HeatherRidge Umbrella Board Meeting Minutes July 2005

President Carol Marker called the meeting to order at 7:00 pm. Present: Todd Campbell, Sam Dent, Rick Francisco, Paul Kelly, Gordon Lind, Carol Marker, and Patrick Perry. Absent: Rick Francisco and Jim Servis.

JANUARY 22, 2008 MINUTES: Paul Kelly made a motion to approve the January 22, 2008 minutes, seconded by Sam Dent. At vote, all aye, motion carried.

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

VICE PRESIDENT’S REMARKS: VP Todd Campbell publicly recognized our Landscape, Maintenance, and Security staffs for the tremendous efforts during the severe snow storms this winter. They have done an exceptional job in keeping HeatherRidge as clear of ice and snow as possible. The tremendous changes in temperature and snowfall have created huge challenges for our staff. Thanks to our remarkable employees.

TREASURER’S REMARKS: Paul Kelly gave the Treasurer’s Report and detail. Paul explained variances, and will ask the HUA Accountant to provide the general ledger report to each Board member. Todd Campbell made a motion, seconded by Sam Dent to receive and accept the Treasurer’s Report. At vote, all aye, motion carried.

PRELIMINARY Treasurer's Report for January 31, 2008
CASH POSITION	Totals 12/31/08	Operating 1/31/08	Reserves 1/31/08	Totals 1/31/2008	Change from Prev. Month
Umbrella	$422,133.12	$93,146.37	$408,031.66	$501,178.03	$79,044.91
CRF	$38,402.22	$11,111.15	$16,378.78	$27,489.93	($10,912.29)
CRF-Clubhouse	$20,258.54	$8,282.56	$0.00	$8,282.56	($11,975.98)
Golf	$175,819.54	$35,851.98	$80,591.97	$116,443.95	($59,375.59)
CBRC	$73,342.94	$27,400.84	$46,892.15	$74,292.99	$950.05
HHRC	$39,259.55	$12,589.62	$31,988.20	$44,577.82	$5,318.27
SBCRC	$59,535.59	$20,337.94	$36,507.21	$56,845.15	($2,690.44)
TOTALS	$828,751.50	$208,720.46	$620,389.97	$829,110.43	$358.93

UMBRELLA OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$120,650.16	$118,950.69	$1,699.47	$120,650.16	$118,950.69	$1,699.47
Landscape	$31,769.11	$43,547.01	$11,777.90	$31,769.11	$43,547.01	$11,777.90
Security	$14,444.90	$21,143.08	$6,698.18	$14,444.90	$21,143.08	$6,698.18
Administration	$14,055.65	$16,327.99	$2,272.34	$14,055.65	$16,327.99	$2,272.34
Maintenance	$21,980.74	$22,890.09	$909.35	$21,980.74	$22,890.09	$909.35
INCOME (LOSS)	$38,399.76	$15,042.52	$23,357.24	$38,399.76	$15,042.52	$23,357.24

CRF OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$11,565.74	$12,287.90	($722.16)	$11,565.74	$12,287.90	($722.16)
EXPENSES	$9,512.18	$10,670.69	$1,158.51	$9,512.18	$10,670.69	$1,158.51
INCOME (LOSS)	$2,053.56	$1,617.21	$436.35	$2,053.56	$1,617.21	$436.35

CBRC OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$2,679.62	$2,569.68	$109.94	$2,679.62	$2,569.68	$109.94
EXPENSES	$2,612.39	$2,420.78	($191.61)	$2,612.39	$2,420.78	($191.61)
INCOME (LOSS)	$67.23	$148.90	($81.67)	$67.23	$148.90	($81.67)

HHRC OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$3,642.25	$3,624.83	$17.42	$3,642.25	$3,624.83	$17.42
EXPENSES	$2,081.66	$2,569.15	$487.49	$2,081.66	$2,569.15	$487.49
INCOME (LOSS)	$1,560.59	$1,055.68	$504.91	$1,560.59	$1,055.68	$504.91

SBCRC OPERATING INCOME & EXPENSES	Actual	Budget	Current Month Difference	Actual YTD	Year-to-Date Budget YTD	Difference YTD
INCOME	$1,760.06	$1,710.42	$49.64	$1,760.06	$1,710.42	$49.64
EXPENSES	$594.76	$968.73	$373.97	$594.76	$968.73	$373.97
INCOME (LOSS)	$1,165.30	$741.69	$423.61	$1,165.30	$741.69	$423.61

MANAGEMENT REPORT: A Management Report was submitted in writing and was available to the audience. Bob Marcus summarized the written report. Bob noted that he is looking for additional auditing firms to interview for the HUA yearly audit. There has been an 11% increase in auditing costs with the current auditor due to necessary compliance with international standards. We are still waiting for Fairway Ridge to provide their legal opinion of ownership of the divided ponds so that responsibility can be determined. The keycard system is once again experiencing problems. The LaMarco Company is expected to be out on February 27, 2008 to work with the AT&T people (Bob to schedule) and to correct the problem. Patrick Perry made a motion to receive and accept the Management Report, seconded by Todd Campbell. 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.

