BOARD OF DIRECTORS MEETING, HeatherRidge Umbrella Association (HUA), February 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 Patrick Perry called the meeting to order at 7:00 pm.  Present:  Todd Campbell, Sam Dent, Paul Kelly, Gordon Lind, Carol Marker, Jack Nowry, Patrick Perry, and Elroy Wilke.  Absent:  Owen Hill.

JANUARY 23, 2007 MINUTES:  Jack Nowry made a motion to approve the January 23, 2007 minutes, seconded by Sam Dent.  The date of publication of the Landscape Policy was corrected to November 2006.  At vote all aye, motion carried.

PRESIDENT’S REMARKS:  Patrick Perry introduced Rona Reznik as the Summit Management President as Bob Marcus is on medical leave.  There were no other remarks.

VICE PRESIDENT’S REMARKS:  Carol Marker had no remarks.

TREASURER’S REMARKS:  In Owen Hill’s absence, Patrick Perry presented the Treasurer’s Report and noted that all operational departments are under-budget and HUA is in healthy financial condition.  The spillway inspection and our new Social Director will be discussed later on in the agenda.  Todd Campbell made a motion to accept the Treasurer’s Report, seconded by Gordon Lind.  At vote, all aye, motion carried.

 MANAGEMENT REPORT:  A Management Report was submitted by President Perry in the absence of Bob Marcus who is on medical leave.  An acting Manager, Paula Weiner has been keeping the same schedule and Bob is expected back in mid-March.  The Management Report follows these minutes in the HeatherRidge Happenings.

 STANDING COMMITTEE REPORTS:

Architecture and Maintenance Committee.   No report.

Finance Committee:  Carol Marker reported for Owen Hill who could not be present.  A Finance Committee meeting was held on February 19, 2007, meeting minutes were available to the Board and the audience.  The golf maintenance area fencing was the main focus of the meeting, to be further considered in Old Business.  This year’s budgeting will consider the Social Director position, the new rental fees, and success of the Social Activities program.    It was noted that the spillway project is not a budgeted item and may be considered under the reserve fund.  It will continue to be on the agenda for the Finance Committee.  Sam Dent made a motion to approve the Finance Committee Report, seconded by Paul Kelly.  At vote, all aye, motion carried.

Golf and Tennis Committee:  Elroy Wilke noted there is no new business in tennis.  The new greens mower has been purchased and delivered, funding from Golf Reserve.  0% financing has been approved for the pull tractor, both pieces of equipment are new and are under warranty.  New computer equipment has been purchased and the small irrigation pump successfully rewired.  The Golf Committee is recommending that the golf maintenance compound fencing at the northwest and southwest corners and sides be replaced immediately.  They feel that the other sections are in sound condition and can be replaced at a later date.  Todd Campbell made a motion to approve the Golf Committee Report, seconded by Jack Nowry.  At vote, all aye, motion carried.

Landscape Committee:  A Landscape Committee meeting was held on Tuesday, February 20, 2007.  Our Landscape Chief Brad Banwart is working with Rich Kohutko of Organic Sediment Removal Systems to plan for 2007 pond cleaning.  The order of cleaning may be adjusted until we have clarification of property boundaries on three of the ponds.  The Landscape Policy (from November 2006) will be reprinted in the March HeatherRidge Happenings.  The Gurnee Park District may have controlled burns on their property across from Umbrella office and adjacent our woods, should not impact our property.  We are hoping to have several seasonal workers return in March, more information will be in the March report.  The heavy snowfalls of January and February have impacted the budget.  Todd Campbell made a motion to approve the Landscape Committee Report, seconded by Paul Kelly.  At vote, all aye, motion carried.

Ponds Committee:   The Ponds Committee met with Landscape Chief Brad Banwart to reprioritize the pond cleaning schedule until we can determine the legal property boundaries.  There was no formal report.

Recreational Activities Committee (RAC):  A RAC meeting was held on February 7, 2007, meeting minutes were available to the Board and the audience.  Sam Dent has been working with the new Social Director Cathy Hawkins.  She is settling in to the position with enthusiasm and energy.  A St. Patrick’s Day party is planned for March 16, Cathy Hawkins is considering other activities to complement the regular resident parties and events.  The new rental and drink rate schedules have been accepted by residents and the public.  A name in the RAC Committee Report will be corrected.  Jack Nowry made a motion to accept the RAC Report, seconded by Todd Campbell.  At vote, all aye, motion carried.

Security Committee:  No report.

Tax, Legislation, Law, Contracts, Insurance and Special Issues (TLLCISI):  The TLLCISI Committee met on February 21, 2007.   The snow plan was reviewed and a few minor suggestions will be implemented.  The “Oath of Office” is actually an “Ethics Policy” that will be designed to be in compliance with By-Laws and presented in a month or two.  Carol Marker moved to accept the TLLCISI Report, seconded by Jack Nowry.  At vote, all aye, motion carried.

Welcoming Committee:  The Welcoming Committee will be meeting at the CRF on the SECOND Tuesday of each month beginning March 13, 2007.  Linda Kirby and Pat Leese of our Cambridge neighborhood have graciously accepted the responsibilities and roles as Chairpersons of this very important function.  President Perry formally appointed the ladies in New Business.

