BOARD OF DIRECTORS MEETING, HeatherRidge Umbrella Association (HUA), February 24, 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.

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

JANUARY 27, 2009 MINUTES:  Jim Petkus made a motion to approve the January 27, 2009 minutes, seconded by Sam Dent.  At vote, all aye, motion carried.

ACTING PRESIDENT’S REMARKS:  Todd Campbell noted that Carol Marker is on a well-deserved vacation. 

TREASURER’S REMARKS:  Paul Kelly gave the Treasurer’s Report and detail.  Snow shoveling, plowing, and salting were again brought up and will be discussed in New Business.  Gordon Lind made a motion, seconded by Rick Francisco, to receive and accept the Treasurer’s Report.  At vote, all aye, motion carried.

MANAGEMENT REPORT:  A Management Report was submitted in writing and was available to the audience.  Bob Marcus noted that the situation of increased rentals of units, largely due to the negative housing and economic status of our country, is becoming a concern as it is having an adverse impact on the financial and neighborhood aspects of our total community.  He further noted that owners must take full responsibility for renters.  A special meeting of neighborhood association presidents will be held in March, 2009.  Sam Dent made a motion to receive and accept the Management Report, seconded by Rick Francisco.  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:   There is a meeting scheduled for February 26, 2009 at 5:15 at the HUA office to review the final audit submissions.

Finance Committee:  Paul Kelly presented his Financial Report from the February 19, 2009 meeting.  Procedures for:  transferring funds to and from the Golf Operating account; for Golf Visions oversight; and off-road fuel usage tax tracking must be established.  Gordon Lind made a motion to receive and accept the Management Report, seconded by Rick Francisco.  At vote, all aye, motion carried.  Jim Petkus asked to have an Executive Session to discuss the letter received from Golf Visions following the regular HUA Board meeting.

Golf and Tennis Committee:   No formal report or motion required.

Landscape Committee:  No formal report or motion required.

Ponds Committee:  No formal report or motion required. 

Recreational Activities Committee (RAC):  It is noted that the original e-mail address for the Clubhouse was compromised and a new address established as “thehrclubhouse @ yahoo.com.”  The new e-mail address is noted on the HeatherRidge web site.  There was discussion on having signs at the Colby/Gages Lake and the main Route 21 entrances for both the Golf Course and Clubhouse advertisements.  The Landscape and TLLCISI Committees will work together on the specifications and usage policies.  No formal report or motion required. 

Security Committee:  No formal report or motion required. 

Tax, Legislation, Law, Contracts, Insurance and Special Issues (TLLCISI):  No formal report or motion required.

Welcoming Committee:  The February 10, 2009 meeting welcomed three new residents.  The next regular meeting will be held March 10, 2009.

OLD BUSINESS: 

Audit Committee presentation of meeting minutes and the final 2007 Audit Report.  The report should be finalized by the end of the month.  No formal report or motion required.

Discussion of performing a full audit versus a review.  The present contract with Mark Cantey and Associates is for full audit reports for 2007 and 2008.  A review, rather than a full audit, may be considered for 2009.  Bob Marcus will place that option on the contracts schedule he maintains.

NEW BUSINESS:

Insurance Proposals and Bids for Services and Capital Items.  Carl Mellen (as an insurance broker) has provided figures and quotations from the various insurance policies that HUA covers.  A late bid for Workman’s Compensation (WC) coverage was also received from ADP.  Our liability and rates increased after a claim two years ago that is still being settled.  A decision on a carrier for WC must be finalized by February 28, 2009,

Bob Marcus will be finalizing the selection.  HUA has good history with Carl Mellen and they are extremely responsive.  Paul Kelly made a motion to accept the proposal as presented by Carl Mellen and to investigate taking advantage of the lump-sum premium payment discount, seconded by Sam Dent.  At vote, all aye, motion carried.  Bob Marcus will ask Carl Mellen if they can match or reconsider the WC portion of the premium to be competitive with ADP.

Discussion on the Chase Court (Pond 17) Retaining Wall.  No bids have been received yet.  The decision will be put on the March HUA Board agenda.  HUA Board members will be provided with a pond map.

Snow Removal.  Jim Petkus asked that the snow removal contract(s) be reviewed by the Landscape and TLLCISI Committees.  The Board would like specifications developed that ask vendors to bid on both the “hourly” and the “by event” snow removal options for all of HeatherRidge.  It is suggested that the specifications be refined and presented before the August budget meetings of the Finance Committee.  Place on March HUA Board agenda.

Bob Marcus will contact the Village of Gurnee about street lights that are not working on HeatherRidge Drive.

OPEN DISCUSSION FOR HOMEOWNERS:

Elaine Stein, Covered Bridge Condo neighborhood asked if she could review the Golf Visions contract.  Paul Kelly also volunteered to discuss the contract with her after the meeting.

Capitola Lau of Hidden Hills Townhome neighborhood asked for assistance in resolving the flooding damage her unit suffered when a former owner in the adjoining unit was evicted and did not winterize the unit.  She is very concerned that the flooded unit has issues that will affect the other seven units in the townhome complex.  Bob Marcus advised that she should work with her personal insurance agent and residential management company.

Owen Hill of the Covered Bridge Condo neighborhood noted some landscape and structural concerns with the Covered Bridge Recreation Center.  Bob Marcus will work with the Landscape and Maintenance Departments to investigate the issues.

Kaye Meier of the Covered Bridge Condo neighborhood asked that we recognize the Good Samaritan (who prefers to remain anonymous) of her condo building who works so hard to help clear the steps, entrances, and garage area during snow storms.  He helps residents in many ways, always with a smile.  HUA Thanks You Kind Sir.

Rick Francisco made a motion to adjourn the meeting, seconded by Gordon Lind; at vote, all aye, motion carried.

Adjournment at 8:25 pm.                                                                                      Next Meeting – Tuesday, March 24, 2009