

* Cris Mekuly, Hidden Hills Townhome neighborhood. Asked that the alcove area between 733 and 735 Shepard Court have directional boring to facilitate drainage of water that accumulates after rain. Residents would then have gutters installed into the drainage area designated. HUA will investigate the problem and consult with Maintenance. It may even be an issue Reinhardt could address when they have finished the paving drainage this fall. Cris Mekuly (President of HeatherRidge Townhome Association #1) will be contacted with information.

* Cris Mekuly also asked about the delinquency rate for properties in HUA. The rate is approximately 11%, but variable from month to month and with the receipt of assessment monies from the homeowner associations.

* Cris Mekuly inquired about the new Common Interest Community Association Act and wonders about the impact it will have on HUA. It will be significant. The new bill has not been studied yet, and the corporate attorneys will assist in determining what HUA (as well as homeowner associations) will need to do to be compliant.

* Cammy Sparks of the Covered Bridge Townhome neighborhood complained that there is only street light for all of Campbell Drive where her daughter lives. Sam Dent later noted that there are 15 street lights in the area and that they are the responsibility of HUA. If she is referring to motion-sensor lights or townhome lighting, that is a resident/homeowner association responsibility that requires an Architecture request and personal funding.

* Joan Karkow of the Hidden Hills Townhome neighborhood asked if there is any point in having a House of Delegates. Todd Campbell noted that the HOD will still be responsible for budgets and making recommendations to the HUA Board. Further study of the Act will be done by HUA Board.

* Marty Padilla of the StoneyBrook neighborhood asked if the Security Department is authorized to deactivate keycards and under what authority. He further asked about the citation and violation process and hearings. This issue needs to be taken up with the Security Committee, the Security Department, and subsequently the HUA Board of Directors.

* AnnMarie McKee of the Hidden Hills Townhome neighborhood is concerned about the vandalism that has occurred inside and out of garages in her neighborhood and also with the shooting in HUA last week. She wonders if there can be a community meeting through the Security Department to address safety, security, and vandalism issues. President Campbell noted that it might be even better to have those issues addressed at the individual Homeowner Association meetings, specifically addressing the particular neighborhoods and HUA.

* Pam Jackson of the Hidden Hills Townhome neighborhood is also concerned about the drainage issues in HHTH. She is asking that the entire building and area be assessed. Community Manager will address.

* Jan Arnold of the StoneyBrook neighborhood asked why the vandalism on Colby Court had not been printed in the HeatherRidge Happenings. It was noted in the HUA Board minutes in the HeatherRidge Happenings.

* Hidden Hills Townhome Association is attempting to get all outside “door-bell” type garage door openers removed and to assure that all garage doors are locked or controlled by remote-control openers.

Linda Kirby made a motion to adjourn the meeting, seconded by Jim Servis. At vote, all aye, motion carried.

Adjournment at 8:45 pm. Next Meeting – Tuesday, Spetember 28, 2010

__________________________________ ___________________________________
Sam Dent – HUA Board Secretary Cathy McGrath – Recording Secretary