BOARD OF DIRECTORS MEETING, HeatherRidge Umbrella Association (HUA), February 23, 2010

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, Jim Petkus, Terry Potash, and Jim Servis.  Absent:  Linda Kirby.

JANUARY 26, 2010 MINUTES:  Jim Petkus made a motion to receive and adopt the January 26, 2010 minutes, seconded by Sam Dent.  At vote, all aye, motion carried.

PRESIDENT’S REMARKS:  Todd Campbell noted that spring clean-up is just around the corner.  Residents are urged to notice and take care of the occasional icy patches near their homes as HUA cannot be available 24/7.

VICE-PRESIDENT’S REMARKS:  Jim Petkus had no remarks.

TREASURER’S REMARKS:  Paul Kelly gave the Treasurer’s Report for January 31, 2010 and detail.  He noted that less was spent on snow removal this season than last season.  Sam Dent made a motion, seconded by Jim Servis, to receive and adopt 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 cost of heating the Covered Bridge Recreation Center (CBRC) and pool have been very high.  The Maintenance Head is doing a cost comparison with other local propane vendors and Bob Marcus is checking with the AmeriGas vendor to see if there is a contract and what HUA liability or commitment might be.  Board members suggested that Bob inquire about a credit or rebate if HUA has been overcharged for the past several years.  Jim Petkus noted that the tank may belong to Amerigas and a new vendor would have to replace that tank with their own.  Todd Campbell also asked if natural gas could be connected to the CBRC.  The first-round inspection of the Hidden Hills Recreation Center (HHRC) structure has been completed by Genesis.  Bob Marcus expects other vendors to make inspections the week of March 1-5, 2010.  Paul Kelly made a motion to receive and adopt the February 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.    Jim Petkus noted that any committee meetings would be held upon request by Bob Marcus or to specifically address any problems presented.  

Audit Committee:   There is a meeting scheduled with Mark Cantey and Associates, the Audit Committee, and Bob Marcus will invite the residential association Treasurers to attend also.  Paul Kelly noted that Mark Cantey will provide proposals and recommendations for both yearly review and full yearly audit options.

Finance Committee:  Paul Kelly advised that the January 31, 2010 financials were reviewed.  The committee is looking into setting up a department and associated account for snow removal.  Owen Hill made a motion to receive and adopt the Finance Committee report, seconded by Sam Dent.  At vote, all aye, motion carried.

Golf and Tennis Committee:  Sam Dent reviewed the report that was distributed.  Additional trees will be planted along the second fairway and a wooden split-rail fence is being considered to prevent golf carts from leaving the course, crossing Clark Drive, and driving on common property to retrieve balls hit out-of-bounds.  The report note of purchasing repair for the Triplex mower is rescinded, parts are no longer available.  Jim Service made a motion to receive and adopt the Golf Committee report, seconded by Terry Potash.  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:  No formal report or motion required. 

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

Welcoming Committee:  The next regular meeting will be held Tuesday, March 9, 2010.

OLD BUSINESS:

Golf Budget Update.  The Community Manager and HUA Board met with Golf Visions (GV) and GV came back with a budget update.  Paul Kelly made a motion to receive and adopt the GV recommendations for budget item reduction, with the stipulation that proof of health insurance be provided to HUA at least quarterly, seconded by Sam Dent.  At vote, all aye, motion carried.

Association Insurance Update and Proposal.  Bob Marcus received the yearly proposal and recommendations for general business insurance from Carl Mellen Agency.  The total costs are reduced approximately $4,000 and a further “paid-in-full” savings of $2,146 can be taken for paying for the entire yearly premium (recommended by HUA Board to take this).  The Community Manager recommends that the HUA Board accept the insurance proposal.  It is noted the Workers’ Compensation policy increased and Bob Marcus will assemble data on previous claims, injuries, and procedures to present to the Finance Committee.  Owen Hill made a motion to accept the 2010 insurance proposal presented by Carl Mellen Insurance, with the modification that the premium be paid in full to take the additional $2,146 savings, seconded by Paul Kelly.  At vote, all aye, motion carried.