Audit Committee: The Audit Committee has requested Bob Marcus to solicit bids from auditing firms with background in association audits for the 2007 HeatherRidge Audit to be done in 2008. This issue will be on the March 2008 HUA Board agenda.

Finance Committee: Paul Kelly gave the Financial Report and recapped the minutes of the February 21, 2008 meeting. The Treasurer’s Report may be reorganized in its presentation after recommendations by the Finance Committee. The severe winter and storms have created an overage in the snow removal budget for 2008 and the Finance Committee is looking at all options to reduce the shoveling expenses. The Gurnee Rotary Club has expressed interest in using our CRF for meetings, it will be considered as a not-for-profit organization. The bereavement scheduling and cost structures will also be reconsidered. Costs will be documented between the HUA and the CRF. The Golf Budget needs to reflect actual figures rather than just summaries and we need to assure that they are using the modified budget the HUA Board approved. Gordon Lind made a motion to receive and accept the Finance Committee Report, seconded by Sam Dent. At vote, all aye, motion carried.

Golf and Tennis Committee: No formal report.

Landscape Committee: No formal report. The meeting scheduled for February 11 was cancelled due to inclement weather and will be rescheduled.

Ponds Committee: No formal report. The pond cleaning schedule will be checked against the Six-Year Plan.

Recreational Activities Committee (RAC): No formal report.

Security Committee: No formal report.

Tax, Legislation, Law, Contracts, Insurance and Special Issues (TLLCISI): Issues will be addressed later in the meeting.

Welcoming Committee: The regular meeting was held February 12, 2008 and two new residents attended. The list of new residents was available for the audience.

OLD BUSINESS:

Hidden Hills Recreation Center (HHRC) Foundation Repair Bids. Todd Campbell met with Jason Shamrock, the Maintenance Department Chief, and he recommends the HHRC sub-floor drainage and sump pump work be done as soon as possible. Bids have been submitted and Perma-Seal is the recommended vendor with a life-time warranty on the foundation work. If it is scheduled during March 2008 there will be a 10% discount bringing the price to $8,114. Todd Campbell moved that we accept the bid from Perma-Seal and schedule immediately to take the 10% discount for a total price of $8,114. Motion seconded by Paul Kelly. Patrick asked if it would be paid out of the HHRC reserve account, and it will be. At vote, all aye, motion carried.

Insurance bids for HUA. Gordon Lind talked with Tom Poll of Carl Mellen Insurance and Mellen did return three viable bids. The 2008 premium comparison sheet provided represents the lowest costs for the three bidders. Gordon Lind moved that HUA accept the bid for liability insurance from Carl Mellen Insurance for $84,742.39 to be paid in a lump sum for the year that reflects a savings of $3,466.50, seconded by Patrick Perry. Bob noted that Scottsdale Insurance is the only vendor that will provide a quotation for our armed security force. We have had very acceptable service from each of the recommended insurance providers. At vote, all aye, motion carried.

Circulation Fans and Installation for StoneyBrook/Cambridge Recreation Center (SBCRC). There has been an ongoing interior mold problem on parts of the ceiling at the SBCRC. It has been recommended that ceiling fans be installed to maintain interior circulation. There is no evidence of mold behind the wallboard or in the attic space. Todd Campbell moved to accept the bid of $1,365 from Electric Service Company to install three ceiling paddle fans and the electrical service to them at the SBCRC, seconded by Patrick Perry. At vote, all aye, motion carried. The SBCRC Neighborhood Committee will be advised of the work.

NEW BUSINESS:

Tennis Contract and Certificate of Insurance. Bob Marcus developed the tennis contract, none had been in effect before. The contract will be amended to reflect that revenues are expected to be received on the first of each month, Celeste Pregracke will be advised. Bob is looking into the surface repair for the upper two tennis courts to make them more serviceable and aesthetically improved. Patrick Perry moved that we accept the contract as amended, seconded by Todd Campbell. At vote, all aye, motion carried.

Landscape Department Truck Purchase (HUA Six-Year Plan 2008 Vehicles and Equipment). Landscape Department Chief Brad Banwart submitted the specifications and three bids for a replacement truck and plow outfitting as allocated in the HUA Six-Year Plan. Todd Campbell made a motion to accept the proposal from Raymond Chevrolet for a 2008 Chevrolet truck with the plowing package, not to exceed $23,267.23 (which is lower than the Six-Year Plan anticipation). Motion seconded by Patrick Perry. Patrick Perry noted that we have had good service and history with Raymond Chevrolet on other trucks and the squad cars we have purchased. The 1998 truck will be traded in and a rebate also has been applied. At vote, all aye, motion carried.

OPEN DISCUSSION FOR HOMEOWNERS:

Joan Karkow of the Hidden Hills Townhome neighborhood commended the Landscape, Maintenance, and Security Departments for the outstanding work they have done during the many winter storms. It was also noted that the SBCRC ventilation fans will be paid for