OLD BUSINESS: 

Golf Maintenance Compound Fencing.   Paul Kelly moved that we accept the Golf Visions proposal to refurbish the fencing around the golf maintenance building and compound, and to also set aside funding for gate closures and landscaping to enhance the view of the building; seconded by Sam Dent.  There was discussion on the definitions of refurbishment and replacement; which sections must be replaced; and the various ages and conditions of fencing sections.  The Board considered the advantages of total fencing replacement that will last for 20+ years rather than piece-meal replacement of sections and uneven finish were reviewed.  Funding issues were reviewed to include budgeting and reserve funding.  The viability of electric gates, security issues, and accessibility were explored.  Paul Kelly amended his original motion eliminate partial fencing replacement and refurbishment of the older sections of fencing and to totally replace the compound fencing, seconded by Sam Dent.  The issues of gates and landscaping will be addressed in the future after further evaluation by the Community Manager.  At vote, 6 aye, 2 nay, motion carried.

Vendor for Golf Maintenance Compound Fencing.  With the decision to replace the fencing, the three responsive bids have been reviewed and Meier’s Fence came in at the low bid of $7,775, to include hauling away the old fencing material (additional charge by other two vendors).  Our Maintenance Department has worked with all three vendors over the years, each is qualified and reliable.  The Shogren proposal quoted steel posts set in concrete, but the expense of steel posts and removal of the old fencing was $2,050 more expensive.  Todd Campbell made a motion to accept the Meier’s Fencing proposal to include removal of old fencing material, seconded by Sam Dent.  At vote, 7 aye and 1 abstention, motion carried.  President Perry will issue a purchase order from Golf Operating funds.

Funding of Golf Maintenance Compound Fencing.  Todd Campbell made a motion to use the money saved ($5,848) in the equipment purchases (budget estimates for the Greens Mower and Pull Tractor versus actual expenditures) and the remaining $1,927 from the capital reserve funding.  Second by Carol Marker.  At vote, 6 aye, 2 nay, motion carried.

Spillway Inspection.  The inspection was performed by HBIS Engineering with Jason Shamrock and Dirk Skelley participating.  We have not had the formal report, Patrick Perry will pursue it.  The report will document that the spillway concrete was poured without using rebar for stability and strength, the spillway is crumbling away.  The HBIS Engineering firm will oversee the rebuilding of the spillway and conduct the Request for Proposal process and vendor selection.

NEW BUSINESS:  

Purchase of HeatherRidge Security Department Squad Vehicle.  Raymond Chevrolet is the lone vendor in our area that will special order a single squad vehicle (rather than a fleet).  Raymond Chevrolet has provided excellent service and pricing in the past and understands the nature of our vehicle maintenance requirements.  The vehicle must be ordered by March 15, 2007 with a $1,000 down payment.  The bid came in at $18,340 (plus tax and plate transfer), well under the $24,000 budgeted and will include all outfitting, electronics, and detailing.  Todd Campbell made a motion to purchase the Security Department squad patrol vehicle from Raymond Chevrolet, seconded by Gordon Lind.  At vote all aye, motion carried.  A purchase order for the down payment will be issued with the balance due upon delivery.  The existing squad car will be traded in.

Neighborhood Rec Center Card Reader System.  The systems and proposals need further evaluation and decision will be postponed until the March 27, 2007 HUA Board meeting.  The Community Manager will investigate the other system requirements (dedicated phone lines, a laptop computer, card blanks, the card printer) that must be compatible and complete the operational system, by the March meeting.  The neighborhood committee representatives will be invited to a presentation on the new system and this project will be on the Old Business agenda for March 27, 2007.

Cleaning Contract Renewal.  Maria’s Cleaning Service will enter the third year of a five-year contract.  The contract covers all three neighborhood recreation centers, four pools, a hot tub, the CRF and Clubhouse, Security and HUA offices.  The service and work has been very acceptable, reliable, and trouble free.  A raise of 2.5% (less than $700 annually) is proposed as of March 1, 2007.  Carol Marker made a motion to award a 2.5% raise in contract fees for Maria’s Cleaning Service effective March 1, 2007, Gordon Lind seconded.  At vote, 7 aye, 1 nay, motion carried.

Appointment of Welcoming Committee Chairpersons.  Patrick Perry formally appointed Linda Kirby and Pat Leese as the Chairpersons of the Welcoming Committee.  Please note that the Welcoming Committee meetings will be held the SECOND Tuesday of the month, January through October (meetings were previously held the third Tuesday of the month).

Paul Kelly is concerned about open issues that he feels have not been resolved or completed to include:  contract and bid calendar; job description approval; committee charters to be approved at each annual meeting; rules and regulations changes submitted for Board input; real estate taxes and apportionment; pond boundary lines; and allocation of costs between the Clubhouse and the CRF.  Rona Reznik will get copies of the documentation that Bob Marcus has worked on.

OPEN DISCUSSION FOR HOMEOWNERS:

Elaine Stein of the Covered Bridge Condos did not feel that the cleaning service should have a raise.  She also asked what a spillway is and it was explained to her.

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

Adjournment at 8:25 pm.                                                                                                    Next Meeting – Tuesday, March 27, 2007