Collection of Past-due Assessment Late Fees.  The HUA Declarations and Covenants specifies that HUA must collect interest on any delinquent assessments (over 30 days).  It is further noted that the residential association shall remit assessments collected per the Declarations.  HUA is applying for a line-of-credit loan for capital paving expenditures, and the bank requires financial statements from each residential association.  The current economic and foreclosure/default amounts may directly affect consideration of the loan.  HUA needs to demonstrate that it is taking legal action in collecting the late fees from the residential associations.  Paul Kelly made a motion to suspend the rules to allow Ann Richter to speak to this issue, seconded by Sam Dent.  Ann noted that the figures for the HeatherRidge Townhome Association #1 are being reviewed since the change of management companies in January, corrected figures will be submitted as soon as possible.  Meeting resumed.  Todd Campbell asked that TLLCISI review the Declarations, financial records, and make recommendations to the HUA Board on collections and recoup of late assessments and interest.  (Harris Bank financing covered here.)

Replacement of Bushes at 930 Taylor Condo Building.  Bushes will be replaced in spring.

NEW BUSINESS:

Ratification of the Purchase of a Landscape Truck (planned capital expenditure).   Paul Kelly made a motion to ratify the purchase of the Landscape Department truck from Raymond Chevrolet for $30,226.86 as of Feb 2, 2010, second by Jim Servis.  At vote, all aye, motion carried.

Vote on Supplier for Budgeted Lawn Mower.  Bids were received and it is recommended that the two lawn mowers (planned capital expenditures) be purchased from Grower Equipment & Supply.  Jim Petkus made a motion to table the expenditure until it was further reviewed by TLLCISI, no second, motion denied.  Terry Potash made a motion to accept the proposal by Grower Equipment & Supply for the 48-inch mower and the zero-turn mower for a combined price not to exceed $12,881.75, seconded by Sam Dent.  At vote, six aye, one nay, motion carried.  Purchase order will be issued.

Pool Schedule Recommendation for Hidden Hills Neighborhood Committee.  The committee recommended that the main HHRC pool be kept open the week after Labor Day (September 7-12, 2010) and that the Cabana pool be shut down the day after Labor Day.  Sam Dent recommended that the other two neighborhood pools be allowed to stay open too.  Paul Kelly made a motion to keep the HHRC main pool open the week after Labor Day, shutting down the Cabana pool to save energy and expenses, seconded by Owen Hill.  The motion was modified to include the CBRC and SBCRC pools.  At vote, all aye, motion carried.

Acknowledgement of Security Officer Mike Bowles.  A commendation letter from the Security Department to Officer Mike Bowles was presented.  Officer Bowles notified the Fire Department, and was able to contain the flames from a burning dumpster next to a Covered Bridge 9-unit garage structure, saving the structure, cars within, and any property stored in the garage.  HUA will write an endorsement letter of recognition for his file.

OPEN DISCUSSION FOR HOMEOWNERS: 

* Cris Mekuly of HeatherRidge Townhome #1 commented that it had received information that townhomes are required to have the FHA certification that Bob Marcus had mentioned in the Management Report.  This needs to be further researched.  There are financial and administrative costs associated that must be absorbed by the homeowner association and owners.

* Cris further noted she hoped that HUA interest-based late fees would not be applied to the homeowner associations as they themselves are struggling and losing their own assessment income.  Todd Campbell said that the HUA Declarations and Covenants require HUA to collect the late fees.  The issue will be researched by TLLCISI.

* Cris Mekuly offered information from the company she works for that assists in controlling and reducing the claims that result in a raise in the workers’ compensation insurance rates.  The program uses employee training and safety programs, incident report procedures, reviews, and prevention plans.  Todd Campbell asked if the information can be shared with HUA and Cris will facilitate.

* Joan Karkow, Chairperson of the Hidden Hills Townhome Neighborhood Committee, asked the status of pond cleaning for the ponds along Gages Lake Road, behind the Dunham Road townhomes.  Todd Campbell noted that ponds 7, 8, 9, and 10 are scheduled for cleaning in the Six-Year Plan for 2010.  Pond 11 legally belongs to Fairway Ridge.  Bob Marcus will work with Fairway Ridge to see if that pond can be cleaned as it has an impact on the other ponds and the golf course area near it. 

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

Adjournment at 8:15 pm.                                                         Next Meeting – Tuesday, March 23, 2010

________________________________                                        _________________________________

Sam Dent – HUA Board Secretary                                           Cathy McGrath – Recording Secretary

An Executive Session for HUA Directors was held following the regular HUA meeting.